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Principal Toolbox 5.0 User Manual - Introduction to the Principal

1. Costs Summarizes the costs committed actual and remaining and compares this in respect to the budget for all products in the project plan Hours Summarizes the hours committed actual and remaining and compares this in respect to the budget for all products in the project plan Default project tolerances Stage Planning Tolerance Orange Orange Abs Red Collaboration 0 0 0 Project specific tolerances exceptions to the default tolerances Stage Planning Tolerance Name Project Orange Orange Abs Red initiatieven 0 0 0 Red Abs Red Abs Product Planning Tolerance Orange 0 0 f Planning Tolerances v Orange Abs Red Red Abs Active Stage 0 0 0 4 Planning Tolerances v Product Planning Tolerance Orange 0 0 Orange Abs Red Red Abs Active Stage 0 0 0 C gt Tolerances can be set for the entire programme or project specific In the Programme and project tolerances window you can set tolerances for the following four categories e Stage respect to the planning end date e Planning and product is not finished e Hours e Costs Shows whether or not the active stage is running behind or on schedule with Counts the number of products that are overdue final planned date before today Compares the spent hours committed actual variance with the budget Compares the spent costs committed actual variance with the budget
2. Principal Toolbox 7 5 Functionalities 163 a FORTES a N Projectmanagement Agile projects Agile Project Gideon Project Agile Project Gideon Search Gideon Teerenstra Help Setup Dashboard Properties Task Board Planning Resource Management Documents Reports Task Board Filter Configure A Burn down Configure A Sprint Entire project bd Other 3 Todo 9 In Progress 0 Revi Testing 0 Rejected 0 Done 4 Design iew 3 User story 4 Story points Frontend The Agile task board with all tasks 3 4 1 2 3 Assignment of budgets hours and costs Assigning budgets is done on the Planning tab using the subtabs Costs and Resources Assigning Costs Click the button the edit the planning subtab Costs Enter Planned Costs and Actual costs in the appropriate columns in the subtab Costs SIMPLY FORTES Principal Toolbox 7 5 Functionalities 164 Agile projects Agile Project Gideon F OR TE S D Projectmanagement Project Agile Project Gideon Dashboard Properties Task Board Planning Resource Management Documents Reports Backlog Gantt Costs Resources Project Gantt i Name Start Planned Final Planned Mar 2014 a 10 a7 24 31 Agile Project Gideon 10 Mar 2014 03 Oct 2014 S vf Pre project 10 Mar 2014 18 Mar 2014 a Startup 19 Mar 2014 18 Apr 2014 rl i e Feasibility 19 Mar 2014 02 Ap
3. Resou Customiz oa No decisi Not used Copy Field Approval entries Reviewer fe fo fe ox Advanced Coni tiol figu Pre select on Time 6 o Sheet s Migrate fields Offer migration option Yes Migration can be done by Administrator Migration of classic project planning Initially the migration option is disabled and cannot be activated unless some decisions are taken for the following information e classic draft and check milestones e classic reviewer role e pre select option for time sheets 1 For time entry a general approach is available to select products plan items to appear on time sheets see time entry configuration with planning filters 128 where support for activity planning is Yes For each of these it must be decided whether the information is no longer used or copied to custom fields These custom fields need to be created before selecting at this configuration Once this has been configured the migration can be activated see below aq FORTES a A Goto Search e Rob van Noortsingel Help Setup Configuration Options Migration of classic PRINCE2 projects to new planning Save Cancel Principal Toolbox The new generic project planning provides flexible planning support and improved usability that allows for activity planning multiple breakdowns integrated cost hour planning etc However some functionality is deprecated in the new planning that is available in the classic
4. 1250 1000 750 Hours 500 250 o 01 01 12 01 02 12 01 03 12 01 04 12 01 05 12 01 06 12 01 07 12 01 08 12 01 08 12 01 10 12 01 11 12 01 12 12 01 01 1 show Available minus Request Y 1500 1000 Hours 500 a 01 01 12 01 02 12 01 03 12 01 04 12 01 05 12 01 06 12 01 07 12 01 08 12 01 08 12 01 10 12 01 11 12 01 12 12 01 01 1 SIMPLY FORTES Principal Toolbox 7 5 Reporting 223 Personal hours Hour Report Start 31 Jub 1995 E Horizon 1m 3m 6m 12m Scale Months No data available Project Product 01 31 12 Request Allocation Planned Actual Request E Project Product Treemap Configure 02 07 01 Allocation Planned SIMPLY FORTES Principal Toolbox 7 5 Reporting 224 Treamap Presi it Pani Typer oe a Papa alale he Rapu skie Pandny Teal labeler Wilks akas Frasikoel Targa S 123 Ge EDIT 00 Syn nnn aiis EAT Lene r nese Ten ine 3 7 GL a neck bei Pret SA Zu 1 Te lal 333 822 00 Project Map Geo Project Map Coats Stat i os Radegraven gins ina i i i N neoph 9 t a j Wirin a aia B gt Ft i rT Beam ik 9 A 9 9 9 9 9 9 v 9 T4 _Luniaren ce entre project fants Peagect 4 Proart Proti T Progect A A hy dh Progen d Proc a5 Sagi Sheet i ery gare Dev oneal hil y 1 Leatiet Map date Opania contributors Tine Courtesy of MapQuest SIMPLY FORTES
5. Automated Reports Automated reports insert Principal Toolbox data into a Word or Excel merge template The Principal Toolbox keywords in the template are automatically replaced by the actual content data on generating the report Select a merge template or normal document link to upload Please note that Word merge templates can be based on any document but must be saved in the RTF format Excel merge templates must be based on the basic template which contains required macro s Click on the Download Template button to download the template For a list of keywords click on the Keyword List button Templates D Update Open as Template Download Empty Template Keyword List History Name Description Revision Published Publisher Merge Template Projectiist_ 7 xls Project list v1 0 25 Nov 2013 Erik Aalbersberg v Projectlist_demo_ 2 xls Project listing 2 25 Nov 2013 Erik Aalbersberg v Drag documents here or click to add The template will be opened and at the same time Principal Toolbox will open a window with the Keyword Reference b Start with a normal or new Word document Click Keyword Reference to open the window containing the keywords 3 The Keyword Reference window will open where you can select the keywords To select a keyword SIMPLY FORTES Principal Toolbox 7 5 Reporting 205 just click it Keyword List Fields Views Find the keyword for the fields and views to include in the rep
6. m Expert training Password Schrijf u in voor de Principal Toolbox Expert Training Webinar Batenmanagement dat doe je zo License Webinar Version 7 0 0 0 6870 Fortes Solutions B W Basics Principal Toolbox Home page On the home page you are able to see all programmes and projects you have a role part in as well as products log items including issues risks etc that have been assigned to you After logging on to the Principal Toolbox you will be directed to your home page SIMPLY FORTES Principal Toolbox 7 5 Basics Principal Toolbox 12 Home My Time Sheets Welcome to Release 7 5 FORTES gt gt Set Tite f This is release 7 5 of Principal Toolbox and it will be available as of November 1st 2014 This release From contains many improvements throughout the application Most notable are the following new features Rich text editing for memo fields configurable Project selection within portfolio management including scenario planning Order administration within the new project planning model projects Usability on the project planning keep collapse state and scroll position Keep detailed activity planning on breakdown items Required fields on custom page layouts Mobile app allows to provide editing and submitting time sheets app will be available in app stores IOS and Android as of November 1st New widgets e g the benefits map editor with
7. select if the field is a project field e g project name or a product field Then select the field to show on this custom product page 6 The last action on the page is to select what field will be set when all the reviewers approve the data on the product In the example given a custom product field product approval is used to set on approval 7 When this project model is used for a project the project manager or the owner inserts data on the product and then requests approval for the product by clicking the Request Approval button 8 A new window will open where the approvers need to be selected a due date can be set and remarks can be inserted To send an email to the approver s about this product approval tick Notify approvers 9 The approver s will be informed through an email and will have a note on their Home page Products Plan Items to be approved by me Location Project Due Date Remarks by Owner 4 2 2 Review Audior onferenc ing 10 To review the product page click the product name and the specific Product page opens SIMPLY FORTES Principal Toolbox 7 5 Basics Principal Toolbox 34 Product 4 2 2 Review Name Description Owner Group Owner Reviewer Participants Mandatory Agile Priority Story points DoR Code review Documentation Helpful Text Approve or disapprove the product ew cick kdl or Mea ang 11 After review click v
8. to add a new hourly rate 3 In the window that appears choose a name a description a code free text and the hourly rate in dollars or applicable currency FOR TE S w Gulo CL Saanh EB o ubra Morene Caniguratian ff _ 2 Options a tpl wale t jholl Salauena Seegle Clo 1 Fricis Todea g hl pas Afroaravs lpr ipral leae Licaw cxoma corslirres olden lee ekdi lil akderjsp Page 19 7 SRY Peer vukle BID Ee lype Tae il reap read Elarre Spend bor Haur rate iner BRST Tin A WH Peapod diapla org oe hour ae and he cere trace alone oe icra wae is maraen othe nakale Hier aes are roe pAr reoaactely Pack Proee tine Foo ceampla werd ng abou ahs cect a aldni arines MS eM Kee h dira Poe ee Cumania Edit name and deserption Rares Drcgorics Panel aap aoe Manage Tescur et Co Hume hs Dora eto A lowe iy oda 1 Haag ens Forse aal i lere T Hirur a Hir poarga l E EEE aa Hour rate Lo A Qs ria ks sql mbes ck Canna ee a eae New hour rate 4 Once saved the hourly rate will be available to be assigned to resources Allocating hourly rates 1 From within Configuration navigate to Manage Resources 2 Edit one of the resources by clicking on its first name 3 The window that appears allows to set one specific hourly rate for this resource SIMPLY FORTES Principal Toolbox 7 5 Functionalities 139 FORTES v f gt ww Q saath FP Rob ew hovtsngs LOM Fura chon
9. 0 0 0 0 0 0 0 Final planned date has passed An inconsistency is present with the product milestones e g start milestone is planned later than the draft milestone Is shown when a conflict arises due to conflicting dependencies If an end date of a Predecessor is delayed or planned later than the start date of the Successor a blue traffic light is shown to indicate a problem In the following section the use of RAG indicators 22 explained 10n programme project list dashboards is SIMPLY FORTES Principal Toolbox 7 5 Functionalities 68 3 2 1 3 Planning a project Project planning within the Principal Toolbox can be done by following these seven steps Defining a product breakdown structure 707 Defining stages and work packages 73 Assign products to work packages 76 Planning the milestones of the project basic 78 or advanced option 78 Assign responsibilities for products 82 Assignment of budgets hours and costs 84 Defining dependencies between products 85 N eee a This sequence is just a suggestion An iterative planning process is always possible editing your project plan and other data remains possible throughout your project SIMPLY FORTES Principal Toolbox 7 5 Functionalities 69 3 2 1 3 1 Creating a project Projects are always created from a programme or project list dashboard To create a new projec
10. 3 2 Acceptatiecriteria opstellen Unassign 3 3 Dienstbeschrijving maken 3 4 Opstellen Project Contract 4 1 2 Kick off gesprek 4 1 3 Bestellingen 4 1 4 Realisatie Bouw 3 5 Go No Go Oplossing To rename double click on item 4 2 1 Concept Testplannen 422R Fase 4 Build Test i ATE To permanently remove items 4 2 4 Definitieve Testplannen Siwen drag them into the trash can 4 2 5 Testen 4 1 1 Detail Ontwerp Project Contract 426 Tesir t 4 1 2 Kick off gesprek ane 5 apportages 4 1 3 Bestellingen 414 Realisatie B 3 vercrac un aintain 5 6 Nazorg 4 2 Testen 4 3 1 Project Contract Testen Akkoord 4 2 1 Concept Testplannen 4 3 2 Concept Launch Document 4 2 2 Review 4 3 3 Review 4 2 4 Definitieve Testplannen 4 3 5 Definitieve Launch Proposal 4 2 5 Testen 4 3 6 Controleren beheerdoc umentatie 4 2 6 Testrapportages 4 3 9 Training beheerorganisatie 4 3 Gereedmaken implementatie 4 3 1 Project Contract Testen Akkoord 4 3 2 Concept Launch Document T Before editing stages first open the Edit project plan window Renaming a stage To rename a stage double click its name Edit the name in the pop up Adding a stage To add a stage to your project plan drag New stage from the top of the window shown below to the right position in your project plan the left side of the window SIMPLY FORTES Principal Toolbox 7 5 Functionalities 74 Edit Project Plan New stage Project plan Fase 2
11. 4 When finished editing the project navigate back to the programme project list dashboard Create the project model as described in the next section 123 5 After finishing the project model archive and then remove the temporary project Notes e All operational data in your project will be discarded when creating a project model So milestone dates deliverables issues risks changes quality reviews cost and hour data will be removed e Any data in the project model itself will be copied into the project when you create a project based on that project model except for any user names in your project e After creating a project there is no link whatsoever between the project model and the project So if you change any document templates or automated reports in the project model this will not affect the project Creating project models New project models are always based on existing projects A system administrator or programme project list manager can create project models from any project First select a project by clicking in the row of the project concerned Use the Model button available at the programme project list dashboard as illustrated below Projects me Import Export Mi Current Stage Progress General Project Manag initiatieven Opstarttase i eo Henk Dani l Programme Dashboard In the dialogue give an appropriate name to the project model After choosing OK the project model will appear on the dashboard
12. A Goto 7 Search e Rob van Noortsingel Help Setup Configuration Options eo Migration of classic PRINCE2 projects to new planning 4 Principal Toolbox The new generic project planning provides flexible planning support and improved usability that allows for activity planning multiple breakdowns integrated cost hour planning etc However some functionality is deprecated in the new planning that is available in the classic planning Portfolio Management P B ii The ic plan tab is no longer available this is now integrated in the planning Classic Project Migration a Unused mat packages are n longer maintained separately Notifications rosoft Project export add in MS Project integration pren costhour administra tion i is i anana entirely Pack Project Ofline To see what the new planning offers please refer to the help pages Conversi N E Manage Hour Rates migration cannot be undone and is irreversible Currenci Resource Categories Migrate fields Financial Categories Not all fields are availal iew planning as they are rarely used or repii y oa tionality Please select what to do with the content of these fields Either choose to copy ee CLARAN a a asy Fion feds or confirm that the field is not used Soy AEE Gives ake wl to Taek after the migration Manage Resources E Manage Skill No decision Not used Copy Planned Actual Status E Time Entry Manage o o T Manage a Activity Sets Checked O O
13. Available 31 02 08 32 09 08 33 16 08 34 23 08 4 Projects gt Resources Skill Plan Req Allo Rem Plan Req Allo Rer Plan Req Allo Rem Plan Req Allo Rem Filter by resource Filter by skill H Resources Summary 82 25 127 82 25 127 86 64 88 64 64 88 lt gt M Apollo Project 57 57 e 39 39 39 r ee e Sc Be el i oe ee L Patol im Patol 30 20 10 30 10 10 20 Quick Move Project Values Moves all editable values of the project four weeks to the right 35 27 15 20 15 15 20 Ms Wak 4 Week 2 Wask 3 Weak 4 Wask 5 32 10 10 22 10 10 22 wi Plan Req Allo Rem Plan Respati Rem P j I ii ter Plan Req Allo Ram 30 4 4 36 4 4 36 Apollo 52 BO Fam ii C i iR i BS 4 E adoa a 25 25 25 25 f EBr 52 30 10 10 20 10 10 20 5 ie i E o s 5 5 20 5 5 20 Ma i Peter Cole Software Developer 10 10 30 10 10 30 10 10 26 10 10 26 me a2 25 Gd 25 a6 64 64 64 Move editable values Discussions between project manager and resource manager Using the Principal Toolbox it s possible to discuss requests and allocations between project manager and resource manager The discussion is initiated by the resource manager and works like a chat service It s used as follows 1 From the resource allocation module open a resource pool and navigate to the Request amp Allocation tab 2 Press the Edit button of the planning board 3 Press the Pencil icon next to the project for which a discus
14. Employee Sai Allocated Project manager i Line manager approved hours approves approves and costs submits timesheet e Approval required by the line manager only Allocated approved hours and costs Employee submits timesheet Line manager approves e Approval required by the project manager only Employee A Project Manager Js Allocated submits R gt EENE OIE timesheets PP and costs SIMPLY FORTES Principal Toolbox 7 5 Functionalities 135 e No approval required Time sheets are automatically approved when submitted Employee Allocated Automatic approval approved hours and costs submits timesheets The approval process can be configured in these various ways using a number of settings The steps to configure each approval process follow below Approval by project manager only 1 Navigate to Setup Configuration Time Entry Settings and set the setting Allow project manager to approve hours to Yes 2 Open one of the project models and on the dashboard press Edit Properties 3 Within the section Time Entry tick the box for Approval of project hours by project manager 4 The project manager will now be able to approve hours by project To do so the project manager opens a project navigates to the Resource Management tab and opens the Approve Hours screen The project manager will get an overview of all the hours that have been submitted against t
15. FORTES SIMPLY FORTES Principal Toolbox 7 5 2015 Fortes Solutions BV All rights reserved No parts of this work may be reproduced in any form or by any means graphic electronic or mechanical including photocopying recording taping or information storage and retrieval systems without the written permission of the publisher Products that are referred to in this document may be either trademarks and or registered trademarks of the respective owners The publisher and the author make no claim to these trademarks While every precaution has been taken in the preparation of this document the publisher and the author assume no responsibility for errors or omissions or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document Printed 2015 SIMPLY FORTES Principal Toolbox 7 5 3 Table of Contents 0 Part Introduction to the Principal Toolbox 7 1 Structure of Principal ToolboOX nssnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nn nnnnnnn nnmnnn nnmnnn 7 2 Hardware and Software requireMents ccccsssscceeeeececesseeeeeeeeceeeseneeeeeeeeeenseseeeeseceenseeeeseseooensees 8 3 Required Internet Explorer
16. Now click the created set to add the non project activities to the set to add categories and activities or to change the current set 7 Inthe window that has been opened you can create new items with drag and drop a First add a new category Drag New category into the lower part of the window as shown below Edit Non Project Activities Drag new categories and activities to the list below Activities are to be placed within a category Rename categories and activities by double clicking the item New category i New activity Management Management b In the pop up add a name for the category c Then drag new activity into the category as shown below d Give a name to the new activity e Add new categories and activities to get your set complete Below you find an example of categories with activities SIMPLY FORTES Principal Toolbox 7 5 System Administrator Configuration amp Settings 236 Edit Non Project Activities Drag new categories and activities to the list below Activities are to be placed within a category Rename categories and activities by double clicking the item New category i New activity Management Management Other activities Education Click Save to save the set Close the window to go back to the time entry pages SIMPLY FORTES Principal Toolbox 7 5 System Administrator Configuration amp Settings 237 5 1 4 Defining custom fields Within
17. Options 4 Manage Resa urces A Pcipul Tasa Prs lis erajn imesh Proj i digado Hi diealtra T BS Prabir agren Pork oe Cine Iari H Raat Faa or ars DATERA p Pimipa Tadi DR me Sallis Miage Dhanna 4 ips manualhpr Neipal abou uilimcy Fu durn Foldorjsu aa Ds AAS uge De Resource Deluilsileke n Roger Laursen Cinta add LERT Account era cele pee Fuel Aon Rap Here Seo SHIA SR BATE Anehe l Themi Ceep aml Hama Hanmer SRM Sad eG Sin sage Sie Ban Poche lechiet l Bae Fis BAE Ke Pnie RS Ane Sa Fanna cae limos HR Defauk T ur Raie Raw 0 Envy Fuad or A Bs ce ar ee image horata Seis 1 FE N ee ap eset Tag Seer ae Toa Sa leer 1 coin Amet acihhect Technic h 42 fees Bele pa EET pyseen apie ets ar hhece decir Ashra dl oar dep eles Sealers Amih nok wan den Jeet F Petal QF Gracies apak 22rereer apk serang oF apokrin INTAN ans Do Spot ranger Cee appk shen J S4F Logik s p erea alt apk ene roo Den DD p Teer Hey apk arene msl de Panw Te hoe So Tenar ee eee we eT Managing resources 3 3 2 2 Letting project managers choose hourly rates It s possible to let the project manager choose hourly rates for the resources on a project This feature has to be enabled in the Setup and on the project model Setup 1 From within Configuration click on Time Entry 2 Open the Settings and enable the setting Allow project manager s to configure
18. The idea itself does not change and remains available 3 1 2 Working with portfolios 3 1 2 1 Portfolio overview A portfolio allows a portfolio manager to group portfolios in providing a clear overview SIMPLY FORTES Principal Toolbox 7 5 Functionalities 38 COLLA FORTES A Portfoliomanagement Portfolio COLLABORATION Search Robvan Noortsingel Help Setup Dashboard Properties Scenario Planning Financials Portfolio Gantt Documents Dashboard Report Archive il Automated Reports 7 EJ Project Prioritization EJ Project Calender i ora Risk vs Budget Cal Filter Configure Contribution to Strategy Cal Filter Configure A 225 000 6 0 il Reports Portfolio Items P o Products Plan Items 135 000 ke Issues 90 000 v v n 2 Risks C 45 000 E Quality reviews E e Changes 45 000 Actions p A a ra a s oP a o Ma ay p Lessons learned Total Risk rate 20 IT Cost Reduction KPI Score Cost Hour Entries Entries z 3 E z Portfolio Items Send report request Archive Save Version Move All Projects View il Timeline Reports Name Report Status Last Published On Current Stage Progress Status Programme Entries B Cloud Computing Audioconferencing 10 Nov 2011 Fase 6 Closure bD e Unified Communic ations Document Management lt S 01 Nov 2011 Fase 3 Feasability B Enterprise Content Management Extranet DMZ Fase 1 Wa 01 Nov 2011 Fase 5 Deployment SEDE o Un
19. 2 GENNOS c E EE E 238 LiCONS S ra E S 238 ApPIVNG Tor a lICenSe KOY arpea E a ee eee et eee 239 Request for additional user liCENSES cceccccecececeeceeeeeeeeeeeeaeaenensaessaaeesedeceeeeeeeeeeeeeeeeeeeeeeseseeaeaanaaeaaageesenees 239 Renewal of an outdated license Key ccececcccceceeeeeceeeeeeeeeeeeaeaananeaeesaaeaadeeeeeeeeeeeeeeeeeeeeeeeeeesaeaeeanaaeananseseeees 239 Seling Up the NCIS KEY aa esrae acceectateeseesasonaaaceaies Sneqesacaqctaciasactausassnssaceansemspecetenianseaaeoaeatenieatesteanesaeasateuseaectes 240 SSR ACIS ANON E A A E A E E Stance E E E E E S E 240 Oe ANS NE E EET NT E N A TAT EE ANT E 242 BEE Eo E E A AN A A A A E A A A E 243 PTAC OL OOS aera E E E EO 245 System SENINGS herien innin ERA Aa EEan aaa Aa 246 Upaatmag Me SONWALE s sirena E EREE EEEE EAE 246 3 Classic Projecti NICH Atl OMG aca ceece cece cette std eccesrnddssecaravessuscutneen cecundesccaudowascsstveetecstuneetceconeaweseseenss 247 Part VI Troubleshooting and Solutions 251 T TOUTS SIO UNG ates i amen cera vae cee T EE E 251 Index 253 SIMPLY FORTES Principal Toolbox 7 5 Introduction to the Principal Toolbox 7 1 1 Introduction to the Principal Toolbox Principal Toolbox offers a powerful set of tools for the management of your projects programmes and portfolios PRINCE2 support for projects is offered in project models and in the way processes are supported by the Principal Toolbox by default Customising Pri
20. Edit timeline settings the period covered by the planning board and its resolution can be changed 3 Press the Edit button in the Request and Allocation per Project section of the screen to edit the allocation of resources Use the sign to check the details per individual resource on a project By expanding the Resources Summary it ll show the total allocation per resource independent of the projects 4 To change the allocation of a resource fill out the values in the Allocation column This can be done for each separate period The period is determined by the timeline settings Note when a skill has been requested instead of a specific named resource the resource manager will have to select a named resource with the specified skill before allocating hours 5 Press Save to keep all changes The allocations are published to the projects and are now available to the project managers Note with the lt gt and gt gt it is possible to move all editable values one week to the left lt one week to the right gt or four weeks to the right gt gt SIMPLY FORTES Principal Toolbox 7 5 Functionalities 151 i Allocated gt Available Allocated lt Available Request or Planned gt Allocated fa Planned gt Request Colouring on project row indicates that one of the underlying resource skill rows has a matching condition Request amp Allocation per Project Planned Request Allocation Remaining
21. First Name Primary Skill Secondary Skill s Email Phone Remarks panc agaa Bloemen Pieter Project Manager Consultant Sr Peter mail com 31 53 2314 357 Time Entry Resources users Edit Resources gt View Options Manage entries Last Name a First Name Primary Skill Secondary Skill s Email Phone Remarks Manage Non project Activity Sets Aalbersberg Erik Project Manager Consultant Jr e aalbersberg fortes nl 06 24 94 66 66 Resource Allocation aha Consultant Sr_ Customize fields Project Manager Approval entries ICT Administrator Support _ support fortes nl Cole Peter Software p cole fortes nl Davies Samuel Davies mail com de Groot Richard Consultant Jr Software rdegroot mail com Developer Edwards John Software Engineer Software j edwards mail com veloper Manage Resources at Setup 2 The screen contains two sections one for no users and one for users Click in the no users section to set up a resource which is not is associated with an user account in the Principal Toolbox Resources without user account 4 m Resources View Last Name First Name Primary Skill Secondary Skill s Email Phone Remarks Creating a new resource no user 3 Anew window will appear Enter the details of the new resource and click Save The new resource will be listed in the section Resources no users Appointing primary and secondary skills to resources 1 To appoint primary skills to resources both users a
22. Most recent documents List of the 100 most recently changed documents for this project Search all project documents Search for documents in this project Project related documentation Documents on Plan Documents per product Documents that are not linked to a specific product 3 2 1 4 4 1 Adding documents and templates to products Documents in any file type can be added to a Product page Product Description Product specification goal composition and quality demands Templates Template s as the basis for the management products Deliverables Products documents to be delivered 1 Go to the Product page 2 Click Add in order to add a document or to add an intranet link Fill in the following information SIMPLY FORTES Principal Toolbox 7 5 Functionalities 99 Description Description of the document Revision Doc nr Document version Filename Select a document with the Browse button or alternatively Internet address gt Fill in a hyperlink 3 2 1 4 4 2 3 2 1 4 4 3 Internal document link Provide a document ID from a document at another location in the Principal Toolbox application The ID can be found in the document history This allows for a centrally placed document to be linked to from projects Update by updating only the original centrally placed document 3 Click OK to add a document to the Principal Toolbox Note As of release 6 5 document can be dragged and d
23. a list of the submitted Time sheets will appear on the line manager s personal dashboard By clicking on the start date of one of the Time sheets it opens and the line manager after reviewing the contents can choose to Approve or Reject the request for approval 3 3 2 Time and cost allocations Against products part of a project cost and hour entries can automatically be generated from the Time sheets that have been submitted The tab Costs amp Hours on each product will then list all the costs and hours in line with the Time sheets from project team members that registered hours against the project SIMPLY FORTES Principal Toolbox 7 5 Functionalities 138 3 3 2 1 The costs associated with the hours that the team member registered are based on an hourly rate Each resource has its own hourly rate as defined in the Setup Besides this personal hourly rate the project manager can be allowed to override that rate for a project specific rate To enable the automatic generation of cost and hour entries based on time entry take the following steps 1 Define and allocate hourly rates 138 2 Let project managers set hourly rates 139 3 Get cost and hour entries against individual products 141 Defining and allocating hourly rates Defining hourly rates Before assigning hourly rates to individual resources define the rates as follows 1 Navigate to Setup Configuration and click on Manage Hour Rates 2 Click
24. e Manual entry of aggregated hours per product no add on required e Enter hours using hour entries This way you can keep track of history and the build up of the number of actual hours shown requires add on Advanced Cost Registration e Time entry with the Principal Toolbox add on Time sheets Users of Principal Toolbox get a weekly time sheet on which they can enter their actual spent hours requires add on Time sheets System administrators and time sheet managers check Configuration of time entry 1281 for more information about possible configurations 3 2 1 4 2 1 Time sheet approval add on For the requester After filling in the time sheet you need to request approval This is done with the request approval button The approval request is automatically delivered to the approvers Note only approved hours will be taken into account in the project costs amp hours overview Before approval they are not visible in projects or products If a time sheet has been disapproved it will re appear on your home page with status disapproved To see why it was disapproved open the time sheet and click Status to see any remarks of the dis approvers You can make any necessary changes and request approval again At the section My open time sheets on your home page you will find an overview of your time sheets with the approval status Here you can access approved time sheets Note the view selector on this ta
25. e sac ae click on item E a Testplannen Fase 4 Build Test LAARS 2a To permanently remove items pag Definitieve Testplannen _ _ drag them into the trash can 4 2 5 Testen 4 1 1 Detail Ontwerp Project Contract a 4 1 2 Kick off gesprek ae ERAROS 4 1 3 Bestellingen os 4 1 4 Realisatie Bouw _ Naseer 4 2 Testen 4 3 1 Project Contract Testen Akkoord 4 2 1 Concept Testplannen 4 3 2 Concept Launch Document 4 2 2 Review 4 3 3 Review 4 2 4 Definitieve Testplannen 7m 4 3 5 Definitieve Launch Proposal 42 5 Testen il 4 3 6 Controleren beheerdoc umentatie 4 2 6 Testrapportages 4 3 9 Training beheerorganisatie 4 3 Gereedmaken implementatie 4 3 1 Project Contract Testen Akkoord 4 3 2 Concept Launch Document Mandatory products in the project plan The setting mandatory is part of the product properties and therefore visible on the product page A mandatory product within a project model can only be modified by the model owner and within an ongoing project by the system administrator To make a product mandatory go to the product page of the product you would like to make mandatory Click on Edit and check the box that says Mandatory Then click on Save to save your changes Master Demo database gt Projectmanagement gt Collaboration gt Unified Communications gt Audioc onferencing gt Fase 4 Buik Test gt 4 1 Bouwen gt 4 1 2 Kick off gesprek Product 4 1 2 Kick off gespr
26. first you need to archive the project model and thereafter you can remove the project model from the archive How to archive a project model see chapter Archiving a project model 11 1 After archiving a project model go to archived project model by clicking the Archive tab C FORTES N Projectmanagement Search e Rob van Noortsingel Help 7 Setup Projectmanagement H Dashboard Documents amp Knowledge Models Archive Programme Project list Archive D Restore Name Description 2 Lean Management IT Theme Lean Management Project Model Archive D Restore Name Objective Project Manager s BAM ICT Services Projectmodel BAM ICT Services Beheerders training projectmodel Model voor het opzetten van Albert Swank BOX BV PRINCE2 projecten Generic Project model V2 7 Programme Model Archive D Restore Name Objective Project Manager s MSP Programme model v2 Model for settung up an MSP Erik van den Bosch programme Archive tab 2 Select the project model concerned by clicking it s row 3 Click behind the project model and confirm with OK m Restore Remember Once projects or project models have been removed from Principal Toolbox it is not possible to roll back this decision Generic PRINCE2 Project As of release 6 0 a new project model has been made available The new project model called Generic PRINCE2 Planning Model offers new functionalities for the Gantt To be able to use t
27. header when on the detail page of an issue risk or other log item 2 Now click Action log and fill in the following information SIMPLY FORTES Principal Toolbox 7 5 Functionalities 109 Name Name of the action Description Description of the action Status Status Open Closed Priority Priority Due date When does the action need to be completed Owner OQwner responsible for the product Creator Creator of the action Related to Relation to a product issue risk etc Remarks Any remarks Action 1 Action log Properties History Name Action log Own Description Creat Status Creat Priority Prodi Due Date Relat Remi Discussions Creator Date Message Documents files links text Name Description Drag documents here or Adding an action 3 Click the Save button to save your new action 3 2 1 4 5 6 Lessons learned To archive positive or negative experiences that may be useful in future projects the lessons learned log is available Based on the lessons learned log you can create an automated lessons learned report at the end of the project The lessons learned can be from all areas of interest the project management method tools used good bad experience with suppliers etc SIMPLY FORTES Principal Toolbox 7 5 Functionalities 110 The report can published to allow the organisation to improve the best practices from among other things its project ma
28. on the programme project list level Note that each programme or project list has its own archive 6 Restoring a project or project model can be done from the Archive tab 3 4 1 4 2 Removing projects and project models COPY Removing projects and project models requires two steps first you need to archive the project model and thereafter you can remove the project model from the archive How to archive a project model see chapter Archiving a project model 11 1 After archiving a project model go to archived project model by clicking the Archive tab SIMPLY FORTES Principal Toolbox 7 5 Functionalities 190 3 5 q F O R TE S YD A Projectmanagement Q Search e Rob van Noortsingel Help Setup Projectmanagement H Dashboard Documents amp Knowledge Models Archive Programme Project list Archive D Restore Name Description 2 Lean Management IT Theme Lean Management Project Model Archive D Restore Name Objective Project Manager s BAM ICT Services Projectmodel BAM ICT Services Beheerders training projectmodel Model voor het opzetten van Albert Swank BOX BV PRINCE2 projecten Generic Project model V2 7 Programme Model Archive D Restore Name Objective Project Manager s MSP Programme model v2 Model for settung up an MSP Erik van den Bosch programme Archive tab 2 Select the project model concerned by clicking it s row 3 Click behind the project model and confirm
29. tv Feasibility 19 Mar 201 E 02 Apr 201 y ie Foundation 04 Apr 2041 E 18 Apr 201 E Exploration amp Engineering 21 Apr 2014 06 Aug 20 0 be Assemble backlog 21 Apr 2014 06 Jun 2041 f Sprint 1 05 May 20 16 May 20 rien Sprint planning 7 El User story 2 05 May 2014 16 May 20 Le Work item 1 05 May 20 El 07 May 20 t A nn E Work item 2 08 May 20 E 12 May 20 ooo ha Work item 3 13 May 20 16 May 20 y Retrospective 1 E i l Sprint 2 walking skeleton 19 May 20 06 Jun 2001 ma Sprint planning E j tv User story 8 E 22 May 20 f ar k User story T 29 May 20 m Resource Summary q Skill Resource Pool Planned Actual Alloc ation No data found Entering budgets Resources 3 4 1 2 4 Defining dependencies between products The easiest way to define dependencies within your project is by using the editable Gantt 78 Dependencies created on the Gantt chart are inserted as finish to start relationships To modify the dependency type or to define dependencies with products from other projects inter project dependencies you need to open the product details from the project dashboard plan or costs amp hours tab and go to the Dependencies tab 1 Click the name of the product you want to create a dependency for and select the tab Dependencies SIMPLY FORTES Principal Toolbox 7 5 Functionalities 166 Master Demo database
30. 0 Project Autodesk licensing Project Home Home Initial search box Q web x Search Webconferencing Project Website re design Project Search results Advanced search The advanced search function allows you to perform keyword searches You can also use the creation period to specify the period when the item was created a The search function can be found on all dashboards and on the home page Advanced Search Search web Type Project Created before Created after Search Note Seach results are limited to the first 100 hits Search results folders Type Name Location Description Owner Date Project Webconferencing Erik Aalbersberg 12 Sep 2011 Project management gt Collaboration gt Unified Communications gt Webconferencing Project Website re design Ad Supley 13 Mar 2014 Project management gt Collaboration gt Unified Communications gt Website re design Search results documents files hyperlinks Type Filename Location Description Revision Doc nr Publisher Modified Advanced search page SIMPLY FORTES Principal Toolbox 7 5 Basics Principal Toolbox 29 2 12 Messaging Messaging allows all users to freely inform and discuss topics related to items in the Principal Toolbox Note This function is only available as of release 7 0 and when provided by Fortes Solutions via SaaS or hosted Two types of buttons exist This button is shown on al
31. 2 On the Dashboard tab click New in the section Time entry groups to create a new time sheet configuration C FORTES A Time Entry Search e Rob van Noortsingel Help Setup Time Entry Dashboard Archive time registration group contains a group of persons for time entry il Automated Reports S A time entry group must use a single configuration and any number of non project activity sets NPA sets NPA sets and time entry configurations can be modified and created in Setup gt Configuration Open weekstaten Time Entry Groups gt Archive All Time Entry Group v View v Goedgekeurde weekstaten Name Description Group Manager Configuration Non project activity sets il Reports Development Ad Supley Algemeen Management Fortes Urenverantwoording All Customers Jan Algemeen Management niet productief Time Entry Groups Kiers Time entry test Den Haag Michiel Jaeger Renate Algemeen Non project activity set Den Haag Non Project Activity Sets and Voorbeel tiidsregistratiegroep Approvers members configuration and non project activities form a Algemeen niet produc tief ETR time entry group Activities Time Sheets Timesheet Rows Cost Hour Entries il Timeline Reports Entries Time Entry SIMPLY FORTES Principal Toolbox 7 5 Functionalities 134 3 Then fill in the following information Name Name of the time entry group Description Description of the time entry group Group manager
32. 4 2 2 Planning resources foe new generic project planning 112 provides a different approach please refer to the help there 118 Instead of or complimentary to requesting resources at project level resources can be planned at product level To do so follow these steps 1 Open one of the products on the project and navigate to the tab Resource Demand 2 Within the section Resource Demand press the Edit button 3 Using the planning board resources can be planned by Skill named Resource or both 4 Additionally the hourly rate can be chosen as it may be specific to the project Note as soon as a resource registers hours against a project using the time entry module the default hourly rate as defined for the resource will be used If this default rate is different from the rate as chosen when demanding resources the project manager will have to explicitly change the rate that is used when the resource enters time against the project Please see Letting project managers choose hourly rate 139 for instructions on how to set the appropriate rate SIMPLY FORTES Principal Toolbox 7 5 Functionalities 155 General Logs Dependencies Costs amp Hours Resource Demand Product Project Initiatie Document PID Edit the resource demand planning Name Project Initiatie Document PID Planned date Actual date Description F Start 11 Jan 2013 26 Sep 2006 Hours Planned 0 00 Final 17 Jan 2013 Co
33. Actual Hours 30 120 150 OK Cancel The budget or allocated planned and actual hours will also be displayed on a summary section on the bottom of the Resources tab Note When a project is linked to a resource pool the pool can be set for resources skills that have no allocation set Resource Summary Skill Resource oe Cole Peter n Edwards John Summary section with hours of resources Single Sheet Project Pool ICT Pool ICT Pool ICT Pool Planned Actual 214 100 10 20 24 As of release 5 0 a new project model has been made available This project model is little more than a single page sheet that contains the most important project information It is especially useful for portfolio management by providing a way of letting project managers report project portfolio information on a regular bases without requiring a full project planning within the Principal Toolbox It can also be used to provide a low impact operational project reference that can be converted later on to a full project with either classic or generic PRINCE2 planning 63 Starting up a new project with the single Sheet Project Model also referred to as SSP Model 1 Go to the Portfolio dashboard and click on New in the Project listing 2 Enter the details and select the new project model 3 Select a project manager and click on OK to create the project Project Reporting The project is now available
34. Dashboard Properties Product Breakdown Pla Resource Management Documents Portfolio Repo Logs g Fase 2 Ideas Fase 3 Feasability a ri Fase 6 Closure Fase 4 Build Test C Issue log R Risk log Quality review log Change log E Project Board I Project Manager I Team Members A Daily Action log L Lessons learned lo Products Edit Project Plan Set Baseline ty a M Minutes of meetings Fase 2 dees C7 il Automated Reports Fase 3 Feasability Cs EJ Hoofdpunten Rapport C3 Fase 4 Build Test Fase 5 Deployment Rollout Fase 6 Closure Owner Start Draft Checked Final DIT R fl 61 Evalueren 21 Mar 2012 05 Apr 2012 6 2 Decharge Document opstellen as 06 Apr 2012 si 11 Apr 2012 6 3 Besluiten Decharge 12 Apr 2012 12 Apr 2012 6 4 Archiveren 13 Apr 2012 15 Apr 2012 Project dashboard 1 Tabs The tabs are standard for each project Depending on your organisation s license some tabs might not be available The name of the tab indicates the content of the page SIMPLY FORTES Principal Toolbox 7 5 Functionalities 65 Properties Includes all project properties including custom fields and portfolio information Product breakdown A decomposition of the products realised by the project The tab gives a graphical representation of the breakdown Plan To set milestones and assign resources to the different products Overview of the proj
35. Defining portfolio 39 Delete stages 73 Delete work packages 74 Deleting products 70 Deleting stages 70 Dependencies 85 Document approval 99 177 Document management 27 Documents amp knowledge 13 Download 7 E Edit model 122 Edit project model 122 Edit project plan 70 76 Editing data 22 Eenterprise manager 18 Email 27 Email notification 233 Enter License key 240 Enterprise 7 Enterprise dashboard 13 Enterprise model 124 Enterprise reader 18 Excel 207 Excel report 210 Excel template 208 214 External 85 External dependencies 85 F Filter 23 Find 27 Finish to finish 85 Finish to start 85 SIMPLY FORTES Principal Toolbox 7 5 254 Folders 7 Formulas 213 cr Gantt 78 80 General views 25 Generic models 124 Global view 23 Graphical 72 H Hardware requirements 8 Hide column names 23 Home page 11 Hour rate 240 Hour registration 92 Hour types 84 Hours registration 91 Import views 25 Initial 80 Internet explorer settings 9 Inter project dependencies 85 Issue log 103 181 K Keyword reference 204 207 Keywords 204 207 210 Knowledge repository 13 L Lag 85 Lessons learned 109 187 License key 238 239 Local and personal views 25 Local view 23 Logon 10 Manage resources 141 Manage views 25 Managing a resource pool 142 Managing views 25 Mandatory 76 Mandatory products 76 Merge template 204 207 Merge template keywords 204 207 Milestones 77 Mi
36. Jan 201 I A o Project initiation 01 Jan 2013 01 Jan 2013 4 E see Initial Business Case 01 Jan 201 01 Jan 201 i E o if Project Initiation Document PID 01 Jan 201 01 Jan 201 J E o p Next stage plan 01 Jan 201 01 Jan 201 F E o Lu Project Authorisation 01 Jan 201 F 01 Jan 201 I Z Cost Summary A Q Add Financial Category Financial Category Budget Planned Actual No data found Plan costs with the Generic PRINCE2 Planning Model Note by default the project budget is captured on the portfolio and will only be displayed on the project This depends on the financial configuration on the portfolio SIMPLY FORTES Cam Principal Toolbox 7 5 Functionalities 118 Capture planned costs L Planned Costs 1 Go to the tab Costs and click on 7 Tee l Project start up m Project Mandate Project Brief Initiation Stage Plan 2 Double click on the Gantt in the column Planned Costs The planned costs can be captured per product on the Gantt iw Initiation Stage Authorisation EI Project initiation b Project Initiation Document PID 3 Click on Add financial category eee p Initial Business Case 4 Select the required financial categories and click on Add Preset alia Diocamaiat 0 x Start Planned 08 Feb 2013 Duration In Days days 6 Final Planned 15 Feb 2013 Duration In Days hours 48 r i Costs section 5 Click on the empty fi
37. Mandste Dependencies on the programme Gantt If for some reason the Office relocation project is delayed or planned later the Gantt will indicate that there is a problem with the planning Dashboard Properties Gantt amp Dependencies Benefits Monitor Documents amp Knowledge Models Archive Project list Quality and Organisation projects gt lt This Gantt shows projects and their products with inter project dependencies or high priority Subprogrammes are included with their start and end date Timescale Quarters w i eS i is a er en ees Project Mandste Dependencies on the programme Gantt SIMPLY FORTES Principal Toolbox 7 5 Functionalities 89 3 2 1 3 8 Requesting resources The Project Manager is able to request resources to staff his project Resources can be requested as skill or if the project manager has a specific preference as named resources Before a project manager is able to request resources from a resource pool a pool or multiple pools have to be linked to the project How a Project Manager links a resource pool to his project and how a he or she requests resources van be found at Requesting resources within a project 152 SIMPLY FORTES Principal Toolbox 7 5 Functionalities 90 3 2 1 4 Managing a project During the execution of a project the defined products are to be realised In this section you will find How to monitor and enter progress How t
38. Noortsingel Status Create Date 19 Mar 2015 Priority I Product Plan item Due Date 05 Apr 2015 Remarks Decision Open Standard fields Deadline Topic Actions pa Open Actions Nr Name Description O Owner Related To Due Date Remarks by Owner Discussions Creator Date Message Documents files links text ofa of Note Name Description Revision Published Publisher Drag documents here or click to add Adding an issue History log For every log item there is a history tab available This shows history information for tracking who has done what issue 1 Bug found in version 7 5 Properties History Person Date Object Action Change Rob van Noortsingel 19 Mar 2015 1 Bug found in version 7 5 Create History tab for an issue Discussion messages on log items On a log item it is possible to add discussion messages On these messages the author and date is registered Discussions F Creator Date Message Here you are able to start a new discussion 3 4 1 3 5 1 Issue log COPY Issues can be created in two ways by clicking Issue log on the Project dashboard or by making a new issue from a product on the product page In the second case the issue will automatically be related to the specific product 1 Go to the summary page of a product 2 Now click the tab Logs 3 Click in the blue Issue listing bar Then fill in the following information SIMPLY FORTES
39. Note Archiving a project can be done by the manager of a programme project list or the system administrator Archived projects are no longer visible to users without these roles If you want the project to remain available create a separate project list called Archived projects or a similar name After the project has been finished and the project organisation has been disbanded the project can be archived FORTES A Projectmanagement Search e Rob van Noortsingel Help Setup Projectmanagement H Dashboard Documents amp Knowledge Models Archive Programme Project list Archive D Rest Name Description 2 Lean Management IT Theme Lean Management Project Model Archive mj Restore Name Objective Project Manager s BAM ICT Services Projectmodel BAM ICT Services Beheerders training projectmodel Model voor het opzetten van Albert Swank BOX BY PRINCE2 projecten Generic Project model 2 7 Programme Model Archive D Rest Name Objective Project Manager s MSP Programme model v2 Model for settung up an MSP Erik van den Bosch programme Archive 1 Go to the Programme dashboard 2 Select the project concerned by clicking on it s row Archive 3 Click to move the selected project s to the archive tab 4 In a pop up window you are asked to confirm archiving the selected project model After clicking OK the project model is move to the archive 5 The archive can be found at the tab Archive
40. Opstellen Project Charter 2 4Go No Go project Planning on the Gantt chart e If the final milestone of the product is delayed a red dot appears next to the product name e f milestones of the product have been finished this is shown in the planning with a solid colour bar inside the product bar e Finished products are marked with a tick and the solid bar indicates when the product actually has been finished To report progress you do the following 1 Go to the Project Dashboard 2 Click the name of the product to view the Product page 3 To change the planned date select the date and enter the new date in the calendar 4 To register passing of milestones tick the checkbox for Start Draft Checked Final The date will be SIMPLY FORTES Principal Toolbox 7 5 Functionalities 170 set to today by default alternatively enter another date in the column actual date Planned date Actual date w Start 01 Jub2013 12 Sep 2011 D Draft L m Checked L Final 01 Jul 2013 L Duration In Working Days 1 00 Planning Status oe Planning on the product page 5 Passing a milestone can also be marked directly on the project dashboard To do this click the appropriate milestone date next to the product and tick it off using the tick sign 3 4 1 3 2 Registration of actual hours 3 4 1 3 2 1 Registration of hours in the Principal Toolbox can be done in multiple ways depending on the availa
41. PMDcheck Code review PMD check Documentation Docu Pre sors S pen pel Nam Projec Start Planned ed Percentage Lag jependency Type Open jew Y 42 1 Concept Testplannen Audioc onferencing 30 Dec 2011 05 Jan 20 o0 tart Risks pes External predecessors per Quality reviews per Su rs jame Project tart Planned ed Percentage Lag Dependency Type g per few v 4 2 4 Definitieve Testplannen Audioconferencing 12 Jan 2012 12 Jan 2012 0 00 Finish to start Logs tab Deper idencies tab 3 2 1 3 5 Assigning responsibilities for products Next step is to assign the responsible owners to the products in your project This can be done by either the project manager or project support roles Before you can assign products to project members you have to make sure that all required resources are a member of your project management team Assemble your project team 1 Go to the dashboard tab of your project SIMPLY FORTES Principal Toolbox 7 5 Functionalities 83 2 Click Edit Members to see the members of your project team To add people to your project team select them from the list on the right and click Add ata specific role to assign them Use the search option to easily find a specific user Depending on your system settings this page shows you either the project manager project board and team members or it shows all PRINCE2 roles i e Senior supplier project support project assurance etc This can b
42. PMO OK Cancel Time Entry Configuration 3 Fill in the following information Name Name of the time entry configuration Description Description of the time entry configuration Product membership Select which products will be automatically available for time entry Product budget Select which products will be automatically available for time entry Allow free entry Select if users may select products free 4 Click Save to store the time registration configuration 5 Now you can close this dialog by clicking Close Time entry configuration with product plan item filters Support for Activity Planning Yes Another way to create a time entry configuration is by using so called Planning Item Filters These configuration options are bit more flexible and offer more filter options 1 To enable the Planning Item Filters navigate to Setup Configuration and click on Time Entry and Settings 2 Click on Edit to enable the Support for Activity Planning SIMPLY FORTES Principal Toolbox 7 5 Functionalities 130 FORTES a A gt Goto Q Search e Rob van Noortsingel Help Setup 7 Options ty Settings Module name Time Entry Principal Toolbox Portfolio Management Settings for Time Entry Classic Project Migration Notific ations Settings MS Project integration Pack Project Offline Conversions Manage Hour Rates Setting Default value Custom value Currencies Resource Categories Allow
43. Principal Toolbox 7 5 Basics Principal Toolbox 22 2 5 2 6 Time Registration group e Modifying time sheets of all members of the Time Registration group Group Reader e Read access to the Timer Registration group e This includes read access to the time sheets of all the members of the Time Registration group Entering and changing data To enter and change data you will always have to click the Edit button If you have the user rights to edit data and the page contains editable fields you will always find this button on the page you are at When creating new log items like issues risks etcetera you will directly enter the editing mode so you won t have to click edit RAG indicators traffic lights On dashboards of work areas programmes and project lists and on your home page the status of projects is shown with RAG indicators These indicate the actual status on a programme project or product The red amber and green indicators are used in respect to the status of the enterprise programme or the project For projects indicators are shown for General status Set manually by the project manager to give the general opinion about project status Planning status Based on the tolerances of the programme project list Uses the number of products overdue Cost status Based on the tolerances of the programme project list Uses the deviation of expected costs from the budget Hours status Based on
44. Principal Toolbox 7 5 Reporting 225 Bullet Chart A75 Ok Bee a ta Oe bh Oe ist 0 200 ta en iam E SIMPLY FORTES Principal Toolbox 7 5 Reporting 226 SIMPLY FOR TES Principal Toolbox 7 5 Reporting 227 Customisation Image and Text Image and Text widget cities y FORTES You Can add an image and fest in thes wicket You ao can add a hyperiink to a document on websiie Fores Global Sie Prince2 Organisation SIMPLY FORTES Principal Toolbox 7 5 Reporting 228 Project Organisation Project board Earned Value Management EVM Earmed Value Management Calepce m Tie debe PEL CaS Fa a Timu inf op heer Debt en inechatirg ss en nag hen Copgetitbt a Oppe iiiar Eirig Pa wy Ev AG Bat ETG BA WS poplar Foreed E Ang ites Sur e 2 0 ie En pE Tanie Tapa H Degn mi ea Be a A0 Tja Tiia mi Tee C baia a 3 180 kifa e 30 080 jr Tiig E Herdwere 3 nal n 230 300 1j Tenge m Engineerrg ie 200 eas i 0 oS 300 Terji tikdi SIMPLY FOR TES Principal Toolbox 7 5 Reporting 229 4 9 Mobile Reporting As of release 7 0 it is possible to use Mobile Reporting using the Fortes app They allow for managers and other stakeholders to always have the appropriate reports at hand Mobile reporting is all about providing the opportunity to create interactive reports within a portfolio towards stakeholders For the repo
45. SLA DAP en DFA definitii 5 2 Gereed zetten implemen 4 1 2 Kick off gesprek 4 1 3 Bestellingen 4 1 4 Realisatie Bouw 4 2 1 Concept Testplannen 422 Review 4 2 4 Definitieve Testplannen 425 Testen 426 Testrapportages 5 4 Go Live 5 5 Overdracht Run amp Maintain 5 6 Nazorg 43 1 Project Contract Testen Ak SIMPLY FORTES Principal Toolbox 7 5 Functionalities 76 Moving work packages To move a work package click its name and drag it to the right position Check the black line indicating where the work package will be positioned Deleting a work package To delete a work package click its name and drag it to the work packages list on the right hand half of the window Only work packages that are not present in the project plan anymore can be deleted by dragging them from the right hand part of the window onto the garbage bin step 2 in the figure below Edit Project Plan New stage New workpackage New spec product New man product New man product Specialist Management Work Project plan Fase 2 Ideas Product Breakdown 2 1 Opzetten projectadministratie 8 N 2 2 Opstelien BRD 3 Opstellen Proiect Charter 2 4 G0 No Go project Fase 3 Feasability 3 1 Maken Detal Ontwerp 3 2 Acteptatiecriteria opsteller 3 3 Dienstbeschriving maker 3 4 Opstellen Project Contract 3 5 Go No Go Oplossing To rename double click on item Fase 4 Build Test o permane 4 1 Bouwen drag them 4
46. Select the group manager who can edit the settings of the time entry group Selected time sheet configuration Select which time sheet configuration is active for this entry group Selected set s of non project Select if users may book hours on created non project activities activities 4 Click OK to store the time entry group configuration 5 When the time entry group is stored it will appear in the listing of Time entry groups Now click the created entry to config the time entry group 6 Go to the Members amp Approvers tab to add members of this time entry group Add Remow 7 Click the Add Remove button to add or remove group members and approvers E F OR TES D gt TimeEnty gt Voorbe Q Search Robvan Noortsingel Help Setup Time Entry Group Voorbeeld tijdsregistratiegroep Time Sheets Members amp Approvers Hour Entries Name Voorbeek tijdsregistratiegroep Configuration Algemeen Description Approvers members configuration and non project activities form a time entry group Non project activity sets niet productief Group Approvers Add Remove Name Email Remarks Albert Swank a swank fortes nl Group Members Add Remove Name Email Remarks Albert Swank a swank fortes nl Members and Approvers of a Time Entry Group 3 3 1 3 Configuring the approval process Approving Time sheets can be set up in four different ways e Approval required by the project manager and line manager
