Operations Management

Name Sap Id
Haider Ali 2434
Osama Sarfraz 2596
M.Ikhlas Khan 2607

Submitted To: Sir Farhan Afzal

HP Project Management

Introduction to HP Project Management

HP Project Management enables organizations to streamline and standardize the management
of project activities using a template-based, collaborative approach. HP Project Management
defines the step-by-step processes required to complete specific tasks and deliverables, guiding
users through a dynamic, self-documenting process to support activities such as the execution
of standardized checklists or the collection of deliverables using document attachments.
Using project types, the business rules that govern a project or set of projects can be
formalized. Policies can be set governing various aspects of a project, including schedule health,
task auditing, and project security. At least one project type must be created before you can
create and manage projects. As the project executes, managers can make use of the Project
Overview page to view important project metrics such as health indicators, milestones, and
issues. Project teams can easily manage work plan activities within and across the technology
chain because all team members, whether internal or external, collaborate and interact
through an intuitive interface.
General Setup Considerations:
The configuration and setup work is as follows:

 Setting Up Resources:
Resources in HP Project Management can be tracked to optimize their time and capabilities
with HP Resource Management. HP Resource Management allows a project manager to:
 Set a calendar for each resource, determining total availability as well as specifying
vacation days
 (Optional) Assign a primary skill and role to a resource
 View resource load by time period, work plan, or individual
 Analyze and search resource availability

 Setting up Regions:
Regions are set up in HP Resource Management and contain their own calendars. These
regional calendars specify the following:
 Number of hours in a working day
 Working days for each week
 Holidays
A project can then be associated with a region for accurate project and resource scheduling.

 Configure project control processes:

Project issues can be submitted against a particular project to raise issues that require
attention. Once submitted, project issues follow their own workflow to resolution.
Management tools are provided for project risks and scope changes.

 Set up project types:

Every project is created from a project type, which contains project policies that you can
preconfigure for ease of use, or even lock down when appropriate.

Configuring the Project Process

The project process is determined by a workflow in PPM (Project and Portfolio Management)
Center.
Configuring Project Control Processes
HP Project Management includes specialized project control items that can be submitted and
managed during project execution as HP Demand Management requests:
  Issues can be filed against a particular project to raise issues that require attention.
 Risks can be brought up to highlight risks that may endanger project execution.
 Scope changes can be requested to adjust the scope of the project.
Setting up Project Types
All projects are created from project types. A project type is used to default or impose the
business rules that will be used to manage a new project. Project types include policies for
different aspects of managing the project, including:

 What types of actuals are collected

 Whether built-in project costing or HP Time Management are used for the
Project
 Whether the project will include a work plan
Setting up Activities
Activities are simple configuration entities that can be associated with tasks in the project work
plan. Activities marked as capitalized are used in this capacity for Statement of Position (SOP)
98-1 tracking, and will categorize the costs of associated tasks as capital if the project supports
capitalization.
Setting Up HP Time Management Integration
HP Time Management can be used in conjunction with HP Project Management for detailed
entry of time and effort actuals using time sheets. Time sheets have their own sets of approvers
and approval processes, and can be used for more granular cost reporting.

Configuring Project Types:

Each project is associated with a project type on creation. A project type is used to default or
impose the business rules, or project policies, that will be used to manage a new project.
A project type includes policies for a project concerning:

 Which health metrics will be tracked for the project, as well as threshold levels for each
health color
 Security and audit controls for the project
 The request type that will define the fields on the Project Details tab and
Drive the project process
 Costing exception rules that will be used to calculate indicators showing
Costing and earned value violations
 Whether the project will include a work plan
 What types of actuals are collected
  Rules that govern work plan scheduling
 Scheduling exception rules that will be used to calculate indicators
Showing a scheduling problem
 Whether built-in project costing or HP Time Management are used for the
Project
 Settings for Microsoft Project integration
 Settings dictating the items that count as workload for resources for the
Project
Cost and Effort
The Cost and Effort policy dictates how the costs, effort, and workload for the project will be
managed, including how this information flows between project entities such as the work plan,
staffing profile, financial summary, and time sheets, if any. The policy determines whether
financial information will be tracked for projects, how actuals are captured, and how costs are
calculated.
Resource Load Settings
HP Resource Management automatically keeps track of resource workload and availability.
These settings determine how to track workload for a project type.
Cost and Earned Value Health
The Cost and Earned Value Health policy controls whether or not to track the cost health for a
project, and if so, which metrics will be evaluated to determine health. It is used to indicate the
health of a project in terms of its cost.

Creating a Project:
Projects allow organizations to define business initiatives with tools including:

 A configurable list of project participants

 A staffing profile that defines and tracks resource usage for a project
 A financial summary that defines and provides a basis of comparison for
the amount of money devoted to a project
 A work plan that provides a hierarchical structure of tasks that logically
groups and organizes activities and deliverables
Using projects, users can define, browse, edit, and manage key aspects of complex business
initiatives. The general process of creating a project for project managers is as follows:

 Log on to PPM Center.

