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User Manual as a PDF file - Introduction to the Principal

1. Name ERP implementation Objective Implement new ERP system Portfolio COLLABORATION we Owner Selected i E Start initiative based on idea within a portfolio On starting the initiative information from the idea is copied to the initiative excluding documents The idea itself does not change and remains available Working with portfolios Portfolio overview A portfolio allows a portfolio manager to group portfolios in providing a clear overview SIMPLY FORTES Principal Toolbox 8 0 FORTES Portfolio COLLABORATION Portfolio Management Portfoliomanagement COLLA add on 44 Search e Rob van Noortsingel Help Setup 7 Dashboard Properties Scenario Planning Financials Portfolio Gantt Documents il Automated Reports Pi EJ Project Prioritization EJ Project Calender Risk vs Budget tal il Reports Portfolio Items Products Plan Items Issues Risks Quality reviews Changes Actions Lessons learned Cost Hour Entries Entries il Timeline Reports Entries Portfolio Dashboard 225 000 Benefit 8 3 Total Risk rate Portfolio Items f Cloud Computing Audioconferencing C Document Management ff Extranet DMZ Fase 1 PY Extranet DMZ Fase 2 a Identity amp Access Management oy Local area network connectivity Search Technology e S
2. Assemble backlog o First sprint Walking skeleton New Total Y Sprint planning D ssue iog b E User story fe Workitem 1 R Risk log F Work item 2 E of amp Work item 3 Q Quality review log Release 0 1 Y i f i Retrospective change log e i Intermediate sprints i i H Sprint planning A Daily Action log Be User story i f Workitem 1 Lessons leamed log lt im o gt lt gt 4 Minutes of meetings Project Dashboard bread crumbs Classic Navigation Basics Principal Toolbox Home page On the home page you are able to see all folders 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 8 0 Basics Principal Toolbox FORTES o Home Home My Time Sheets Welcome to the Principal Toolbox 1 Configure tie Edi Documents to be approved by me From Ad Supley A Here you can see the information most important to your work My open time sheets Week StartDate Owner bong Remarks by Owner Time Entry Group 18 28 Apr 2014 Ad Supley New Development My Portfolios Status Portfolio Manager s Collaboration gt Ad Supley The goal of the collaboration programme is to standardise our way of working and find strategic partnerships within the telecommunication branc
3. All approvers at the same time parallel Approvers must complete the task within T days Approvers Q Available approvers Selected approvers Ad Supley ae Albert Swank All Customers All Partners Ashfaque Chowdhury Berend Tel Add Bob Hotho Remove Bram de Vuyst Cindy van Kerkwijk Danielle van Rooijen Dick Kriets Doug Gore Eduard van Zeeland Edwin Koose b Notifications v Notify approvers by email T Send approvers a reminder after 5 days Notify review requester when the task is overdue Notify review requester when the document has been approved or rejected Start workflow 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 Documents to be approved by me From Document Due date Rob van Noortsingel Blank Issue _Log wmv 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 SIMPLY FORTES Principal Toolbox 8 0 Project Management 107 A ne
4. Cost Hour Entries listing All entries lt View Description Type Approval Status Hours Owner Creator Book Date Remarks by Owner 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 Note You will first need to assemble your team You can do this herel s SIMPLY FORTES Principal Toolbox 8 0 Project Management 124 5 4 Assign products to owners reviewers and participants 1 Go to the Plan tab 2 Complete following information for each product Owner Owner responsible for the product Reviewer Reviewer of the product Participants Participants at the product realisation q FORTES A Projectmanagement Operati Hiring o Search e Rob van Noortsingel Help Setup Dashboard Properties Product Breakdown Plan Gantt Resource Management Documents Portfolio Report Reports Guide Products Save Cancel Checked Dieaanad Final Planned Owner Reviewer Participants Start Planned Draft Planned Fase 2 Ideas 2 1 Opzetten projec tadministratie Etienne Krame v v v 01 Jul 2013 01 Jul 2013 e 2 2 Opstellen BRD Z X eis v 02 Jul 2013 L 02 Jul 2013 E 2 3 Opstellen Project Charter Es
5. SIMPLY FORTES Principal Toolbox 8 0 Basics Principal Toolbox 37 a FORTES a A Projectmanagement Generic PRINCE2 Planning Mo Search e Gideon Teerenstra Help Setup Project Model Generic PRINCE2 Planning Model EN Dashboard Properties Product Breakdown Planning Resource Management Documents Report i Logs C Issue log R Risk log Q Quality review log Project start up Project initiation Execution stage Project closure c Change lo ge log Project Board Project Manager Team Members A Daily Action log Product Checklist i Name Lessons learne d log Owner Start Planned Final Planned Percenta Dec 2012 Eper Jan 2013 10 Ale E Se M Minutes of meetings 01 Jan 2013 01 Jan 2013 0 4 01 Jan 2013 01 Jan 2013 0 4 01 Jan 2013 01 Jan 2013 0 01 Jan 2013 01 Jan 2013 0 01 Jan 2013 01 Jan 2013 0 01 Jan 2013 01 Jan 2013 0 01 Jan 2013 01 Jan 2013 0 01 Jan 2013 01 Jan 2013 0 ent PID 01 Jan 2013 01 Jan 2013 0 01 Jan 2013 01 Jan 2013 0 01 Jan 2013 01 Jan 2013 0 01 Jan 2013 01 Jan 2013 0 i Part of the dashboard of the PRINCE2 project model which is identical to a project dashboard Order Administration Orders slg Automated Reports VAs re B Project Calendar 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
6. il Automated Reports 7 gt gt D 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 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 product breakdown 84 Planning To set milestones and assign resources to the different products Overview of the project s hours and cost Graphical representation of the project products activities and export functionality to MS Projects Ganit Resource Management add When the Resource Management add on is available the Project on Manager is able to request resources from the organisational unit 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
7. note you can add important documents notes on to the issue SIMPLY FORTES Principal Toolbox 8 0 Project Management 110 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 Open Actions Nr Name Description Li Owner Related To Due Date Remarks by Owner Discussions Creator Date Message Documents files links text 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 l another folder 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 folder 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 clicki
8. 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 reports 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 encry pted form data Enable When disabled Internet Explorer can t update changes in text fields Scripting Active scripting 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
9. Quality review log Product Checklist i Name Owner Start Planned Final Planned Percenta Mar 2015 a TZ 9 0623 g Change log A Daily Action log Old Project Model 0 ee Project start up 0 i i Project Mandate 0 Lessons learned log Minut f meetin m utes of meetings Initiation Stage Plan det i Initiation Stage Authorisation 0 Order Administration EI Project initiation 0 i Initial Business Case o Orders Project Initiation Document PID 0 fe Next stage plan 0 i ES Project Authorisation 0 il Automated Reports 7 Execution stage 4 iE Work Package 1 0 E Highlight Report Compact E End Stage Report w Next Stage Plan Project Initiation Document Next Stage Authorisation 0 Execution stage 2 0 Work Package 2 0 PS Project end product 0 Highlight Report 0 End Stage Report 0 pm Next Stage Plan 0 Next Stage Authorisation 0 Project closure 0 10 Troubleshooting and Solutions 10 1 Troubleshooting Internet Explorer window stay s blanc or Principal Toolbox logo On the Tools menu click Internet Options Open the Security hangs after login tab and click the Custom level button In the Miscellaneous section set Allow META REFRESH to enabled Single Sign On is enabled but Internet Explorer ask user On the Tools menu click Internet Options Open the Security credential
10. See also Registration of actual hours 1001 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 reviewer 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 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
11. Version 8 0 User Manual SIMPLY FORTES Principal Toolbox 8 0 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 documentor 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 8 0 3 Table of Contents 0 Part Introduction to the Principal Toolbox 7 1 Structure of Principal TOOUDOK sesiis EE 7 2 Hardware and Software require Me nts ccccceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneneeseeensaeaseeensaeaeeensnsanes 9 3 Required Internet Explorer Security SCttinGS ceccececeeeeeeeeeeeeeeee eens eeeeeeeeseeeese
12. mmer Esch F v 03 Jul 2013 L a 04 Jul 2013 o 2 4 Go No Go project Etienne Krame M eae E v 07 Jul 2013 L E 10 Jul 2013 Fase 3 Feasability 2 3 1 Maken Detail Ontwerp ma xl v 11 Jul 2013 15 Jul 2013 a 3 2 Acceptatiecriteria opstellen am vi x 16 Jul 2013 L m 18 Jul 2013 3 3 Dienstbeschrijving maken Etienne Krame v v v 19 Jul 2013 22 Jul 2013 o 3 4 Opstellen Project Contract v v 23 Jul 2013 H 25 Jul 2013 J 3 5 Go No Go Oplossing vl vl y 26 Jul 2013 28 Jul 2013 Plan tab By clicking on Edit and then clicking on the double dash a menu appears and you can select resources or dates Selected resources and dates can be changed later in the same way Etienne Krame Liza Marie van Esch The menu which assigns participants to a product also works in another way Ea gh Ruud Peltzer whereby more people can be added 3 Select one or more members from the column on the right with your left mouse button to select multiple members at the 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 Agile Project Management add on As of release 7 0 a new project model has been made available The new project model called the Agile Project Management Model offers new functionality to s
13. noe 0 33 ma ne 0 14 00 Lb et a Ls 164 300 e 0 Configuring Earned Value Management EVM Configure 1 Click a pop up appears Configure EVM Widget h P Dy ace a na o Dats en ings haing Dpi Dpi pipan F r S50 Tare So Tepid oa Tefal tak Teita 14 060 Tii ape ra a Tepe rg id resets hE DOO Tepe Soe Tiki Widget title Evm Method Scale Input Type Resource Type Earned Value Management Approval Status Weeks Entry _ Field Costs Configuration of Earned Value Management EVM 2 Set the name of the widget 3 Select the EVM Method Approval Status Category etc 4 Select the scale Weeks Months Quarters Years 5 Select the Input Type either Entry or Field 6 When the input is set to Entry select the Resource Type Costs or Hours SIMPLY FORTES Principal Toolbox 8 0 Reporting 213 7 When the input is set to Field select a field to be used as Planned Value ID Outline Level etc 8 When the input is set to Field select a field to be used as Actual Cost ID Outline Level etc 9 When the input is set to Field select the Category Approval Status Priority etc 10 Click OK to save the configuration SIMPLY FORTES Principal Toolbox 8 0 System Administrator Configuration amp Settings 214 9 System Administrator Configuration amp Settings The administrator can simply control the Principal Toolbo
14. Backlog Epic User Story Bug A Ga QQ Search All items v Default X Name Owner Start Planned Final Planned Percenta Description Agile Project Gideon 0 El Backlog 0 Epic 1 0 f User story 1 Te 23 Jun 2014 04 Jul 2014 0 i f User story 2 05 May 2014 16 May 2014 100 ae ae a4 0 fl Epic 2 0 im U tory 9 0 y8 22 May 2014 100 i i User story 7 29 May 2014 0 Epic 3 0 i User story 6 0 i User story 5 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 SIMPLY FORTES Principal Toolbox 8 0 Project Management 127 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 sub tab Gantt Click the Edit button and pick user stories from the backlog for the current sprint FORTES A Projectmanagement Agile projects Agile Project Gideon Search a Gideon Tearensiva Help gt Setup Project Agile Project Gideon Dashboard Properties Task Board Planning Resource Management Documents Reports Backlog Gantt Costs Resources Project Gantt Change type Stage Sprint Epic User Story Bug Deliverable Activity A Backlog Q Search ri i gt co Ga No Baseline X Set Q Def
15. Documents Reports Task Board Filter Configure A Sprint Entire project Other 3 Todo 9 In Progress 0 Review 3 Testing 0 Rejected 0 Done 4 Design User story 4 Frontend User story 3 Bug 2 Backend Database Work item 1 Unassigned Work item 1 0 0 Work item 2 0 0 Work item 3 0 0 The Agile task board with all tasks Q Search Burn down Story points Gideon Teerenstra Help Setup 7 SIMPLY FORTES Principal Toolbox 8 0 Project Management 129 9 9 5 5 1 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 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 r FORTES a A Projectmanagement Generic PRINCE2 Planning Mo Search fo Gideon Teerenstra Help Setup Project Model Generic PRINCE2 Planning Model EN Dashboard Properties Product Breakdown Planning Resource Management Documents Report i Logs roject initiation ecution stage roject closure
16. For example if you have two products El Real Estate Project Constructed Project start up Finish to fence and Painted nn ae i Project Mandate Start fence Painted fence cannot be E a started until fe Initiation Stage Plan Constructed fence has been finished This is the most common type of dependency Product B cannot be finished until E work on product A E jie Estate Project Start to has been started H ae i finish The Predecessor fe Project Mandate must be started iL Project Brief before current oO product can finish Work on product B cannot start until work on product A starts For example if you Real Estate Project ZE Start to have two products El Project start up Foundation ar es Start i be Project Mandate poured and Concrete leveled ma Project Brief Concrete leveled cannot begin until Foundation poured begins 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 SIMPLY FORTES Principal Toolbox 8 0 Project Management 98 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 produ
17. Home Insert Page Layout Formulas Data Review View PTB Developer Add ins Og GOH 00O Insert Insert Create Open Refresh Toggle Saveas Configure Help About Chart Pivot Presentation Keywords Data Keywords Template Connection Reporting Template General B C l k A Project Apollo Ey Iss Issues All Issues F OR TES 5 P Nr Description Decision Owner Due Date Remarks AEA 1 Fix piping between plants now leaking issue Es Het 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 have adapted width of the columns xX Home Insert Page Layout Formulas Data Review View Add Ins Acrobat A o bettet i m Wrap Text General i gr EK il 2 AutoSum oY Fy iw Fin zad Merge amp Center 9 8 300 Conditional Format Cell Insert Delete Format Sort amp Find amp i i Formatting as Table Stylesy X Clear Filter Sele Alignment F Number E Styles Cells Editing a X Arial 43 7 Paste I B Z U H D Ar Clipboard m Font 4 5 4 gt gt Tn Programme Issue Log Name Quality and Organisation projects em Duel s Nr D nooo o D Type Decision Owner Pro lan iten _ Due Date _ Open 8 Slow Internet connection Oflssue 23 4 Critical Open 7 Bug found in version 7 Cf
18. Only you can use and adapt these views Views are available everywhere Personal Views Name Remarks by Owner Local Views Name Remarks by Owner Global Views Name Remarks by Owner Dashboard Status Overview Builtin Views Name Remarks by Owner All projects Creator Creator Creator Liza Marie van Esch Johan Steurvis Remove Export Import Published Hidden Remove Export Published Hidden Remove Export Published Hidden 23 Sep 2010 27 Jun 2012 Hidden v 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 g from a test environment If the user has sufficient permissions views can be modified by clicking the name and clicking Edit SIMPLY FORTES Principal Toolbox 8 0 Reporting 170 View Details Save Cancel Name Dashboard Creator Liza Marie van Esch Remarks by Owner Hidden 2 Type Global Will be deprecated in release 7 0 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 17A 8 2 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 ti
19. Planning Item Filters navigate to Setup gt Configuration gt Time Entry gt Settings 2 Click on Edit to disable the Support for Activity Planning SIMPLY FORTES Principal Toolbox 8 0 Time Entry add on 135 Q FORTES N gt Goto Q Search e Rob van Noortsingel Help Setup Configuration Options t Settings Module name Time Enty RR Principal Toolbox Portfolio Management Settings for Time Entry Classic Project Migration Notifications Settings MS Project integration Pack Project Offline A Conversions Manage Hour Rates Setting Default value Custom value Currencies Resource Categories Allow project manager s to approve hours No O No v Financial Categories Allow project manager s to configure hour rates No O No Y Manage Resources per resource vanade gt K S 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 fiekis Approval entries Advanced Configuration Enable Support for Activity Planning 3 Go to Manage Time Entry Configurations module 4 4 Click on to create a new time entry configuration SIMPLY FORTES Principal Toolbox 8 0 Time Entry add on 136 Time Entry Configuration no name Dashboard Accountable Hours General Name Description Split Up Time Sheets
20. Portfolios Product Custom Dashboards f leadership Portfolio Items Products Plan Items Issues We try to improve our operations product and value our customers Risks The reports that report on the current level and all lower levels The reports generated on the reports tab for the OU include information from the current OU and all lower levels e The second option are the reports on local levels such as resource management FORTES a gt so Navigation Fortfolio Management Benefits Ideas Properties Documents amp Knowledge Reports Models Archive 4 Automated Reports Il S 7 portfolio overview Welcome to the Europe portfolio overview From within these portfolios projects are controlled in different countries Portfolios Product Operational k Custom Dashboards j leadership exorllence Portfolio tems q Products Plan Items Issues We try to improve our operations product and value our customers Risks Quality reviews Portfolios Changes Name Status Portfolio Manager s Actions Customer Intimacy Lessons learned Cost Hour Entries Operational Excellence The reports that report on the current level only The reports generated this way will only report about the current level and functional are e g portfolio SIMPLY FORTES Principal Toolbox 8 0 Basics Principal Toolbox 18 management Resource Management Configuration To configure resource
21. 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 l Copy Mowe l another folder 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 folder 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 5 2 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 documents e g developments procedures and 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 produc
22. SIMPLY FORTES Principal Toolbox 8 0 Programme Management add on Portfoliomanagement gt OPERATIONAL EXCELLENCE gt Lean green and clean Financials Overview Portfolio Item Lean green and clean 71 Project gegevens Achtergrond Scope Afhankelijkheden Randvoorwaarden Products Overdue 0 Toelichting Financiele dekking Planning Gewenste Startdatum Start Date 01 Apr 2015 Gewenste Einddatum End Date S0 Nov 2016 Current Stage no name Progress Voortgangsrapport van projectmanager Status Status Description j Toelichting Status Geld Pe ea Toelichting States ne Status Kwaliteit ro Status Scope Toelichting status scope l Status Voortgang Toelichting Status Voortgang Documents Je ep Note Name Description Revision Published Publisher Drag documents here or click to add The programme management dashboard 4 1 Programme Management Model Navigate to the project management folder tab Models FORTES gt Projectmanagement gt Collaboration Q Search e Gideon Teerenstra Help Setup Folder Collaboration Dashboard Properties Gantt amp Dependencies Documents amp Knowledge Models Archive MSP Programme Models Import Name Type Owner s Objective Programme Models Import Export Archive Name Type Owner s Objective Organisational Change Programme Programme Model Project Models Import Name Type Owner s Objective Overview of the availabl
23. 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 3 y m Kid 9 ProjectReport xlsm Microsoft Excel X File Home Insert Page Layout Formulas Data Review View PTB Developer Add Ins a o ep X E B 3 Insert B amp Arial 10 Aa gt General 5 57 E E ae AF Fy a gt Delete m v Paste B Z U We gt A E ag gt 9 8 00 Conditional Format Cell Sot amp Find amp 2 Filter Select Editing Formatting 7 as Table Styles v He Format 7 Clipboard m Styles Cells J5 AJB C 1 Project Font Alignment Number fe D I FORTES Remarks Apollo Issue log S P Nr Description Type Decision Owner Due Date 2 Supplier delivery too late forcompletion Concern investigation 1 Fix piping between plants now leaking issue Open SSS Seas Sas po so S Ee M4r Report IKI Ready 7 Ill S 100 gt Extendi
24. The date will be set to today by default alternatively enter another date in the column actual date Board Product Initiation Stage Authorisation General Logs Dependencies Name Initiation Stage Authorisation Planned Actual date dat Description B W Start 31 Jan 2013 06 May 2015 Type Board Product _ W Final 16 Feb 2019 06 May 2015 Owner ma Priority Duration In Working Days 1 577 00 Mandatory O Percentage Completed 100 00 Planning Status vf 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 Registration of actual hours Registration of hours in the Principal Toolbox can be done in multiple ways depending on the available add ons e With time entry is available check Time Entry 33 for more information about possible configurations e Without time entry refer to Order Administration 13 to manually register actual hours Reporting Within the Principal Toolbox you can make progress information available and generate reports In this section the various options will be presented 5 2 4 3 1 Portfolio reporting add on lf 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 separat
25. add on As of release 8 0 of the Principal Toolbox organisational units have been introduced This introduction has had a significant impact on the processes of Time Entry and Resource Management previously Resource Allocation if your current version is prior to release 8 0 the functionalities of these modules can be found in the old version of the manual As a result of this there is no longer the need to configure resource pools since the organisational unit for which you activate the Time Entry Module acts as such 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 management coordinator or resource coordinator for short is the coordinator of one or more organisational units 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 projects How to set up the resources skills and the availability of the re
26. 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 8 0 Where applicable notes about the required version is Stated Older versions of the manual English can be found below Structure of Principal Toolbox As of release 8 0 organisational units have been introduced To read about organisational units in detail click herel 141 The introduction of organisational units has restructured the Principal Toolbox The functionality within the Principal Toolbox can be organised in a hierarchical structure This allows to enable functionality at the appropriate level Organisational units enables to group data according to the organisational view countries business units teams products etc For every organisational unit the time entry and the resource allocation may be combined into resource management It also enables local portfolio and programme project management and additional reporting levels The picture below shows an example of what the hierarchy can be within the Principal Toolbox SIMPLY FORTES Principal Toolbox 8 0 Introduction to the Principal Toolbox 8 Corporate Benefits Portfolio s Europe Asia USA Portfolio s Portfolio s Programmes Program
27. or administrators may set the dashboard filter Other roles on the custom dashboard are described in permissions and roles 2 A custom dashboard has the same setup as a normal portfolio but lacks following functionality Functionality Create start projects Report requests Saved versions Financial management Configuration Remarks A custom dashboard only shows existing portfolio projects and does not allow to create or start new portfolio items projects Portfolio reporting is done through the base portfolio of a portfolio item and cannot be initiated through a custom dashboard Portfolio versions and their portfolio items can only be done through the base portfolio Custom dashboards can filter on saved versions if needed Financials can only be viewed through the custom dashboard Financials are managed through the base portfolio 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 8 0 Portfolio Management add on 63 3 5 Portfolio model configuration Each portfolio can be based 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 174 for m
28. 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 available 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 wore 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 template
29. 1 1 Detal Ontwerp Project Contract 4 1 2 Kick off gesprek 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 DS TESTS ES TESTES TES TES TSS RS RSLS 4 3 Gereedmaken implementatie i 3 3 3 A i 4 3 1 Project Contract Testen Akkoord P a 5 E E 3 3 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 SIMPLY FORTES Principal Toolbox 8 0 Project Management 121 Note To select products in the edit Gantt window click the product name on the left of the window To select multiple products keeo 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 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 st
30. 4 Buid Test 0 Unified Communic ations Fase 4 Buid Test SDE Unified Communic ations Fase 3 Feasability e Unified Communic ations Unified Communications D All Previous Version v View fj Import Export Archive Displays a list of the Automated Reports 174 that are available on the selected portfolio 3 Reports Shows the different categories of reports which can be used to show lists of projects products issues SIMPLY FORTES Principal Toolbox 8 0 Portfolio Management add on 45 etc for the portfolio items contained within the active portfolio 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 por
31. Add work packages 88 Adding data 27 Adding documents 104 Adding products 84 Adding stages 84 Advanced customization amp Workflow 38 Advanced Settings 229 Allocating resource 153 Appointing skills 154 Archive 19 117 Archiving 117 Assign non project activities 15 7 Author 22 Automated reports 103 177 180 Availability 158 B Baseline 93 Breadcrumbs 11 Budgets 95 Built in vews 30 C Change log 113 Changes 108 Changing data 27 Colours 80 Column selection 28 Column width 28 Configuration 214 Conflicting dependencies 80 Copy to clipboard 101 Cost types 95 Costing 95 Create stages 87 Create work packages 88 Creating model 130 235 Creating project model 130 Creating projects 83 Current 93 Custom dashboards 43 61 Custom fields 220 Custom page layout 38 D Define project plan 84 Defining portfolio 46 Delete stages 87 Delete work packages 88 Deleting products 84 Deleting stages 84 Dependencies 96 Document approval 105 Document management 32 Documents amp knowledge 19 Download 7 _F Edit model 129 Edit project model 129 Edit project plan 84 Editing data 27 Eenterprise manager 22 Email 32 Email notification 216 Enter License key 222 Enterprise 7 Enterprise dashboard 19 Enterprise model 130 Enterprise reader 22 Excel 180 Excel report 183 Excel template 181 187 External 96 External dependencies 96 F Filter 28 Find 33 Finish to finish 96 Finish to start 96
32. Date of birth Gender Male or female Remarks Any remarks Calendar Calendars applicable to the user SIMPLY FORTES Principal Toolbox 8 0 System Administrator Configuration amp Settings 226 Person details First Name Erik User Name Erik Initials Password lastchangedon 18 Feb 2011 Last Name Aalbersberg Administrator Z Email e aalbersberg fortes nl External Login Disabled O Default Hour Rate Company Address ZIP Postal Code City Country Phone Phone home Mobile Fax Birthdate Gender 7 Remarks Person details 9 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 folder 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 23 and click the Groups tab New User Group Name Description Ls Create group Cancel Create user group Once a group is created users can be added to the group SIMPLY FORTES Principal Toolbox 8 0 System Administrator Configuration amp Settings 227 Name Fortes Description All Fortes Employees Group Members Add Re