47. Sunday 12 04 0 Total 0 Time Sheets Reports The open time sheet for the current user Submit You can update the time sheet by selecting the day and activity You are then able to register your hours and add a comment SIMPLY FORTES Principal Toolbox 7 5 Functionalities 157 iPad gt 09 24 66 Time Sheets Fortes Rob Time sheet Apr 6 2015 Apr 12 20 0 Es Thursday 09 04 Fortes New Hours 4 Project Wireless network connectivity Product Activity 4 2 2 Review Remarks by Owner You did a great job Cancel Save Q W E R T ai OS TNT 0 gt 0 0 E A S D F G H J K X C V B N M Time registration by Rob These hours are automatically updated in the Principal Toolbox and the application SIMPLY FORTES Principal Toolbox 7 5 Functionalities 158 iPad gt 09 24 66 mm Time Sheets Fortes Rob Time Sheet Overview Teva shat A 2015 Apr 12 20 Monday 06 04 Tuesday 07 04 Wednesday 08 04 Thursday 09 04 Friday 10 04 Saturday 11 04 Sunday 12 04 gt O O O f O O O Total cl G Time Sheets Reports Update hours in the time sheet Submit By clicking Submit the time sheet will be submitted for review and can no longer be edited SIMPLY FORTES Principal Toolbox 7 5 Functionalities 159 iPad gt 09 24 66 mm Time Sheets Fortes Rob Time sheet Apr 6 2015 Apr 12 20 0 Submit Time She
48. The next sections provide information on using the project Agile project dashboard 160 Planning an agile projectlei SIMPLY FORTES Principal Toolbox 7 5 Functionalities 160 3 4 1 1 Managing an agile project 169 Finishing an agile project 188 Most topics apply to other project models as well Agile Project Dashboard The agile project dashboard is one of the most important windows because it enables the project manager to monitor the progress of the project FORTES R A Projectmanagement Agile projects Agile project Agora Search e Gideon Teerenstra Help Setup 7 Project Agile project Agora ee Dashboard Properties Task Board Plame Resource Management Documents Reports aN Agile PM Explanatory Notes Configure title 4 Burn down Filter Configure A f y Sprint Entire project Lier op ex erka project based on the Agile PM approach It contains a basic project planning a backlog and some sprints to create the O te ra Please take note of the following an L me ooo Aro appr sth epee cha y pearl apin ey bs ofc zi baz pt In mey apply and benefit from the Agile approach some i Logs ured T roject a erin ton figurs ji ing these fields 2 Priority Mo SCoW d azs S the import of the items in the aki nables lecide what to do first next etc Priority provides a numbered O Issue log importance MoSCoW al es na ae oe yal sea ha sid te onar mi pia interchangably 2 Waka
49. The percentage can be entered by the project manager on the Gantt or by the product owner on the product E page The result will be displayed directly on the Gantt with black bars Note For summary items the complete is calculated based on the duration of underlying plan items Product Breakdown Structure Next to the Gantt you can define you product breakdown structure On the tab Product Breakdown Structure you can view the results of the changes Define Product Breakdown Structure 1 Click on the to add a new specialist product A new row will appear Give the product Product Breakdown Q Search a name 2 It is possible to move a product by dragging Specialist Product and dropping the product 3 Select the specialist product by using the v ee Name in front of the product Generic PRINCE Planning Model EN 4 Define the hierarchy of the products by E Breakdown re El Product 7 selecting product and using the buttons E be Product 1 1 ay b E e Product 1 2 and With you can lower the F o h Product 1 3 E i ke Product 1 4 level with you can increase it F L Product 2 5 Take a look at the result on the tab Product Breakdown Structure Product Breakdown Cal Specialist product X h of If Show Unassigned Products Q al Assigned Product Unassigned Product a Pasay _ os f s 7 Product 1 1 Product 1 2 Product 1 3 Product 1 4 Product Breakdown St
50. a link between each Portfolio item and SIMPLY FORTES Principal Toolbox 7 5 Functionalities 41 its corresponding Project This way of working can be enforced by the Principal Toolbox By enabling this setting it will prevent any project from starting without having been assigned to a portfolio To enable this setting 1 Click on Setup and select Configuration 2 Click on Principal Toolbox on the left side of the screen 3 Change the setting Projects can be started from within portfolios only to Yes Up next are detailed instructions on the various ways projects and initiatives can be created and started Creating an Initiative 1 Open a portfolio and click on to create a new entry in the portfolio Portfolio Items e Send report request Archive Save Version Move im All Projects View v Name Report Status Last Published On Current Stage Progress Status Programme oud Computing Cloud C i Audioconferencing a 10 Nov 2011 Fase 6 Closure ee pe Unified Communic ations Document Management A 01 Nov 2011 Fase 3 Feasability i E G Enterprise Content Management Starting a project on the portfolio 2 Enter a name for the Portfolio Item and the objective and remarks optionally 3 Assign a Project Manager to the new portfolio item in case the portfolio item is converted to a project later on the project will be automatically assigned to the project manager specified here 4 Do not start a project an Init
51. all available categories Use selected categories Selected Categories Available Categories Capex External Opex Set Display Options The financial overview will always show all financial categories with data Choose whether to show other selected categories as well Note When many categories are selected the performance may be affected Also show categories without data Iv OK Cancel 6 Adding new financial categories is done from the Setup and Configuration in the Financial categories section This can only be done by an administrator Home Portfolio Management Projectmanagement Resource Allocation Time Entry Prince2 FAQ Project Plaza Import Export v Help Support Setup v Configuration Options ieee aes Manage Financial Categories Principal Toolbox Financial Categories New Remove All Categories View Options v Notifications ste Name a Description MS Project integration id Conversions z f Manage Hour Rates Project Plaza Currencies Financial Categories Manage Skills Time Entry Manage entries Manage Non project Activity Sets Resource Allocation Customize fields Approval entries Creating financial categories 3 2 Project Management The Principal Toolbox allows for different project models that provide different approaches to project planning As of release 6 5 following project models are supported Classic PRINCE2 Project 64 Generic PRINCE2 Project 112
52. and projects Also it can be set whether administrators and or project managers can perform the migration By SIMPLY FORTES Principal Toolbox 7 5 System Administrator Configuration amp Settings 249 default this is set to administrators only 2 Migration at the project model Once activated the migration option is shown on project models The header of the project model now shows a Migrate button in amber For users allowed to perform the migration a click will bring up the dialog shown below If the user clicks Migrate the project model is migrated SIMPLY FORTES Principal Toolbox 7 5 System Administrator Configuration amp Settings 250 4 F O RTE S Y gt Projectmanagement Old Project Mode Project Model Old Project Model Dashboard Properties Product Breakdown Plan Resource Management Documents PRINC PAL Project initiation S282 Stege 2 ne Project start up z Logs 1 Issue log Risk log O Quality review log c Change log Products Daily Action log Project start up Lessons learned log m Minutes of meetings Project Mandate Project Brief AR i Repo if Automated Reports f Initiation Stage Plan Highlight Report Compact Initiation Stage Authorisation End Stage Report Project initiation Next Stage Plan Initial Business Case Project Initiation Document _ Project Initiation Document PID Next stage plan Project Authori
53. are grey It does not mean the other stages cannot be edited it is an indication and used for filtering purposes in certain views In the product checklist stage names are shown in black On the Gantt chart stage bars are also shown in black Types of products Three types of products are identified in Principal Toolbox Throughout the Principal Toolbox these are shown in the following colours e Green products of the project board mostly authorisations and decision points e Blue project management products like the project mandate PID highlight reports etc e Amber Specialist products Specialist products are all products that are part of the product breakdown and define the final result of the project Work packages are shown in a bold amber font type On the Gantt chart work packages are solid amber Stage 1 Stage 2 Fase 5 Deployment Rollout Fase 2 Ideas Fase 3 Feasability Fase 6 Closure E Project Board I Project Manager I Team Members Active stage in maroon Products Edit Owner amp Milestones Edit Project Plan Set Baseline ry Fase 2 Ideas Fase 3 Feasability Fase 4 Build Test Fase 5 Deployment Rollout Owner Start Draft Checked Final D R Q A y 5 1 SLA DAP en DFA definitief maken oF i oe 5 2 Gereed zetten implementatie acceptatieomgeving Kai Waningen 03 Apr 2014 17 Apr 2014 5 3 Acceptatie gebruikers 15 Apr 2014 30 Apr 2014 5 4 Go Li
54. areas programmes project lists and project 2 3 models on the enterprise level 2 Area for customisation and widgets 3 Programme listing A list of all work areas programmes and project lists on this level Shown behind each programme name is a RAG indicator which indicates the status of the programme and the manager s name 4 Reports This area is shown if you have either a manager role or a reader role on this level Reports give you access to views tables concerning all programmes projects products etc within all project within the database Functions at project management level Within the project management level buttons are available so you can edit user roles on the Enterprise dashboard Edit members edit the text and the image on the dashboard Edit add and edit widgets Edit Widgets send an e mail print the current page and search the entire database Programme dashboard The programme dashboard provides you with an overview of all sub programmes and projects within the respective programme SIMPLY FORTES Principal Toolbox 7 5 Basics Principal Toolbox 17 q FORTES Projectmanagement Collabo Unified Search a Rob van Noortsingel Help 7 Setup Project list Unified Communications Dashboard Properties G i i Automated Reports S Logs C Issue log R Risk log A Daily Action log il Reports Programmes Project lists Projects Produ
55. areas programmes and project lists e Programme can contain work areas programmes project lists and projects SIMPLY FORTES Principal Toolbox 7 5 Introduction to the Principal Toolbox 8 1 2 e Project list can only contain projects By choosing the right type of folders the actual structure of for example business units programmes and projects within your organisation can be reflected in the Principal Toolbox The enterprise hierarchy aids in keeping an overview of all programmes and projects run throughout the organisation The same projects that have been fit in with this hierarchy that reflects the organisational structure can also be made part of a portfolio Portfolios are manages in a separate area within the r rincipa Toolbox and this functionality is provided by an add on module Portfolio Management add on 34 N The illustration below shows how Project Management and Portfolio Management work together Projectidea Single Sheet Project Prince2 Project Hardware and Software requirements The following hardware and software requirements for client computers must be in place for using Principal Toolbox Requirements for general use Browser Microsoft Internet Explorer 9 or later FireFox or Google Chrome 2 Display Resolution 1024x768 or higher Requirements for using reports and exports Software Microsoft Office 2007 or later 3 Software Adobe Acrobat Reader If you experien
56. as shown below See the section working with cost entries for more information Cost Hour Entries listing All entries 7 View v Description Type Approval Status Hours Owner Creator Book Date Remarks by Owner 3 2 1 3 7 Defining dependencies The easiest way to define dependencies within your project is by using the editable Gantt 78 Dependencies created on the Gantt chart are inserted as finish to start relationships To modify the dependency type or to define dependencies with products from other projects inter project dependencies you need to open the product details from the project dashboard plan or costs amp hours tab and go to the Dependencies tab 1 Click the name of the product you want to create a dependency for and select the tab Dependencies SIMPLY FORTES Principal Toolbox 7 5 Functionalities 86 Master Demo database gt Projectmanagement gt Operational Excellence gt Hiring of IT staff gt Fase 4 Build Test gt 4 2 Testen gt 4 2 2 Review Product 4 2 2 Review General Logs Dependencies Costs amp Hours Resource Demand Name 4 2 2 Review Planned date Actual date Description Start 12 Aug 2015 Owner Group Team Draft ea Owner Etienne Krame Checked as Penaas Final 15 Aug 2015 E Participants Duration In Working Days 3 00 Priority Planning Status amp Mandatory Agile Priority 0 Streams Story points 0 00 Workflow DoR Code review PMD check Documen
57. at another location in the Principal Toolbox application The ID can be found in the document history This allows for a centrally placed document to be linked to from projects Update by updating only the original centrally placed document 3 Click OK to add a document to the Principal Toolbox Note As of release 6 5 document can be dragged and dropped to any document list For steps 2 and 3 the document is simply dragged with your mouse from your local computer and dropped on the listing Description and Revision Doc nr will not be set automatically but can be set afterwards using the update function You are able to open documents saved in the Principal Toolbox however you are not allowed to edit them In order to edit a document it is necessary to download the document After editing you have to add it as a new version Note Hyperlinks have the following syntax e internet addresses look like htto intranet organisation com documents example doc e links to document locations look like file o documents example doc When using links to document locations make sure all users have the same drive mapping Updating a document COPY 1 Locate the document you want to update 2 To update the document with a new version select it and click Update Fill in the following information Description Standard description of the last version Revision Doc number New version number Filename Select the new version of th
58. available as of release 7 0 e Assign managers and readers to individual portfolios Manage roles at all levels within the portfolios Access to all portfolios and their data Create and archive portfolio items within portfolios Administer portfolio models Remove and restore archived portfolio items Assign a project manager when starting a project from a portfolio item Changing the portfolio dashboard layout e Read access to all data within the assigned level e Can be assigned to individual portfolios as readers or managers Note before being granted access to portfolios users first have to be a member of Portfolio Management Create and archive portfolio items Assign managers readers and members as owner to individual portfolio items Access to all portfolios and their data Create and archive portfolio items within portfolio Remove and restore archived portfolio items Assign a project manager when starting a project from a portfolio item Changing the portfolio dashboard layout e Read access to all data within the assigned level e Can be assigned to individual portfolio items as owner Note before being granted access to portfolios users first have to be a member of Portfolio Management Roles on portfolio item available as of release 7 0 Dashboard owner e Can set the dashboard filter and modify the portfolio dashboard views reports etc Note The viewing permissions of the dashboard owner are used t
59. complex projects Programme Models New import Export Archive Name Type Owner s Objective MSP Programme model v3 MSP Model for settung up an MSP programme Enterprise models Order administration As of release 7 5 order administration has been made available Order administration enables users capture orders and commitments within the Principal Toolbox Orders can be linked to plan items It is also possible to link multiple orders to a single plan item Orders provide direct insight in current and planned expenditures based on planned hours To start using order administration the Project Model needs to be reconfigured first Configuration 1 Navigate to the appropriate project model and click to reconfigure the project model 2 Set the costs that should be editable within order administration to editable for Costs are entered on select Orders in the order log and the financial forecast grid on the portfolio reporting tab SIMPLY FORTES Principal Toolbox 7 5 Functionalities 126 Configure Project Model Costs and Hours Behaviour When the projectis connected to a portfolio cost entry behaviour is overridden by portfolio configuration Costs Budget Editable Planned Editable Committed Editable a Actual Editable Costs are entered on Orders in the order log and the financial forecast grid on the portfolio reporting tab Plan items on the planning tab and the financial forecast g
60. concerning the issue Owner Owner responsible person for the issue Product To which product or work package is the issue related leave blank when it is project related Remarks Any remarks concerning the issue 4 By clicking or note you can add important documents notes on to the issue Master Demo database gt Projectmanagement gt Collaboration gt Unified Communications gt Audioc onferencing gt Issue log gt 1 Bug found in version Issue 1 Bug found in version 7 5 Properties History Description Bug found in version 7 5 Owner Dick Kriets Type Issue Creator Rob van Noortsingel Status Create Date 19 Mar 2015 Priority I Product Plan item Due Date 05 Apr 2015 Remarks Decision Open Standard fields Deadline Topic Actions Open Actions Nr Name Description O Owner Related To Due Date Remarks by Owner Discussions Creator Date Message Documents files links text AF sp Note Name Description Revision Published Publisher Drag documents here or click to add Adding a new issue 5 You can always alter the issue later by clicking on the issue in the Issue log 6 The project manager and project support roles can also copy and move issues To copy an issue to Copy Mowe another programme or project you can use the Copy and Move buttons With copy you create a duplicate issue within your own project With the move button you can select another proj
61. done in two ways 1 Clicking on the appropriate bubble project in the bubble chart un selects a project 2 By dragging and dropping a project from one list to another Benefits definition and tracking As of release 7 0 it is possible to register benefits within portfolio management and track their progress related to the initiated running and or completed projects Note Benefits have as of yet little built in fields and will need custom field definitions to implement definition and tracking possibilities By clicking the benefits tab Benefits the page refreshes to the list of defined benefits SIMPLY FORTES Principal Toolbox 7 5 Functionalities 54 D N Portfoliomanagement Q Search B Ad Supley Help Setup 7 Portfolio Management Dashboard Benefits Ideas Archive Benefit map Configure title Edit Benefits ie Archive Edit All Benefits v View v Name Owner Description Less calls Albert Swank Less calls to callcenter Less claims Etienne Krame Reduction of claims to service desk Lower claims Dick Kriets Reduction of net claims Lower cost callcenter Erik Aalbersberg Less overhead on callcenter I awer damane claime FdAwin Pamheesek Deduction of net claim actuale List of benefits and their graphical representation with relations map Benefits can be added removed 1 and edited 2 as is common within the Principal Toolbox By clicking a benefit the details are opened and can be edite
62. fiekis Costs Budget simply drag them out of the Sacie Riant Cam daia TTT section Editing the page layout 3 1 5 2 The reporting model Portfolio reports allow one to define a reporting cycle which allows data to be published from project level to the portfolio To allow for this cycle to take place a reporting model needs to be defined which specifies what information needs to be captured Creating a new reporting model Each portfolio can contain multiple reporting models Each model can be used for different reporting cycles For example one model could be used for a monthly reporting cycle and another one more detailed report for a quarterly cycle To create new reporting model follow these steps 1 From within the portfolio model or from an existing portfolio press the button New which is located in the header bar Report Models 2 In the new window that appears enter a name and an objective for the new reporting model 3 Press Save to save the new reporting model Configuring the reporting model The newly created reporting model uses some default settings To customize the data that is to be captured follow these steps 1 From within the portfolio model or from an existing portfolio click on the name of the reporting model that needs configuring 2 Click on Model Configuration and select the sections that are to be used in the report property section and or finance section 3 The Pr
63. g from a test e1 If the user has sufficient permissions views can be modified by clicking the name and clicking Edit View Details Save Cance Name Dashboard Creator Liza Marnie van Esch Remarks by Owner Hidden LI Type Global Will be deprecated in release 7 0 SIMPLY FORTES Principal Toolbox 7 5 Reporting 198 4 2 The data that is shown can be exported to Word Excel or the clipboard for use later on Finally views as saved on these locations can be used to create automated reports 201 Timeline reports A timeline is a graphical representation of information in relation to time Timeline reports enable you to instantly report on different types of cost or hour entries over time Timeline reports can be used to compare your available resource capacity with you requested and allocated resource availability It can also be used to compare the budget and actual costs within a project Timeline reports work like pivot table known from MS Excel It creates reports on entries coming from time registration cost entries and resource management Timeline Reports Close amp Entries Custom view v View Options v 1 000 4 950 5 900 5 850 5 800 5 750 700 5 650 5 600 5 550 5 500 450 Hours 400 350 300 5 250 5 200 5 150 4 ot H H Jan 2010 Feb 2010 Mar2010 Apr2010 May 2010 Jun 2010 Jul 2010 Aug 2010 Sep 2010 Oct201C Actual Assigned E
64. gt Projectmanagement gt Operational Excellence gt Hiring of IT staff gt Fase 4 Build Test gt 4 2 Testen gt 4 2 2 Review Product 4 2 2 Review General Logs Dependencies Costs amp Hours Resource Demand Name 4 2 2 Review Planned date Actual date Description Start 12 Aug 2015 Owner Group Team Draft ea Owner Etienne Krame Checked as Penaas Final 15 Aug 2015 E Participants Duration In Working Days 3 00 Priority Planning Status amp Mandatory Agile Priority 0 Streams Story points 0 00 Workflow DoR Code review PMD check Documentation Predecessors 4 Add Dependency Remove Dependency Name Project Start Planned Final Planned Percentage Lag Dependency Type 4 2 1 Concept Testplannen Hiring of IT staff 08 Aug 2013 11 Aug 2013 0 00 0 Finish to start External predecessors Add Dependency Successors Name Project Start Planned Final Planned Percentage Lag Dependency Type 4 2 4 Definitieve Testplannen Hiring of IT staff 16 Aug 2013 19 Aug 2013 0 00 Finish to start Dependencies tab in the product detail window 2 On this tab you can add Predecessors from your project and from external projects Click Add to select one or more Predecessors Then select the project and the product which are the Predecessors and define the type of relation options are SIMPLY FORTES Principal Toolbox 7 5 Functionalities 167 Product B cannot be finished until product A has been f
65. have adapted width of the columns x Ly Hos MSExcelClient ans ode ee ee m og x File Home Insert Page Layout Formulas Data Review View Add Ins Acrobat A o P 8 a v c i oS 7 sae A 7 10 A A Yr Wrap Text General M E 7 E um EK 2 AutoSum od Fa aa 4 5 Fin Paste _ B Z U n 5 ad Merge amp Center gt 9 8 399 Conditional Format Cell Insert Delete Format Sot amp Find amp F H 2 ae a 3 b eal Formatting as Table Styles 7 z z 2 Clear Filter Selecty Clipboard A Font F Alignment F Number F Styles Cells Editing Programme Issue Log Pa Name Quality and Organisation projects Issue Log Pro s Nr Description Doc Due Date La il Description Type Deci ner Pro l 8Slow Internet connection Cd ot Pr on Work Package 23 4 20 Bug found in version 7 De q John Edwards Pilot Preparation Work Package 1 4 201 Delay in system development Deferred JeroenvanBarneveld ss lt lt 106 Des em Du 3 or Request for change of the page layout Pilot Preparation Work Package 3 6 5 4 Different page layout 3 Request for more background material R E P Sejo Nona w linvestigatiSamuelDavies 9 4 2001 test Gerard Mesen Project Initiation Document linvestigatiqGerard Mesen Project Initiation Document Doo O E F S S o EE Formatting the table In the example above the table has been adjust
66. if requested 4 Then press the Publish to Portfolio button to send the information off to the portfolio 3 4 1 3 3 2 Copying data COPY Within the Principal Toolbox there are two options to copy a specific view to another application Options are Copy to clipboard Save list to RTF Save list as XLS E Copy to clipboard b The Copy to clipboard function is a quick way to export the information shown on the current page to another application e g email SIMPLY FORTES Principal Toolbox 7 5 Functionalities 173 G 1 Click the L button 2 Then open the file you want to paste the information into Choose Paste and arrange the document composition yourself Note The Copy to clipboard function only works in Internet Explorer not in FireFox or Chrome For these browsers use the RTF or XLS function instead Note Some applications empty the clipboard when they are started In that case first open the application and only then copy the information Wid 9 0 O aH as Home Insert Page Layo wii Calibri Body 5 Ad Copy i F Format Painter _ Paste Options BEB 7 U gt ERA Paste Special Set Default Paste Save list as RTF The Save this list as RTF function creates a so called RTF rich text format file which can be opened in MS Word 1 Click the E3 button 2 The web browser opens a pop up for opening or saving the RTF list Do you want to open or sa
67. initiative and click on the button Start Project to start a project 2 Choose which Project Model to use and in which Programme the project should be created 3 After pressing OK the Project will be created The icon of the portfolio item will have changed from into 7 depicting that the Project has started Starting a Single Sheet Project 1 To create or start a Single Sheet Project one follows the same procedure as when starting a regular Project but when selecting the project model specifically choose the Single Sheet Project model 2 Then choose the programme in which to create the project and press OK 3 The Initiative is now associated with a Single Sheet Project that is also visible to the Project Manager from the Project Management module Note the Single Sheet Project model is a simplified version of the regular project models 3 1 2 3 Portfolio administration 3 1 2 3 1 Moving portfolio items Portfolio items whether they re Initiative or Projects can be moved between Portfolios This is achieved as follows 1 Inside the portfolio that contains the item that needs moving highlight the portfolio item and press Move 2 The window that appears allows you to select the destination portfolio SIMPLY FORTES Principal Toolbox 7 5 Functionalities 43 Portfolio Items Send report request Archive Save veame nove DA All Projects g TEE Name Report Status Last Published On Current Stage Progress St
68. license page main page of the Settings ignore this alert and start up the system once more If the alert continues then check again whether all information is filled in correctly User administration Control of users of the Principal Toolbox runs via de Settings page Using the link User Administration you are able to control the existing users and to add new users 1 Hover over Settings 2 Click the link User Administration A list of all users of the Principal Toolbox will appear SIMPLY FORTES Principal Toolbox 7 5 System Administrator Configuration amp Settings 241 3 Further click in order to add a new user Add User Account 4 The screen Add person appears fill in the Indicates required field following data User Delak First Name Initials Last Name Email User Name ACCESS Role Normal User Login Disabled Email Send account details and vi password in two separate emails Remarks Initials Initials of the user Lastname Surname of the user Email Users email Hour rate Hour rate optional This hour rate is used in the add on hours registration Username User name External add on Highlight if the user is an external supplier in the project By doing this only the allocated products issues etc are visible System Role Normal User or Administrator The administrator role has logically all rights A normal user has only the rights that ar
69. logo hangs after login Single Sign On is enabled but Internet Explorer ask user credentials when opening the Principal Toolbox Can t login into the application because the login button doesn t work at all Automated reports and document downloading and uploading Edit Project Plan Automated reports and documents can t be downloaded Keywords for automatic reports won t be copied to the clipboard There are noPrincipal Toolbox reporting toolbars in the Excel template available Nothing happens when the Save list as RTF button is clicked Drag and drop in Edit Project Plan window won t work Internet Explorer blocks a pop up after adding the first product on the Edit project plan page 9 16 23 3 e Rob van Noortsingel Help Setup Execution stage 1 Execution stage 2 Project closure Project Board Project Manager Team Members Solution On the Tools menu click Internet Options Open the Security tab and click the Custom level button In the Miscellaneous section set Allow META REFRESH to enabled On the Tools menu click Internet Options Open the Security tab and click the Custom level button In the User Authentication section check the setting Logon and adjust to the significant value On the Tools menu click Internet Options Open the Security tab and click the Custom level button In the Scripting section set Active scripting to enabled On the Tools menu click Internet Options Open
70. of the programme or project list underneath the Project model listing header at the bottom of the page Moving project models When creating a project model it will be placed within the programme or project list where it was created It will be available to the level it was created and if they exist any project lists or programmes below that level SIMPLY FORTES Principal Toolbox 7 5 Functionalities 124 Moving a project model is done by first exporting it and then importing it into the right location If you want to make the project model available to all programmes and project lists go to the highest level in the Principal Toolbox and then open the tab Models 1 Export a project model by selecting it on the project list programme dashboard Click Export In the dialogue fill in a name for the project model and optionally a description Export Project Export a Projectto a file Choose whether to export documents files and security information members Skip Documents Files 0 Skip security users ra OK Cancel Exporting a project model 2 Navigate to the programme project list you want to add the project model to In the Project model listing header click the Import button Give the name for the project model and a description 3 Select the manager for the project model from the user list Import Project Import a Project based on the import file Provide a name and Pro
71. optionally some notes and press OK The stored versions of the portfolio are displayed on the dashboard under the Previous versions section A saved version can be opened and referenced by clicking on its name SIMPLY FORTES Principal Toolbox 7 5 Functionalities Portfolio Items Send report request mage DA All Projects Name Report Status Last Published On Current Stage Progress Status Programme B Cloud Computing Audioconferencing 10 Nov 2011 Fase 6 Closure D a Unified Communic ations Document Management 01 Nov 2011 Fase 3 Feasability B Enterprise Content Management Extranet DMZ Fase 1 01 Nov 2011 Fase 5 Deplyment SEDE Unified Rollout Communic ations Extranet DMZ Fase 2 01 Nov 2011 Fase 2 Ideas a a Unified Communic ations Identity amp Access Management Fase 2 Ideas a Unified Communic ations Local area network connectivity o Fase 4 Buid Test 00 6 Unified Communic ations Search Technology o Fase 3 Feasability B amp Enterprise Content Management Sharepoint platform 3 Fase 6 Closure TEMS e Enterprise Content Management Videoconferencing 15 Sep 2011 Fase 4 Build Test B i Unified Communic ations Webconferencing J Fase 4 Buiki Test B amp Unified Communic ations Wireless network connectivity amp Fase 3 Feasability B eS Unified Communic ations Company Messenger amp Unified Communic ations Previous versions All Previous Version v Name w Sav
72. page lay out 6 Besides the Properties section the Finance section can be customized separately Please refer to Financial Configuration 61 for more information 3 1 5 3 Field configuration Fields and properties which are used on the project sheet to show information about the portfolio item are not automatically linked to the corresponding fields on the project It is possible to set the behaviour between these fields using the Field Configuration button Customizing the behaviour between fields is mostly applicable to custom fields although it can be changed for some pre defined fields as well Custom fields are added at project level and automatically appear on the Properties tab of the project and the project sheet of the portfolio items unless a custom page lay out has been defined which means they have to be manually added Although the fields at project and portfolio level appear to be the same since they re carrying the same name their behaviour and therefore content may differ The behaviour of these fields is defined within the portfolio or on the portfolio model F o R TE S Y A Portiollomanagement COLLA Portfolio COLLABORATION Dashboard Properties scenano Planning Financials Portfolio Gantt Documents The button Field Configuration is found on the portfolio or the portfolio model as highlighted above The following behaviours can be set for both the project and portfolio fi
73. planning Portfolio Management ai The classic sd gaira ailable this is now integrated in the planning ise Migration Unused work packages at no lenger r maintained separately Notifications Micros oR Prate portage in is no longer available MS Project integration Classic cost hour administration is replaced entirely Pack Project Offline To see what the new planning offers please refer to the help pages Conversions A os ae Manage Hour Rates Migration cannot be undone and is irreversible Currencies Resource Categories Migrate fields Financial Categories Not all fiekis are available within the new planning as they are rarely used or replaced by new functionality Please select what to do ipa ontent of these fields Either choose to copy the content and select the desired destination field s or c soma the it the field is not used any content for those fields will be lost after ition Manage Resources Manage Skills No decision Not used Copy Planned Actual Status Time a O Manage en Draft e P h X vik Manage nano Activity Sets Checked 2 QO L Y v X Resource mc tomie feits No deci Not used Copy Field Approval entries Advanced Configuration Revers Pre select on Time Sheet s Migrate fields Offer migration option Yes X Migration can be done by Administrator X Administrator Administrator or manager Activating migration The migration option needs to be set to Yes to activate the migration at project models
74. pop up shows a calendar where you can choose the date As soon as you have set the draft or checked milestones in the table on the left they are shown in the timeline on the right Now you can drag them with your mouse as well SIMPLY FORTES Principal Toolbox 7 5 Functionalities 80 Audioconferencing Show Baseline No Baseline v Timescale Weeks v b gt co ks iSe Week 44 Week 45 Week 46 Week 47 Week 48 Week 49 Week 50 Week 51 Week 52 gt 24 Oct 2011 31 Oct 2011 07 Nov 2011 14 Nov 2011 21 Nov 2011 28 Nov 2011 05 Dec 2011 12 Dec 2011 19 Dec 2011 Name MTWTFSSMTWTFSSMTWTFSSMTWTFSSMTWTFSSMTWTFSSMTWTFSSMTWTFSSMT WTF Fase 2 Ideas E 4 i a 2 1 Opzetten projectadministratie 2 2 Opstellen BRD v v wy 2 3 Opstellen Project Charter i 3 We Start Fri 04 Nov 11 Final Tue 28 Nov 11 Duration In Working Days 18 Duration In Days 6 2 4 Go No Go project Fase 3 Feasability vy 3 1 Maken Detail Ontwerp i vy 3 2 Acceptatiecriteria opstellen y 3 3 Dienstbeschrijving maken y 3 4 Opstellen Project Contract vy 3 5 Go No Go Oplossing Fase 4 Build Test y 4 1 Bouwen 4 1 1 Detal Ontwerp Project Contract 4 1 2 Kick off gesprek 4 1 3 Bestellingen 4 1 4 Realisatie Bouw 4 2 Testen 4 2 1 Concept Testplannen 4 2 2 Review 4 2 4 Definitieve Testplannen 4 2 5 Testen 4 2 6 Testrapportages 4 3 Gereedmaken implementatie 4 3 1 Project Contract Testen Akkoord 3 2 Concept Launch Document 3 3 Review 3 5 Definitiev
75. product can finish Work on product B cannot start until work on product A starts For example if you have two products A Foundation poured and Concrete leveled Concrete leveled cannot begin until Foundation poured begins Finish to finish Finish to start mn m P Start to finish Start to start 7 3 Click OK to create the relationship Note only predecessors can be defined This way a project manager cannot make another project dependent on his or her own project To define successors the project managers have to cooperate 4 The type of the dependency and the lag delay can be modified on the main page Lag is a delay between products that have a dependency For example if you need a two day delay between the finish of one product and the start of another you can establish a finish to start dependency and specify two days of lag time Add a Predecessor to the current Product Plan tem 4 2 2 R x Project Hiring of IT staff Product Plan Item Select a Product Plan Item Dependency Type Finish to start Lag Finish to finish Finish to start Startto finish Start to start we Adding a dependency SIMPLY FORTES Principal Toolbox 7 5 Functionalities 88 The relationships are verified based on the start and end date of the products If an end date of a Predecessor is delayed or planned later than the st
76. products issues etc for the portfolio items contained within the active portfolio SIMPLY FORTES Principal Toolbox 7 5 Functionalities 39 4 Timeline Reports Displays a list of the timeline reports that are available on the selected Portfolio Timeline reports allow the user to display data over a certain period like cost information The horizon and resolution of the table or graph can be set by the portfolio manager 5 Report Models The reporting of project data to the portfolio manager is based on a report model Each portfolio can have multiple report models to support different reporting cycles for example a monthly highlight report and a detailed reporting model for each quarter 6 Previous Versions Lists all the previously saved versions of the Portfolio This allows the portfolio manager to go back in time and compare the portfolio s status between versions The latest status of the portfolio is saved by using the button Save as version 7 Portfolio item This list contains the portfoli ttems and buttons for all the actions that can act on the individual or a selection of portfolio items Some of the actions are Save as version Send report request and New 8 Tabs Each portfolio contains the same tabs Which tabs are shown may depend on the organization s license the presence of some tabs is linked to the availability of a certain module The purpose of each tab Dashboard as per the detail
77. select one or more projects portfolio items linked to projects Selecting more than one project at a time can be achieved by using the shift or control button while selecting Once selected press the Send report request button A window will appear in which the report properties can be chosen 2 Specify the due date for the report followed by the report model it should be based on and if required send some additional instructions or remarks with the report request Portfolio Items Cloud Computing e Send report request Save Version Move m All Projects 7 View v Report Status Last Published On Current Stage Progress Programme Audioconferencing Send Report Request Send a report request for the selected project s The Forecast Period Start Date will be rounded to the first day of the selected time scale e q first day of selected quarter or month Document Management Extranet DMZ Fase 1 Extranet DMZ Fase 2 Identity amp Access Management Local area network connectivit Search Technology Sharepoint platform Videoconferencing Webconferencing Wireless network connectivity Company Messenger Selected Projects Audioc onferenc ing Report Request Forecast start date Report Model Due date Request Remarks 01 Mar 2015 Portfolio Report Monthly v Send notification by e mail LJ OK Cancel Fase 3 Feasability B The report request will be send to the selected pro
78. the Security tab and click the Custom level button In the Downloads section set File download to enabled On the Tools menu click Internet Options Open the Security tab and click the Custom level button In the Scripting section set Allow Programmatic clipboard access to enabled Make sure you have saved the file before opening On the Tools menu click Macro gt Security When the Security dialog is opened click the tab Security Level and set the security level to Medium Re open the Excel template Excel should ask to accept to run macros On the Tools menu click Internet Options Open the Security tab and click the Custom level button In the Downloads section set File download to enabled On the Tools menu click Internet Options Open the Security tab and click the Custom level button In the Scripting section set Active scripting to enabled On the Tools menu click Internet Options Open the Security tab and click the Custom level button In the Miscellaneous section set Use Pop up Blocker to disabled make sure there SIMPLY FORTES Principal Toolbox 7 5 Troubleshooting and Solutions 252 Sort eae tt Solution The Edit Project Plan window hangs while message Processing please wait is displayed Gantt chart editing Can t drag bars in edit Gantt dialog Miscellaneous Internet Explorer reports Script errors on different pages Links to projects and programmes on the homepage d
79. the list Automated Reports If you added it to a product page it will appear in the list Templates on the General tab 11 To generate the Automated Report click the template name and it will open in a new window 12 After the report is opened in a new window it can be altered and then saved In order to make the report available to the project team it is necessary to upload it in the Principal Toolbox Note To edit the automated report or merge template later on go back to step 2a and continue Note In RTF templates the system setting default or custom is used for language not the personal locale SIMPLY FORTES Principal Toolbox 7 5 Reporting 207 4 3 2 4 3 2 1 Automated Excel reports The Microsoft Excel reporting allows you to create well formatted reports based on Principal Toolbox data The reports can be extended with charts An automated report for Excel must to contain macros to be able to retrieve data from Principal Toolbox Therefore you need to be able to run macros to generate these reports The Excel reports are based on a special Principal Toolbox template This template contains keyword that point to fields and views in Principal Toolbox When generating a report these keywords are replaced by data from the Principal Toolbox In this section we will explain how to generate Excel reports Creating and editing templates yourself is possible even with basic Excel Knowledge Some of the more advanced fe
80. the new name at New view Click Save to save the view 8 Select personal local or global See manage views for more information SIMPLY FORTES Principal Toolbox 7 5 Basics Principal Toolbox 25 2 8 9 With the Make Default option a specific view can be set to the personal default view on that page 10 With the button Manage Views the views available can be managed See Managing views 25 Tip If you define a new view as standard with the Make Default button the view will be shown when opening that tab Manage views Within the Principal Toolbox all users are able to define personal views of the information presented on the different report pages As already explained in the previous section views can be defined on the different levels e g enterprise programme on all logs and on the Plan and Report tab With the Manage Views option which is available on all mentioned pages you can manage these views Dashboard View Set Filter Set Columns Set Widths Chart Options Advanced Make Default Save View Manage Views 1 Go to a page where views can be defined and click Manage Views 2 A window will pop up which lists all available views for this page This window shows all available views Built in views Predefined views which are standard within the Principal Toolbox Global views Global views defined by the organisation Local and personal views Pr
81. the status of the document will change to Approved or Rejected 3 4 1 3 4 4 Adding minutes of meetings COPY Fast consultation of the minutes of meetings can be very useful for the project team members and makes the dissemination of minutes and diary dates unnecessary In the logs section on your project dashboard you find a link for Minutes of meetings Here you can keep all of the meeting reports and appropriate documents 1 Go to the Project dashboard 2 Select Minutes of meetings under the logs Logs Issue log Risk log Quality review log al Change log a Daily Action log L Lessons learned log Logs 3 Using you can add the minutes of the meeting with note you can add a note and with remove you can remove it again 4 Using the History and Update buttons you can look at the history of a document and with update you can replace an existing document see Updating a document 99 N m SIMPLY FORTES Principal Toolbox 7 5 Functionalities 180 Documents files links text Name Description Revision pending_timesheets xis Minutes of Meeting 1 Drag documents here or click to add Documents files links text Name Description Revision Drag documents here or click to add Minutes of meetings 3 4 1 3 5 Issues risks quality reviews and lessons learned COPY Within the Principal Toolbox all possible log items issues risks quali
82. to have standardised projects throughout the organisation and project managers always have the right templates available Right from the moment a project is created automated reports if available in the project model are available for reporting purposes Below an example of the dashboard of a project model is shown FORTES A Projectmanagement Generic Search Ad Supley Help Setup Project Model Generic PRINCE2 Planning Model Dashboard Properties Product Breakdown Planning Resource Management Documents Report Logs Project start up Project initiation Execution stage Project closure New Total 1 Issue log R Risk log Q Quality review log Project Board Project Manager Team Members Change log Product Checklist Daily Action log i Name Owner Start Planned Final Planned Initial Baseline Start Initial Baseline Final Current E Jul 2014 H 7 14 20 281A Lessons learned log Generic PRINCE2 Planning Model 02 Jul 2014 02 Jul 2014 Project start up 02 Jul 2014 02 Jul 2014 M4 Minutes of meetings i i Project Mandate 02 Jul 2014 02 Jul 2014 i Project Brief 02 Jul 2014 02 Jul 2014 f Initiation Stage Plan 02 Jul 2014 02 Jul 2014 Automated Reports Edit i Initiation Stage Authorisation 02 Jul 2014 02 Jul 2014 Project initiation 02 Jul 2014 02 Jul 2014 e Initial Business Case 02 Jul 2014 02 Jul 2014 f Project Initiation Document PID 02 Jul 2014
83. used throughout the applicati to all users Local The view is available to the current location only but can be used by everyone that ha users with manager coordinator permission on the location Global The view is available for all users at all locations for the same type of object This opt Ma Sets the current selected view as default for the current user only Default views are indicated by an asteris ke def aul t Ma To manage all views that have been created at a specific location or for a specific user etc the views can b na parameters like type or hidden ge vie ws SIMPLY FORTES Principal Toolbox 7 5 Reporting 197 Manage Views Manage the list of available views The following view types exist Global Views can be used by everyone everywhere Only system administrators can adapt these views Local Views can be used by everyone on this location System administrators and co rdinatoren can adapt th Personal Only you can use and adapt these views Views are available everywhere Personal Views Name Remarks by Owner C Local Views Name Remarks by Owner C Global Views Name Remarks by Owner C Dashboard Li Status Overview i Builtin Views Name Remarks by Owner All projects Views are shown in respect to their type personal local global or built in provided by the application Views can be exported or imported from other applications as well to re use configurations e
84. 0 00 Extranet DMZ Fase 2 v 75 000 1 5 0 00 0 00 0 00 Identity amp Access Management va 10 000 1 5 0 00 0 00 0 00 Local area network connectivity vd 15 000 3 5 0 00 0 00 0 00 Wireless network connectivity va 15 000 2 5 0 00 0 00 0 00 Audioconferencing va 60 000 5 5 0 00 0 00 0 00 Webconferencing va 26 000 3 5 0 00 0 00 0 00 Videoconferencing va 14 000 3 5 0 00 0 00 0 00 Sharepoint platform va 20 000 5 5 0 00 0 00 0 00 Search Technology va 65 000 2 5 5 00 0 00 0 00 Document Management Documen t Management va 50 000 2 5 0 00 0 00 0 00 Systeem Implementeren Company Messenger va 0 0 00 0 00 0 00 Cloud Computing vv o 0 00 0 00 0 00 Unselected Portfolio Items Name Objective Selec Budget Progress Saved By Hours Actual Hours Remaini Hours Commit The scenario planning tab On the top are two graphs The first is the budget and risk chart displaying Return On Investment and Budget on the axis and Risk is depicted by the size of the bubble This chart can be configured the same way as a regular bubble chart The second graph shows the forecast for the coming months and is based on the timeline widget This chart can be configured the same way as a regular timeline widget Below the two charts there are two lists The first list contains the selected projects and the second list contains the unselected projects Selected and unselecting projects allows for multiple scenarios to be analysed Selecting and or unselecting projects can be
85. 02 Jul 2014 f Next stage plan 02 Jul 2014 02 Jul 2014 TE Project Authorisation 02 Jul 2014 02 Jul 2014 Part of the dashboard of the PRINCE project model The dashboard of a project model is identical to a project dashboard eee eee ee ni It is possible to have multiple project models within your organisation For instance a default PRINCE2 project model for general use and more specialised project models with specialised content For instance a project model for sales or one for software implementation For these purposes you could build a product breakdown see the section about product breakdown 70 that matches most situations for these specialised projects In the next sections you will find information about e Editing project models 122 e Creating project models 123 e Moving project models 123 How to create automated reports is explained in the automated reports 201 section See also working with models 30 for more information 3 2 4 1 Editing project models Note Project models can be edited by the manager of the project model or by the system administrator Project models can be edited in the same way projects are edited in Principal Toolbox So it is possible to add templates documents automated reports a product breakdown issues risks lessons learned etcetera Any data you enter into the project model except for user names owners of issues products etc are copied into projects creat
86. 05 here Pradal Principal Toolbox 7 5 Functionalities 186 2 Go to the Change log 3 Click in the blue Change listing bar Changes oe Open Changes View Nr Description D A Type Owner Product Plan item Due Date Remarks 4 Fill in the following information Description Description of the change Type Choose between Specification Hours Costs and Planning Status Open closed Priority Low normal high critical Due date Optional final date the change needs to be dealt with Owner Responsible owner of the change Creator Creator of the change Created Date of creation Product Optional product the change is related to Remarks Any remarks status description 5 Save the new entry by clicking the Save button 6 If necessary it is possible to add a related action to the change Click in the blue Action listing header on the details page of the change For more info about actions see Daily action log 108 7 By clicking or note in the Documents header you can add any related documents or notes 8 To copy or move a change to another programme or project you can use the Copy or Move Copy Move button j 9 To close the change set the status of the change to closed Alternatively from the change log you can select the change and set the status to closed with the V button 3 4 1 3 5 5 Daily action log COPY Actions can be
87. 1 1 Detal Ontwerp Project Contract u 41 2 Kick off gesprek 4 1 3 Bestelingen 4 1 4 Realisatie Bouw 4 2 Testen 4 2 1 Concept Testplannen 422 Review 12 Review Deleting a work package 1 drag it from the left part to the right hand part of the window 2 Drag it from the work packages tab onto the garbage bin 3 2 1 3 2 5 Planning products Stages are edited in the Edit project plan window Before starting any action go to this window from the project dashboard product breakdown tab or plan tab by clicking Edit project plan Defining new products You can find an explanation of creating a product breakdown 70 in the appropriate section The definition of management products works in almost the same manner Drag New man product onto the right hand part of the window Use the blue management products for products of the project manager like the project plan highlight reports etc The green management products are meant for the project board e g project authorisation next stage authorisations etc New man product New man product Adding products to the project plan Products are always added to stages and optionally to work packages To plan products simply drag them from the right hand side of the window to the correct position in the stage or work package Click the specialist tab for products that are part of the product breakdown Management products are found on the management tab Products which
88. 2 Complete following information for each product Owner Reviewer Participants Owner responsible for the product Reviewer of the product Participants at the product realisation SIMPLY FORTES Principal Toolbox 7 5 Functionalities 84 FORTES D uN Projectmanagement Operati Hiring o Search e Rob van Noortsingel Help 7 Setup 7 Project Hiring of IT staff Dashboard Properties Product Breakdown Plan Gantt Resource Management Documents Portfolio Report Reports Guide Products Save Cancel Owner Reviewer Participants Start Planned Draft Planned na Final Planned Fase 2 Ideas a 2 1 Opzetten projec tadministratie Etienne Krame x v v l01 JuL2013 L _ 01 Jul 2013 bd 2 2 Opstellen BRD 4 v 02 Ju 2013 L E 02 Jul 2013 Etienne Krame o 2 3 Opstellen Project Charter X Liza Marie van Esch C gt 03 Jul 2013 L E 04 Juk2013 Nirmal Singh o 2 4 Go No Go project Etienne Krame a Ruud Peltzer E 07 Jul 2013 10 Jul 2013 Fase 3 Feasability o 3 1 Maken Detail Ontwerp v lt lt l11 Juk2013 L 15 Jul 2013 Se 3 2 Acceptatiecriteria opstellen v X v 16 Jul 2013 L a 18 Jul 2013 B 3 3 Dienstbeschrijving maken Etienne Krame e a ei v 19 Jul 2013 L m 72 Jul 2013 3 4 Opstellen Project Contract x x 23 Jul 2013 i 25 Jul 2013 e 3 5 Go No Go Oplossing da lt y 26 Jul 2013 L a 28 Jul 2013 Plan tab L L a L By clicking on Edit and then clicking on the double das
89. 66 893 16 1 006 35 Request 138 40 749 60 760 20 418 80 Reserved 600 00 66 67 175 00 183 33 Example Timeline Report Table The different options in the View options menu are Basic Setting To configure the timeline report view Set filters Define a filter to make a selection of the shown items Set widths Set the column width so the view fits better on screen or in a MS Word report Drag the line between columns to increase or decrease the column size This sets a view to the personal default Save the view for later use Set properties for the view You find more information at Manage views 257 Make default Save view Manage views Create a Timeline report view View Options Basic Settings Set Filter Set Widths Wake Default save View Manage Views This example describes how to create a table with costs per product per month for this year within a project represented as a timeline report Basic Settings 1 Navigate to your project in Principal Toolbox and go to the Report tab 2 Click on entries in the Timeline report section SIMPLY FORTES Principal Toolbox 7 5 Reporting 200 3 Open view options and choose Basic Settings 4 Set the values for the settings a unit select Money changes on book date This setting is used to select which kind of entries costs or hours you want to see and in which unit it is represented on screen
90. Board Planning Resource Management Documents Reports Backlog Gantt Costs Resources Backlog Epic User Story eBug fF fa Q Search All tems v Default X Name Owner Start Planned Final Planned Percenta Description El Agile Project Gideon 0 Backlog 0 Epic 14 0 f User story 1 Test 23 Jun 2014 04 Jul 2014 0 f User story 2 05 May 2014 16 May 2014 100 Bug 1 0 Epic 2 0 pe User story 9 0 i bow User story 8 22 May 2014 100 iL User story 7 29 May 2014 0 El Epic 3 0 i User story 6 0 p User story 5 0 p Bug 2 0 j User story 4 0 im User story 3 0 The product backlog of an Agile project The product owner can now enter all backlog items and assign owners to the user stories The available items in the backlog are Epic User story Bug During sprints completed items van be set to done using the percentages column When the product backlog has been filled the first sprint can be started To do this navigate to the Planning tab subtab Gantt Click the Edit button and pick user stories from the backlog for the current sprint SIMPLY FORTES Principal Toolbox 7 5 Functionalities 162 a FORTES A Projectmanagement Agile projects Agile Project Gideon Search 12 Gideon Teerenstra Help Setup 7 Project Agile Project Gideon Dashboard Properties Task Board Planning Resource Management Documents Reports Backlog Gantt Costs Resources a Pr
91. Configuration 1 From the Portfolio Management dashboard open a portfolio model or one of the existing portfolios 2 Open the Financials tab and press the button Finance Configuration SIMPLY FORTES Principal Toolbox 7 5 Functionalities 62 4 F O R TE S a FPortfoliomanagement COLLA Portfolio COLLABORATION Dashboard Properties scenano Planning Financials Portfolio Gantt Documents Finance Configuration 3 The window that opens allows the financial configuration to be changed 4 Select Use custom configuration which will bring up more settings 5 The following items can be configured Financial periods Set the current financial periods and whether to show the preceding and or next financial period Behaviour Change who can edit which fields at which point in the process Forecasting process Define which part of the period should be displayed for forecasting purposes Financial categories Determine which financial categories will be available for use Display options Choose whether to show financial categories which have no data attached Configure Finance Process Configure the financial periods to show within the financial overviews The current financial period is based on the current period start date Select the categories to use within the portfolio A custom configuration is only available when this is permitted at a higher level Portfolio model Use configuration from
92. Copy to clipboard The Copy to clipboard function is a quick way to export the information shown on the current page to another application e g email i 1 Click the L button 2 Then open the file you want to paste the information into Choose Paste and arrange the document composition yourself Note The Copy to clipboard function only works in Internet Explorer not in FireFox or Chrome For these browsers use the RTF or XLS function instead Note Some applications empty the clipboard when they are started In that case first open the application and only then copy the information Wid Oo O Gea File Home Insert Page Layor Calibri Body Paste z aa at F Format Painter B 7 U gt _ Paste Options LIOIN Paste Special Set Default Paste Save list as RTF ma The Save this list as RTF function creates a so called RTF rich text format file which can be opened in MS Word 1 Click the 3 button 2 The web browser opens a pop up for opening or saving the RTF list Do you want to open or save Listing rtf from asp fortes nl Open Save 7 Cancel Note This is the Internet Explorer behaviour For other browsers the downloaded file may appear differently 3 When clicking the Open button MS Word will automatically be opened and the data is available for further modification SIMPLY FORTES Principal Toolbox 7 5 Functionalities 95 Save list as XLS g
