Definitions and processes Navigation and overview How to create
and edit a project: General details Resources Expense Types Time
Types How to create/edit The plan (the list of tasks and the
timeline) The issues Reports My Work: the timecard Best
Practices
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What is a Project? A project is a temporary endeavor undertaken
to create a unique product, service or result. PMBOK Guide What is
Project Management? Project management is the planning, scheduling
and controlling of project objectives. Fundamentals of Project
Management What is Portfolio Management? Portfolio management is
the selection and management of an organizations projects. What is
Resource Management? Resource Management is the process of using an
organizations resources efficiently. PMOs web site:
www.mcgill.ca/it. www.mcgill.ca/it IT Projects > Project
Management
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CIO Strategic Plan IT Services Unit PortfolioProject
PortfolioProject Sub-Project / Phase Portfolio Sub-Project/
Phase
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IT Steering Committee CIO Enterprise Architecture Portfolio
Manager
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Directors/Portfolio Managers: Evaluate and approve projects
requests Run reports Project Managers: Create projects and plans
Team members: Enter hours worked and issues
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Login: McGill username and McGill password Browsers: most
browsers (IE 8 and up) Two interfaces: The main application: TDNext
https://ppm.mcgill.ca/tdnext/login.aspx The TDClient interface: a
read only client portal for users outside IT units ( no licenses
used) http://ppm.mcgill.ca/tdclient/login.aspx
Click a blue link to view and/or update the information
Desktop: shortcuts to apps Change Desktop Customize the Desktop
Create a New Desktop
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Click and drag modules to reorder, remove or change column
Click and drag a module to Column 1 or Column 2 Available
modules
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List of Applications depends on your security role Click the
Application name to open it Click the Applications menu to view the
list of applications avaiable
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Tab for each app Edit the Projects Application desktop
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Types of project: Evolution: e.g. a new function for an
existing application Support: ongoing operations (for units that
have staff who work on major projects and keep the lights on
activities) For project requests: Need: project first entered in
PPM Opportunity: project requests requiring approval Project: Major
project with a beginning and an end E.g. implementation of a new
application
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Resources Managed by project: Resources managed at the project
level If there is no plan May be used to book resources time
Managed by plan: Resources managed at the plan level Hours entered
in the plan will overwrite the number of hours at the project level
Project Plan
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Click New to create a new project
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Add Resources Add Time Accounts Add Expenses types Red asterisk
means it is a required field Fill in the General section Click Save
when changing window
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Click the arrow to get help Click the magnifier icon to
search
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Information needed for the General section of the project:
Project Name Sponsor Acct/Dept (the client account) Type ( e.g.
Evolution) A Start and End Date Template: select a plan template
(optional) Type of Time and Expense Approval Choose the Resource
Management type (by project or by plan) Options
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Information needed for the General section of the project:
Contact Name: the client name Needs Statement and Needs Statement
Review: Filled in by the project request. If the project was not a
project request in PPM, enter anything you want in the required
fields (red asterisks) e.g. refer to the Business case. Lead IT
Unit ( the project managers unit)
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Click the project name to edit the details Click to change the
status
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Deactivate Project: removes the project from the project list
Close Project: closes the project if it is completed or cancelled
Deactivate Project: removes the project from the project list Close
Project: closes the project if it is completed or cancelled Click a
link to edit the information
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Search for Inactive projects The Inactive projects are: project
requests approved (need to be activated) projects that are not
active The Inactive projects are: project requests approved (need
to be activated) projects that are not active
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Add more resources to your project: 1.Click Administration
2.Click the project name 3.Click Resources 4.Click Add Resource
5.Search for resources and add them 6.Click Save 7.Close the
window
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List of projects that you are involved in: As a project manager
or As a team member List of projects that you are involved in: As a
project manager or As a team member
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Click Plans to create or modify a plan Click the project
name
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Existing plans New plan Click Check Out to be able to edit a
plan The plan(s) open in a new window Click the plan name to open a
plan
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To add a new task, click on an empty line in the Title column
and enter the title
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Insert/move/delete/indent/outdent tasks Click the arrow of a
parent task to see its children
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To edit the task details, click a task and click in any of the
columns To edit the task details, click a task and click in any of
the columns
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Right click on a task to see a menu Enter the % completion of
the task or the remaining hours Change any details of the task
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Click the task name and click in the Resources column. Check
off the resources. Drag and drop resources to the task Resources
column Resources cannot be added to parent tasks.
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Click Assign Set up the % of a task assigned to a person
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Enter the line number of a task in the Predecessors column of
another task In this example: Process mapping must be completed
before Determine KPI starts
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1.Right click on a task and click Task Details. 2.Click the
Relationships tab. 1.Right click on a task and click Task Details.
2.Click the Relationships tab. Click Add to add a new relationship
Select a type of relationship
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Show critical path
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Plan Details Shift/Copy/Delete a plan
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To keep track of the original start and end date. The Var
column shows the differences
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Click Issues to search for an issue Enter a New Issue
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Click the Issue Title to edit an Issue Click Actions to display
a menu
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Apps > My Work In My Assignments, add tasks to your time
card
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In My Time Card, enter your hours Click the + sign
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Edit or delete hours Click to edit or delete Be careful before
submitting
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Enter your time off Click Time Off
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To remove tasks from My Time Card Click My Work Click
Remove
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The Projects Reports
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Select a report Click Reports
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Enter your criteria Click Run Report
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Best Practices and Support
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Update the % complete of the project The % complete of a task
is the % of that whole task even if two people were assigned to the
task. Update the project status Do not add too many tasks to a
plan. Create phases by creating plans instead. It is easier to
manage People in the team may change if a phase is too long Good
motivation for the team members when they complete a phase
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You will receive an email confirming that you are added to the
prod database and giving you the web links Documentation in the IT
Knowledge Base: www.mcgill.ca/itwww.mcgill.ca/it: article #1457 -
Project and Portfolio Management
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Andrew Lutzuk Service Desk 398-3398
support.ist@mcgill.casupport.ist@mcgill.ca
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Please evaluate the training: Minerva > Employee > IT
Customer Services (ICS) Menu > Training Evaluations