33. Entry add on 133 1 Generating submitting and approving time Sheets ccccceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneeeeees 134 Creating a ime eniry COMTQUEATION scassu 134 Configuring the approval PFOCESS ssssssesssenesnnnsensrnrrrerrrrrrrerrrrrrrrrrrrrrrrrrrerrrrrirrrrtrrttrrrttrtrttttttrttrrrtrrrerrrernn 140 Entering amp SUDMINO NME SHEETS sorrisa a 143 Approving Ume Sheets sinru ekaa AEGEE 148 2 Time and cost alhlocatllonS sissid aa a Ea 149 Defining and allocating hourly rates aasssassessseennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnmnnn nnmnnn nnmnnn 149 Letting project managers choose hourly rAateS cc cccseteeneeeeeeeeeeeeeeeeeeseeseesaaeaaaaaeeeeeeeeesensansegeasaseeseeeeneees 150 Time and cost allocations against products ce ree eee eee nnmnnn nnmnnn nnmnnn nnmnnn nnmnnn nnmnnn 152 Part VII Resource Allocation add on 152 1 Managing resSoUrCe Sosoroh A A AEEA aA Par aE EEA 153 AGGING SKINS amp TrESOUrCES uono aaa abaa ana aaaeaii aS aeaa 154 Non project activities xs ctevvetveccncccecestuevevanvaniantiete sin sdasbtinnsxanteuestensiaise veueeiaramesennbeasbeesladte lt tiataaendeabdicescanteeaevansaeens 157 Managing resource AVANADUNTY soss A 158 Managing requests and allocations ssssunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnn nnnnnnnnnnnnn nnmnnn nnmnnn annnm nnmnnn 159 2 Managing resources on projectS ssssssnnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn
34. Excel merge templates must be based on the basic template which contains required macro s Click on the Download Template button to download the Portfolio Items template For a list of keywords click on the Keyword List button Products Plan Items Issues Templates D Update Open as Template Download Empty Template Keyword List History Risks Name Revision Published Publisher Merge Template Quality reviews Changes Actions Lessons learned Cost Hour Entries Entries il Timeline Reports Entries EJ Project_Prioritization xls EJ Portfolioc alendar xls Wireless network connectivity Company Messenger e 25 Nov 2013 Erik Aalbersberg v 1 0 01 May 2012 Erik Aalbersberg v Drag documents here or click to add Fase 3 Feasability a z e Unified Communic ations Click Edit at automated reports to manage reports within a project or project model SIMPLY FORTES Principal Toolbox 8 0 Reporting 176 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 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 ee j Final 11 Jan 2012 12 Sep 2011 Participants Duration In Working Days 4 00 Priori
35. FORTES Principal Toolbox 8 0 Project Management 93 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 dependenc y conflict After problem solved 10 When the plan is finished click Save 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 5 2 3 3 2 Baseline support To keep track 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 Setting the baseline will copy the current product planning to the selected baseline for comparison when the project progresses Set Baseline In the Planning tab sub tab Gantt you are able to set a baseline To set a baseline click d and click Set This saves the current Gantt chart as the baseline for the project Project Baseline Set baseline Please select the baseline to set Setting the baseline will copy the current product planning to the selected baseline for comparison when the project progresses Select baseline Baseline Type Initial and Current Baseline v OK Cancel Choose the baseline type Initial or Current Baseline to save the schedule Project Baseline Set baseline Please select the baseline to set Se
36. 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 119 On the Gantt chart 120 Use the Gantt chart editor with drag amp drop functionality 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 using drag amp drop functionality We will explain the two options in the next two paragraphs 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 N 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 Products Save Cancel Owner Reviewer Participants Start Planned Draft Planned la Final Planned Fase 2 Ideas 31 Oct 2011 5 13 Nov 2011 Fase 3 Feasability 14 Nov 2011 z ae el TEHE TF 55S Fase 4 Build Test 24 Nov 2011 oo ee 10 11 12543 1415 12 16 17 18 19 20 21 22 Fase 5 Deployment Rollout 20 Feb 2012 a a 012 o F 6 CI Today 13 M
37. 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 chartl seal 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 a 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 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 P raji Save Scenario The generated scenario s can then be save by clicking SIMPLY FORTES Principal Toolbox 8 0 Portfolio Management add on 59 These saved scenario s can be applied to the portfolio by selecting the scenario in the drop down menu and clicking Apply to Portfolio Portfolio Items Modified Selection Save Scenario Apply to Portfolio Current Selection Modified Selection Default Optimal Scenario Select the appropriate scenario to apply to the portfolio 3 3 Benefits defin
38. Login Disabled J Email Send account details and W password in two separate emails Remarks Initials Initials of the user Last name 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 are allowed depending on his her permissions within the folders 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 8 0 System Administrator Configuration amp Settings 225 9 2 2 1 j j Joao a Ta TE An email will be generated based on 279 Principal Toolbox ge Pin T Message Insert Options Format Text Review Adobe PDF this information When there is no mail a z P Y FotowUp k 2 B Ba Copy i A z a 7 26 K 0 4 High Importance server configured in the Principal ees E nae A A etnies tac cs Sti Clipboard Py Basic Text Names Include Tags Toolbox or there is no email address filled in during the creation of the new account you are able to fill the email with the relevant information and then sen d this further to the
39. Lonneke van Ros Project Board Senior Supplier Creating a new project 3 Fill in the eee 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 Ifthe 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 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 SIMPLY FORTES Principal Toolbox 8 0 Project Management 84 Edit members for Real Estate Project Edit members for Real Estate Project Select users that are related to this project Project members can be allocated in different PRINCE2 roles These roles define the permissions of the selected users within n the project Note that users may be assigned to multiple roles Select project members Pa s P Available users Select project members Project managers Q Albert Swank Gideon Teerenstra
40. Management Real Estate Project Search e Gideon Teerenstra Help Setup 7 Project Real Estate Project H Dashboard Properties Product Breakdown Planning Resource Management Documents Reports Product Breakdown Ca Specialist product h E 7 Show Unassigned Products Q eal Assigned Product Unassigned Product Breakdown Q Realisation Testing Go Live After care Procurement Product Breakdown Structure Specialist Products Products which are not assigned 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 specialist product blue management product or green board product Assigning products to stages and work packages is described in the next two sections 5 2 3 2 3 Editing stages Not Only project managers and project support can edit the project plan Stages are edited in the Planning tab Before starting go to this tab To start editing click FORTES R A Projectmanagement Collaboration Enterprise Content Management Real Estate Project Search _ Gideon Teerenstra Help Setup Project Real Estate Project 7 A Dashboard Properties Product Breakdown Planning Resource Management Documents Reports Gantt Costs Resources Gantt Stage Work Package Specialist Product Management Product Board Product Activity A P
41. Next Stage Authorisation gt 25 Mar 201 22 Mar 2014 5 0 ______ __________ F Project closure p 01 Jan 2013 25 Jan 2019 0 n F Lessons Learned Report 7 01 Jan 201 F 25 Jan 201 75 0 ooon f Follow on Action Recommendations 01 Jan 201 F 25 Jan 201 F 0 IIM End Project Report 01 Jan 201 F 23 Jan 201 0 nl F Project Decommissioning 01 Jan 201 F 22 Jan 201 0 a TT Baselines on the Gantt 5 2 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 Management Product Project Mandate General Logs Dependencies Final Planned 02 Jan 2013 Nieuw Label Owner Duration In Days 2 00 Deliverables Note Name Description Revision Published Publisher Approval Status Review Requester Drag documents here or click to add Templates s Note Name Description Revision Published Publisher Merge Template Drag documents here or click to add Specifications F 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 108 On the Dependencies 96 tab you can define dependencies between
42. 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 wth 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 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 8 0 Reporting 183 ProjectRepor
43. Q Default X Specialist Product i Name Owner Start Planned Final Planned Percenta Dec 2012 Jan 2013 Feb 2013 Mar 2013 Apr 2013 May 2013 Jun 2013 Ju Name Pe A AST ER RAE AE e A AY AT a A AA RT A ME A FT NRT RN ES 2 x E Real Estate Project Breakdown Real Estate Project 24 Dec 2012 22 Mar 2019 38 01 Jan 2013 16 Feb 2019 100 01 Jan 2013 02 Jan 2013 100 13 Jan 2013 16 Jan 2013 100 18 Jan 2013 30 Jan 2013 100 SISINISIS 31 Jan 2013 16 Feb 2019 100 24 Dec 2012 26 Jan 2018 50 24 Dec 2012 26 Jan 2018 50 24 Dec 2012 26 Jan 2018 50 24 Dec 2012 26 Jan 2018 50 24 Dec 2012 26 Jan 2018 50 25 Mar 2013 22 Mar 2019 2 25 Mar 2013 22 Mar 2019 10 25 Mar 2013 22 Mar 2019 10 25 Mar 2013 22 Mar 2019 0 25 Mar 2013 22 Mar 2019 0 25 Mar 2013 22 Mar 2019 0 25 Mar 2013 22 Mar 2019 0 01 Jan 2013 25 Jan 2019 0 01 Jan 2013 25 Jan 2019 0 01 Jan 2013 25 Jan 2019 0 01 Jan 2013 23 Jan 2019 0 Ee Project Decommissioning 01 Jan 2013 22 Jan 2019 0 Pee Gantt 2 To edit the Gantt chart click d in the blue page header Note To select products in the edit Gantt window click the product name on the left of the window To select 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 Alternativel
44. Rate Resor Dick Kriets Rate 90 0 a Rob van Neortsingel SIMPLY FORTES Principal Toolbox 8 0 Time Entry add on 152 6 2 2 Assigning project specific resource rates 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 Dependencies Costs amp Hours Resource Demand Hours Manual Cotstries 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 er 0 00 ooo 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
45. Yes X Migration can be done by administrator Administrator Administrator or manager Activating migration The migration option needs to be set to Yes to activate the migration at project models and projects Also it can be set whether administrators and or project managers can perform the migration By default this is set to administrators only 2 Migration at the project model Once activated the migration option is shown on project models itil the project model that the pr 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 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 8 0 System Administrator Configuration amp Settings 233 FORTES A Projectmanagement Old Project Model Search Le Rob van Noortsingel Help Setup 7 Project Model Old Project Model Dashboard Properties Product Breakdown Planning Resource Management Documents Report P R l N CIPAL 0 x Project start up Project initiation Execution stage 1 Execution stage 2 Project closure Logs 7 Issue log R Risk log 4 1 Project Board Project Manager Team Members
46. a full project with either classic or generic PRINCE2 planning 7 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 on the folder 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 52 for more information Note that the Single Sheet Project also allows for basic document management see document management 321 Apply model If the project requires a more detailed planning the project can be converted into a full project by clicking the Apply Model button Edit Project Convert this Single Sheet Project to a PRINCE Project by selecting a PRINCE model Select a Model Project Model Generic PRINCE Planning Model 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 eneric PRINCE2 planningl 7 for more information Generic PRINCE2
47. 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 coloured product and enter the new name in the pop up To delete products select the item by selecting the checkbox and click on To add products click and type the name of the item Change the order of products by dragging them to the right position To change the hierarchy drag the products to the appropriate level A green arrow indicates at which level you will drop the item SIMPLY FORTES Principal Toolbox 8 0 Project Management 86 Product Breakdown Q Search gt gt ml Management Pr qe Name eP 3 a intial Business Case f pts Project Initiation Document PID sia vse Next stage plan cll Highlight Report z5 vee End Stage Report as vee Next Stage Plan mfa o Lessons Learned Report ames vn Folow on Acton Recommendaton tt i End Project Report ef Project Mandate A has Renaming an item in the Product Breakdown 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
48. be removed and configured as normal When the dashboard report is created you may notify your stakeholders SIMPLY FORTES Principal Toolbox 8 0 Portfolio Management add on 57 q F O R TE S Y A Portfoliomanagement COLLA Search e Rob van Noortsingel Help Setup COLLABORATION SEn eilicusiomise Report Dashboard Properties Scenario Planr Name Portfolio COLLABORATION Remarks Test Dashboard Reporting Project Map Cal l Last sent on 26 Aug 2014 oS ol Fi Recipients PE oven Helder Q Available Users Q Selected Recipients or Bob Hotho All Customers y Dick Kriets Etienne Krame 2n Hoorn rol 4 Erik Aalbersberg g nt Gabor Vis van Heemst The Hague n Hans Spread Add gt Den Haag i Jan Willem Boots EN Rob van Noortsingel Remove Rotterdam N Dordrecht LA s Hertog Leaflet Map data OpenStreetMap contributors Tile 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 Q FORTES 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 Effort requirement 5 All values i The current status of t
49. 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 Logging on Before you can log on to the 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 wth your organisational account 1 Start up Internet explorer and navgate 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 8 0 Introduction to the Principal Toolbox 11 1 5 4 Quick Reference Cards Download the latest Quick Reference Cards from our Support Portal Username Events Take a look at our upcoming events Webinars Download the recordings of all our webinars License Webinar SECURED Version 8 0 0 0 6870 Fortes Solutions B V powered by Symantec Navigation The Principal Toolbox is a web based application in which navigation works the sam
50. confirm that the field is not used any content for those fields will be lost after the migration Manage Resour Manage Skills No decision Not used Copy Planned Actual Status Time Entry Manage entries et o o gt Manage Non project Activity Sets Checked oO O amp Resource Alloc ati Customize field No decision Not used Copy Field Approval entries Reviewer oO O oO ts Advanced Confi ti i Pre select on Tim O O s Sheet s Migrate fields Offer migration option Y 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 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 SIMPLY FORTES Principal Toolbox 8 0 System Administrator Configuration amp Settings 232 F OR TE sS gt coio Search 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
51. different options in bar layout Bar Chart Cal Filter Configure Count projects Bar chart Configuring bar charts Configure 1 Click A POP UP appears SIMPLY FORTES Principal Toolbox 8 0 Reporting 200 Configure Bubble Chart Name Bubble Chart Show fiter for field None Slightly move bubbles with the same value so all of them are visible _ Show legend X axis Field m Range Dynamic O Fixed Minimum 0 Maximum 10 Highlight value f 0 Y axis Field Range Dynamic Fixed Minimum 0 Maximum 10 Highlight value D Bubble properties Size Colour Random O Based on a field Status Configuration of the bar chart 2 Enter the name of the chart 3 Optionally set a filter for a field 4 Choose whether or not bubbles with the same value should be slightly moved so all of them are visible 5 Choose whether the legend should be visible Note When the scatter plot does not show the appropriate values this could be due to internal values of the Principal Toolbox 6 Choose a field for the X axis and set the range either dynamic or fixed also set a highlight value SIMPLY FORTES Principal Toolbox 8 0 Reporting 201 7 Choose a field for the Y axis and set the range either dynamic or fixed also set a highlight value 8 Optionally set the bubble properties Size Select the field that determines the size of the bubble Col
52. 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 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 Image amp Text widget 5 Product list Here you find the plan item planning concerned with the various stages and sprints 5 4 1 2 Planning an agile project Project planning within the Principal Toolbox can be done by following these four steps 1 Defining a product backlog amp starting a sprint 28 2 Assign tasks on the task board 12 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 5 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 FORTES YD N Projectmanagement 7 Agile projects Agile Project Gideon Search e Gideon Teerenstra Help Setup Project Agile Project Gideon Dashboard Properties Task Board Planning Resource Management Documents Reports Backlog Gantt Costs Resources
53. i Name Mar 2013 2013 May 2013 Jun 2013 Jul Dec 2012 2013 Feb 2013 Apr rs e E e Bae Ys iP PP Bf i eS Es Ae Sa Ep 2 Jan RE a SS Eee A Real Estate Project A Project start up v Project Mandate po a 4 ee Project Brief s en Initiation Stage Plan O gt m v L Initiation Sta ge Authorisation SSS a a Project initiation Initial Business Case A Project Initiation Document PID A Next stage plan A Project Authorisation oe Execution stage I Work Package i Kick off Meeting Highlight Report Sa End Stage Report ee Next Stage Plan iL Next Stage Authorisation Planning on the Gantt chart e f 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 SIMPLY FORTES Principal Toolbox 8 0 5 2 4 2 9 2 4 3 Project Management 100 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
54. ie F Example Timeline Report Chart SIMPLY FORTES Principal Toolbox 8 0 Reporting 172 Timeline Reports Entries L ga ga Entries hours table View v Project Skill Resource Type No Date Mar 15 Apr 15 May 15 Jun 15 Jul 15 Au Website re design Ad Supley Planned 330 00 4 gt Example Timeline Report Table The different options in the View options menu are Basic Setting To configure the timeline report view View Options Set filters Define a filter to make a selection of the shown items Basic Settings Set widths Set the column width so the view fits 26t finer et Widths better on screen or in a MS Word Make Default report Drag the line between columns s Saye View to increase or decrease the column Manage Views size 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 30 Create a Timeline report view 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 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
55. nnmnnn 162 PRCUGSLING FOS OUR CCS sineresia anaana EENEN AAE RAE AAA HAEHAA N AAEE REENA ARAARA ENRE EARRA ANAA NENNE KANNA RRA RANTEEN 162 Planning FOS OUN CO S saia EOE 163 Part VIII Reporting 164 BR FOF o EEE ve E PE E S E E E E E E E 165 HmMmelNne repons oriori E E E E 170 Aloma led OOO NUS oser E 174 A t omated Word TOONS acces caer nc cesses E E a Aa 177 Automated Excel FE DOWNS ssrin aa aE AAA AAA EA AAE AAAA RAEAN 180 SIMPLY FORTES Principal Toolbox 8 0 6 Sno ANG Cl REDO errep e eesectentes tect cone nouveau EE E SEESE EEES 180 Creating an Excel Report Template oinin ena EEEE EEA E E a KEE a 181 Open the basic Excel Report Template cccccscessscseeeeeeeeeeeeeseeeesenaaeeeeeeeeeeeesssseessesneeeeeeeeeeeeeeesseeeeeas 181 Inserting Principal Toolbox Key W OFS wiceicnccivccvorciccscermeenteveuteuvereuteirerniviveetuateiaeiduseientivrdaveumeenueuinlectecies 183 Extending the Report ANS ats Seve chee acca asemmesanavvecedstecsasuessseamsenoactesoenbe sy ecsacsuneceseinencsusvasvanveevacnechurnes cetattes 186 Finishing the Excel Report Template iccssesnwicccceavicrtcs tostcspaiierdcveveivcss covcdsavvaosiautetext hanes wianlinvciadeetestexiattuaiays 187 7M T TEA C ae ee 188 BS Fe WRUNG Sse ceh ces esa deca aE E E ste eeseeteesccebo ens cace tee eevee 189 BUCO Wii CRAFT ssena EA aAa ARa 190 PRINCE DFOGESS diagih sissie 191 Time iNe CNAE eie E E EE 191 Gauge Mete traa a aAa Eeee area aE 193 SCaNGF PION siminn a E Eaa 195 B
56. on Month Transition Create new Time Sheets after Approval Request Allow external users as time entry group members Products shown automatically on time sheets O amp O Product Membership iw Products from active stage only Products from all stages T Product Budget Produc ts from active stage only Products from all stages Free product selection Allow free entry on projects B Allow free entry on non project activities O Show fields on time sheet Product Field read only Entry Field selectable in time sheet L Required to be set Approval Auto Approve on Submit LJ Create draft entries on request approval O Replace draft entries after approval Keep history of draft entries after approval Time Entry Configuration with planning item filters 5 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 6 Show fields on Time Sheet 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 e Entry Field selectable in time sheet select on whic
57. order to implement an update or to be able to install a new release Remember Before starting the update we recommend to backup the database and application Users should be informed of the update and should not be working on the system during the update 1 Go to the Settings page 2 Click the link Update software 1 Now click Start update procedure iN Log out all active users and click Proceed with step 2 O1 Wait while storing the unsaved data and select the checkbox in front of Check when backup of database has been performed OD Click the button Proceed with step 3 N Locate the appropriate file jar file or sql file using the Browse key O0 Click the Proceed with step 4 key in order to carry out the update O 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 suppot fortes nl Classic Project Migration As of release 6 5 classic PRINCE2 projects 14 can be migrated to generic PRINCE2 projectsI 78 By default this option is not activated as it requires configuration by your administrator
58. overview on the portfolio 3 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 q FORTES A Portfoliomanagement COLLA Q Search a Rob van Noortsingel Help 7 Setup 7 Portfolio COLLABORATION xz ama Dashboard Properties Scenario Planning Financials Portfolio Gantt Documents Dashboard Report Archive Portfolio Gantt 4 Select columns to display Timescale Months and weeks X Ty Portfolio Items Start Date End Date Oct 2011 Nov 2011 Dec 2011 Jan 2012 Feb 2012 Mar 2012 Apr 2012 May 2012 Jun 2012 Jul 2012 Aug 2012 3 10 17 24 31 7 14 21 28 5 12 19 26 2 9 16 23 30 6 13 20 27 5 12 19 26 2 9 16 23 30 7 14 21 28 4 11 18 25 2 9 16 23 30 6 13 20 27 Filter by x van xX Audioconferencing 31 Oct 2011 15 Apr 2012 E EE EEEE EEL EEE E as B Cloud Computing E 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 Doo a aaa 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 pe Videoconferenc ing 08 Oct 2012 17 Jun 2013 Webconferencing 05 Oct 2012 02 Jan 2013 Wireles
59. plan and team members as required New Portfolio Item Hime Peat Obci A prope fer a d a clegn Carer Dri Ket Prepeet Managers doha hiic ei g Selectedd 1 Start Project Programe Start Start Datei Organisational Unit Folder Starting a new portfolio item and project Note The newy created project wil 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 wth the portfolio item Starting a Project from an existing Initiative 1 Open the portfolio item initiative and click on the button Start Project to start a project 2 Choose which Project Model to use and in which folder the project should be created 3 After pressing OK the Project will be created The icon of the portfolio item will have changed from B into 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 folder in which to create the project and press OK SIMPLY FORTES Principal Toolbox 8 0 Portfolio Management add on 49 3 The Initiative is now associated with a Single Sheet Project that is also visible to the Project Manager from the Project Mana
60. 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 folder report needs to be created navigate to a folder where you have access to the automated reports SIMPLY FORTES Principal Toolbox 8 0 Reporting 182 On the chosen level click the Edit button to access the available automated reports A page as shown below should appear 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 mj Update Open as Template Download Empty Template Keyword List History Name Description Revision Published Publisher Merge Template EJ Projectiist_ 7 xIs Project list v1 0 25 Nov 2013 Erik Aalbersberg v EQ Frojectist_demo_ 2 xis Project listing 2 25
61. 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 Buiki Test gt 4 1 Bouwen gt 4 1 2 Kick off gesprek Product 4 1 2 Kick off gesprek 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 ee Final 14 Dec 2011 Eep Participants Duration In Working Days 10 00 Priority Planning Status Mandatory g v 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 How to assign products to stages and work packages is described in the next sections 5 2 3 2 2 Graphical view of the product breakdow n 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 item type Specialist Product SIMPLY FORTES Principal Toolbox 8 0 Project Management 87 Management Product or Board Product to set the view A view similar to the view beneath will be shown FORTES A Projectmanagement Collaboration Enterprise Content
62. show all projects SIMPLY FORTES Principal Toolbox 8 0 Reporting 209 7 Optionally Set a filter for the fields 8 Click OK to save the configuration 8 4 14 Bullet chart Bullet charts are available at programmes and folders only A bullet chart provides a rich display of data in a small space A variation on a bar chart bullet charts compare a given quantitative measure against qualitative ranges and related markers Corie Bullet Chart Bullet chart widget Configuring the bullet chart Configure 1 Click 2 a pop up appears Configure Bullet Chart Name Bullet Chart Actual ea Target Forecast Thresholds 0 00 3 00 6 00 10 00 ee ee Coloured tolerances OK Cancel Configuration of the bullet chart 2 Set the name of the bullet chart 3 Select the actuals to be used Cost Cost Budget etc 4 Select the Target to be used Cost Cost Budget etc 5 Select the Forecast to be used Cost Cost Budget etc SIMPLY FORTES Principal Toolbox 8 0 Reporting 210 6 Set the thresholds for the bullet chart and choose whether the tolerances should be coloured or not 7 Click OK to save the configuration 8 4 15 Image and Text Image and Text widgets are available at programmes folders portfolios and projects The Image and Text widget shows texts images and hyperlinks to documents and websites Image and Text widget SetTie f FORTES Yau Can ddi an i
63. tab and publish it to the portfolio Reports Report functionality about the products cost hour entries and resource assignments of the project 2 Logs It gives an overview of the logs 108 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 are new items The log is selected by clicking the name of the log SIMPLY FORTES Principal Toolbox 8 0 Project Management 80 5 2 2 3 Automated reports A list of all automated reports 174 available within this project 4 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 5 Product list Here you find the product planning concerned with the various stages and work packages 6 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 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 The active stage in your project is coloured yel
64. 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 documentilink Description Revision Doc Nr Filename Bestand kiezen Geen bestand gekozen rtf xit xitm xls xlsm Merge Template a Add this document as a merge template O Internet address L Internal Document Link Provide a document ID from a document at another Ic This ID can be found in the document history OK Cancel 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 folder project list or project dashboard you will find it in 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
65. that case first open the application and only then copy the information Wid IO Gea File Home Insert Page Layo m Calibri Body da Copy Ea 7 Format Painter Bedi U z J Paste Options ERA Paste Special Set Default Paste Save list as RTF The Save this list as RTF function creates a so called RIF rich text format file which can be opened in MS Word 1 Click the button 2 The web browser opens a pop up for opening or saving the RIF list Do you want to open or save Listing rtf from asp fortes nl Open Save 7 Cancel x 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 3E The Save this list as XLS function creates a so called XLS file which can be opened in MS Excel 4 Click the 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 SIMPLY FORTES Principal Toolbox 8 0 Project Management 103 5 2 4 3 3 Generating automated reports The Principal Toolbox has extensive report functionality available These reports come either as RIF files readable by all text processors like Word and Microsoft Excel fil
66. the default hourly rate as defined for the resource wil 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 rate1 so for instructions on how to set the appropriate rate 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 l Final 17 Jan 2013 Costs Planned 0 00 Duration In Working Days 5 00 Hours Actual 636 00 Resource Demand Save Cancel nen fo Skill 5 Resource 5 Default Hour R 5 Planned Costs Planned Filter by Filter by Filter by Resource Pool IT 50 4960 ee Project Manager ICT Erik Aalbersberg Rate 110 0 40 4400 x basin Software Developer Peter Cole Rate 56 0 560 a0 4960 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 D