93. Cost Reduction KPI Score Achtergrond Afhankelijkheden e Archived Background beleidsterrein Benefit Benefit realization Benefit status Benefit target Benefits Risk rate Budget rnmm lawi Giekl rate fchwed No ga G8 allProjects Progress Status Status Description f a Add filter switch to Advanced Filter OK Canc el SetColumns can be selected and ordered to build the views content Next to selecting columns for the view the s col be set um Ns SIMPLY FORTES Principal Toolbox 7 5 Reporting 193 Column settings Select the column you want to use for sorting the listing soring Tame r Ascending az v Number of rows per page 500 Select and order the columns you want to use for the listing Q All Fields E Q Fields in list Baseline s Name Standard field Current Baseline Final Current Stage Planni Current Baseline Set Progress Planning Current Baseline Start Status Standard field Initial Baseline Final sical Project Manager s Initial Baseline Set Initial Baseline Start Costs Costs Actual Costs Actual Cumulative Costs Budget _ Costs Budget Cumulative T e Remove OK Cancel SetWidth of the columns i
94. Home Insert Page Layout Formulas Data Review View PTB Developer Add Ins Design A 7 o s amp s b Pe ce g 3 Insert Z2 A s 10 A s 83 amp neral 7 Fa A a F Past a 5 3 0 z F a t be aa 3 amp Find amp aste B iu gt A E lt oS Ui cae 9 0 00 Conditiona orma Ce ce B Sot amp Find amp z y oni HA ae pzz Formatting as Table Styles 2 Format 2 Filter Selecty Clipboard amp Font Alignment Number Styles Cells Editing AIBI G Apollo a FORTES Issue log Remarks Overdue S P Nr Description Type Decision Owner Due Date 2 Supplier delivery too late for completion Concern investigation 1 Fix piping between plants now leaking issue Open 1992013 S S S SSS 4 gt Report 3 l OKI I Edit a o 100 Report data extended l The row below the data is considered to be a store of the formulas and formatting to be applied to the table When refreshing the data the formula s in the first empty row below the table of data will be used for all rows independent of whether there are more or less rows of data 4 3 2 2 4 Finishing the Excel Report Template When all the keywords have been inserted into the template and required charts and Pivot tables have been added the template can be made available within the Principal Toolbox To publish the template for use of reporting navigate to the appropriate location in Princ
95. Hours Costs and Planning Status Open closed Priority Low normal high critical Due date Optional final date the change needs to be dealt with Owner Responsible owner of the change Creator Creator of the change Created Date of creation Product Optional product the change is related to Remarks Any remarks status description 5 Save the new entry by clicking the Save button 6 If necessary it is possible to add a related action to the change Click in the blue Action listing header on the details page of the change For more info about actions see Daily action log 108 7 By clicking or note in the Documents header you can add any related documents or notes 8 To copy or move a change to another programme or project you can use the Copy or Move Copy Move button j 9 To close the change set the status of the change to closed Alternatively from the change log you can select the change and set the status to closed with the V button 3 2 1 4 5 5 Daily action log Actions can be created from product pages related to issues risks changes quality reviews and from the action log To define an action do the following 1 There are several places from where you can create actions if you have the correct user rights a From the project dashboard open the Daily action log b Alternatively go the Logs tab of a product c Find the blue Action listing
96. Hours Tolerance Name Project Orange Orange Abs Red Red Abs Active Stage Orange Orange Abs Red Red Abs Active Stage initiatieven 0 0 0 0 0 0 0 0 Setting Cost amp Hours tolerances For each of these you can set both absolute numbers and percentages of the total The colours of the RAG indicators are set according to worst case scenario tolerances for cost and hours Example Tolerances set Costs orange 10 Costs red 20 Costs orange abs 5 000 Costs red abs 10 000 Project costs Budget 100 000 00 Committed 25 000 00 Actual 65 000 00 Remaining 23 000 00 So the expected costs for the project are 25 000 65 000 23 000 113 000 The budget is 100 000 so the expected deviation is 13 000 According to the percentages set this would result in an amber orange indicator However since the absolute number for a red indicator is 10 000 it will show red on the programme dashboard 3 4 1 3 4 Document management and approval COPY You can store documenis at various locations within the Principal Toolbox The Principal Toolbox will keep the document in the database so it will be available to all users with access to the document in the Principal Toolbox It is possible to overwrite older versions with newer ones The Principal Toolbox will keep the old versions in storage These will remain available for the manager of the particular level in the tool On top of that it is possible to put an approv
97. IMPLY FORTES Principal Toolbox 7 5 Reporting 204 4 3 1 a F O R TE sS Y a Projectmanagement Search Rob van Noortsingel Help Setup Projectmanagement Dashboard Documents amp Knowledge Models Archive 116 Automated Reports S PEE Welcome to the project and program management location SetTte f Project listing 2 il Reports v Programmes Project lists Here you can acces all programmes and project within your organisation Projects 3 It also provides the opportunity to create an overall report in this information Products Plan Items Issues Prog rammes Project lists Move Archive All programmes v View v Risks Status Programme Manager Quality reviews i Collaboration EJ Ruud Peltzer Programme Collaboration Changes Operational Excellence a Etienne Krame Actions Programme Operational Excellence Lessons learned Orders System Resources Cost Hour Entries Dependencies Project Resources Entries il Timeline Reports Entries Automated Reports on a programme In the next sections you will find more detailed information about creating and managing automated reports Automated Word reports 1 Go to the dashboard and click the button Edit in the Automated report header or go to the specific Produc page where you want to insert the new automated merge report 2 You can do any of the following a Open one of the templates already present by clicking
98. Ideas 2 1 Opzetten projectadministrat 2 2 Opstellen BRD 2 3 Opstellen Project Charter 2 4 Go No Go project Fase 3 Feasability 3 1 Maken Detail Ontwerp 3 2 Acceptatiecriteria opstellen 3 3 Dienstbeschrijving maken 3 4 Opstellen Project Contract 3 5 Go No Go Oplossing Fase 4 Build Test 4 1 Bouwen 4 1 1 Detail Ontwerp Project Contract 4 1 2 Kick off gesprek 4 1 3 Bestellingen 4 1 4 Realisatie Bouw 4 2 Testen 4 2 1 Concept Testplannen 4 2 2 Review 4 2 4 Definitieve Testplannen 4 2 5 Testen 4 2 6 Testrapportages 4 3 Gereedmaken implementatie 4 3 1 Project Contract Testen Akkoord 4 3 2 Concept Launch Document New workpackage New spec product Project plan Unassign To rename double click on item To permanently remove items drag them into the trash can Remove ii ee 1 1 Detail Ontwerp Project Contrac 5 3 Acceptatie gebruikers Product 2 1 SLA DAP en DFA definitief make 5 2 Gereed zetten implementatie acc 4 1 2 Kick off gesprek 4 1 3 Bestellingen 4 1 4 Realisatie Bouw 4 2 1 Concept Testplannen 4 2 2 Review 4 2 4 Definitieve Testplannen 4 2 5 Testen 4 2 6 Testrapportages 5 4 Go Live 5 5 Overdracht Run amp Maintain 5 6 Nazorg 4 3 1 Project Contract Testen Akkoord 4 3 2 Concept Launch Document 4 3 3 Review 4 3 5 Definitieve Launch Proposal 4 3 6 Controleren beheerdocumentatie 4 3 9 Training beheerorganisatie Add a stage by dragging new stage into your project plan Moving s
99. MC E Joost Brink van den SAP Retail Applic SAP Marcel Horst van der CC Software Deve SAP E Marcel Looijkens Functioneel DBA SAP E Mari t Ridderikhof SAP Retail Applic SAP Marjan Verhage SAP Groothandels SAP E Stefan Gils van SAP Logistics Ap SAP fl Willemijn Puyn Testco rdinator AFA OOOO gt Adding the resource availability SIMPLY FORTES Principal Toolbox 7 5 Functionalities 149 Note The columns with allocated remaining and available hours can be toggled on and off by checking or unchecking the checkboxes directly underneath the header of the resource availability section Note If needed the timeline setting of the availability grid can be edited To do so click on Edit Timeline Settings Set the horizon and start date according to your preferences It is also possible to set the scale and unit 3 Click d in the title bar of the Resource Availability Section In the table in the Resource Availability section the available hours can be entered for each resource in the columns Available per period Only specify the hours that each resource is available to be allocated to projects aq FORTES N Resource Allocation A amp I De Search Qe Rob van Noortsingel Help Setup Resource Pool A amp I Development Dashboard Properties Request amp Allocation Projects Request amp Allocation Resources Availability Resources Availability amp NPA Allocation per Resource F All
100. Money or hours actually spent e Remaining An estimate of costs or hours necessary to complete the product e Variance The variance relative to the budget Formula variance committed actual remaining budget Below you ll find the steps to set the budget for your project 1 Go to the Plan tab 2 In the pull down menu select Costs manual or hours manual SIMPLY FORTES Principal Toolbox 7 5 Functionalities 85 3 Click d and fill in the budget in the field Hours budget manual hours and Cost budget manual costs Fill in Hours remaining manual and Cost remaining manual with the same value of hours and costs By doing this you keep the variance with respect to the budget at the start of the project at 0 As the project progresses you can see at variance the number of hours or costs over or under the budget 4 Alternatively go to the each product page and click the tab Costs amp Hours and insert the different budgets there q FORTES w A Projectmanagement Operati Hiring o Master Demo database gt Projectmanagement gt Operational Excellence gt Hiring of IT staff gt Fase 4 Buiki Test gt 4 2 Testen gt 4 2 2 Review Project Hiring of IT staff Product 4 2 2 Review Dashboard Properties Product Breakdown Plan Gantt Resource Manageme General Logs Dependencies Costs amp Hours Resource Demand Hours Manual Entries Costxtal M Products Bu
101. Noortsingel Help 7 Setup Project Audioconferencing Dashboard Properties Product Breakdown Plan Gantt Resource Management Documents Portfolio Report Reports Guide Breakdown representation Graphical layout all products O assigned to plan E unassigned product Graphical layout assigned products E eindproduct B Product Breakdown Structure Products which are not assigned to a work package are shown in grey and are not part of the project plan Products assigned to a stage and or work package are shown in yellow Assigning products to stages and work packages is described in the next two sections 3 2 1 3 2 3 Editing stages Stages are edited in the Edit Project Plan window Before starting go to this window from the project dashboard product breakdown tab or plan tab by clicking Edit Project Plan Edit Project Plan New stage New workpackage New spec product New man product New man product Copy products n ialist Management Work kages Project plan Spec ag packag Fase 2 Ideas Product Breakdown 2 1 Opzetten projec tadministratie a Ne i 2 2 Opstellen BRD eana j uc 2 3 Opstellen Project Charter 2 4 Go No Go project ja 1 1 Detail Ontwerp Project Contrac 5 3 A Project plan gebruikers Fase 3 Feasability uc ja SLA DAP en DFA definitief make 5 2 Gereed zetten implementatie acc 3 1 Maken Detail Ontwerp
102. ORTES Principal Toolbox 7 5 Functionalities 143 q FORTES Resource Allocation Fortes Search e Rob van Noortsingel Help Setup 7 Resource Pool Fortes Dashboard Properties Request amp Allocation Projects Request amp Allocation Resources Availability Resources Request amp Allocation per Project Request Allocation l Remaining _ Available 4 Mi Alc ated gt Available Allocated lt Available Request or Planned gt Allocated Request or Planned lt Allocated Planned gt Request as Mi i2w K 4w Start Date 27 Mar 2014 Unit Hours H 4w WH 12w 13 24 03 14 31 03 15 07 04 16 14 04 17 21 04 18 28 04 19 05 05 20 12 05 21 19 05 22 26 05 23 02 06 24 09 06 25 1 Projects gt Resources Skill Req Allo Ren Req Allo Ren Req Allo Ren Req Allo Ren Req Allo Ren Req Allo Ren Req Allo Ren Req Allo Ren Req Allo Ren Req Allo Ren Req Allo Ren Req Allo Ren Req Filter by resource Filter by skill Resources Summary 110 11C 115 115 115 11E 110 11C 50 50 50 50 40 40 40 40 S E Apollo s Apollo 1 0 vf Development Policy vf Document Management 70 70 70 70 50 50 40 40 A A Local area network connec s f Project KM VA a on Project SAP improvement 70 70 70 70 50 50 40 40 Overview of the entire resource pool Note The columns with planned requested and allocated hours can be toggled on and off by checking or unchecking the checkboxes directly un
103. Principal Toolbox 7 5 Functionalities 182 Issues ap ri Copy Mowe Fa t Open issues View Description Give a description of the issue Type Choose the type RFC Off spec Question Concern or Issue Status Give the status of the issue Priority Decide the priority of the issue Due date When does the issue need to be resolved Decision The decision concerning the issue Owner Owner responsible person for the issue Product To which product or work package is the issue related leave blank when it is project related Remarks Any remarks concerning the issue 4 By clicking or note you can add important documents notes on to the issue Master Demo database gt Projectmanagement gt Collaboration gt Unified Communications gt Audioc onferencing gt Issue log gt 1 Bug found in version Issue 1 Bug found in version 7 5 Properties History Description Bug found in version 7 5 Owner Dick Kriets Type Issue Creator Rob van Noortsingel Status Create Date 19 Mar 2015 Priority I Product Plan item Due Date 05 Apr 2015 Remarks Decision Open Standard fields Deadline Topic Actions Open Actions Nr Name Description O Owner Related To Due Date Remarks by Owner Discussions Creator Date Message Documents files links text AF sp Note Name Description Revision Published Publisher Drag documents here or click to add Adding a new issue 5 You can always alter the i
104. Secu EJ riari tari Mr maT hers rr ikl bs a Click Edit at automated reports to manage reports within a project or project model SIMPLY FORTES Principal Toolbox 7 5 Reporting 203 Master Demo database gt Projectmanagement gt Collaboration gt Unified Communications gt Audioconferencing gt Fase 4 Build Test gt 4 2 Testen gt 4 2 2 Review Product 4 2 2 Review General Logs Dependencies Costs amp Hours Resource Demand Name 4 2 2 Review Planned date Actual date Description Start 06 Jan 2012 12 Sep 2011 Owner Group Team Draft oz Owner E Checked ie es Final Haap Sep 2011 Participants Duration In Working Days 4 00 Priority Planning Status Mandatory nil Agile Priority 0 Streams Story points 0 00 Workflow DoR Code review PMD check Documentation Helpful Text Deliverables sp Note Name Description Revision Published Publisher Approval Status Review Requester Templates Name Product Descriptions Specifications Name Description Drag documents here or click to add Revision Drag documents here or click to add Drag documents here or click to add Published Publisher Revision Merge Template Published Publisher a Note On product or plan item pages templates for automated reports can be added as well Within programmes or project lists and portfolio s On the dashboard at the section Automated reports S
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106. Single Sheet Project as SIMPLY FOR TES Principal Toolbox 7 5 Functionalities 64 3 2 1 3 2 1 1 For help on project planning tracking etc please refer to the classic project planning s4 Special instructions for the other models are provided at the appropriate sections All type of models can be customised to the needs of your organisation For help on this topic please refer to managing project models 122 As of release 6 5 the option exists to migrate classic PRINCE2 projects to generic PRINCE2 projects Please refer to project migration 247 for more information 1 Special models may exist as well within your setup provided by Fortes Solutions on customer request Classic PRINCE2 Project The classic PRINCE2 project allows for a strict planning according to the PRINCE2 project management methodology It does not allow for activity planning only stages work packages and products are supported The next sections provide information on using the project Project dashboard 4 Planning a project 63 Managing a project 90 Finishing a project 1r Most topics apply to other project models as well Project dashboard The project dashboard is one of the most important windows because it enables the project manager to monitor the progress of the project FORTES A Projectmanagement 7 Unified Audioc Search Qe Rob van Noortsingel Help 7 Setup Project Audioconferencing
107. The default project tolerances are used for all projects in the programme If project specific tolerances are filled for a project these will overrule the default tolerances Activate the Project specific tolerances per project by selecting the checkbox in the column Project Specific Tolerances For the tolerance settings to be active for the current stage select the checkbox in the column Planning active stage only By default you will see an overview of the Stage planning and Product Planning tolerances as can be seen in the image above Select the view Cost amp Hours Tolerances from the drop down list to set the Cost and Hours tolerances Default project tolerances Costs Tolerance Name Orange Orange Abs Red Collaboration 0 0 Project specific tolerances exceptions to the default tolerances Costs Tolerance Name Project Orange Orange Abs Red initiatieven 0 0 Setting Cost amp Hours tolerances 0 0 Red Abs Red Abs 0 0 Active Stage Active Stage 4 Costs amp Hours Tolera v Hours Tolerance Orange Orange Abs Red Red Abs Active Stage 0 0 0 0 4 Costs amp Hours Tolera v Hours Tolerance Orange Orange Abs Red Red Abs Active Stage 0 0 0 0 SIMPLY FORTES Principal Toolbox 7 5 Functionalities 98 For each of these you can set both absolute numbers and percentages of the total The colours of the RAG indicators are set according to
108. The system automatically calculates the data between different unit settings b Scale set scale to weeks to show the costs per week c Start date set a dynamic or fixed start date where the windows of the timeline must start Select This year as a dynamic start date d Horizon set the number of weeks months or quarters to show starting at the start date Timeline Report Configuration Unit Hours changes are distributed over Working Days v Conversion v Scale Months X Startdate Dynamic Last month Fixed date Show entries without bookdate additional column Z Show values as cumulatives Initial value for cumulatives zero 0 v Horizon 12 Months Show as Pivoted table in Excel T 5 Apply a filter on entries select Budget and Actual in the filter type This will give you only the cost entries of the type budget and actual Apply filter on entries Create Date No filter Create Date Before Today v Create Date Equals Value Y m Is draft No filter Ols draft No Type No filter Type Not Empty Selection Actual n Allocation Assigned Available Budget Capacity Committed Demand EAC ETC ki _ Exclude selected items 6 Select Table as the representation type to get a table with the budget and actual costs SIMPLY FORTES Principal Toolbox 7 5 Reporting 201 4 3 Timeline representation Representation Table Chart Chart config
109. Users should be informed of the update and should not be working on the system during the update l 2 8 9 Go to the Settings page Click the link Update software Now click Start update procedure Log out all active users and click Proceed with step 2 Wait while storing the unsaved data and select the checkbox in front of Check when backup of database has been performed Click the button Proceed with step 3 Locate the appropriate file jar file or sql file using the Browse key Click the Proceed with step 4 key in order to carry out the update After completion of the update the update procedure restarts the Principal Toolbox application 10 After the restart log in as administrator and wait for update processes and the sanity check to finish This can take time depending on the update and the size of the database 11 The system is ready for use after completion of the update processes and the sanity check When problems or fault announcements arise please contact Fortes Solutions support fortes nl Classic Project Migration As of release 6 5 classic PRINCE2 projects can be migrated to generic PRINCE2 projects 112 By default this option is not activated as it requires configuration by your administrator before migrations can be performed The generic project planning provides flexible planning support and improved usability that allows for activity planning multiple breakdowns
110. a The Save this list as XLS function creates a so called XLS file which can be opened in MS Excel 4 Click the gi button 5 The web browser opens a pop up for opening or saving the Excel list 6 When clicking the Open button MS Excel will automatically be opened and the data is available for further modification 3 2 1 4 3 3 Generating automated reports The Principal Toolbox has extensive report functionality available These reports come either as RTF files readable by all text processors like Word and Microsoft Excel files Within the Principal Toolbox a number of fixed keywords are available which you can use in your templates When generating a report these keywords will be replaced by information from the Principal Toolbox database All views defined in the Principal Toolbox general and personal are available for reporting 1 Go to the Project Dashboard or go to a specific product page where a merge template is available Il Automated Reports Fa EJ i ccfdpunten Rapport On the Project Dashboard Templates Name Description Rev sion Published Publisher E Highlight Moport rif Highlight Fic port 2 22 Jun 2010 Erk Ac On the product page 2 To generate a report with the project actuals click the name of the report at the heading Automated Reports or at the product page 3 After the report is opened in a new screen it can be altered and then saved In order to make the report available to the pr
111. a history is recorded of all changes that have been made to the portfolio item through time It makes it possible to check who made which changes when SIMPLY FORTES Principal Toolbox 7 5 Functionalities Ae Portfolio Item Webconferencing Overview Financials History Person Date Object Action Change Ad Supley 30 Apr 2014 Webconferencing Change Forecast stan date 01 Apr 2014 Due date Request Date 30 Apr 2014 Report Status Pending Liza Marie van Esch 25 Jul 2013 Webconferencing Change Due date 03 Aug 2013 Request Date 25 Jul 2013 Report Status Pending Edwin Rombeek 04 Jul 2013 Webconferencing Change Due date 16 Jub2013 Request Date 04 Jul 2013 Forecast start date 01 Jul 2013 Report Status Pending Erik Aalbersberg 11 Oct 2012 Webconferencing Change Due date 13 Oct 2012 Request Date 11 Oct 2012 Forecast start date 01 Oct 2012 Report Status Pending Erik Aalbersberg 26 Jun 2012 Webconferencing Change Due date 29 Jun 2012 Request Date 26 Jun 2012 Forecast start date 01 Jun 2012 Renart State Pendinn History Tab on a portfolio item 3 1 2 3 4 Portfolio documents Documents can be attached to the portfolio items or to the portfolio itself The latter may be useful in cases where the document is applicable to all or most portfolio items To attach update or remove documenis from the portfolio navigate to the Documents tab from the portfolio dashboard This will open the document library and show all
112. a separate tab Each benefit can also be configured to list the contributing projects This list is defined by a simple filter to which the projects should match From these projects information can be listed Note There is no built in calculation from contributing projects towards the benefit If needed this should be realised using custom field calculations 3 1 4 Using custom dashboards Custom dashboards are a way of providing a cross portfolio view on the projects that are running within an organisation As an example this could be used to list all projects related to a specific business unit service or product Within a custom dashboard reporting facilities are available to SIMPLY FORTES Principal Toolbox 7 5 Functionalities 56 create a tailored reporting model for the scope of the dashboard Note Before release 7 custom dashboards were named portfolio dashboards Note A custom dashboard primarily provides viewing information it does not allow to modify information To define the projects that will be listed within a custom dashboard the so called dashboard filter needs to be set Click Set Dashboard Filter and the filter widget appears to define the selection criteria for the dashboard Once set click OK to activate the dashboard filter Filter xo Switch to Advanced Filter Archived No Contribution Key Y ls greater than 1 000 i q Benefits Risk rate Ay Budget Complexity Ri
113. ack of progress and changes in the original planning is can be very useful to work with baselines It allows you to compare the current schedule with the baseline planning There are two possible baselines in the Principal Toolbox You can set a planning as nitial Baseline or Current Baseline Setting the baseline will copy the current product planning to the selected baseline for comparison when the project progresses Set Baseline SIMPLY FORTES Principal Toolbox 7 5 Functionalities 81 Save a planning as nitial or Current baseline by clicking Set Baseline This button is available on the project dashboard Plan and Gantt Edit Gantt Choose the baseline type Initial or Current Baseline to save the schedule Propa l Aaschne Set baseline Piaase sclectine baille 2 S07 Seting te Dasel ne wil copy he coment Droduct planning 2 che Sclcclhed base Inc for compareon when the pro prog ss5e5 Select baseline Baseline Type Intel and Curcsrt Saacinc cK Cat a Setting a baseline View a Baseline In the Gantt chart a baseline planning can be shown in the current plan You can choose to show the Initial or Current Baseline in the actual Gantt No Baseline Initial Baseline Current Baseline Selecting a baseline 5 a OE 29 Mar 2010 05 Apr 2010 12 Apr 2010 19 Apr 2010 6 Apr 2010 10 Ma Name Lf rs IS m tr iw ir JS JS m ay FS JS rs Ss a Fs s a FS is ar wr FS Is M Project start up SEY Re
114. ad Please note that Word merge templates can be based on any document but must be saved in the RTF format Excel merge templates must be based on a template which contains the necessary macro s Click on the Download Template button to download the template For a list of keywords click on the Keyword List button Add a documentilink Description Revision Doc Nr LO Memel address O Internal Document Link Provide a document ID from a document at another loc ation in this application This ID can be found in the document history OK Cancel Adding a Excel Report Template Click OK to add the merge template to the Principal Toolbox The document has now been made available as an Automated Report and it can be found on the dashboard in the list Automated Reports To generate the Automated Report click the template name and it will open in a new window After completion the template can be used as a report within the project programme etc See using the Excel report 2077 Widgets Widgets can present data directly without having to run a report or opening a view Widgets are easy to configure and refresh the data automatically Widgets can be used for reports but can also support specific processes and can be developed specifically for customers FORTES wD A Projectmanagement Collaboration Search Rob van Noortsingel Help Setup Programme Collaboration Dashboard Properties Gantt amp Depend
115. ader caption provide a total etc va ne ed SIMPLY FORTES Principal Toolbox 7 5 Reporting 195 Advanced Seitings Set options for the listing Show category names for columns with categories when two or more adjacent columns are ofthe same categ whether to provide a total on specific columns with numeric values whether to hide the header name for specific columns Categories Show categories for grouped category columns LI Show totals for selected columns Hide column name for selected columns Name C Current Stage LJ Progress O Status Project Manager s _ OK Cancel Once views are configured the views can be saved for re use later or for the creation of automated reports Sa Saves the current configuration of the view The view can be saved as a new view or overwrite an existing on ve vie W SIMPLY FORTES Principal Toolbox 7 5 Reporting 196 Save view Save the configured view Provide a new name or save the view as an existing view Indicate whether the view should be defined personal only to be used by you local to be used by everyone on this location or global to be used by everyone everywhere Select existing view to overwrite or save as new view Existing View new view T View name Type Personal OR Cantel Views can be set to one of the following types Personal The view is available to the current user only but can be
116. al Hours 12 00 Remarks by Owner A Minimum Hours 38 00 Start Date 04 Feb 2013 End Date 10 Feb 2013 Correction Time Sheet Fill in the hours for this week on the appropriate project and product activity Highlighted rows in yellow are pre selected for time entry by the owner of the time sheet Note that individual rows may need approval by project manager s This is indicated by icons at the start of the row Project Product Activity Hours Actual i a sn da i a Totals Complete Remarks oe by Approver General Venus Project Albert S Project Initiation Docu 0 00 400 6 00 10 00 X Apollo project Arj v ia 2 00 5 2 00 id Make selection kd 4 00 2 00 0 00 600 0 00 0 00 0 00 12 00 Totals for sheet 4 00 2 00 0 00 6 00 0 00 0 00 0 00 12 00 Time sheets Principle of time sheets and hour entries Time sheets need to be approved otherwise the hours and associated costs will not be accepted After approval of the time sheet the fields of the time sheet will be added to the appropriate products in the form of a so called cost hour entry These entries are visible to the project manager from the product detail page They provide an overview of the different bookings that have been made on products and allow to see which user worked how many hours on what date on which product 3 2 1 4 2 Registration of actual hours Registration of hours in the Principal Toolbox can be done in multiple ways depending on the available add ons
117. al cycle on deliverables and or documents with the add on Advanced Customisation amp Workflow To make document management much easier the tab Documents has been added on the project level This tab makes it easier to search for specific documents within a project The tab gives you several options to search for documents Documents Most recent documents List of the 100 most recently changed documents for this project Search all project documents Search for documents in this project Project related documentation Documents on Plan Documents per product Documents that are not linked to a specific product 3 4 1 3 4 1 Adding documents and templates to products COPY Documents in any file type can be added to a Product page SIMPLY FORTES Principal Toolbox 7 5 Functionalities 177 Product Description Product specification goal composition and quality demands Templates Template s as the basis for the management products Deliverables Products documents to be delivered 3 4 1 3 4 2 3 4 1 3 4 3 1 Go to the Product page 2 Click Add in order to add a document or to add an intranet link Fill in the following information Description Description of the document Revision Doc nr Document version Filename Select a document with the Browse button or alternatively Internet address gt Fill in a hyperlink Internal document link Provide a document ID from a document
118. an also create risks related to that product The project manager and project support can edit all risks The owner and creator of a risk can edit all information of that particular risk 3 4 1 3 5 3 Quality review log COPY A quality review quality control is a standard method to test a product for its measurable quality criteria This technique is especially suitable for documents e g developments procedures and SIMPLY FORTES Principal Toolbox 7 5 Functionalities 184 reports The criteria for the quality of a product are taken up in a product description It describes the goal of the product the composition of the product which sources are to be used the form in which the product should be delivered and which quality criteria the product must meet We will describe the quality review procedure underneath 1 Go to the Product page of a product The checked date on this page gives the date on which the quality review should be finished To document this further quality reviews can be created in the quality review log 2 Click the Logs tab 3 Click in the blue Quality review listing bar Quality reviews dO Nr Description D A Method Reviewer Quality review log item o OL kes 4 Fill in the following information Description Short description of the quality review Status Open Closed Has the review been carried out Priority Priority of the quality revie
119. an be done by the system administrator and manager and readers of a programme project list 3 2 1 3 2 Defining a product breakdown structure The definition of a product breakdown structure assists in thinking through the result of the project i e the final product The final product of a project is broken down into manageable parts in the product breakdown structure These parts are called specialist products and can be both physical products as well as documents Note Only project managers and project support can edit the project plan Stages are edited in the Edit Project Plan window Before starting any action go to this window from the project dashboard product breakdown tab or plan tab by clicking The Edit Project Plan window introduction The Edit Project Plan window is divided into two parts On the left hand side you find the project plan i e products that are present in your planning and on the project dashboard On the right hand side you find an area where you can define new products the product breakdown structure and work packages In the Principal Toolbox it is possible to have products defined and not use them in the planning These can be kept in storage on the right hand side of the window See the remarks below for further explanation Three tabs are present on the right hand side of the window Specialist use this tab to define the product breakdown structure with amber colored specialist product
120. anagement Documents Report Gantt Costs Resources Project Gantt Stage Work Package Specialist Product Management Product Board Product Activity A Product Breakdown Q Search gt gt Gal No Baseline v Q Default v Specialist Product X i Name Owner Start Planned Final Planned Percent Dec 2012 Jan 2013 a Name l ok We ae oe ee oe E Generic PRINCE2 Planning Mode EN El Generic PRINCE2 Planning Model EN 01 Jan 2013 01 Jan 2013 0 Y 4 Breakdown e Project start up 01 Jan 2013 01 Jan 2013 0 ee e f Project Mandate 01 Jan 2013 01 Jan 2013 0 A e Project Brief 01 Jan 2013 01 Jan 2013 0 R i f Initiation Stage Plan 01 Jan 2013 01 Jan 2013 0 z e i Initiation Stage Authorisation 01 Jan 2013 01 Jan 2013 0 B e Project initiation 01 Jan 2013 01 Jan 2013 0 Y i pe Initial Business Case 01 Jan 2013 01 Jan 2013 0 I a e Project Initiation Document PID 01 Jan 2013 01 Jan 2013 0 1 a i Next stage plan 01 Jan 2013 01 Jan 2013 0 I e i Project Authorisation 01 Jan 2013 01 Jan 2013 0 I e Execution stage 01 Jan 2013 01 Jan 2013 0 e i Work Package 01 Jan 2013 01 Jan 2013 o e i f be Product 01 Jan 2013 01 Jan 2013 0 I e i f Highlight Report 01 Jan 2013 01 Jan 2013 0 r e f End Stage Report 01 Jan 2013 01 Jan 2013 0 A is rr gt Generic PRINCE2 Planning Model Adding a planning item SIMPLY FORTES Principal Toolbox 7 5 Functionalities 114 1 Go to the tab Pl
121. anning to edit the project plan 2 Click on the tab Gantt on to edit the project plan 3 Click on a to add a new planning item E Project Brief A new row will appear Give the item a aac dis 3 f be E Initiation Stage Plan F o de imitation Stage Authorisation 4 The item can be moved by dragging and e dropping it The green or the blue arrow will indicate where the item will be placed 5 A planning item isn t a product work Change Type 7 A of side Vek Torcdit a planning saat aan Paares item select the row by using the v age Work Package Specialist Product 6 Use Change Type to change the planning item in to a product work package or activity Board Product Activity Management Product Planning a project 1 It is possible to planning an item by enlarging and dragging the bar on the Gantt ay 2 It is also possible to plan items by using the calendar in the columns Start Planned and Final Planned 3 Dependencies can be defined by clicking on the item and i dragging a line to the next item a 4 Click on Save to save your changes It is also possible to define milestones on the product page The product page can be accessed via the Project Dashboard Percentage Completed SIMPLY FORTES Principal Toolbox 7 5 Functionalities 115 lt is also possible to enter a E Percentage Completed per item on the Gantt
122. apafingo o pena sie sheen 5 Feasibility amp Foundation Exploration amp Engineering Logs i Assemble backlog First sprint Walking skeleton New Total Y Sprint planning B Ge User story D ssue log io e Tarp te as EE Q Quality review log E Release 0 1 v i i Retrospective Change log o Intermediate sprints fe Sprint planning A Daily Action log Be User story i fe Workitem1 Lessons learned log lt im o gt lt Minutes of meetings Project Dashboard bread crumbs Logging on Before you can log on to Principal Toolbox the system administrator must first create a user name for you After this has been done you can log on using the following steps Note Some organisations have so called single sign on configuration In this case you are logged on automatically with your organisational account 1 Start up Internet explorer and navigate to the Principal Toolbox homepage The internet address is found in the email that you have received from your administrator The user name and password are also found in this email 2 The log on window is shown 3 Fill in your user name and password and click OK The Principal Toolbox will open with your homepage SIMPLY FORTES Principal Toolbox 7 5 Introduction to the Principal Toolbox 11 2 1 Quick Reference Cards F O R j E S D Download nu de laatste QRC s van de Support Portal Usemame
123. art date of the Successor and the relation is defined as Finish to Start a blue traffic light is shown to indicate a problem Highlight Reports Peter Cole 24 Feb 2013 01 Mar 2013 Next Stage Plan Yung Ji Lao Richard Hammond Samuel Davies 01 Mar 2013 01 Mar 2013 04 Mar 2013 v Next Stage Authorisation John Edwards 02 Mar 2013 05 Mar 2013 Dependency on the project dashboard External dependencies External dependencies are represented in the projects Gantt diagram These are represented with a big dot and the word external To see details of the dependency place your mouse on the dependency and a pop up screen will show the details External Dependencies on the Gantt On programme level these inter project dependencies are also represented so the programme manager can see bottlenecks in the execution of the programme See the screenshots below Dashboard Properties Gantt amp Dependencies Benefits Monitor Documents amp Knowledge Models Archive Project list Quality and Organisation projects O em This Gantt shows projects and their products with inter project dependencies or high priority Subprogrammes are included with their start and end date Timescale Quarters x 12 gt aie se ya E a a Ae ee ee n 2 eee eee a Quality and Organisati i i i Requirements report Juno Project Venus project Roadshow Zeus Project Project
124. ation Search Ad Supley Help Setup Configuration Options t Notification Settings Edit Principal Toolbox Name Description Value Classic Project Migration Notifications Approval Deadline Overdue Notify the approver of a passed approval deadline O Conversions Action Deadline Overdue Notify the action owner in case of an overdue deadline O Manage Hour Rates Currencies Time sheet Deadline Overdue Notify the owner of a time sheet of an overdue deadline O Resource Categories Financial Categories Manage Resources Manage Skills El Time Entry Settings Exclusions for PM approval Manage time sheets Manage entries Manage Non project Activity Sets Resource Allocation Customize fields Approval entries Advanced Configuration Email notification settings Creating non project activities Specify non project activity sets for activities that are done outside projects This can be productive hours like service management meetings general etc You can also add a category for non productive hours like sickness holidays special leave etc Different sets can be defined if different departments use different categories or have different non project activities It is also possible to have multiple non project activity sets active for one group So you could define one set for the entire organisation e g with the categories sickness leave and a separate set for each department with department specific activities Creating non pr
125. atures would require some more knowledge of Excel The topics can be found below e Using an Excel report 207 e Creating an Excel report template 208 Note automated reports within projects are available to project managers and project support On programme level they are available to the programme manager etc You will need sufficient rights on your computer to run Excel macros Note Excel reporting is intended for Office 2007 as of release 6 5 For compatibility with Office 2003 an older version of the Excel template can still be used Download the old template here and add it manually to the desired location Using an Excel Report To generate an Excel report you can click the report name on a programme project list dashboard or on the project dashboard In the example below the available Excel report is shown and can be clicked by the user q FORTES Y a Projectmanagement Search e Rob van Noortsingel Help Setup Projectmanagement Edit Properties Edit Members Edit Widgets a alip Dashboard Documents amp Knowledge Models Archive Welcome to the project and program management location SetTite f ssues Programmes Project lists Move Archive All programmes Collaboration o Ruud Peltzer Programme Collaboration Operational Excellence E Etienne Krame Programme Operational Excellence Automated reports on the project dashboard Note Excel reporting is intended for Office 2007 as of release 6 5 For compati
126. atus Programme B Cloud Computing Audioconferencing L 10 Nov 2011 Fase 6 Closure onp 8 Unified Communications DoS AOON EAE OLLO O Select the appropriate Portfolio to move the Portfolio Item to Selected Portfolio Items to move Audioc onferenc ing Select Portfolio to move to Portfolio COLLABORATION v OK Cancel Moving a portfolio item 3 1 2 3 2 Modifying the project reference Projects that are underway but have not been assigned to a portfolio are not visible from the Portfolio Management module They can be added to a portfolio by creating a new portfolio item and manually link it to the existing project Follow these steps to establish the link 1 Open the portfolio item initiative and click on the button Edit Project Reference 2 Select the project that the portfolio item needs to be linked by typing the first few characters and choosing the correct one 3 Click OK to establish the link Change Project Reference Here you can change the project reference for this project When changing the project reference related data is not automatically linked to this portfolio project This especially concerns existing entry data New entry data will be created according to applicable configuration Select a project Project Webconferencing OK Cancel Editing the project reference 3 1 2 3 3 History log One of the tabs off the dashboard of each portfolio item is labeled History On this tab
127. atus scope 0 4 Toelichting Status Voortgang 0 00 Al Planning Start Date 31 Oct 2011 End Date 15 Apr 2012 Finance Forecast V Portfolio Item Totals Preceding Period Current Period Y Time scale columns Succeeding Period Budget V Actual Y Forecast J EAC Estimate Y Variance Forecast start date 01 Jan 2015 Preceding Period Portfolio Item Totals Jan 14 Feb 14 Mar 44 Apr 14 May 14 Jun 14 Jul 14 Aug 14 Category Budget Actual Forecast EAC Variance Budget Actual Budget Actual Budget Actual Budget Actual Budget Actual Budget Actual Budget Actual Budget Actual Filter by Hardware 7 700 10 000 10 000 2 300 Operations 43 000 41 500 41 500 1 500 Out of pocket 57 700 53 100 53 100 4 600 i 108 400 104 600 104 600 3 800 gt SIMPLY FORTES Principal Toolbox 7 5 Functionalities 48 Unified q FORTES w A Projectmanagement Audioconferencing Audioc Search Rob van Noortsingel Help Setup Dashboard Properties Product Breakdown Plan Gantt Resource Management Portfolio COLLABORATION Due date 25 Oct 2013 Report Status Ss Forecast start date 01 Oct 2013 Properties Algemeen Name Audioc onferenc ing Objective Voortgangsrapportage Status e X Status Geld Groen Status Kwaliteit Groen Status Scope Oranje X Status Voortgang Oranje X Planning Start Date 31 Oct 2011 Finance Forecast Portfolio Item Totals Preceding Period Current P
128. avigation works the same way you are used to on the internet You perform actions by clicking with your mouse button or by clicking hyperlinks on the page Note As of release 6 1 the browsers Back button may be used as well Navigating through Principal Toolbox is done by using the dark blue header within your browser window Project management is the highest level in the hierarchy for your organisation s programme and project tree From there you can navigate down the branches of the tree to locate your projects On your home page accessible through the Home link in the dark blue header you will find all projects products and log items you are connected to This way you can quickly locate your projects SIMPLY FORTES Principal Toolbox 7 5 Introduction to the Principal Toolbox 10 1 5 and items you have to work on Throughout the application except on your homepage you will find the so called bread crumbs that show you where you are in the programme and project tree Click the bread crumbs anywhere higher up in the hierarchy to navigate to that location q FORTES Projectmanagement Enterpri Agile Pr Search a Ad Supley Help Setup Project Agile Project Dashboard Properties Task Board Planning Resource Management Documents Reports D two Product Checklist a 2 i Name Apr 2014 May 2014 Jun 2014 Jul 2014 Aug 2014 Sep 201 Agile S S 5 x ae ee aaa aa a I S SSS A Agile Project p
129. b this defines which time sheets are visible For the approver Check the section Configuration of time entry 128 SIMPLY FORTES Principal Toolbox 7 5 Functionalities 93 3 2 1 4 3 Reporting 3 2 1 4 3 1 Within the Principal Toolbox you can make progress information available and generate reports In this section the various options will be presented Portfolio reporting add on If and when the project manager is expected to report project status information back to the Portfolio a reporting request will be sent and appear on the project The request is found within the project on a separate tab with name Portfolio Report The report layout is based on the reporting model as defined on the portfolio To supply the requested information the project manager follows these steps 1 Within the project select the tab Portfolio Report and press the Edit button FORTES A Projectmanagement Unified Audioc Search Qe Rob van Noortsingel Help Setup 7 Audioconferencing Save Cance 4 Dashboard Properties Product Breakdown Plan Gantt Resource Management Documents Portfolio Report Reports Guide Portfolio COLLABORATION Last Published On Due date 25 Oct 2013 Last Published By Report Status a Request Remarks Forecast start date 01 Oct 2013 Properties Algemeen Name Audioconferencing Project Manager s Dick Kriets Objective Voortgangsrapportage Status amp X Status Description Status Gel
130. bility with Office 2003 an older version of the Excel template can still be used contact Fortes Solutions for more information When the Excel report is downloaded the following message is shown to you by your browser Do you want to open or save Project_Reportv2 xls from asp fortes nl Open Save 7 Cancel In this dialog click Save and select an appropriate location for the template Then click Open to open the report in Excel Saving the report first ensures that the Excel file will be opened correctly If opened directly the required support macro s included in the Excel file will not be started SIMPLY FORTES Principal Toolbox 7 5 Reporting 208 4 3 2 2 When opening the file in Excel the data is automatically refreshed with the currently available data Kid 9 ProjectReport xlsm Microsoft Excel Home Insert Page Layout Formulas Data Review View PTB Developer Add Ins Ce GOH 8 QO Insert Insert Create Open Refresh Toggle Saveas Configure Help About Chart Pivot Presentation Keywords Data Keywords Template Connection Reporting Template General FORTES S P Nr Description Type Decision Owner Due Date Remarks _ 2 Supplier delivery too late for completion Concern __ Investigation SSS a E 1 Fix piping between plants now leaking issue Open 1992013 S ce Se ana T Sa SSS Automated issue log in Excel If you want to add the report as a deliverable i
131. ble add ons e Manual entry of aggregated hours per product no add on required e Enter hours using hour entries This way you can keep track of history and the build up of the number of actual hours shown requires add on Advanced Cost Registration e Time entry with the Principal Toolbox add on Time sheets Users of Principal Toolbox get a weekly time sheet on which they can enter their actual spent hours requires add on Time sheets System administrators and time sheet managers check Configuration of time entry 128 for more information about possible configurations Timesheets When users of Principal Toolbox have been added in the module Time sheets they get a weekly time sheet on their home page My open time sheets Week start Date Owner a Remarks by Owner Time Entry Group 6 04 Feb 2013 Erik Aalbersberg New ICT 7 11 Feb 2013 Erik Aalbersberg New ICT By clicking the date of the time sheet the time sheet opens On it you will find the selection of products you are allowed to book hours on The selection of products that is shown is dependent on the settings of your time entry group It could be that only products are shown of which you are owner reviewer or participant Alternatively only products with an hours budget can be shown on time sheets In both cases you can add the number of hours in the row of the appropriate product in the column of the correct day The total number of hours for
132. ble views With the View Options drop down menu you can define your own view and set options for views The different options in the View Options menu are SIMPLY FORTES Principal Toolbox 7 5 Basics Principal Toolbox 24 Set filter Define a filter to make a selection of the shown products issues etc Set columns Add or remove columns from the view Set widths Set the column width so the view fits better on screen or in a report Advanced Define calculations on certain columns e Show or hide column names Make default This sets a view to the personal default Save view Save the view for later use Manage views Set properties for the view You find more information at Manage views 25 Note that on some pages not all functions are available for use The following example illustrates how to define a view on the Report tab The view will show all finished products and totals of budgeted and actual hours and costs 1 Go to the Report tab 2 In this example we will add a filter that shows all finished products in the project Since we want to see a list of products we choose Products in the left hand side of the window Dashboard View 3 Click Set Filter in the View Options menu EE To select finished products set the field Final Status to true After Set Columns clicking OK you get a view of the selected finished products Set Widths Chart Options 4 With Set Columns yo
133. can Remove e esi i 1 1 Detail Ontwerp Project Contrac 5 3 Acceptatie gebruikers Product 2 SLA DAP en DFA definitief make 5 2 Gereed zetten implementatie acc 4 1 2 Kick off gesprek 4 1 3 Bestellingen 4 1 4 Realisatie Bouw 4 2 1 Concept Testplannen 4 2 2 Review 4 2 4 Definitieve Testplannen 4 2 5 Testen 4 2 6 Testrapportages 5 4 Go Live 5 5 Overdracht Run amp Maintain 5 6 Nazorg 4 3 1 Project Contract Testen Akkoord 4 3 2 Concept Launch Document 4 3 3 Review 4 3 5 Definitieve Launch Proposal 4 3 6 Controleren beheerdocumentatie 4 3 9 Training beheerorganisatie Delete a stage by dragging it right onto the garbage bin 3 2 1 3 2 4 Editing work packages New man product New man product Copy products Specialist Management Work packages Product Breakdown lt lt gt gt Project eindproduct Product 1 Work packages are used to assign multiple products to the same team PRINCE2 or as a means of making a further subdivision in stages Principal Toolbox uses them to calculate summarised start and end dates and subtotals of costs and hours SIMPLY FORTES Principal Toolbox 7 5 Functionalities 75 Stages are edited in the Edit Project Plan window Before starting any action go to this window from the project dashboard product breakdown tab or plan tab by clicking Edit Project Plan Edit Project Plan New stage New workpackage New spec product New man product New man prod
134. ce problems while accessing the Principal Toolbox please verify security settings 9 of your browser 1 Be sure there are no script blocking security settings or script blocking firewalls active 2 Other browsers are supported based on best effort issues may exist 3 For working with automated reports in Excel the template needs permission to execute macro s Excel 2003 is only supported using the old SIMPLY FORTES Principal Toolbox 7 5 Introduction to the Principal Toolbox 9 reporting template Reports based on the new report template as of release 6 5 require Excel 2007 or later This new report template supports Office for Mac as well 1 3 Required Internet Explorer Security settings The Principal Toolbox is completely web based This means it runs in your internet browser Below you will find a table with the required security settings of the appropriate Internet Explorer security zone used by Principal Toolbox In Internet Explorer go to Tools gt Internet Options select the Security tab and choose custom level to change the settings Sectio Setting Remarks n ActiveX controls and plug ins Initialize and script ActiveX controls not marked as Enable Script errors on different pages occurs when safe for scripting disabled Downloads Automatic prompting for file downloads Enable Functions like pack project offline can t offer to download the offline project File download Enable When disabled automated rep
135. cific projects the tolerances can be set differently by setting alternative values in the list below Tolerances can be set absolutely or relatively percentage based for the following dimensions Stage Planning Shows whether or not the active stage is running behind or on schedule with respect to the planned end date Product Planning Counts the number of products overdue in respect to the total number of products in the project plan Costs Summarizes the costs committed actual and remaining and compares this in respect to the budget for all products in the project plan Hours Summarizes the hours committed actual and remaining and compares this in respect to the budget for all products in the project plan Default project tolerances S Planning Tolerances Stage Planning Tolerance Product Planning Tolerance Name Orange Orange Abs Red Red Abs Orange Orange Abs Red Red Abs Active Stage Collaboration 0 0 0 0 0 0 0 0 Project specific tolerances exceptions to the default tolerances f Planning Tolerances Stage Planning Tolerance Product Planning Tolerance Name Project Orange Orange Abs Red Red Abs Orange Orange Abs Red Red Abs Active Stage initiatieven 0 0 0 0 0 0 0 0 C gt Tolerances can be set for the entire programme or project specific In the Programme and project tolerances window you can set tolerances for the following four categories e Stage Shows whet
136. cific view Hidden Makes a view not visible in the pull down menu The view is still available for the automated reports Type Select availability for the view Global view is available on all locations all levels and for all users Local view is available on the specific location only e g this project only but for all users that have access to the location Personal view is available for the current user only but on all location all levels View Details Name Dashboard Creator Liza Marie van Esch Remarks by Owner Hidden O Type Global v Global Local Personal Adding a new view 5 Furthermore you are able to import and export views To export a particular view click the Export button and save the view to your desktop location To import this view again click the Import button on the Manage views page and select the ptv file This view will be added as a personal and local view Using the buttons as described above the type of view can be changed Remove Export Import SIMPLY FORTES Principal Toolbox 7 5 Basics Principal Toolbox 27 2 9 2 10 2 11 6 To remove views from the Principal Toolbox use the remove button Document management Within the Principal Toolbox you can store documents at various locations Principal Toolbox will keep the document in the database so they will be available to all users with access to the document in the Principal Toolbox It is possib
137. cify two days of lag time Add a Predecessor to the current Product Plan tem 4 2 2 R x Project Hiring of IT staff Product Plan Item Select a Product Plan Item Dependency Type Finish to start Lag Finish to finish Finish to start Startto finish Start to start we Adding a dependency SIMPLY FORTES Principal Toolbox 7 5 Functionalities 168 The relationships are verified based on the start and end date of the products If an end date of a Predecessor is delayed or planned later than the start date of the Successor and the relation is defined as Finish to Start a blue traffic light is shown to indicate a problem Highlight Reports Peter Cole 24 Feb 2013 01 Mar 2013 Next Stage Plan Yung Ji Lao Richard Hammond Samuel Davies 01 Mar 2013 01 Mar 2013 04 Mar 2013 v Next Stage Authorisation John Edwards 02 Mar 2013 05 Mar 2013 Dependency on the project dashboard External dependencies External dependencies are represented in the projects Gantt diagram These are represented with a big dot and the word external To see details of the dependency place your mouse on the dependency and a pop up screen will show the details External Dependencies on the Gantt On programme level these inter project dependencies are also represented so the programme manager can see bottlenecks in the execution of the programm
138. ckers active On the Tools menu click Internet Options Open the Security tab and click the Custom level button In the Miscellaneous section set Launching applications and unsafe files to enabled On the Tools menu click Internet Options Open the Security tab and click the Custom level button In the Scripting section set Active scripting to enabled SIMPLY FORTES 253 Index A Action log 108 186 Active stage 65 Add custom fields 237 Add project 69 Add resources 143 Add stages 73 Add work packages 74 Adding data 22 Adding documents 98 176 Adding products 70 Adding stages 70 Advanced customization amp Workflow 32 Advanced Settings 246 Allocating resource 142 Appointing skills 143 Approval 92 Approval of hours 92 Approvers 91 Archive 13 111 189 Archiving 111 189 Assign non project activities 147 Assigning approvers 91 Author 18 Automated reports 95 173 204 207 Availability 148 B Baseline 80 Breadcrumbs 9 Budgets 84 Built in views 25 C Change log 107 185 Changes 102 180 Changing data 22 Colours 65 Column selection 23 Column width 23 Configuration 232 Conflicting dependencies 65 Copy to clipboard 94 172 Costtypes 84 Costing 84 Create stages 73 Create work packages 74 Creating model 123 Creating project model 123 Creating projects 69 Current 80 Custom dashboards 37 55 Custom fields 237 Custom page layout 32 D Define project plan 70
