Fresh Project Configuration

Fresh Project – Configuration

Note:

The configuration and installation procedures will be hosted on the Zia website to enable Fresh Project users to have the latest documentation.

PMO and Departmental Site Process

Creating Project Status Datalist

Creating Datalistfor Risk Items

o Promoting a Risk Item to an Issue Item

Creating Datalist for Issue Items

Creating Datalist for Action Items

Fresh Project AMP Installation Process

Infrastructure Set Up Installation

See Set up and Installation.docx and Installing and configuring Alfresco Enterprise 3.4.pdf.

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Creating a Share Site Process

After an Alfresco user has been granted permission to the application, they can create a Site, which is similar to a specific Project, Department, or Process within an organization.

In order to create a Site within Share, the user selects the Site icon which has a dropdown on the top toolbar of the main dashboard. By
clicking the dropdown, a pop up appears with the option to Create a Site at the bottom of the pop up. The user selects the Create Site button. Another pop up
screen appears which requires the following to be completed:

·
Name: Input name of Site (i.e. – Project XYZ)

·
URL Name: Input the name of the url without using spaces or special characters.

·
Description: Input a description to describe what content will be placed in the site.

·
Type: (There are currently 4 types of sites)

o
Collaboration Site: This site will contain the default Alfresco
settings that will not contain any of the Fresh Project customizations.

o
Template Site: The Template site is used to create another custom
template. It will have the Fresh Project customizations but allow a user create
the name of the template, settings for the Site dashboard, datalists, roll ups,
ACLs, and a folder structure, if applicable. After configuring the new
template, it will show up in the Create Site dropdown list as another site Type
option.

o
Departmental Site (from template): This site will contain the
Fresh Project customizations including configured dashboard, datalists, roll
ups, ACLs, and a folder structure that is suited to manage a department.

o
PMO Site (from template): This site will contain the Fresh
Project customizations including configured dashboard, datalists, roll ups, ACLs,
and a folder structure that is suited to manage a project.

Dashboard
Customizations

There are two types of dashboards available to an Alfresco
user. The first is a User’s Dashboard and the second is a Site Dashboard. If a
company desires, they can have defaults set up for both types of dashboards to
minimize IT’s involvement in assisting multiple users with the same issue. If a
user wants to modify their personal User Dashboard, they can do the following:

·
User Dashboard: Select the Customize Dashboard button in the top
right portion of the User’s Dashboard. Next, the user can modify the layout (1,
2, 3, or 4 columns). Click on the specific format the user desires. Next, a
user can perform two operations:

o
Add a Dashlet(s): Select the Add Dashlets button and all
available dashlets will appear. The user selects the desired dashlet(s) to add
by left clicking their mouse over the selected dashlet and drag and drops it
into the desired column.

o
Remove a Dashlet(s): The user selects the desired dashlet(s) to
remove by left clicking their mouse over the chosen dashlet and drag and drops
it into the trash bin located on the right side of the user’s selected
dashlets.

To complete the process for both the addition and removal of
dashlets, the user selects the OK button on the bottom of the screen.
The customized User Dashboard will appear with the desired modifications made
by the user. If a user wants to modify the Site Dashboard, they can do the
following:

·
Site Dashboard: If the user has the appropriate privileges, they
can select the Customize Dashboard button in the top right portion of the Site Dashboard.
Next, the user can modify the layout (1, 2, 3, or 4 columns). Click on the
specific format the user desires. Next, a user can perform two operations:

To complete the process for both
the addition and removal of dashlets, the user selects the OK button on the
bottom of the screen. The customized Site Dashboard will appear with the
desired modifications made by the user for all members of the site.

Project Status Datalist

·
After a site is created, go to desired site.

·
Select Datalist from site dashboard and a button called New List
will appear. Select the New List button. A pop up appears with a list of
Project Status datalists. Select a Project Status datalist with the Fresh
Project icon. Also, name the Project Status appropriately in the Title textbox.
Lastly, select Submit. The new Project Status datalist will appear in the left
navigation plane under Lists.