67. to the quality revew 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 8 By clicking or note behind documents you can add documents or notes with additional information to the quality review SIMPLY FORTES Principal Toolbox 8 0 Project Management 113 Projectmanagement gt Collaboration gt Unified Communications gt Audioc onferencing gt Quality review log gt 1 Quality review 1 Properties History Description Quality Review Log Collaboration Project Owner Gideon Teerenstra Status v Creator Gideon Teerenstra Priority v Create Date 29 Apr 2015 Due Date ae Product Plan item no name X Method Remarks Reviewer v Results X 4 Standard fields Quality Method X Approver s Producer X Target Approval Date Reviewer s X Actual Approval Date Target Review Date Result Enter text here Actual Review Date Actions Nr Name Description O Owner Related To D
68. used to select which kind of entries costs or hours you want to see and in which unit it is represented on screen 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 SIMPLY FORTES Principal Toolbox 8 0 Reporting 173 Timeline Report Configuration Unit Hours changes are distributed over Working Days E Conversion p i Scale Months Startdate Dynamic Last month Fixed date Show entries without bookdate additional column a Show values as cumulatives LJ Initial value for cumulatives zero 0 v Horizon 12 Months Show as Pivoted table in Excel U 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 Y O Creste Date Equals Valus r C Is draft No filter Ovls draft No Type O No filter Type Not Empty Selection Act ual al ri Assigned Budget Capacity Committed Demand EAC ETC _ Exclude selected items 6 Select Table as the representation type to get a table with the budget an
69. user by nai eae al aa Please click on the link below to access the application and use the yourself Otherwise the Principal a Toolbox will generate the email Panini automatically an d sen d this to the To change your password navigate to your Home Page gt My Details and click Change Password users email address To Co Send Subject Your Principal Toolbox account Dear Principal Toolbox user In order to delete users or to change the current information you go to the User 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 226 as well Personal details Besides the basic information for the user login there is an option to add detailed information per user resource 1 Goto 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
70. vsualises planned versus actual hours within a configurable period Burn down charts provide a burn rate burn up or burn down as planned and actual to monitor project progress Burn down Configure Burm down 6urm up Hours ole im M 07 2002 08 2002 03 200 10 200 11 20 12 2082 2043 02 20 Burn down chart Configuring the burn down chart 1 Click a pop up appears SIMPLY FORTES Principal Toolbox 8 0 Reporting 191 Configure Project Burn down Chart Name Burn down chart Chart ty pe Bum Show series Ideal Trendline xt Current Trendline v Planned bar chart x Actual bar chart Start date Project start date Fixed 01 May 2015 End date Project end date Fixed 18 Jun 2015 Cancel Configuration of the burn down chart 2 Enter the name of the chart and choose the chart type either burn down or burn up 3 Set the series to be shown Ideal Trendline Current Trendline Planned bar chart and or Actual bar chart 4 Set the start date to either the project start date or a fixed date 5 Set the end date to either the project end date or a fixed date 6 Click OK to save the configuration 8 4 3 PRINCE2 process diagram PRINCE2 process diagrams are available at the Generic projects only It vsualises the PRINCE2 project process with respect to the project plan and progress Project start up Execution stage Project closure Project Board Proje
71. z Project Manager s Albert Swank Gideon Teerenstra Project board All Partners Project Support Ashfaque Chowdhury Berend Tel a an Project Board Executive Dick Kriets Doug Gore Project team members Ad Supley All Customers All Partners Ashfaque Chowdhury Project Board Senior User Gabor Vis van Heemst T ti Henny Vans Project Board Senior Supplier OK Cancel Project Assurance Kevin Cottrell M M User Group optional epep Tilma a M aureen Presner Supplier Forum optional rand Project Team Team Manager s Richard van Bommel bh Project Team Team Member s Edit members limited role set Edit members all PRINCE2 roles 5 By clicking OK the project will be created Note Creating a new project can be done by the system administrator and manager and readers of a folder project list 5 2 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 Product Breakdown column on the Planning tab Editing the product breakdown structure introduction
72. 012 22 Mar 2019 32 Eroe Va G Project start up a 01 Jan 2013 16 Feb 2019 100 F eae hai lt S Project Mandate 01 Jan 201 02 Jan 201 100 E Procurement v 13 Jan 201 16 Jan 201 100 a m Realisation E y ion Stage Plan 7 18 Jan 201 30 Jan 201 100 Testing v n Stage Authorisation a 31 Jan 201 16 Feb 201 100 i 24 Dec 2012 26 Jan 2018 25 E siness Case z 24 Dec 2012 26 Jan 2018 50 Project Initiation Document PID 24 Dec 2012 26 Jan 2018 50 0 0 25 Mar 201 22 Mar 201 0 25 Mar 201 22 Mar 201 0 25 Mar 201 22 Mar 201 09 01 Jan 2013 25 Jan 2019 0 0 0 0 0 01 Jan 201 25 Jan 201 01 Jan 201 25 Jan 201 01 Jan 201 23 Jan 201 mmissioning r 01 Jan 201 22 Jan 201 tt ttt tttt tt tte tt tittit ttt t Adding a stage by clicking Moving stages To move a Stage click its name and drag it to the right position Check the arrow indicating where the stage will be positioned Deleting a stage To delete a stage click its name and click If the stage contains products and or work packages these will be deleted as well 5 2 3 2 4 Editing w ork packages Note Only project managers and project support can edit the project plan Work packages are used to assign multiple products to the same team PRINCE2 or as a means of making a further subdivision in stages Pr
73. 019 0 a a Rj Lessons Learned Report 01 Jan 2013 25 Jan 2019 0 E Folow on Action Recommendations 01 Jan 2013 25 Jan 2019 0 ee a ees End Project Report 01 Jan 2013 23 Jan 2019 0 I ee i Project Decommissioning 01 Jan 2013 22 Jan 2019 0 LS ET a Before editing stages go to the Planning tab Renaming a stage To rename a stage double click its name in the Gantt on the left hand side of the screen Adding a stage To add a stage to your project plan click the on the appropriate level SIMPLY FORTES Principal Toolbox 8 0 Project Management 88 FORTES R A Projectmanagement Collaboration Enterprise Content Management Real Estate Project Search Le Gideon Teerenstra Help Setup Project Real Estate Project Dashboard Properties Product Breakdown Planning Resource Management Documents Reports Gantt Costs Resources Gantt Change type Stage Work Package Specialist Product Management Product Board Product Activity A Product Breakdown Q Search i L gt z fa No Baseline v Set Q Defaut View v Specialist Product T i Name Owner Start Planned Final Planned Percenta Dec 2012 Jan 2013 Feb 2013 Mar 2013 Apr 2013 May 2013 Jun 2013 sp Name Mpe E e e a E E e e AE E aE E aea a a Aa S S FAST AY ee S S A E Real Estate Project a f 4 21 _Mar oj a a a a SSS i B Estate Project 24 Dec 2
74. 3 Opstellen Project Charter Start Fri 04 Nov 11 Final Tue 28 Nov 11 Duration In Working Days Duration In Days 2 4 Go No Go project Fase 3 Feasability ii v 3 1 Maken Detail Ontwerp 2 v 3 2 Acceptatiecriteria opstellen v 3 3 Dienstbeschrijving maken y 3 4 Opstellen Project Contract y 3 5 Go No Go Oplossing Fase 4 Build Test 4 1 4 Realisatie Bouw 4 2 Testen 4 2 1 Concept Testplannen 4 2 2 Review 2 4 Definitieve Testplannen A A amp lj N estrapporages 4 w Gereedmaken implementatie 3 1 Project Contract Testen Akkoord 3 2 Concept Launch Document 3 3 Review 3 5 Definitieve Launch Proposa 3 6 Controleren beheerdocumentatie 3 9 Training beheerorganisatie A A A be be t t Go No Go Implementatie Fase 5 Deployment Rollout E gt Editing the Gantt SS TES TES TS TAS JSS TAS TAS TAS TES TESS TES TRS TES TES TES TRS 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 96 To delete a dependency use Remove dependency Buttons SIMPLY FORTES Principal Toolbox 8 0 Project Management 122 co co 5 3 2 ee te 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
75. 45 Week 46 31 Oct 2011 07 Nov 2011 14 Nov 2011 Z 31 Oct 2011 07 Nov 2011 1 MTWTFSSMTWTFSSMTWTFS S M 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 s For more help on dependencies see defining dependencies 921 Planning products 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 resources 163 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 Committed f Costs you will have to pay e g a contract signed but not yet invoiced Actual l Money or hours actually spent Remaining f An estimate of costs or
76. 6 1 3 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 p gt Goto Q Search G Home Home Approve Hours My Time Sheets Select applicable lines below to approve or reject the hours Approve hours Week Project Resource ProductiActivity Start Date Mon Tue Wed Thu Fri Sat Sun Total Approving hours Approval by line manager When a line manager has been registered as an approver on one or more time entry groups a list of the submitted Time sheets will appear on the line manager s personal dashboard SIMPLY FORTES Principal Toolbox 8 0 Time Entry add on 149 6 2 6 2 1 By clicking on the start date of one of the Time sheets it opens and the line manager after revewing the contents can choose to Approve or Reject the request for approval 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 The costs associated with the hours that the team member reg
77. 6th 2015 100 00 euros and 200 00 euros will be processed Committed and Actual 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 v Creator Rob van Noortsingel Create Date 26 Mar 2015 Product Plan item B 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 8 Total Committed ee Total Actual Value Bookdate Remaining Committed mj 100 00 26 Mar 2015 D 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 6 Time Entry add on As of release 8 0 of the Principal Toolbox organisational units have been introduced This introduction has had a significant impact on the processes of Time Entry and Resource Allocation now combined into Resource Management When your current version is prior to release 8 0 the functionalities of these modules can be found in the old version of the manual As a result of this there is no longer the need to configure time entry groups since the organisational unit for which you activate the Time Entry Module acts as Such Regis
78. 8 Select a non project activity set 3 Click OK to return to the main window Creating non project activity setsl2 7lis part of the Configuration For more information click on System Administrator Setup amp Settinas 24 7 1 2 Managing resource availability The resource availability can be managed by the resource manager 1 To edit availability of resources in an organisational unit navigate to the Resource Management tab of the appropriate organisational unit 2 Click on the tab Availability Resources A grid with the allocated hours remaining hours and available hours is shown FORTES A Vi t Nam Search e Rob van Noortsingel Help 7 Setup Vi t Nam Project Management Portfolio Management Resource Management Benefits Ideas Properties Lessons Learned Documents amp Knowledge Reports Models Archive Dashboard Request amp Allocation Projects Request amp Allocation Resources Availability Resources Time Sheets Availability amp NPA Allocation per Resource Allocation A Remaining Available 4 I Alloc ated gt Available Allocated lt Available TE 4 i2w H 4w Start Date 19 Mar 2015 Unit Hours H 4w DH 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
79. Aalbersberg 11 Jan 2013 14 50 Ok 46 Erik Aalbersberg 11 Nov 2011 14 29 16 James is not available next week 10 20 46 OK Annuleren Discussion log on projects 7 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 7 2 1 Requesting resources 1 In an organisational unit or 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 Coordinator SIMPLY FORTES Principal Toolbox 8 0 Resource Allocation add on 163 Note The columns wth planned requested and allocated hours can be toggled on and off by checking or unchecking the check boxes 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 an
80. Assigning and removing Non project Activity Sets from the organisational unit Defining resource availability Allocating hours against projects and non project activities Organisational unit Support e Identical access rights as the Organisational unit Manager Organisational unit Reader e Access information of all folders and projects within the organisational unit e Read access to the resource management of the organisational unit e This includes read access to all allocation requests time allocations and availability data on the applicable organisational unit Organisational unit Member e Can be assigned to individual portfolios as readers or managers within the organisational unit Note before being granted access to portfolios users first have to be a member of Portfolio Management Additional roles on organisational units All roles within portfolios folders and projects can be configured for individual organisational units Roles on Project Management Project Management Coordinator Create and archive folders Assign managers and readers to individual folders Manage roles at all levels within the folders Access to all folders and their underlying data Remove and restore archived folders Project Management Reader e Read access to all data within project management Roles on Folders Folder Manager e Create move and archive projects and project models on assigned level e Create move and archive sub folders e Remove
81. Ava Allo Ren Ava Allo Ren Ava Allo co Beb Froon CC Applicatieman Medi i Bob Tillema SAP Retail Applic SAP E Coen Miert van SAP Logistics Ap Appl H Dick Kriets Resourcemanager SAP i Gerard Gerrits DWH Applicatiem Func H Hans Corman CC Applicatieman BMC E Joost Brink van den SAP Retail Applic SAP Marcel Horst van der CC Software Deve SAP i Marcel Looijkens Functioneel DBA SAP E Mari t Ridderikhof SAP Retail Applic SAP fl Marjan Verhage SAP Groothandel SAP H Stefan Gils van SAP Logistics Ap SAP E Willemijn Puyn Testco rdinator AFA a gt 4 Adding the resource availability Note The columns wth allocated remaining and available hours can be toggled on and off by checking or unchecking the check boxes 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 SIMPLY FORTES Principal Toolbox 8 0 Resource Allocation add on 159 FOR ES a Vi t Nam Searc
82. Duration In Working Days 4 00 Priority Planning Status Mandatory d Agile Priority 0 Streams Story points 0 00 Workflow DOR Code review PMD check Documentation Helpful Text Approve or disapprove the product 11 After review click i or ES and insert any remarks SIMPLY FORTES Principal Toolbox 8 0 Portfolio Management add on 40 3 1 Portfolio Management add on The Portfolio Management module enables the collection of initiatives and a subset of an organisation s projects and folders Additionally the module provides functionality to monitor progress of the projects and folders within the portfolio and to generate various portfolio related reports Various portfolio s can be created in order to get meaningful collections of related folders 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 4 Administering portfolios 49 Managing portfolios 52 Creating a portfolio modell 63 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 Note As of release 8 0 ideas are registered per individual organisational unit The ideas allow to collect any idea for projects possibly contributing to benef
83. FORTES FE gt America Search Robvan Noortsingel Help Setup Project Management Properties Documents amp Knowledge Reports Models Archive il Automated Reports 7 EJ Project tot Welcome to the project and program management location same ff EJ Project tsting 2 m OK Programmes Project lists Here you cen acces all programmes and project within your organisation Projects It also provides the opportunity to create an overall report in this information Products Pian items Issues i lt a antes n SEER p er Programmes Project lists H Move Archive All programme lew Risks 2 Status Programme Manager Quality reviews d Collaboration ie Ruud Petzer 3 Programme Cokaboration Changes Operational Excellence o Etienne Krame n Actons Programme Operational Excelence Lessons learned Orders System Resources Cost Hour Entries Dependencies Project Resources Entries il Timeline Reports Entries 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 Project Management This is the main default page Properties The properties and history of the projects for this organisational unit can be found here Documents amp Knowledge A folder structure can be created here where files of any format can be stored and shared Reports This tab shows all reports from all un
84. Filter by skill Resources Summary 110 114C 115 11 115 11 110 11 50 50 50 50 40 40 40 40 S A H Apollo Apollo 1 0 S Development Policy Sf Document Management 70 70 70 70 50 50 40 40 Sf Local area network connec v f Project KM VAF a H Project SAP improvement 70 70 70 70 50 50 40 40 Overview of the entire resource pool Note The columns wth planned requested and allocated hours can be toggled on and off by checking or unchecking the check boxes 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 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 AIl 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 wth the requested skill as primary or secondary skill that you want to allo
85. Folders 7 Formulas 186 SIMPLY FORTES Principal Toolbox 8 0 Q Gantt 91 93 120 General vews 30 Generic models 130 Global vew 28 Graphical 86 H Hardware requirements 9 Hide column names 28 Home page 12 Hour rate 223 Hour registration 100 Hour types 995 Import vews 30 Initial 93 Internet explorer settings 9 Inter project dependencies 96 Issue log 109 K Keyword reference 177 180 Keywords 177 180 183 Knowledge repository 19 L Lag 96 Lessons learned 115 License key 221 221 Local and personal vews 30 Local vew 28 Logon 10 Manage resources 152 Manage vews 30 Managing a resource pool 153 Managing views 30 Merge template 177 180 Merge template keywords 177 180 236 Milestones 91 Minutes of the meeting 107 Models 19 Move products 84 Move stages 87 Move work packages 88 N Navigation 11 New portfolio 46 Non project activities 157 Non project activities 157 217 0 Outdated license key 222 Owner 22 89 P Participant 89 PDF 7 Permissions 22 Person details 225 Personal vew 28 Plan 93 Plan tao 119 Portfolio 7 Portfolio management 40 Primary 154 Principal Toolbox settings 216 Product based budgeting 95 Product based planning 84 Product breakdown 86 Product breakdown structure 84 85 Product page 94 Programme 7 Programme dashboard 20 Programme manager 22 Programme reader 22 Progress Planning 99 Project based budgeting 95 Pro
86. For example users now have reading permission on the folder that are set to in the example above SIMPLY FORTES Principal Toolbox 8 0 9 2 2 3 Advanced options System Administrator Configuration amp Settings 228 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 amp ss Rob van Noortsingel Help Setup Options UserLogin Settings User administration settings Customize the following settings by clicking on the edit button To save any changes click OK or click Cancel to return to the current settings Settings Translate mode Setting Value Login type Py Multiple user domains No Password expiry time in days 0 is no expiry 0 Maximum incorrect login attempts 0 is infinite 3 Lockout duration 0 is infinite Minimal password length 8 Mix upper and lower case letters in passwords Yes Use special symbols in passwords No Use numbers in passwords Allow users to reset their password No 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 S rincipal Toolbox authentic ation
87. 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 upper and lower case letters 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 Peter Password reset p colemifortes nl SIMPLY FORTES Principal Toolbox 8 0 System Administrator Configuration amp Settings 229 9 2 3 System Settings Note this section is only relevant to system administrators This is an overvew 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 chosen All documents within the Principal Toolbox are saved location during installation and coded here Default system locale English Default language settings for the all users Users cana personal language if setting Personal loc
88. L BY A ES r We e E E e a T o e p a A E E zi PE Fn 27 g a ae 2 18 Apr 201 06 Aug 201 06 Jun 201 16 May 201 aT 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 Task board Planning Resource Management ada on Documents Reports Includes all project properties including custom fields and portfolio information An overview of all the tasks and user stories per sprint Contains the backlog Gantt chart and a summary of the Costs and Resources When the Resource Allocation add on is available the Resource Management Coordinator is able to request resources within the organisation units It also gives the Resource Management Coordinator an overview of the requested and allocated resources 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 Report functionality about the products cost hour entries and resource assignments of the project SIMPLY FORTES Principal Toolbox 8 0 Project Management 126 2 Logs It gives an overview of the logs 10s that are used in an Agile environment most correspond with the logs that are used in a PRINCE2 environment A counter is displayed for
89. Manage Non project Activity Sets Resource Allocation Customize fields Approval entries Advanced Configuration Manage Resources at Setup 2 Ihe 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 i Resources View Last Name gt First Name Primary Skill Secondary Skill s Email Phone Remarks Creating a new resource no user 3 A new 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 and 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 SIMPLY FORTES Principal Toolbox 8 0 Resource Allocation add on 157 7 1 1 1 Manage Hour Rates Currencies Resource Categories F Financial Categories Resources without user account Manage Resources Manage Skills Last Name Time Entry Manage entries no name no name Manage Non project Activity Sets Resource Allocation no narse Customize fields Approval entries Advanced Configuration First Name Secondary Skill s Email CC Software Developer DWH Applic atie
90. Manager Quality reviews i Collaboration o Ruud Peltzer Programme Collaboration Changes Operational Excellence EG 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 folder 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 Product page where you want to insert the new automated merge report 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 ri Update Open as Template Download Empty Template Keyword List History Name Description Revision Published Publisher Merge Template Projecttli
91. ORTES Principal Toolbox 8 0 Reporting 196 Configure Scatter Plot Name Scatter Plot Show filter for field None _ Slightly move bubbles with the same value so all of them are visible axis Field Range Dynamic O Fixed Minimum 0 Maximum 10 Highlight value 0 Y axis Field 7 f Range Dynamic O Fixed Minimum 0 Maximum 10 Highlight value 0 Background None _ Gradient Red Yellow Green Top left to bottom right Cancel Configuration of the scatter plot 2 Enter the name of the chart 3 Optionally set a filter for a field 4 Choose whether or not bubbles with the same value should be slightly moved so all of them are visible 5 Choose a field for the X axis and set the range either dynamic or fixed also set a highlight value 6 Choose a field for the Y axis and set the range either dynamic or fixed also set a highlight value 7 Optionally set the background gradient to indicate good bad scores 8 Click OK to save the configuration SIMPLY FORTES Principal Toolbox 8 0 Reporting 197 8 4 7 Bubble chart The bubble chart is available at programmes folders and portfolios It vsualises projects weighted to different axes Additionally the size can be used for indication of impact Bubble Chart Cal Filter Configure Fl D Eh a a Oo fF LF KF HF F a yo oh a ae Benefit Bubble chart Con
92. Oo Issue log R Risk log E Quality review log cj Change lo g g Project Board Project Manager Team Members iE Daily Action log Product Checklist i Name Lessons learne d log Owner Start Planned Final Planned Perceni ta Dec 2012 3 ec 201 Jan 2013 10 17 24 31 ee ae A Be Generic PRINCE2 Planning Model EN 01 Jan 2013 01 Jan 2013 4 Project start up 01 Jan 2013 01 Jan 2013 Mand 01 Jan 2013 01 Jan 2013 01 Jan 2013 01 Jan 2013 Stage Plan 01 Jan 2013 01 Jan 2013 ge Authorisation 01 Jan 2013 01 Jan 2013 01 Jan 2013 01 Jan 2013 l iness Case 01 Jan 2013 01 Jan 2013 01 Jan 2013 01 Jan 2013 01 Jan 2013 01 Jan 2013 i uthorisatic 01 Jan 2013 01 Jan 2013 Execution stage 01 Jan 2013 01 Jan 2013 Part of the dashboard of the PRINCE2 project model The dashboard of a project model is identical to a project dashboard m Minutes of meetings 4 1 Order Administration 1 Orders 1 4 il Automated Reports 7 n 1 1 x Project Calendar sisisisisisisisisisigis Fr rr FF FF KK KF 4 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 breakdownl s that matches most situations for these specia
93. OrHONO OVER VIC W sainia aaa 43 New OTT ONO S csicsa 46 Denna New POr 6 6 carrer eect mre Meter cr E tere reer te ate tes ate etree eee ere Met ner eee mere 46 PMO NS a estate get coterie vet cin A oe pedo EA EA eee A EE EAS A E 46 Creating portolo RemMS nsss A aiae a 47 POONG 20MINS E AN OI seci aces uuaiandeudandotsatesslsacndgueeutdadact 49 MOVIN PONT OIO MOMS eec a E E E a ee eee 49 Modifying the project reference seesseeereeeneeintttne ttnet EnEn Enn E EEEE EEEE demseucenenudetcbadenaxetenbensestea tn ceuseemeddeemesteuers 49 POA a E E E E y dG seed elon ese teen 50 Portolo CO CUI INS ssrsrrerssurrn esne NANENANE EVEEN DUE EEEN NAUNA NOAOA REENA EENES 50 POTO ONE ea A E EE E edt 50 MON a E E E E E E E ee 51 MANAGING a DOT ONO sosis a a EARE 52 MONIC AON G reer E E NEE EEEE E EEEE EEE ES EEEE ESSE 52 SIMPLY FORTES Principal Toolbox 8 0 4 ameet edale Mi 1e re N EE E E E A A E E EE E TEE 52 FON S e a E E et 54 POr a e A E E E E re eee te eee 55 Stakeholder repor IN rsss aiea TE A i ee eee 56 Generating TEPON S eeng eE EEN NAE EEE a AEE AAEE 57 SCEno MAn ea E S A 58 3 Benefits definition and traCKiNg ccceccseeceeseeeeeeeeeeeeeneeeeeeesneaseeeeensaeeeeeeesaeaseesesasaeeeseensanees 59 4 Using custom dashboardS ssssssssnsnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn 61 5 Portfolio model configuration s assssesnnunsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn
94. Project The generic 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 dashboardl 79 Planning a project 82 Managing a project 99 Finishing a project SIMPLY FORTES Principal Toolbox 8 0 Project Management 79 Most topics apply to other project models as well 5 2 1 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 n A Projectmanagement Collaboration Enterprise Content Management Real Estate Project Search Qa Gideon Teerenstra Help Setup Project Real Estate Project Lao Dashboard Properties Product B fanning Resource Management Documents Reports i Logs Project start up Project initiation Execution stage Project closure a pep pe mE R Risk log Q Quality review log Change log A Daily Action log Product Checklist i Name Dec 2012 Jan 2013 Feb 2013 Mar 2013 Apr 2013 May 2013 Jun 2013 Jul 2013 Aug 2013 Sep 2013 Oct 2013 So OE AF ae St 7 L Se e AE A N aE SS AB 282 8 WE Sea E ERS AA ALAE A Se eae SE A E 9 18 23 30 7 14 2 Gad Lessons learne d log M Minutes of meetings Order Administration Orders NLINININIS
95. 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 49 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 a link between each Portfolio item and 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 eee Send report request Archive Save Version Move im All Projects 7 View v Name Report Status Last Published On Current Stage Progress Status P
96. Select Clipboard Font Ge Paragraph Py Styles Editing 4 Status next period 4 1 Status Work Package 4 2 Products to be delivered m ours Nome owner Fat Piannea Dariance ntake gesprek metemdaebruikers Richard de GrootpeFeb 2013 2715 Handleiding aangepast Herman Mulder 21 Feb 2013 D00 HishlightRepot _____p3Feb 2013_ 0 00___ fornos Siu Lao pereema DOO Vragenuu O ro po _HishiightRepors Panodtao fi5Feb2013 D00 __Next Stage Authorisation pohn Edwards 15 Feb 2013 0 00 Feb 20 5 _Helpdeskonzeflen porezna p heckpoint Reports Oooo oreo pooo ffeamPlan ooo o CCsdC G 23 Feb 2013 0 00 Stage Planupae f orebams pooo Nex Stage Pan Peercoe foFeb203 D00 EndStageRepot O poreo pooo OE ProedPanupae j a O E Page 6 of 7 Words 630 xs Dutch Netherlands See Automated reports 1741 for more information SIMPLY FORTES Principal Toolbox 8 0 Project Management 104 5 2 4 4 Document management and approval You can store documents at various locations within the Principal Toolbox The Principal Toolbox will keep the documents in the database so it will be available to all users with access to the documents 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 tha