 Create a project.
  Once the project is created, you can perform a number of activities from the Project
Overview page.
 Adjust the project’s settings.
 Configure the project’s participants. You can add to the project’s list of managers and
stakeholders.
 Create a staffing profile for the project.
 Create a work plan for the project. The work plan is the project’s hierarchical structure
of tasks that specifies task details such as:
 Task start and finish dates
 Task predecessors, if any
 Assigned resources
 Once initial planning is complete, set the project and work plan status to
Active to begin project execution.
Defining Project Participants
In general, HP Project Management defines participants in a project according to the following
groups:
Project managers: Project managers take part in project planning and management, overseeing
project execution, issue resolution, and budgetary concerns.
Stakeholders: Stakeholders are users who do not perform any work on a project, but are
interested in the project’s status and need to view project progress.
Resources: Resources are users who work on tasks as part of a project team, but do not have
the administrative responsibilities of a project manager. Resources view and update their tasks
in HP Project Management.
Summary Task Owners: Summary task owners are the people named on summary tasks who
have oversight over that section of the work plan.
Working with a Financial Summary
A financial summary can be used to track financial information for a project, with varying levels
of data dependency. Once the project is in progress, actual project costs can be rolled up to the
financial summary for comparison purposes. Project cost performance as compared to the plan
of record can also be taken into account when calculating project cost health.
Creating a Work Plan
The work plan is the actual deliverable-oriented grouping of project elements that defines and
organizes the total work scope of the project. The work plan describes both the tasks and
milestones, and the scheduled dates for completing these items.
Creating a Work Plan:
Once you have created a project, you can create its work plan. Project work plans allow you to
define a business initiative as a hierarchical structure of tasks and summary tasks that logically
groups, organizes, and schedules activities and deliverables.
To create a new work plan in HP Project Management:

 On the Project Overview page, click the Create blank work plan link.
 Add tasks to the blank work plan, filling in the following task aspects first:
 Name
 Duration
 Start or finish date
 Create any desired milestones.
 Schedule the project.
 Filter the work plan view in different ways to evaluate related information.
 Begin configuring individual tasks, if necessary.
 View the work plan’s critical path.
Creating Milestones
Milestones are used to mark significant events in the execution of a project, often the
completion of a deliverable or arrival of a deadline.
As markers of other progress, milestones generally do not have duration or effort, although
they can be configured to have both. Project managers can indicate that the milestone should
automatically complete once its predecessors are complete, providing a means of reporting
project progress without project manager intervention. In some cases, however, project
managers may want control over whether the milestone has completed, regardless of whether
the work leading up to it indicates it should be.
Scheduling the Work Plan
HP Project Management generates schedules for work plans, based on the configurations set in
the project’s Scheduling policy and the options provided in the Schedule Work Plan dialog box.
Viewing the Work Plan Critical Path
A work plan’s critical path is composed of all of the tasks in a work plan that determine its
duration. In HP Project Management, the critical path of a work plan can be highlighted in the
Schedule view’s Gantt chart. Tasks that are part of the critical path are outlined.
Configuring Tasks:
Work plans are repositories of information consisting of tasks, summary tasks, notes, and
references. These elements model the work required to achieve specific business initiatives
within an organization. Work plans are not static entities. They gather additional information
and are modified as their tasks move through to completion.
Tasks are the components of a work plan that must be completed in order for the work plan to
complete successfully. Project managers gather information from tasks and make appropriate
changes to the project during the project process. This means that tasks must be configured to
deliver the kinds of specific information that project managers need. For example, project
managers may need to be notified when tasks are completed or their statuses change.
Activities
Tasks can be characterized by the type of activity involved in accomplishing the task. For
example, certain tasks could be categorized as design activity, while other tasks could be
characterized as testing activity.
Assigning Resources
Project managers can assign resources to new tasks being added on the Add Tasks page.
Resources can be assigned to existing tasks from the Work Plan page or using the Task Details
page.
Assigning Skills or Roles
When creating a work plan, you can assign a skill set or role to any task without specifying a
resource. This allows you to create a work plan that identifies the roles or skills needed to
complete its tasks without necessarily pinpointing the specific resources that will ultimately do
the work. Additionally, capturing roles or skills required to complete tasks provides a more
detailed estimate of the project cost; this helps make sure the forecasted cost is correct and the
right resources are allocated.
Setting Scheduling Constraints
In addition to its relationship with other tasks in the work plan, a task may have other date-
related constraints. For example, a project manager may want to specify that a task must start
on a particular date, or finish no later than a particular date. These constraints provide valuable
information about tasks, and are also used by HP Project Management to generate the work
plan schedule.
Managing a Project:
Business initiatives can be divided into a set of goals that must be met through the completion
of measurable tasks by assigned resources. The tasks must be monitored to determine if they
are on schedule. In order to provide organization and structure for these activities, a project
manager is responsible for managing the project and its work plan.
Some common responsibilities for project managers include:

 Creating and managing the work plan through ongoing adjustments, scope changes, and
detailed phase planning.
 Tracking progress to ensure that the project is performing well in terms of its
deliverables and costs.
 Communicating project status to participants and stakeholders, including the creation
and appropriate escalation of project-related issues.
Project managers can integrate and streamline these responsibilities using the features of HP
Project Management.
Setting up a Project
A project in HP Project Management is made up of the following components:

 Project settings
 Project details
 Work plan
 Tasks
 Summary tasks
 Activities
 Notes
 References
These components are used to define and process a specific business initiative. The project also
contains a number of global settings that can be configured to suit a particular project’s
objectives.
Adding Tasks to a Work Plan
Once the project has been configured, the project manager can add tasks to the work plan and
specify task details, including assigning resources or resource groups. Tasks can be added
individually, or the work plan can be created based on a pre-defined work plan template. Tasks
can also be organized in a hierarchical fashion quickly and easily.
Concurrent Work Plan Editing
While only project managers should be editing a work plan, a single project may have many
project managers who are editing different parts of the work plan. HP Project Management
allows you to edit and update separate parts of work plans simultaneously, allowing for more
efficient representation of changes to a project.
Tracking Work Plan Audit History
HP Project Management maintains an audit trail for projects, work plans, and tasks.
Completing, Cancelling, and Deleting Projects
All projects must reach an endpoint. The project can either be brought to completion, or reach
a point where no more work can be done. Work plan statuses provide distinct ways of
differentiating between work plans that have been completed or cancelled.

Updating Tasks: Resource Activities:

Locating Tasks
HP Project Management defines resources as users who work on tasks as part of a project
team, but do not have the administrative responsibilities of a project manager.
Resources update their task status in HP Project Management. There are several different ways
for participants to locate their tasks.
Viewing Project Information
Resources might want to view the projects they are part of in the standard interface, as a way
of setting context for their own tasks, checking on other dependent tasks, or keeping track of
deadlines.
Exporting Your Task Schedule
HP Project Management allows you to view and filter the project work plan to display only the
tasks assigned to you, which you can then export to a PDF file for your own use. In order to
view and filter the work plan, you must have a HP Project Management license, meet the
project’s participant restrictions as defined in the Project Security policy, and have the View
Projects access grant at a minimum.
Using Work Plan Templates:
Work plan templates are used in HP Project Management to create repeatable processes to be
used as a model and basis for numerous projects. Work plan templates speed up the process of
setting up your work plans. A repeated set of tasks are bundled into a template and used to
create a work plan while preserving its notifications, any resource assignments, and
predecessors.
A work plan template consists of an ordered hierarchy of tasks. The sequence of tasks can be
edited in a manner nearly identical to the way work plans are manipulated in the Schedule
view.
Creating a Work Plan Template from an Existing Work Plan
Project managers can create a new work plan template from an existing work plan. Project
managers who want to convert their Microsoft Projects into HP Project Management work plan
templates can first import their Microsoft Project into a HP Project Management project and
then convert it into a template.
Work Plan to Work Plan Template Conversion Details
When creating a work plan template from a work plan, the following items are copied or
dropped:

 Data that work plan templates do not carry is dropped. This includes:

 External predecessors

 Schedule dates

 Constraints

 Effort and cost actuals

 Task status

 Resource assignments and summary task owners

 References
  Notes

 User data

 Scheduled effort is copied

 Everything else is copied into the work plan template

Integrating HP Project Management with Microsoft Project:

HP Project Management integrates with Microsoft Project using the Plug-in for PPM. The
integration between Microsoft Project and HP Project Management allows the organization to
have visibility into projects even when their schedules are planned in Microsoft Project. The
integration allows project managers to import project information from Microsoft Project to a
new HP Project Management project. Project information can also be exported from HP Project
Management to Microsoft Project, creating a new project in Microsoft Project. Projects that
have been imported or exported can be synchronized. Any information that is shared between
projects in both applications is updated during synchronization.
Each HP Project Management project is associated with a single Microsoft Project file
throughout the project life cycle. This is a one-to-one relationship where the HP Project
Management project is associated to a specific Microsoft Project file in a specific location. This
association begins when one project is used to create the other project: when project
information is imported from Microsoft Project to a new HP Project Management project or
when project information is exported from HP Project Management to a new project in
Microsoft Project. The project manager synchronizes the projects to keep the association up-to-
date.
Synchronization Modes
By synchronizing information between HP Project Management and Microsoft Project, you
have the advantage of using the best of both possible worlds. Depending on your project
management strategy, you can use one application to perform all planning and tracking
activities, and then use the other for publishing project information to managers, participants
and stakeholders, or use both to share control of different aspects of the project.