·
Select the Project Status datalist that has been created and it
will be placed in the center of the page. Next, select the New Item button to fill
in the following information:

1. Project
Name: Name of single project or one of many projects in a Program.

2. Status:
Select Open or Closed.

3. Budget:
Input the dollar amount that has been approved for the project.

4. Actuals:
Input the expended dollar amount through specific reporting period to track
project progress against the budget and also help calculate the EVMS metrics.

5. Estimate
to Complete (ETC): Input the expected dollar amount needed to complete all the
remaining tasks for a project. This value also helps calculate the EVMS
metrics.

6. Estimate
at Completion (EAC): This is an automatically calculated field (Actuals + ETC).

7. Variance:
This is an automatically calculated field (Budget – EAC).

8. Percent
Complete: This is an automatically calculated field (Actuals / EAC).

9. Percent
Expended: This is an automatically calculated field (Actuals / Budget).

Note: after inputting values 1-5 then select Submit and the
Project Status datalist will be generated with the data the user has entered,
plus the auto calculated fields.

·
The Stop-light thresholds are based on the following criteria:

o
Green: If the EAC value does not exceed the Budget value, the
indicator will be green.

o
Yellow: If the EAC value exceeds the Budget value by %5 or less,
the indicator will be yellow.

o
Red: If the EAC value exceeds the Budget value by more than %5,
the indicator will be red.

Risk Datalist

·
User navigates to a site that has been created by selecting the
Sites icon and then selects the appropriate Site from the dropdown list.

·
Select Datalist from Site Dashboard.

·
Select New List from left navigation pane and then select the Risk
datalist with the Fresh Project icon. Input the title of the Risk datalist and
then select the Submit button. The new Risk datalist will appear in the left
navigation plane under Lists.

·
Select the Risk datalist that has been created and it will be
placed in the center of the page. Next, select the New Item button to fill in the
following information:

o
Item Number: Input a sequential numbering scheme (i.e. – 001,
002, etc.).

o
Risk Title: Input title of risk.

o
Origination Date: Input the date the risk was identified.

o
Description: Input a description of the problem that the project
could encounter which would affect cost, schedule, scope, quality, etc.

o
Priority: Select the priority from the dropdown (Low, Medium, and
High).

o
Impact: Input the consequence to the project if the risk actually
occurs such as increase in cost or delay in schedule.

o
Mitigation: Input how specific risks will be dealt with and the
action steps that are required to carry them out. It gives project staff and
sponsors a clear understanding of the tasks that are needed to be undertaken
and provides management with an understanding of what actions are being taken
on their behalf to remedy the project risk.

o
Due Date: Input the date the risk items needs to be remediated by
the project team.

o
Completion Date: Input the actual date the risk items were
successfully remediated by the project team.

o
Status: Select Open or Closed from the dropdown.

o
Assignee: Click on the Select button and a text box will appear
to search for the appropriate team member to take ownership of completing the
risk mitigation plan.

o
Attachments: Click on the Select button and a pop up will appear
where the user can select the appropriate folder which contains a document that
will assist in remediating the risks.

After all required fields have been completed; the user can
select the Submit button to create the Risk item.

Promoting a Risk Item to an Issue Item

Optional: If a company’s process follows a PMI process for
Risks and Issues, then the user can select the Promote icon in the actions
column (far right) and the Risk item will be promoted to an Issue item and
closed as a Risk Item.

Issue Datalist

·
User navigates to a site that has been created by selecting the
Sites icon and then selects the appropriate Site from the dropdown list.

·
Select Datalist from site dashboard.

·
Select New List from left navigation pane and then select the
Issues (Custom) datalist with the Fresh Project icon. Input the title of the
Issues list and then select the Submit button. The new Issue datalist will
appear in the left navigation plane under Lists.