97. The Principal Toolbox uses three distinct product types Specialist Products use this tab to define the product breakdown structure with amber coloured specialist products Management Products use this tab to organize the stock of blue coloured management products Board Products use this tab to organize the stock of green coloured board products SIMPLY FORTES Principal Toolbox 8 0 Project Management 85 Product Breakdown Q Search gt gt m q Management Pr 7 Name specialist Product El Real Estate Pro Management Product Ee Breakdown Board Product efa Project E ie initiation Stage Plan w initial Business Gase af 5 Project initiation Document PID ol i Next stage plan sk Highlight Report i End Stage Report Next Stage Plan oa lessons Learned Report Follow on Acton Recommendation i End Project Report sfa i Project Mandate Editing the project breakdown structure Creating new stages products is done by clicking the on the left hand side of the screen Note When creating a new item the item always creates a child instance of the selected level A detailed description of how to create or change the product breakdown is given in the next section 5 2 3 2 1 Creating the product breakdow n structure Note Only project managers and project support can edit the project plan lf a product breakdown is already present you can choose to either rename
98. The time sheet will be submitted and cannot be edited after submission Are you sure you want to submit it cl 3 Cancel Submit Time Sheets Reports Submitting the time sheet Submitting time sheets Any open time sheet 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 8 0 Time Entry add on 148 Time sheet 27 Apr 2015 03 May 2015 Gideon Teerenstra Save Save and Request Approval Owner Gideon Teerenstra Time Entry Group Austria Time Sheet Status E New Time Sheet Approver s Gideon Teerenstra Last Saved By Remarks by Approver Group Manager Total Hours 12 00 Minimum Hours 0 00 Start Date 27 Apr 2015 Remarks by Owner End Date 03 May 2015 Correction Time Sheet 2 Mon Tue Wed Thu Fri Sat Sun Project Product Activity 27 28 29 30 1 2 3 Totals Remarks General Management Management X 4 00 8 00 12 00 Make selection X Totals for sheet 4 00 800 0 00 000 0 00 0 00 0 00 12 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 I 48 for instructions on how to approve the submitted Time sheets
99. Toolbox 8 0 Reporting 180 8 3 2 8 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 features would require some more knowledge of Excel The topics can be found below e Using an Excel report 1so e Creating an Excel report templatel ie Note automated reports wthin projects are available to project managers and project support On folder level they are available to the folder 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 wth 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 gen
100. Type Owner s MSP Programme model v3 MSP Enterprise models Order administration Models Archive New Import Export Archive Objective Project model for larger and or complex projects New Import Export Archive Objective Model for settung up an MSP programme 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 1 Navigate to the appropriate project model and click model Configuration to reconfigure the project SIMPLY FORTES Principal Toolbox 8 0 Project Management 132 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 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 ha Actual Editable Costs are entered on Orders in the order log and the financial
101. UND ONAT ors S eE A E EEE EA E Eaa 197 Ba CRAN saiaren a 199 Pie ONAC areo E aE E S 201 Resource UniS AMON siscscecncscccpocacesocsort sence seceeceenccseseeseseseutoetnececemssucegnevaesssvacesees autostec sdeteceuseczecnevecenssmsacsecsaiwateaoenes 202 PONE FRG DOL ses 8c oaticeae cee ec E van enanecuecee E a A E 205 MPOCINAO Spre E E 206 Projecti Map GEO scabs acess cetetccesisd iensscuticsctcenicecacseitanstcnasieceascbceducleectlessbaeasusnecuunundadessepenibenseosetwoscouusoudtesteasceucuseds 207 BOI CNG sirrim aae E E E sectusuuencnecnesecencctsecseuteunasuceeces 209 image an TEKE es A E EAA 210 Prince 2 Organis glOir aa aaa 210 Earned Value Management EVM ssssissiccccesnitsnsetsessuisessnsceceeducuesvenucesnavenveccudwucescwavesuseieusvecvedutwustnsducwscsndsavasaeuseds 211 Part IX System Administrator Configuration amp Settings 214 T ACOA GU HUO Miesa a EEEE EEEE A E EE E ENA EEEE 215 Principal TOOIDOX tasesiisctencintssnensnnseacendausnusauoncameciecnemmnanien aaa aiai a aaas 216 Email nouficatiol socso EEEa AAEE a ENEAN 216 CFE ating MON DEOIE CH activite S sarsi E 217 De TIRING CUSTOM HIAS sssini aa a 220 2 SCOS E neuseatenaeneneewoncanesuoceeetcwe 221 LONS OS Sa E E E E E 221 Applying for a license key ccsccss ves ceeseccancesantaceessnaxadeavrearesedsnvsnceansanvessiaseuvenerandustuessaceastanuessadasuineeeiadeesteaxeussanxacnss 221 Request for additional user licenses ccccccccseccecceeeeeeeeeeceeeceeececeseeeceeecseecs
102. Voorgaande periode F Huidige perode 7 Tetaschaakolommen 7 Opvekpende parade Selecteer d weengegeven kolommeri F Gereserveerd F Budget F Besteed F Verpiichting F Prognose F EAC F Geschat F Atwiking Voongaands perioda Portfolio item totalen Fanii 2012 Typ Portfolio ittem gt Categorie amp Prognose Laatstgep Gereser Budget Besteed Verplich Prognos EAC Gereser Budget Besteed Verplich Gereser Budget Besteed Verplich Gereser Budgel Filer op F iH European Expansion 472502 1003531 79 500 35000 10TH gi 237 000 198 084 Geronimus 550 480 125 753 146 781 100000 15M Zeus i dec 2013 9 dee 2043 SUMS M750 125803 100000 473 313 41 4820S 1 387 Se 23000 aaan 002 237 000 158 081 Integrated view of all portfolio items Setting tolerances 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 dewation in time quality costs SIMPLY FORTES Principal Toolbox 8 0 Programme Management add on 76 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 folder dashboard Note tolerances need to be set for each project list and folder separately They are not inherited from higher levels Tolerances
103. Working Days 123 00 Ee hel Start Project Cancel Organisation Satu Standard fields Custom Ye OOM plete Helpful Text Starting a programme project 4 3 Programme to Portfolio reporting Programmes can be started from a portfolio just like projects and have the same reporting cycle as projects currently in a portfolio Programmes will typically include summarise the data from underlying projects extended with the folder Status information Programme managers publish summarised statuses to the portfolio SIMPLY FORTES Principal Toolbox 8 0 Programme Management add on 15 4 4 _ _ o j a ee a 3 g Lean Green and Clean P w T Wo a i he e a j A gt O B https preview80 principaltoolbox com online Folder Folderjsp PagelD 20427 1ASetReturmAdrs false amp 0penedinMain true Ww FORTES F gt Projectmanagement gt Collabo Lean Green and ean Dashboard Properties Planning Resource Management Documents Porfolio Report Reports Models Archive Paritalo QPERATHANAL EXCELLENCE Regret Remarka Due date m Repon Status Fodpeaat start date 01 bipy 3505 Properties l Algemeen Hame Less Green and Clean Pricey rare eer a A Supe Objective YVoorlgangsrapporiage Sirus Gel Toelicthiing Status Geb Status Kakta i a Statue Soope damua Kaalia Status Voortgang Tosichiing status Houpet Toslic
104. __________ G GoL 3 P PECE ustomers i Ge See eee nea pDec 2012 26 Jan 2018 50 m After car E a Business Case fovea Dec 2012 26 Jan 2018 50 At A B Pap aon Document PID Berend Tel Dec 2012 26 Jan 2018 50 t A Next stage plan Bjorn Grob pDec 2012 26 Jan 2018 50 OF A i i Project Authorisation Bob Hotho Jec 201 7 26 Jan 201 50 F Execution stage Bram de Vuyst Mar 2013 22 Mar 2019 2 Jeau F Be Work Package Cindy van Kerkwijk mar 2013 22 Mar 2019 10 ean T Le Kick off Meeting Danielle van Rooijen Jar 201 F 22 Mar 201 10 VV J f Highlight Report Dick Kriets har 201 2 22 Mar 201 F 0 l i L End Stage Report Doug Gore jar 201 7 22 Mar 201 0 n F Le Next Stage Plan Eduard van Zeeland HL 201 m 22 Mar 201 0 pme Edwin Koose f F be Next Stage Authorisation Erk Aalbersberg far 201 5 22 Mar 21 5 0 A F Project closure EAA an 2013 25 Jan 2019 0 a F Lessons Learned Report Gabor Ve van Heemal bn 201 g 25 Jan 201 0 et F Folow on Action Recommendations gt Gideon Teerenstra Ln 201 E 25 Jan 201 ar 0 gg m End Project Report Hans Spread Ln 201 23Jan 201 0 E F Project Decommissioning Henk Dani l fan 201 F 22 Jan 201 0 aa Homa Too Jan Willem Boots Johan Steurvis John Mitchell Jon Wright Jon Zwart Judith Remkes Juliette van Duf Kai Waningen Kevin Cottrell Lejla Ramis Plan tab 5 2 3 3 Planning product milestones Each product in the proje
105. a dependency for and select the tab Dependencies Management Product Project Mandate General Logs Dependencies Name Project Mandate Planned Actual date Description aain Start 01 Jan 2013 06 May 2015 Type Management Product Y Final 02 Jan 2013 06 May 2015 Owner Priority Duration In Working Days 2 00 Mandatory Percentage Completed 100 00 Planning Status Predecessors Add Dependency External predecessors Add Dependency Successors Name Project Start Planned Final Planned Percentage Lag Dependency Type amp Initiation Stage Plan Real Estate Project 18 Jan 2013 30 Jan 2013 100 00 0 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 8 0 Project Management 97 Product B cannot be finished until product A has been finished For example if you Fl Real Estate Project have two products Project start up Finish to Wiring and finish Installation O dil ist ae inspected in Project Brief Installation bw Initiation Stage Plan inspected cannot be finished until Add wiring has been finished Work on product B cannot start until product A has been finished
106. 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 breakdownl s that matches most Situations for these specialised projects When starting a project based on one of the models you are able 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 12 folders folders are used within the Principal Toolbox for structured organisation of projects hierarchy in which folder Models 7 are used More information about the use of folder models can be found in the section folder Management 707 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 Modell 63 for information about setting up and configuring portfolio models SIMPLY FORTES Principal Toolbox 8 0 Basics Principal Toolbox 38 2 16 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 folder 1 Go to a project model and create a new product t
107. 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 a bs The classic plan tab is no longer available this is now integrated in the planning Ohee Project Migration Unused work packages are no longer maintained separately Notific ations Microsoft Project exportiadd 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 Manage Hour Rates Migration cannot be undone and is irreversible Currencies p Migrate fields e Financial Categories N jot all fields are available within the new planning as they are rarely used or testa cele tionality Please select what to do with the content of these fields Either choose to copy the content and select the desired destination field s s or confirm that the field i cael nw CA N tines e fields will be lost after the migration Manage Resources Manage Skills No decision Not used Copy Planned Actual Status Time Entry 5 i M entries Draft wjf vik Manage Non Sets Checked m vil IC Resource i cite mae No decision Not used Copy Field Approval entries 5i a Advanced Configuration Reviewer bad 2 Pre select on Time m X Sheet s Migrate fields Offer migration option
108. age 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 centre 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 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 Audioconferencing Show Baseline No Baseline v Timescale Weeks V amp cD T EA Week 44 Week 45 Week 46 Week 47 Week 48 Week 49 Week 50 Week 51 Week 52 gt i 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 MTWTFSSMTWTFSSMTWTEFSSMTIWTEFSSMTIEWTFSSMTITWTFFSSMTWTFSSMIWTEFSSMT WT F Fase 2 Ideas i r eS SS ee ee See 4 4 a 2 1 Opzetten projectadministratie 3 s i 2 2 Opstellen BRD 2
109. ale is set to yes First week of the year Week that contains Configure week numbering a minimum of 4 days in January ISO le locale is set to yes C ee Management Sy stem add a external document link CO eeen anae ow ownee COO eee e eee a a C a OO i eee eree pren OO p peee e Number of currency 2 Number of display ed decimals for all currency values decimals User Login Login ty pe Basic Change if one works with IIS settings More settings See User administration gt Adv anced options 228 o SMTP Server Specify the SMTP server for sending email System address from address used for emails automatically sent by Principal Toolbox for example notifications Fixed from address users email address when sending email from Principal Toolbox Fixed reply to address only specify when all mails sent should be replied to one email address LDAP settings all settings and field mappings for LDAP sy nchronisation Contact support fortes nl for more information about LDAP synchronisation and Single sign on options Fill in a fixed from address which is used instead of the SIMPLY FORTES Principal Toolbox 8 0 System Administrator Configuration amp Settings 230 9 2 4 9 2 5 Updating the software Implementing updates and the installing of new releases of the Principal Toolbox is done wa the Settings screen You will receive a file in the form of a jar or sql file from Fortes Solutions in
110. amme Management add on 77 Select the vew Cost amp Hours Tolerances from the drop down list to set the Cost and Hours tolerances Default project tolerances 4 Costs amp Hours Tolera v 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 v Costs Tolerance 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 dewation 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 folder dashboard 5 Project Management The Principal Toolb
111. and restore archived projects project models on SIMPLY FORTES Principal Toolbox 8 0 Basics Principal Toolbox 24 assigned level Assign project manager to a new project Manage roles managers and readers of assigned level Create edit and remove issues documents risk s etc within assigned level Read all information within own and underlying levels Set tolerances for the projects within assigned folder project list Modify layout of folder project list dashboard Folder Support e Identical access rights as the Manager Folder Reader e Read all information within own and underlying levels Roles on Portfolio Management Portfolio Management Coordinator Create and archive portfolios 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 Portfolio Management Reader e Read access to all data within the assigned level Roles within Portfolio s Portfolio Manager 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 item
112. ar 2015 ase b0 Closure 6 1 Evalueren pa e e T E eo 6 2 Decharge Document opstellen yl F 06 Apr 2012 L 11 Apr 2012 6 3 Besluiten Decharge i e shizz L m ay a 6 4 Archiveren vie shia apr2012 7 ae Filling in the milestones on the plan tab 1 Go to the project dashboard or the Plan tab AMPLY FORTES Principal Toolbox 8 0 Project Management 120 2 Click 3 Fill in the milestones 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 V 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 5 3 1 2 Using the Gantt editor A Gantt chart shows a timeline of your product with the product milestones Because Gantt char
113. at folder level Here you can make the folder dashboard available to users 221 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 folder manager can also setup the tolerances 751 for the planning hours and costs of all projects with this folder by using the Edit Tolerances button Finally the Edit Widgets buttons allows administrators to define the set of widgets 1 available to the folder 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 Note To start using this functionality download the app in the appstore or google play store SIMPLY FORTES Principal Toolbox 8 0 2 6 iPad gt Basics Principal Toolbox 22 12 30 80 Principal Toolbox Log in to view your time sheets and received reports You will receive a notification when new reports are available Principal Toolbox URL _ http agile principaltool Username Gideon Password ecccece Log in 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 The application can be used
114. ational unit this configuration can be changed independently Configure Organisational Unit Navigation _ Project Management _ Portfolio Management Resource Allocation _ Time Entry Benefits _ Ideas Configuration of the organisational unit To save the changes click OK Permissions and roles Configuring roles for organisational units can be done on all levels of organisational units and can be found on the Properties tab There are four regular roles and there are additional roles For more information on permission and roles see the permissions and roles 22 section of the manual Edit Roles for Europe x Europe f Bram de Vuyst Hans Spread All Users Cindy van Kerkwijk Jon Wright Margot Tilma Portfolio Management S Benefits Management S Bob Hotho Bram de Vuyst Close Roles on organisational unit level Reporting on organisational units Reports on organisational units can be found in two place which generate reports with a different scope SIMPLY FORTES Principal Toolbox 8 0 Basics Principal Toolbox 17 e The first option is the reports tab in the organizational unit FORTES amp so Navigation Portfolio Management Benefits Ideas Properties Documents amp Knowledge Reports Models Archive A Automated Reports i a s a Portfolio overview l SIE Welcome to the Europe portfolio overview From within these portfolios projects are controlled in different countries
115. ault X View All items i Name Owner Start Planned Mar 2014 On Az May 2014 Jun 2014 Jul 2014 Aug 2014 Sep 2014 Oct 2014 Name lesa is 5 12 19 gt 2 1 2 2 2 20 2 i r 22 ERY EY ABT SE ES A EB a TS PS A BS AS 228 280 BD E rs El Agile Project Gideon Ee Backlog om Epic 1 Apr 2014 242 SH FS a a PB ee Startup s 19 Mar 2014 i Feasibility 7 19 Mar 201 iL Foundation r 04 Apr 201 Exploration amp Engineering 21 Apr 2014 p Assemble backlog 4 21 Apr 201 i Gk Sprint4 d 05 May 20 PCLT I TETAS C AG iG ie aie ae ie e a de oe Se de die a ee o lt 4 ste E ae a Ge Ge fe Ce Le Ce Ue Ce Ce ae Ce Ce Ce Ce ee a A 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 independenily from the duration of the 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 char
116. b 2016 Ot Ape 2015 O1aped015 O1 Apr 2018 Oe Ape 2015 Oeape 2015 Oar 0015 aun 2015 LE mai Oldub S015 u Op Ser 3015 Vitae 2015 1 amp Nov 3015 24 Jun 2015 Oe Aug 15 didui iT Sep aiis 16 Oct 2015 Tang 15 OF Sep 015 Of Sep 3015 23 Sep 2015 O1 et 1S pene et be 13 Nov 3015 O2 Dec 2015 Oo Dee 015 Tidane 2018 25 Jan 3018 D1 Mllar 2016 17 b 16 Deci it Dec 2015 23 Dec 2015 AH tee 3015 Ot Ape 3015 2 Age 2015 Hapri Pade 205 2 Ap 2015 01 Jun 2016 coe an 016 OT ug 015 18 Aug 2015 ae Det 2015 Tedide ji jan ais 02 Dec 2015 aif 2015 tiiepihi 16 Och S015 1 Mow 3015 OG Oee 2015 2o Febe 016 1iROoceai5 TE Nov 2015 14 Dec 2015 ian 2016 24 Feb si8 01 Jun 2016 14 Jan 2016 Diddii Ti pr 20g 03 May 2016 01 Jun 2016 Oi Jun 2016 1 Jan 3018 TO a 2016 FERRRFSFFFLFFFFFRFFFFFRRRIFSRRE ZS 1 A 2 amp 16 2M OF OM th mh ANN 1h iL E TAM Programme project Gantt Programme projects can be started from the projects detail page on the program plan On starting the project the planning as contained in the project model can be moved to a certain date SIMPLY FORTES Principal Toolbox 8 0 Programme Management add on 74 Lean General Principal Toolbox Preview 8 0 Google Chrome Prajac imansgemenl gt Cookeborsion gt Lean Green and Clean gt Lean i Inthatve Lean General Logs Dependencies Planned date Start OT Sep 2015 Final 24 Feb 2016 Duration in
117. be rounded to the first day of the selected P Cena Sees time scale e q first day of selected quarter or month Extranet DMZ Fase 1 Selected Projects Extranet DMZ Fase 2 Audioc onferenc ing Identity amp Access Management Report Request Forecast start date 01 Mar 2015 Local area network connectivit Report Model Portfolio Report Monthly me Due date Search Technology Request Remarks Sharepoint platform Videoconferencing Send notification by e mail LJ Webconferencing OK Cancel Wireless network connectivity amp _ Fase 3 Feasability B Unified Communic ations Company Messenger e Unified Communic ations The report request wil be send to the selected projects SIMPLY FORTES Principal Toolbox 8 0 Portfolio Management add on 53 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 FORTES uN Projectmanagement Unified Audioc Search e Rob van Noortsingel Help 7 Setup Au
118. before migrations can be performed The 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 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 wth great care as certain information might be lost see below and functionality changes significantly within the project SIMPLY FORTES Principal Toolbox 8 0 System Administrator Configuration amp Settings 231 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 wth 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 Configu
119. both the project and portfolio fields e Fields can be made available or be hidden e Fields can be made editable or read only 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 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 Editable KPI Score KP 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 A
120. can be set by a folder manger for the folder project list as a whole and for projects separately To set tolerances click Edit Tolerances on the folder 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 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 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 4 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
121. cate 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 Adding skills amp resources Before you are able to request and allocate resources you will have to define one or resources 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 Adding removing and editing skills 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 This allows you to report on skills over multiple resources 1 Navigate to the Setup and Configuration in the dark blue header on the top of the screen SIMPLY FORTES Principal Toolbox 8 0 Resource Allocation add on 155 2 On the left hand side of the screen you ll find many options including Manage Skills q F O R TE S H A Go to Search e Rob van 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 re CNU y Settings Exclusions for PM approval Manage time sheets Manage Time Entry Configurations Manage entries Ma
122. ce 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 Click 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 Properties 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 SIMPLY FORTES Principal Toolbox 8 0 Portfolio Management add on 65 components right
123. cludes 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 Organisational Units To edit the organisational units navigate to your company by clicking on the header in the drop down menu N NorthWest Enterprises NorthWest Enterprises Europe gt Austria Docun Imports Export Germany Great Britain Ireland Italy D aa Netherlands Portugal Spain Switserland Click on your companies name to edit the organisational units SIMPLY FORTES Principal Toolbox 8 0 Basics Principal Toolbox 15 You will now see an overview of all the organisational units By clicking on the button you can add an organisational unit Archive By clicking on the button you can archive outdated organisational units You can start editing an organisational unit by clicking on it in the overvew q FO R TE sS a A NorthWest Enterprises Search O Gideon Teerenstra Help Setup NorthWest Enterprises Navigation Properties Documents amp Knowledge Reports Archive Organisational Units Archive All Organisational Ur View v Name Description Time Entry Resource Allocation America Euro
124. ct 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 Rennand Stahie Pendinna History Tab on a portfolio item 3 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 documents from the portfolio navigate to the Documents tab from the portfolio dashboard This will open the document library and show all 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 io 3 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 SIMPLY FORTES Principal Toolbox 8 0 3 2 3 6 Portfolio Management add on 51 archived portfolios and items can be restored from the archive when requi
125. ct Manager Team Members PRINCE2 process diagram Configuring the PRINCE2 process diagram This widget configures itself automatically highlighting the current stage of the project 8 4 4 Timeline chart Timeline charts are available at projects programmes folders and portfolios They visualise timeline information on costs and or hours for selected types budget actual etc SIMPLY FORTES Principal Toolbox 8 0 Reporting 192 Timeline Chart Cal Configure IE Hours Timeline chart Configuring Timeline charts 1 Click cial a pop up appears SIMPLY FORTES Principal Toolbox 8 0 Reporting 193 Configure Timeline Chart Name Timeline Chart Type of chart Line Cumulative Show Ea Costs Resources Hone v Legend Start date Dynamic Last 12 months Fixed 01 Jan 2015 Scale Months Horizon 24 Months Type q Available q Selected Allocation m Actual Available ii Budget Committed Forecast Remove Remaining Reserved Request kj Cancel Configuration of the timeline chart 2 Enter the name of the chart and choose the chart type either Bar Bar Cumulative Line or Line Cumulative 3 Set Costs Resources and Legend to be shown if desired 4 Set the start date to either a dynamic range of a fixed date 5 Set the scale to either Weeks Months Quarters or Years 6 Set the horizon 7 Select the types to be selected 8 Click OK to save the configura
126. ct and the start of another you can establish a finish to start dependency and specify two days of lag time Management Product Initiation Stage Plan General Logs Dependencies Name Initiation Stage Plan Planned Actual date Description ea ie Start 18 Jan 2013 06 May 2015 Type Management Product s Final 30 Jan 2013 06 May 2015 Owner Pee Duration In Working Days 9 00 Mandatory Percentage Completed 100 00 Planning Status yt Pdi Add a Predecessor to the current Product Plan Item Initiati spa cearaiieais External predecessors Add Dependency Project Real Estate Project Successors Product Plan Item Select a Product Plan Item Dependency Type Finish to start ins Finish to finish Finish to start Startto finish Cancel Start to start Adding a dependency 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 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 Dependencies on the Gantt On programme level these inter project dependenci
127. ct has two milestones you can use to manage product delivery e Start set the date work has to start on the product e Final the planned date for delivery of the final version of the product Planning the milestones within the project can be done on the Gantt chart 9f Use the Gantt chart editor with drag amp drop functionality 5 2 3 3 1 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 Planning 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 and the duration of all products will be set according to the duration in the project model SIMPLY FORTES Principal Toolbox 8 0 Project Management 92 A FORTES A Projectmanagement 7 Collaboration Enterprise Content Management Real Estate Project Project Real Estate Project 7 a 2 Q a o w 5 Dashboard Properties Product Breakdown Planning Resource Management Documents Reports Gantt Costs Resources Gantt Stage Work Package Specialist Product Management Product Board Product Activity 4 Product Breakdown Q Search No Baseline X
128. d actual costs Timeline representation Representation Table Chart Chart configuration Select field to plot in Type v chart Title Show legend W Label orientation Horizontal Colour order mo mam OC Chart size Medium 640x480 Chart type Standard v 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 SIMPLY FORTES Principal Toolbox 8 0 Reporting 174 8 3 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 30 for more information With the Make default option a specific view can be set to the personal defaul
129. d unit 2 To assign one or more resources to the project only needs to be done once for every project or whenever changes are required click Edit Resources on the Resource Management dashboard A popup window will appear in which one or more available resources can be assigned to the project 3 Inthe header of the Request amp Allocation section click Edit to start requesting resources for the project q FORTES a A Vi t Nam Search e Rob van Noortsingel Help Setup Vi t Nam Project Management Portfolio Management Resource Management Benefits Ideas Properties Lessons Learned Documents amp Knowledge Reports Models Archive Dashboard Request amp Allocation Projects Request amp Allocation Resources Availability Resources Time Sheets Request amp Allocation Request Allocation 4 Request or Planned gt Alloc ated Request or Planned lt Allocated Planned gt Request Kd i2w 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 25 15 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 z Filter by No data found Requesting resources on a project 4 To add a row in which a resource or skill request can be entered click on the in front of the appropriate resource pool T
130. 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 8 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 Principal Toolbox For example if you would like to use the report on a folder navigate to that specific folder dashboard to add the template Tip If you add the template in a model either a project model or an MSP folder model the report becomes available automatically on the projects MSP folders 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 templatel 1s 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 8 0 Reporting 188 8 4 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 templat