139. cking the timeline header the zoom level will be restored to the previous setting back Finally a selection of the timeline can be made by clicking the timeline at the start of the period to be selected and holding the mouse button down while dragging the mouse to the end of the period On release of the mouse button the timeline header will zoom to the selected period Setting baselines lt is also possible to set baselines i 4 a he m Right click to save or copy the image 1 Right click the thumbnail 2 Select Save or Copy Image from the menu Pee n i PSS oe l E r aT a u _ _ 3 o DE E e me ta os E ae eye Fe ENH E a b _ n th Finini iilii Hf ae ae oe Eme Bie P dk sl kallin E F E H a 7 k e 2 k E 2a E iR a N oi z E E Advanced prin Clo Defaut A Zoom In f amp Zoom Out q Zoom Fit E SIMPLY FORTES Principal Toolbox 7 5 Functionalities 117 3 2 2 2 1 Go to the Gantt tab and click on Set 2 Select Initial baseline or Actual baseline and click on Set 3 You can now select the baseline that you would like to display Sai carl anton FEA above the Gantt Set Baseline Set Working with views It is possible to create a modified view on the Gantt This way you can determine which information will be displayed on the Gantt Fa 1 Click on 7 to edit t
140. cnncereevnecac senses A E E E E a t 45 PROCS STII rO PONS serii aa a OE e ieira in aaa 45 PRANS iao anea i R e EE a S E 49 POTN GANI arrera ea E A E E E ET 49 SIMPLY FORTES Principal Toolbox 7 5 4 no Fe 421 81819 21a 819 4 i 0 een ee nee ener cee eee ne enn nen eee rere eee een one eee eer et 50 Generaung TEDOS aaa eee eee nr nee ee et ene nc nee eee eee eae ee eee 52 Lt Fr PANN MMM secs ae nd etree tas aes EAER EERE 52 Benefits CenMINOM and WaAGCKINAG siscisciticescdesectincenattseuieescssndanntads cin atersnsacintancewatosteedtabenncuessesuussnesnsadnaacaatenumedeeteedas 53 Using CUSTOM CASIO AS ession AEE ERNE 55 Poniolio moder conniguratiOl sisiiscietimedicnseteccceswestesccstecntincantsceanesiaosapieciaetantwatwatacunstssnecenwecsGusavasscatanctdccestacneneacdeds 57 Deining a project SICCL esr NA EEA 57 ENS TSN UIC TINO EEE E A A EEN EA E tees A A A E E A A ET 58 Po CONTI Aa e r E E E EE 59 PUVA AIG On O a ON eea E E eas 61 2 Project Manageme Mi ossos EEEE 63 Classic PRINCE2 Project ccscscsssssseseeseessensesssceseeseeeeseeseeseseesensnsaaanaseasecseenoeesosoesoesseeesessesseessesssensnsaassagesneessanons 64 a E ea Eees e MOR E E A A E E E EEES O ATE A E A E A E ES E 64 The use of colours within DFOJOCIS arsisecvetsecvesasiaxciencnntantonsaseancenceedunsusienencecsiidnenwiasawed eanan aaa aaia 65 PENON a OO e E A a ss 68 See a SREDE gt EAEE NA EE E A E AE E EEE N E A A 69 Defining a product breakdown StrUC
141. create the dependency Note to remove a dependency right click on the arrow and choose one of the disconnect options that appear From within the Gantt the start and end date of the portfolio initiatives not currently active projects can be changed as well Just click on the start or end of one of the bars and drag it to the required date The same can be done by entering the dates on the left hand side in the date fields 3 1 2 4 4 Stakeholder reporting As of release 7 it is possible to create special dashboard reports that can be used for stakeholder reporting Dashboard reports are available upon portfolio s and saved versions within a portfolio Note that on a portfolio the dashboard report will show dynamic data whereas the reports will show static data on a portfolio version from the specific version Note Configured dashboard reports on portfolio are copied to saved versions Dashboard reports are entirely built upon widgets and can be sized placed and reordered in any way needed To access dashboard reports navigate to a portfolio and then click on the tab Dashboard Report SIMPLY FORTES Principal Toolbox 7 5 Functionalities 51 FORTES A Portfoliomanagement 7 COLLA Search Qe Rob van Noortsingel Help Setup 7 COLLABORATION Dashboard Properties Scenario Planning Financials Portfolio Gantt Documents Dashboard Report Archive G Project Map DE y Fiter Configure Instructie Preview Dashboard Repor
142. created from product pages related to issues risks changes quality reviews and from the action log To define an action do the following 1 There are several places from where you can create actions if you have the correct user rights a From the project dashboard open the Daily action log b Alternatively go the Logs tab of a product c Find the blue Action listing header when on the detail page of an issue risk or other log item 2 Now click Action log and fill in the following information SIMPLY FORTES Principal Toolbox 7 5 Functionalities 187 Name Name of the action Description Description of the action Status Status Open Closed Priority Priority Due date When does the action need to be completed Owner OQwner responsible for the product Creator Creator of the action Related to Relation to a product issue risk etc Remarks Any remarks Action 1 Action log Properties History Name Action log Own Description Creat Status Creat Priority Prodi Due Date Relat Remi Discussions Creator Date Message Documents files links text Name Description Drag documents here or Adding an action 3 Click the Save button to save your new action 3 4 1 3 5 6 Lessons learned COPY To archive positive or negative experiences that may be useful in future projects the lessons learned log is available Based on the lessons learned log you can c
143. ct cause upon risk occurrence Owner Owner responsible person for the risk Creator Author of the risk Product To which product is the risk related leave blank when it is project related Remarks Any remarks concerning the issue 4 Save your new entry by clicking the Save button 5 Furthermore you can also add an action to the risk by clicking behind Risk listing 6 By clicking or note you can add important documents notes to the risk 7 You can change the risk any time at a later date by clicking it s description in the Risk log 8 Close a risk by setting the status to Closed 9 The project manager and project support roles can also copy and move risks To copy a risk to Copy Move another programme or project you can use the Copy and Move buttons With copy you create a duplicate risk within your own project With the move button you can select another project or programme to move the risk to Note Only the project manager and project support can create new risks However the owner and reviewer of a product can also create risks related to that product The project manager and project support can edit all risks The owner and creator of a risk can edit all information of that particular risk 3 2 1 4 5 3 Quality review log A quality review quality control is a standard method to test a product for its measurable quality criteria This technique is especially suitable for
144. cts Plan Items Issues Risks Quality reviews Changes Actions Lessons learned Orders Cost Hour Entries Dependencies Project Resources Entries il Timeline Reports Entries Programme dashboard Tabs Gantt amp Dependencies Documents amp Knowledge Models Archive Welcome to the Sub Programme Unified Communications Ze Below you find all UC Projects Projects 2 Audioconferencing Extranet DMZ Fase 1 Extranet DMZ Fase 2 Identity amp Access Management Local area network connectivity Test nieuw project Videoconferencing Webconferencing Website re design Wireless network connectivity Project Models Name Current Stage Fase 6 Closure Fase 5 Deployment Rollout Fase 2 Ideas Fase 2 Ideas Fase 4 Buik Test Opstartfase Fase 4 Buik Test Fase 4 Build Test Exploration amp Engineering Fase 3 Feasability Standard Prince2 2009 Project Model Progress a o E B SetTite f Import Export Move Model Archive Dashboard View v General Project Manager s E Dick Kriets e Vonny Smits Etienne Krame G Edwin Rombeek Eo Albert Swank a Kai Waningen o Erik Aalbersberg amp Ad Supley Rob van Noortsingel 8 Vonny Smits Import Export Archive Objective Owner s Project model for larger and or complex projects The tabs are standard for each programme The name of the tab indicates the content of the page Depending on your organ
145. cts documents to be approved add on Advanced Customisation amp Workflow 3 Time sheets to be filled in and or approved add on Time sheets 4 All portfolio s add on programmes and projects you have a role in 5 All products issues risks quality reviews actions and changes assigned to you Configuring your home page To configure the layout of your personal home page click the button Customise Home Page The opened window gives you the possibility to select Which portfolios add on should be displayed Which programmes should be displayed Which projects should be displayed How to display the products How to display the log items Search e Rob van Noortsingel Documents to be approved by me Document Due date Blank_Issue_Log wmv 13 Mar 2015 All portfolios Dashboard Dashboard My Work Packages v S My Products Start Draft Checked 28 Jun 2015 16 Jul 2015 My Issues My Reviews Help 7 Setup 7 Open View v View v View v View v Final 16 Jul 2015 View v View v SIMPLY FORTES Principal Toolbox 7 5 Basics Principal Toolbox 13 2 2 Customise home page Portfolio Section Do not show portfolios on my home page Show portfolios of which am a manager Show portfolios of which am a member or a manager Custom Dashboards Do not show custom dashboards on my home page tion Show custom dashboards of which am an owner or manager Show custom dashboa
146. ctual costs can be entered using the same process as well Master Demo database gt Projectmanagement gt Operational Excellence gt Project SAP improvement gt Orders gt 1 Pre payments Order 1 Pre payments Properties History Description Pre payments Owner Albert Swank Creator Rob van Noortsingel Create Date 26 Mar 2015 Product Plan item a Remarks by Owner The owner can place his remarks considering the order By example why it is made and what costs will be committed to it Financial Total Planned 300 00 Financial Category a X Total Committed Total Actual Value Bookdate Remaining Committed 100 00 26 Mar 2015 200 00 26 Mar 2015 Documents files 0 00 L 300 00 Name Revision Published Publisher Drag documents here or click to add Entering costs on orders Time Entry add on Registration of hours using the Principal Toolbox is done by using the module Time Entry Users of the Principal Toolbox who are assigned to so called Time Registration groups will receive a time sheet which they can then use to register the hours worked against projects and non project activities like leave Using these time sheets actual cost entries can be allocated against projects and non project activities according to pre defined hourly rates Generating submitting and approving time sheets The process contains the following steps which are explained in the next sections 1 Crea
147. d Groen Status Kwaliteit Groen X Status Scope Oranje Status Voortgang Oranje 4 Toelichting Status Geld 0 00 4 Toelichting Status Kwaliteit 0 4 Toelichting status scope 0 4 Toelichting Status Voortgang 0 00 4 Planning Start Date 31 Oct 2011 End Date 15 Apr 2012 Finance Forecast Portfolio Item Totals 7 Preceding Period Y Current Period Y Time scale columns Y Succeeding Period Budget Actual Forecast EAC Estimate Variance Forecast start date 01 Jan 2015 Preceding Period Portfolio Item Totals Jan 14 Feb 14 Mar 14 Apr 14 May 14 Jun 14 Jul 14 Aug 14 Category Budget Actual Forecast EAC Variance Budget Actual Budget Actual Budget Actual Budget Actual Budget Actual Budget Actual Budget Actual Budget Actual Filter by Hardware 7 700 10 000 10 000 2 300 Operations 43 000 41 500 41 500 1 500 Out of poc ket 7 700 53 100 53 100 4 600 108 400 104 600 104 600 3 800 gt The portfolio report is to be filled out by the project manager 2 Update the editable fields with the latest information 3 Update financial information if requested SIMPLY FORTES Principal Toolbox 7 5 Functionalities 94 4 Then press the Publish to Portfolio button to send the information off to the portfolio 3 2 1 4 3 2 Copying data Within the Principal Toolbox there are two options to copy a specific view to another application Options are Copy to clipboard Save list to RTF Save list as XLS
148. d The page ayoyi of the benefit is set by using the page layout editor 3 in the same way as defining a project sheet 57 available to managers and administrators only SIMPLY FORTES Principal Toolbox 7 5 Functionalities 55 Benefit More customer retention Dashboard Documents History Benefit status Configure i 5 10 15 20 25 30 35 40 45 50 General Name More customer retention Last modified on 22 Apr 2014 Description 5 reselling on policies Last modified by Michiel de Groot Owner Bob Hotho KPI monitoring KPI measurement Interview Review date 16 Apr 2014 KPI startvalue 0 KPI current value 22 KPI targetvalue 27 Delivered Fj Contributing Projects Edit View Name Objective Benefit Benefits Risk anet ve rate priority score AKO Online 125000 Low 120000 10 Basware 294000 Low 21300 5 Cascade Verkrijgen van snoepgoed in 140000 High 95000 T het karton Consolidatie Reed Elsevier 200000 High 67000 5 Infraconsult Phase 1 Consolidatie Reed Elsevier 150000 Medium 10000 a Materieel Consolidatie Stafgroep 320000 Medium 200000 12 Extranet DMZ Fase 1 150000 Medium 55000 T Extranet DMZ Fase 2 200000 Low T5000 5 Inbedding ingezet beleid Model voor het opzetten van 130000 Medium T0000 T PRINCE projecten Samenwerking stelsel 220000 Medium 200000 5 1929000 933300 Detail page of benefits Within the detail page default 1 and custom 2 fields can be edited as well as documents added or removed 3 on
149. d on a portfolio model Using a model ensures portfolios are configured in one or more identical ways Items which are part of the model The page lay out of the portfolio items The reporting model The automated reports please see Automated reports 201 for more information The field configuration The financial configuration Note all of the above items can also be set on each individual portfolio after it has been created 4 w A Portfoliomanagement Portfolio Model Search fea Ad Supley Help gt Setup Portfolio Model Portfolio Model Dashboard Properties Financials Portfolio Gantt Documents Dashboard Report Archive Automated Reports Edit Portfolio Items New All Projects View v x Project Prioritization Name Report Status Last Published On Current Stage Progress Status Programme EJ Project Calender Previous versions All Previous Version View v Reports Name Saved On Saved By Remarks by Owner Portfolio Item Report Models New Import Export Archive Products Plan Items Name Objective Issues Portfolio Report monthly Risks Quality reviews Changes Actions Lessons learned Example portfolio model 3 1 5 1 Defining a project sheet The page lay out of the project sheet which is shown when opening a portfolio item can be customized for each portfolio or portfolio model The project sheet can be used in displaying the basic project or initiative properties including custom fields an
150. d status information The page lay out is defined by 1 From the Portfolio Management dashboard open a portfolio model or one of the existing portfolios 2 Press the button Portfolio item layout 3 Press the button Edit Layout 4 Anew windows opens of which the left hand allows for defining the layout whilst the right hand side contains a list of all fields and properties that can be dragged onto the layout side SIMPLY FORTES Principal Toolbox 7 5 Functionalities 58 Change Page Layout Here you can change the page layout You can drop sections components and fields into the page layout section Default page layout deletes custom layout e Custom page layout Layout Components Page layout Available Page Components Label Remove Timeline Field Add 4 gt Available Fields Baseline To add a new section drag one Current Baseline Final 0 from the available sections on the Current Baseline Set right to the page layout on the left A mant Basal oa peepee bt Haale cca a Ma After that you can add fields from c cert a Bcocscsceracewoees the available fields section Initial Baseline Final From the available fields section EREE eee a a SiS click on a category title and dragit InitialBaseline Start 000 to the page layout to add a complete category of fields as a Costs new section To remove a section click on it s Costs Actual Cumulative trashcan icon To remove
151. dashboard Revision Doc nr Use this to give a version number to your template Filename Locate the RTF file with the browse button Internal document link Provide a document ID from a document at another location in the Principal Toolbox application The ID can be found in the document history This allows for a centrally placed document to be linked to from projects Update by updating only the original centrally placed document 8 IMPORTANT Make sure the checkbox Document is a merge template is ticked Add a document to the list Selecta merge template or normal document link to upload Please note that Word merge templates can be basec format Excel merge templates must be based on a template which contains the necessary macro s Click on the De For a list of keywords click on the Keyword List button Add a documentlink Description Pe Revision Doc Mr Filename Bestand kiezen Geen bestand gekozen rif xit xltm xls xlsm Merge Template W Add this document as a merge template l Internet address O Internal Document Link Provide a document ID from a document at another lo This ID can be found in the document history OK Canc el Adding a Word file 9 Click OK to add the merge template to the Principal Toolbox 10 The document is now available as an Automated Report If you added it to the section Automated Reports on a programme project list or project dashboard you will find it in
152. dd Product Descriptions Specifications a Note Name Description Revision Published Publisher Drag documents here or click to add Product page On the Product page there are some extra tab pages Logs Dependencies and Costs amp Hours not shown The Logs tab allows you to register items such as issues risks and quality review 102 On the Dependencies 851 tab you can define dependencies between products to create a product flow When the add on Advanced Cost Registration is available this tab is available for entering cost entries See section cost administration Master Demo database gt Projectmanagement gt Collaboration gt Unified Communications gt Audioc onferencing gt Fase 4 Build Test gt 4 2 Testen gt 4 2 2 Review Master Demo database gt Projectmanagement gt Collaboration gt Unified Communications gt Audioc onferencing gt Fase 4 Build Test gt 4 2 Testen gt 4 2 2 Review Product 4 2 2 Review 4 ose Product 4 2 2 Review Name review Planned Actual di Name eview Planned Ac Description Start 06 Jan 2012 Sep 2011 Descrip art 06 Jan 20 Sep 20 wner Gi eam Dr Own ream ior Owner aii Owner eae Reviewer inate a Spa Reviewer Finak 11 Jan 2012 Spa Participant Participant Du king Days 4 00 Du ork Priority Priority Planning Status Statu Mandatory ig v Mand v Agi Agil Priority treams Priority stream tory points 0 rkflow Story p 0 fork JOR ode review
153. dencies Costs amp Hours Resource Demand Hours Manual Costries Total Manual Entries Total Budget 0 00 0 00 Budget 0 00 0 00 0 00 0 00 Committed 0 00 0 00 Committed 0 00 0 00 0 00 0 00 Actual 0 00 0 00 Actual 0 00 0 00 0 00 0 00 Remaining 0 00 0 00 Remaining 0 00 0 00 0 00 0 00 Variance Variance 0 00 0 00 Agile Priority 0 Streams Story points 0 00 Workflow DOR Code review PMD check Documentation Cost Hour Entries listing All entries View v Description Type Approval Status Hours Owner Creator Book Date Remarks by Owner Cost amp hours tab on products Resource Allocation add on Resource Allocation supports the process of planning and managing resources on projects The process can be carried out in different ways e Resources are requested at project level e Resources are requested at product level e Ora hybrid option both at product and project level Two roles are associated with this process The project manager can request resources to staff his or her project Resources can be requested as skill or if the project manager has a specific preference as named resources The resource allocation manager or resource manager for short is the manager of one or more resource pools As such the resource manager registers resources resource availability and resource skills Furthermore the resource manager manages resource requests from project managers by allocating resources to specific proj
154. derneath the header of the Request amp Allocation section Note If needed the timeline setting of the grid can be edited To do so click on Edit Timeline Settings Set the horizon and start date according to your preferences 3 Click Edit in the header of the Request and Allocation section to change allocation details of resources to various projects Click on the sign in front of a project to expand that project and look at the details per resource Alternatively click on the sign in front of the top row All resource to view all resources in the resource pool without sections per project 4 To allocate a resource or change an existing allocation edit the values in the Allocated columns for each resource per period Note In case of a requested skill instead of a specific named resource first select the resource with the requested skill as primary or secondary skill that you want to allocate before entering the allocated hours 5 Click Save to save your changes This will automatically send new or changed allocation details to the appropriate Project Managers 3 3 2 4 1 1 Setting up a resource pool Before you are able to request and allocate resources you will have to define one or more resource pools To do this you will have to define skills and then appoint these skills to resources After you have done that you can add resources to a resource pool Adding removing and editing skill
155. dget 0 00 0 00 0 00 Budget 0 00 Committed or 0 j Committed 0 Costs Budget err Costs Actual Ee ial sa sis an ia i ctual ctual al lt a nual Sa 0 00 0 00 0 00 0 00 Remaining 0 00 0 00 0 00 Remaining 0 00 Oo Fase 2 Ideas Variance 0 00 Variance B 2 1 Opzetten projectadministratie 0 00 0 00 0 00 0 00 6 2 2 Opstellen BRD 0 00 0 00 0 00 0 00 2 3 Opstellen Project Charter 0 00 0 00 0 00 0 00 Agile Priority 0 Streams 2 4Go No G je f e 4 Go No Go project 0 00 0 00 0 00 0 00 Si poni 0 00 Workflow 0 00 0 00 0 00 0 00 DoR O Fase 3 Feasability Code review PMD check o 3 1 Maken Detail Ontwerp 0 00 0 00 0 00 0 00 Documentation o 3 2 Acceptatiecriteria opstellen 0 00 0 00 0 00 0 00 e 3 3 Dienstbeschrijving maken 0 00 0 00 0 00 0 00 Cost Hour Entries listing 2 3 4 Opstellen Project Contract 0 00 0 00 0 00 0 00 Description Type Approval Status Hours Owner Creator Book Date Remarks by Owner o 3 5 Go No Go Oplossing 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Costs amp Hours on a project level Costs amp Hours on a product level Using description above gives an overview of your project costs and hours in tabular form If you want to keep track of history or the construction of the numbers on the page the Principal Toolbox has the option of cost and hour entries If these are available within your organisation you will find a section costs hours listing on each product page on the Cost amp Hours tab
156. documents e g developments procedures and SIMPLY FORTES Principal Toolbox 7 5 Functionalities 106 reports The criteria for the quality of a product are taken up in a product description It describes the goal of the product the composition of the product which sources are to be used the form in which the product should be delivered and which quality criteria the product must meet We will describe the quality review procedure underneath 1 Go to the Product page of a product The checked date on this page gives the date on which the quality review should be finished To document this further quality reviews can be created in the quality review log 2 Click the Logs tab 3 Click in the blue Quality review listing bar Quality reviews dO Nr Description D A Method Reviewer Quality review log item o OL kes 4 Fill in the following information Description Short description of the quality review Status Open Closed Has the review been carried out Priority Priority of the quality review Due date When is the review due by Method Describe the method see the Product Description Reviewer Who will carry out the review Results Give the review results OK and action items Owner Owner of the quality review Creator Creator of the quality review Created Date when the quality review was made Product To which product is the review
157. e See the screenshots below Dashboard Properties Gantt amp Dependencies Benefits Monitor Documents amp Knowledge Models Archive Project list Quality and Organisation projects O em This Gantt shows projects and their products with inter project dependencies or high priority Subprogrammes are included with their start and end date Timescale Quarters x 12 gt aie se ya E a a Ae ee ee n 2 eee eee a Quality and Organisati i i i Requirements report Juno Project Venus project Roadshow Zeus Project Project Mandste Dependencies on the programme Gantt If for some reason the Office relocation project is delayed or planned later the Gantt will indicate that there is a problem with the planning Dashboard Properties Gantt amp Dependencies Benefits Monitor Documents amp Knowledge Models Archive Project list Quality and Organisation projects gt lt This Gantt shows projects and their products with inter project dependencies or high priority Subprogrammes are included with their start and end date Timescale Quarters w i eS i is a er en ees Project Mandste Dependencies on the programme Gantt SIMPLY FORTES Principal Toolbox 7 5 Functionalities 169 3 4 1 3 Managing an agile project During the execution of a project the defined products are to be realised In this section you will find How to monitor and enter progress Ho
158. e KPI Score KPI Score IT to support Available Editable Custom Available Not Editable Integrated Processes KPI Score Portfolio Gewenste Available Editable Custom Available Not Editable Einddatum Portfolio Gewenste Available Editable Custom Available Not Editable Startdatum Portfolio Toelichting Available Editable Custom Available Not Editable Financiele dekking Portfolio Benefit Available Editable Custom Available Not Editable Prioritization Portfolio Benefits Risk Available Editable Custom Available Not Editable Prioritization rate Portfolio Budget Available Editable Custom Available Not Editable Vv Prioritization Field configuration 3 Choose one of the following combination of options on the project or portfolio side Settings Options Resulting behaviour No Local Configuration No configuration applicable The field will not be available Not Available for use at portfolio and or Available project level The field will be available for Available use at portfolio and or project level No Local Configuration No configuration applicable l The field is not editable at Edit Level Not Editable portfolio and or project level The field will be editable at pane portfolio and or project level SIMPLY FORTES Principal Toolbox 7 5 Functionalities 61 3 1 5 4 The field will be editable at portfolio level up until the moment the corresponding project has been created this option is only availabl
159. e Specialist Product Management Product Board Product Activity D k gt rs co z Ga No Baseline Set Q Defaut v View i Name Start Planned Final Planned Planned Ho Actual Houi Dec 2012 Jan 2013 a ie ee Se ae Se ae a See Gu Generic PRINCE2 Planning Model EN 01 Jan 2013 01 Jan 2013 4 o Project start up 01 Jan 2013 01 Jan 2013 4 i i Project Mandate 01 Jan 201 E 01 Jan 201 E p o i Project Brief 01 Jan 201 E 01 Jan 201 F I o i Initiation Stage Plan 01 Jan 201 01 Jan 201 I o b Initiation Stage Authorisation 01 Jan 201 01 Jan 201 I o Project initiation 01 Jan 2013 01 Jan 2013 y i f Initial Business Case 01 Jan 201 F 01 Jan 201 n o f Project Initiation Document PID 01 Jan 201 01 Jan 201 E I i i Next stage plan 01 Jan 201 F 01 Jan 201 E i Lu Project Authorisation 01 Jan 201 E 01 Jan 201 E I z Resource Summary A Q Skill Resource Pool Planned Actual Alloc ation No data found Plan hours with the Generic PRINCE2 Planning Model Hour budget per resource Project Manager ICT x J 1 Go to the tab Resources and click on Si parE SRLS x 01 Feb 2013 El a 4 February 2013 ae z 28 298 30 31 1 2 3 4 5 6 7 amp 9 10 2 Double click the desired row a pop up opens Click on Add Resource 3 Select the required resources and confirm with Add 11 12 14 15 16 17 18 19 20 21 22 23 24 4 Double c
160. e archived FORTES D N Projectmanagement Search e Rob van Noortsingel Help Setup Projectmanagement H Dashboard Documents amp Knowledge Models Archive Programme Project list Archive i A Name Description 2 Lean Management IT Theme Lean Management Project Model Archive El A amp 3 8 o Name Objective Project Manager s BAM ICT Services Projectmodel BAM ICT Services Beheerders training projectmodel Model voor het opzetten van Albert Swank BOX BY PRINCE2 projecten Generic Project model V2 7 Programme Model Archive a a S Name Objective Project Manager s MSP Programme model v2 Model for settung up an MSP Erik van den Bosch programme Archive 1 Go to the Programme dashboard 2 Select the project concerned by clicking on it s row Arc hive 3 Click to move the selected project s to the archive tab 4 In a pop up window you are asked to confirm archiving the selected project model After clicking OK the project model is move to the archive 5 The archive can be found at the tab Archive on the programme project list level Note that each programme or project list has its own archive 6 Restoring a project or project model can be done from the Archive tab SIMPLY FORTES Principal Toolbox 7 5 Functionalities 112 3 2 1 5 2 Removing projects and project models 3 2 2 Removing projects and project models requires two steps
161. e provides functions applicable to building a template opening available keywords refresh data toggle visibility of keywords in the template and saving the template e General configuration help and an about dialog 4 3 2 2 2 Inserting Principal Toolbox Keywords Keywords are used to define which data will be imported from Principal Toolbox into your report These keywords are provided in a context sensitive list the keyword reference This list can be opened from within your Excel template Click the Merge Keywords button on the template toolbar to open a browser window with the available keywords for this template A page like the one below should appear Note that the content of the page may differ per project programme Note if the report is to be used on different locations within the application make sure to only use generally available keywords This is mainly the case with the availability of views SIMPLY FORTES Principal Toolbox 7 5 Reporting 211 Keyword List Fields VIEWS Find the keyword for the fields and views to include in the report Drag these keywords to the appropriate locatio Document Document creation date Document creator author Enterprise Organisation Program Support Programme Manager Programme Reader standard fields Description ID Name Keyword list Click a keyword to copy the information to your clipboard Then select the appropriate location in the Excel temp
162. e Launch Proposa 3 6 Controleren beheerdocumentstie 3 9 Training beheerorganisatie oS ES TESTES Ss TESTES Tiss ES TSS Tes es ES TES Ss RS TRS PS O A A A A A sy G No Go Implementatie Fase 5 Deployment Rollout Editing the Gantt 8 To define dependencies between products select two products and click Add dependency This will create a finish to start dependency between the two products To edit dependencies see the section defining dependencies 8 To delete a dependency use Remove dependency Buttons cS co n l l i 9 If dependency conflicts exist in your planning you can use the Solve conflicts button Select the products you want to be recalculated and click the button Week 45 Week 46 Week 47 Week 45 Week 46 31 Oct 2011 07 Nov 2011 14 Nov 2011 Z 31 Oct 2011 07 Nov 2011 1 MTWTFSSMTWTFSSMTWTFS SM MTWTFSSMTWTFS SM Before dependency conflict After problem solved 10 When the plan is finished click the Save button to save the changes made 11 As of version 7 5 it is possible to highlight the critical path To do this click Edit next click View and select Show critical path Note inconsistencies or conflicts resulting from mutually depending products are indicated by coloured indicators For their meaning consult the use of colours in projects 6 For more help on dependencies see defining dependencies 357 3 2 1 3 3 3 Baseline support To keep tr
163. e Management Documents Portfolio Report Reports Guide Portfolio COLLABORATION Last Published On Due date 25 Oct 2013 Last Published By Report Status e Request Remarks Forecast start date 01 Oct 2013 Properties Algemeen Name Audioconferencing Project Manager s Dick Kriets Objective Voortgangsrapportage Status o X Status Description Status Geld Groen Status Kwaliteit Groen Status Scope Oranje Status Voortgang Oranje 4 Toelichting Status Geld 0 00 4 Toelichting Status Kwaliteit 0 4 Toelichting status scope 0 4 Toelichting Status Voortgang 0 00 4 Planning Start Date 31 Oct 2011 End Date 15 Apr 2012 Finance Forecast Portfolio Item Totals Preceding Period 7 Current Period Y Time scale columns Y Succeeding Period Budget J Actual Y Forecast 7 EAC Estimate Y Variance Forecast start date 01 Jan 2015 Preceding Period Portfolio Item Totals Jan 14 Feb 14 Mar 14 Apr 14 May 14 Jun 14 Jul 14 Aug 14 Category Budget Actual Forecast EAC Variance Budget Actual Budget Actual Budget Actual Budget Actual Budget Actual Budget Actual Budget Actual Budget Actual Filter by Hardware 7 700 10 000 10 000 2 300 Operations 43 000 41 500 41 500 1 500 Out of poc ket 57 700 53 100 53 100 4 600 108 400 104 600 104 600 3 800 ee gt The portfolio report is to be filled out by the project manager 2 Update the editable fields with the latest information 3 Update financial information
164. e allowed depending on his her permissions within the programmes and projects Remarks User specific remarks to send within the e mail 5 Click OK in order to make a user in the system SIMPLY FORTES Principal Toolbox 7 5 System Administrator Configuration amp Settings 242 An email will be generated based on 33976 2 oie mn e Ea hi inf rm i n Wh n h r i n mil eg Insert Options Format Text Review Adobe PDF n see i E A 2 7 l 2 7 2 i E B m a BAe 9 26 K4 l Pi ee h Im a mail server configured in the Principal se gt seza E E gress check Atach Aaen signature S VONE zoom 5 2 2 1 Toolbox or there is no email address aire el i names a mo il zeen filled in during the creation of the new _ lt account you are able to fill the email ccs caneanasoncon with the relevant information and then Dear Principal Toolbox user se n d th i S fu rt h e r to th e u se r by Below is the updated information for your Principal Toolbox account Please click on the link below to access the application and use the yourself Otherwise the Principal E Toolbox wi Il generate the email Application https demo3 principaltoolbox com automatically and send this to the password vial To change your password navigate to your Home Page gt My Details and click Change Password users email address In order to delete users or to change the current information you go to the Use
165. e changed by the system administrator Add project members Project managers Erik Aalbersberg Project board Jan Jansen Jeroen van Barneveld John Edwards Project team members Samuel Davies Support Administrator lt Add Remove gt lt Add Remove gt lt Add Remove gt Available users Albert Swank Arjan van der Laan Henk Visser Herman Mulder Ivo Rings Peter Cole Richard de Groot Ruud Peltzer Ruud v Weerdenburg Theo van Wirdum Tom Maassen Yung Ji Lao Edit members setting limited set of roles Select project members Project Manager s Available users Peter Cole Albert Swank Arjan van der Laan Erik Aalbersberg Henk Visser Project Support Herman Mulder Richard de Groot Project Board Executive Ruud Peltzer John Edwards Ruud v Weerdenburg Samuel Davies Support Administrator Theo van Wirdum Tom Maassen Project Board Senior User Yung Ji Lao Erik Aalbersberg Project Board Senior Supplier Yung Ji Lao Project Assurance User Group optional Supplier Forum optional Project Team Team Manager s Richard de Groot Project Team Team Member s Herman Mulder Arjan van der Laan Add Ruud v Weerdenburg Remove gt Edit members setting full set of PRINCE2 roles 3 Click OK at the bottom of the window to save the changes Assign products to owners reviewers and participants 1 Go to the Plan tab
166. e document with the Browse button Internet address OR fill in a hyperlink Internal document link Provide a document ID from a document at another location in the Principal Toolbox application The ID can be found in the document history This allows for a centrally placed document to be linked to from projects Update by updating only the original centrally placed document 3 Select the document concerned and click Show History in order to show a list of all the former versions of the document Remove other versions by using the Remove button Document approval add on COPY Important documents like the Project Initiation Document PID and end project report need to be approved by a member of the project board Other documents deliverables in the project may need to SIMPLY FORTES Principal Toolbox 7 5 Functionalities 178 be approved by a specific person as well To support this approval procedure the Approval add on is available 1 Go to the product page of a product 2 Click or note at Deliverables to insert a specific deliverable Deliverables Name Description Revision Published Publisher Approval Drag documents here or click to add 3 To request approval on this document place the tick mark in front of the document and click the Request Approval button A new window will open 4 First you will have to define the approver s for the document The next step is to s
167. e highest level in the programme and project tree The Project Management dashboard is accessible through the link dropdown in the blue header On the Project management dashboard you are able to reach all programmes within the organisation and you are able to get information regarding the progress of programmes as judged by the programme manager SIMPLY FORTES Principal Toolbox 7 5 Basics Principal Toolbox 14 FORTES gt rores Projectmanagement Q Search Rob van Noortsingel Help Setup 7 Dashboard Documents amp Knowledge Il Automated Reports Pa E Project iist Project listing 2 il Reports Programmes Project lists Models Archive C1 Welcome to the project and program management location SetTite f Here you can acces all programmes and project within your organisation Projects It also provides the opportunity to create an overall report in this information Products Plan Items Issues Programmes Project lists Risks Ei v Quality reviews Collaboration Programme Collaboration Changes Operational Excellence Actions Programme Operational Excellence Lessons learned Orders System Resources Cost Hour Entries Dependencies Project Resources Entries il Timeline Reports Entries a Move Archive All programmes View v Status Programme Manager Ruud Peltzer Etienne Krame SIMPLY FORTES Principal Toolbox 7 5 Basics Principal Toolb
168. e new items The log is selected by clicking the name of the log 3 Burn down chart widget One of the available widgets for Agile projects The burn down chart widget can be used to track the completed user stories and the remaining story points of the sprint 4 Agile PM Explanatory Notes Here you see an explanation about working with the Agile PM Note that this is a realisation of the SIMPLY FORTES Principal Toolbox 7 5 Functionalities 161 Image amp Text widget 5 Product list Here you find the product planning concerned with the various stages and work packages 3 4 1 2 Planning an agile project Project planning within the Principal Toolbox can be done by following these four steps Defining a product backlog amp starting a sprint 167 Assign tasks on the task board 162 Assignment of budgets hours and costs 165 Defining dependencies between products 165 PMNS This sequence is just a suggestion An iterative planning process is always possible editing your project plan and other data remains possible throughout your project 3 4 1 2 1 Defining a product backlog amp starting a sprint To work with the Agile PM the product backlog has to be defined To do this navigate to the Planning tab and click the edit button q F O R TES DY N Projectmanagement Agile projects Agile Project Gideon Search Gideon Teerenstra Help Setup Project Agile Project Gideon Dashboard Properties Task
169. e not allowed to approve hours see above for instructions Submitting time sheets Any Time sheets that need filling out will appear on the personal dashboard of the employee on the tab My Time Sheets My open time sheets Week Start Date Owner ei Remarks by Owner Time Entry Group 6 04 Feb 2013 Erik Aalbersberg New ICT 7 11 Feb 2013 Erik Aalbersberg New ICT a 18 Feb 2013 Erik Aalbersberg New ICT My open Time sheets on the homepage Any open Time sheets will be displayed as a listing Click on the start date of the time sheet to open it The following window will open SIMPLY FORTES Principal Toolbox 7 5 Functionalities 137 Time sheet 04 Feb 2013 10 Feb 2013 Erik Aalbersberg Save Save and Request Approval Cancel Owner Erik Aalbersberg Time Entry Group ICT Time Sheet Status D New Time Sheet Approver s Erik Aalbersberg Last Saved By Remarks by Approver 7 Group Manager Total Hours Remarks by Owner Minimum Hours 0 00 Start Date 04 Feb 2013 End Date 10 Feb 2013 Correction Time Sheet Fill in the hours for this week on the appropriate project and product activity Highlighted rows in yellow are pre selected for time entry by the owner of the time sheet Note that individual rows may need approval by project manager s This is indicated by icons at the start of the row Project Product Activity aan ge ee ee ee eee ee Remarks by Approver s General Venus Project Albert Swi Project Initiat
170. e on the portfolio side No Local Configuration No configuration applicable The field will be synchronized from portfolio to project level or the other way around one way only The field will be synchronized from project level to portfolio level as soon as the corresponding project has been created The behaviour of the field is defined by a custom calculation as provided by Fortes Solutions Editable before project start Synchronized Behaviour Synchronized after project start Custom 4 Press Save to save the altered field configuration Note that alterations to the configuration is shown in blue If not altered the configuration follows the normal inheritance behaviour System default Portfolio model Porttolio contiguration contiguration Inheritance of field configuration Financial configuration Within the portfolio the individual project sheets and within the portfolio report on the project financial overviews can be shown and filled out The financial overview displays budgets actual and committed costs and a forecast The following items of the financial overview can be configured to suit different needs e The behaviour and the resolution of the fields Budget Actual Committed and Forecast e The financial period that should be displayed current period previous period and the period following the current one e The financial categories that should be displayed e Other display options
171. each product day and week is shown directly on screen At the bottom of your time sheet you find a selector for projects and non project activities Here you can select products or activities that are not shown in the product list After finishing your time sheet you need to request approval on the data you entered How this works is described in the next section 22 SIMPLY FORTES Principal Toolbox 7 5 Functionalities 171 Time sheet 04 Feb 2013 10 Feb 2013 Erik Aalbersberg Save Save and Request Approval Cancel Owner Erik Aalbersberg Time Entry Group ICT Time Sheet Status ml New Time Sheet Approver s Ruud v Weerdenburg Last Saved By Remarks by Approver Group Manager Total Hours 12 00 Remarks by Owner E Minimum Hours 38 00 Start Date 04 Feb 2013 End Date 10 Feb 2013 Correction Time Sheet Fill in the hours for this week on the appropriate project and product activity Highlighted rows in yellow are pre selected for time entry by the owner of the time sheet Note that individual rows may need approval by project manager s This is indicated by icons at the start of the row Project Product Activity Hours Actual MOn Tue Wed Thu Fri Sat Sun Totais Complete Remarks Remarks by Approver 4 5 6 7 8 9 10 s General Venus Project Albert S Project Initiation Docu 0 00 400 6 00 10 00 hd Apollo project Arj X 2 00 5 2 00 hg Make selection X 4 00 2 00 0 00 600 0 00 0 00 0 00 12 00 Totals
172. eate e mail a mail is then made which you are required to send As soon as the extra licenses are approved you will receive a new license key from Fortes Solutions Renewal of an outdated license key If your license has expired you can request a new license using this option 1 Go to the Settings page 2 Click the link Renew expired license key 3 Fill in the following information Purchase order Code received in the post or if your first request for more licenses you can fill in unknown or 4 By clicking the Create e mail key a mail will be made that you will need to send Within one working day you will receive a new license key from Fortes Solutions SIMPLY FORTES Principal Toolbox 7 5 System Administrator Configuration amp Settings 240 5 2 1 4 Setting up the license key 5 2 2 After making a request for a license key in one of the ways shown above you will receive the necessary information by e mail This license key then needs to be activated in the Principal Toolbox 1 Go to the Settings page 2 Click the link Enter License key 3 Fill in the following information Name Name of the organisation Fill in the exact name as written in the e mail Key The license key from the e mail 4 Then click OK whereupon the license key will be activated You will be required to restart system in which the Principal Toolbox runs once again In some cases the Principal Toolbox will give an alert on the
173. ect or programme to move the risk to 7 In order to close an issue you can set the Status to Closed but you can also select the log item s by clicking the row to select and then clicking the v button Note All project team members are allowed to create new issues The project manager and project support can edit all issues The owner and creator of an issue can edit all information of that particular issue 3 2 1 4 5 2 Risk log The risk log is a central place where risks are identified described and where certain decisions and actions are taken SIMPLY FORTES Principal Toolbox 7 5 Functionalities 105 A risk can be made in two ways by clicking Risk log on the Project dashboard or by making a new risk at a product on the Product page In the second case the risk is automatically related to the specific product 1 Go to the Product page of a product 2 Now click the tab Logs 3 Click here behind Risk listing on Then fill in the following information Risks D Nr Description D A Type Owner Product Plan item Due oo 1 Risk log 0 OL Description Give a description of the risk Type Fill in the type of risk Status Fill in the risk status Priority Decide the risk priority Due date Final date where after risk measures need to be taken Decision The decision of the risk occurring Chance Chance of the risk occurring Severity Impa
174. ect programme hierarchy e Assign programme manager s to a new programme e Assign programme reader s to a new programme e Manage roles at the enterprise level e Access information of all programmes and projects e Modify picture and text on enterprise dashboard Enterprise Support e Identical access rights as the Enterprise Manager Enterprise Reader e Access information of all programmes and projects Work area programme project list e Create move and archive projects and project models Manager and on assigned level Work area programme project list e Create move and archive sub programmes Support e Remove and restore archived projects project models on assigned level e Assign project manager to a new project e Manage roles managers and readers of assigned level e Create edit and remove issues documents risk s etc within assigned level e Read all information within own and underlying levels e Set tolerances for the projects within assigned programme project list e Modify layout of programme project list dashboard Pig programme project list e Read all information within own and underlying levels Roles on portfolio management Portfolio Management Manager e Create and archive portfolios SIMPLY FORTES Principal Toolbox 7 5 Basics Principal Toolbox 19 Portfolio Management Reader Portfolio Management Members Roles within portfolio s Portfolio Manager Portfolio Reader Portfolio Members
175. ect s hours and cost Ganit Graphical representation of the project products activities and export functionality to MS Project Product Flow add on When the MS Project add on is available you can integrate with MS Project Furthermore the Product Flow Diagram is visible Activity Planning add on When the MS Project add on is available you can see the latest 3 2 1 2 published project plan Resource Allocation add on When the Resource Allocation add on is available the Project Manager is able to request resources from resource pools It also gives the Project Manager an overview of the requested and allocated resources Documents To manage project related documents the Project Manager can use the tab Documents This tab makes it easier to search for specific documents within a project The tab gives you several options to search for documents Portfolio Report add on When the Portfolio Management add on is available and the Portfolio Manager has requested a report the Portfolio Report tab will appear The Project Manager can update the requested information on this tab and publish it to the portfolio Reports Report functionality about the products cost hour entries and resource assignments of the project Guide Explanation of the project in order of time stage products and templates Logs It gives an overview of the logs 102 that are used in a PRINCE2 environment A counter is disp
176. ects How to set up a resource pool the resources skills and the availability of the resources is explained below Note A user can be given resource manager rights in Principal Toolbox by an administrator To do so navigate to the Resource Allocation module and click on Edit Members SIMPLY FORTES Principal Toolbox 7 5 Functionalities 142 Edit members for Resource Allocation Select members Resource Allocation Managers Available users Bob Hotho lt Add Qeu Dick Kniets Ad Supley Johan Steurnvis Remove Resource Allocation Readers Add Remove gt Resource Allocation Members Add Remove gt OK Cancel Edit members for Resource Allocation 3 3 2 4 1 Managing a resource pool A resource pool and pending resource allocation requests are managed by a resource allocation manager 1 2 Navigate to the resource pool that you would like edit Navigate to the Resource Allocation tab In the Request amp Allocation section a grid is shown with requested allocated remaining and available hours per period for each resource The cell3s in this grid are color coded to provide a quick overview Blue cells indicate resource requests that are not yet fully fulfilled with allocated resources Green cells indicate remaining hours that can be allocated to projects or non project related activities Red cells indicate over allocation of a resource in a specific period SIMPLY F
177. ects e Projects 63 e Programmes based on MSP e Portfolio s 347 Models typically look identical to the type of object it defines e g a project model looks like a normal project The difference is its behaviour it will not appear in reports and some functionality will not be available e g a project model cannot be used to allocate resources A model can be created upon an instance of the object e g a project model can be based upon a normal project When doing so the configuration and basic content is copied and stripped to the model Typical information that remains available e main object structure e g planning and their naming e templates e configuration Other information like owner planning dates issues etc are stripped Once created a model can be modified just as its normal object type When creating an object based on a model all information is copied and no data is stripped System default Project model Project configuration configuration Configuration inheritance when working with models For configuration it works differently as depicted in the figure above This illustrates that configuration can be made within a project but if non is set it defaults to the project model configuration Again if no configuration is set on the model it defaults to the system defaults This works for all type of models project portfolio etc Models can be exchanged between different applications using i
178. ed On Saved By Remarks by Owner Status April 2014 17 Apr 2014 Erik Aalbersberg 12 May 2014 12 May 2014 All Customers The Previous versions section on the portfolio dashboard Note it is possible to generate reports based on data of previous versions of portfolios That way it is possible to compare and analyze the data through time 3 1 2 4 Managing a portfolio 3 1 2 4 1 Notifications Email notification Use this button to send an email to the project manager of the project from within the portfolio For example this could be used to remind the project manager to fill out the pending portfolio report 3 1 2 4 1 1 Requesting reports The Portfolio Management module allows one to introduce a periodic reporting cycle The report is requested from the Portfolio side and appears on the project where the project manager can fill it out Once the Project Manager publishes the report it updates the information within the portfolio which allows the portfolio manager to stay up to date with the project status For setting up such a report model please refer to the section The reporting model 58 When a report model has been set up it can be used to request status information on the projects that are part of the portfolio Requesting a report To send a reporting request to the project manager please follow these steps SIMPLY FORTES Principal Toolbox 7 5 Functionalities 46 1 In the opened portfolio
179. ed Resources Beb Froon Bob Tillema Coen Miert van Dick Kriets Gerard Gerrits Hans Corman Joost Brink van den Marcel Horst van der Marcel Looijkens Mari t Ridderikhof Marjan Verhage Stefan Gils van Willemijn Puyn 5 Select a resource s on the right and click Add to appoint the selected resources to the resource pool 6 Click OK to save your changes To allow for allocation of a resource to non project activities and thus diminishing the resource s available hours for project allocation one or more predefined sets of non project activities need to be assigned to a resource pool 1 Navigate to the Resource Pool 2 Inthe tab Dashboard click Edit Properties to edit the main properties of the resource pool A popup window will appear in which the properties of the resource pool can be edited SIMPLY FORTES Principal Toolbox 7 5 Functionalities 148 Edit Resource Pool Edit name and description Name ASI Operations Description Resources van AAI Operations Non Project Activity Sets Non Project Activity Sets Management hiet productief WiPmo WiPwe OK Cancel Select a non project activity set 3 Select the right non project activity set s to be assigned to the resource pool and click OK to return to the main window Creating non project activity
180. ed and additional information inserted labels report title etc If necessary the data can be refreshed by clicking the Refresh PT Data button on the template toolbar SIMPLY FORTES Principal Toolbox 7 5 Reporting 213 4 3 2 2 3 Extending the Report Data Extending report data allows you to add information to the report data retrieved from the Principal Toolbox For instance adding a calculated column to a table This can be useful when data has to be presented different than the default formatting or if the data needs to be post processed The report extension is standard Excel functionality and can be applied as is on single cell data like the budget field of a project However for tables of data based on views in the Principal Toolbox it is more complex The data coming from Principal Toolbox have a dynamic behaviour The number of rows may change in time and or the location at which the report is used This behaviour makes extending the report data and other advanced options a bit complex as it has to be configured in such a manner that it works independently from the number of rows in the table To start it assumes that an appropriate view is created in the Principal Toolbox and is available as a keyword for use in the Excel template As a result a template as shown below could be created r Kid 9 ProjectReport xlsm Microsoft Excel po amp File Home Insert Page Layout Formulas Data Review View PTB De
181. ed description above Properties lists all the basic information of the Portfolio including any custom fields Financials the financial overview tab displays the entered budgets actual costs and the forecast Portfolio Gantt shows all the portfolio items in a Gantt based on their start and end dates Documents a common repository for all documents relating to the portfolio and their items Archive lists all the archived portfolio items and allows for items to be deleted or recovered from the archive Portfolio functions A large number of actions can be performed on the portfolio Edit properties allows for editing the name objective the status and status description of the portfolio Edit members to change who gets full or read access to the portfolio Customize Page Text for customizing the introductory text on the portfolio s dashboard Edit Field Configuration the field configuration determines how data needs to be synchronized between project and portfolio item Project Layout edit the page layout of portfolio items letting the portfolio manager determine what fields are important and how to display them Edit Widgets Add and edit widgets on your portfolio dashboard 3 1 2 2 New portfolios 3 1 2 2 1 Defining new portfolios The portfolio management module allows you to manage your business projects and ideas in portfolios In order to do this one or more portfolios need to be defined For example a portf
182. ed with that project model To prevent your original project model from being polluted or your templates etc from being lost it is recommended to work with a temporary project when you want to create or change a project model This way you can enter example data to check views and automated reports without affecting the Original project model Take the following steps SIMPLY FORTES Principal Toolbox 7 5 Functionalities 123 3 2 4 2 3 2 4 3 1 Navigate to a programme project list where you can create a temporary project If there is no such programme or project list create it or discuss it with the system administrator 2 Create the temporary project based on the project model that best approaches your desired end result 3 Change the project to match your desired model a Optionally add a product breakdown for projects with similar end results b Add the default management products that are used in your organisation Use the blue products for management products c Add green project board products to mark decision points go no go decisions in your projects d Set up stages work packages and add the appropriate management products to the stages and work packages e Set mandatory items in the planning f From the project dashboard add templates to products g Add automated reports 201 to your project dashboard h Configure custom page layouts for the project properties and or product plan items
183. eeeeeeeeeceeeeeeeeeeeeeeeeesaeaaaaaaaaaeqeeeeeeeseeeeeeeeeeeees 165 Managing an agile GO GC vues tacite scant etna aAA E EAA a E Tea a na EAA ARANEAE AST 169 POs MM a E S E a 169 Registralon ot actual NOU S accesccteacecnseurasnaecdpresneteate siectssiactenbistaetestiesa aessasearaxtacitaseseeutawince e aaea iii 170 TMOSNEGIS sicie e E E 170 PRON ie E E E ser eeraepaeqanie vetetoe das eueanunaeeseees 171 Portfolio reporting add on COPY ccccccccccccccceeeeeeeseseeeseaesaeeeaeaeeeeeseeesssceeeeeseeeeeeeeeeeeeeeeseeeeeaeaaas 171 VN lS E o sce sys a ge eae sec E eetiroseeveciean sex desea seaseseos gona enreatvaecatantesnactestaste 172 Generating automated reports COPY ccssccsccccceccececcecceeeeessesseeseeseceeescenaeaaeeaeceeeeeeeeeeeeeeseeeeeeess 173 ceng tolerances COPY erea r Once ee ee ee E ee ee eee eee eee 174 Document management and approval COPY ssceeeeeeeeeeeeeeeeeeeeeeeeeseeaeaaaaaaeaeaeseseeeeseeeseeeeeeeees 176 Adding documents and templates to products COPY cccccccecceeeeseseeeeeeeeeeeeesesaaeeeeseeeeeeeesaaeees 176 Updating a document GOP Y sacs sciceeccs ccascacecnsezsadentdesanedstavesdncesseGcecendencesnoseesacanadaseaicensessede onacestasens 177 Document approval add on COPY cccecccccccececeeeeeceeeeeaeaesaeaeaeaeeeeeeeeeseseeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeaaas 177 Adding minutes of meetings COPY ccsscsseeseeeennaaeeaeeeeeeeeeeeeeeeeeees
184. eeeeeeeneensneeeeeeenes 32 Part Ill Functionalities 34 1 Portfolio Management Add ON 22 c sseceeenseecnnneecennnsenennsescennnesennesssecnnsssennesssenenssennnssnees 34 Registering UC Se iriiria eee EEEa a EE EEEE 35 Working with DONUIONG S tecccticceccscnnctevenctuesicesReaeesttecsenssiecsveeasensvencecesnencecteonssetvencteesivewssanssenusescesocdsusceasemsunscodesecasias 37 PHO NG ON E N a a E a E iecaaeaaerseeeeeon 37 NS sea e E E e e aan ek emereelineee sey 39 Defining New portfoli s s soicieceessiiisii aiee eies aa ina a edarra eaaa ie iaaa iiiaio anii 39 PONO TOS aaee r A E E EE ET E E NT 40 creating DOnOlG HOMS isene E E E O a 40 Portfolio CI TIM SEN QUO is wns tas van xo we atiac neki ceatheistncttzy dence ng eons nanan nunna waniaten eantaan dats ucdnablidcedbaiiwettnntwewiassendteudescasusrasrutiaraitens 42 Moving Doniol Heme secere dans Sout tps tes raid end ain ee anata dasa cacioiuio aa e a ia 42 Modifying the project reference ives wecccescs consioinnina sete deasiaubaveaesnsdinntioniwr eesaerdutcintavaasuasanvevdarueeaseaiaadecheveceineveaaians 43 PU ONO a O E 43 Portfoli A CU NS ices eto s eget eater tena tena evince ane oct get haan enon raion cv canned uenesauensovielaa civ aetaseniencteteattaas 44 PORTION Ae TU E A ine aa coecpraiguaetsanaie tox stantassainorsattaaciaes 44 o ONO ee ane seetegecaiee ter iaadaateuteacasuesdcy E 44 Managing AO ION sesse oE a a Se a a E 45 NoUnCaUONS setestecnemenna