·
Select the Issue datalist that has been created and it will be
placed in the center of the page. Next, select the New Item button to fill in
the following information:

o
Item ID: Input a sequential numbering scheme (i.e. – 001, 002,
etc.).

o
Issue Title: Input title of issue.

o
Origination Date: Input the date the item was identified.

o
Description: Input a description of the problem that the project
could encounter which would affect cost, schedule, scope, quality, etc.

o
Priority: Select the priority from the dropdown (Low, Medium, and
High).

o
Impact: Input the consequence to the project now that the Issue
has actually occurred.

o
Mitigation: Input how specific issues will be dealt with and the
action steps that are required to carry them out. It gives project staff and
sponsors a clear understanding of the tasks that are needed to be undertaken
and provides management with an understanding of what actions are being taken
on their behalf to resolve the project issue.

o
Due Date: Input the date the Issue item needs to be remediated by
the project team.

o
Completion Date: Input the actual date the issue items was
successfully remediated by the project team.

o
Status: Select Open or Closed from the dropdown.

o
Assignee: Click on the Select button and a text box will appear
to search for the appropriate team member to take ownership of completing the Issue
mitigation plan.

o
Attachments: Click on the Select button and a pop up will appear
where the user can select the appropriate folder which contains a document that
will assist in remediating the Issue.

After all required fields have been completed; the user can
select the Submit button to create the Issue item.

Action Item Datalist

·
User navigates to a site that has been created by selecting the
Sites icon and then selects the appropriate Site from the dropdown list.

·
Select Datalist from site dashboard.

·
Select New List from left navigation pane and then select the
Task List (Advanced) datalist. Input the title of the Task list and then select
the Submit button. The new Task datalist will appear in the left navigation
plane under Lists.

·
Select the Task datalist that has been created and it will be
placed in the center of the page. Next, select the New Item button to fill in
the following information:

o
Title: Input title of the action item to be completed by a
project team member.

o
Description: Input a description of the task to be completed by a
project team member.

o
Start Date: Input the date the task was initiated.

o
End Date: Input the date the task needs to be completed by the
Assignee.

o
Assignee: Click on the Select button and a text box will appear
to search for the appropriate team member to take ownership of completing the
task.

o
Priority: Select the priority from the dropdown (Low, Normal, and
High).

o
Status: Select Not Started, In Progress, Complete, or On Hold from
the dropdown.

o
Percent Complete: Input the % compete of the work required to
complete the task. For example, a simple method is to mark a task 50% when
initiated and 100% when is completed.

o
Comments: Input comments which are useful in describing the
actions that are being taken to complete the task.

o
Attachments: Click on the Select button and a pop up will appear
where the user can select the appropriate folder which contains a document that
will assist in remediating the risks.

After all required fields have
been completed; the user can select the Submit button to create the Action
item.

Creating
Other Datalists

There are other datalists in Alfresco, and the user simply
follows the same basic process below:

·
User navigates to a site that has been created by selecting the
Sites icon and then selects the appropriate Site from the dropdown list.

·
Select specific Datalist from site dashboard.

·
Select New List from left navigation pane and then select the new
datalist to be created.

Where to Find PMBOK templates

There are many documents that are used repeatedly during the
lifecycle of a project. Zia has provided a starter set to get a project
authorized, planned, executed, controlled, and closed out with the following templates
(or datalist reference).

The Templates will be placed in the Site: PMO Templates
in the clients’ instance of Alfresco for master control of the templates.

·
Initiation

o
Project Charter

o
Statement of Work (SOW)

o
Project Initiation Checklist

o
Additional Resource Request Form

·
Planning

o
Project Kickoff Form

o
Project Management Plan with key sections:

§
Project Scope

§
Project Approach

§
Project Estimation

§
Resource Management Plan

§
Schedule and Milestone Management Plan

§
Resource Management Plan

§
Risk and Issue Management Plan

§
Scope Management Plan

§
Communications Management Plan

§
Supplier Agreement Management Plan

§
Change and Configuration Management Plan

§
Quality Control Management Plan

§
Cost Management Plan

·
Execution

o
See Issue datalist in Alfresco with Fresh Project customizations

o
See Risk data list in Alfresco with Fresh Project customizations

o
See Action Item data list in Alfresco with Fresh Project
customizations

·
Control

o
Status Report

o
See Project Status data list in Alfresco with Fresh Project
customizations

o
Change Request Form

·
Closeout

o
Acceptance Form

Fresh Project Configuration