131. derlying projects only visible when configured see Principal Toolbox 2 6 configuration Models An overview of the project models on the enterprise level Archive Archived work areas folders project lists and project models on the enterprise level 2 Area for customisation and widgets 3 folder listing A list of all work areas folders and project lists on this level Shown behind each folder name is a RAG indicator which indicates the status of the folder and the manager s name SIMPLY FORTES Principal Toolbox 8 0 Basics Principal Toolbox 20 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 folders 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 2 4 Folder dashboard The folder dashboard provides you with an overview of all sub folders and projects within the respective folder FO R TES a A Projectmanagement 7 Collabo Unified Search Qe Rob van Noortsingel Help Setup Project list Unified Communications Dashboard Properties Gantt a
132. dget 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 Select which products can be selected on the time sheet by the users The same options are available as described above 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 entered in the time sheet 7 Select the approval options For more information of Time Sheet approval click here 148 Approval 8 Click Save to store the time registration configuration 9 Now you can close this dialog by clicking Close doesn t need to approve the hours Fo more information about the approval Configuring the approval process h Create draft entries on request approval use this option if a draft entry needs to be created when requesting approval SIMPLY FORTES Principal Toolbox 8 0 Time Entry add on 140 Creating Planning Item Filters It is a
133. dioconferencing Save cance 4 Dashboard Properties Product Breakdown Planning Resource Management Documents Portfolio Report Reports Portfolio COLLABORATION Last Published On Due date 25 Oct 2013 Last Published By Report Status oS Request Remarks Forecast start date 01 Oct 2013 Properties Algemeen Name Audioc onferenc ing Project Manager s Dick Kriets Objective Voortgangsrapportage Status 6 v Status Description Status Geld Groen X Status Kwaliteit Groen X Status Scope Oranje Status Voortgang Oranje X 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 Current Period Time scale columns Succeeding Period Budget 7 Actual 7 Forecast Y EAC J Estimate J 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 s 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 7 700 53 100 53 100 4 600 108 400 104 600 104 600 3 800 ST The report can be filled in by project managers after which it can be submitted to the port
134. dited 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 using the page layout editor 3 in the same way as defining a project sheet 63 available to managers and administrators only Idea ERP implementation Dashboard History Name Objective Owner ERP implementation Implement new ERP system Bob Hotho Portfolio Prioritization Benefit 0 Budget 0 Complexity Risk rate Effort requirement Investment driver Compliance Overall priority score 0 Projectgegevens Achtergrond Scope Standard fields Benefit realization 0 00 Description 3 Benefit status Documents Detail page of ideas Creator Create Date Pay back 1 yr Portfolio name Positive ROI Project category Project size Technology Risk rate Afhankelijkheden Randvoorwaarden Benefit target Drag documents here or click to add Albert Swank 17 Apr 2014 0 00 Note Revision 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 8 0 Portfolio Management add on 43 Start Initiative x 3 2 3 2 1
135. 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 Reusion 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 http intranet organisation com documents example doc e links to document locations look like file p documents example doc When using links to document locations make sure all users have the same drive mapping 5 2 4 4 2 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 SIMPLY FORTES Principal Toolbox 8 0 Project Management 105 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
136. e 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 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 isa merge template is ticked Add a document to the list Download Empty Template Keyword List Selecta 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 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 document link Description Revision Doc Nr Filename Bestand kiezen Geen bestand gekozen rtf xt xitm xls xlam Merge Template W Add this document as a merge template I STTeL Add TESS O Internal Document Link Provide a document ID from a document at another location 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 th
137. e as new view Existing View new view F View name Type Personal_ OR Cancel SIMPLY FORTES Principal Toolbox 8 0 Make default Manage views Reporting Views can be set to one of the following types 169 Personal The view is available to the current user only but can be used throughout the application for the same type of object This option is available to all users Local The view is available to the current location only but can be used by everyone that has access to the location This option is available to 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 option is available to administrators only Sets the current selected view as default for the current user only Default views are indicated by an asterisk behind the name of the view in the view selector To manage all views that have been created at a specific location or for a specific user etc the vews can be managed to remove rename or alter the global view parameters like type or hidden 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 these views Personal
138. e 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 folder etc See using the Excel report 1801 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 R A Projectmanagement Collaboration Search Qa Rob van Noortsingel Help Setup Programme Collaboration Dashboard Properties Gantt amp Dependencies Documents amp Knowledge Models Archive Logs 7 g Programme Risk Rate G Filter Configure Bar Chart r Filter Configure Pie Chart r Filter Configure J Issue log 1 Status Green X R Risk log A Daily Action log ils Automated Reports 7 Count projects a a il Reports Programmes Project lists Projects Products Plan Items Issues Total Count projects 20 Widgets on a portfolio dashboard SIMPLY FORTES Principal Toolbox 8 0 Reporting 189 8 4 1 Widgets are available on several places in the Principal Toolbox They will not be displayed automatically Enable widgets 1 Click on Edit Widgets to make widgets available on your screen 2 Use the v to display the widgets 3 Selec
139. e file before opening On the Edit Project Plan Drag and drop in Edit Project Plan window won t work On the Tools menu click Internet Options Open the Security tab and click the Custom level button In the Scripting SIMPLY FORTES Principal Toolbox 8 0 Troubleshooting and Solutions 234 Internet Explorer blocks a pop up after adding the first product on the Edit project plan page The Edit Project Plan window hangs while message Processing please wait is display ed Gantt chart editing E Can t drag bars in edit Gantt dialog Miscellaneous Internet Explorer reports Script errors on different pages Links to projects and folders on the homepage doesn t work Pack Project Offline window hangs while message Processing please wait is display ed 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 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 are no other Pop up blockers activ e 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 ac
140. e models SIMPLY FORTES Principal Toolbox 8 0 Programme Management add on 72 Click the folder model to open it FORTES PN Projectmanagement Collaboration Organisational Change Program Search Qa Gideon Teerenstra Help Setup Programme Model Organisational Change Programme Model Dashboard Properties Planning Resource Management Documents Reports Models Archive i Logs Projects All projects View J Issue log R Risk log Quality review log Change log A Daily Action log Lessons learned log M Minutes of meetings il Automated Reports 7 Programme Model dashboard In the project model all standard properties roles documents etc can be configured in the same manner as for project 35 and portfolio 63 models 4 2 Integrated Programme Management Within a programme it is possible to create a planning including projects and their deliverables Projects within the programme plan can be Identified without requiring a full blown operational project Started as a full blown project with the planning set to a certain date Contain deliverables identified by the folder manager Have dependencies with other plan items in the folder plan Identified projects initiatives can be planned and started from within the folder When the project is Started the project manager defines the detail planning FORTES A Projectmanagement Collaboration Lean Green and Clean Search e Gide
141. e 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 folder 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 folder project list dashboard as illustrated below Projects cha Import Export hd Current Stage Progress General Project Manag initiatieven Opstartfase J Henk Dani l folder Dashboard In the dialogue give an appropriate name to the project model After choosing OK the project model will appear on the dashboard of the folder or project list underneath the Project model listing header at the bottom of the page Enterprise models Project models can be created in any project list or folder The model will be available on the level of the containing folder 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 SIMPLY FORTES Principal Toolbox 8 0 5 6 Toolbox Project Management 131 Two options are available to get the project model at the highest level First option 1 The new project model option a Go to the highest level of Principal Toolbox ent
142. e 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 8 0 Project Management 101 a FORTES w A Projectmanagement Unified Audioc Search Rob van Noortsingel Help Setup Audioconferencing Save cance 4 Dashboard Properties Product Breakdown Planning Resource Management Documents Portfolio Report Reports 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 Audioc onferenc ing Project Manager s Dick Kriets Objective Voortgangsrapportage Status amp X Status Description Status Geld Groen X Status Kwaliteit Groen X Status Scope Oranje X Status Voortgang Oranje X 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 7 Actual 7 Forecast 7 EAC Estimate 7 Variance Forecast start date 01 Jan 201 Preceding Period Portfolio Item Totals Jan 14 F
143. e way you are used to on the internet You perform actions by clicking with your mouse button or by clicking hyperlinks on the page Navigation wth organisational units Navigating through the Principal Toolbox is done by using the dark blue header within your browser window Enterprise is the highest level in the hierarchy for your organisational units From there you can navigate down the branches of the organisation tree through the drop down menu to locate your folders containing sub folders folders and projects on the appropriate Project Management tab On this tab select the appropriate folder to navigate through folders and projects within Q Search e Teerenstra Help Setup FORTES a Folder Vi t Nam Dashboard Properties Gantt amp Dependencies Documents amp Knowledge Models Archive i Logs Folders All Folders O issue log 2 E Risk log Programmes Archive All programmes View A Daily Action log Name Objective Programme Manager s is Automated Reports 4 Vi t Nam Karsten Petersen il Reports Projects Import Export Move Model Archive All projects v View Foder Name Current Stage Progress General Planning Hours Costs Project Manager s Projects Programmes 0 P D EN SE ER ding Project start up goat Ea e Peter Karsten Products Plan Items Ha Noi Project start up U0 g e Karsten Petersen Dependencies aa Project Dashboard bread cru
144. eb 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 pocket 57 700 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 4 Then press the Publish to Portfolio button to send the information off to the portfolio 5 2 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 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 SIMPLY FORTES Principal Toolbox 8 0 Project Management 102 ii 1 Click the 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
145. ecriteria opstellen 0 00 0 00 0 00 0 00 e 3 3 Dienstbeschrijving maken 0 00 0 00 0 00 0 00 e 3 4 Opstellen Project Contract 0 00 0 00 0 00 0 00 e 3 5 Go No Go Oplossing 0 00 0 00 0 00 0 00 00 0 00 0 00 o 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 Hours Manual Entries Cosfxtal Manual Entries Total Budget 0 00 0 00 0 00 Budget 0 00 0 00 0 00 Committed 0 00 0 00 0 00 Committed 0 00 0 00 0 00 Actual 0 00 0 00 o oo Actual 0 00 0 00 0 00 Remaining 0 00 0 00 0 00 Remaining 0 00 0 00 0 00 Variance 0 00 Variance 0 00 Agile Priority 0 Streams Story points 0 00 Workflow DoR Code review PMD check Documentation Cost Hour Entries listing All entries v View v Description Type Approval Status Hours Owner Creator Book Date Remarks by Owner 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 as shown below
146. ect tolerances Planning Tolerances Products Plan Items Proj 4 TSN Stage Planning Tolerance Product Planning Tolerance Dependencies Name Orange Orange Abs Red Red Abs Orange Orange Abs Red Red Abs Active Stage Project Resources Vi t Nam 0 0 0 0 0 0 0 0 Issues Risks Project specific tolerances exceptions to the default tolerances 4 Planning Tolerances i Stage Planning Tolerance Product Planning Tolerance Quality reviews Name Project Orange Orange Abs Red Red Abs Orange Orange Abs Red Red Abs Active Stage Changes ding 0 0 0 0 0 0 0 0 Actions Ha NGi 0 0 0 0 0 0 0 Lessons learned Orders Documents Cost Hour Entries Entries il Timeline Reports Entries Tolerances can be set on the folder level The use of indicators within projects is explained in the following sectionl 80 For setting the tolerances in a folder or project list see Setting tolerancesI 75 Views Throughout Principal Toolbox views are available to present information in a tabular form On all organisational levels e g enterprise folders 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 17 Projects New import Expo
147. ects and non project activities SIMPLY FORTES Principal Toolbox 8 0 Resource Allocation add on 160 Red alarm the resource manager to the fact that resources have been allocated over and above their availability gq FOR ESP A Vi t Nam Search e Rob van Noortsingel Help Setup Vi t Nam Project Management Portfolio Management Resource Management Benefits Ideas Properties Lessons Learned Documents amp Knowledge Reports Models Archive Dashboard Request amp Allocation Projects Request amp Allocation Resources Availability Resources Time Sheets Request amp Allocation per Project lZ Request l Allocation l Remaining _ Available 4 B Alto ated gt Available Allocated lt Available Request or Planned gt Alloc ated Request or Planned lt Allocated Planned gt Request t 4 12w HM 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 i Req Allo Ren Reg Allo Ren Req Allo Ren Req Allo Ren Req Allo Ren Req Allo Ren Reg Allo Ren Req Allo Ren Req Allo Ren Req Allo Ren Req Allo Ren Req Allo Ren Req z Filter by resource Filter by skill E Resources Summary 110 1414C 115 11E 115 11E 110 11C 50 50 50 50 40 40 40 40 Z f Apollo Z Apollo 1 0 vf Development Policy S a E Document Management 70 70 70 70 50 50 40 40 vf E Local area network connec v P
148. ed filling out will appear on the personal dashboard of the employee on the tab My Time Sheets My open time sheets Week Start Date gt Owner Time Sheet Remarks by Owner Time Entry Group 17 20 Apr 2015 Gideon New Austria Teerenstra 18 27 Apr 2015 Gideon New Austria Teerenstra My open Time sheets on the homepage Entering time sheets 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 13 Time sheet 27 Apr 2015 03 May 2015 Gideon Teerenstra Owner Gideon Teerenstra Time Entry Group Austria Time Sheet Status E New Time Sheet Approver s Gideon Teerenst
149. ed in any way needed To access dashboard reports navigate to a portfolio and then click on the tab Dashboard Report a FORTES w A Portfoliomanagement COLLA Search e Rob van Noortsingel Help Setup COLLABORATION Dashboard Properties Scenario Planning Financials Portfolio Gantt Documents Dashboard Report Archive G Project Map al a y Filter Configure Instructie Preview Dashboard Reporting Set Tite J Dit is de preview van de dashboard reporting func tionaliteit 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 Stakeholders 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 i ks s Herto bosch Leaflet Map data OpenStreetMap contributors Tiles Courtesy of MapQuest me Contribution to Strategy r Filter Configure Pie Chart Gal Filter Configure 6 0 _ GB Green 5 0 E Orange 2 40 5 g a 30 oe s 2 0 a E 1 0 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
150. ed object type Field Representation Range ez v Series Area Stacked by Pie chart O This chart provides a pie chart representing the distribution of the data in respect to the number of items Data gt v OK Cancel SIMPLY FORTES Principal Toolbox 8 0 Reporting 168 Advanced Finally some special options can be set like hiding a header caption provide a total etc Advanced Settings Set options for the listing Show category names for columns with categories when two or more adjacent columns are of the same category 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 B Show totals for selected columns Hide column name for selected columns Name O Current Stage O Progress O Status 0O 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 Save view Saves the current configuration of the view The view can be saved as a new view or overwrite an existing one 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 sav
151. eecesecesecseeceeesecesesecseeseseseeeeeeeeess 222 Renew al of an outdated license key ccccccccecsseccceeeeeeeeeceeeceeecececesecseecceeceeeseeeeeseceeesesecseeceeeceeeseseeeeeeeeeenss 222 Setting Up the cense KeY ccccccssceeceeeeeeeeeeseceeeeeeaeeeeeeeeeeeesseseeeeeeeeeeeeeeeeeeeeeeeseseeeeeenaaseeeeeeeeeeeseseseeseeneeees 222 User adminis CF AULD sssaaa a a a D a ENEA aii A 223 TEESE CG I alll e E E E E A NE E S E E E E T 225 PAET o AE A A E A O A E E E E E E A E ctacate 226 Advanced OPON reino pien re ia E EES EE ENTREE ENEE En ani EE EEE 228 VS LOM S6 NOS ssis raa Aa aaa aaeain 229 updating the SO NWarE sesinepnppsan aa Ea 230 Classic Project Migrator sesos Aaaa 230 Part X Troubleshooting and Solutions 233 1 Trouble Noong in E 233 Index 235 SIMPLY FORTES Principal Toolbox 8 0 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 folders 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 the Principal 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
152. eeeeeeeeeeeees 9 A LOJON Oikarisen AERA R EN 10 o INGA VEC a UON e E E E cwueustatmedeetemeciaieeanae 11 Part Il Basics Principal Toolbox 12 qlee 9 Ua 07 o eeon E eee ee eeee eee 12 2 Organisational CUMING ciencia EEEE EE 14 3 Project management dashboard ssssssnunsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn 19 4 Fold r Ca SOO ai Oeste ce verei se reuas r EEA E EEEE 20 5 MODINE ADDICA WOM isiditteceseenicencesttencseanardcadenenecseatscncncshieecscaieteccensxessetionmnctbtwanssativducntcennease 21 6 P rmissons and Oles iorra 22 7 Entering ANG CHANGING Gala iecccsassceecciecccedcoesteccnguacacsnsncreceiawiwedsacnaiectnestecsansecwacthesdsedeasecnieths 27 e RAG INGICATOFS trafic NGINS sssrini a 27 9 VIEW Sarees cesses cre nin ERNER EA EAEE 28 TO MANAGES VIEW Siscsicecescnctctincetucecesanesacnceancacnsnnanetncntndachonmesacuesaasscsuckundsamasaiadeseneyeieieameeseschatetnaece 30 TT _DOCUMERT manageme I soisissa Ee EE 32 J2 EMAN TU CU O sa E E E E E 32 13 SO GIN MIC WON eis E E acne ntaeneanecounderntacesceeemede 33 MR MESSA sts oper perme asientacansiecsniac E 34 TS Working With TOG ONS sssini a EAEE 35 16 Advanced Customisation amp Workflow Add ON ccccceceeeeeeeeeeeeeeeeeeeeeeeeeeenenensnsnsnsnsaeaeaeas 38 Part Ill Portfolio Management add on 40 POO SS INC IOE A Saee i E EE 40 2 Working with portfolioS aesannnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnnm 43 F
153. eeeeeeeeesesseeseseeaeees 85 Graphical view of the product breakdoOW N scccccccccecceecessceeeeenceeeeeeeeeeeeseseeseseeseesseeeeeeeeessesseesseeneaeees 86 BMG STACSS seuss tuctetc E E eee ntertreec E E 87 EDINI WOE DAC AOS a harrctateautsyacte teen Acumen es ventonmerssue tonte uncer Poi venatdite teeta tect ure bce eereenua etter 88 Assigning responsibilities for products iesiineinricrdanicricite mas ssdoxionisxtantenarnienieababarivatasddbextebnebdenvetssawinudexteneonees 89 Faning Or ONC FIM SO Ne aea E NT 91 PS WA TVS ea a o siete se bi E NE TEE inde sieeve aan doar beet Oa tates vi ade sad E E TEE E EO 91 eS SUS OPPO asst a E oe cosa tentad canter EO one 93 POUCA OS etecternctet icra et cece ren E E E tes 94 PS SIC MING DUC tS weg eater tetas vue E E E A E cei E E E E atcare E E 95 Dening CDE MOGIIC ISS eesin Aa A ANSERA AERONA ieee 96 PIC CUISS ing FSS OUN CCS erorii E EEE E a ETE 99 Managing a proje 6 arna a A 99 PP Oe es We WING E E A A E E E E E A A A E E E A A E A E 99 PROCS TMOG Oleic twal NOUNS seisein EEEE AEREE E ESENE NEE EEE 100 REDOUN a ar E nasties ete pace tec quer dawesceneurtantoccecacet meant adentcyececutesees 100 Olt ONO teporing 30d ON esseni eE teeter penta terrane tawecencberieereneianteaut eines 100 oh gle Ne cic ene eee nee eee een mene Ne cet ee ent a E re ee 101 Generating automated reports ncccsser naaa aaan AE Aea KEER ERARA A EANAN 103 Document management and ADOlOV Aba terisnectct
154. elow 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 8 0 System Administrator Configuration amp Settings 219 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 8 0 System Administrator Configuration amp Settings 220 9 1 4 Defining custom fields Within 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 folder 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 all available objects in the Principal Toolbox 3 Click the specific item to define a custom field Click to define a custo
155. ement Agile projects Agile Project Agile project Agora project Agora _ Gideon Teerenstra Help Setup Dashboard Properties Task Board Plating Resource Management Documents Reports ont Agile PM Explanatory Notes f y This is an ex cela project based on the Agile PM approach It contains a basic project planning a backlog and some sprints to create the oO projects obje Er a Please take note of the following 1 The e Agie PM approa achu sed is highly c uoh the i Logs m field ed This project alre cuit igured setup using th fel aren SCoW defines the p poan of the items in in the backlog ei aeara what to do first next etc Priority provides a numbered oO Issue log porten are W applies ya ust hav e etc These oats n be used interc han ai rkfi ow defines the rat sn whic hs engin aaa to do in progress in test ae ory points define the weight 0 o stuf oer than planned hours fines the type of pe desi 2 Wo Sto amp R Risk log Stream dei sign backend frontend database a 2 Som n the backlog have been set to switch between different approaches of priority MoSCoW Use them and apply some sorting on the Q Quality review log oumns Pp e the effect 3 Sprints within the pr oject plan c ed ear i sae an an ndency to their underlying chiki items In this way the sprint planning can be created without Change log having decided about the tems to ssign a sprint d
156. ems SIMPLY FORTES Principal Toolbox 8 0 2 2 Customise home page Basics Principal Toolbox 14 Portfolio Section Custom Dashboards tion Programmes Section Projects Section Workpackage Section Products Section Activities Section Logs 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 Do not show custom dashboards on my home page Show custom dashboards of which am an owner or manager Show custom dashboards of which am a member includes my role as a dashboard owner 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 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 Do not show work packages on my home page Show work packages of which am an owner reviewer partic ipant includes view selectors Do not show products on my home page Show products of which am an owner reviewer partic ipant includes view selectors Do not show activities on my home page Show activities of which am a participant 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 in
157. er data remains possible throughout your project SIMPLY FORTES Principal Toolbox 8 0 Project Management 83 5 2 3 1 Creating a project Projects are always created from a folder or project list dashboard To create a new project do the following 1 Goto the dashboard of the folder 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 p Available users Project Manager s Rob van Noortsingel lt Add Ad Supley Albert Swank Remove gt All Customers All Partners Ashfaque Chowdhury Project Support Berend Tel lt Add Bjorn Grob Bob Hotho Remove gt 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 Remove gt Jan Willem Boots Johan Steurvis lt Add John Mitc hell Jon Wright Jon Zwart Judith Remkes Juliette van Duf Kai Waningen Kevin Cottrell Project Assurance Lejla Ramis A PE Liza Marie van Esch
158. erate an Excel report you can click the report name on a folder 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 FORTES a Projectmanagement Search e Rob van Noortsingel Help Setup 7 Projectmanagement Edit Properties Edit Members Edit Widgets x H Q Dashboard Documents amp Knowledge Models Archive Welcome to the project and program management location SetTile J roject list roject listing 2 il Reports v ere you can a Programmes Project lists Projects Products Plan Items ssues Collaboration e Ruud Peltzer Programme Collaboration Operational Excellence o 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 compatibility 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 SIMPLY FORTES Principal Toolbox 8 0 Reporting 181 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 d
159. erprise level Open the tab Models 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 folder 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 folders 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 folders of Principal Toolbox and can be chosen when creating a new project anywhere q a N Project management Search Ad Supley Help Setup Project management m Dashboard Documents amp Knowledge Lessons Learned Project Models Name Type Owner s Agile PM Model Project Generic PRINCE2 Planning Model Project Single Sheet Project Model Single Sheet Project Standard Prince2 2009 Project Model Programme Models Name
160. es 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 ff X Hoofdpunten Rapport On the Project Dashboard Templates Name Description Revision Published Publisher ga High ight Report rit Highlight Report 2 0 2 2 0100 Enk Aa 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 project team it is necessary to upload it in the Principal Toolbox see the next section Adding documents 104 a w W9 o Hoofdpuntenrapport Compatibility Mode Microsoft Word File Home Insert Page Layout References Mailings Review View Add Ins Acrobat a fe x 2 gt ieee A Find i X X z soe I s A A Arial 2 Er o EE 2 T gapecer AaBbCcDc AaBbCcl PA a 4 gt Ne s Sac Replace i Paste X 2 X v iiie i ange i s s B I U abe x x Z A Eh D ti Emphasis T Normal Strong Styles le
161. es are also represented so the folder manager can see bottlenecks in the execution of the folder See the screenshots below SIMPLY FORTES Principal Toolbox 8 0 Project Management 9 O O Dependencies on the folder Gantt 5 2 3 7 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 How a Project Manager requests resources for his project and how a he or she requests resources van be found at Requesting resources within a project l teal Note To be able to request and allocate resources the Resource AllocZation module needs to be available 5 2 4 Managing a project During the execution of a project the defined products are to be realised In this section you will find e How to monitor and enter progress How to communicate with the 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 5 2 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 Gantt chart Product Checklist
162. esource Settings i Exclusions for PM approval PPS A e O Vves_v Manage time sheets Manage Time Entry Configurations Manage entries OK Cancel Manage Non project Activity Sets Resource Allocation Customize fields Approval entries Advanced Configuration SIMPLY FORTES Principal Toolbox 8 0 Time Entry add on 151 Allow project manager s to configure hour rates per resource 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 by project manager s Configuration of hour rates per resource rj 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 Rates 2 Press the Edit button and set the required hourly rate for each resource on the project a F O R TE S T A Projectmanagement 7 Collaboration Unified Commu Project Audioconferencing Dashboard Properties Product Breakdown Plan Gantt Resource Management Selecta project specific hour rate for the resources that are member of this project If no project specific hour rate Project Resources Name Resource Project Specific Hour Rate Default Hour