185. eeeseneness 128 Greaing TINTS STUY CN UNO S occa ea techecetesoscsacestossceteadeet cles bias E 133 COMMUNE the approval PROCES Sissescctpfesascatsaccacasstcnadontactactaeianscnendextindadet Govavedt due octatundedatecedeieoccadectadeactaxic 134 SIU lo aaa SEEE ac Si A teenie estes eee eee rear UOC tr naire onan A Oar AT reise eee Sere cee R errs 136 Approving TIME SIC CUS secs saesceisescintieuntosinenawteisincnettnels N T a 137 Time and Cost allocations 0 ceeeeeee cence eee ee eee ee eee eeeeeeeeeeeeeeeeeeenenaeaea nnmnnn nnmnnn nnmnnn nannan nnmnnn 137 Defining and allocating hourly TALCS i sas cssseesctdedastsenitdegunvectae Ooshuatendunddndundetssivsiine dato taniuedysidedesisendbndueduaCasedeeaa se 138 Letting project managers Choose hourly rateS ccccceeeceeeeeeeeeeeeee eee aa eee eeeeeeeeeeeaeaeeeeeeeeeeeseaaaaaaneeeeeeeeesaaaeed 139 Time and cost allocations against PrOCUCTS cccceccceccceecececaeeaeaeaeeeeeeeeeseeeeeeeeeeeeeeeeeeeeeeeeeeesaeaesaaaaaaaaaeeeeeees 141 PESOUICe Allocaion AAG On hareruia rni E E E A 141 Managing aA resource DOO sisiccicncdntaceansaagandendsacesmasiansanenetcuaaad seduecnendontedteebonear E E 142 Seming up a resource POON aes A ave tte onre ae One enter went ereete eer 143 Non project ACUIVIN SS secuii ae Ta EE 147 Managing resource availability ccccccccccececceceeeeceeeenaneeeeseeeseeeeeeeceeeeeeeeeeeeeeeeeeeeseseesananaaeansneesenees 148 Managing requests and allOCati
186. eeseussssessseseeesenaaaeaaeeeseeeees 179 Issues risks quality reviews and lessons learned COPY ccccccseseeeeeeeeeeeseeeeesseeeeeeeeseaeeeseeeeeeeeesaneees 180 PS SS eases ses tesa N oceans E E E E E S T EE 181 PKIO COPY Eese E E E ac sasacebanctescnncnneco 182 Quality review log ORY acca oe ree sae ptaanceneseces gece teeta pee Reacts epncinre oneoeosenten tons Pnadetaccsoaeiiaacsies 183 onanga ole i oaeee rr eae ae a a ene ee erent eee eee 185 Dally aclion loo COPY e Pe ne ee ee a ae a ne ERE E er eer renee rere 186 SIMPLY FORTES Principal Toolbox 7 5 6 Lessons learned COP Wa cce cence sata nate ceexconeeineienceadeahensenaosnessesceciotsiencaecneadensae vaneaeneusanacnece Asaceaacedseicnaes 187 EVA UIA an agile FON a racer rsa fasta tac get dealnctia at dats cata aly ate si cerpteryeasem devact ise de ascibyreasle acer aemievaheatdtaaty anes ate aegiagans 188 Archiving a project model COPY ccccccccccsscssssssssesseseseeeeeeeecceeeeeeeeeeeeeeseesessesaeasaeeeeeaeeeeaeeseeeeeeeeeeeees 189 Removing projects and project models COPY ccccccccecceceeeeeeeseeeeeueeeeeeeennaaeaaeaeeeeeeeeeeeeeeseeeeeeeeeeetess 189 5 MODIE APHHCANON sessin aaia a EEE EESE 190 Part IV Reporting 191 t RepoNnS svison E N a 191 RNIN EUS EPO S eE E te secs emeesgemieenneeee 198 3 PRUUOM ATC FS DOS recta cece ces ess E aecescacdegnee seauenneepcbanedcnscenesecnecuecs 201 Automated Word TENDONS passice EEA a s
187. ek General Logs Dependencies Costs amp Hours Resource Demand Name 4 1 2 Kick off gesprek Planned date Actual date Description Start 01 Dec 2011 12 Sep 2011 Owner Group Team Draft Owner Checked Reviewer A Final 14 Dec 2011 12 Sep 2011 Participants Duration In Working Days 10 00 Priority Planning Status 7 Making a product mandatory on the product page By using this functionality correctly it is possible to increase the uniformity of the work flow and improve the overall grip on the projects 3 2 1 3 3 Planning product milestones Each product in the project has four milestones you can use to manage product delivery e Start set the date work has to start on the product e Draft plan the delivery of a draft version e Checked set the end date for quality review e Final the planned date for delivery of the final version of the product Planning the milestones within the project can be done in two ways On the dashboard and plan tab Set milestones individually on the project dashboard or Plan tab 78 On the Gantt chart 78 Use the Gantt chart editor with drag amp drop functionality SIMPLY FORTES Principal Toolbox 7 5 Functionalities 78 The option with dashboard and plan tab is more or less like working like an Excel sheet using a table to fill out dates for your project The Gantt chart option provides a graphical planning chart which you can edit
188. eld behind the financial category in the Asarmnancaicateson ull eioi column Planned and enter the planned costs This will ame meer immediately create an entry When the planning changes the E entries will also be modified OK Cancel The budget planned costs and actuals will be displayed on the summary section on the bottom of the Costs tab Note if budget is editable for the project manager the budget can be set here by double clicking budget field in edit mode Budgets are set on project level only Cost Summary c Financial Category Budget Planned Actual Summary 1 000 970 i Capex 500 475 he Opex 500 495 Summary section with costs 3 2 2 3 Planning Resources On the tab Resources it is possible to capture planned and budgeted hours per resource or skill Note When a project is linked to a resource pool see resource allocation 141 the allocated hours are shown and there is no budget in hours However when this link is not available the budget for hours can be captured on the project itself by the project manager SIMPLY FORTES Principal Toolbox 7 5 Functionalities 119 a FORTES N Projectmanagement Generic Search p Rob van Noortsingel Help Setup 7 Project Model Generic PRINCE2 Planning Model EN Dashboard Properties Product Breakdown Planning Resource Management Documents Report Gantt Costs Resources Project Gantt Changetype Stage Work Packag
189. elds e Fields can be made available or be hidden e Fields can be made editable or read only SIMPLY FORTES Principal Toolbox 7 5 Functionalities 60 e Synchronization can be set either off or one directional from project to portfolio or the other way e Or the fields can be set based on a customized calculation behaviour set to custom Note Synchronization only works one way It s either synchronized from project to portfolio or from portfolio to project but not both ways Note Only use custom behaviour when told to by Fortes Solutions Changing the field configuration 1 From within the portfolio model or an existing portfolio press the button Field Configuration A new window will appear which contains a list of all project and portfolio fields and their behaviours 2 Press Edit to change the settings of the fields Collaboration This page configures the behaviour of custom fields and system fields for projects Modifications to the standard field configuration are shown in blue Custom Fields System Fields Custom Fields Edit Default view Portfolio Project Category Name Availability EditLevel Behavior Availability EditLevel KPI Score 20 IT Cost Available Editable Custom Available Not Editable Reduction KPI Score KPI Score Global Available Editable Custom Available Not Editable Collaboration Environment KPI Score KPI Score IT for Green Available Editable Custom Available Not Editabl
190. eleted Deleting items is done by dragging them onto the trash can in the upper right hand corner e Select multiple items at once by clicking the first then click the next item while keeping CTRL or SHIFT pressed CTRL lets you select multiple items one by one SHIFT will select all in between lying items at once e Deleting stages is done by dragging the stage directly onto the garbage bin Products and work packages present in the stage are retained on the right hand side of the window A detailed description of how to create or change the product breakdown is given in the next section SIMPLY FORTES Principal Toolbox 7 5 Functionalities 72 3 2 1 3 2 1 Creating the product breakdown structure Note Only project managers and project support can edit the project plan If a product breakdown is already present you can choose to either rename and re order the products in the product breakdown or you can delete the products from the present breakdown and start with an empty list e To rename items double click a colored product and enter the new name in the pop up e If the product is grey look it up in the project plan on the left side of the window and double click the product there to rename e To delete products they must not be present in the project plan First drag them to the right hand side of the window then onto the garbage bin New spec product e To add products drag to the position you want to insert the new
191. enario Planning Financials Portfolio Gantt Documents Dashboard Report Archive Portfolio Gantt 4 Select columns to display Timescale Months and weeks id Ty Portfolio Items StartDate End Date Oct 2011 Nov 2011 Dec 2011 Jan 2012 Feb 2012 Mar 2012 Apr 2012 May 2012 Jun 2012 Jul 2012 Aug 2012 4 3 10 17 24 31 7 14 21 28 S 42 19 26 2 9 1623 30 6 13 20 27 5 12 19 26 2 9 16 23 30 7 14121 28 4 14 18 25 2 9 16 23 30 6 13 20 27 Filter by 4 4 31 Oct 2011 15 Apr 2012 L LE Audioconferenc ing B Cloud Computing Company Messenger Document Management 01 Jun 2013 29 Nov 2013 Extranet DMZ Fase 1 26 Sep 2012 04 Dec 2012 Extranet DMZ Fase 2 01 Oct 2012 14 Jan 2013 Identity amp Access Management 01 May 2012 08 Jun 2012 Le Local area network connectivity 15 Jul 2013 24 Sep 2013 Search Technology 19 Jun 2013 08 Aug 2013 Sharepoint platform 24 Mar 2012 30 May 2012 ed Videoconferencing 08 Oct 2012 17 Jun 2013 Webconferencing 05 Oct 2012 02 Jan 2013 Wireless network connectivity 10 Jun 2013 28 Jun 2018 The portfolio Gantt Using the Gantt dependencies between portfolio items can be defined In order to do so follow these steps 1 Press the Edit button 2 Click and hold the button down on one of the bars 3 Then drag the cursor to one of the other bars to make an arrow appear 4 Drop the arrow onto one of the other bars to
192. encies Documents amp Knowledge Models Archive i Logs z g Programme Risk Rate fl Filter Configure Bar Chart r Filter Configure Pie Chart Filter Configure 1 Issue log 1 Status Green R Risk log A Daily Action log 1 2 Automated Reports 7 Count projects a o il Reports Programmes Project lists Projects Products Plan Items issues Total Count projects 20 Widgets on a portfolio dashboard Widgets are available on several places in the Principal Toolbox They will not be displayed automatically SIMPLY FORTES Principal Toolbox 7 5 Reporting 216 Enable widgets 1 Click on Edit Widgets to make widgets available on your screen 2 Use the v to display the widgets 3 Select the number of widgets that should be displayed 4 Select the type and confirm with Ok Edit Widget Layout Show widgets Widget column 1 Gauge Widget column 2 Bar Chart Widget column 3 Pie Chart aaa Ok Canc el Edit the widget lay out Widgets will now be displayed on the page Once displayed almost all widgets have three common buttons Allows to configure the widget Configuration varies per Coniiure widget Allows to filter the set of objects that the filter includes in its Filter representation Allows to create an image of the current displayed widget a The image can be used to include in your report Different widgets exist for different locations Widget Risk ma
193. entrally placed document 3 Select the document concerned and click Show History in order to show a list of all the former versions of the document Remove other versions by using the Remove button Document approval add on Important documents like the Project Initiation Document PID and end project report need to be approved by a member of the project board Other documents deliverables in the project may need to be approved by a specific person as well To support this approval procedure the Approval add on is available 1 Go to the product page of a product 2 Click or note at Deliverables to insert a specific deliverable SIMPLY FORTES Principal Toolbox 7 5 Functionalities 100 Deliverables Name Description Revision Published Publisher Approval Drag documents here or click to add 3 To request approval on this document place the tick mark in front of the document and click the Request Approval button A new window will open 4 First you will have to define the approver s for the document The next step is to set the due date and insert any remarks to inform the approver s If you do not want to send an e mail to the approver remove the tick mark at Notify Approvers Request Approve marked documents This operation will request approval for all the marked documents This is your selection PID tf Approval settings Approvers Available users John Edwards Arjan
194. eriod Time scale columns Succeeding Period Budget 7 Actual 7 Forecast 7 EAC i Estimate Y Variance Forecast start date 01 Jan 2015 Portfolio Item Totals Jan 14 Category Filter by Hardware 7 700 10 000 10 000 2 300 Operations 43 000 41 500 41 500 1 500 Out of pocket 57 700 53 100 53 100 4 600 108 400 104 600 104 600 3 800 Feb 14 Documents Last Published On Last Published By Request Remarks Project Manager s Status Description Toelichting Status Geld Toelichting Status Kwaliteit Toelichting status scope Toelichting Status Voortgang End Date Mar 14 Portfolio Report Apr 14 Budget Actual Forecast EAC Variance Budget Actual Budget Actual Budget Actual Budget Actual Budget Actual Budget Actual Budget Actual Budget Actual Reports Guide Dick Kriets 0 00 0 00 15 Apr 2012 Preceding Period May 14 Jun 14 Jul 14 Aug 14 The report can be filled in by project managers after which it can be submitted to the portfolio manager 2 The project manager then fills out all the fields that are editable Not all fields will be editable some may be automatically calculated 3 Next financial information mostly forecasting is updated 4 When done the project manager presses the Save button followed by the Publish to Portfolio button Monitoring the report status From the portfolio the portfolio manager can monitor the status of the
195. ers Jan Algemeen Management niet productief Time Entry Groups Time entry test Den Haag Michiel Jaeger Renate Algemeen Non project activity set Den Haag Non Project Activity Sets Voorbeek tijdsregistratiegroep Approvers members configuration and non project activities form a Algemeen niet produc tief Activities time entry group vi Time Sheets Timesheet Rows Cost Hour Entries Il Timeline Reports Entries Time Entry Page 2 On the Dashboard tab that appears click in the header Time entry configurations to create a new time sheet configuration SIMPLY FORTES Principal Toolbox 7 5 Functionalities 129 Add Time Entry Group Edit Name and Description Name Description Select Members Manager Rob van Noortsingel Remove gt lt Add Remove gt Time Entry Configuration Configuration Algemeen Minimum hours per time sheet 10 00 Non Project Activities Non project activity sets Fortes _JManagement Jniet productief Available users Q Ad Supley Albert Swank All Customers All Partners Ashfaque Chowdhury Berend Tel Bjorn Grob Bob Hotho Bram de Vuyst Cindy van Kerkwijk Danielle van Rooijen Dick Kriets Doug Gore Eduard van Zeeland Edwin Koose Erik Aalbersberg Etienne Krame Fortes User group Gabor Vis van Heemst Hans Spread Henk Dani l Henny Vans Jan Willem Boots Johan Steurvis John Mitchell Jon Wright LINon project activity set Den Haag
196. estones for each products o Start set the date work has to start on the product o Draft plan the delivery of a draft version o Checked set the end date for quality review o Final the planned date for delivery of the final version of the product The use of these milestones is optional Principal Toolbox uses start and end dates to calculate duration of the project stages and work packages Therefore it is recommended to use at least these milestones on each product 3 Dates are changed by clicking the double dashes or by clicking an already present planned milestone Enter the date with your keyboard or select the date in the calendar Note If a milestone has finished depicted by you cannot change the date directly anymore To change milestone data then click the product name to open the product detail window On the general tab you can delete or change the actual dates for each milestone 3 2 1 3 3 2 Using the Gantt editor A Gantt chart shows a timeline of your product with the product milestones Because Gantt charts are simple to understand and easy to construct they are often used by project managers To use the Gantt chart in your project follow these steps 1 From inside your project click the Gantt tab A Gantt chart will be shown with all stages work packages and products listed When you haven t entered any planned dates milestones yet the start date of the project will be set to the date of today a
197. et Fortes New The time sheet will be submitted and cannot be edited after submission Are you sure you want to submit it cl G Cancel Submit Time Sheets Reports Submitting the time sheet 3 4 Agile Project Management add on Enter topic text here As of release 7 0 a new project model has been made available The new project model called Agile Project Management Model offers new functionality to support Agile project management and SCRUM teams To be able to use the new model you will have to purchase and import the new project model first You can purchase the Agile Project Management Model from our Sales Office Starting up a new project with the Agile Project Management Model 1 Go to the Portfolio dashboard and click on in the Project listing 2 Enter the details and select the new project model 3 Select a project manager and click on OK to create the project The project is now available on the programme and or portfolio dashboard The project manager is now able to start planning his or her project Generic information about planning and managing a project is provided as part of the classic project planning 64 and the generic project planning 112 introduced in release 6 0 3 4 1 Agile Project The classic PRINCE2 project allows for a strict planning according to the PRINCE2 project management methodology It does not allow for activity planning only stages work packages and products are supported
198. et the due date and insert any remarks to inform the approver s If you do not want to send an e mail to the approver remove the tick mark at Notify Approvers Request Approve marked documents This operation will request approval for all the marked documents This is your selection PID tf Approval settings Approvers Available users John Edwards Arjan van der Laan Erik Aalbersberg Jeroen van Bameveld Peter Cole Yung Ji tLao Due date 15 Feb 2013 Remarks Notify Approvers wr OK Cancel Requesting approval 5 Click OK to sent the document in for approval On the product page the status changes to Waiting for approval Approving a document The reviewer needs to review the document and approve or disapprove it The documents which need to be approved can be found at the reviewers Home page 1 Go to your Home page Here you will see all documents waiting for approval SIMPLY FORTES Principal Toolbox 7 5 Functionalities 179 Documents to be approved by me From Document Due date Rob van Noortsingel Blank Issue Log wmy 13 Mar 2015 Open 2 Click the Product name to open the specific Product page To review the document click the document name 3 After the review you need to Approve or Reject the document by clicking the appropriate button Anew window will appear where you can insert remarks 4 Click OK to finish the approval procedure And
199. etting these type of report up e Reports these type of reports are contained in the Principal Toolbox and can be used to show table structured overviews of the different entities in the tool for example products risks issues or cost entries e Timeline reports displays an overview of data across a period of time For example the costs per month over the duration of the project or the number of hours a resource has been allocated to the project for the next period More information on setting up timeline reports can be found in Timeline reports 198 3 1 2 4 6 Scenario Planning As of version 7 5 of the Principal Toolbox it is possible to plan multiple scenarios This can be done by navigating to the appropriate portfolio tab Scenario planning You will then be directed to the scenario planning overview SIMPLY FORTES Principal Toolbox 7 5 Functionalities 53 FORTES gt Portfoliomanagement er Search Rob van Noortsinge Help Setup 3 1 3 Dashboard Properties Scenario Planning Financials Portfolio Gantt Documents Dashboard Report Archive Benefit versus Budget i Configure A Costs r Configure A Budget Portfolio Items Set Columns Current Selection Selected Portfolio Items Name Objective Selec Budget Progress Saved By Hours Actual Hours Remaini Hours Commit Extranet DMZ Fase 1 v 55 000 4 5 0 00 0 00
200. ettings 232 Setup 232 Show column names 23 Skills 143 Software requirements 8 Specialist products 65 70 Stage colour 65 Starting up a project 69 Start to finish 85 Start to start 85 Status indicators 22 Structure 7 System Administrator 232 T Team member 18 Time based budgeting 84 Time entry 91 92 128 Time entry group 133 Time registration 91 Time sheet 91 Timeline reporting 198 Timeline reports 198 Tolerances 22 96 174 Traffic lights 22 Troubleshooting 251 Types of products 65 U Update 99 177 238 Updating the software 246 User 240 User administration 240 User login settings 245 User rights 18 _ Views 23 25 Word 204 Work area 7 Work packages 74 SIMPLY FORTES
201. eus aaea arree 204 Automated Excel reporte erriren epa dencemdeceusteceetewtueuesdsndsaubwcandesciaseasenucenencouetecadetouetdadsceescestetess 207 Uno an CCIE DON eea E N 207 Creating an Excel Report Temp late cc cccseeseeceeeececeeeeeceeeeeeeeeseesesaesaeaaaeaseeeaeeeeceeeeeeeeeeeeeeeeeeeeseseeeaeanas 208 Open the basic Excel Report Template ccccccccceeeeeseeeeeeseeseneenseaaeaaeceeeeeeeeeeeeeeeeeeeeseesgeseeseessssssseenagas 208 Inserting Principal Toolbox KEY WOIrdS wavsseieecinierzensianercatesade tee eisaueadevarecerenwerdiedeindaraetiisinbsttiaeainieiainaciadeders 210 EX FOI VSI ONT I saris perder ccs estcin E 213 Finishing the Excel Report Template cccccsssssscecceeesseeeeceeeueeeeseeeeseeeeseeaeseeeseseauseeesesaseeeeesanaeeseneees 214 A Ndas oE E E E E E E E E 215 3 MODIG REDOUN seanoa EE E EE T OEE 229 Part V System Administrator Configuration amp Settings 232 MONIC AUTON ese a eaten cman seeuceacaueneraai 232 PANIC Al TOOIDOX s sess ee E EEEE N setmeasececcueuect 233 Email NOUNGAUOI ieseseesdexecccesecssccciensceneecdscvexcextaicsxvawctecscnsconesscewedsecucesiedenseacexencsedeasvecsssUeivextelesaddecbecsasnsceiesscsuedeteucs 233 Greating nompioject ACUVINIES siscieccscessccsessenssassacenececccucdedseecsssaecenseasteecnusatennmcssacedsoddoussausiusiesaveresiseatedetacthctecnece 234 Denning C Stom MGS ssrin roinneann E aR Rr E I senar a En ASEAS a eean AEAEE RET EEEREN EENES eis 237
202. for sheet 4 00 2 00 0 00 6 00 0 00 0 00 0 00 12 00 Time sheets Principle of time sheets and hour entries Time sheets need to be approved otherwise the hours and associated costs will not be accepted After approval of the time sheet the fields of the time sheet will be added to the appropriate products in the form of a so called cost hour entry These entries are visible to the project manager from the product detail page They provide an overview of the different bookings that have been made on products and allow to see which user worked how many hours on what date on which product 3 4 1 3 3 Reporting Enter topic text here 3 4 1 3 3 1 Portfolio reporting add on COPY If and when the project manager is expected to report project status information back to the Portfolio a reporting request will be sent and appear on the project The request is found within the project on a separate tab with name Portfolio Report The report layout is based on the reporting model as defined on the portfolio To supply the requested information the project manager follows these steps 1 Within the project select the tab Portfolio Report and press the Edit button SIMPLY FORTES Principal Toolbox 7 5 Functionalities 172 q FOR TES YD AN Projectmanagement Unified Audioc Search e Rob van Noortsingel Help 7 Setup 7 Audioconferencing Save Cance 4 Dashboard Properties Product Breakdown Plan Gantt Resourc
203. g item filters 5 Fill in the following information SIMPLY FORTES Principal Toolbox 7 5 Functionalities 132 Name Name of the time entry configuration Description Description of the time entry configuration Pre selected Planning Item Filters Select which products will be automatically available for time entry Every option contains filters that will determine which products will be displayed on the time sheet The following options are available e Show all products by default e Only show the products with a budget With budget e Only show the products with a budget and in progress With budget and in progress Only show the products with an owner assigned With ownership Only show the products with an owner assigned and in progress With ownership and in progress Show all products activities with the field Pre selected on Time sheets selected on the product page By selecting this field on all products it is possible to determine per product wether it should appear on the time sheet Selectable Planning Items Select which products can be selected on the time sheet by the users The same options are available as described above Show fields on time sheet e Product field read only select which information about the product will be displayed on the time sheet i e the number of risks the number of issues etc Entry Field selectable in time sheet select on which entry field data can be ente
204. h a menu appears and you 7 can select resources or dates Selected resources and dates can be changed later in the same way Liza Marie van Esch The menu which assigns participants to a product also works in another way Nirmal Singh whereby more people can be added iaaa Peltzer 3 Select one or more members from the Etienne Krame g column on the right with your left mouse N button to select multiple members at the m cere same time keep the CTRL key pressed and click the lt key 4 Click OK to assign the participants to the product You can remove members by selecting them from the left hand row and then clicking the gt key 3 2 1 3 6 Assigning budgets In the Principal Toolbox product based planning takes a central place Budgeting and cost registration is also product based so all costs are calculated towards products Note time stage or project based costing is also possible in Principal Toolbox In this case dummy management products are added to the project plan see planning products 76 In the case of time or project based costing add the dummy products to the last stage of your project This way they stay visible throughout the project For the registration of both costs and hours five types of registration are available e Budget The approved budget e Committed Costs you will have to pay e g a contract signed but not yet invoiced e Actual
205. hat provide options to report data in respect to the bookdate of the hours and costs e Based on these reports general and or timeline automated reports 201 can be created that combine information from different views into a single report or apply specific formatting e Finally the Principal Toolbox allows for reporting using widgets 215 dynamic functionality provided on dashboards that show the data in a specific way Reports Throughout the Principal Toolbox reporting is provided on the data that is available at various locations Note Timeline reports provide a special way of reporting over costs and hours see timeline reports 198 Reports Projects L ga ga All Projects View Name gt Objective Current Stage Progress Status Status Description Project Manager s Antivirus Fase 4 Buid Test BDD Yvonne Veenma Apollo Project start up a Albert Swank Nirmal Singh Apollo 1 0 Opstarten van een i Rob van Noortsingel Project Autodesk licensing Fase 5 Deployment FAE _ eo Eduard van Zeeland Rollout ae Basware Fase gt Ideas H tj Kevin Cottrell Basic project report Reports provide different views that each set specific filtering column or field selection and other options to tune the data that is shown Op Remarks tio n SetThe set filter options allows to select fields available for the object that is being reported filt er SIMPLY FORTES Principal Toolbox 7 5 Reporting 192 20 IT
206. have been placed in the project plan are grey in the product breakdown overview or the management products overview The way to set planning dates for your project is described in the chapter planning product milestones 77 Hint check the use of colors of products etc in section the use of colours within projects 6 Making a product mandatory SIMPLY FORTES Principal Toolbox 7 5 Functionalities 77 It is possible to make products mandatory This means that a product is set in the project plan A project manager is not able to change or delete the product When a project manager wants to change the project plan the mandatory products are highlighted with a small lock This immediately shows which products are mandatory Edit Project Plan New stage New workpackage New spec product New man product New man product Copy products Specialist Management Work packages Project plan Bs rec a9 Product Breakdown Fase 2 Ideas 2 1 Opzetten projectadministratie 22 Opstellen BRD 6 New Project eindproduct 2 3 Opstellen Project Charter Product 1 R 2 4 Go No Go project 4 1 1 Detail Ontwerp Project Contrac Sy EE ae E E Project plan m gebruikers ime RN 5 1 SLA DAP en DFA definitief make 3 1 Maken Detail Ontwerp z Aa Wate iaMaaic 3 2 Acc eptatiecriteria opstellen Unassign 9 an P atie ac 3 3 Dienstbeschrijving maken 3 4 Opstellen Project Contract z EEEREN 3 5 Go No Go Oplossing SB ouble
207. he Gantt VIEW 2 Click on and select Columns 3 Select the columns you would like to display by using the v A new or edited view needs to be saved otherwise the view will be lost 4 Click on Save as in the same dropdown menu 5 Select New and give the view a name 6 Confirm with Save View 7 Select the new view below default Planning Costs On the tab Costs you can capture the planned costs of the project plan Furthermore it is also possible to display the budget and actuals here Costs can also be linked to financial categories F O R TES D N Projectmanagement Generic Search e Rob van Noortsingel Help Setup 7 Project Model Generic PRINCE2 Planning Model EN Dashboard Properties Product Breakdown Planning Resource Management Documents Report Gantt Costs Resources Project Gantt Changetype Stage Work Package Specialist Product Management Product Board Product Activity JA x Ga No Baseline v Set Q Default v View i Name Start Planned Final Planned Planned Co Total Actua Dec 2012 Jan 2013 a S i i A a a r A a ra 28 F Generic PRINCE2 Planning Model EN 01 Jan 2013 01 Jan 2013 4 o Project start up 01 Jan 2013 01 Jan 2013 4 o f Project Mandate 01 Jan 201 01 Jan 201 5 E e fe Project Brief 01 Jan 201 E 01 Jan 201 5 5 O o poe Initiation Stage Plan 01 Jan 201 01 Jan 201 fF I o Initiation Stage Authorisation 01 Jan 201 01
208. he new Generic PRINCE2 Planning Model you will have to import the new project model first You can request the new Generic PRINCE2 Planning Model from our Support Office Starting up a new project with the Generic PRINCE2 Planning Model 1 Go to the Portfolio dashboard and click on in the Project listing 2 Enter the details and select the new project model 3 Select a project manager and click on OK to create the project The project is now available on the programme and or portfolio dashboard The project manager is now able to start planning his or her project Generic information about planning and managing a project is provided as part of the classic project planning 64 SIMPLY FORTES Principal Toolbox 7 5 Functionalities 113 3 2 2 1 Planning a Project With the Generic PRINCE2 Project Planning it is no longer possible to edit the project plan via the project dashboard or via the Plan tab The Plan and Gantt tabs have been replaced by one tab called Planning The tab Planning contains three sub tabs Gantt Costs and Hours On the tab Gantt you can add new planning items products work packages or stages and edit the planning of those items q FORTES P A gt Priscimanagement gt Genere Q Search Robvan Nootsingel Hep Setup gt Project Model Generic PRINCE2 Planning Model EN A Dashboard Properties Product Breakdown Planning Resource M
209. he project and which require approval A similar overview but then across all projects can be found on the project manager s dashboard on the tab Approve Hours FORTES AN Projectmanagement Unified Audioc Search e Rob van Noortsingel Help 7 Setup Project Audioconferencing g Dashboard Properties Product Breakdown Plan Gantt Resource Management Documents Portfolio Report Reports Guide Select applicable lines below to approve or reject the hours Approve hours EJ Waiting for approval v View v Weet Resource Product Activity Start Date gt Mon Tue Wed Thu Fri Sat Sun Total Remarks by Owner Remarks by Approver s Approval by line manager only In case a line manager needs to be able to approve Time sheets the line manager needs to be made an Approver on one or more Time Registration Groups 1 Open a Time Registration Group from within the Time Entry module 2 Open the tab Members amp Approvers 3 Add the line manager to the Group Approvers section by using the appropriate Add button 4 Any submitted Time sheets by members of this time registration group will now appear on the personal dashboard of the line manager ready to be approved or rejected Automatic approval Enabling Auto Approve on Submit will remove the need for line manager to approve Time sheets This setting is changes as follows 1 Navigate to the Time Entry module 2 Open one of the Time Entry Configurations and enable the
210. her or not the active stage is running behind or on schedule with respect to the planning end date e Planning Counts the number of products that are overdue final planned date before today and product is not finished e Hours i Compares the spent hours committed actual variance with the budget e Costs l Compares the spent costs committed actual variance with the budget The default project tolerances are used for all projects in the programme If project specific tolerances are filled for a project these will overrule the default tolerances Activate the Project specific tolerances per project by selecting the checkbox in the column Project Specific Tolerances For the tolerance settings to be active for the current stage select the checkbox in the column Planning active stage only By default you will see an overview of the Stage planning and Product Planning tolerances as can be seen in the image above Select the view Cost amp Hours Tolerances from the drop down list to set the Cost and Hours tolerances SIMPLY FORTES Principal Toolbox 7 5 Functionalities 176 Default project tolerances 4 Costs amp Hours Tolera Costs Tolerance Hours Tolerance Name Orange Orange Abs Red Red Abs Active Stage Orange Orange Abs Red Red Abs Active Stage Collaboration 0 0 0 0 0 0 0 0 Project specific tolerances exceptions to the default tolerances 4 Costs amp Hours Tolera Costs Tolerance
211. hour rates per resource ia CL Sead Go 0 Bocen Horte rad gt llat 9 Sctun FORTES mm LT Opians t Jactings AE bani Faly bi Frega Trara Put hyrer ScHrgs te T Emy Kirsa Y na huara Sartings FA M hisel na Fack Srs s Crota Err Huge Fou Kuka Slay Ueto vear Tusken woh Lah Tia Sey Ee ppi aranana n ara Le fa kn Diareb Calender P oe tis hes acl gpa ever depos tee aL D Ru Mangge Tes ources par rence i By Sa B lrs baby pea a eeu org ie D he Sine michak Aa She apran Miep betes ala ok uc Mime bros Eby Se nag FA Bw Hib harara hrn pris eb Sadie Manter amp dori BB arsana mht ab ihe hanced Cabra Allow project manager s to configure hour rates per resource SIMPLY FORTES Principal Toolbox 7 5 Functionalities 140 Project Model 1 Open one of the project models 2 At the project model s dashboard press Configuration 3 Enable the setting Configuration of hour rates per resource by project manager Time Entry ie mane 7 PURU E Tt Le tt Tra 6 ee E by project manager s Configuration of hour rates per resource by project manager Edit properties on projects After this setting has been enabled the project manager can alter the hourly rate for the resources on the project This is achieved as follows 1 From the project dashboard click on the tab Resource Management and choose for Resource Ra
212. iative is just an idea without an actual project being underway 5 Click on OK to create the portfolio item Note in case an existing Project needs to be associated with the newly created Initiative then please follow the steps above followed by the instructions in Modifying the project reference 43 Starting a Project when creating an Initiative 1 Follow the same procedure as when creating an Initiative see above but choose for Start Project when entering the details 2 Next choose the Project Model the new project should be based on and choose a Programme the new project will be made part of 3 The new project will automatically appear within the Project Management module The Project Manager will have full access to the new project and can start entering a plan and team members as required SIMPLY FORTES Principal Toolbox 7 5 Functionalities 42 Add Portfolio Item Portfolio Item Properties Objective Owner Project Manager Ad Supley w Start Project Start Project iv Project Model Generic PRINCE Planning Model iw Programme Asset Management OK Cancel Starting a new portfolio item and project Note The newly created project will appear in the Project Management Module of the Principal Toolbox It will be assigned to the project manager as chosen when creating the Initiative and is associated with the portfolio item Starting a Project from an existing Initiative 1 Open the portfolio item
213. ick Kriets Erik Aalbersberg Etienne Krame tA G Gabor Vis van Heemst T ane y Hans Spread Add Der 7 J wS Jan Willem Boots NN Rob van Noortsingel Remove eR aam M is i way setae ee SAS wee Leafiet SO nt T Contribution to Strategy 6 0 Notify stakeholders Selected recipients will get notified that a report is available If this user has a registered tablet application installed and used the reports will appear on their tablet IOS and Android SIMPLY FORTES Principal Toolbox 7 5 Functionalities 52 g FORTES 5 i 23 Apr 2014 Portfolio COLLABORATION 23 Apr 2014 Portfolio status per 2014 2014 04 23 Monthly report on the COLLABORATION portfolio Author Ad Supley Contribution to Strategy Cal General remarks a saci The current status of the COLLABORATION portfolio is considered to be in line with the expectations as stated at the beginning of 2014 which was to be of ultimate collaboration of employees to the company strategy b U It tor Green KPI Score Dashboard report on tablet Android 3 1 2 4 5 Generating reports To keep on top of all projects and items within the portfolio various reporting capabilities are available e Automated reports these are reports based on Excel or Word The reports allow for flexible and powerful ways of extracting and summarizing information about the portfolio Please refer to Automated Reports 201 for more information on s
214. iebe ds re design a c a o o Lessons learned Vareiens perwark ennnen ty a n a a a n a a Webco Fe _s Orders Website re design Exploration amp Engineering E o Ad Supley Rob van Cost Hour Entries Noortsingel Dependencies Wireless network connectivity Fase 3 Feasability F B Vonny Smits Project Resources Project Models Import Export Archive Entries Name Objective Owner s il Timeline Reports Standard Prince2 2009 Project Model Project model for larger and or complex projects Entries Tolerances can be set on the programme level The use of indicators within projects is explained in the previous section 6 For setting the tolerances in a programme or project list see Setting tolerances 96 Views Throughout Principal Toolbox views are available to present information in a tabular form On all organisational levels e g enterprise programmes project lists and within projects on all logs and the Plan and Report tab views are used The Principal Toolbox contains predefined views that are generally useful but it is also possible to define your own views for your personal purposes All views can be used for monitoring progress or in automated reports 2077 Projects New import Export Move Model Archive Dashboard s View Current Dashboard z 9 9 i j ger s Status Overview Audioconferencing Fase 6 Closure aHHEEB Dick Kriets Use the drop down list as shown in the picture above to select availa
215. ified Rollout Communications Extranet DMZ Fase 2 S 01 Nov 2011 Fase 2 Ideas o Unified Communications Identity amp Access Management a Fase 2 Ideas A Unified Communications Local area network connectivity Fase 4 Build Test B Unified Communic ations Search Technology oe Fase 3 Feasability B o Enterprise Content Management Sharepoint platform o Fase 6 Closure SM o Enterprise Content Management Videoconferencing E 15 Sep 2011 Fase 4 Build Test B Unified Communications Webconferencing e Fase 4 Buik Test B e Unified Communic ations Wireless network connectivity o Fase 3 Feasability B e Unified Communications f Company Messenger K e Unified Communic ations Previous versions D All Previous Version View Name Saved On Saved By Remarks by Owner 6 Status April 2014 17 Apr 2014 Erik Aalbersberg 12 May 2014 12 May 2014 All Customers Report Models a Import Export Archive Name Objective Portfolio Report Monthly Portfolio Dashboard 1 Customisation area for widgets This section displays overall portfolio information based on widgets The information can be altered by the administrator and configured by the portfolio manager by using the Edit Widgets button 2 Automated Reports Displays a list of the Automated Reports 201 that are available on the selected portfolio 3 Reports Shows the different categories of reports which can be used to show lists of projects
216. in benefits management Security improvements Many more smaller improvements This is not the final release and some small modifications are still worked on If you notice anything wrong we appreciate informing us via support fortes nl Compliments about the new release are appreciated as welll My Portfolios a v COLLABORATION The goal of the c ollaboration programme is to standardise our way of working and find strategic partnerships within the telec ommunic ation branch My Custom Dashboards My Projects Agile Project Apollo 1 0 Website re design Wireless network connectivity My Work Packages My Products Name 4 2 2 Review 5 2 Gereed zetten implementatie acceptaticomgeving My Actions My Risks My Changes Home page Current Stage Exploration amp Engineering Opstarten van een Project Exploration amp Engineering Fase 3 Feasability Project Wireless network connectivity Wireless network connectivity Rob van Noortsingel Status Portfolio Manager s E Bob Hotho Gabor Vis van Heemst Rob van Noortsingel Progress General Project Manager s B amp Ad Supley Rob van Noortsingel a 8 Rob van Noortsingel B amp Ad Supley Rob van Noortsingel B e Vonny Smits Owner Reviewer Participants Rob van Noortsingel Rob van Noortsingel My Actions View My Issues My Risks View v My Quality reviews My Changes v View v 1 Area for general information and widgets 2 Produ
217. inished For example if you have two products Wiring A and Installation inspected B Installation inspected cannot be finished until Add wiring has been finished Work on product B cannot start until product A has been finished For example if you have two products Constructed fence and A Painted fence Painted fence cannot be started until Constructed fence has been finished This is the most common type of dependency Product B cannot be finished until work on product A has been started The Predecessor must be started before current product can finish Work on product B cannot start until work on product A starts For example if you have two products A Foundation poured and Concrete leveled Concrete leveled cannot begin until Foundation poured begins Finish to finish Finish to start mn m P Start to finish Start to start 7 3 Click OK to create the relationship Note only predecessors can be defined This way a project manager cannot make another project dependent on his or her own project To define successors the project managers have to cooperate 4 The type of the dependency and the lag delay can be modified on the main page Lag is a delay between products that have a dependency For example if you need a two day delay between the finish of one product and the start of another you can establish a finish to start dependency and spe
218. integrated cost hour planning etc However some functionality is deprecated in the new planning that is available in the classic planning e The classic plan tab is no longer available this is now integrated in the planning e Unused work packages are no longer maintained separately e Microsoft Project export add in is no longer available e Classic cost hour administration is replaced entirely Note Once migrated projects cannot be migrated back Therefore this option should be used with great care as certain information might be lost see below and functionality changes significantly within the project Note If possible it is advised to finish the project rather than migrate the project to the generic PRINCE2 planning Note Verify custom calculations on products and projects to be compatible with the new planning before migrating projects The general approach to enable project migration is as follows 1 Configure project migration at Setup gt Configuration gt Classic Project Migration 2 After activation migrate the original classic project model s 3 After migrating the original model migrate classic projects based on this these model s 1 Configure project migration SIMPLY FORTES Principal Toolbox 7 5 System Administrator Configuration amp Settings 248 At Setup gt Configuration gt Classic Project Migration the project migration can be configured and activated after configuration a FORTES
219. ion Docume 25 0 00 Apollo Project Peter v X 0 00 Zeus Project Erik Aa On Project 0 00 Venus Project Albert x Project Initiation Do 25 0 00 Apollo Project Peter X 0 00 Non Project Activities X 0 00 Make selection 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Totals for sheet 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 A time sheet When finished entering hours press Save or Save and Request Approval The latter option will only be available when an approval process has been set up After requesting approval the project manager and or the line manager will get the request for approval on their personal dashboard as a reminder Please see Approving Time sheets 137 for instructions on how to approve the submitted Time sheets 3 3 1 5 Approving time sheets Approval by project manager When a time sheet has been submitted and it contains hours against the project manager s project and the hours require approval they ll appear on the project manager s personal dashboard The tab Approve Hours will show a list of all hours that require approval FORTES amp o m Hiern swe Hinni My Him Soak Haks apalna aa Inas kakea 7 anproe ar aech te ours Approve hours Wast Bh capes Fiery Hn cH Pomiuei Aai riy Rial Male Wh Tow Fim Thu Fsi Fal Sun Tail F a Approving hours Approval by line manager When a line manager has been registered as an approver on one or more time entry groups
220. ipal Toolbox For example if you would like to use the report on a programme navigate to that specific programme dashboard to add the template Tip If you add the template in a model either a project model or an MSP programme model the report becomes available automatically on the projects MSP programmes that are created based on the model At the appropriate location access the automated report list Edit button on the list of available automated reports See also creating an Excel report template 208 To upload the merge template in the Principal Toolbox click in the Templates header in the Edit Automated Reports window Fill in the following information SIMPLY FORTES Principal Toolbox 7 5 Reporting 215 Description This will be the title of the report shown on the dashboard Revision Doc nr Use this to give a version number to your template Filename Locate the XLS file with the browse button Internal document link Provide a document ID from a document at another location in the Principal Toolbox application The ID can be found in the document history 4 4 This allows for a centrally placed document to be linked to from projects Update by updating only the original centrally placed document IMPORTANT Make sure the checkbox Document is a merge template is ticked Add a document to the list Download Empty Template Keyword List Selecta merge template or normal document link to uplo
221. ir availability q FORTES YD N Resource Allocation Fortes Search e Rob van Noortsingel Help Setup Resource Pool Fortes Dashboard Properties Request amp Allocation Projects Request amp Allocation Resources Availability Resources Request amp Allocation per Project IZ Request l Allocation l Remaining _ Available 4 BM Alice ated gt Available Alloc ated lt Available Request or Planned gt Alloc ated Request or Planned lt Allocated Planned gt Request ty K4i2w H 4w Start Date 27 Mar 2014 Unit Hours h 4w pH 12w 13 24 03 14 31 03 15 07 04 16 14 04 17 21 04 18 28 04 19 05 05 20 12 05 21 19 05 22 26 05 23 02 06 24 09 06 25 1 s Projects gt Resources Skill Req Allo Ren Req Allo Ren Req Allo Ren Req Allo Ren Req Allo Ren Req Allo Ren Req Allo Ren Req Allo Ren Req Allo Ren Req Allo Ren Req Allo Ren Req Allo Ren Req z Filter by resource z Filter by skill H Resources Summary 110 14C 115 11 115 11 110 11C 50 50 50 50 40 40 40 40 AF a Apollo v Apollo 1 0 Sf cH Development Policy Sf Document Management 70 70 70 70 50 50 40 40 S ff i Local area network connec v Project KM s Project SAP improvement 70 70 70 70 50 50 40 40 E E gt E i l The planning board is used to manage the requests for resources Note the columns with requested allocated remaining and available hours can each be hidden by toggling the checkboxes Note using the button
222. isatie 4 3 Gereedmaken implementatie 4 3 1 Project Contract Testen Akkoord 4 3 2 Concept Launch Document v Edit project plan Some remarks about the mechanisms of this window e All products and work packages are shown on the right hand side of the window If they are used in the project plan they will be shown grey in the right half of the window If they are not used in the project plan they are colored blue amber green on the right hand side You could consider the right hand side a temporary storage space for products not planned for delivery This can be useful when templates or helpful texts are present you don t want to lose e Creating new stages work packages products is done by dragging them from the top of the window into either side of the window Any of the items shown below can be dragged onto the project plan New stage New workpackage New spec product New man product New man product Copy products Important when placing an item check your mouse pointer A black line must show to create a new item If no black line shows at your mouse pointer move your mouse around until you see it appear e Creating new specialist products drag them onto the product list The tab Specialist will come to front if it wasn t Drop the new product when you see the black line appear e Deleting items only products work packages which are not used in the project plan i e not present in the left half of the window can be d
223. isation s license some tabs might not be available Dashboard Properties Gantt amp Dependencies Documents amp Knowledge Models Archive The main and default page of the programme An overview of the programme properties and history Graphical representation of all projects within the programme Archive of important documents and or useful best practices An overview of the project models within the programme Archived projects and project models within the programme Area for customisations and widgets List of projects and programmes when applicable Gives an overview of the projects within this programme A number of figures are presented that enable you to get an overview of the pr and costs are defined by the tolerances List of available project models Gives an overview of the project models available within this programme Logs oject status The traffic lights used for the planning hours set by the programme manager On programme level the following logs are available for use issue risk and daily action log A counter is displayed for each log indicating the number of items there are for each log and if there are new items The log is selected by clicking the name of the log Report Creation of reports views about all projects and products within this programme SIMPLY FORTES Principal Toolbox 7 5 Basics Principal Toolbox 18 Functions at programme level Here you can make
224. it to Principal Toolbox and the report is available for use Note Some applications empty the clipboard when they are started up In this case first open the application and then click the keyword Where to find and manage automated reports Within projects a 5 se On the project dashboard in the section Automated reports or at a specific product page Fr A TES a a Mae Utena ne Sy aaa ala hated Sinear da anera nc 5 iua aa hi Praet audar 1 el Presets Prett raak rim an Tit karmiva Alaa bere saris Vewthedan Hapai taps lies i Logs gl nrepati iirin Geese Chee O 0 mm k i vttipsymancal prircipaltonbou comyonlingsbalderblocrjsg sethoturm Address tals gelb 114314tokmn KEPH IUEL 2114 E aber oe maiko fapodagginpose 2 dg s haliham rr alot men N dra g p Gl To Amoma Raports reas El a aio DO maueh ara Wee pal ebs Jula mh u u w Less akee eps Pos Siceneal lusla arene n e cinplek u uabhar aly Lp a oy Te aha coeliac ginni encp e tanp ey fee URE kei oon eman on te Poe nue Ju Sede ho ee ee Se oo ary See seinen be sarees ip dee l S n Ima at ngs Wap kemu br baszd in isc gisk kmi oe test ce ba na eg od maros G kko tee Dyancal Tonle bor w iyare imc H h a by mnra D eas katie w Forau ikea Son Sec Se ee a bin E A HAc TSH OSE i T IH amars eda T Louk kankl har lirai Same sl nhew iiy Auebarrerted Ruperts ri Huar m aa Hc lubiani si la bira pes Wien earel Fi vapor Hess dot Hasel 1S E aidil Saal
225. ject manager for the new imported Project Choose whether to import documents files Choose also whether to import security information members This is only usefull ifthe Project was exported using members that are known as users within this application and the information was also included on export Note Cost values on products are not imported Select import options Skip Documents Files Skip security users i Properties Name Project Manager Rob van Noortsingel F Select import file Import file Bestand kiezen Geen bestand gekozen OK Cancel Importing a project model 4 Locate the project model file you just saved and import it 5 If you do not want to have the project model on two locations navigate back to where you created the model Archive the project model 3 2 4 4 Enterprise models Project models can be created in any project list or programme The model will be available on the level of the containing programme project list and on all sub levels To make a project model available throughout the Principal Toolbox you can publish it at the so called enterprise level the highest level in the Principal Toolbox Two options are available to get the project model at the highest level SIMPLY FORTES Principal Toolbox 7 5 Functionalities 125 3 2 9 First option 1 The new project model option a Go to the highest level of Principal Toolbox enterprise level Open the tab Model
226. jects Unified Communications Unified Communic ations 3 If required the project manager can be send an additional email as a notification that a report request has been submitted To have an email sent just tick the box Send notification by e mail Writing and submitting a portfolio report Once the report request has been submitted the report itself will appear on the Portfolio Report tab of the project To fill the report out the project manager follows these steps 1 From the project dashboard the project manager opens the Portfolio Report tab and presses the Edit button SIMPLY FORTES Principal Toolbox 7 5 Functionalities 47 FORTES D A gt Projectmanagement gt Unified Audioc Q Search e Rob van Noortsingel Help 7 Setup Audioconferencing Dashboard Properties Product Breakdown Plan Gantt Resource Management Documents Portfolio Report Reports Guide Portfolio COLLABORATION Last Published On Due date 25 Oct 2013 Last Published By Report Status o Request Remarks Forecast start date 01 Oct 2013 Properties Algemeen Name Audioconferencing Project Manager s Dick Kriets Objective Voortgangsrapportage Status e Status Description Status Geld Groen X Status Kwaliteit Groen Status Scope Oranje X Status Voortgang Oranje X 4 Toelichting Status Geld 10 00 AA Toelichting Status Kwaliteit 0 4 Toelichting st
227. k Edit Layout to define the layout of the page Default layout Standard Principal Toolbox view Custom layout To choose which fields are visible on the product page Custom layout with approval To customise and define an approval for the page Master Demo database gt Projectmanagement gt Generic PRINCE2 Plannin gt Project Mandate Management Product Project Mandate General Logs Dependencies Final Planned 01 Jan 2013 Nieuw Label Owner Duration In Days 1 00 Deliverables sp Note Name Description Revision Published Publisher Approval Status Review Requester Drag documents here or click to add Templates fal Note Name Description Revision Published Publisher Merge Template Drag documents here or click to add Specifications a ef Note Name Description Revision Published Publisher Drag documents here or click to add Product page 4 In this example a new page with an approval cycle is defined Click Approval Settings and check Enable product approval Approval Settings Configure the product approval Set whether the product should be approved and what approvers should be used Enable product approval i Approvers can be selected from All project members Persons defined in field On approval set field to OK Cancel 5 Next step is to define which fields need to be available on the page In the first pull down menu SIMPLY FORTES Principal Toolbox 7 5 Basics Principal Toolbox 33
228. k Close to return to the main window Creating a resource pool and appointing resources to a resource pool A new resource pool can be created by the resource manager 1 Navigate to the Dashboard tab of the Resource Allocation module Resource Pool A amp I Development Dashboard Properties Request amp Allocation Projects Request amp Allocation Resources Availability Resources Dashboard tab Click to create a new resource pool Specify the name and optionally a description for the resource pool and click OK TO appoint resources to a resource pool click on the name of the resource pool in the tab Dashboard that you want to add resources to Click on the tab Availability Resources and click on Add Remove Resources a popup window with the available resources and already appointed resources will appear SIMPLY FORTES Principal Toolbox 7 5 Functionalities 147 Resource Pool A amp I Development Select the resources that are part of this resource pool Only resources that are selected can be allocated to projects Select Resources Resources Q Available Resources Ad Supley Albert Swank All Customers All Partners Ashfaque Chowdhury Berend Tel Bjorn Grob Bob Hotho Bram de Vuyst Cindy van Kerkwijk Danielle van Rooijen Danny Gast de Doug Gore Eduard van Zeeland Edwin Koose OK Cancel Adding resources a gt Add Remove Q Select
229. key i Update software MS Project file export MPX P Copyright information On the Configuration page you can find several functional configuration options such as non project activities and custom fields On the Settings page you can set technical settings related to the system such as mail server etc Configuration On the Configuration page you can find several configuration options such as non project activities and custom fields On the left hand side of the page you see a list with subjects that point to the different setup pages We will review the most important subjects in this section Principal Toolbox settings 233 Email notification 233 Creating non product activity sets 234 Defining custom fields 237 SIMPLY FORTES build 6887 Principal Toolbox 7 5 System Administrator Configuration amp Settings 233 5 1 1 Principal Toolbox Note this section is only relevant to system administrators This is an overview of the advanced system settings Normally spoken these do not need to be changed Some of these settings will only be shown when add on s are activated Principal Toolbox Only expand active and No next stage Activate product selector in Yes logs Use of PRINCE2 roles No If the full PRINCE2 organisation is used within the organisation select Yes MS Project file As soon as possible As soon as possible If progress of project is to be monitored in MS Project export co