163. ettings 221 String l Text field with max 255 characters Memo l Text field with unlimited characters Number l Number field with no decimal accuracy for example 2342 Double Number with single decimal accuracy for example 3 5 Currency l Number with two decimal accuracy for example 3 45 Date Date field Checkbox A basic checkbox Pick list single From the pick list only one can be selected Pick list multi From the pick list multiple values can be selected Person single From the pick list only one person can be selected Person multi l From the pick list multiple persons can be selected Image single From the pick list only one can be selected The value is shown by an 9 2 9 2 1 9 2 1 1 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 re
164. ews for this page This window shows all available views Built in vews Predefined views which are standard within the Principal Toolbox Global views Global views defined by the organisation Local and personal vews Project 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 8 0 Basics Principal Toolbox 31 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 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 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 vews defined only for reporting pu
165. figuring the bubble chart Configure 1 Click 00S a pop up appears SIMPLY FORTES Principal Toolbox 8 0 Reporting 198 Configure Bubble Chart Name Bubble Chart show filter for field None m Slight move bubbles with the same value so all of them are visible Show legend X axis Field _ Range Dynamic O Fixed Minimum 0 Maximum 10 Highlight value i o Y axis Field Range Dynamic Fixed Minimum 0 Maximum 10 Highlight value o 5 Bubble properties Size Colour Random O Based on a field Status iad Cancel Configuration of the bubble chart 2 Enter the name of the chart 3 Optionally set a filter for a field 4 Choose whether or not bubbles with the same value should be slightly moved so all of them are visible 5 Choose whether the legend should be visible 6 Choose a field for the X axis and set the range either dynamic or fixed also set a highlight value SIMPLY FORTES Principal Toolbox 8 0 Reporting 199 7 Choose a field for the Y axis and set the range either dynamic or fixed also set a highlight value 8 Optionally set the bubble properties Size Select the field that determines the size of the bubble Colour Base the colour on a field or set the colour to random 9 Click OK to save the configuration 8 4 8 Bar chart The bar chart is available at programmes folders and portfolios It vsualises project values grouped by
166. folio 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 SIMPLY FORTES Principal Toolbox 8 0 Portfolio Management add on 54 3 2 4 2 From the portfolio the portfolio manager can monitor the status of the report requests that were sent out The status of the latest report request is identified by these icons Report request pending hasn t been submitted yet vw The report request was received and the report has been submitted Report request pending report submission is overdue 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 Send report request Archive Save Version Move DA All Projects x View v Name Report Status Last Published On Current Stage Progress Status Programme B Cloud Computing Audioconferencing 10 Nov 2011 Fase 6 Closure FE B Ss Unified Communic ations Document Management 01 Nov 2011 Fase 3 Feasability ie G Enterprise Content Management Extranet DMZ Fase 1 01 Nov 2011 Fase 5 Deployment SEDE amp Unified Rollout Communic ation
167. for Stakeholder Reportingl 56 and Time Entry 1331 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 For folders and projects security enabled locations that have no security set ALL members of the organisational unit have access Please keep this in mind if you do not want users to access such locations SIMPLY FORTES Principal Toolbox 8 0 Basics Principal Toolbox 23 Roles on organisational units Organisational unit Manager e Create and archive folders in the organisational unit e Assign folder manager s to a new folder within the organisational unit Assign folder reader s to a new folder within the organisational unit Manage roles at the organisational unit level Access information of all folders and projects within the organisational unit Modify picture and text on organisational unit dashboard Defining resource availability Allocating project and non project work
168. forecast grid on the portfolio reporting tab Plan items on the planning tab and the financial forecast grid on the portfolio reporting tab The financial forecast grid on the portfolio reporting tab Hours Allocation Recenved from resource pools Planned Editable Actual Imported net editable Time Entry Approval of project hours in timesheets by project manager s Configuration of hour rates pery resource by project manager Time entry on project level T only Customize page ee Remarks l 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 AMPLY FORTES Principal Toolbox 8 0 Project Management 133 2 Enter a description and select an owner 3 By clicking on the description further detail can be configured 4 Click ZA to start editing the order 5 On the Properties tab a Product Plan item can be linked to the order 6 A Financial Category has to be assigned for every order This remains editable and can thus be changed when desired 7 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 2
169. gement module Note the Single Sheet Project model is a simplified version of the regular project models 3 2 3 Portfolio administration 3 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 mowing highlight the portfolio item and press Move 2 The window that appears allows you to select the destination portfolio Portfolio Items fh Send report request Archive Save vemj vove im All Projects View v Name Report Status Last Published On Current Stage Progress Status Programme B Cloud Computing Audioconferencing e 10 Nov 2011 Fase 6 Closure B Unified Communic ations Move Portfolio Items between Portfolios Select the appropriate Portfolio to move the Portfolio Item to Ex Selected Portfolio Items to move Audioc onferenc ing Select Portfolio to move to Portfolio COLLABORATION v OK Cancel Moving a portfolio item 3 2 3 2 Modifying the project reference Running projects that 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 p
170. gers are allowed to create views reports etc Dashboard readers only have viewing access to the portfolio dashboard but cannot define additional reports Manage all information within own programme Edit programme plan planning logs etc Edit members Set the general status of own programme Modify lay out programme dashboard Programme Support Programme Reader e Read all information within a programme e Add issues to the issue log Programme Member e Access assigned items within the programme e Add issues to the issue log Roles within Projects Project Manager and Project Support Project Board members Executive Senior User Senior Supplier Team member Roles on Products Plan Items 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 SIMPLY FORTES Principal Toolbox 8 0 Reviewer Participant Roles within Resource Management Resource Management Coordinators Resource Management Reader Roles within Benefits Manac Resource Management Coordinators Resource Management Reader Basics Principal Toolbox 26 Add deliverables documents to a product Add new log items issues risks changes action
171. h 4 My Projects Current Stage Progress General Project Manager s Agile Project Pre project a oe Michiel de Groot Michiel de Groot Apollo 1 0 Opstarten van een Project E b Ruud Peltzer Website re design Exploration amp Engineering SDE eo Ad Supley Wireless network connectivity Fase 3 Feasability B e Vonny Smits My Products Name Project Owner Reviewer Participants 422 Review Wireless network connectivity Ad Supley 5 2 Gereed zetten implementatie Wireless network connectivity Ad Supley Home page 1 Area for general information and widgets Investment approval request 07 May 2014 Q a Due date Open All portfolios i View Dashboard View Edit My Products View Start Draft Checked Final 28 Jun 2013 04 Jul 2013 16 Jul 2013 16 Jul 2013 2 Products 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 folders and projects you have a role in 5 All products issues risks quality revews 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 e Which portfolios add on should be displayed Which folders should be displayed Which projects should be displayed How to display the products How to display the log it
172. h a discussion is to be started Ni i Peter Cole Software Developer gt 3 gt gt Venus Project Erik Aalbersberg Project Manager IC Ivo Rings Software Developer e 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 8 0 Resource Allocation add on 162 panna nn ne _ naana A AA A IRR ROR INL RB I RN BO I 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 ra New Request Status Yellow Discussion Log 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 o 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 Request amp A ve Cancel Toggle f 09 39 27 s te Req Allo Plan Erik
173. h e Rob van Noortsingel Help Setup Vi t Nam Project Management Portfolio Management Resource Management Benefits Ideas Properties Lessons Learned Documents amp Knowledge Reports Models Archive Dashboard Request amp Allocation Projects Request amp Allocation Resources Availability Resources Time Sheets Availability amp NPA Allocation per Resource Alocation Remaining A Available Save Cancel Baw ated gt Available Allocated lt Available 4 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 Beb Froon CC Applicatiem Bob Tillema SAP Retail Appl E Coen Miert van SAP Logistics A gt Dick Kriets Resourcemanat Gerard Gerrits DWH Applicatie gt Hans Corman CC Applicatiem gt E Joost Brink van den SAP Retail Appl H Marcel Horst van der CC Software De H Marcel Looijkens Functioneel DB i Mari t Ridderikhof SAP Retail Appl Marjan Verhage SAP Groothand Stefan Gils van SAP Logistics A E Willemijn Puyn Testco rdinato a b 4 d Adding non project activities 4 To allocate a resource to non project activities a Add a new row for the res
174. h entry field data can be entered in the time sheet SIMPLY FORTES Principal Toolbox 8 0 Time Entry add on 137 7 Approval Approval Submit if the Department Manage doesn t need to approve the hours Fo more information about the approval orocess please take a look at Configuring the approval process h Create draft entries on request approval use this option if a draft entry needs to be created when requesting approval 8 Click Save to store the time registration configuration 9 Now you can close this dialog by clicking Close Time entry configuration with product plan item filters Support for Activity Planning Yes 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 Settings gt Configuration gt Manage Time Entry Configurations q H A Go to Search e Gideon Teerenstra Help Setup Configuration Options ty Manage Time Entry Configurations Princ ipal Toolbox Configurations of ml All Time Entry Confk v View v Portfolio Management Classic Project Migration Notific ations Pack Project Offline Conversions Manage Hour Rates Currencies Resource Categories Financial Categories Manage Resources Manage Skills El Time Entry Settings Exclusions for PM approval Manage time sheets Manage Time Entry Configurations Manage entries Manage Non project Activity Sets Resource Alloc ation Cus
175. h 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 8 0 3 5 2 Portfolio Management add on 64 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 Custom page layout Layout Components Page layout Available Page Components Label Remove Timeline Field Add 2 Available Fields Baseline Current Baseline Final To add a new section drag one from the available sections on the Current Baseline Set right to the page layout on the left Goon Sore e anu easier rt be tia a After that you can add fields from Current Baseline Start e E A sce the available fields section From the available fields section 1 click on a category title and dragit Initial Baseline Start to the page layout to add a complete category of fields as a Costs new section To remove a section click on it s trashcan icon To remove fiekis simply drag them out of the econ i teeta et sina ete on ete jon lee beset one te Editing the page layout 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 pla
176. 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 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 Custom page layout Page layout Remove 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 Layout Components Available Page Components Baseline Current Baseline Final complete category of fields as a Costs new section Costs Actual To remove a section click on it s Costs ActualCumulatve trashcan icon To remove fiekis Costs Budget simply dragthemoutofthe A Z 8 or Sa aoa ah aa section Costs Budget Cumu lative ote ane ee eee create Costs Committed ieee ee ee Costs Committed Cumulative ee Costs Forecast lien Costs Planned 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 page lay out 6 Besides the Properties section the Finance section can be c
177. harepoint platform e Videoconferencing o Webconferencing e Wireless network connectivity Company Messenger o Previous versions Name Saved On Saved By Status April 2014 17 Apr 2014 Erik Aalbersberg 12 May 2014 12 May 2014 All Customers Report Models Name Objective Portfolio Report Monthly 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 Filter Dashboard Report Archive Configure IT tor Green KPI Score Report Status Last Published On Current Stage 10 Nov 2011 01 Nov 2011 01 Nov 2011 01 Nov 2011 15 Sep 2011 Remarks by Owner Contribution to Strategy Cal Send report request Filter Configure A gt a se o yy y DYO D 20 IT Cost Reduction KPI Score Archive Save Version Move im All Projects View v Progress Status Programme Fase 6 Closure D amp Unified Communications Fase 3 Feasability B 6 Enterprise Content Management Fase 5 Deployment SEDE e Unified Rollout Communic ations Fase 2 Ideas g o Unified Communications Fase 2 Ideas a o Unified Communic ations Fase 4 Buid Test 00H S Unified Communic ations Fase 3 Feasability B o Enterprise Content Management Fase 6 Closure TINS eG Enterprise Content Management Fase
178. hat 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 Add green project board products to mark decision points go no go decisions in your projects Set up stages work packages and add the appropriate management products to the stages and work packages Set mandatory items in the planning From the project dashboard add templates to products Add automated reports 17A to your project dashboard Configure custom page layouts for the project properties and or product plan items Q O JQ gt 0O 4 When finished editing the project navigate back to the folder project list dashboard Create the project model as described in the next section 130 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 th
179. he COLLABORATION portfolio is b U considered to be in line with the expectations as stated at the beginning of 2014 which was to be of ultimate b U collaboration of employees to the company strategy Il tor Green KPI Score Dashboard report on tablet Android 3 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 ReportsI 17A for more information on setting 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 SIMPLY FORTES Principal Toolbox 8 0 3 2 4 6 Portfolio Management add on 58 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 170 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 p
180. hours necessary to complete the product Variance The variance relative to the budget Formula variance budget EAC 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 3 Click 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 SIMPLY FORTES Principal Toolbox 8 0 Project Management 123 5 3 3 budgets there FORTES A Projectmanagement Operati Hiring o Project Hiring of IT staff Dashboard Properties Product Breakdown Plan Gantt Resource Manageme Products Costs pe c nen Costs iere ew oan Manual Manual Fase 2 Ideas 8 2 1 Opzetten projec tadministratie 0 00 0 00 0 00 0 00 ey 2 2 Opstellen BRD 0 00 0 00 0 00 0 00 e 2 3 Opstellen Project Charter 0 00 0 00 0 00 0 00 es 2 4 Go No Go project 0 00 0 00 0 00 0 00 00 0 00 0 00 0 00 Fase 3 Feasability e 3 1 Maken Detail Ontwerp 0 00 0 00 0 00 0 00 e 3 2 Acceptati
181. hown When a system setting is added with the default value it will be automatically removed Before adding or changing anything contact our Customer Service desk Tel 31 88 888 42 22 or mail to support fortes nl 9 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 8 0 System Administrator Configuration amp Settings 217 a Notification Search Ad Supley Help Setup Configuration x Options ty 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 E 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 Creat
182. hting Matui Voorhgard Sart Cate ib goa OS End Date SNe se Finance Forecast Fa EF Portiodo bem Totals F Preceding Period F Conert Period FF Time scak columns F Totals Lindl F Succeeding Period E Budas F Acton F Forecast F EAC y Getimate y variance Forecast viari date O1 May 21 Preceding Perici Portlolio tem Totals Jan 14 Feb 14 Mar 14 Ape 14 Mary 14 Jun 14 Jul 44 Aung 14 Caregory Budget Actual Forecast EAC Variance Budget Acteal Budget Actual Budget Actual Budget Actual Budget Actual Budget Actual Budget Actual Budget Actual G Pier by No dita ond Program status report On the portfolio an integrated view exists of all portfolio items initiatives folders and projects p gt Portfolio Management gt Global Expansion Ol Zoek Peter Karsten Help Setup Portfolio Global Expansion Overzicht Eigenschappen Projectselectie Financieel Portfolio Gantt Documenten Dashboardrapportage Archief Het financieel overichi voor het portfolio loont kosten intormate over budgetten gemaakte koslen verplichtingen alsook de laatste prognose Deze informatie wordi getoond woor de huidige financi le periode maar eventueel ook voor de voorgaande en opvolgende penode De huldige periode kan ingesteld worden wia de functie Stel huidige perbpde in Mark op dat de portolio item totalen alle beschikbare informatie optellen geen beperking op datum Financieel f T Porttobo tem totalen F
183. ic ations Identity amp Access Management e Fase 2 Ideas eal B Unified Communic ations Local area network connectivity Fase 4 Buid Test SDg 2 Unified Communic ations Search Technology Fase 3 Feasability B Pa Enterprise Content Management Sharepoint platform amp Fase 6 Closure Poe e Enterprise Content Management Videoconferencing 15 Sep 2011 Fase 4 Buid Tet 0000 Unified Communic ations Webconferencing Fase 4 Builki Test B Unified Communic ations Wireless network connectivity Fase 3 Feasability B Ec Unified Communic ations Company Messenger o Unified Communic ations All Previous Version v Previous versions Name v Saved 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 SIMPLY FORTES Principal Toolbox 8 0 Portfolio Management add on 52 3 2 4 3 2 4 1 Managing a portfolio 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 2 4 1 1 Requesting reports The Portfolio Management module a
184. iet Nam Vi t Nam J Search e Teerenstra Help Setup Folder Vi t Nam Dashboard Properties Gantt amp Dependencies Documents amp Knowledge Models Archive Logs Folders All Folders View v 7 Issue log 2 R Risk log Folder and Project Tolerances Prog rammes Archive All programmes View v E Daily Action log Set tolerances Name Objective Enter the tolerances for the projects in this folder The default tolerances can be set in the first row For specific projects the tolerances can be set differently by setting alternative values in the list below l2 Automated Reports 2 vi t Nam 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 il Reports F Product Planning S Projects Counts the number of products overdue in respect to the total number of products in the project plan Archive All projects v View v paea MMMM 0 Folders Summarizes the costs committed actual and remaining and compares this in respect to the budget for all products in the project plan Name Hours A yr fos i i al Planning Hours Costs Project Manager s Summarizes the hours committed actual and remaining and compares this in respect to the budget for all products in the project plan Projects Programmes Ha NOi D J e Karsten Petersen Default proj
185. inancial overview will always show all financial categories with data Note When many categories or archived portfolio items are shown the performance may be affected Show categories without data D Show archived and unselected portfolio If they contain entries in any visible period X items 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 SIMPLY FORTES Principal Toolbox 8 0 Portfolio Management add on 70 q Ad A Goto Q Search e Teerenstra Help Setup Options Manage Financial Categories Principal Toolbox Financial Categories ob D All Categories v View Portfolio Management Classic Project Migration Notific ations MS Project integration uae Pack Propet Offline Opex Conversions Manage Hour Rates Project Plaza Currencies Manage Skills Time Entry Manage entries Manage Non project Activity Sets Resource Allocation Customize fields Approval entries Advanced Configuration Name Description Creating financial categories 4 Programme Management add on As of release 8 0 of the Principal Toolbox there isa new programme management functionality This functionality is provided as a programme management model Programme management provides modern functionality and reporting and links to portfolio management It facilitates large scale organisational changes
186. incipal Toolbox uses them to calculate summarised start and end dates and subtotals of costs and hours Note empty work packages result in errors when the Principal Toolbox calculates progress on the project dashboard so only use work packages wth products inside see the section planning products 163 Stages are edited in the Planning tab Before starting any action navigate to this tab Renaming a work package To rename a work package double click its name in the Gantt on the left hand side of the tab Adding a work package To add a work package to your project plan click the and add an item Change type Next select the item by clicking on it and click and select work package Moving work packages To move a work package click its name and drag it to the right position Check the arrow indicating where the work package will be positioned Deleting a work package To delete a work package click its name and click M Ifthe work package contains underlying SIMPLY FORTES Principal Toolbox 8 0 Project Management 89 items these will be deleted as well 5 2 3 2 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 A
187. ing 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 project 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 FOR ES a PN Goto 7 Search e Rob van Noortsingel Help Setup Configuration Options t Manage Non project Activity Sets Principal Toolbox Non Project Activity Sets ri All Non Project Activ View v Portfolio Management Classic Project Migration me ee Notifications Name Objective Hours Budget Hours Actual Costs Budget Costs Actual iit Rea ol Fort NPAs Fort 0 00 40 00 0 00 0 00 Pack Project Offline phan Conversions Management NPA
188. ions menu ss sian To select finished products set the field Final Status to true After Set Filter clicking OK you get a view of the selected finished products Set Columns Set Widths 4 With Set Columns you can add and remove columns from the view Chart Options e To add columns to the view select them on the left side in Advanced column All fields Click the gt gt button to add the columns Make Default e To remove columns from the view select them on the right Save View hand side and click lt lt to remove Manage Views e Set the order of columns with the up and down buttons 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 wader than the portrait or landscape headers Otherwse the table wil be too wde for the page How to create your own report templates is described in the section Automated Reports 1741 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 t
189. irectly the required support macro s included in the Excel file will not be started When opening the file in Excel the data is automatically refreshed with the currently available data KH 9 s ProjectReport xlsm Microsoft Excel Home Insert Page Layout Formulas Data Review View PTB Developer Add Ins Cm GOR 8 O Insert Insert Create Open Refresh Toggle Saveas Configure Help About Chart Pivot Presentation Keywords Data Keywords Template Connection Reporting Template General Project T Pe Issue Alene FORTES S P Nr Description Type Decision Owner Due Date Remarks 2 Supplier delivery too late for completion Concern investigation Jo o Soo o oo _ 1 Fix piping between plants now leaking issue Open 1992013 S Yv Ta T gt i SoS om OO Automated issue log in Excel If you want to add the report as a deliverable in a project add it as a deliverable See section adding documents to products 104 8 3 2 2 Creating an Excel Report Template Creating an Excel report template is done by following these steps 1 Download a basic Excel report templates 2 Open the template and insert keywords 23 3 Extending the report datal e 4 Finish the template and make the report template available within the 1871Principal Toolbox 8 3 2 2 1 Open the basic Excel Report Template Note You need to be manager of the folder or project to create and edit report templates Within a
190. istered 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 143 2 Let project managers set hourly rates 150 3 Get cost and hour entries against individual products 1521 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 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 Hour rate new Configure the hour rate and the corresponding financial category The hour rate value is represented in the global currency Hour rates are not processed retroactively For example modifying an hour rate will not affect existing entries Edit name and description Name Description Code Financial Category T Hour rate 0 00 OK Cancel New hour rate SIMPLY FORTES Principal Toolbox 8 0 6 2 1 1 Time Entry add on 150 4 Once saved the hourly rate will be available to be assigned to resources Allocating hourly rates 1 From
191. ition 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 By clicking the benefits tab Benefits the page refreshes to the list of defined benefits SIMPLY FORTES Principal Toolbox 8 0 Portfolio Management add on 60 q Y A Portfoliomanagement Q Search Ad Supley Help Setup Portfolio Management Dashboard Benefits Ideas Archive Benefit map Configure title Edit Benefits f 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 nwer damane rlaime FAwin Damheerk Redurtinn nf net claim artnale 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 edited The page layout of the benefit is set by using the page layout editor 3 in the same way as defining a project sheet 63 available to managers and administrators only SIMPLY FORTES Principal Toolbox 8 0 Portfolio Management add on 61 3 4 Benefit More customer retention Dashboard Doc
192. its 591 without the need of Starting an initiative within a portfolio By doing so selections and appreciations 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 SIMPLY FORTES Principal Toolbox 8 0 FORTES Portfolio Management Portfolio Management add on Portfoliomanagement 41 Q Search e Rob van Noortsingel Help 7 Setup 7 Dashboard Benefits Ideas Ideas by Creator Configure Henk Dan 3 Ad Supley 2 All Partners 3 Erik Aalb 2 Albert Sw 1 Other 2 ils Automated Reports 7 Project Calender Lean Scenario Planning il Reports Portfolios Custom Dashboards Benefits Ideas Portfolio Items Products Plan Items Issues Risks Quality reviews Changes Archive Welcome on the portfolio management Below you will find several portfolios Portfolios Name Status Portfolio Manager s COLLABORATION E3 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 Custom Dashboards Name Description Overall Dashboard Reed Elsevier Portfolio Models Name Description Portfoli
193. ject board member 22 Project dashboard 79 Project management 82 99 117 Project management products 80 Project manager 22 Project model 35 129 Project plan 84 Project planning 82 SIMPLY FORTES Project team 89 Q Quality reiew 111 R RAG indicators 27 80 Removal of projects 118 Rename products 984 Report 103 Reports over time 170 Requesting resource 99 162 Resource allocation 152 Resource availability 158 Resource management 99 152 Resource manager 152 Resource pool 153 154 Resources 89 Reviewer 22 89 Risk log 110 Roles 22 RIF 101 _S Search 33 Secundary 154 Settings 214 Setup 214 215 Show column names 28 Skills 154 Software requirements 9 Specialist products 80 84 Stage colour 80 Starting up a project 83 Start to finish 96 Start to start 96 Status indicators 27 Structure 7 System Administrator 214 T Team member 22 Time based budgeting 95 Time entry 100 134 Timeline reporting 170 Timeline reports 170 237 Tolerances 27 75 Traffic lights 27 Troubleshooting 233 Types of products 80 U Update 104 221 Updating the software 230 User 223 User administration 223 User login settings 228 User rights 22 _ Views 28 30 Word 177 Work area 7 Work packages 88 SIMPLY FORTES
194. ks etcetera you will directly enter the editing mode so you won t have to click edit RAG indicators traffic lights On dashboards of folders and on your home page the status of projects is shown with RAG indicators These indicate the actual status on a folder project or product The red amber and green indicators are used in respect to the status of the enterprise folder 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 folder project list Uses the number of products overdue Cost status Based on the tolerances of the folder project list Uses the deviation of expected costs from the budget Hours status Based on the tolerances of the folder 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 dewation from the plan on costs hours or planning Based on the tolerances set The tolerances on the folder can be defined by the folder manager at the dashboard of that level These tolerances can be set in percentages or in absolute numbers SIMPLY FORTES Principal Toolbox 8 0 Basics Principal Toolbox 28 2 9 q FORTES a V
195. l Settings and check Enable product approval SIMPLY FORTES Principal Toolbox 8 0 Basics Principal Toolbox 39 Approval Seitings Configure the product approval Set whether the product should be approved and what approvers should be used Enable product approval t Approvers can be selected from Al project members Persons defined in field en On approval set field to OK Cancel 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 gt Remarks by Owner 4 2 2 Review Audioc onferenc ing 10 To review the product page click the product name and the specific Product page opens 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 ee Owner Checked a Reviewer Final 11 Jan 2012 12 Sep 2011 Participants
196. l 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 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 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 approvall iol 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 this example a new issue is created on the Apollo project and we want to inform the Yi oe emt leas members of the new issue Product 4 2 2 Review General Logs Dependencies Costs amp Hours Resource Demand Actual date Owner Grou
197. lease 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 221 management of users 223 Licenses Under the heading License key on the Settings page you come across a number of options Request license key 22 Request additional user licenses 222 Renew expired license key 223 Enter license key 2221 Applying for a license key lf 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 SIMPLY FORTES Principal Toolbox 8 0 System Administrator Configuration amp Settings 222 9 2 1 2 9 2 1 3 9 2 1 4 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
198. lec ommunic ation branch OPERATIONAL EXCELLENCE Ss 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 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 portfolios 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 47 Each type of portfolio item has its own icon Initiative 5 Single Sheet Project SIMPLY FORTES Principal Toolbox 8 0 Portfolio Management add on 47 Project Programme 7 3 2 2 3 Creating portfolio items Note As of release 8 0 it is possible to start projects on a selected date From inside a portfolio new Ideas Single Sheet Projects and regular
199. light Report sone End Stage Report sone Next Stage Plan i Next Stage Authorisation Execution stage 2 Work Package 2 i Product 1 2 ee Product 2 j Product 2 2 1 bu Product 2 2 2 ak Highlight Report End Stage Report Next Stage Plan Lm Next Stage Authorisation Project closure i e Lessons Learned Report sone Follow on Action Recommendations i e End Project Report i Project Decommissioning Start Planned 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 Project Management Final Planned Percenta 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 pote
200. lised projects In the next sections you will find information about e Editing project models 123 e Creating project models 130 How to create automated reports is explained in the automated reports 174 section See also working with models 35 for more information 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 created 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 1 Navigate to a folder project list where you can create a temporary project If there is no such folder or project list create it or discuss it with the system administrator SIMPLY FORTES Principal Toolbox 8 0 9 0 2 5 5 3 Project Management 130 2 Create the temporary project based on the project model t
201. ll Users User group 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 Project Board Executive Dick Kriets Doug Gore Eduard van Zeeland Edwin Koose Erik Aalbersberg Etienne Krame Project Board Senior User Gabor Vis van Heemst Gideon Teerenstra Hans Spread Henk Dani l Henny Vans Jan Willem Boots Johan Steurvis John Mitchell Jon Wright Jon Zwart Judith Remkes Juliette van Duf Kai Waningen Project Assurance Kevin Cottrell Lejla Ramis Liza Marie van Esch Lonneke van Ros Marco Efftink Marco Reitsma Margot Tilma User Group optional qahat Maureen Presner Melissa Smith Merijn Sakko Michiel Jaeger Monty Baddar Nirmal Singh Patrick Schrooten Paul van Oirschot Peter Krab Petra van der Lubbe PSA Test Renate Brand Project Team Team Manager s Richard van Bommel X b Project Board Senior Supplier Supplier Forum optional Project Team Team Member s Ad Supley All Customers All Partners Ashfaque Chowdhury OK Cancel 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 1 Go to the Planning tab 2 Click d and select the owner property of the product to assign a product owner SIMPLY FORTES Principal Toolbox 8 0 Project Management 91 FORTES g A Projectmanagement 7 Collab
202. ll be shown 5 Select the type Available Request Allocation Planned and or Actual 6 Set the scale default value Days Weeks or Months 7 Click OK to save the configuration 8 4 12 Treemap The Treemap widget is available at programmes folders and portfolios It vsualises project values grouped by different options in nested rectangles Treemap Product Planning Type All values Report Status Other Report Status Pending Report Status Completed Wetterskip Friesland Project 5 150 000 00 10 250 00 Sync hronisatietes 10 000 00 Initiatief Test init 3 100 00 3 000 04 Initiatie Initia Proc 2 400 2 00 1 80 Total 333 850 00 Treemap widget Configuring the Treemap widget Conti 1 Click 00S a pop up appears SIMPLY FORTES Principal Toolbox 8 0 Reporting 207 Configure Treemap Name Treemap Distribution kd Group by Colour Fixed Based on a field T Show filter for fields Show Label Values Total hd OK Cancel Configuration of the Treemap widget 2 Set the name of the Treemap 3 Select the field to distribute the Treemap by Benefit Costs ID etc 4 Select the field to group the Treemap by Benefit status Effort requirement etc 5 Select the colours of the Treemap Either fixed random or based on a field 6 When the colour is set to be based on a field select this field Status Technology risk rate etc 7 Optionally Set a filter fo
203. llaboration gt Unified Communications gt Website re design Search results documents files hyperlinks Type Filename Location Description Revision Doc nr Publisher Modified Advanced search page 2 14 Messaging Messaging allows all users to freely inform and discuss topics related to items in the Principal Toolbox Two types of buttons exist This button is shown on all 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 SIMPLY FORTES Principal Toolbox 8 0 Basics Principal Toolbox 35 2 15 Messages on Webconferencing x Messages on Webconferencing x Ad Supley Hi Albert Abdelme have updated the project plan of VVebconferencing and would Ad Sup ley like to ask if you could take a look and confirm the current deadline iebconferencin Webconferencing 1 Hi Ad looks fine to me I will check if it will interfere with the coll Webconferencing Ad SUE Collaboration Portfolio 29 Collaboration Programme Project list Send 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
204. llows 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 modell 6A 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 1 In the opened portfolio 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 Save Version Move Zi All Projects 7 View v Name Report Status Last Published On Current Stage Progress Status Programme B Cloud Computing Audioconferencing Send Report Request Send a report request for the selected project s The Forecast Period Start Date will
205. low the other stages 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 2 Ideas Fase 3 Feasability Fase 6 Closure Fase 5 Deployment Rollout E Project Board I Project Manager I Team Members Active stage in maroon SIMPLY FORTES Principal Toolbox 8 0 i Name Apollo lt e Project start up ee Project Mandate i Initiation Stage Authorisation Project initiation e Initial Business Case ee Initiation Stage Plan see Project Initiation Document PID ee Next stage plan m Project Authorisation Execution stage 1 Work Package 1 i f Product 1 1 i Product 2 1 se Product 3 i Product 1 High
206. lso possible to create your own Planning Item Filter By creating you own filters you can determine which type of products should be pre selected or 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 and select Set Filter Time Entry Configuration no name Dashboard Accountable Hours Planning Item Filters A planning item filter defines which products activities etc will be displayed on the timesheet Example A filter can be created that includes only top level activities When the filter is selected on the configuration dashboard tab members are allowed to write hours on top level actvities only Preview o View Name gt od Final Switch to Advanced Filter Final Actual Is empty i Is assigned Yes m A Owner Advanced filter option Use Advanced Filter to modify this option a Add filter Cancel 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 6 1 1 1 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 SIMPLY FORTES Pri
207. m field gq by A Goto 7 Search e Rob van Noortsingel Help Setup 7 Benefit Custom8 Edit custom field Available for use L The field name shouid only contain alohanumeric 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 IZ Show on property pages Editable WP 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 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 There are some different field types available for the custom field We will explain them shortly SIMPLY FORTES Principal Toolbox 8 0 System Administrator Configuration amp S
208. mage and fest in the a You also can add a hyperlink toa document or websie Fores Global Sie Image and Text widget Configuring the Image and Text widget 1 Click cain a pop up appears in which you can enter the title of the widget 2 Click d to enable a rich text editor in which you can add images and hyperlinks or type a piece of text 3 Click Save to save the Image and Text widget 8 4 16 Prince2 Organisation The PRINCE2 Organisation widget is available at the project level only It vsualises the PRINCE2 project organisation with all roles of the project SIMPLY FORTES Principal Toolbox 8 0 Reporting 211 Project Organisation Configuring the PRINCE2 Organisation widget The PRINCE2 Organisation widget is automatically configured based on the roles of the project members 8 4 17 Earned Value Management EVM Earned Value Management EVM is available at the project level only It vsualises the planned value earned value and actual cost of a project in both a graph and a table SIMPLY FORTES Principal Toolbox 8 0 Famed Value Management Cair eS ES architec uur H rn E Tep Hardware Engineenng rrr eoeee Reporting 212 1 g 130 R a8 a0 2 00 ae Fa a 1K 120 R ae 4 a0 4 6 00 fa F f aw OF Stata tnt op hacen Beciget en inec hating my Ey Pe BAC ETG EAC WAG na 1306 7 0 ae nn iwa i oF oe aia a a 2165
209. management and or time entry in organisational units navigate to the resource management tab in the organisational unit ource Management Configuration Time Entry Configuration Configuration _ Minimum hours per time 0 00 Non project activity sets Cancel Resource management configuration in organisational units Select the appropriate time entry configuration and Non project activity set to configure the resource management The resources can be edited in the appropriate organisational units Click Edit Resources x Gi Select the available resources in this organisational unit Resources can be used to allocate to projects Resources with a user account will receive time sheets q Available Members Q Selected Members Ad Supley ra Albert Swank a All Customers Al Partners Remove Cancel Edit resources in organisational units Select the available resources and save by clicking OK SIMPLY FORTES Principal Toolbox 8 0 Basics Principal Toolbox 19 2 3 Project management dashboard The Project management dashboard is the highest level in the folder and project tree The Project Management dashboard is accessible through the link drop down in the blue header On the Project management dashboard you are able to reach all folders within the organisation and you are able to get information regarding the progress of folders as judged by the folder manager 4
210. manager Steem jechnisch Architect Mainframe Systeem Architect tioneel NBA 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 Joost Brink van den First Name Joost Primary Skill SAP Retail Applicatiemanager Last Name Brink van den Secondary Skill s SAP Groothandel Applic atiemanager SAP Stafdiensten oe Applic atiemanager a Default Hour Rate Rate 90 0 Email R iie 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 click Close to return to the main window Non project activities 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 sets of non project activities need to be defined Navigate to the Resource Management Tab in the appropriate organisational unit Click Resource Management Configuration to select the appropriate Non project activity set Resource Management Configuration Time Entry Configuration Configuration oa Minimum hours per time 0 00 sheet Non project activity sets Cancel AMPLY FORTES Principal Toolbox 8 0 Resource Allocation add on 15
211. mbs Navigation with organisational units SIMPLY FORTES Principal Toolbox 8 0 Introduction to the Principal Toolbox 12 2 1 Classic Navigation Classic navigation through the Principal Toolbox is done by using the dark blue header within your browser window Enterprise is the highest level in the hierarchy for your organisation s organisational units folders and project tree From there you can navigate down the branches of the tree through the drop down menu 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 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 organisational unit folder and project tree Click the bread crumbs anywhere higher up in the hierarchy to navigate to that location FORTES Projectmanagement 7 Enterpri Agile Pr Search a Ad Supley Help Setup Project Agile Project Dashboard Properties Task Board Planning Resource Management Documents Reports Product Checklist i Name Apr 2014 May 2014 Jun 2014 Jul 2014 Aug 2014 Sep 201 Agi i FF E e Ae aa ae a e aa a a a e a A La a re ne A Agile Project l Hel Startup j Feasibility i Foundati Exploration amp Engineering Logs
212. me 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 Hours changes on Bookd o 3 ily Timeline Reports senurses nviwuin vunnuvurn Time P Entries Example 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 folder portfolio and project level They are also available in the different modules like time registration and resource management SIMPLY FORTES Principal Toolbox 8 0 Reporting 171 Orders Cost Hour Entries Dependencies Project Resources Entries Il Timeline Reports Entries Two representation types are available table chart Timeline report vews can be used in automated Excel and Word reports Actual vs Planned 60 Actual Hours GE Planned tow Hours changes on Bookdate tal rs SI in k in i y w w A b gt be gt gt lt gq g a y ia EF
213. me Entry Configurations 2 Make sure that Auto Approve on Submit is checked 3 Open the Resource Management Configuration at the appropriate organisational unit 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 Organisational Unit gt Resource Management 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 SIMPLY FORTES Principal Toolbox 8 0 Time Entry add on 143 2 Check that project manager are not allowed to approve hours See above for instructions Entering amp Submitting time sheets Any Time sheets that ne
214. mes Projects Projects Projects Example of an enterprise hierarchy Each OU will have its own span of control for managing portfolio s programmes and projects This structure can be changed to fit your organisation s needs The highest level is generally referred to as the enterprise level Within every individual organisational unit folders can be added to organise programmes and projects The folders can be any of the following types e Sub folders programmes and projects can contain sub folders programmes and projects e Sub folders and programmes can contain sub folders and programmes e Projects can only contain projects By choosing the right type of folders the actual structure of for example 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 organisational unit s The same projects that have been fit in with this hierarchy reflecting the organisational structure can also be made part of a portfolio Portfolios are managed in a separate area within the Principal Toolbox and this functionality is provided by an add on module Portfolio Management add onl 40 The illustration below shows how Project Management and Portfolio Management work together SIMPLY FORTES Principal Toolbox 8 0 Introduction to the Principal Toolbox 9 Project idea Single Sheet Pr
215. move Name Email Remarks Ad Supley SsuUpportifortes nl Albert Swank a swank fortes nl Berend Tel b telifortes nl Erik Aalbers berg aalbersbergifortes nl Ruud Peltzer ruudi fortes ni Sander Nijenhuis s 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 folder or portfolio Groups are shown in blue and have the text User group added to their name Edit members for Portfoliomanagement Select Members Portfolio Management Managers Available users Albert Swank ae a 7 Henk Dani l Pa Ad Supley Nirmal Singh ree All Partners a Ashfaque Chowdhury p Berend Tel Portfolio Management Readers Biom Grob Erik Aalbers berg Add Bram de Vuyst Etienne Krame E Cindy van Kerkwijk Kevin Cottrell n Danielle van Rooijen Liza Marie van Esch b Remove gt Doug Gore Eduard van Zeeland Portfolio Management Members F All Customers A E aS Bob Hotho P Gabor Vis van Heemst SPAL ME Hans Spread Jon Zwart Jan VWillem Boots Remove gt Juliette van Duf Johan Steurvis MNE E Judith Remkes Margot Tilma Mark Edwards a OR Cancel Edit members with groups once a user group is set users of the group inherit the permissions that the user group itself is set to
216. mp Dependencies Documents amp Knowledge Models Archive Logs Welcome to the Sub Programme Unified Communications SetTte f C Issue log sia G e Ze B a Daily Action log Below you find all UC Projects if Automated Reports 7 il Reports Projects Import Export Move Model Archive Dashboard View v Programmes Project lists 6 Current Stage Progress General Project Manager s Projects Audioconferencing Fase 6 Closure O D e Dick Kriets Products Plan Items Extranet DMZ Fase 1 Fase 5 Deployment Rollout SDR Vonny Smits Extranet DMZ Fase 2 Fase 2 Ideas g o Etienne Krame Risks Identity amp Access Management Fase 2 Ideas a o Edwin Rombeek Quality reviews Local area network connectivity Fase 4 Build Test B amp Changes Test nieuw project Opstartfase a E Albert Swank Actions Videoconferencing Fase 4 Build Test o B amp Kai Waningen Lessons learned Webconferencing Fase 4 Build Test B Erik Aalbersberg Orders Website re design Exploration amp Engineering B o Ad Supley Rob van Cost Hour Entries Noortsingel Dependencies Wireless network connectivity Fase 3 Feasability 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 Folder dashboard 1 Tabs The tabs are standard for each folder The name of the
217. n Single Sheet Projects No Resource Allocation tab on Single Sheet Projects No Use new issue log No MS Project file export MPX R A Settings 4 Search a MyAdmin Administrator v Help Setup 7 Settings Options t License key and updates E License key and updates q Request license key Request additional user licenses Renew expired license key Enter license key Update software Copyright information Module versions System status OR i Current activity Principal Toolbox 7 0 0 0 30 Apr 2014 build 6887 System Settings Licensed to VM TST 02 License valid until 31 Dec 2014 Maximum number of users 1000 171 used System status Running Request license key Request additional user licenses Renew expired license key Enter license key Update software Copyright information Settings page 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 SIMPLY FORTES Principal Toolbox 8 0 System Administrator Configuration amp Settings 215 9 1 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 revew the most important subjects in this
218. nage Non project Activity Sets Resource Allocation Customize fiekis 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 skill to be edited a popup window with the skill details opens Click Edit to edit the skill name No name No name Name Creator Rob van Noortsingel Resource Category r Create Date 19 Mar 2015 Adding a skill Adding new resources in Principal Toolbox Before resources can be appointed 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 8 0 Resource Allocation add on 156 Configuration Options t4 Principal Toolbox Portfolio Management Classic Project Migration Notifications MS Project integration Pack Project Offline Conversions Manage Hour Rates Project Plaza Currencies Manage Resources Time Entry Manage entries
219. ncipal Toolbox 8 0 Time Entry add on 141 Allocated approved hours and costs Employee submits timesheet Project manager Line manager approves approves 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 i PrO EC OMENSEET Allocated submits horouee approved hours timesheets PP and costs e No approval required Time sheets are automatically approved when submitted Employee i AOmatiC Allocated submits gt approved hours approval timesheets and costs 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 the project and which require appro
220. nd 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 8 0 Project Management 115 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 Owner 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 Owner Description Creator Status v Created Priority X Product Plan item Due Date e Related To Remarks by Owner Discussions Creator Date Message Documents files links text Name Description Drag documents here or click to add Adding an action 3 Click the Save button to save your new action Rob van Noortsingel 19 Mar 2015 No name Revision Published Publisher 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 5 2 4 5 6 Lessons learned To archive positive or negative experiences that may be useful in fu
221. nfiguration 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 import export functionality Note Exchanging models between applications wth 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 lf models are imported into an application on a higher version the Principal Toolbox will update the project model version when possible 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 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
222. ng 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 Classic PRINCE2 Project As of release 6 0 a new project model has been made available which replaces the Classic PRINCE 2 Project model The new project model called Generic PRINCE2 Planning Model offers new functionalities for the Gantt To be able to use the new Generic PRINCE2 Planning Model you will have to import the new project model first Starting up a new project with the Classic PRINCE2 Planning Model 1 Go to the Portfolio dashboard and click on in the Project listing 2 Enter the details and select the classic project model 3 Select a project manager and click on OK to create the project The project is now available on the folder and or portfolio dashboard The project manager is now able to SIMPLY FORTES Principal Toolbox 8 0 Project Management 119 5 3 1 5 3 1 1 start planning his or her project Generic information about planning and managing a project is provided as part of the Generic project planning 781 Planning a Project 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
223. ng the W 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 5 2 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 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 SIMPLY FORTES Principal Toolbox 8 0 Project Management 111 RISKS oO Nr Description D A Type Owner Product Plan item Due oo F 1 Risk log 0 OL O L 1 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 Qwner 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
224. ng 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 IF Due Date 7 7 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 8 0 Reporting 187 Kid I 7 ProjectReport xlsm Microsoft Excel Home Insert Page Layout Formulas Data Review View PTB Developer Add ins Design amp x g 3 Insert B 7110 riA seneral r F A A Ra Fs Eai FX Delete Paste ty i z 5 GH 9 lt 0 00 Conditional Format Cell ae T Sort amp Fi X y tae ot Formatting as Table Styles egal Format Q27 Fitter Clipboard m Number Styles Cells Editing ll il AIB C Project Apollo FORTES Issue log 2 Supplier delivery too late for completion _ Concern_ investigation 1 Fixpiping between plants now leaking issue Open 1992013 U O SE ee ee e 9 1 3 5 Be eer Type Decision Owner Due Date Remarks Overdue 6 RRS ool T 4 gt gt Report J l l E 7 l IKI Ii Edit 23 ama 100 Report data extended The row below the
225. nnnnnnnnnnnnnnn nnna 63 DE TINING a project Sheet rissaa EEA EEEa ENERE NANEN 63 THE reporiing Mode biccia aaa aE E Aaaa E a a ENANSA 64 Field CONTIG UE atio ossia aaa aeaa AAAA EEA EAE aE aE Aaaa aAA 65 Financial congu alloh ssena E OaE AERE Aa T 67 Part IV Programme Management add on 70 1 Programme Management Model cccceceeeeeeeeeeeeeeeeneeeeeeesneeseeoeensaeaseeaeaeaseeoeeneaseensneas 71 2 Integrated Programme ManageMe nL ccccceceeeeeeeeeeeeeeeeeeeeeeeeseeesesesasaeaeasasaeaeaeaeeeeeeeeeeeaes 72 3 Programme to Portfolio rePOrting ccceceeeeeeeeeeeeeeeeeeeeeeeeeneeeeeeesneaeeeeeeesaeaseesnsasaseeeesneaeees 74 A Seng Oler ranees aoea a steers vmssmnbcueectneteneutetesnecteets 75 Part V Project Management 11 1 Sigle SHNCel Proje Cisnes E E ees E EEE 78 2 Generic PRINCE2 Proje Cl sesccicctsiatte vedas cneenn i a e 78 Project CaS DONG sssini aaa aaa Aa cweneassnvedeenencatentecteecauicecieatecusuesstweceectedecatecbarsmeeses 79 THE USE of COIOUIFS Within DIOS CUS sasccccccasicscesedscteesecsccecnsiecisitincadeedecnscensSeceunsiinensctecudestenteadeduaneeeebedectassecbeckiestects 80 Planning a project somien a AAEE AEA AEEA Eaa a AEAEE ANENE RRA 82 O E a a Subreotes 83 Defining a product breakdow n StrUCIUl Cictcsscctccterictiiaiicelecvenpiavtetetutenheumietedvieaetsetetlatetateornuniidebavetsiauteteets 84 Creating the product breakdow n StrUCtUle ccccccccccccceceeeeesseeeeseneaeeeeeeeeeeeeeseseeeeeeaeeee
226. nt of the page may differ per project folder Note if the report is to be used on different locations wthin the application make sure to only use generally available keywords This is mainly the case wth the availability of views SIMPLY FORTES Principal Toolbox 8 0 Reporting 184 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 template 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 8 0 Reporting 185 KIH I j7 ProjectReport xlsm Microsoft Excel
227. ntial 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 0 0 0 0 0 0 0 Final planned date has passed 81 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 27 on folder project list dashboards is explained SIMPLY FORTES Principal Toolbox 8 0 Project Management 82 5 2 3 Planning a project Project planning within the Principal Toolbox can be done by following these seven steps Defining a product breakdown structure s Defining stages and work packages 8 Planning the milestones of the project 97 Assign responsibilities for products 89 Assignment of budgets hours and costs 95 Defining dependencies between products 96 Oo So YS This sequence is just a Suggestion An iterative planning process is always possible editing your project plan and oth
228. 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 Create 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 Setting up the license key 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 ac
229. o Model Indication of ideas on portfolio management dashboard SetTite J Archive Create Model All portfolios gt View v a Archive All custom dashboar v View v Status Portfolio Manager s eG Steffen Rugtved Johan 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 8 0 FORTE s gt Portfoliomanagement Portfolio Management Portfolio Management add on 42 4 Search e Rob van Noortsingel Help Dashboard Benefits Ideas Archive FORTE s gt Portfoliomanagement Portfolio Management Q Search e Rob van Noortsingel Help Dashboard Benefits Ideas Archive Ideas by IT for Green KPI Score o N i N Ideas Name Owner Objective go Automatic garbage dispenser Albert Swank Get rid of garbage faster and more efficient go Default prototype Erik Aalbersberg Create default prototype for all new functionalities go ERP implementation Bob Hotho Implement new ERP system C Goed idee Bob Hotho Doelstelling gog Hosted werkplek Goedkope werkplek in de Cloud C ideet Bob Hotho C idee2 Bob Hotho C idee3 Bob Hotho C ideen All Customers complete lijst _ initiatieven All Customers duidelijke budgettering 0O New process Erik Aalbersberg Reduce costs List of ideas Configure 6 All ideas v View v Ideas can be added removed 1 and e