230. l locations within the Principal Toolbox and allows to send read messages concerning that location This button is shown next to your person name in the header and allows to send read messages that concern you On click of the button the messaging dialog appears as shown below Messages on Webconferencing x Messages on Webconferencing x Ad Supley Hi Albert Abdelme I have updated the project plan of VVebconferencing and would Ad Supley like to ask if you could take a look and confirm the current deadline Webconferencing Webconferencing 1 2 Hi Ad looks fine to me I will check if it will interfere with the colll Webconferencing SAd SUE Collaboration Portfolio 29 Collaboration Programme Project list Send Initial message dialog Message dialog with content Initially the dialog will invite you to send a message The location to which the message will refer is already set in the message using the tag Within the messages you type you are free to refer to other locations and persons as well using the and tags Use this tag to refer to locations within the Principal Toolbox After typing three or more characters the system will provide matching options Locations are referred to by name only Use this tag to mention other persons that will see the message within their personal messaging Persons are referred to by their name only Once messages are a
231. l to be edited a popup window with the skill details opens Click Edit to edit the skill name No name Name Creator Rob van Moortsingel Resource Category Create Date 19 Mar 2015 Adding a skill Adding new resources in Principal Toolbox Before resources can be appointed to a resource pool resources and their skills need to be defined in the Principal Toolbox Users are automatically available as resources additional resources can be defined by a resource manager as follows 1 Navigate to Setup and Configuration in the dark blue header on the top of the screen The left hand side of the screen contains a link to Manage resources SIMPLY FORTES Principal Toolbox 7 5 Functionalities 145 Home Portfolio Management Projectmanagement Resource Allocation Time Entry Prince2 FAQ Project Plaza Import Export v Help Support Setup v p A Configuration Options da a Manage Resources Principal Toolbox Here you can manage the resources for the resource allocation Notifications There are two types of resources MS Project integration Resources that are not linked to a user account These resources can be added removed and modified freely Conversions Resources that are linked to a user account For these resources only some properties like skill can be edited Manage Hour Rates Project Plaza PES Resources no users Edit New Remove Resources View Options Resource Categories Last Name
232. late where you want to place the related data To get the keyword in the template choose Paste in the Edit menu Alternatively use the shortcut key CTRL V For example when clicking the name keyword the keyword can be inserted in the Excel file on location B2 Note that when inserting the keyword the keyword is replaced with the actual data immediately During this process a dialog appears showing the progress of the operation Now insert a view table of date in the template by selecting a keyword related to views In the example below the view on open issues is inserted SIMPLY FORTES Principal Toolbox 7 5 Reporting 212 KIH 9 G ProjectReport xlsm Microsoft Excel Home Insert Page Layout Formulas Data Review View PTB Developer Add Ins Og GOH 8 O Insert Insert Create Open Refresh Toggle Saveas Configure Help About Chart Pivot Presentation Keywords Data Keywords Template Connection Reporting Template General Bi C l Project Apollo issus Alsen 1 FORTES g IS P Nr Description Type Decision Owner Due Date Remarks __ 2 Supplier delivery too late forcompletion Concern Investigation __ 4 Fix piping between plants now leaking issue Open 1992013 CS 2 a pas _ Sel Inserting a keyword Again the keyword is immediately replaced with the data You are now able to change the format of the table appropriately E g make the column heading bold and
233. layed for each log indicating the number of items there are for each log and if there are new items The log is selected by clicking the name of the log Automated reports A list of all automated reports 201 available within this project PRINCE2 Here you see the PRINCE2 process model on which your project is based upon The stage your project has reached is highlighted yellow stage and you can quickly go to the details of a stage by clicking a stage Product list Here you find the product planning concerned with the various stages and work packages Functions at project level Here you can compose the project team Edit members edit the general project information Edit see point 2 use the search function make a print of the current page inform the project members by email and export key project information to a zip file Pack project offline See the section about pack project offline for extra information Edit plan With the Edit plan button you can design and modify your project plan Furthermore you can produce a product breakdown structure here See section product breakdown 72 The use of colours within projects On the project dashboard colours are used to indicate the active stage types of products and to draw attention to potential problems Stage colour SIMPLY FORTES Principal Toolbox 7 5 Functionalities 66 The active stage in your project is coloured yellow the other stages
234. le to adapt the product breakdown to fit the specific circumstances of the project More information about the creation and management of project models can be found in the section Managing project models 122 Programmes Programmes are used within the Principal Toolbox for structured organisation of projects hierarchy in which no model is used However when using the MSP Managing Successful Programmes approach models are used Such a model defines the programmes project just like a project model More information about the use of programme models can be found in the section Programme Management Portfolio s A portfolio model contains automated reports pre defined project sheets reporting models and a financial model It s possible to define multiple portfolio models for different portfolios Please refer to the section about the Portfolio Model for information about setting up and configuring portfolio models SIMPLY FORTES Principal Toolbox 7 5 Basics Principal Toolbox 32 2 14 Advanced Customisation amp Workflow add on With the add on Advanced Customization amp Workflow an organisation can define electronic forms in the different project models These pages can be tailored to the specific needs of the organisation or programme 1 Go to a project model and create a new product to customize or select an existing product 2 Click the product to open the product details page 3 First click Layout then clic
235. le to overwrite older versions with newer ones The Principal Toolbox will keep the old versions in storage These will remain available for the manager of the particular level in the tool Note As of release 6 5 it is possible to drag and drop documents from your local computer onto document lists within the Principal Toolbox On top of that it is possible to put an approval cycle on deliverables and or documents with the add on Advanced Customisation amp Workflow See Document management and approval 98 for more information about storing documents in Principal Toolbox Email function From almost any page in Principal Toolbox you can create email messages These messages will automatically be addressed to the relevant team members or e g the owner of log items etc The message itself will contain summarised info about the page you created it from and a hyperlink to the page in Principal Toolbox 1 Click the email button in the upper right hand corner of a specific page In BARLI this example a new issue is created on _ Generel Logs Dependencies Costs amp Hours Resource Demand the Apollo project and we want to a _ inform the members of the new issue ossu na a 2 Ss C Checked ani O Final 05 Oct 2012 E 2 A new page will appear with a short i Daniana 10 description of the item in this case matii m issue 12 You can select the project members you wisa to ao Aeae Oan be inserted ma
236. lick on the empty field behind the resource 25 26 27 28 O 2 3 and enter a start and end date with a budget 4 5 6 7 8 9 10 OK Cancel Or Add Skill 5 Go to the tab Resources and click on Z q Consultant Jr Consultant Sr Project Manager IGT 6 Double click the desired row a pop up opens Click on Add Skill Software Engineer 7 Select the required skills and confirm with Add 8 Double click on the empty field behind the skill and enter a start and end date with a budget Plan hours SIMPLY FORTES Principal Toolbox 7 5 Functionalities 120 3 2 3 1 Go to the tab Resources and click on Z 2 Double click on the Gantt in the column Planned Hours The planned hours can also be captured per product 3 Click on Add Resource or on Add Skill 4 Select the required resource or skill and click on Add 5 Click on the empty field behind the resource or skill in the column Planned and enter the planned hours This will immediately create an entry When the planning changes the entries will also be modified Initiation Stage Authorisation Start Planned Final Planned 28 Jan 2013 31 Jan 2013 Resources Add Resource Add Skill Skill Resource Project Manager ICT Software Engineer Consultant Sr_ Total Arjan van der Laan Duration In Days days 4 Duration In Days hours 32 Hours are spread over period Planned Hours
237. list multiple persons can be selected Image single From the pick list only one can be selected The value is shown by an image rather than text When selecting a pick list a new data field will appear named Pick lists values where you can specify the different values 6 Then click OK and the field will be available at the specific page Default the Principal Toolbox is configured with ten custom fields for each item If you need extra custom fields these can be created with the Add custom fields button Remember To reset an existing custom field go to the edit page of the custom field gt Click Edit gt Click Advanced and then hit the Reset button When you are sure you want to reset the field click OK All values inserted by users will be deleted from the system and can not be retrieved Image fields are available as of release 6 1 Settings In the middle of the Settings page you can see the information of your current license Underneath are options to alter the license key and the version type On the left hand side of the page you see a list with subjects that point to the different settings pages We will review the most important subjects in this section obtaining the license key and carrying out updates 238 management of users 240 Licenses Under the heading License key on the Settings page you come across a number of options Request license key 239 Request additional user lice
238. maka by Caner Discussions Create rmi Mraange Documents fies Inks taxt Hami Pop ie nag aeumentis horr ar eli co a Adding a quality review 9 To copy or move a Quality review to another programme or project you can use the Copy or Copy Move Move button Change log The Principal Toolbox has a separate Change log which offers a central repository for documentation of changes within your project The project manager needs to judge all issues by their priority and their impact In case that an issue off spec RFC falls within the tolerance of a stage then he she can choose to accept the issue and log the change in the Change log If an issue leads to the result that the project stage is threatened to fall outside the tolerances set the project manager needs to discuss the issue with the project board They decide whether actions on the issue are carried out or not If the project board decides to accept the issue then the project manager needs to define a change 1 Go to the Project dashboard SIMPLY FORTES Lurker 2205 here Pradal Principal Toolbox 7 5 Functionalities 108 2 Go to the Change log 3 Click in the blue Change listing bar Changes oe Open Changes View Nr Description D A Type Owner Product Plan item Due Date Remarks 4 Fill in the following information Description Description of the change Type Choose between Specification
239. ments to a product Add new log items issues risks changes actions quality reviews related to the product Editing all product specific and custom fields Participant e Add new issues related to the product Roles on logs issues risks changes actions Owner e Change all information in a log item e Assign the log item to another project team member Creator e Change all information in a log item e Assign the log item to another project team member Project Manager and Project Support e Change all information in a log item e Assign the log item to another project team member Roles within Resource Allocation SIMPLY FORTES Principal Toolbox 7 5 Basics Principal Toolbox 21 Resource Allocation Manager Resource Allocation Reader Resource Allocation Members Resource Pool Manager Resource Pool Reader Roles within Time Entr Time Entry Coordinators Time Entry Readers Time Entry Members Group Manager and Group Support Has the following rights on all Resource Pools e Assign users to resource pools e Remove users from resource pools Changing properties of resource pools Managing the Non project Activity Sets Defining resource availability Allocating project and non project work Has the following rights on all Resource Pools e Access to all resource pools e Reader access to all allocation requests time allocations and availability data e Can be assigned as managers or readers to one o
240. mport export functionality Note Exchanging models between applications with different version of the Principal Toolbox may result is strange or erroneous behaviour It is best to exchange models between applications running the same version If models are imported into an application on a higher version the Principal Toolbox will try to make the project model version compatible Projects All projects that have been created are based on a project model A project model is an extensive template for projects It contains products document templates associated with these products SIMPLY FORTES Principal Toolbox 7 5 Basics Principal Toolbox 31 lessons learned and automated reports This way it is possible to have standardised projects throughout the organisation and project managers always have the right document and report templates available Right from the start of the project automated reports if configured correctly are available for reporting purposes Below an example of the dashboard of a project model is shown FORTES A Projectmanagement Generic Search e Ad Supley Help Setup Project Model Generic PRINCE2 Planning Model Dashboard Properties Product Breakdown Planning Resource Management Documents Report Logs Project start up Project initiation Execution stage Project closure New Total D ssue log R Risk log Q Quality review log Project Board Project Manager Team Membe
241. multiple products keep CTRL or SHIFT pressed while clicking multiple products 3 On the next page the planning can be entered in two ways In the left hand half you can enter dates by clicking the cells and using the calendars Alternatively you can use the graphical part of the window Here you can change duration and dates with your mouse by dragging the time lines of products 4 First of all you need to define the start date of your project To do so click f In the dialogue select the start date This can also be used to move a group of products to a specific start date See the note above for info about selecting multiple products 5 Set the date of the first product in every stage or work package by dragging this to the planned start date or use the button shown above All products in this specific work package or stage will be moved automatically to this date 6 The next step is to plan the products in this specific stage or work package individually a To move the product forwards or backwards in time you need to place the cursor in the center of the product bar hold the left mouse button down and drag it to the correct position b To alter the duration you need to place the cursor on one of the sides of the product time bar and drag the side in the desired direction 7 To define the draft and checked milestones or to set dates in a calendar you can use the left side of the Edit Gantt window After clicking in a cell a
242. n i T h i i Set Filter Name Description Group Manager Configuration Non project activity set sie ieee il Reports Development Ad Supley Algemeen Management Set Widths Fortes Urenverantwoording All Customers Jan Algemeen Management niet produc Ch2 t Options Time Entry Groups Kiers Advanced Time entry test Den Haag Michiel Jaeger Renate Algemeen Non project activity set D Make Default Non Project Activity Sets Save View Voorbeek tijdsregistratiegroep Approvers members configuration and non project activities form a Algemeen niet produc tief Sees time entry group Manage Views Activities Creating a Planning Item Filter 3 A list with available filters will appear Configure the filter and click on OK 4 To save the view click on View Options and Save View 5 Enter the name of the view select the type and click on OK 6 The Planning Item Filter is now available in the time entry configuration Creating time entry groups Now you can attach your created time entry configuration and non project activity sets to a new time entry group This time entry group will be the entire population of time writing users or a department or team with different settings An important property of the time entry group is the approver selection Per group you define who is responsible for approving the time sheets of the members To define time entry groups 1 In the dark blue bar in the top click Time Entry
243. n a project add it as a deliverable See section adding documents to products 98 Creating an Excel Report Template Creating an Excel report template is done by following these steps 1 Download a basic Excel report template 208 2 Open the template and insert keywords 210 3 Extending the report data 213 4 Finish the template and make the report template available within the 214Principal Toolbox For more advanced topics see the Advanced Topics chapter 4 3 2 2 1 Open the basic Excel Report Template Note You need to be manager of the programme or project to create and edit report templates Within a project also project support can do this To create an Excel report template log in to the Principal Toolbox application and navigate to the level on which you want to place an Excel report For example when you want to create a project report navigate to the project When a programme report needs to be created navigate to a programme where you have access to the automated reports On the chosen level click the Edit button to access the available automated reports A page as shown below should appear SIMPLY FORTES Principal Toolbox 7 5 Reporting 209 Automated Reports Automated reports insert Principal Toolbox data into a Word or Excel merge template The Principal Toolbox keywords in the template are automatically replaced by the actual content data on generating the report Select a me
244. n the view can be controlled by dragging the column separator to the desired position wid ths Column Widths Set the width for the selected columns in the listing The portrait and landscape reference bars only apply to the reports generated through the automated reports OK Canc el A4 Portrait A4 Landscape Current Stage Status Project Man Ch The chart options allow to show the results of the view in a chart like bar line or pie chart instead of a plain t art opt ion oS SIMPLY FORTES Principal Toolbox 7 5 Reporting 194 Edit Chart Options Select the type and parameters for the chart which should be generated General Chart Configuration Enable chart Chart tithe Show legend Label orientation Colour order Size Chart Type Standard chart stacked chart OK Canc el D Show this report as a chart not as a listing Medium 640 x 480 7 This chart provides a chart which plots the data in respect to the selected obije Field Representati Range T Series 1 Ares Y Series 2 ae 7 Area Y Series 3 Area Y Series 4 Area Y Series 5 Area Q This chart provides a chart which plots the data in respect to the selected obje Field Representati Range Stacked by O This chart provides a pie chart representing the distribution of the data in resp Data Y Ad Finally some special options can be set like hiding a he
245. nagement Select Members Portfolio Management Managers Albert Swank TE q E Henk Dani l Ad Supley Nirmal Singh tner g pa All Partners Ashfaque Chowdhury oe Berend Tel A Bjorn Grob Erik Aalbers berg lt Add Bram de Vuyst Etienne Krame Cindy van Kerkwijk Kevin Cottrell Daniele van Rooijen Liza Marie van Esch bs Remove gt Doug Gore S Eduard van Zeeland Portfolio Management Members Eridi e All Customers Fortes User group Bob Hotho Henny Vans Dick Kriets John Mitchell Gabor Vis van Heemst e Jon Wright Hans Spread Jon Zwart Jan Willem Boots Remove gt Juliette van Duf Johan Steurvis Marco Efftink Judith Remkes a un i Mark Edwards OR Cantel Edit members with groups Available users once a user group is set users of the group inherit the permissions that the user group itself is set to For example users now have reading permission on the programme that are set to in the example SIMPLY FORTES Principal Toolbox 7 5 System Administrator Configuration amp Settings 245 5 2 2 3 above Advanced options The administrator has rights to modify advanced options for the login policy There are several security settings possible for the password Go to the Settings page and navigate to System settings gt User login settings FORTES gt ss
246. nagement Add valuable lessons learned to the project model s to have them easily available for project managers and team members 1 Go to the Project dashboard 2 Now click the Lessons learned log Logs 1 Issue log Risk log Quality review log Change log a Daily Action log Minutes of meetings 1 Lessons learned log 3 Create a new lessons learned entry by clicking 4 Fill in the following information Name Name of the lesson learned Creator The creator is filled in by the tool Created Creation date of the lesson learned Filled automatically Remarks Explanation of the lesson learned 5 If more information needs to be added to the lesson learned a document or note can be attached Click or note in the blue Documents header to add a document or note 6 After completion of these actions click the Save button to save the new entry 7 To copy or move a lessons learned to another programme or project you can use the Copy or Copy Move Move button Note Only the project manager and project support can create new actions However the owner and reviewer of a product can also create actions related to that product The project manager and project support can edit all actions The owner and creator of an action can edit all information of that particular action SIMPLY FORTES Principal Toolbox 7 5 Functionalities 111 3 2 1 5 Fini
247. ncipal Toolbox Customize the following settings by clicking on the edit button E License key and updates a MS Project file export MPX To save any changes click OK or click Cancef to return to the current settings Request license key Classic Project Migration Request additional user licenses F o R TE S Notifications i Renew expired license key Conversions Settings Enter license key Manage Hour Rates Update software Currencies Copyright information Module versions n System status Risowte a Setting Value Current activity Principal Toolbox 7 0 0 0 30 Apr 2014 Financial Categories System Settings Manage Resources Use of PRINCE2 roles Full set of Roles Custom f Manage Skills r PEPEE Licensed to VM TST 02 Time Entry programme managers and programme support o underlying projects programmes o o bicn 31 Dec 2014 Manage entries Display all lessons leamed at Enterprise level Yes Custom Maximum number of users 1000 171 used Manage Non project Activity Sets Sica Ao Enable custom dashboards No System status Running Customize fields Projects can be started from within portfolios only No Approval entries i Only expand active and next stage No Advanced Configuration Request license key Activate product selector in logs Yes Documents tab on Single Sheet Projects No Request additional user licenses Resource Allocation tab on Single Sheet Projects No Renew expired license key Use new issue No i log Enter license
248. ncipal Toolbox to follow the processes of your own organisation is easily accomplished This manual offers a comprehensive guide explaining how to use the Principal Toolbox In the application itself the help is available in the right top location You can access the help by clicking the Help link located in the right hand top of the main page This will open the help pages available online not integrated within the Principal Toolbox The complete manual is available in PDF format for download as well Download User Manual as a PDF file Note This manual is to support release 7 5 Where applicable notes about the required version is Stated Older versions of the manual English can be found below Structure of Principal Toolbox The projects within the Principal Toolbox are organised in a hierarchical structure This structure is configured and used within the project side of the Principal Toolbox The picture below shows how a hierarchy can be build to host programmes and projects Project 1 Project 2 Project N Example of an Enterprise Hierarchy Each organisation will have a unique representation of their programmes and projects This structure can be changed to fit your organisation s needs The highest level is called the enterprise level At this level folders can be added to represent entities within your organisation The folders can be any of the following types e Work area can contain work
249. nd non users click on Edit Select the desired primary skill and click on Save Alternatively to edit both primary and secondary skills of a resource follow the steps below Manage Hour Rates Currencies Resource Categories i Financial Categories Resources without user account s Cancel Manage Resources Manage Skills Last Name First Name Primary Skill Secondary Skill s Time Entry Manage entries no name no name Manage Non project Activity Sets Resource Allocation no name Customize fields Approval entries Advanced Configuration Applic steem DWH Software Developer jechnisch pr tinnos DRS steem Architect Mainframe Systeem Architect Appointing a primary skill 2 To appoint a secondary skill s to resources both users and non users click on the name of the resource you want to appoint skills to a new window will appear in which the resource details are listed SIMPLY FORTES Principal Toolbox 7 5 Functionalities 146 Joost Brink van den ff Close Add User Account First Name Joost Primary Skill SAP Retail Applic atiemanager Last Name Brink van den Secondary Skill s SAP Groothandels Applic atiemanager SAP Stafdiensten EER Applic atiemanager ALA Default Hour Rate Rate 90 0 Email Remarks Phone Appointing a secondary skill 3 Click Edit to modify the resource details including the primary and secondary skills 4 Click Save to save the modifications and clic
250. nd the duration of all products will be set SIMPLY FORTES Principal Toolbox 7 5 Functionalities 79 according to the duration in the project model a FORTES DY A Projectmanagement Unified Audioc Search QE Rob van Noortsingel Help Setup Project Audioconferencing Dashboard Properties Product Breakdown Plan Gantt Resource Management Documents Portfolio Report Reports Guide Show Baseline No Baseline v Timescale Weeks v _ Week 44 Week 45 Week 46 Week 47 Week 48 Week 49 Week 50 Week 51 Week 52 7 24 Oct 2011 31 Oct 2011 07 Nov 2011 14 Nov 2011 21 Nov 2011 28 Nov 2011 05 Dec 2011 12 Dec 2011 19 Dec 2011 Name MIWTFSSMTWTFSSMTWTFSSMTWTFSSMTWTFSSMTIWTFSSMTWTFSSMTWTFSS MT WT F Fase 2 Ideas vy 2 1 Opzetten projectadministratie y 2 2 Opstellen BRD vy 2 3 Opstellen Project Charter vy 2 4 Go No Go project Fase 3 Feasability 7v 42Testen 4 2 1 Concept Testplannen 4 2 2 Review 4 2 4 Definitieve Testplannen 4 2 6 Testrapporages 4 3 Gereedmaken implementatie x 3 roject Contract Testen Akkoon v v v ara 4 2 5 Testen v v ae 4 3 1 Proje o Gantt Edit Gantt 2 To edit the Gantt chart click in the blue page header Note Only products can be planned directly in Principal Toolbox Stages and work packages are summaries of the products they contain so these cannot be changed directly Note To select products in the edit Gantt window click the product name on the left of the window To select
251. ng the page layout editor 3 in the same way as defining a project sheet 57 and administrators only Idea ERP implementation available to managers Dashboard History Name ERP implementation Creator Albert Swank Objective Implement new ERP system Create Date 17 Apr 2014 Owner Bob Hotho Portfolio Prioritization Benefit 0 Pay back 1 yr Budget 0 Portfolio name Complexity Risk rate Positive ROI Effort requirement Project category Investment driver Compliance Project size Overall priority score 0 Technology Risk rate Projectgegevens Achtergrond Afhankelijkheden Scope Randvoorwaarden Standard fields Benefit realization 0 00 Benefit target 0 00 Benefit status Documents Name Revision Description 3 Drag documents here or click to add Detail page of ideas s Note Published Publisher Within the detail page default 1 and custom 2 fields can be edited as well as documents added or removed 3 Once an idea is approved procedure to be defined within the organisation an initiative can be started within a portfolio SIMPLY FORTES Principal Toolbox 7 5 Functionalities 37 ERP implementation E Implement new ERF system COLLABORATION Reb van Noortsingel Tee g od OK Cancel Start initiative based on idea within a portfolio On starting the initiative information from the idea is copied to the initiative excluding documents
252. nl Open Save 7 Cancel x In this dialog click Save and select an appropriate location for the template Then click Open to start configuring the template in Excel Saving the template first ensures that the Excel file is opened correctly If opened directly the required support macro s included in the Excel file will not be started On completion you should have the Excel file opened on the work station as shown below When prompted whether to enable or disable macro s click to enable macro s as they are required to use the template correctly SIMPLY FORTES Principal Toolbox 7 5 Reporting 210 Oo B x KH 9 ls ProjectReport xlsm Microsoft Excel Home Insert Page Layout Formulas Data Review View PTB Developer Add Ins CHEE GOR BQO Insert Insert Create Open Refresh Toggle Saveas Configure Help About Chart Pivot Presentation Keywords Data Keywords Template Connection General Template Reporting Empty Excel file Note that you should now have a special ribbon PTB Cm w 2 0N 00O EL Insert Insert Create Open Refresh Toggle Save as Configure Help About Chart Pivot Presentation Keywords Data Keywords Template Connection Reporting Template General Excel ribbon The ribbon provides three sections e Reporting provides options available to templates as well as generated reports like pivoting charting and PowerPoint presentation generation e Templat
253. non project activity can be entered in the columns Allocated per period d Repeat steps 5a through 5c for each additional non project activity 5 Click Save to save your changes 3 3 2 4 1 38 Managing requests and allocations The owner of a resource pool a resource manager is responsible for evaluating all resource requests that are coming in and turning them into allocations 1 From within the Resource Allocation module open the resource pool that needs managing 2 Open the Request amp Allocation Projects tab from the dashboard It will display a planning board with requested and or planned allocated and remaining hours for each resource Note depending on the chosen resource allocation process the button Edit Timeline Settings SIMPLY FORTES Principal Toolbox 7 5 Functionalities 150 allows for changing whether planned and or requested hours are being displayed To make the change set the Resource Allocation Process to one of Project request driven Project demand driven or Hybrid The individual cells in the planning board are colour coded to give an immediate impression Blue shows all requests for resources which haven t been completely satisfied by resource allocations Green depict remaining hours available to be allocated against projects and non project activities Red alarm the resource manager to the fact that resources have been allocated over and above the
254. ns to display Reserved Budget Actual Forecast EAC Estimate Variance a Portfolio Item Totals Jan 14 Feb 14 Mar 14 Apr 14 Ty Portfolio Item gt Category Forecasts Last Publis 4 Reserve Budget Actual Forecast EAC Variance Reservec Budget Actual Reserve Budget Actual Reservec Budget Actual Reserve Budget Filter by x E Audioconferencing 01 Oct 2013 10 Nov 2011 108 400 104 600 104 600 3 800 B E Cloud Computing l E Company Messenger 01 Jul 2013 720 720 720 H Document Management 01 Oct 2011 01 Nov 2011 235 000 246 000 246 000 11 000 H Extranet DMZ Fase 1 01 Oct 2011 01 Nov 2011 39 000 37 500 37 500 1 500 H Extranet DMZ Fase 2 01 Oct 2011 01 Nov 2011 41 700 41 000 41 000 700 B Goed idee 50 H Identity amp Access Manager 01 Oct 2012 E Local area network connec 01 Jul 2013 E Search Technology 01 Jul 2013 400 400 400 Sharepoint platform 01 Jul 2013 E H Videoconferencina 01 Jul 2043 15 Sen 2011 50 424 100 430 220 430 220 6 120 TO O gt The financials overview on the portfolio 3 1 2 4 3 Portfolio Gantt Each portfolio dashboard contains a tab Portfolio Gantt The Gantt chart shows the start end date and duration of all portfolio items within the portfolio SIMPLY FORTES Principal Toolbox 7 5 Functionalities 50 FORTES Portfoliomanagement COLLA Search Qe Rob van Noortsingel Help 7 Setup Portfolio COLLABORATION Dashboard Properties Sc
255. ns uak review log ni Desa EDT iz r tM ea ib Soh won Heriel Prony T Lpeats Orte T ara Dus Dals Poul Plan ien Methied Reine Rev eevee i ran iae r standard Tekis Pde i 7 Pope els Trumana Target Appeal Nate larget herea Lote L Aulual Flew Dals L cial Approval Laie La Resuli ACTIONS Hr Name Neseriptian ewer Related Te Tuc Tarte Romaka by Caner Discussions Create rmi Mraange Documents Mes Inks taxt Hami Pop ive nag aeumentis horr ar eli co a Adding a quality review 9 To copy or move a Quality review to another programme or project you can use the Copy or Copy Move Move button Change log COPY The Principal Toolbox has a separate Change log which offers a central repository for documentation of changes within your project The project manager needs to judge all issues by their priority and their impact In case that an issue off spec RFC falls within the tolerance of a stage then he she can choose to accept the issue and log the change in the Change log If an issue leads to the result that the project stage is threatened to fall outside the tolerances set the project manager needs to discuss the issue with the project board They decide whether actions on the issue are carried out or not If the project board decides to accept the issue then the project manager needs to define a change 1 Go to the Project dashboard SIMPLY FORTES Lurker 22
256. nses 239 Renew expired license key 239 Enter license key 240 SIMPLY FORTES Principal Toolbox 7 5 System Administrator Configuration amp Settings 239 5 2 1 1 5 2 1 2 5 2 1 3 Applying for a license key If you have carried out the installation yourself and then arrived at the Settings page it is necessary to request for a license key at Fortes Solutions 1 Go to the Settings page 2 Click the link Request license key 3 Fill in the following information Customer Name Company name Purchase order Code received in letter sent Machine ID Filled in automatically 4 By clicking the key Create e mail a message or mail is made which you will need to send Within one work day you will receive a license key from Fortes Solutions Request for additional user licenses The license you received is based on the number of users named in the Principal Toolbox If you have reached the maximum number of user licenses you cannot make any new users With the option Request additional user licenses you are able to increase the number of existing licenses 1 Go to the Settings page 2 Click the link Request additional user licenses 3 Fill in the following information Purchase order Code received in the post or if your first request for more licenses you can fill in unknown or New User Limit Here you can fill in the number of users that you really need 4 By clicking the key Cr
257. nstraint change this to Yes Must finish on constraint Must finish on To change to a NL version of MS Project Moet eindigen op Must start on constraint Must start on To change to a NL version of MS Project Moet starten op MS Project integration add on Edit project progress in Principal Toolbox If progress of project is to be monitored in MS Project change this to Microsoft Project ed Add in installer Show installer step Should the installer step be shown If not change to No Show download option Yes Should the add in installer download step be shown If not change to No Customer installer Needs to be changed when a specific customer instruction text instruction is needed here Time entry add on Manage time Click New to create new time sheets or select a specific sheets time sheet and click Remove to delete Cost entry add on Manage cost Select a Cost entry and click Remove to delete cost entries entries which are not approved 5 1 2 Email notification Email notification on log items time sheets approvals etc sends an email automatically when something becomes overdue Most of the notification are turned off by default Modify e mail notification settings 1 Go to Setup gt Configuration gt Notifications 1 Click on Edit to modify the notification settings SIMPLY FORTES Principal Toolbox 7 5 System Administrator Configuration amp Settings 234 5 1 3 q D A Notific
258. nually or by clicking TO o create a notation eman CC or BCC Ts coe ee ee E aa Edit information to send 3 Check the default contents of the message You can make changes to it as you wish Be careful to let the support fortes nl Product 4 2 2 Review I ubject i sage i The Product 4 2 2 Review has changed Please review the changes and take appropriate action hyperlink intact since this is very a helpful to the recipient s pia ee 4 When finished click Send e mail and Link https customer principaltoolbox com Login 142102 the mail is sent to the recipients ee Send e mail Cancel Note Since the email is sent by Principal Toolbox itself the message will not be stored by your normal email software For this reason you get a BCC of the email message Search function Quick search As of release 7 0 the application provides a quick search option in the header of each main page to find and navigate to items quickly By clicking the search box the recently navigated items are shown and a search can be performed after typing a minimum of three characters SIMPLY FORTES Principal Toolbox 7 5 Basics Principal Toolbox 28 Search Please enter 3 more characters Recent Locations Unified Communications Wireless network Programme Project list connectivity Project Collaboration Programme Project list Project management Enterprise Operational Excellence Apollo ProjectProgramme Project list Apollo 1
259. nupae f reana pooo NextStage Pan fPeterCoe foFeb203 D00 EndStaoeRep O reo pooo E ProedPanupae O a poo E age 6 of7 Words 630 Z paethai nds See Automated reports 201 for more information 3 4 1 3 3 4 Setting tolerances COPY Py Editing Tolerances are used to monitor project status At the start of the project the project manager and project board agree on the tolerance for the project Tolerances are the allowed deviation in time quality costs and hours from the planned values When a project exceeds the agreed tolerances according to project management methodology it needs to be reported to the project board In Principal Toolbox this can be made visible with the RAG indicators on any programme dashboard Note tolerances need to be set for each project list and programme separately They are not SIMPLY FORTES Er Ac Principal Toolbox 7 5 Functionalities 175 inherited from higher levels Tolerances can be set by a programme manger for the programme project list as a whole and for projects separately To set tolerances click Edit Tolerances on the programme dashboard Programme Collaboration Dashboard Properties Gantt amp Dependencies Documents amp Knowledge Models Archive Programme and Project Tolerances Set tolerances Enter the tolerances for the projects in this programme project list The default tolerances can be setin the first row For spe
260. nutes of meetings Here you can keep all of the meeting reports and appropriate documents 1 Go to the Project dashboard 2 Select Minutes of meetings under the logs 1 issue log Risk log Quality review log E Change log a Daily Action log A Lessons learned log Logs 3 Using you can add the minutes of the meeting with note you can add a note and with remove you can remove it again 4 Using the History and Update buttons you can look at the history of a document and with update you can replace an existing document see Updating a document 99 N SIMPLY FORTES Principal Toolbox 7 5 Functionalities 102 Documents files links text Name Description Revision pending_timesheets xis Minutes of Meeting 1 Drag documents here or click to add Documents files links text Name Description Revision Drag documents here or click to add Minutes of meetings 3 2 1 4 5 Issues risks quality reviews and lessons learned Within the Principal Toolbox all possible log items issues risks quality reviews changes lessons learned can be logged through the different logs available on the project dashboard On all logs custom fields can be defined with the add on Custom fields 237 Only the basic functionality is explained in the manual The logs available within the Principal Toolbox are e Issue log 103 e Risk log 104 e Quality review l
261. nutes of the meeting Models 13 Move products 70 Move stages 73 Move work packages Moving project 123 Moving project model N Navigation 9 New portfolio 39 Non project activities Non project activities 0 Outdated license key Owner 18 82 P Participant 82 PDF 7 Permissions 18 Person details 242 Personal view 23 Plan 80 Plantab 78 Planning products 76 Portfolio 7 Portfolio management Primary 143 101 179 74 123 147 147 234 239 34 Principal Toolbox settings 233 Product based budgeting 84 Product based planning 72 Product breakdown 70 Product breakdown structure 70 72 Product page 81 Programme 7 Programme dashboard Programme manager Programme reader Progress Planning 16 18 18 90 Project based budgeting 84 SIMPLY FORTES 255 Project board member 18 Project dashboard 64 Project management 68 90 111 Project management products 65 Project manager 18 Project model 30 122 Project plan 70 76 Project planning 68 Projectteam 82 Q Quality review 105 183 R RAG indicators 22 65 Removal of projects 112 189 Rename products 70 Report 95 173 Reports overtime 198 Requesting resource 89 152 Resource allocation 141 Resource availability 148 Resource management 89 141 Resource manager 141 Resource pool 142 143 Resources 82 Reviewer 18 82 Risk log 104 182 Roles 18 RIF 94 172 S Search 27 Secundary 143 S
262. o Search Rob van Noortsingel Help Setup Options t User Login Settings License key and updates User administration settings lem status Customize the following settings by clicking on the edit button To save any changes click OK or click Cancel to return to ac hin g User Login Settings Settings Translate mode Setting Login type Multiple user domains Password expiry time in days O is no expiry Maximum incorrect login attempts 0 is infinite Lockout duration O is infinite Mix upper and lower case letters in passwords Use special symbols in passwords Use numbers in passwords Allow users to reset their password User login settings These settings can be changed Password expiry time in days Maximum incorrect attempts Lockout duration Minimal password length Mix upper en lower case letters Use special symbols in passwords User numbers in passwords to the curren it se tti ngs S z I a lt o awo p D a y rincipal Toolbox authentication Form Login This is the time in days a password is valid After this date the user has to enter a new password 0 is no expiry Number of login attempts before a user account is locked 0 is infinite Number of minutes a user account stays locked 0 is infinite the administrator can reset a locked account The number of characters a password should consist of Enforce the user of both uppe
263. o communicate with Principal Toolbox Ways of composing reports and views How documents templates are managed How issues and risks are registered and monitored How to use the hours entry module 3 2 1 4 1 Progress Planning You are able to get an easy overview of the progress of the project on the project dashboard Immediately visible are e delayed and finished products e the number of issues risks etc within your project and per product or work package e deliverables added to products etc On the dashboard Products 4 Edit Project Plan Set Baseline t z Fase 2 Ideas Owner Start Draft Checked Final P O R a o fA 2 1 Opzetten projectadministratie Etienne Krame S 01 Jul 2013 2 2 Opstellen BRD 02 Jul 2013 02 Jul 2013 2 3 Opstellen Project Charter 03 Jul 2013 04 Jul 2013 2 4 Go No Go project Etienne Krame 07 Jul 2013 10 Jul 2013 Planning on the project dashboard e Planned dates set on today or before today are shown in red e If the final planned date lies before today a red dot appears to the left of the product name e Finished milestones are marked with a tick v If the final milestone is ticked off the tick is shown to the left of the product name On the Gantt chart Week 26 Week 27 Week 26 gt 24 Jun 2013 01 Jub2013 08 Jul 2013 JETS MTWTFSSMTWAWTtPrF SF SMT AT FS 5 Fase 2 Ideas Lae 2 1 Opzetten projectadministratie 2 2 Opstellen BRD 2 3 Op
264. o identify the list of projects for the portfolio dashboard A common scenario is to have the dashboard owner someone that coordinates the portfolio management setup or an administrator By setting the correct dashboard filter other users can see the information they SIMPLY FORTES Principal Toolbox 7 5 Basics Principal Toolbox 20 Dashboard manager Dashboard managers cannot alter the dashboard filter but otherwise have full permission except to edit project information as a portfolio dashboard is used for viewing reporting Dashboard managers are allowed to create views reports etc portfolio dashboard but cannot define additional reports Dashboard reader Dashboard readers only have viewing access to the Roles within projects Project Manager and Project Support Project Board members Executive Senior User Senior Supplier Team member Reviewer Manage all information within own project Edit project plan planning logs etc Edit project team Set the general status of own project Modify lay out project dashboard Read all information within a project Add issues to the issue log Read all information within a project except project costs information Add issues to the issue log Add deliverables documents to a product Add new log items issues risks changes actions quality reviews related to the product Editing all product specific and custom fields Add deliverables docu
265. oard Report To notify the stakeholders save the report and click and select the stakeholders that you want to notify Notify Stakeholders x Name test Last sent on Recipients q Available Users Q Selected Recipients Gideon Teerenstra Add Remove Notify Stakeholders Cancel SIMPLY FORTES Principal Toolbox 7 5 Reporting 231 Notification selection screen The notified stakeholder can now view the report on his own device through the application The Dashboard Report in the iOS application Note that the reports are dynamic and you can set filters for example at the gauge widget to any desired value SIMPLY FORTES Principal Toolbox 7 5 System Administrator Configuration amp Settings 232 5 1 System Administrator Configuration amp Settings The administrator can simply control the Principal Toolbox via the Configuration and the Settings In order to access the Configuration you need to click Setup in the dark blue header of the Principal Toolbox application and select Configuration To access the Settings you need to click Setup in the dark blue header of the Principal Toolbox and select Settings These functions are initially only available to users with administrator rights A j FORTES A Notification Search MyAdmin Administrator Help Setup a N Settings 7 Search MyAdmin Admir Options Principal Toolbox Options t License key and updates El Pri
266. ocation A Remaining A Available Save Cancel By Atioc ated gt Available Allocated lt Available t Quick fill Clear Start Date 19 Mar 2015 Unit Hours 12 16 03 13 23 03 14 30 03 15 06 04 16 13 04 17 20 04 18 27 04 19 04 05 20 11 05 21 18 05 22 25 05 23 01 06 240 Resources gt NPA Primary Skill Allo Ren Ava Allo Ren Ava Allo Ren Ava Allo Ren Ava Allo Ren Ava Allo Ren Ava Allo Ren Ava Allo Ren Ava Allo Ren Ava Allo Ren Ava Allo Ren Ava Allo Ren Ava Allo gt Beb Froon CC Applicatiem Bob Tillema SAP Retail Appl gt Gl Coen Miert van SAP Logistics A gt Dick Kriets Resourcemana 22 i Gerard Gerrits DWH Applicatie gt Hans Corman CC Applicatiem gt H Joost Brink van den SAP Retail Appl gt Marcel Horst van der CC Software De gt Marcel Looijkens Functioneel DB Mari t Ridderikhof SAP Retail Appl Marjan Verhage SAP Groothand gt H Stefan Gils van SAP Logistics A gt E Willemijn Puyn Testco rdinato gt 4 gt Adding non project activities 4 To allocate a resource to non project activities a Add a new row for the resource that needs to be assigned to non project activities by clicking on the sign in front of the resource s name A new row appears with a blank activity field b Click on the blank activity field and select the right non project activity c The hours to be allocated to the selected
267. oesn t work Pack Project Offline window hangs while message Processing please wait is displayed Can t download the MS Project Client add in Functions in drop down menus won t work E No pop up windows are opening while clicking links On the Tools menu click Internet Options Open the Security tab and click the Custom level button In the ActiveX controls and plug ins section set Script ActiveX controls marked safe for scripting to enabled make sure there is no other script blocking software active On the Tools menu click Internet Options Open the Security tab and click the Custom level button In the Scripting section set Active scripting to enabled On the Tools menu click Internet Options Open the Security tab and click the Custom level button In the ActiveX controls and plug ins section set Initialize and script ActiveX controls not marked as safe for scripting enabled On the Tools menu click Internet Options Open the Security tab and click the Custom level button In the Scripting section set Active scripting to enabled On the Tools menu click Internet Options Open the Security tab and click the Custom level button In the Downloads section set Automatic prompting for file downloads to enabled On the Tools menu click Internet Options Open the Security tab and click the Custom level button In the Miscellaneous section set Use Pop up Blocker to disabled make sure there are no other Pop up blo
268. og 105 e Change log 107 e Daily Action log 108 e Lessons learned log 109 Note An issue risk etc can initially be created on project level but after examination can be reassigned to a specific product or work package To assign an issue risk etc to a product or to change the product which is affected open the issue and select the appropriate product in the pull down menu at Product Note The owner of a log item are able to change all information of that log item The project manager and project support can change all information of all log items at any time Note As of release 7 0 it is possible to define a custom page layout on all log items Such a page layout is defined in the project model SIMPLY FORTES Principal Toolbox 7 5 Functionalities 103 Master Demo database gt Projectmanagement gt Collaboration gt Unified Communications gt Audioc onferenc ing gt Issue log gt 1 Bug found in version Issue 1 Bug found in version 7 5 Properties History Description Bug found in version 7 5 Owner Dick Kriets Type Issue Creator Rob van Noortsingel Status Create Date 19 Mar 2015 Priority I Product Plan item Due Date 05 Apr 2015 Remarks Decision Open Standard fields Deadline Topic Actions pa Open Actions Nr Name Description O Owner Related To Due Date Remarks by Owner Discussions Creator Date Message Documents files links text ofa of Note Name Descri
269. oject Gantt Changetype Stage Sprint Epic User Story Bug Deliverable Activity A Backlog Q search ri k et gt co ah Ga No Baseline X Set Q Default X few v All items Apr 2014 May 2014 Jun 2014 Jul 2014 Aug 2014 Sep 2014 Oct 2014 a Name E NS PSO ST ET CRS PT RT Sa A TY RS ME E VSP ST ST A ES E TS ABS eS A EAS 2 PBs S MASS LO are i Name Owner Start Planned Mar 2014 Be Agile Project Gideon Agile Project Gideon 10 Mar 2014 j Pre project 10 Mar 201 Startup y 19 Mar 2014 p Feasibility 4 19 Mar 201 e Foundation 04 Apr 201 Exploration amp Engineering z 21 Apr 2014 i ot semble backlog 7 21 Apr 201 05 May 20 05 May 2014 05 May 20 08 May 20 13 May 20 HEE H 19 May 20 29 May 20 09 Jun 201 09 Jun 201 N LLL OORLLS CANG JHC Jie die I GG oie Oe i OG SG IG DG IG OG DG OG OG Di iG i Oi iG EG OG IG a 23 Jun 201 Agile Project Gantt and Sprint planning While working with the Agile PM there are some essentials to note The throughput time of user stories can be set independently from the duration of the
270. oject activity sets 1 In the dark blue bar in the top click Setup and navigate to Configuration 2 On the left side of the screen you will find Configuration click Manage Non project Activity Sets 3 Click on New in the section Non project activity sets to create a Non project Activity Set a FORTES Y a Goto Search Rob van Noortsingel Help Setup Configuration Options t Manage Non project Activity Sets Principal Toolbox Non Project Activity Sets ri AllNon Project Activ View Portfolio Management Classic Project Migration A KA Notifications Name Objective Hours Budget Hours Actual Costs Budget Costs Actual SEE Fort NPA s Fort 0 00 40 00 0 00 0 00 Pack Project Offline aa ore y a Com Management NPA s for Aloc Management 0 00 0 00 0 00 0 00 niet productief 0 00 0 00 0 00 0 00 Non project activity set Den Haag 0 00 0 00 0 00 0 00 PMO NPA s van het Project 0 00 0 00 0 00 0 00 Management Office Non project activity sets on the Setup page 3 Then fill in the following information Name Name of the non project activity set Objective Objective of the non project activity set SIMPLY FORTES Principal Toolbox 7 5 System Administrator Configuration amp Settings 235 4 Click OK to create the non project activity set 5 When the non project activity set is stored it will appear in the listing of Non project activity sets
271. oject or user specific views The settings for the global views can be modified by the system administrator The settings for the local and personal views can be modified by the user who has created the view and the system administrator SIMPLY FORTES Principal Toolbox 7 5 Basics Principal Toolbox 26 Manage Views Manage the list of available views The following view types exist Global Views can be used by everyone everywhere Only system administrators can adapt these views Local Views can be used by everyone on this location System administrators and coordinatoren can adapt these views Personal Only you can use and adapt these views Views are available everywhere Personal Views Remove Export Import Name Remarks by Owner Creator Published Hidden Local Views Remove Export Name Remarks by Owner Creator Published Hidden Global Views Remove Export Name Remarks by Owner Creator Published Hidden Dashboard Liza Marie van Esch 23 Sep 2010 Builtin Views Name Remarks by Owner Hidden All projects v List of views 3 To modify a view click the name of the specific view The built in views can be hidden from the users of the Principal Toolbox helpful for views defined only for reporting purposes To do so click the specific view and place the tick mark 4 General and local and personal views have some more options that can be defined Name To change the name of the view Remarks Add remarks to the spe
272. oject team it is necessary to upload it in the Principal Toolbox see the next section Adding documents 98 N SIMPLY FORTES Principal Toolbox 7 5 Functionalities 96 4 Status next period 4 1 Status Work Package 4 2 Products to be delivered rome Farce a ichard de Groot 28 Feb 2013 oT e He RiFeb2013 D0 __ G PS Feb 2013 44 00 _ ihiihi Repon 23 Feb 2013 0 00 a e ie Feb 2013 D0 Highligh ung HightightRepors ung dilao _ is Feb 2013 D00 Next Stage Authorisation ohn Edwards 15 Feb 2013 D00 Helpdeskonzetien porezm3 po Rasen FAQs ist hefe po fee Oo osre pooo EheigontRepons frreo z0rs p JfeamPlan__________ ____ p3Feb 2073 0 00 Stage Pianupdae 22 Feb 2013 D00 Next Stage Plan Petercoe foFeb2013 p00 EndStaoeRep O reo ooo E ProjectPlanupdate O O pma pooo O Wild D gt 0 14 Hoofdpu ort Co ibility Mode Microsoft Wo o x File Home Insert Page Layout References Mailing Review View _ Add Ins Acrobat ag JA haere d ESE 4 H Find v B u o Aare B E 2 T 4aBbCcE AaBbCcDe AaBbCcl M X al Re place ras Z zZ te pN e na B abe x x ay Besse j as Emphasis Normal Strong afes ee Clipboard Font Pi m Editing ee ae Page 6 of 7 Words 630 lt B Dutch Netherlands See Automated reports 201 for more information 3 2 1 4 3 4 Setting tolerances Tolerances are used to monitor project status At
273. olio for every business unit or regional department in your organization or a portfolio could consist of all SIMPLY FORTES Principal Toolbox 7 5 Functionalities 40 projects that contribute to a strategic objective of your organization Defining a new Portfolio 1 Navigate to the Portfolio Management module in the dark blue header on the top of the screen In the main window the Portfolio Management module is displayed with three tabs Dashboard Archive and Models The tab Dashboard is opened by default 2 Click on the dashboard to define a new portfolio A popup window will appear in which de details of the new portfolio can be entered Portfolios Archive Create Model All portfolios gt View v Name Status Portfolio Manager s COLLABORATION e Bob Hotho Gabor Vis van Heemst Rob van Noortsingel The goal of the collaboration programme is to standardise our way of working and find strategic partnerships within the telec ommunic ation branch OPERATIONAL EXCELLENCE es Liza Marie van Esch Sub Portfolio Operational Excellence Portfolio listing 3 Click OK You will now return to the portfolio dashboard where all portfolios are listed including the new portfolio you just created 3 1 2 2 2 Portfolio items When opening the Portfolio Management module which is found in the top blue bar at the top of the screen an overview of all portfolios is shown Click on the name of one of the portfoli
274. olio management dashboard Steurvis Hans Spread Import Export Archive By clicking the ideas widget or the new tab Ideas the page refreshes to the list of ideas SIMPLY FORTES Principal Toolbox 7 5 Functionalities 36 aq F O R TE S w A Portfoliomanagement Portfolio Management Q Search e Rob van Noortsingel Help Setup Dashboard Benefits Ideas Archive FORTE s gt Portfoliomanagement Portfolio Management Q Search e Rob van Noortsingel Help Setup Dashboard Benefits Ideas Archive Ideas by IT for Green KPI Score w amp N N Ideas 1 Name Owner Objective C Automatic garbage dispenser Albert Swank Get rid of garbage faster and more efficient _ Default prototype Erik Aalbersberg Create default prototype for all new functionalities C ERP implementation Bob Hotho Implement new ERP system C Goed idee Bob Hotho Doelstelling g Hosted werkplek Goedkope werkplek in de Cloud C idee1 Bob Hotho C idee2 Bob Hotho C idee3 Bob Hotho C ideen All Customers complete lijst initiatieven All Customers duidelijke budgettering C New process Erik Aalbersberg Reduce costs List of ideas Configure 6 4 All ideas v View v Ideas can be added removed 1 and edited 2 as is common within the Principal Toolbox By clicking an idea the details are opened and can be edited The page layout of the ideas is set by usi
275. on the programme and or portfolio dashboard If a report request is submitted to this project the project manager will typically see this page for the project with the request to update and publish the project information See portfolio reporting 45 for more information Note that the Single Sheet Project also allows for basic document management see document management 27 Apply model lf the project requires a more detailed planning the project can be converted into a full project by clicking the Apply Model button SIMPLY FORTES Principal Toolbox 7 5 Functionalities 121 Edit Project Convert this Single Sheet Project to a PRINCE Project by selecting a PRINCE model Select a Model Project Model Generic PRINCE2 Planning Model w OK Cancel Apply model for Single Sheet Project By selecting the required project model and clicking OK the project will be converted to this new project model Typically the project can now be planned in detail issues and risks tracked etc See classic or generic PRINCE2 planning 63 for more information SIMPLY FORTES Principal Toolbox 7 5 Functionalities 122 3 2 4 Managing project models In the Principal Toolbox all projects that are created are based on a project model A project model is an extensive template for projects It contains products templates added to these products lessons learned and automated reports This way it is possible
276. ons ccccecceeceeeeeeeeeeeeeeaeeeeeeeeeeeeeeaeaaaeeeeeeeeeeeaeaaaeeeeeeeeseaaaaneneeees 149 Managing resources on PLOjeCts ccccececeeeeeeee eee eeeeee aaa ee eeeeeeeeeaaaaaneeeeeesaeaaaaaaeeeeeeeseeaaaaaaeeeeseesaaaaaaennees 152 Requesting TOSOUIC CS asnctexcicnsiciseiisieviasuicneie devin scare snultmatinsotinc steals tantie oda deeadian dente setduaasseladisediouaeteueueestaednelssts 152 Panning Mee OU ee ca rds aden a nae pba ete nae ueoucla nailer E 154 Mobile Time ENE sacsccccteciaaccaticte ccecesteasectace domes AE a E naaa aAA AEAEE aaa NE EENE ERASAN 155 4 Agile Project Management Add ON cccceseeeeseeeeeeeeeeeeeeeeeeeeeeesneeeeeeeeeeeeneeeeeeaneensneeeeeeneoenenes 159 AOE POON c seseneqearersceavstedeunencssteteaes 159 Agie Proje Dashboard a caenec eaten teaneyeegeccinssireaniesttovawsce EnaA r rR Ra aaea aeie EEA aR RAREN aeni 160 Planning an agile projette siseses inini aeS Ea E A AEAEE RASES iai Enie REAREA eannan eR AEE 161 Defining a product backlog amp starting a SPFIN cccceeeeeeeeeeeeeeeeeeeeeeeeeeeeecesaeaaaaaaaaeaeaenseeeeseeeeeeeeeeeees 161 Assigning tasks on the task DOaId cccccccccccccecsceeseneeeeeeeeeseceeeeeeeeeeeeeeeeeeeeeceseseeaaeaeaaeaaaaescseseseeeeeeeeeeeees 162 Assignment of budgets hours and COStS cccseseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeceeesaesaaaaaaasaaaescseseseeeeeeeseeeees 163 Defining dependencies between Products eseeeeeeeeeee
277. operties section can be configured by pressing the Edit Page Layout button in the Layout section 4 The new window that appears contains three sections the new page layout left hand side the layout components right hand side top half and a list of the available fields and properties right hand side lower half The page components and fields situated at the right hand side can be dragged over the left hand side to build a custom page layout to be used in the reporting model SIMPLY FORTES Principal Toolbox 7 5 Functionalities 59 Change Page Layout Save Cancel Here you can change the page layout You can drop sections components and fields into the page layout section Default page layout deletes custom layout Custom page layout Layout Components Available Page Components Available Fields Baseline Current Baseline Final Page layout To add a new section drag one from the available sections on the right to the page layout on the left After that you can add fields from the available fields section From the available fields section click on a category title and drag it to the page layout to add a complete category of fields as a new section To remove a section click on it s trashcan icon To remove fields simply drag them out of the section By dragging fields and page components from right to left a new page layout can be defined 5 Press the Save button to save the new
278. or and insert any remarks Functionalities 42 2 Review Team Portfolio Management add on Costs amp Hours Resource Demand Planned Start Draft Checked Final Duration In Working Days Planning Status n Streams a Workflow PMD check The Portfolio Management module enables the collection of initiatives and a subset of an organisation S projects and programmes Additionally the module provides functionality to monitor progress of the projects and programmes within the portfolio and to generate various portfolio related reports Various portfolio s can be created in order to get meaningful collections of related programmes and projects e g a portfolio of projects that have the same sponsorship or all projects that contribute to the same strategic goal s To work with portfolio management the following activities are of importance Defining new portfolios 39 Administering portfolios 42 Managing portfolios 45 Creating a portfolio model 57 SIMPLY FORTES Principal Toolbox 7 5 Functionalities 35 3 1 1 These subjects will be covered in the sections below Registering ideas As of release 7 0 it is possible to register ideas within portfolio management The ideas allow to collect any idea for projects possibly contributing to benefits 53 without the need of starting an initiative within a portfolio By doing so selections and app
279. organisations there often is a need to define custom fields such as for example project costs SAP numbers and project codes or there is the need to have extra fields on for example the logs the product page or a programme level With the Principal Toolbox you are able to define these fields These fields can be used for defining custom views and reports 1 Go to the Configuration page by clicking on Setup and Configuration 2 Click the link Customize fields Then you select the item where you want to add a custom field You can define custom fields on Action Allocations Benefit Change Cost Hour Entry Issue Lessons Resource Programme Project Projects learned list Enterprise Resource Pool Quality Risk Product Work package Stage Portfolios Overview w O O 3 Click the specific item to define a custom field Click to define a custom field E Y A Go to Search a Rob van Noortsingel Help 7 Setup Benefit Custom8 Edit custom field Available for use L The field name should only contain alphanumeric characters spaces and or the following special characters _ amp Name Custom 8 The order number is used to sort fields within their categories on detail pages Order Number 0 Category Enter a new category name Or choose an existing Category Y The abbreviated name is the used field name when categories are displayed Abbreviated name Custom 8 Description Visibility W Show on property page
280. ort Drag these keywords to the appropriate locations in Document Document creation date Document creator author Enterprise Organisation Program Support Programme Manager Programme Reader Standard fields Description ID Name Keyword list 5 Go back to your template in Word Look up the position where you want to paste the keyword Pasting can be done in two ways a By selecting Paste in the Edit menu b With the shortcut key CTRL V 6 Finish the automated merge report and save it as an RTF file a Choose Save As in the File menu b In the dialogue choose an appropriate folder for your template c At Save as type choose Rich Text Format rtf d Click Save to save the template a G 2 B Desktop gt 7 Organize v New folder w Y Templates 2 r Libraries Mm System Folder Fr Favorites EE Desktop Erik Aalbersberg System Folder r Downloads A Computer e System Folder E Recent Places Ea Documents a Music paea System Folder i Pictures 2 File name Highlight Tour Save as type Rich Text Format Authors Erik Aalbersberg Tags Add a tag 7 Go back to Principal Toolbox To upload the merge template in the Principal Toolbox click in the Templates section in the Edit Automated Reports window or on a product page Fill in the following information SIMPLY FORTES Principal Toolbox 7 5 Reporting 206 Description This will be the title of the report shown on the
281. orts and documents can t be downloaded Miscellaneous Use Pop up Blocker Disabled Internet Explorer blocks the Edit name for new item dialog after adding the first product on the Edit project plan page when enabled On maximum security this includes all pop up windows even those that provide necessary functionality such as the calendar pop up for choosing a date the help window and more Allow META REFRESH Enable Internet Explorer window stays blank after login when disabled Allow websites to open windows without address or Enable Internet Explorer will display a grey address bar in all status bars pop ups when disabled Submit non encrypted form data Enable When disabled Internet Explorer can t update changes in text fields Scripting Active scripting Enable Login button on login screen does not react Drag and drop in Edit Project Plan window won t work when disabled User Authentication Logon Automatic for logon When Single Sign On is enabled this setting allows only in Intranet zone to sent username and password over the intranet Other problems might be related to the use of virus scanners firewalls or browser add ons like the Google toolbar which also has pop up or script blocking Consult your software documentation on those products for details on how to configure them to allow pop up windows and scripts from the Principal Toolbox 1 4 Navigation The Principal Toolbox is a web based application in which n
282. os to open it A portfolio contains portfolio items of which there are various types e Initiative a business idea that may well be turned into a project in the future e Single Sheet Project a simple type of project without detailed plan e Project a standard project with a plan which is managed using the project management side of the Principal Toolbox A portfolio item can be used to store management information like the budget information about resources planning information and the goals of the project How to create a portfolio item is explained in this section Creating portfolio items 401 Each type of portfolio item has its own icon Initiative 5 Single Sheet Project Project s 3 1 2 2 3 Creating portfolio items From inside a portfolio new Ideas Single Sheet Projects and regular Projects can be created which become part of that portfolio A regular Project that is created and started from a Portfolio will automatically appear as a project on the Project Management side of the Principal Toolbox However a Project that was started from the Project Management module will not automatically be associated with a Portfolio To put a link in place between an existing Project and a new Portfolio item please refer to Modifying the project reference 43 When using the Portfolio Management module it s good practice to always create and start projects from within a Portfolio This way it s guaranteed there s always
283. osure Lessons Learned Report i ee Follow on Action Recommendations e End Project Report i Project Decommissioning Start Planned Final Planned Percenta 07 Jan 2014 07 Jan 2014 07 Jan 2014 03 Feb 2014 17 Jan 2014 31 Mar 2014 22 May 2014 14 May 2014 23 May 2014 17 Jan 2014 25 Jun 2014 25 Jun 2014 25 Jun 2014 11 Sep 2014 03 Oct 2014 16 Jul 2014 10 Dec 2014 15 Dec 2014 16 Dec 2014 17 Dec 2014 19 Jan 2015 19 Jan 2015 19 Jan 2015 09 Feb 2015 04 Mar 2015 23 Apr 2015 26 Jun 2015 20 Jul 2015 20 Jul 2015 21 Jul 2015 24 Aug 2015 24 Aug 2015 24 Aug 2015 31 Aug 2015 31 Aug 2015 12 May 2014 01 Sep 2015 19 Feb 2014 24 Jan 2014 19 Feb 2014 17 Oct 2014 15 May 2014 25 Jul 2014 06 Jun 2014 19 Aug 2014 17 Oct 2014 17 Dec 2014 05 Dec 2014 10 Sep 2014 02 Oct 2014 05 Dec 2014 12 Sep 2014 12 Dec 2014 15 Dec 2014 16 Dec 2014 17 Dec 2014 21 Jul 2015 14 May 2015 06 Feb 2015 03 Mar 2015 22 Apr 2015 14 May 2015 17 Jul 2015 20 Jul 2015 21 Jul 2015 01 Sep 2015 28 Aug 2015 01 Sep 2015 13 May 2014 Different colours for different planning types Indication of potential problems On the project dashboard dates are default depicted in black If a date is either today or in the past it is shown in red to draw attention In front of the product names indicators show potential problems 8 52 100 0 0 0 0 0 0 0 17 18 51 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
284. ov 2011 14 29 46 James is not available next week 10 20 46 r OK Annuleren Discussion log on projects 3 3 2 4 2 Managing resources on projects Using the Principal Toolbox resources can be requested to work on projects Requests can be submitted for the project as a whole or by individual product When done by individual product it s called a demand rather than a request Depending on the organization s requirements one of these planning processes can be chosen or a hybrid model can be used 3 3 2 4 2 1 Requesting resources Before a project manager is able to request resources from a resource pool a pool or multiple pools have to be linked to the project 1 Go to the project and click on Resource Management tab 2 Click on Edit Resource Pools A pop up will appear where you can link a resource pool to a SIMPLY FORTES Principal Toolbox 7 5 Functionalities 153 project Edit Resource Pool s Select the resource pools that this project will request resources from Pool References Resource Pool s Q Available Resource Pools Q Selected Resource Pool s A amp I Development A amp l Operations External Fortes Add t Remove OK Cancel Add a resource pool to the project 3 By using the gt the project manager is able to add more resource pools Dragging pools is also possible 4 Click Ok to save your changes The project manager is now able to request resources f
285. ox 15 FORTES gt Poemes a Sea Pryecimanagement Edil Proper les Das boacd Documents amp Knowledge wodels wut hive ff Automated Reports i EJ Pojeli Welcome to the project and program management location EJ Poplin Il Reports SOQ TNCs Pro ces iets Hera you tan ated al programmes and projet t within your organesiion Fon jects k alec provides the opporucty to cresie an overall report in ihis informacion S0dueS Plan tens Saia Programmes Project lists Risks i rt 4 tons Pro non me Manager LMS It Fees a Collaboration RWI Petar e Programe Caolahnorakran hargat Q pealional Excellence i Eme rame Anes Programe Cpcrotenadl baomicnes sune leari ed tiderna BSE Fesur us enat fl auri nN es Se DEY cles Sener Rese ctiee clipe Enterprise dashboard 1 Tab pages The tab pages are standardized on the enterprise dashboard The name of the tab page indicates the content of the page SIMPLY FORTES Principal Toolbox 7 5 Basics Principal Toolbox 16 Dashboard This is the main default page Documents amp Knowledge A folder structure can be created here where files of any format can be stored and shared Lessons Learned This tab shows all lessons learned from all unaer ying projects only visible when configured see Principal Toolbox 23 configuration Models An overview of the project models on the enterprise level Archive Archived work
286. product Check the mouse pointer it must show a black line e Change the order of products by dragging them to the right position e To change the hierarchy use the arrow buttons in the right hand corner Be sure to be on the specialist tab Specialist Management Work packages Product Breakdown a A Project eindproduct Product 1 e Detail Ontwerp Project Contract 2 3 Acceptatie gebruikers Product 2 E SLA DAF en DFA definitief make 9 2 Gereed zetten imolementatie acc Product Breakdown Move delete and rename products e The order of the products in the list can easily be changed by dragging the specific product to the correct location e To remove a product from the product breakdown click the product and drag it to the recycle bin e To change the name of the product double click the product and change the name How to assign products to stages and work packages is described in the next sections 3 2 1 3 2 2 Graphical view of the product breakdown After editing the product breakdown a graphical overview of the product breakdown is shown on the tab Product breakdown in your project 1 Go to the tab Product Breakdown 2 On the left Breakdown representation you can select the view Graphical All products A view similar to the view beneath will be shown SIMPLY FORTES Principal Toolbox 7 5 Functionalities 73 a FORTES N Projectmanagement Unified Audioc Search Qe Rob van
287. project manager s to approve hours No mM r ences Allow project manager s to configure hour rates No No Y Manage Resources per resource n Support for Activity Planning No Yes v Exclusions for PM approval Manage time sheets OK Cancel Manage Time Entry Configurations Manage entries Manage Non project Activity Sets Resource Allocation Customize fields Approval entries Advanced Configuration Enable Support for Activity Planning 3 Go back to the Time Entry module 4 Click on in the header Time Entry Configurations to create a new time entry configuration SIMPLY FORTES Principal Toolbox 7 5 Functionalities 131 Add Time Entry Group Edit Name and Description Name Description Select Members Available users a Ad Supley Albert Swank All Customers All Partners Ashfaque Chowdhury Berend Tel Bjorn Grob Bob Hotho Bram de Wuyst Cindy van Kerkwijk Danielle van Rieoijen Dick Kriets Doug Gore Eduard van Zeeland H Reader Fortes User group Gabor Vis van Heemst Hans Spread Henk Dani l Henny ans Jan Willem Boots Johan Steurvis John Mite hell Jon Wright T r Time Entry Configuration Configuration Algemeen T Minimum hours per time sheet 0 00 Non Project Activities Non project activity sets Fortes Management niet productief _ Non project activity set Den Haag PMO DK Cancel Time Entry Configuration with plannin
288. ption Mal Highlight_Moport rtf On the product page Highlight H c port Revision rag Published Publisher deum O70 2 To generate a report with the project actuals click the name of the report at the heading Automated Reports or at the product page 3 After the report is opened in a new screen it can be altered and then saved In order to make the report available to the project team it is necessary to upload it in the Principal Toolbox see the next section Adding documents 98 was oo SG Hootdpuntenrapport Compatibility Mode Microsoft Word S File Home Insert Page Layout References Mailings Review View Add Ins Acrobat a B H Arial 1 A a Aay EERE 2b T 4aBbCcE AaBbCcDe AaBbCcl JA A ee P s IZ U abe x x w A BE SB fs Be iH Emphasis T Normal Strong ae ge Ly select Clipboard amp Font m Paragraph z Styles 3 4 Status next period 4 4 Status Work Package 4 2 Products to be delivered Hours paser er __ntake cesprekmeteindaebruikers Richard de Grootpe reb 2013_ 2715 ng aangepast 27 Fo52013 po getes nstlate e Fe a0 FiohightRepot prre poo Go7Nogo o fomo preb D00 Maenu Cd hre po E _HiohiiohtRepors Ponodtao fSFeb203 D00 Next Stage Authorisation John Edwards 15 Feb 2073 000 Helpdeskonzetten porezom po RasielienFAGe i f pereas poo fe Ooo Feo pooo i heckpoint Renos j hoream po ffeamPlan ooo oo faFeb 2013 0 00 Stage Pa
289. ption Revision Published Publisher Drag documents here or click to add Adding an issue History log For every log item there is a history tab available This shows history information for tracking who has done what issue 1 Bug found in version 7 5 Properties History Person Date Object Action Change Rob van Noortsingel 19 Mar 2015 1 Bug found in version 7 5 Create History tab for an issue Discussion messages on log items On a log item it is possible to add discussion messages On these messages the author and date is registered Discussions F Creator Date Message Here you are able to start a new discussion 3 2 1 4 5 1 Issue log Issues can be created in two ways by clicking Issue log on the Project dashboard or by making a new issue from a product on the product page In the second case the issue will automatically be related to the specific product 1 Go to the summary page of a product 2 Now click the tab Logs 3 Click in the blue Issue listing bar Then fill in the following information SIMPLY FORTES Principal Toolbox 7 5 Functionalities 104 Issues ap ri Copy Mowe Fa t Open issues View Description Give a description of the issue Type Choose the type RFC Off spec Question Concern or Issue Status Give the status of the issue Priority Decide the priority of the issue Due date When does the issue need to be resolved Decision The decision
290. quirements report External o 28 Apr 10 16 Apr 10 Next Stage Authorisation Full roll out Roll out 1 25 Apr 10 19 Apr 10 Updated user documen 2 day s 2 day s Highlight Reports WP new Computer hardware pur Baselines on the Gantt 3 2 1 3 4 Product page Every product which is defined has a standard product page In order to consult the detailed information concerning this specific product you click the product name in the project dashboard SIMPLY FORTES Principal Toolbox 7 5 Functionalities 82 Master Demo database gt Projectmanagement gt Collaboration gt Unified Communications gt Audioconferencing gt Fase 4 Build Test gt 4 2 Testen gt 4 2 2 Review Product 4 2 2 Review General Logs Dependencies Costs amp Hours Resource Demand Name 4 2 2 Review Planned date Actual date Description Start 06 Jan 2012 12 Sep 2011 Owner Group Team Draft 2 Owner Checked anaes 7 Final 11 Jan 2012 1250p A0 Participants Duration In Working Days 4 00 Priority Planning Status Mandatory va Agile Priority 0 Streams Story points 0 00 Workflow DoR Code review PMD check Documentation Helpful Text Deliverables Ga s Note Name Description Revision Published Publisher Approval Status Review Requester Drag documents here or click to add Templates sp Note Name Description Revision Published Publisher Merge Template Drag documents here or click to a
291. r more resource pools Note before assigning users as managers or readers to a resource pool they first have to be listed as a Resource Allocation Member Assigning and removing users from the resource pool Changing properties of the resource pool Assigning and removing Non project Activity Sets from the resource pool Defining resource availability Allocating hours against projects and non project activities Read access to the resource pool This includes read access to all allocation requests time allocations and availability data on the applicable resource pool Has the following rights within all Time Registration groups e Assigning and removing users from the Time Registration groups Changing properties of Time Registration groups Managing Non project Activity Sets Creating and changing Time Registration configurations Reading and modifying of the time sheets of all users Has the following rights within all Time Registration groups Access to all Time Registration groups Read only access to the time sheets of all users Can be assigned access to one or more of the Time Registration groups Note before assigning users as managers or readers to a Time Registration group they first have to be listed as a Time Entry member Assigning and removing users from the applicable Time Registration group Modifying properties of the Time Registration group Managing Non project Activities associated with the SIMPLY FORTES
292. r 20 phe vf k Foundation 04 Apr 2014 18 Apr 2014 Exploration amp Engineering 21 Apr 2014 06 Aug 2014 a b Assemble backlog Apr 2014 06 Jun 2014 i Sprint 4 05 May 2014 16 May 2014 a op Sprint planning vf l User story 2 05 May 2014 16 May 2014 vf i Work item 1 05 May 2014 07 May 2014 Pe ae ee Work item 2 08 May 2014 12 May 2014 vf bee Work item 3 13 May 2014 16 May 2014 y Retrospective 1 Sprint 2 walking skeleton 19 May 2014 05 Jun 2014 2 oa Sprint planning wv i User story 8 22 May 2014 z User story 7 25 May 2014 Cost Summary q Financial Category Budget Planned Actual No data found Entering Budgets Costs Assigning resources Click the Mud button the edit the planning subtab Resources Enter Planned Hours and Actual Hours in the appropriate columns in the subtab Resources SIMPLY FORTES Principal Toolbox 7 5 165 Functionalities ai F O R TE S a A Projectmanagement 7 Agile projects Agile Project Gideon Project Agile Project Gideon Dashboard Properties Task Board Planning Resource Management Doc uments Reports Backlog Gantt Costs Resources Project Gantt me i Name Start Planned Final Planned Agile Project Gideon 10 Mar 2014 04Oct 20 j y i Pre project 10 Mar 2011 E 18 Mar 2041 y Startup 19 Mar 2014 18 Apr 20
293. r Administration page and by using the Edit and Remove buttons you are able to alter or remove information about a user As of release 6 5 the Principal Toolbox allows for user groups 243 as well Person details Besides the basic information for the user login there is an option to add detailed information per user resource 1 Go to the Settings page 2 Click the link User Administration A list of all users of the Principal Toolbox will appear 3 Click a specific user resource to add the detailed information 4 Now click Edit to insert the following information Company Name of the company Address Address of the company ZiP Postal Code ZIP Postal Code City City where the office is located Country Country where the office is located Phone Office phone number Phone home Private home phone number Fax Fax number Mobile Mobile phone number Birthdate Date of birth Gender Male or female Remarks Any remarks Calendar Calendars applicable to the user SIMPLY FORTES Principal Toolbox 7 5 System Administrator Configuration amp Settings 243 Person details First Name Erik User Name Erik Initials Password last changed on 18 Feb 2011 Last Name Aalbersberg Administrator v Email e aalbersberg fortes nl External Login Disabled T Default Hour Rate Company Address ZIP Postal Code City Country Phone Phone home Mobile Fax Birthda
294. r and lower case leiters Enforce the use of symbols non alphanumeric in each password like amp Enforce the use of numbers in a password The administrator is able to reset an account When an account is reset a new password is created by the system Go the User Administration and open the account to reset Email User Name Reset Password Password reset p colegifartes nl Peter SIMPLY FORTES Principal Toolbox 7 5 System Administrator Configuration amp Settings 246 5 2 3 5 2 4 System Settings Note this section is only relevant to system administrators This is an overview of the advanced system settings Normally spoken these do not need to be changed Some of these settings will only be shown when add on s are activated System settings Document storage location Location chosen All documents within the Principal Toolbox are saved and during installation coded here Default system locale English Default language settings for the all users Users cana personal language if setting Personal locale is set to yes First week of the year Week that contains Configure week numbering a minimum of 4 days in January ISO Personal locale No Users can a personal language if setting Personal locale is set to yes Link to Document empty Specify a URL to a external location which is used to add Management System a external document link a Po Application location default value Onl
295. r oe the st TI ki praana in test done 2 Story poi s define T Sacit of stut oter r har npa ah a amp Risk log Stream ies aaa cke Tia tend databas 2 5 a 5 2 Some vie kog have been set to switch between different approaches of priority MoSCoW Use them and apply some sorting on the j Q Quality review log Scan to aoa Gen oer 3 Feige plan ut dependency to their underlying child items In this the sprint planning can be created withou Change log ving de cided abou ril gt iar ce e sprints 4 aes within a sprint do not require planning in terms of start and end dates However they can be planned to manage dependen and or critic E Daily Action log pat opnar hie arpia gia A era hs in edit mode he la n E Ekai CAN lete cor More information How can configure and use the new Agile project model 112 Automated Reports 7 Product Checklist i Name Owner Start Planned Final Planned Apr ite f column the k fete 100 fal actual today e A Mii mi m mpi gt Lessons leare d log Ka P Fi x S x m Minutes of meetings 1 The remainder of the project planning is common to the gen ing possibilities in the Principal Toolbox Enjoy working with this eeting model es 2014 3 a 22 AS ENS at Agile project Agora 10 Mar 2014 03 Oct 201 Pre project 10 Mar 2014 18 Mar 201 ar 19 Mar 2014 18 Apr 201 p Feasibility 19 Mar 2014 02 Apr 20 04 Apr 2014 18 Apr 201 Foundation note a
296. rce Management Documents Reports Request amp Allocation Request Allocation Request or Planned gt Allocated Request or Planned lt Allocated Planned gt Request ty diw H 4w Start Date 19 Mar 2015 Unit Hours H 4w WH 12w 1216 03 1323 03 1430 03 1506 04 1613 04 1720 04 1827 04 1904 05 2011 05 2118 05 2225 05 2301 06 2408 06 2515 06 Pools gt Resources Skill Req Allo Req Allo Req Allo Req Allo Req Allo Req Allo Req Allo Req Allo Req Allo Req Allo Req Allo Req Allo Req Allo Req Allo z Filter by Filter by No data found Requesting resources on a project 4 To adda row in which a resource or skill request can be entered click on the sign in front of the appropriate resource pool To request a resource perform one of the following steps a To request a specific named resource select a resource name from the drop down menu in the resource name field underneath the appropriate resource pool Optionally select the skill that the resource is requested for in the drop down menu in the skill field next to the resource name field b To request a skill instead of a specific resource select a skill name from the drop down menu in the skill field underneath the appropriate resource pool The resource manager will allocate a resource with the desired skill to match the request 5 Click Save to save your changes This will automatically send new or changed requests to the Resource Allocation Manager 3 3 2
297. rds of which am a member includes my role as a dashboard owner Programmes Section Do not show programmes on my home page Show programmes of which am a programme manager includes view selector Show programmes of which am a member or a manager Projects Section Do not show projects on my home page Show projects of which am a manager Show projects of which am a member includes my role as a project manager Workpackage Section Do not show work packages on my home page Show work packages of which am an owner reviewer partic ipant includes view selectors Products Section Do not show products on my home page Show products of which am an owner reviewer partic ipant includes view selectors Activities Section Do not show activities on my home page Show activities of which am a participant Logs Section Do not show logs on my home page Show logs using full width of which am an owner includes view selectors Show logs using half width of which am an owner includes view selectors Editing Home page settings Tabs shown on your home page Your home page displays several tabs Depending on your organisation s license some tabs might not be available Here you can see e Approve Hours shows all hours from other users you should approve or disapprove e My Time Sheets shows all your time sheets when time registration is turned on Project management dashboard The Project management dashboard is th
298. re eee E EE eee eee 108 Cesson EEO ste sssuctebte tet aise setts cose seiveso ors orton cut T a sas 109 PIAS EVO A OE e A suas secsaad E E R E T E a S 111 Archiving a project modal sasse dei E A EEEE eaaeatoeagateaoanant 111 Removing projects and project MOEIS cesceeeeeseeeeeeeeeeeeeeeeeeeeeeeeeeeeseseeseeaenananaaaaaaaagedeeeeeeeeeeeeeness 112 Generic PRINCE2 Project ssssssssussnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nennen nnmnnn nnmnnn nnna nnen annann nanan 112 Raring a POCO eaen E E E 113 SIMPLY FORTES Principal Toolbox 7 5 5 PTI SOS e E E ie aasaaaasaiiend E 117 Panning Re OUE eimer eee Perens ene eer ince E eee ner eee ee ee een ee ere ee eee ee ee cee 118 DINGIS Sheet Projet sissa AEA aE aA haO aA 120 Managing proj ci MOGGNS smeska ninin inknn EnEn a RARA EEE EEEE EAA ARER sbunsnsesanasucskenuabuencuneaseneek 122 Eding Pro eci MOda saasina a E EA 122 CES AUG project modesina a aE E Ei 123 MOVIE proleti ModS Seea a AAE 123 Enr SOC E E E E gin E E E A eee Ages angeteiegeae 124 Order AGMIMISUALION sesisih hA a aea EAA ERES 125 3 MMe ERI 000R ee tect euce anes sectavancuvecvouegevaccdeessveleucaseedomsenauesvenuettowsenan 127 Generating submitting and approving time sheets ccccccceeeeeeeeeeeeeeeee nena eee ee eeeeeeeeeeeeeeeeeeeeaeeeseeeneeeenenananens 127 Creating a time entry CONFIQUIATION esssssecsecceceeeeeeeeeeceeeeeesessessdsedseceececeneaaeaaeaeeseeeeeeeeeeeeeeee
299. reate an automated lessons learned report at the end of the project The lessons learned can be from all areas of interest the project management method tools used good bad experience with suppliers etc SIMPLY FORTES Principal Toolbox 7 5 Functionalities 188 3 4 1 4 The report can published to allow the organisation to improve the best practices from among other things its project management Add valuable lessons learned to the project model s to have them easily available for project managers and team members 1 Go to the Project dashboard 2 Now click the Lessons learned log Logs 1 Issue log Risk log Quality review log Change log a Daily Action log m Minutes of meetings 1 Lessons learned log 3 Create a new lessons learned entry by clicking 4 Fill in the following information Name Name of the lesson learned Creator The creator is filled in by the tool Created Creation date of the lesson learned Filled automatically Remarks Explanation of the lesson learned 5 If more information needs to be added to the lesson learned a document or note can be attached Click or note in the blue Documents header to add a document or note 6 After completion of these actions click the Save button to save the new entry 7 To copy or move a lessons learned to another programme or project you can use the Copy or Copy Move Move but
300. recasts The financial overview is found in different places within the Principal Toolbox These are e The financials tab on each portfolio item e The financials tab on each portfolio which gives an overview of all portfolio items contained in the portfolio e The financials tab on the portfolio report which is found on the project once a report has been requested it s the information entered here that s used to populate the tabs on the portfolio and its items The financial overviews can be configured in many ways to suit different needs Please check Financial configuration 61 for more details on how to configure the financial overview E FORTES a A Portfoliomanagement COLLA Search Qe Rob van Noortsingel Help Setup Portfolio COLLABORATION Dashboard Properties Scenario Planning Financials Portfolio Gantt Documents Dashboard Report Archive The finance overview for the portfolio shows information on budgets actuals and commitments as well as the latest forecast The overview shows the financial information for the current financial period as well as the preceding and succeeding periods if configured The current period can be set using the Set Current Period function Note that the portfolio item totals summarise all available information no restriction on dates Finance 4 Portfolio Item Totals Preceding Period Current Period Time scale columns Succeeding Period Select colum
301. reciations can be performed before starting an initiative Note Ideas share the same custom fields as portfolio items and projects Additionally ideas have an owner who is allowed to edit extend the idea information FORTES A Portfoliomanagement Search e Rob van Noortsingel Help Setup Portfolio Management Dashboard Benefits Ideas Archive Ideas by Creator Configure Set Tite J Henk Dan 3 Ad Supley 2 All Partners 2 Erik Aalb 2 Albert Sw 1 Other 2 Welcome on the portfolio management Below you will find several portfolios A iff Automated Reports 7 Portfolios oP Archive Create Model All portfolios v View v Project Calender 5 l Name Status Portfolio Manager s F EJ Lean scenario Planning COLLABORATION Bob Hotho Gabor Vis van Heemst Rob van Noortsingel R rt The goal of the collaboration programme is to standardise our way of working and Il Reports find strategic partnerships within the telec ommunic ation branch Portfolios OPERATIONAL EXCELLENCE e Liza Marie van Esch Sub Portfolio Operational Excellence Custom Dashboards Benefits Custom Dashboards Archive All custom dashboar v View v Ideas P He Name Description Status Portfolio Manager s Portfolio Items Overall Dashboard Reed Elsevier e Steffen Rugtved Johan Products Plan Items Issues Risks Quality reviews Changes Portfolio Models Name Description Portfolio Model Indication of ideas on portf
302. red in the time sheet Select the option Auto Approve on Submit if the Department Manager doesn t need to approve the hours For more information about the approval process ppase take a look at Configuring the approval process 134 Create draft entries on request approval use this option if a draft entry needs to be created when requesting approval Approval 6 Click Save to store the time registration configuration 7 Now you can close this dialog by clicking Close Creating Planning Item Filters lt is also possible to create your own Planning Item Filter By creating you own filters you can determine which type of products should be pre selected of selectable 1 Click in the Time Entry Configuration on the tab Planning Item Filters 2 To create your own Planning Item Filter click on View Options and select Set Filter SIMPLY FORTES Principal Toolbox 7 5 Functionalities 133 3 3 1 2 FO R TE S D N Time Entry 7 Search e Rob van Noortsingel Help Setup 7 Time Entry Dashboard Archive time registration group contains a group of persons for time entry il Automated Reports f A time entry group must use a single configuration and any number of non project activity sets NPA sets NPA sets and time entry configurations can be modified and created in Setup gt Configuration Open weekstaten Time Entry Groups Archive All Time Entry Group View v Goedgekeurde weekstate
303. related leave blank when it is project related Remarks Remarks with regard to the quality review 5 Click the Save button to save your new entry 6 It is possible to add actions and documents to the quality review To add an action you need to do the following click behind Action listing and fill in the following information Name Name identifier of the action Description Description of the action Status Status open closed Priority Priority Due date When should the action be finished Owner Owner person responsible for the action Creator Who has created the action Related to Here a link to the quality review will be shown Remarks Any remarks status description 7 Click the Save button to save your new entry SIMPLY FORTES Principal Toolbox 7 5 Functionalities 107 3 2 1 4 5 4 8 By clicking or note behind documents you can add documents or notes with additional information to the quality review Quality review 1 Qually revere log ileri opert ss history Deru liens uak review log ni Desa EDT iz r tM ea ib Sich won Herein Prony T Lpeats Orte T Fdar 1 Dus Dals Poul Plan ien Methied Reine Rev eevee i ran iae r standard Tekis Pde i 7 Pope els Trumana Target Appeal Nate larget herea Lote L Aulual Flew Dals L cial Approval Laie La Resuli ACTIONS Hr Name Neseriptian ewer Related Te Tuc Tarte Ro
304. related portfolio model Use custom configuration Set Financial Periods Current financial period Starts on first of July v Time scale Per month Duration 1 v years Preceding financial period Show preceding period v Summarise all up to current period Yes ANo Succeeding financial period SIMPLY FORTES Principal Toolbox 7 5 Functionalities 63 Show succeeding period Iv Summarise all after current period Ono Time scale Per quarter Duration 2 v years Set Behaviour Configure how to work with the different financial types Choose behaviour of the type and in what level of detail the information should be shown for the current period Behaviour Level of detail current period Reserved Editable by portfolio manager not visible by project manager Single value complete current w Budget Editable by portfolio manager visible by project manager X Single value complete curent w Actual Visible by project manager and portfolio manager values are imported from time sheets v Per time scale complete current v Committed Not used v Per time scale complete current Forecast EAC Editable by project manager and published to portfolio manager v Single value complete current w Configure Forecasting Process Configure how to forecast costs within the projects of the portfolio Forecast start date This month Allow to override start of forecast start date on report request iv Set Financial Categories Use
305. report requests that were sent out Note it may be necessary to add the field Report Status as a column to the active view on the dashboard The status of the latest report request is identified by these icons x Report request pending hasn t been submitted yet vw The report request was received and the report has been submitted e Report request pending report submission is overdue SIMPLY FORTES Principal Toolbox 7 5 Functionalities 49 As soon as a portfolio report has been submitted by the project manager the data on the portfolio item is updated with the latest data as provided by the project manager Portfolio Items f Send report request Archive Save Version Move DA All Projects z View v Name Report Status Last Published On Current Stage Progress Status Programme B Cloud Computing Audioconferencing 10 Nov 2011 Fase 6 Closure DERD a Unified Communications Document Management 01 Nov 2011 Fase 3 Feasability Gg E e Enterprise Content Management Extranet DMZ Fase 1 01 Nov 2011 Fase 5 Deployment SEDE eo Unified Rollout Communic ations Extranet DMZ Fase 2 01 Nov 2011 Fase 2 Ideas B Unified Communic ations The dashboard shows the status of the report request 3 1 2 4 2 Financials Each portfolio can be used to generate financial overviews based on the individual portfolio items The financial overview gives insight into budgets actual and committed costs and the latest financial fo
306. rge template or normal document link to upload Please note that Word merge templates can be based on any document but must be saved in the RTF format Excel merge templates must be based on the basic template which contains required macro s Click on the Download Template button to download the template For a list of keywords click on the Keyword List button Templates mj Update Open as Template Download Empty Template Keyword List History Name Description Revision Published Publisher Merge Template EJ Projectist_ 7 xis Project list v1 0 25 Nov 2013 Erik Aalbersberg v EJ Projectiist_demo_ 2 xis Project listing 2 25 Nov 2013 Erik Aalbersberg v Drag documents here or click to add Automated reports page On this page click the Download Basic Excel Template button to download an empty template that can be used as a Start for creating the report template Instead of starting a new template an existing template can be used to modify if one is available In this case click the Open template button on the Excel template in the list Note Excel reporting is intended for Office 2007 as of release 6 5 For compatibility with Office 2003 an older version of the Excel template can still be used Download the old template here and add it manually to the desired location When the Excel template is downloaded following message is prompted by the browser Do you want to open or save Project_Reportv2 xls from asp fortes
307. rid on the portfolio reporting tab The financial forecast grid on the portfolio reporting tab Hours Allocation Receved from resource pools Planned Editable Actual mported not editable Time Entry Approval of project hours in timesheets by project manager s Configuration of hour rates per resource by project manager Time entry on project level only Customize page Remarks i ft Page Picture Geen bestand gekozen No Page Picture OK Cancel The order administration configuration of the project model After configuring the project model navigate to the project where order administration should be applied 1 Click to create a new order 2 Enter a description and select an owner 3 By clicking on the description further detail can be configured SIMPLY FORTES Principal Toolbox 7 5 Functionalities 127 3 3 3 3 1 Click to start editing the order On the Properties tab a Product Plan item can be linked to the order A Financial Category has to be assigned for every order This remains editable and can thus be changed when desired To edit the financials click the appropriate field in the Financial section A special editor opens This editor states on what dates certain amounts of costs should be processed In the example below on march 26th 2015 100 00 euros and 200 00 euros will be processed Committed and A
308. rom the resource pool 1 Ina project navigate to the Resource Management tab section Resource Allocation In the Request amp Allocation section a grid is shown with planned requested and allocated hours Blue cells indicate resource requests that are not yet fully fulfilled with allocated resources by the resource allocation manager Note The columns with planned requested and allocated hours can be toggled on and off by checking or unchecking the checkboxes directly underneath the header of the Request amp Allocation section Note If needed the timeline setting of the grid can be edited To do so click on Edit Timeline Settings Set the horizon and start date according to your preferences It is also possible to set the scale and unit 2 To assign one or more resource pools to the project only needs to be done once for every project or whenever changes are required click Edit Resource Pools in the Request amp Allocation header A popup window will appear in which one or more available resources pools can be assigned to the project 3 Inthe header of the Request amp Allocation section click Edit to start requesting resources for the project SIMPLY FORTES Principal Toolbox 7 5 Functionalities 154 q FORTES A Projectmanagement 7 Enterpri Agile Pr Search e Rob van Noortsingel Help 7 Setup 7 Project Agile Project Dashboard Properties Task Board Planning Resou
309. ropped to any document list For steps 2 and 3 the document is simply dragged with your mouse from your local computer and dropped on the listing Description and Revision Doc nr will not be set automatically but can be set afterwards using the update function You are able to open documents saved in the Principal Toolbox however you are not allowed to edit them In order to edit a document it is necessary to download the document After editing you have to add it as a new version Note Hyperlinks have the following syntax e internet addresses look like htto intranet organisation com documents example doc e links to document locations look like file o documents example doc When using links to document locations make sure all users have the same drive mapping Updating a document 1 Locate the document you want to update 2 To update the document with a new version select it and click Update Fill in the following information Description Standard description of the last version Revision Doc number New version number Filename Select the new version of the document with the Browse button Internet address OR fill in a hyperlink Internal document link Provide a document ID from a document at another location in the Principal Toolbox application The ID can be found in the document history This allows for a centrally placed document to be linked to from projects Update by updating only the original c
310. rs Change log Product Checklist Daily Action log i Name Owner Start Planned Final Planned Initial Baseline Start Initial Baseline Final Current E Jul 2014 H T 14 21 2A A Lessons learned log Generic PRINCE2 Planning Model 02 Jul 2014 02 Jul 2014 Project start up 02 Jul 2014 02 Jul 2014 M4 Minutes of meetings i i Project Mandate 02 Jul 2014 02 Jul 2014 i Project Brief 02 Jul 2014 02 Jul 2014 i Initiation Stage Plan 02 Jul 2014 02 Jul 2014 Automated Reports Edit i Initiation Stage Authorisation 02 Jul 2014 02 Jul 2014 Project initiation 02 Jul 2014 02 Jul 2014 e Initial Business Case 02 Jul 2014 02 Jul 2014 Project Initiation Document PID 02 Jul 2014 02 Jul 2014 see Next stage plan 02 Jul 2014 02 Jul 2014 m Project Authorisation 02 Jul 2014 02 Jul 2014 Part of the dashboard of the PRINCE 2 project model which is identical to a project dashboard eee eee ee lee It is possible to have multiple project models within your organisation So you can have a default PRINCE2 project model for general use and more specialised project models with specialised content For instance a project model for sales or for software implementation For these purposes you are able to build a product breakdown see the section about product breakdown 70 that matches most situations for these specialised projects When starting a project based on one of the models you are ab
311. rs Erik Aalbersberg Project Manager s Available users Peter Cole Add Albert Swank Arjan van der Laan Henk Visser Herman Mulder Ivo Rings Project board Peter Cole Jan Jansen Richard de Groot Jeroen van Barneveld Ruud Peltzer Ruud v Weerdenburg Add Theo van Wirdum Tom Maassen Yung Ji Lao lt Add Albert Swank Arjan van der Laan Remove gt Erik Aalbersberg Henk Visser Project Support Herman Mulder Remove gt lt Add Jan Jansen aS Jeroen van Bameveld John Edwards Peter Cole Richard de Groot Project Board Executive Ruud Peltzer John Edwards Ruud v Weerdenburg lt Add Samuel Davies Support Administrator Theo van Wirdum Tom Maassen Project Board Senior User Yung Ji Lao Erik Aalbersberg Remove gt Remove gt Project team members Samuel Davies Support Administrator lt Add Remove gt Project Board Senior Supplier lt Add Yung Ji Lao lt Add Remove gt Remove gt Project Assurance lt Add Remove gt User Group optional lt Add Remove gt Supplier Forum optional lt Add Remove gt Project Team Team Manager s Richard de Groot lt Add Remove gt Project Team Team Member s Herman Mulder Arjan van der Laan lt Add Ruud v Weerdenburg Remove gt Edit members limited role set Edit members all PRINCE2 roles 5 By clicking OK the project will be created Note Creating a new project c
312. rts can be created in the Principal Toolbox and both in Word and in Excel The Word reports offer more possibilities for editing after generating the report while the Excel reports offer more flexibility in working with tables It is also possible to use so called Timeline reports to show information over time The automated report functionality of Principal Toolbox has especially been designed to allow you to create and edit your own automated reports Note Automated reports within projects are available to project managers and project support On programme level they are available to the programme manager Note Normally automated reports will be provided with the project model s of your SIMPLY FORTES Principal Toolbox 7 5 Reporting 202 organisation It is possible however to create your own reports for your programme portfolio or project Principle of automated reports Automated reports use keywords that are replaced with data from the Principal Toolbox database This can be either simple content of fields like a project name and a start date or complete tables These tables are the views either pre or self defined at various locations in Principal Toolbox The keywords which include references to the views can be found in the Keyword reference When clicking a keyword it is copied to the Windows clipboard You can now pasie the keyword in your report template After saving the template on your system upload
313. rts to work the user must be online and have access to the Principal Toolbox The application only need to be configured once further authentication happens automatically The reports available through the application are created in the Principal Toolbox and can then be send for notification to different stakeholders These reports can be created by navigating to the appropriate portfolio tab Dashboard Report F O R TES a A Portfoliomanagement test Search e Gideon Teerenstra Help 7 Setup 7 Dashboard Properties Financials Portfolio Gantt Documents Dashboard Report Archive Empty Dashboard Report On the Dashboard Report tab you can create your own report made up out of widgets To start creating the report click m and click to add a widget Configure the widgets in the usual way For more information on widgets click here 215 After configuring the widgets it is possible to freely relocate and resize them SIMPLY FORTES Principal Toolbox 7 5 Reporting 230 a FORTES a A gt Portfoliomanagement gt test Q Search Gideon Teerenstra Help Setup test 8 Dashboard Properties Financials Portfolio Gantt Documents Dashboard Report Archive Bar Chart Fiter Configure j Gauge Fitter Configure i Status All values lv a Count projects Project Map ta Sel ee Configure rT Scatter Plot r Filter Configure i w as ingston upon Hull Ai Example of a custom Dashb
314. ructure with the Generic PRINCE2 Planning Model SIMPLY FORTES Principal Toolbox 7 5 Functionalities 116 Available buttons on the Gantt Following buttons are available on the Gantt planning 1 Remove selected planning items 2 Move selected planning items to the left 3 Move selected planning items to the right 4 Create dependencies between 2 products use Ctrl click Shift click or the v to select multiple products 5 Remove a dependency 6 Solve problems arising from conflicting dependencies 7 Create an image of the Gantt as currently shown The image that is generated shows the project planning as currently shown in the browser including expanded collapsed breakdown and or planning items time scale etc It will however include the entire planning no vertical clipping When clicking the button a dialog appears which allows to copy the image to the clipboard or save it as an image file The image can be used for reporting or printing Note The actual image is in full resolution it is only shown smaller within the dialog 8 Determine the scale of the Gantt It is now possible to zoom in out or fit entire project planning within the available Gantt width Note As an alternative to zooming in out etc the timeline header can be clicked as well The Gantt will zoom to the period that is clicked e g when clicking on januari the Ganit will zoom in to this period alone When right cli
315. s SIMPLY FORTES Principal Toolbox 7 5 Functionalities 71 Management use this tab to organize the stock of management products e Blue products for the project manager e Green products for the project board e g authorizations and decision points Work Packages here you can define new work packages Edit Project Plan New stage New workpackage New spec product New man product New man product Copy products i Specialist Management Work packages Project plan eh eS Fase 2 Ideas is Product Breakdown 2 1 Opzetten projec tadministratie amp 2 2 Opstellen BRD New Project eindproduct 2 3 Opstellen Project Charter i 2 4 Go No Go project amp SEEE EAO Project plan ai Fase 3 Feasability I 3 1 Maken Detail Ontwerp F 3 2 Acceptatiecriteria opstellen Unassign E 5 3 3 Dienstbeschrijving maken 3 4 Opstellen Project Contract 3 5 Go No Go Oplossing To rename double click on item Fase 4 Build Test 4 1 Bouwen 4 1 1 Detail Ontwerp Project Contract 4 1 2 Kick off gesprek To permanently remove items 4 2 4 Definitieve Testplannen drag them into the trash can 4 ster 4 1 3 Bestellingen Remove 4 1 4 Realisatie Bouw 4 2 Testen 4 3 1 Project Contract Testen Akkoor 4 2 1 Concept Testplannen 4 3 2 Concept Launch Document 4 2 2 Review SVICW 4 2 4 Definitieve Testplannen 4 3 5 Definitieve Launch Proposa 4 2 5 Testen il t 6 Testrapportages 4 3 9 Training beheerorgan
316. s Editable W When checked field is editable by owner else it is read only Type String free text entry max 255 character length v Width in pixels 80 Default value Advanced gt gt OK OK and New Cancel Defining a custom field 4 An new window will open where you need to fill in the following data SIMPLY FORTES Principal Toolbox 7 5 System Administrator Configuration amp Settings 238 Available for use Highlight to make the field available on the pages Field name Name of the custom field Field description Description of the field Editable Highlight to make the field editable Field type Select the type of the custom field Field width Width of the field on the screen Field default value Default value of the field 5 2 5 2 1 5 There are some different field types available for the custom field We will explain them shortly String i Text field with max 255 characters Memo l Text field with unlimited characters Number i Number field with no decimal accuracy for example 2342 Double Number with single decimal accuracy for example 3 5 Currency Number with two decimal accuracy for example 3 45 Date l Date field Checkbox 3 A basic checkbox Pick list single i From the pick list only one can be selected Pick list multi From the pick list multiple values can be selected Person single i From the pick list only one person can be selected Person multi From the pick
317. s In order to be able to define resources and their skills a set of skills needs to be defined first Skills have to be defined only once and can be used for multiple resources and resource pools This allows you to report on skills over multiple resource pools SIMPLY FORTES Principal Toolbox 7 5 Functionalities 144 1 Navigate to the Setup and Configuration in the dark blue header on the top of the screen 2 On the left hand side of the screen you ll find many options including Manage Skills a FORTES Search Robvan Noortsingel Help Setup Configuration Pick a subject on the left hand side to configure Options t Principal Toolbox Portfolio Management Classic Project Migration Notific ations MS Project integration Pack Project Offline Conversions Manage Hour Rates Currencies Resource Categories Financial Categories e CNY Settings Exclusions for PM approval Manage time sheets Manage Time Entry Configurations Manage entries Manage Non project Activity Sets Resource Allocation Customize fields Approval entries Advanced Configuration Manage Skills at Setup 3 To add a new skill Click to add a skill a popup window will appear in which the name of the new skill can be specified 4 To remove previously defined skills Select a skill or select multiple skills by using the Control key and click Remove 5 To edit previously defined skills Click on the name of the skil
318. s b Click New at project model listing c In the dialogue define the name and description for the project model In the lower part of the window select the programme where the project model is located Then select the project model you want to promote to enterprise model d Click OK and the model is added to the list of enterprise project models The model is now available within all programmes of Principal Toolbox and can be chosen when creating a new project anywhere Second option 2 With the export import option a First export the project model you want to publish The model will now be saved as a file Save it at an appropriate location b Then navigate to the highest level of Principal Toolbox enterprise level Open the tab Models c Click Import Choose the project model file and fill in the other fields in the dialogue d Click OK and the model is imported into the list of enterprise project models The model is now available within all programmes of Principal Toolbox and can be chosen when creating a new project anywhere 3 Y A Project management Search ies Ad Supley Help Setup Project management m Dashboard Documents amp Knowledge Lessons Learned Models Archive Project Models New import Export Archive Name Type Owner s Objective Agile PM Model Project Generic PRINCE2 Planning Model Project Single Sheet Project Model Single Sheet Project Standard Prince2 2009 Project Model Project model for larger and or
319. sation Migrate project model to generic project planning After migrating the project model the same option appears at the related projects as well The outcome of the migration would then look like this SIMPLY FORTES Principal Toolbox 7 5 System Administrator Configuration amp Settings 251 6 6 1 FORTES a A Projectmanagement Project Model Old Project Model Dashboard Properties Old Project Model Product Breakdown Planning Resource Management Documents Report PRINC PAL TOOLBOX i Logs g Issue log R Risk log Quality review log Change log A Daily Action log Lessons learned log M Minutes of meetings Order Administration Orders slg Automated Reports 7 w Highlight Report Compact w End Stage Report w Next Stage Plan w Project Initiation Document Project start up Project initiation Product Checklist i Name Owner Start Planned Final Planned Percenta Mar 2015 2 Old Project Model 0 Project start up 0 nitiation Stage Authorisation 0 Project initiation 0 L Initial Business Case 0 Project Initiation Document PID 0 End Stage Report 0 Next Stage Plan 0 amp Next Stage Authorisation 0 on Project closure 0 Troubleshooting and Solutions Troubleshooting Sort Login Issue Internet Explorer window stays blanc or Principal Toolbox
320. sets 234 is part of the Configuration For more information click on System Administrator Setup amp Settings 232 3 3 2 4 1 2 Managing resource availability The resource availability can be managed by the resource manager 1 To edit availability of resources in a resource pool click on the name of the resource pool 2 Click on the tab Availability Resources A grid with the allocated hours remaining hours and available hours is shown q FORTES DY N Resource Allocation A amp I De Q Search e Rob van Noortsingel Help 7 Setup Resource Pool A amp I Development Dashboard Properties Request amp Allocation Projects Request amp Allocation Resources Availability Resources Availability amp NPA Allocation per Resource A Allocation A Remaining A Available 4 J alloc ated gt Available Allocated lt Available t K4i2w H 4w Start Date 19 Mar 2015 Unit Hours W 4w W 12w 12 16 03 13 23 03 14 30 03 15 06 04 16 13 04 17 20 04 18 27 04 19 04 05 20 11 05 21 18 05 22 25 05 23 01 06 240 Resources gt NPA Primary Skill Seco Allo Ren Ava Allo Ren Ava Allo Ren Ava Allo Ren Ava Allo Ren Ava Allo Ren Ava Allo Ren Ava Allo Ren Ava Allo Ren Ava Allo Ren Ava Allo Ren Ava Allo Ren Ava Allo H Beb Froon CC Applicatieman Medi E Bob Tillema SAP Retail Applic SAP H Coen Miert van SAP Logistics Ap Appl H Dick Kriets Resourcemanaget SAP H Gerard Gerrits DWH Applicatiem Func E Hans Corman CC Applicatieman B
321. setting Auto Approve on Submit 3 The setting is now enabled for all Time Entry Groups that rely on this particular Time Entry Configuration SIMPLY FORTES Principal Toolbox 7 5 Functionalities 136 3 3 1 4 Note this setting will now prevent line manager from approving Time sheets even in those cases where they ve been listed as Approvers on Time Entry Groups Configuring the right approval process With the above knowledge in mind the approval process can now be configured as required Approval by project manager and line manager 1 Enable the option to have project managers approve hours see above for instructions 2 Set the line manager up to approve hours on the Time Registration Group 3 Check that the applicable Time Entry Configuration is not set up for Auto Approve Approval by line manager only 1 Set the line manager up to approve hours on the Time Registration Group 2 Check that project managers are not allowed to approve hours see above for instructions 3 Check that the applicable Time Entry Configuration is not set up for Auto Approve Approval by project manager only 1 Enable the option to have project manager approve hours see above for instructions 2 Enable the Auto Approve on the applicable Time Entry Configuration this will ensure that line managers are skipped Automatic approval 1 Enable the Auto Approve on the applicable Time Entry Configuration 2 Check that project manager ar
322. shing a project Once the products of the project have been realised the project needs to be finished in a controlled way A number of management products such as the lessons learned report end project report anda follow on action recommendation can be used to report about open actions and recommendations The project board will then confirm the project closure The lessons learned report can be based on the lessons learned log that has been kept during the project It is quite easy to generate an automated report 201 of this log The other logs can be consulted to make the end project report and the recommendations for follow up actions In the recommendations for follow on actions all the points of attention are shown that are no longer carried out in the project but can be dealt in a new project In this section we will further review archiving projects 117 removing a project or project model 112 The activities described in this section can only be carried out by the programme manager 3 2 1 5 1 Archiving a project model Note Archiving a project can be done by the manager of a programme project list or the system administrator Archived projects are no longer visible to users without these roles If you want the project to remain available create a separate project list called Archived projects or a similar name After the project has been finished and the project organisation has been disbanded the project can b
323. sion is to be started K i Peter Cole Software Developer s 3 gt Venus Project Erik Aalbersberg Project Manager IC a Ivo Rings Software Developer Peter Cole Software Developer Opening a discussion log 4 A chat session is opened in which the resource manager can enter a message for the project manager SIMPLY FORTES Principal Toolbox 7 5 Functionalities 152 Discussion between Resource Pool 1 and Venus Project x Here you can read and contribute to the discussion between the project manager and pool manager You can add a message mark the request as completed or flag the request for follow up Discussion Status fF New Request Status I Yellow X IF New a Discussion Log Red d Discussion log 5 After pressing OK a message will be sent to the project manager 6 The project manager receives the message in the Resource Allocation tab on the project A response can be given by clicking Edit and sending it by using the Envelope button Dashboard P z Discussie tussen Venus Project en Resource Pool IT x Project V Here you can read and contribute to the discussion between the project manager and pool manager by adding a message Horizon Discussion Status replied Discussion Log Request a ia Request amp A ve Cancel Toggle f 09 39 27 p Req Allo Plan Erik Aalbersberg 11 Jan 2013 14 50 Ok f E 4 x Erik Aalbersberg 11 N
324. sisiieienisndvedadiaevadisciendosnedie vend dccadecauananandeeneuand ya ediabewienawalanbustuetieveedianans 92 REDONI sepa voces E E E E N E T E A 93 PORMONG reporing add ON erse E EE EEEE E 93 CO ROOT a E N ae ce eat een ee eee ee erne eee eee 94 Generating automated TED OMS secesstesiensctssntedecedaldacdaedeurencsstincduntwadviaseedausgudbedauadgeaenieedelvectueduedasdeecsee s 95 Seng oer gle 1 oe enone eRe ano tt ee one ere Ce E ern ne nee nee ne te eee ere E 96 Document management ANd Approval cee ceecceee eee ceeeeeeneee tense eeeeeaaaaeeeeeeeeeeaeaaaaaaeeeeeeseasaaaaaaeeseeessaaeaaes 98 Adding documents and templates to Products cccccccccccceccececeeeeeaeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeesaeaaas 98 Updating a CO CUM GT ecane E EE scundaneusGaveesaxsausad E 99 Document approval add ON eseese ake EE KEREKAN EAEE AEAEE ERORE EEEE RAR 99 Adding minutes of IMS CUNO S sccaccoccuen uestoryan cts aiovivesaniadianneteuniveocetantashavdeaandundeuPisiesstubeadenuerauneeatdecebtbees 101 Issues risks quality reviews and lessons ICAMNE ccseeececeeeeeeeeeeeaneeeeeeeeaneuseeeeeseeueeeesssaceeeeesaaeeeeeees 102 COO seaesnacetasanteladantmacapetincovesswcstts eo E E oevenuenneooetaes 103 aSK IOD E con ses ciostesiot AA E sale vasialataconseadoreesuesemctiensseutwareesoostees 104 ATA VW Og espana peas acces a T asus oe ecenecte ts eceaeansores 105 AIS O a E E E toes eee cece E 107 Daly acion lO eeeeeere een e
325. sk rate Contact Contribution Key Objectives Costs Active Stage Only Costs Actual oK eee Costs Actual Cumulative Costs Budget Costs Budget Cumulative Costs Committed Costs Committed Cumulative ag MPnete CAS Buttons and dashboard filter Only the so called Dashboard owner or administrators may set the dashboard filter Other roles on the custom dashboard are described in permissions and roles 18 A custom dashboard has the same setup as a normal portfolio but lacks following functionality Functionality Remarks Create start A custom dashboard only shows existing portfolio projects and does not allow to projects create or start new portfolio items projects Report requests Portfolio reporting is done through the base portfolio of a portfolio item and cannot be initiated through a custom dashboard Saved versions Portfolio versions and their portfolio items can only be done through the base portfolio Custom dashboards can filter on saved versions if needed Financial Financials can only be viewed through the custom dashboard Financials are management managed through the base portfolio Configuration Configuration except for the custom dashboard filter is not applicable to the custom dashboard Configuration to the portfolio items is applied based on their respective portfolio s SIMPLY FORTES Principal Toolbox 7 5 Functionalities 57 3 1 5 Portfolio model configuration Each portfolio can be base
326. sprints Sprints are not as long as the combination of user stories which is the case with PRINCE2 projects Details such as Story points Priority and Streams can be assigned either by clicking on the User Story in the Gantt chart or by clicking on the user story names on the task board 3 4 1 2 2 Assigning tasks on the task board Assigning task on the task board is done in the Gannt chart Go to the Planning tab subtab Ganitt For the current sprint assign the user stories to employees The tasks on the task board are now assigned Notice that When task are dragged around and dropped on the task board the burn down chart is affected directly The story points at every stage is calculated in the header Between brackets Next navigate to the tab Task board and drag the task into the appropriate columns The columns are 1 Other All currently unplanned tasks can be dropped here 2 Todo Tasks that should be completed during the coming sprint should be dropped here 3 In Progress When an employee starts working on a task the task should be dropped here 4 Review After completing a user story the task should be dropped here to state that it should be reviewed 5 Testing When the task is ready for testing it should be dropped here 6 Rejected When a task gets rejected this is the place to drop it 7 Done When the task has reached the state of Done it should be dropped here SIMPLY FORTES
327. ssue later by clicking on the issue in the Issue log 6 The project manager and project support roles can also copy and move issues To copy an issue to Copy Mowe another programme or project you can use the Copy and Move buttons With copy you create a duplicate issue within your own project With the move button you can select another project or programme to move the risk to 7 In order to close an issue you can set the Status to Closed but you can also select the log item s by clicking the row to select and then clicking the v button Note All project team members are allowed to create new issues The project manager and project support can edit all issues The owner and creator of an issue can edit all information of that particular issue 3 4 1 3 5 2 Risk log COPY The risk log is a central place where risks are identified described and where certain decisions and actions are taken SIMPLY FORTES Principal Toolbox 7 5 Functionalities 183 A risk can be made in two ways by clicking Risk log on the Project dashboard or by making a new risk at a product on the Product page In the second case the risk is automatically related to the specific product 1 Go to the Product page of a product 2 Now click the tab Logs 3 Click here behind Risk listing on Then fill in the following information Risks D Nr Description D A Type Owner Prod
328. stellen Project Charter 2 4Go No Go project Planning on the Gantt chart e If the final milestone of the product is delayed a red dot appears next to the product name e f milestones of the product have been finished this is shown in the planning with a solid colour bar inside the product bar e Finished products are marked with a tick and the solid bar indicates when the product actually has been finished To report progress you do the following 1 Go to the Project Dashboard 2 Click the name of the product to view the Product page 3 To change the planned date select the date and enter the new date in the calendar 4 To register passing of milestones tick the checkbox for Start Draft Checked Final The date will be SIMPLY FORTES Principal Toolbox 7 5 Functionalities 91 3 2 1 4 1 1 set to today by default alternatively enter another date in the column actual date Planned date Actual date Start 01 Jul 2013 12 Sep 2011 J Draft E a Checked B og E Final 01 Jul 2013 Duration In Working Days 1 00 Planning Status oe Planning on the product page 5 Passing a milestone can also be marked directly on the project dashboard To do this click the appropriate milestone date next to the product and tick it off using the tick sign Filling in time sheets add on When users of Principal Toolbox have been added in the module Time sheets they get a weekly time shee
329. sts Planned 0 00 Duration In Working Days 5 00 Hours Actual 636 00 Resource Demand Save Cancel H Skill Resource Default Hour R 5 Planned Costs Planned Filter by Filter by Filter by 4 G Resource Pool IT 50 4960 be ee Project Manager ICT Erik Aalbersberg Rate 110 0 40 4400 Software Developer Peter Cole Rate 56 0 Resource planning on product level An overview of all planned resources on the project is found on the Resource Allocation tab under the header Resource Management To only view planned resources and not the requests the timeline settings have to be changed Press the Edit Timeline Settings button to set the Resource Allocation Process to Project Demand Driven Any hours planned against the product will be evenly distributed across the duration of the product which is defined by its start and end dates 3 3 3 Mobile Time Entry The manual contains screenshot taken from the application on a tablet When accessing the application on a phone the screens will split When you log in to the app and navigate to the time sheet section you can see all your open timesheets SIMPLY FORTES Principal Toolbox 7 5 Functionalities 156 iPad gt 09 23 67 Time Sheets Fortes Rob Time sheet Apr 6 2015 Apr 12 20 0 Time Sheet Overview Fortes New Monday 06 04 0 Tuesday 07 04 0 Wednesday 08 04 0 Thursday 09 04 0 Friday 10 04 0 Saturday 11 04 0
330. t Support Berend Tel Bjorn Grob Bob Hotho Bram de Vuyst Cindy van Kerkwijk Danielle van Rooijen Dick Kriets Project Board Executive Doug Gore Eduard van Zeeland Edwin Koose Erik Aalbersberg Etienne Krame Fortes User group Project Board Senior User Gabor Vis van Heemst Hans Spread TAE Henk Dani l 2 Remove gt Jan Willem Boots Johan Steurvis v Creating a new project 3 Fill in the appropriate data at Project properties Name Project name Objective Short description of the project s objective Project model Select the project model on which the project will be based Product planning If the add on Microsoft Project Client Integration is available you have the choice to plan your project using MS Project This adds the possibility however much more complexity of activity based planning 4 Scroll to the Add project members section and add the project manager from the list of SIMPLY FORTES Principal Toolbox 7 5 Functionalities 70 Available users If Known you can add the other members as well With the search option a specific user can be found easily Depending on your system settings this page either shows you the roles project manager project board and team members or it will show all PRINCE2 roles e g Senior supplier project support project assurance Add project members Select project members Project managers Available use
331. t do the following 1 Go to the dashboard of the programme or project list 2 Click the in the Project listing heading The window Add Project appears Add Project Add a project based on the required project model Provide the basic information like name objective etc and add members Project properties Name Objective Project Model Standard Prince2 2009 Project Model v Product Planning Type Principal Toolbox Planning Export Y Add project members Available users Project Manager s Rob van Noortsingel Ad Supley a Albert Swank All Customers All Partners i Ashfaque Chowdhury Project Support Berend Tel Bjorn Grob Bob Hotho Bram de Vuyst Cindy van Kerkwijk Danielle van Rooijen Dick Kriets Project Board Executive Doug Gore Eduard van Zeeland Edwin Koose Erik Aalbersberg Etienne Krame Fortes User group Project Board Senior User Gabor Vis van Heemst Hans Spread Henk Dani l Henny Vans Jan Willem Boots Johan Steurvis John Mitchell Jon Wright lt Add Jon Zwart Judith Remkes Remove gt Juliette van Duf Kai Waningen Kevin Cottrell Project Assurance Lejla Ramis Liza Marie van Esch Lonneke van Ros Product Planning Type Principal Toolbox Planning Export F Project Board Senior Supplier Add project members z Available users Project Manager s Q Rob van Noortsingel Ad Supley Albert Swank All Customers All Partners Ashfaque Chowdhury Projec
332. t on their home page My open time sheets Week Start Date Owner Larrea Remarks by Owner Time Entry Group 6 04 Feb 2013 Erik Aalbersberg New ICT 7 11 Feb 2013 Erik Aalbersberg New ICT By clicking the date of the time sheet the time sheet opens On it you will find the selection of products you are allowed to book hours on The selection of products that is shown is dependent on the settings of your time entry group It could be that only products are shown of which you are owner reviewer or participant Alternatively only products with an hours budget can be shown on time sheets In both cases you can add the number of hours in the row of the appropriate product in the column of the correct day The total number of hours for each product day and week is shown directly on screen At the bottom of your time sheet you find a selector for projects and non project activities Here you can select products or activities that are not shown in the product list After finishing your time sheet you need to request approval on the data you entered How this works is described in the next section 92 SIMPLY FORTES Principal Toolbox 7 5 Functionalities 92 Time sheet 04 Feb 2013 10 Feb 2013 Erik Aalbersberg Save Save and Request Approval Cancel Owner Erik Aalbersberg Time Entry Group ICT Time Sheet Status C New Time Sheet Approver s Ruud v Weerdenburg Last Saved By Remarks by Approver Group Manager Tot
333. tUMe cccccseeeeeeeeeeeeeseeeeeeeeeeeeeeeeeeeeeeeceeeeeeeaeaananaaaaasaesaaeeeeseeeeeseeeeees 70 Creating the product breakdown structure cccccccccccccececeeeeeeeeeesesseceeeeeceeensnaeeaeaaeeeseeeeeeeeeeeeeeeeeeeess 72 Graphical view of the product DreakGOwWN cccccccccccccccccceeceeeeeeeeeseeeeeeeneeensnseaaeaeeeeeeeeeeeeeeeeeeeereneess 72 ELERE tole TNN A NA I NT EE E IEE EE A emer tot N penne A A E TE tere 73 Editing WORK package S ec a aa E 74 Fl TING EO US eean a A aera 76 Planning product MISSIONS wi eviavartatteea cessteetiedecnmsinusnestuusesiuesaa saxistalesiddacda dusvuveeselerdstadonncwundadoaansaeaieanetenacnut 77 Using the dashboard or plan VAD iwi cients issiniduaesidansacdesntuceuetocdensnenuieevaniensgudiadulenieviesaunienniuedebaseeocennts 78 Uroa Re 2g gt 16 e mem eemene etcetera mens tere tric E etn ven UDre wearer hr eet Meee ee ner teeter 78 Baseline SUPPO aa giacaneatcnucensancenaassouesas E E 80 PROCEED aon T E ET 81 Assigning responsibilities for products sessssssserenrrreseesttrttrttttsttttttttttttertrEEEEEEEEEEEEEEEEEEEESEE EEE EEEEEn EnEn EEEn 82 A Aet o el i E N A EE O E IA E E I NE IE E E EE 84 Deining dependent oSer EEEE EEE 85 PAC SI SOG OS sieaa a a S 89 IAT OO SC EE E E E A E E A O E E T E A T E E E E 90 PROCS 2 UII eea E E N E 90 Filing imn ime sheeis add On ariasi a a 91 Redistraton Ol actual TOUS enois E E E 92 Time sheet approval add on sc sse
334. tages New man product New man product Copy products Specialist Management Work packages Product Breakdown lt lt gt gt Project eindproduct Product 1 To move a stage click its name and drag it to the right position Check the black line indicating where the stage will be positioned Deleting a stage To delete a stage click its name and drag it right onto the garbage bin in the upper right hand corner of the window If the stage contains products and or work packages these will be moved to their respective tabs on the right hand side of the window so these will not be deleted Edit Project Plan New stage Project plan Fase 2 Ideas 2 1 Opzetten projectadministratie 2 2 Opstellen BRD 2 3 Opstellen Project Charter 2 4 Go No Go project Fase 3 Feasability 3 1 Maken Detail Ontwerp 3 2 Acceptatiecriteria opstellen 3 3 Dienstbeschrijving maken 3 4 Opstellen Project Contract 3 5 Go No Go Oplossing Fase 4 Build Test 4 1 Bouwen 4 1 1 Detail Ontwerp Project Contract 4 1 2 Kick off gesprek 4 1 3 Bestellingen 4 1 4 Realisatie Bouw 4 2 Testen 4 2 1 Concept Testplannen 4 2 2 Review 4 2 4 Definitieve Testplannen 4 2 5 Testen 4 2 6 Testrapportages 4 3 Gereedmaken implementatie 4 3 1 Project Contract Testen Akkoord 4 3 2 Concept Launch Document New workpackage New spec product Project plan Unassign To rename double click on item To permanently remove items drag them into the trash
335. tation Predecessors 4 Add Dependency Remove Dependency Name Project Start Planned Final Planned Percentage Lag Dependency Type 4 2 1 Concept Testplannen Hiring of IT staff 08 Aug 2013 11 Aug 2013 0 00 0 Finish to start External predecessors Add Dependency Successors Name Project Start Planned Final Planned Percentage Lag Dependency Type 4 2 4 Definitieve Testplannen Hiring of IT staff 16 Aug 2013 19 Aug 2013 0 00 Finish to start Dependencies tab in the product detail window 2 On this tab you can add Predecessors from your project and from external projects Click Add to select one or more Predecessors Then select the project and the product which are the Predecessors and define the type of relation options are SIMPLY FORTES Principal Toolbox 7 5 Functionalities 87 Product B cannot be finished until product A has been finished For example if you have two products Wiring A and Installation inspected B Installation inspected cannot be finished until Add wiring has been finished Work on product B cannot start until product A has been finished For example if you have two products Constructed fence and A Painted fence Painted fence cannot be started until Constructed fence has been finished This is the most common type of dependency Product B cannot be finished until work on product A has been started The Predecessor must be started before current
336. te Gender X Remarks Person details 5 2 2 2 User Groups User groups can be created to make user administration within the Principal Toolbox easier As an example consider a department where all department users need permission to view projects within a work area programme By defining a user group and adding the appropriate members only the user group needs to be added to the work area to allow all members within the user group to view the projects within this work area To add and or modify user groups navigate to the user administration 240 and click the Groups tab New User Group Name Description 1 Create group Cancel Create user group Once a group is created users can be added to the group SIMPLY FORTES Principal Toolbox 7 5 System Administrator Configuration amp Settings 244 Name Fortes Description All Fortes Employees Group Members Add Remove Name Email Remarks Ad Supley SUpport fortes nl Albert Swank a swank fortes nl Berend Tel b teli fortes nl Erik Aalbersberg aalbers berqitfortes nl Ruud Pelter ruud fortes nl Sander Nijenhuis Ss nijenhuis fortes nl Add and remove users to a group Once users have been assigned user groups can be set to the membership at various locations in the application for example the members of a programme or portfolio Groups are shown in blue and have the text User group added to their name Edit members for Portfolloma
337. tes 2 Press the Edit button and set the required hourly rate for each resource on the project a F o R TE S H Projectmanagement Collaboration Unified Commu Project Audioconferencing Dashboard Properties Product Breakdown Plan Gantt Resource Management O Selecta project specific hour rate for the resources that are member of this project If no project specific hour rate i Project Resources Name Resource gt Project Specific Hour Rate Default Hour Rate Resor Dick Kriets Rate 90 0 ah Rob van Noortsingel Rate 56 0 Rate 0 0 Rate 0 0 Rate 114 0 Rate 72 0 Rate 100 0 Rate 95 0 tate 110 0 Assigning project specific resource rates SIMPLY FORTES Principal Toolbox 7 5 Functionalities 141 3 3 2 3 3 3 2 4 Time and cost allocations against products After setting the appropriate hourly rate each time a time sheet has been approved hour entries will be allocated against the appropriate products Costs will be associated with the hours based on the applicable hourly rate either the resource s rate or if set the rate as defined by the project manager The generated hour and cost entries are listed on the Costs amp Hours tab on each product Master Demo database gt Projectmanagement gt Collaboration gt Unified Communications gt Audioc onferencing gt Fase 4 Build Test gt 4 2 Testen gt 4 2 2 Review Product 4 2 2 Review General Logs Depen
338. the Programme dashboard available to users 18 Edit members change the text and the logo of the dashboard Edit Properties send an e mail print the current page use the search function The programme manager can also setup the tolerances 9 for the planning hours and costs of all projects with this programme by using the Edit Tolerances bution Finally the Edit Widgets buttons allows administrators to define the set of widgets 215 available to the programme 2 4 Permissions and roles Authorisation model The Principal Toolbox allows for two types of users 1 Administrators who get access to everything everywhere 2 Users who get access to entities and areas within the Principal Toolbox by assigning them roles The roles that are assigned to a user determine what access the user has Access can be restricted to various actions like getting read only access or allowing full access including removing items A user can be assigned multiple roles at the same time Below follows an overview of the various roles and the access rights associated with them Note On security enabled locations that have no security set ALL users have access Please keep this in mind if you do not want users to access such locations Roles on project management work areas programmes and project lists Enterprise Manager e Create and archive programmes on the enterprise enterprise highest level in the dashboard proj
339. the documents stored within the Portfolio Where each portfolio has a library the Enterprise level also has a library which can be used for centrally storing documents For more information on document management with the Principal Toolbox please refer to Document management and approval 98 3 1 2 3 5 Portfolio archive A portfolio and each individual items can be archived by pressing the button Archive Those portfolios or portfolio items that are selected when pressing Archive will be moved from the active list in to the archive The archive and all the archived items are accessible through the Archive tab on the dashboard The archived portfolios and items can be restored from the archive when required Please be aware that archiving a portfolio or one or more of its items does not also archive the projects that are associated with them If the projects need to be archived as well this needs to be done from the Project Management module 3 1 2 3 6 Versioning To keep a record of historic portfolio data the Principal Toolbox allows the user to make a snapshot of a portfolio in time By doing so the current version of the portfolio is kept and at a later time it can be compared to other snapshots or to the current version of the portfolio Creating a snapshot 1 Open the dashboard of the portfolio 2 Use the Save version button to create a snapshot of all portfolio items within the portfolio 3 Give the version a name and
340. the start of the project the project manager and project board agree on the tolerance for the project Tolerances are the allowed deviation in time quality costs and hours from the planned values When a project exceeds the agreed tolerances according to project management methodology it needs to be reported to the project board In Principal Toolbox this can be made visible with the RAG indicators on any programme dashboard Tolerances can be set by a programme manger for the programme project list as a whole and for projects separately To set tolerances click Edit Tolerances on the programme dashboard Programme Collaboration Dashboard Properties Gantt amp Dependencies Documents amp Knowledge Models Archive SIMPLY FORTES Principal Toolbox 7 5 Functionalities 97 Programme and Project Tolerances Set tolerances Enter the tolerances for the projects in this programme project list The default tolerances can be setin the first row For specific projects the tolerances can be set differently by setting alternative values in the list below Tolerances can be set absolutely or relatively percentage based for the following dimensions Stage Planning Shows whether or not the active stage is running behind or on schedule with respect to the planned end date Product Planning Counts the number of products overdue in respect to the total number of products in the project plan
341. the tolerances of the programme project list Uses the deviation of expected spent hours from the budget Major deviation from the plan on costs hours or planning Based on the tolerances set Minor deviation from the plan on costs hours or planning Based on the tolerances set No deviation from the plan on costs hours or planning Based on the tolerances set The tolerances on the programme project list can be defined by the programme manager at the dashboard of that level These tolerances can be set in percentages or in absolute numbers SIMPLY FORTES Principal Toolbox 7 5 Basics Principal Toolbox 23 2 q FORTES a N Projectmanagement Collabo Unified Q Search e Rob van Noortsingel Help 7 Setup 7 Project list Unified Communications Dashboard Properties Gantt amp Dependencies Documents amp Knowledge Models Archive Logs Welcome to the Sub Programme Unified Communications SetTie f C Issue log R Risk log 1 Programme and Project Tolerances A Daily Action log Set tolerances Fools the ages cow jes othe proves ssn thos orogrrnm J peajert isd The defui doles ees can be sel on Da Psl cow Foe spocite pijecie bee lv eranens can be se di Jerre ty by sa fing alloneal vr venues in hee is be tee Below yor Ioer De se acs elsty bases tor the tolownng 4 il Automated Reports a gp eyelet ar ead oe merlin a heeee shows wheter or not the act
342. ting Set Tite Jf Dit is de preview van de dashboard reporting functionaliteit die generiek beschikbaar komt in versie 7 0 van de Principal Toolbox 1 Ga vanuit een portfolio naar het tabblad Dashboard Report 2 Klik op Customise Report en stel de gewenste widgets in 3 Druk na het opslaan van de ingerichte widgets op Notify Stakehokders 4 Selecteer in het popup scherm All customers en klik op Notify Stakeholders Het dashboard report is nu beschikbaar op de reporting app van de Principal Toolbox Contribution to Strategy Gal Filter Configure Pie Chart Cal Filter Configure 6 0 E Green 5 0 4 E Orange 401 S T 304 oe s 2 0 4 o O 1 0 4 a Edit dashboard report To create or modify the report click Customise Report After that you can 1 add new widgets 2 choose what type of widget to place 3 resize and relocate the position of the widgets Widgets can also be removed and configured as normal When the dashboard report is created you may notify your stakeholders a FO RTE S w A Portfoliomanagement COLLA Q Search e Rob van Noortsingel Help Setup COLLABORATION Notiy Siakoboklers x Customise Report Notify Stakeholders Dashboard Properties Scenario Pla Name Portfolio COLLABORATION Remarks Test Dashboard Reporting Project Map Last sent on 26 Aug 2014 Recipients Q Available Users Q Selected Recipients Bob Hotho All Customers D
343. ting a time entry configuration 128 With this step you define which products are shown on users time sheets and whether or not they have a free choice of products on their time sheet Different configurations can be used for different departments 2 Creating non project activity sets 234 These sets can be used to define activities that are not part of projects These could be operational duties and non productive hours like sick leave holidays leave For different departments different sets can be created 3 Creating time entry groups 133 These groups define departments teams Members of a group share configuration non project SIMPLY FORTES Principal Toolbox 7 5 Functionalities 128 3 3 1 1 activity sets and the approvers of the weekly time sheets See also Registration of actual hours 92 for more information about using Time sheets Creating a time entry configuration The time entry configuration defines a number of options for the way time sheets are provided managed The main configuration concerns the available products or plan items that are shown selectable on the time sheet Two methods exist depending on the setting at Settings gt Configuration gt Time Entry gt Settings gt Support for Activity Planning If set to No the configuration provides following options e which products are shown selectable on time sheets e membership based only products of which the user is owner re
344. tion amp Engineering 21 Apr 2014 06 Aug 201 j 5 mble backlog 21 Apr 2014 06 Jun 201 E Gr 05 May 2014 16 May 201 Agile project dashboard NOOK INNIS 1 Tabs The tabs are standard for each project Depending on your organisation s license some tabs might not be available The name of the tab indicates the content of the page Properties Includes all project properties including custom fields and portfolio information Task board An overview of all the tasks and user stories per sprint Planning Contains the backlog Gantt chart and a summary of the Costs and Resources Resource Management When the Resource Allocation add on is available the Project add on Manager is able to request resources from resource pools It also gives the Project Manager an overview of the requested and allocated resources Documents To manage project related documents the Project Manager can use the tab Documents This tab makes it easier to search for specific documents within a project The tab gives you several options to search for documents Reports Report functionality about the products cost hour entries and resource assignments of the project 2 Logs It gives an overview of the logs 102 that are used in an Agile environment most correspond with the logs that are used in a PRINCE2 environment A counter is displayed for each log indicating the number of items there are for each log and if there ar
345. ton Note Only the project manager and project support can create new actions However the owner and reviewer of a product can also create actions related to that product The project manager and project support can edit all actions The owner and creator of an action can edit all information of that particular action Finishing an agile project Once the products of the project have been realised the project needs to be finished in a controlled way A number of management products such as the lessons learned report end project report anda follow on action recommendation can be used to report about open actions and recommendations The project board will then confirm the project closure The lessons learned report can be based on the lessons learned log that has been kept during the SIMPLY FORTES Principal Toolbox 7 5 Functionalities 189 project It is quite easy to generate an automated report 201 of this log The other logs can be consulted to make the end project report and the recommendations for follow up actions In the recommendations for follow on actions all the points of attention are shown that are no longer carried out in the project but can be dealt in a new project In this section we will further review archiving projects 117 removing a project or project model 1112 The activities described in this section can only be carried out by the programme manager 3 4 1 4 1 Archiving a project model COPY
346. trix Risk Matrix Chance SIMPLY FORTES Principal Toolbox 7 5 Reporting 217 Burn down chart Burn down Configure Burm down Burn up 75 45 Hours M 07 1002 08 2001 03 20F 10 20021 1 1 206 12 20 200434 02 201 SIMPLY FORTES Principal Toolbox 7 5 Reporting 218 PRINCE2 process diagram Project Board Project Manager Team Members SIMPLY FORTES Principal Toolbox 7 5 Reporting 219 Timeline chart Timeline Chart Cal Configure a B Actual Hours 450 B Allocatiorr B Planned Hours Hours Gauge meter Programme Risk Rate Ca Fiter Configure Status Green F SIMPLY FORTES Principal Toolbox 7 5 Reporting 220 Scatter plot Scatter Plot Ta Filter Configure Benefit status All values 90 000 73 000 60 000 45 000 ch T 3 m 30 000 15 000 0 15 000 S Benefit Bubble chart SIMPLY FOR TES Principal Toolbox 7 5 Reporting 221 Bubble Chart Da Budget Benetit Bar chart Bar Chart Cal Filter Configure 10 Count projects Pie chart SIMPLY FORTES Principal Toolbox 7 5 Reporting 222 Pie Chart al Filter Configure Ml Green BE Orange Total Count projects 20 Resource utilisation Resource Utilisation Widget Ga Configure Start 01 Jan 2012 E Horizon 1m 3m 6m 12m Project All projects Skill All skills i Resource All resources F g E 1500
347. ty reviews changes lessons learned can be logged through the different logs available on the project dashboard On all logs custom fields can be defined with the add on Custom fields 237 Only the basic functionality is explained in the manual The logs available within the Principal Toolbox are e Issue log 103 e Risk log 104 e Quality review log 105 e Change log 107 e Daily Action log 108 e Lessons learned log 109 Note An issue risk etc can initially be created on project level but after examination can be reassigned to a specific product or work package To assign an issue risk etc to a product or to change the product which is affected open the issue and select the appropriate product in the pull down menu at Product Note The owner of a log item are able to change all information of that log item The project manager and project support can change all information of all log items at any time Note As of release 7 0 it is possible to define a custom page layout on all log items Such a page layout is defined in the project model SIMPLY FORTES Principal Toolbox 7 5 Functionalities 181 Master Demo database gt Projectmanagement gt Collaboration gt Unified Communications gt Audioc onferenc ing gt Issue log gt 1 Bug found in version Issue 1 Bug found in version 7 5 Properties History Description Bug found in version 7 5 Owner Dick Kriets Type Issue Creator Rob van
348. u can add and remove columns from the view peer e To add columns to the view select them on the left side in die itii column All fields Click the gt gt button to add the columns ron e To remove columns from the view select them on the right hand side and click lt lt to remove e Set the order of columns with the up and down buttons Manage Views You can also set the Sorting order of the view The field Complete list will show you either 50 results per page or the entire list on one page 5 Change the column widths with the Set Widths option Drag the line between columns to increase or decrease the column size Note If you would like to use your own views for reporting you will have to take into account the maximum width of a page The columns may not be wider than the portrait or landscape headers Otherwise the table will be too wide for the page How to create your own report templates is described in the section Automated Reports 20 Note the bars for portrait and landscape are of approximate size Check the result in your reports 6 To show totals of numerical fields click the Advanced option and select the columns for which you would like to know the totals Click OK 7 If you want to save the newly defined view you need to save it with Save View To overwrite an existing view you saved before select the name of this view at the Existing view pull down list To create a new view enter
349. uct Plan item Due oo 1 Risk log 0 OL Description Give a description of the risk Type Fill in the type of risk Status Fill in the risk status Priority Decide the risk priority Due date Final date where after risk measures need to be taken Decision The decision of the risk occurring Chance Chance of the risk occurring Severity Impact cause upon risk occurrence Owner Owner responsible person for the risk Creator Author of the risk Product To which product is the risk related leave blank when it is project related Remarks Any remarks concerning the issue 4 Save your new entry by clicking the Save button 5 Furthermore you can also add an action to the risk by clicking behind Risk listing 6 By clicking or note you can add important documents notes to the risk 7 You can change the risk any time at a later date by clicking it s description in the Risk log 8 Close a risk by setting the status to Closed 9 The project manager and project support roles can also copy and move risks To copy a risk to Copy Move another programme or project you can use the Copy and Move buttons With copy you create a duplicate risk within your own project With the move button you can select another project or programme to move the risk to Note Only the project manager and project support can create new risks However the owner and reviewer of a product c
350. uct Copy products P Specialist Management Work kages Project plan E S ak ae Fase 2 Ideas Product Breakdown m 2 1 Opzetten projectadministratie New i i 2 2 Opstellen BRD juc 2 3 Opstellen Project Charter 2 4 Go No Go project es 1 Detail Ontwerp Project Contrac Project plan 5 3 Acceptatie gebruikers Fase 3 Feasability Product 2 e 5 1 SLA DAP en DFA definitief make 3 1 Maken Detail Ontwerp etna Salas tatie 3 2 Acceptatiecriteria opstellen Unassign 2 Gereed zetten implemen acc 3 3 Dienstbeschrijving maken 3 4 Opstellen Project Contract 3 5 Go No Go Oplossing To rename double click on item Fase 4 Build Test 4 1 Bouwen 4 1 1 Detail Ontwerp Project Contract 4 1 2 Kick off gesprek 4 1 3 Bestellingen 4 1 4 Realisatie Bouw To permanently remove items drag them into the trash can Remove 4 2 Testen 4 2 1 Concept Testplannen 4 2 2 Review 4 2 4 Definitieve Testplannen 4 2 5 Testen 4 2 6 Testrapportages i 4 3 Gereedmaken implementatie 4 3 1 Project Contract Testen Akkoord 4 3 2 Concept Launch Document v 4 1 2 Kick off gesprek 4 1 3 Bestellingen 4 1 4 Realisatie Bouw 4 2 1 Concept Testplannen 4 2 2 Review 4 2 4 Definitieve Testplannen 4 2 5 Testen 4 2 6 Testrapportages 5 4 Go Live 5 5 Overdracht Run amp Maintain 5 6 Nazorg 4 3 1 Project Contract Testen Akkoord 4 3 2 Concept Launch Document 4 3 3 Review 4 3 5 Definitieve Launch Proposal 4 3 6 Controleren beheerdoc
351. umentatie 4 3 9 Training beheerorganisatie Before editing work packages first open the Edit project plan window Renaming a work package To rename a work package double click its name Edit the name in the pop up Adding a work package To add a work package to your project plan drag New work package from the top of the window shown below to the right position in your project plan the left side of the window Alternatively you can first define the work package in the right hand side of the window and then drag it to the right position in your project plan Edit Project Plan New stage New workpackage New spec product Project plan Fase 2 ideas 2 1 Opzetten projectadmunsiratie 22 Opstellen BRD 2 3 Opstellen Project Charter 2 4 Go No Go project Fase 3 Feasability 3 1 Maken Detail Ontwerp msteller 3 3 Dienstbese hriving maker 3 2 Acteptatiecritena 3 4 Opstelien Project Contract 3 5 Go No Go Oplossing To rename double click on item Fase 4 Build Test 4 1 Bouwen 4 1 1 Detail Ontwerp Project Contract 8 4 1 2 Kick off gesprek 4 1 3 Bestelingen 4 1 4 Realsatie Bouw To permanently remove items drag them into the trash can 4 2 Testen Add a work package by dragging new work package into your project plan New man product New man produ Specialist Management Product Breakdown 4 1 1 Detail Ontwerp Project q 5 3 Acceptatie gebrukers Product 2 Fs 1
352. uration Select field to plot in Type m chart Title Show legend E4 Label orientation Horizontal pas Colour order a o i Chart size Medium 640x480 Chart type Standard Chart subtype Line chart OK Cancel 7 Table configuration select the field to show per row Select product and type to display the product name in the type of entry budget or actual 8 Click OK and see the result on screen Save view If you want to save the newly defined view you need to save it with Save view To overwrite an existing view you saved before select the name of this view at the Existing view pull down list To create a new view enter the new name at New view Click Save to save the view Save view Save the configured view Provide a new name or save the view as an existing view Indicate whether the view should be defined personal only to be used by you local to be used by everyone on this location or global to be used by everyone everywhere Select existing view to overwrite or save as new view Existing View new view v View name Type Personal OK Cancel Save view Select personal local or global See manage views 25 for more information With the Make default option a specific view can be set to the personal default view on that page With the button Manage views the views available can be managed See Managing views 251 Automated reports Automated repo
353. using drag amp drop functionality We will explain the two options in the next two paragraphs 3 2 1 3 3 1 Using the dashboard or plan tab On the project dashboard and the Plan tab dates can be set by use of the keyboard and by selecting them in a calendar with your mouse q FORTES w A Projectmanagement gt Unified Audioc Search e Rob van Noortsingel Help Setup i Project Audioconferencing Dashboard Properties Product Breakdown Plan Gantt Resource Management Documents Portfolio Report Reports Guide Products Checked Pinani Final Planned Owner Reviewer Participants Start Planned Draft Planned 31 Oct 2011 13 Nov 2011 Fase 2 Ideas 14 Nov 2011 March v 2015 9 011 Fase 3 Feasability lt gt x Wk M T W T F S amp 24 Nov 2011 9 23 24 25 26 27 28 1 jy Fase 4 Build Test E 10 23 45 678 7 11 9 10 11 12043 1415 12 16 17 18 19 20 21 22 20 Feb 2012 23 2 5 26 329 012 Fase 5 Deployment Rollout 7 a a a 2 14 30 31 1 2 3 45 Today 13 Mar 2015 O Fase 6 Closure wi Ge 6 1 Evalueren v 21 Mar 2012 E 05 Apr 2012 6 2 Decharge Document opstellen v 06 Apr 2012 L Ls 11 Apr 2012 v 12 Apr 2012 12 Apr 2012 4 4 4 4 4 4 4 4 oS amp 6 3 Besluiten Decharge 6 4 Archiveren 13 Apr 2012 L 2 15 Apr 2012 Filling in the milestones on the plan tab 1 Go to the project dashboard or the Plan tab 2 Click 3 Fill in the mil
354. vailable they are shown within the dialog 1 and the unread indication shows for a short time after the message is considered read You are able to reply to a certain message by the message button 2 shown in the right corner of the message When doing so the current message will be started with all the and tags of the original message to ensure it pops up at all appropriate locations lf at any location a message is not yet read by you a unread indication will appear SIMPLY FORTES Principal Toolbox 7 5 Basics Principal Toolbox 30 2 13 O ii message is unread open the messaging dialog to read this message Up to five most recent messages appear in the messaging dialog Older messages can be viewed using the Load older messages button Working with models In Principal Toolbox many objects e g projects are based upon a model Such a model defines the initial configuration and content for the objects that are created upon them The way this works is comparable to templates for documents only models contain not only templates but define configuration behaviour and content as well Models ensure that the same standards are used throughout the organisation Multiple models may exist within a single application although it is recommended to keep the number of models limited to be able to efficiently control and maintain the way of working within the organisation Models currently exist for the following type of obj
355. van der Laan Erik Aalbersberg Jeroen van Barmeveld Peter Cole Richard Hammond Samuel Davies Yung J tLao Due date 15 Feb 2013 Remarks Notify Approvers wr OK Cancel Requesting approval 5 Click OK to sent the document in for approval On the product page the status changes to Waiting for approval Approving a document The reviewer needs to review the document and approve or disapprove it The documents which need to be approved can be found at the reviewers Home page 1 Go to your Home page Here you will see all documents waiting for approval SIMPLY FORTES Principal Toolbox 7 5 Functionalities 101 Documents to be approved by me From Document Due date Rob van Moortsingel Blank_lssue_Log wmiv 13 Mar 2015 Open 2 Click the Product name to open the specific Product page To review the document click the document name 3 After the review you need to Approve or Reject the document by clicking the appropriate button Anew window will appear where you can insert remarks 4 Click OK to finish the approval procedure And the status of the document will change to Approved or Rejected 3 2 1 4 4 4 Adding minutes of meetings Fast consultation of the minutes of meetings can be very useful for the project team members and makes the dissemination of minutes and diary dates unnecessary In the logs section on your project dashboard you find a link for Mi
356. ve Listing rtf from asp fortes nl Open Save v Cancel Note This is the Internet Explorer behaviour For other browsers the downloaded file may appear differently 3 When clicking the Open button MS Word will automatically be opened and the data is available for further modification Save list as XLS ga The Save this list as XLS function creates a so called XLS file which can be opened in MS Excel 4 Click the aA button 5 The web browser opens a pop up for opening or saving the Excel list 6 When clicking the Open button MS Excel will automatically be opened and the data is available for further modification 3 4 1 3 3 3 Generating automated reports COPY The Principal Toolbox has extensive report functionality available These reports come either as RTF files readable by all text processors like Word and Microsoft Excel files SIMPLY FORTES Principal Toolbox 7 5 Functionalities 174 Within the Principal Toolbox a number of fixed keywords are available which you can use in your templates When generating a report these keywords will be replaced by information from the Principal Toolbox database All views defined in the Principal Toolbox general and personal are available for reporting 1 Go to the Project Dashboard or go to a specific product page where a merge template is available I Automated Reports rf EJ ccfdpunten Rapport On the Project Dashboard Templates Name Descri
357. ve Yvonne Veenma 05 May 2014 22 May 2014 5 5 Overdracht Run amp Maintain 27 Jun 2014 27 Jun 2014 5 6 Nazorg Brigette Tighe 27 Jun 2014 27 Jun 2014 5 7 Acceptatie oplevering 27 Jun 2014 27 Jun 2014 Fase 6 Closure Owner Start Draft Checked Final Pi oORQO A 6 1 Evalueren Yvonne Veenma 29 Sep 2014 29 Sep 2014 6 2 Decharge Document opstellen 27 Jun 2014 27 Jun 2014 6 3 Besluiten Decharge Judith Remkes 27 Jun 2014 27 Jun 2014 6 4 Archiveren 27 Jun 2014 27 Jun 2014 Active stage indicated by line at the front of the stage Passed planned milestones in red If final milestone has passed red indicator in front of product SIMPLY FORTES Principal Toolbox 7 5 Functionalities 67 i Name Apollo lt e Project start up i e Project Mandate i Initiation Stage Authorisation Project initiation ee Initial Business Case ee Initiation Stage Plan seese Project Initiation Document PID ae Next stage plan i Project Authorisation Execution stage 1 Work Package 1 i i Product 1 1 e Product 2 1 Product 3 i i Product 1 RE Highlight Report End Stage Report Next Stage Plan i Next Stage Authorisation Execution stage 2 Work Package 2 i Product 1 2 Product 2 Product 2 2 1 Lm Product 2 2 2 i Highlight Report z End Stage Report zZ Next Stage Plan Next Stage Authorisation Project cl
358. ve stage is runnina behna or on schecule with respect fo che planned end cate Product Planning Counts the number o produc s cverdve in respect fo che tota number o produc s n the praet pian SDE Summarizes ne costs c omnetted actual and remanngi ard compares tus n rescect to Ine budget tor sl products m the proyect plen il Reports Projec Houe Surumaises lie hours ieum nillad ae ul awd remaing awd compares Wie i respe lo lhe Gudgel w alp oda n the p sjat pai Programmes Project lists a Default project tolerances P rnnrg Tolerare ca Stage Planning lolerance Product Planning Iclerance Projects Audi udioc Name Urange UrangejAbs Rec Red Abs Orange Urange Abs Rec Red Abs Actwe Stage Products PI It Loiad Curae alure a 1 o 15 a 1 o 15 roauc an items Extrane Project specific tolerances exceptions to the default tolerances ra 4 nnning Toleraneca Issues Extrane Stage Planning olerance Product Planning Iclerance Risks Name gt Project Orange 1 Orange Abs Rec fs Red Abs Orange 1 Orange Abs Rec fs Red Abs Actwe Stage identity Medisona img a o o a o o Quality reviews Pevranet nar A n n n n n n a Local a Lxyanet LIAZ ase i u U v v u u v u kinnty amp erena Menegement n n a n n n a a Changes Local sree network connec tvity u u v v u u v v Test nii Tel riisuw uryject a fa o o a o o o Vite wninrene ing A n a a n n n n Actions vid Vieebcorterencing u u v v u u v u V
359. veloper Add Ins A 7 o ep amp pole z 7 s J ga ty f l amp Arial 710 yA aA Dr g General 7 gt E i AY Fy Ga zs g9 Delete m Paste B Z U H Re A vet a a 9 9 98 Conditional Format Cell Sot amp Find amp btt Formatting as Table Styles 7 Format amp 7 Filter Select Clipboard m Font P Alignment a Number P Styles Cells Editing a Issue log F OR TES Y S P Nr Description Type Decision Owner Due Date Remarks 2 Supplier delivery too late for completion _ Concern___ Investigation Si R 1 Fix piping between plants now leaking Issue Open 9 9 2013 S ce et E See Get SSS SaaS SSSSS _7 4 gt gt Report 2 iKi il Ready E 100 Extending the report data To add the calculated impact data a column heading is added next to the Remarks column Also in the cell below this heading the following formula is entered F Due Date IF Due Date lt TODAY TRUE FALSE adapt the formula as necessary to refer to the correct cells This formula calculates the impact based on the values detected for Chance and Severity Next extend the formula to be applied to all rows and the first empty row below the table of data See the picture below SIMPLY FORTES Principal Toolbox 7 5 Reporting 214 Fal HI C s ProjectReport xlsm Microsoft Excel Table Tools o S File
360. viewer or participant are shown on the time sheet regardless of budget e budget based only products that have a budget assigned are shown but then to all members of a project e whether only products from active stages are shown or all products from the project e whether users are allowed to choose products of projects they are not a member of If set to Yes the configuration provides following options e which filters should be used for pre selected items e which filters should be used for selectable items Creating a time entry configuration Support for Activity Planning No There are multiple ways to create time entry configuration The default way to define a time entry configuration is described below 1 Navigate to the Time Entry module a FORTES A Time Entry Search e Rob van Noortsingel Help Setup Time Entry Dashboard Archive time registration group contains a group of persons for time entry il Automated Reports S A time entry group must use a single configuration and any number of non project activity sets NPA sets NPA sets and time entry configurations can be modified and created in Setup gt Configuration x Open weekstaten Time Entry Groups Archive All Time Entry Group v View v Ey Goedgekeurde weekstaten Name Description Group Manager Configuration Non project activity sets il Reports Development Ad Supley Algemeen Management Fortes Urenverantwoording All Custom
361. w Due date When is the review due by Method Describe the method see the Product Description Reviewer Who will carry out the review Results Give the review results OK and action items Owner Owner of the quality review Creator Creator of the quality review Created Date when the quality review was made Product To which product is the review related leave blank when it is project related Remarks Remarks with regard to the quality review 5 Click the Save button to save your new entry 6 It is possible to add actions and documents to the quality review To add an action you need to do the following click behind Action listing and fill in the following information Name Name identifier of the action Description Description of the action Status Status open closed Priority Priority Due date When should the action be finished Owner Owner person responsible for the action Creator Who has created the action Related to Here a link to the quality review will be shown Remarks Any remarks status description 7 Click the Save button to save your new entry SIMPLY FORTES Principal Toolbox 7 5 Functionalities 185 3 4 1 3 5 4 8 By clicking or note behind documents you can add documents or notes with additional information to the quality review Quality review 1 Qually revere log ileri opert ss history Deru lie
362. w to communicate with Principal Toolbox Ways of composing reports and views How documents templates are managed How issues and risks are registered and monitored How to use the hours entry module 3 4 1 3 1 Progress Planning You are able to get an easy overview of the progress of the project on the project dashboard Immediately visible are e delayed and finished products e the number of issues risks etc within your project and per product or work package e deliverables added to products etc On the dashboard Products 4 Edit Project Plan Set Baseline t z Fase 2 Ideas Owner Start Draft Checked Final P O R a o fA 2 1 Opzetten projectadministratie Etienne Krame S 01 Jul 2013 2 2 Opstellen BRD 02 Jul 2013 02 Jul 2013 2 3 Opstellen Project Charter 03 Jul 2013 04 Jul 2013 2 4 Go No Go project Etienne Krame 07 Jul 2013 10 Jul 2013 Planning on the project dashboard e Planned dates set on today or before today are shown in red e If the final planned date lies before today a red dot appears to the left of the product name e Finished milestones are marked with a tick v If the final milestone is ticked off the tick is shown to the left of the product name On the Gantt chart Week 26 Week 27 Week 26 gt 24 Jun 2013 01 Jub2013 08 Jul 2013 JETS MTWTFSSMTWAWTtPrF SF SMT AT FS 5 Fase 2 Ideas Lae 2 1 Opzetten projectadministratie 2 2 Opstellen BRD 2 3
363. with OK m Restore Mobile Application As of release 7 0 it is possible to use Mobile Reporting and Mobile Time Entry using the Fortes app They allow for managers and stakeholders to always have the appropriate reports with them and for all employees to enter hours using only their tablet or smartphone Opening screen op the Fortes app Principal Enter the URL of your Principal Toolbox Toolbox URL Username Enter your username Password Enter your password Log in Click Mobile Reporting 229 When you are using the app for the first time and there are nog Mobile Reports available yet the following screen is shown Mobile Reporting in the Fortes App SIMPLY FORTES Principal Toolbox 7 5 Functionalities 191 4 1 For more information on Mobile Reporting click here 229 Mobile Time Entry 155 This functionality is only supported as of release 7 5 if you have a version of the Principal Toolbox prior to 7 5 you will see the following notice Notice when your version of the PTB is prior to 7 5 For more information on Mobile Time Entry click here 155 Reporting Reports can be used in projects to provide reports about your projects programme portfolio s time entry groups etc e General reporting 191 is provided throughout the application and is based on the ability to create views on all kinds of data e When working with hours and costs it is also possible to create timeline reports 198 t
364. worst case scenario tolerances for cost and hours Example Tolerances set Costs orange 10 Costs red 20 Costs orange abs 5 000 Costs red abs 10 000 Project costs Budget 100 000 00 Committed 25 000 00 Actual 65 000 00 Remaining 23 000 00 So the expected costs for the project are 25 000 65 000 23 000 113 000 The budget is 100 000 so the expected deviation is 13 000 According to the percentages set this would result in an amber orange indicator However since the absolute number for a red indicator is 10 000 it will show red on the programme dashboard 3 2 1 4 4 Document management and approval You can store documenis at various locations within the Principal Toolbox The Principal Toolbox will keep the document in the database so it will be available to all users with access to the document in the Principal Toolbox It is possible to overwrite older versions with newer ones The Principal Toolbox will keep the old versions in storage These will remain available for the manager of the particular level in the tool On top of that it is possible to put an approval cycle on deliverables and or documents with the add on Advanced Customisation amp Workflow To make document management much easier the tab Documents has been added on the project level This tab makes it easier to search for specific documents within a project The tab gives you several options to search for documents Doc uments
365. xample Timeline Report Based on the start and end date of an entry a timeline report creates an overview in time for instance the total costs per month per project or the number of hours resources are allocated to projects The timeline reports can be found on the same location as the normal reports So they are available enterprise programme portfolio and project level They are also available in the different modules like time registration and resource management kee Sie Ba ell Cost Hour Entries Dependencies Project Resources Entries Il Timeline Reports Entries SIMPLY FORTES Principal Toolbox 7 5 Reporting 199 Two representation types are available table chart Timeline report views can be used in automated Excel and Word reports Timeline Reports Close amp Entries Custom view v View Options v Hours Jan 2010 Feb 2010 Mar2010 Apr2010 May 2010 Jun 2010 Jul 2010 Aug 2010 Sep 2010 Oct2010 E Actual E Assigned Example Timeline Report Chart Timeline Reports Close A Entries f ga ga Custom view View Options v Type No Date Jan 10 Feb 10 Mar 10 Apr 10 May 10 Jun 10 Jul Actual 220 00 100 00 605 00 816 00 119 00 448 00 Allocation 75 60 551 40 240 00 88 00 Assigned 372 00 473 25 946 00 998 00 845 75 982 75 Available 268 80 2 068 48 2 041 00 1 600 00 Capacity 611 49 582 38 669 73 640 61 611 49 640 61 Committed 400 10 00 Planned 7 752 00 692 58 761
366. y change when problems a Garbage collector By normal use keep the standard values a Person display name Lastname initials Modify if necessary Number of currency 2 Number of displayed decimals for all currency values decimals User Login Login type Basic Change if one works with IIS settings More settings See User adminisration gt Advanced options 245 Ooo a SMTP Server ee Specify the SMTP server for sending email Fixed from address Fill in a fixed from address which is used instead of the users email address when sending email from Principal Toolbox o ee only specify when all mails sent should be replied to one from address used for emails automatically sent by Principal Toolbox for example notifications Fixed reply to address email address LDAP settings all settings and field mappings for LDAP synchronisation Contact support fortes nl for more information about LDAP synchronisation and Single sign on options Updating the software Implementing updates and the installing of new releases of the Principal Toolbox is done via the Settings screen You will receive a file in the form of a jar or sql file from Fortes Solutions in order to implement an update or to be able to install a new release SIMPLY FORTES Principal Toolbox 7 5 System Administrator Configuration amp Settings 247 5 3 Remember Before starting the update we recommend to backup the database and application

Principal Toolbox 5.0 User Manual - Introduction to the Principal

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