230. o customize or select an existing product 2 Click the product to open the product details page 3 First click Layout then click Edit Layout to define the layout of the page Default layout l Standard Principal Toolbox view Custom layout To choose which fields are visible on the product 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 d sp Note Name Description Revision Published Publisher Merge Template Drag documents here or click to add Specifications p Note Name Description Revision Published Publisher Drag documents here or click to add Product page 4 Next step is to define which fields need to be available on the page In the first pull down menu 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 5 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 6 In this example a new page with approval cycle is defined Click Approva
231. o not require planning in terms of start and end dates How A Daily Action log er they ofc Infact to aly a apply a an be planned to e aoa rd tab allow a hepian in edit mode at all times to all u complete 100 final actual oday ister EJ Lessons leare dlog ed nto the last column the tem is More information How can configure and use the new Agile project model ils Automated Reports S Product Checklist i Name Agile project Agora 4 F Pre project v Startup pr i Feasibilit F i Lu Foundati e ee Soe oration amp Engineering e fe Assemble backlog cA E some Agile project dashb oard 1 Tabs Start Planned Final Planned ts 10 Mai 10 Mai 19 Mai 19 Mai r 2014 r 2014 r 2014 r 2014 04 Apr 2014 21 Apr 2014 21 Apr 2014 05 May 2014 03 Oct 201 18 Mar 201 18 Apr 201 02 Apr 201 Configure title 4 Burn down Filter Configure A Sprint Entire project and benefit from the Agile approach some lo manage dependencies and or critical s that hav s to the project When gt gt gt gt gt gt gt gt ragg t D D D D S S S E G Q x R g o a y e 3 a R YW ji w S AY S 3 3 3 M Minutes of meetings 1 nder of the project planning is common to the general planning possibilities in the Principal Toolbox Enjoy working with this new Mar 2014 May 2014 Jul 2014 2014 Sep 2014 a 10 TE 24 31 a aa P M SE A
232. o 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 The resource coordinator 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 Coordinator 7 2 2 Planning resources Note The new generic project planningl 78 provides a different approach please refer to the help there s SIMPLY FORTES Principal Toolbox 8 0 Resource Allocation add on 164 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
233. oduct Field read only v Entry Field selectable in time sheet Required to be set Approval Auto Approve on Submit Create draft entries on request approval OO Replace draft entries after approval Keep history of draft entries after approval Creating a Time Entry Configuration 3 Enter the following information Name Name of the time entry configuration Description Description of the time entry configuration Split Up Time Sheets on Month Transition Select whether the time sheets are to be split on month transition Create new Time Sheets after Approval Request Select whether new Time Sheets are to be generated after the Approval Request Allow external users as time entry group members _ Select whether external user as time entry group members so that Time Sheets are generated for them as well 4 Set the pre selected Planning Item Filters SIMPLY FORTES Principal Toolbox 8 0 Time Entry add on Pre selected Planning Item Filters 5 Set the selectable Planning Items Selectable Planning Items 6 Select which fields should be shown on the Time Sheets Show fields on time sheet 139 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 Show all products by default Only show the products with a budget With bu
234. oject Prince2 Project Programme 1 2 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 If you experience 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 reporting template Reports based on the new report terplate 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 the Principal Toolbox In Internet Explorer go to Tools gt Internet Options select the Security tab and choose custom level to change the settings SIMPLY FORTES Principal Toolbox 8 0 Introduction to the Principal Toolbox 10 1 4 w yy Activ eX controls and plug ins
235. on Teerenstra Help Setup 7 Programme Lean Green and Clean Dashboard Properties Planning Resource Management Documents Portfolio Report Reports Models Archive i Logs Projects All projects View v O Issue log Current Stage Progress General Planning Hours Costs Project Manager s R Risk log 5s Project start up e Adsupiy Quality review log Kaizen Startup B 7 Ad Supley Change log i A Daily Action log Lessons learned log M Minutes of meetings il Automated Reports S Programme Dashboard In the Programme project Gantt initiatives are shown in a lighter shade SIMPLY FORTES Principal Toolbox 8 0 Programme Management add on 73 HE Lean Green and Cean P X P e amp https preview principaltoolbox com online Folder Folderjsp FolderlID 20427 L amp ViewlD 4 amp token 54G8 JT98 104Y TGOW GONB 2408 UCHB N5X4 amp S5et se ss Ad Supley Help Setup fal FORTES FProgecimanagemeni y gt Lean G Programme Lean Green and Clean OCashboand Properties Planning Resource Management Gane Coats Resources Program Project Gantt we Stage iniiaiee e Project Maragemert Product a Bosd Product a Deiversbie mp Activity PEPEPEEBEEPBEEBES eg i p Oa ppe go Th H tji HR C E amp 3 a 5 METTE Gide ipe id TT Ho Baseline 4 Cede Sat Paned Final Pianned Percents 15 Nov 2015 Der 2015 Jan Soe Fe
236. ons learned to another folder or project you can use the Copy or Move Copy 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 8 0 5 2 9 5 2 5 1 Project Management 117 Finishing 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 and a 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 174 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 archivina proiects 117 removing a project or project model M3 The activities described in
237. oolbox 8 0 Re porting 203 Resource Utilisation Widget Cal Configure Start 01 Jan 2012 Horizon 1m 3m 6m 12m Project All projects gt Skill AII skills E Resource Al resources i 1500 Hours 1250 1000 750 500 250 0 a l 01 01 12 01 02 12 01 03 12 01 04 123 07 05 12 01 06 12 01 07 12 01 05 12 01 08 12 01 10 12 01 11 12 01 12 12 01 01 13 Show Available minus Request Hours Resource utilisation widget 1500 1000 500 a 01 01 12 01 02 12 01 03 12 01 04 13 01 05 12 01 08 12 01 07 12 01 08 12 01 08 12 01 10 12 01 11 12 01 12 12 01 01 13 Configuring the resource utilisation widget 1 Click Configure a pop up appears SIMPLY FORTES Principal Toolbox 8 0 Reporting 204 Name Resource Utilisation Start date Dynamic Today Fixed 01 Jan 2015 Scale Weeks Horizon 12 Months Unit Hours Show data for Actual Allocation Available Planned Request Representation of non project related entries Include in allocation and actual O Reduce availability with allocation and hide actuals O Show separately Do not include Comparison Available minus Allocation r Cancel Configuration of the resource utilisation widget 2 3 D 8 9 Enter the name of the chart Set the start date either dynamic or fixed Set the scale either to Weeks or Months Set the horizon either to 1 3 6 or 12 Month
238. oration Enterprise Content Management Real Estate Project Search Gideon Teerenstra Help Setup 7 Project Real Estate Project Dashboard Properties Product Breakdown Planning Resource Management Documents Reports Gantt Costs Resources Change type Stage Work Package Specialist Product Management Product Board Product Activity Product Breakdown Q Search ri L t gt ba A Initial 07 May 15 Set Q Default v Vew Specialist Product i Name Owner Start Planned Final Planned Percenta Dec 2012 Jan 2013 Feb 2013 Mar 2013 Apr 2013 May 2013 Jun 2013 F Name HES FADE EAN ME AL Ng AMET PAT ease A AA ABE Fey eM CAAT ED fee PAE AB LAST Fa PPT SN SEY EAT PFN AI FAO AA Real Estate Project E Real Estate Project 24 Dec 2012 22 Mar 2019 38 a eee J y Project start up 7 01 Jan 2013 16 Feb 2019 100 F myrr 7 Project Mandate ot Jan 201 02 Jan 201 100 F greeter J y e Project Brief gt 4 fan 201 5 16 Jan 201 100 F L Realisation ty Initiation Stage Plan Ad Supley jan 201 7 30 Jan 201 100 E m Testing Se L Initiation Stage Authorisation TERE fan 201 7 16 Feb 201 100 pI _____________
239. ord in your report template After saving the template on your system upload 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 On the project dashboard in the section Automated reports or at a specific product page SIMPLY FORTES Principal Toolbox 8 0 Reporting 175 Q Search Gideon Teerenstra Help Setup a FORTES gt Portfoliomanagement gt COLLABORATION Portfolio COLLABORATI Dashboard Properties Automated Reports Principal Toolbox Preview 8 0 Google Chrome https preview80 principaltoolbox com online Folder Folder jsp SetReturnAddress false amp PagelD 144184 amp token UQQX 4SVZ S9 Portfoliomanagement gt COLLABORATION Automated Reports il Automated Reports EJ Project Prioritization EJ Project Calender 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 Send report request Archive Save Version Move p4 All Projects v View v il Reports 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
240. ore 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 p Ad Supley Help Setup 7 Portfolio Model Portfolio Model Dashboard Properties Financials Portfolio Gantt Documents Dashboard Report Archive Automated Reports Edit Portfolio Items New All Projects z View v x Project Prioritization Name Report Status Last Published On Current Stage Progress Status Programme EJ Project Calender Previous versions All Previous Version v 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 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 and 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 A new windows opens of whic
241. ortfolio tab Scenario planning You will then be directed to the scenario planning overview a FORTES A Portfoliomanagement COLLABORATION Search Rob van Noortsingel Help Setup Dashboard Properties Scenario Planning Financials Portfolio Gantt Documents Dashboard Report Archive Benefit versus Budget fa Configure A Costs r Configure A v i v v a 53 e hE e s S S Selected H ves Benetit No x x a x 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 0 00 Extranet DMZ F 2 va 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 ity va 15 000 VS 0 00 0 00 0 00 Wireless network co tivity 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 Videoconfet ing 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 nn Document Mana gement 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 va 0 0 00 0 00 0 00 Unselected Portfolio Items Name Objective Selec Budget Progress Saved By Hours Actual
242. ortfolio item needs to be linked by typing the first few characters and choosing the correct one 3 Click OK to establish the link SIMPLY FORTES Principal Toolbox 8 0 Portfolio Management add on 50 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 hed OK Cancel Editing the project reference 3 2 3 3 History log One of the tabs off the dashboard of each portfolio item is labeled History On this tab 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 Portfolio Item Webconferencing Overview Financials History Person Date Object Action Change Ad Supley 30 Apr 2014 Webconferencing Change Forecast start date 01 Apr 2014 Due date Request Date 30 Apr 2014 Report Status Pending Liza Mane van Esch 25 Jul 2013 Webconferencing Change Due date 08 Aug 2013 Request Date 25 Jul 2013 Report Status Pending Edwin Rombeek 04 Jul 2013 Webconferencing Change Due date 16 Jul2013 Request Date 04 Jul 2013 Forecast start date 01 Jul 2013 Report Status Pending Erik Aalbersberg 11 Oct 2012 Webconferencing Change Due date 18 O
243. ortfoliomanagement 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 SIMPLY FORTES Principal Toolbox 8 0 Portfolio Management add on 69 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 O Use configuration from related portfolio model Use custom configuration Set Financial Periods Current financial period Starts on first of January Time scale Per month X Duration 1 v years Preceding financial period Sh
244. otals Click OK 7 lf 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 8 Select personal local or global See manage views for more information SIMPLY FORTES Principal Toolbox 8 0 Basics Principal Toolbox 30 2 10 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 30 Tip If you define a new view as standard wth 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 folder 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 vi
245. our Base the colour on a field or set the colour to random 9 Click OK to save the configuration 8 4 9 Pie chart The pie chart is available at programmes folders and portfolios It vsualises project values grouped by different options in pie layout Pie Chart Ta Filter Configure E creen W Orange Total Count projects 20 Pie chart Configuring pie charts Confi 1 Click a pop up appears SIMPLY FORTES Principal Toolbox 8 0 Reporting 202 Configure Pie Chart Name Projects Pie Chart Values Count projects Sum of field Costs Budget Group by Current Stage Combine slices lt 0 00 Show _ Label Total Percentage Legend Values OK Cancel Configuration of the pie chart 2 Enter the name of the chart 3 Set the values either count project or the sum of a field Cost Budget Benefit etc 4 Set the field by which the pie chart should be grouped Current stage Benefit status etc 5 Choose whether when slices should be combined 6 Select what should be shown in the pie chart Label Percentage Values Total and Legend 7 Click OK to save the configuration 8 4 10 Resource utilisation The resource utilisation widget is available within Resource Management within an organisational unit It vsualises information of a resource availability vs allocated and whether the request and allocations are leveled etc SIMPLY FORTES Principal T
246. ource that needs to be assigned to non project activities by clicking on the 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 non project activity can be entered in the columns Allocated per period d Repeat steps 5a through 5c for each additional non project activity sign in front of the resource s name A new row appears 5 Click Save to save your changes Managing requests and allocations A Resource Coordinator is responsible for evaluating all resource requests that are coming in and turning them into allocations 1 Open the Request amp Allocation Projects tab in the appropriate organisational unit Resource Management tab 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 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 proj
247. ow preceding period w Summarise all up to current period yes ONo Succeeding financial period Show succeeding period w Summarise all after current period vyes ONo 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 c omplete current v Budget Editable by portfolio manager visible by project manager Single value c omplete current v Actual Visible by project manager and portfolio manager values are imported from time sheets v Per time sc ale complete current v Committed Not used v Per time scale complete current Forecast EAC Editable by project manager and published to portfolio manager v Per time scale complete current w Configure Forecasting Process Configure how to forecast costs within the projects of the portfolio Forecast start date This month v Allow to override start of forecast start date w on report request Set Financial Categories Use all available categories Use selected categories Selected Categories Available Categories A A _PT1840_ampersand amp other amp c hars Budget 01 Budget 02 Budget 03 Budget 04 Budget 05 v Budget Type X Budget Type Y gt gt f A Set Display Options The f
248. ox allows for different project models that provide different approaches to project planning As of release 6 5 following project models are supported Single Sheet Projectl 78 Classic PRINCE2 Projecta Generic PRINCE2 Project 7 Agile Projectl 124 For help on project planning tracking etc please refer to the classic project planningl 1 31 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 i221 As of release 6 5 the option exists to migrate classic PRINCE2 projects to generic PRINCE2 projects Please refer to project migration 2s0 for more information 1 Special models may exist as well within y our setup provided by Fortes Solutions on customer request SIMPLY FORTES Principal Toolbox 8 0 Project Management 78 9 1 5 2 Single Sheet Project 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
249. p Team O Draft Owner O Checked Reviewer oO Final 05 Oct 2012 Participants Duration In Working Days 1 00 2 A new page will appear with a short pron i a description of the item in this case ii issue 12 You can select the project members you wish to notify These can be inserted manually or by clicking To Se ncmieztren CC or BCC Click on Send e mail when you are ready The Principal toolbox will send the e mail to the selected e mail addresses Edit information to send 3 Check the default contents of the pet soe message You can make changes to it as you wish Be careful to let the hyperlink intact since this is very helpful to the recipient s The Product 4 2 2 Review has changed Please review the changes and take appropriate action Description Additional information Owner Priority Normal Start 05 Oct 2012 ft Checked Final 05 Oct 2012 Link https customed principaltoolbox com Login 142102 This e mail was generated by the Principal Toolbox 4 When finished click Send e mail and the mail is sent to the recipients Send e mail Cancel Note Since the email is sent by Principal Toolbox itself the message wil not be stored by your normal email software For this reason you get a BCC of the email message SIMPLY FORTES Principal Toolbox 8 0 Basics Principal Toolbox 33 2 13 Search function Quick search As of release 7 0 the application p
250. pe Portfoliomanagement Projectmanagement Overview of the organisational units When editing the highest level of organisational units the lower level organisational units will appear This overvew shows the location of all your organisational units and has space for editable widgets To choose the widgets that suit you best see the widgets 128 section of the manual Editing and archiving organisational units on this level is done identically to the higher level a F OR TES Y gt Europe Search Gideon Teerenstra Help Setup Europe Navigation Portfolio Management Benefits Ideas Properties Documents amp Knowledge Reports Models Archive Europe PPM SetTte ff Ideas by Owner Configure Welcome to the Europe PPM location The Europe PPM governs all projects in the Europe region in which our company is active Cindy va 2 Bjorn Grob 1 i A Lejla Ramis 1 Organisational Units Archive All Organisational Ur Name Description Austria Germany Great Britain Ireland Italy Netherlands Portugal Spain Switserland Example of an Organisational unit s dashboard on the lower level When editing a lower level organisational unit click to edit the name or description of the organisational unit Configuration By clicking edited on the Properties tab the configuration for this organisational unit can be SIMPLY FORTES Principal Toolbox 8 0 Basics Principal Toolbox 16 For every organis
251. pr 2013 May 2013 Jun 2013 F Name j 2h SR ARA MP A A AT DAE JAG KAA AE DS EA A A NARS S TAL PUB AY AIT LDL NS AS AO BA NR AON ATA 4 A E Real Estate Project Real Estate Project 24 Dec 2012 22 Mar 2019 38 Breakdown A y Gi Project start up P 01 Jan 2013 16 Feb 2019 100 F Kick off Meeting A y be Project Mandate y 01 Jan 201 02 Jan 201 100 FJ A Procurement ty b Project Brief P 13 Jan 201 16 Jan 201 5 100 T A Realisation Oty Initiation Stage Plan y 18 Jan 201 30 Jan 201 5 100 At H Testing Hp y i iow Initiation Stage Authorisation a 31 Jan 201 5 16 Feb 201 F 100 HH __________________YrYSYS_i_ ao 2i_ i__i_ctl_ ___4_k___4H4H_ a 3 GoLive m Project initiation y 24 Dec 2012 26 Jan 2018 50 E After car F Ge Initial Business Case 24 Dec 2012 26 Jan 2018 50 O A Project Initiation Document PID 24 Dec 2012 26 Jan 2018 50 A 5 Next stage plan 24 Dec 2012 26 Jan 2018 50 F A i i Project Authorisation Albert Swank 24 Dec 201 F 26 Jan 201 5 50 Execution stage F 25 Mar 2013 22 Mar 2019 2 i F Work Package y 25 Mar 2013 22 Mar 2019 10 F Le Kick off Meeting y 25 Mar 201 F 22 Mar 2015 10 o nn f Highlight Report y 25 Mar 201 F 22 Mar 201 0 e ____ _ ii_i __H HH _ F f End Stage Report y 25 Mar 201 F 22 Mar 201 F 0 J ______ _i__i__ E be Next Stage Plan y 25 Mar 201 22 Mar 201 5 0 ooon L
252. products to create a product flow SIMPLY FORTES Principal Toolbox 8 0 Project Management 95 Management Product Project Mandate Management Product Project Mandate General Logs Dependencies Name Project Mandate Planned Actual date Name date Planned Actual date D iption date 2 art 01 Jan 2013 06 May 2015 escription Type Management Product v 01 Jan 2013 06 May 2015 Y Final 02 Jan 2013 06 May 2015 Type enue 4 Final 02 Jan 2013 06 May 2015 Owner Owner g Priority Desation in Working Days 2m Priority Duration In Working Days 2 00 Mandatory Percentage Completed 100 00 Mandatory Percentage Completed 100 00 Pinang ee v Planning Status av Actions Predecessors Issues External predecessors Risks Successors Quality reviews Open Quality Revie View v Name gt Project Start Planned Final Planned Percentage Lag Dependency Type f Initiation Stage Plan Real Estate Project 18 Jan 2013 30 Jan 2013 100 00 0 Finish to start Changes Logs tab Dependencies tab 5 2 3 5 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 63 In the case of time or project based costing add
253. r a field 8 Choose what should be shown in the Treemap Label Values Total etc 9 Click OK to save the configuration 8 4 13 Project map Geo The Project map Geo widget is available at programmes and folders only It vsualises projects on their GPS location When they don t have a GPS location yet they can also be dragged to one SIMPLY FORTES Principal Toolbox 8 0 Reporting 208 Project Map Goiti Statue Al vairi 9 Apoio F amip poi oo 9 Peerd Prol 5 9 Peci 75 Project 8 A 3 Bropect 8 Q men FY Dargie Shee i Serv aH pernoneeingy ait g i d i o Wend Ti Aeg x mag Leatie Mag date Cpentaeetuac anrtutsrs Ties Courtery of Mapus Po ees i Project Map widget Configuring the Project map Geo widget Conti 1 Click a pop up appears Configure Project Map Name Projectkaart Project location field Project Number Marker colour Single colour I Based on a field Field Status View O Use saved default view Zoom to show all projects Show filter for fields Cancel ee of the project map 2 Set the name of the Project map 3 Select project location field portfolio name project number etc 4 Select the marker colour single colour of based on a field 5 If the colour is set to be based on a field select the field status benefit status etc 6 Select the view Either use a saved default view or zoom to
254. ra Last Saved By Remarks by Approver Group Manager Total Hours 12 00 Minimum Hours 0 00 27 Apr 2 Start Date 27 Apr 2015 Remarks by Owner End Date 03 May 2015 Correction Time Sheet A 3 DE Mon Tue Wed Thu Fri Sat Sun Project Product Activity 27 28 29 30 1 2 3 Totals Remarks General Management Management X 4 00 8 00 12 00 Make selection 7 400 800 0 00 000 000 0 00 0 00 12 00 Totals for sheet 400 800 0 00 000 000 0 00 0 00 12 00 Time sheets SIMPLY FORTES Principal Toolbox 8 0 Time Entry add on 144 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 Mobile Time Entry When you log in to the app and navigate to the time sheet section you can see all your open time sheets iPad gt 09 23 67 Time Sheets Fortes Rob Le sheet Apr 6 2015 Apr 12 20 0 Time Sheet Overview ortes ew Monday 06 04 0 Tuesday 07 04 0 Wednesday 08 04 0 Thursday 09 04 0 Friday 10 04 0 Saturday 11 04 0 Sunday 12 04 0 Total 0 cl G S
255. re project migration At Setup gt Configuration gt Classic Project Migration the project migration can be configured and activated after configuration FORTES A Goto 7 Search Le Rob van Noortsingel Help Setup Options Hy 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 ie The classic plan tab is no longer available this is now integrated in the planning Cinek Project so a Unused work packages are no longer maintained separately Notific ations Microsoft Project export add 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 onversions migration cannot be undone and is irreversible Manage Hour Rati urrencies i Resource Categ Migrate fields Financial Categories Not all fieis are available within the new planning as they are rarely used or replaced by new functionality Please select what to do with the content of these fields Either choose to copy the content and select the desired destination field s or
256. red 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 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 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 Portfolio Items vb Send report request e DA All Projects View v Name Report Status Last Published On Current Stage Progress Status Programme B Cloud Computing Audioconferencing amp 10 Nov 2011 Fase 6 Closure annA S Unified Communic ations Document Management rv 01 Nov 2011 Fase 3 Feasability B a Enterprise Content Management Extranet DMZ Fase 1 va 01 Nov 2011 Fase 5 Deployment SED e Unified Rollout Communic ations Extranet DMZ Fase 2 rv 01 Nov 2011 Fase 2 Ideas a Unified Commun
257. revenrervesdevecatnetowmete teeth ven ieaieardeietnaetente vel ventuletattulend 104 Adding documents and templates to products cccccccccccccccceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneneneeeeeeeeeneneness 104 RCT TING COG ESM eter E tees E eee tats Pad ee ce Pee eevee ect EE E E SE 104 Document APOE OVal AGG ON cuccrhccecdiccacccnbontinta touidebaetetonstaenceeettoutetin raxtderketnenrenapinmoduerctnvinxicedneiereiondieiantens 105 Adding mountes Ol MSGINOS asierea ae E ae e EEE 107 Issues risks quality review s and lessons learned ccccccccseseeeeeececaeeeeeeeeceeaeeseeeeeeesseaaceeeeessaaeeeeeeeessanaess 108 PoU T E E E Siete etext sansa teenage 109 SIMPLY FORTES Principal Toolbox 8 0 5 Por E E E E EA SEE S 110 Way ToView Oesa E T E eee 111 MANOS TOC a E T A 113 DA PAGO O a E oss uiatunee neice siaiveavetaedstcs estes nea 114 MS SONS ANIC ra 7 taase snes saccucee nent esbeneesnsesaunuvaceseten ctovanneevavaheeeenucen cetautes 115 FINISHING a Droe GT sctccecce cic ccccncecacts ene ecteteceeasideensetendueicecceactetesinteasinanecwenaneccwesensessencodemenccunsekvedsebscccencuntestedcasteeswces 117 ATCHIVING A project MOG SM vriruvvstirtaviar inicio a STA E an sSa uierinuivbaus 117 Removing projects and project MODES vr peciarectcrreunstnerrentcveediuaeteoesteteetiarnaniedieeereiedianmteteeumuenentuxteisitend 118 3 Classe PRINCE P01 6 CU iiasicenicotecantwntiniacececeuswtientunantcnssnactectinnewetscomawten
258. riven 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 8 Reporting Reports can be used in projects to provide reports about your projects folder portfolio s time entry groups etc e General reporting 165 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 701 that provide options to report data in respect to the book date of the hours and costs e Based on these reports general and or timeline automated reportsl 741 can be created that combine SIMPLY FORTES Principal Toolbox 8 0 Reporting 165 8 1 information from different views into a single report or apply specific formatting e Finally the Principal Toolbox allows for reporting using widgets 1s 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 Reports Projects E ga AllProjects r View Name gt Objective Current Stage Progress Status Status Description Project Manager s Antivirus Fase 4 Bud Tet 0 td Yvonne Veenma Apollo Project start up il Albert Swank Nirmal Singh Apollo 1 0 Opstarten van een T Rob van Noortsingel ject Autodesk licensing Fase 5 Deploymen
259. rned Within the Principal Toolbox all possible log items issues risks quality revews 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 220 Only the basic functionality is explained in the manual The logs available within the Principal Toolbox are e Issue logl 102 e Risk logl 01 e Quality review login e Change log 1 3 e Daily Action logl 14 e Lessons learned log 1 3 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 Dick Kriets Rob van Noortsingel 19 Mar 2015 Owner Type Issue Creator Status Create Date Priority I Product Plan item 05 Apr 2015 Decision Open Due Date Remarks 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 a 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 SIMPLY FORTES Principal Toolbo
260. roduct Breakdown Q Search 7 No Baseline X Q Default X Specialist Product X i Name Owner Start Planned Final Planned Percenta Dec 2012 Jan 2013 Feb 2013 Mar 2013 Apr 2013 May 2013 Jun 2013 Ju Name i DESTE a aA E 2 aan AE tees Fea EAT E P S A a aS VD a wy a ar a r a EE Real Estate Project Real Estate Project 24 Dec 2012 22 Mar 2019 38 Breakdown v E Project start up 01 Jan 2013 16 Feb 2019 100 i k off Meeting v Project Mandate 01 Jan 2013 02 Jan 2013 100 Procurement P e Project Brief 13 Jan 2013 16 Jan 2013 100 o a a E Sn fn Realisation 2 e Initiation Stage Plan 18 Jan 2013 30 Jan 2013 100 Testing v b Initiation Stage Authorisation 31 Jan 2013 16 Feb 2019 100 8 E S lt i Go Live Project initiation 24 Dec 2012 26 Jan 2018 5 4 ax lll After car i Initial Business Case 24 Dec 2012 26 Jan 2018 50 Project Initiation Document PID 24 Dec 2012 26 Jan 2018 50 A Next stage plan 24 Dec 2012 26 Jan 2018 50 A i i Project Authorisation Albert Swank 24 Dec 2012 26 Jan 2018 50 Execution stage 25 Mar 2013 22 Mar 2019 2 a Ele Work Package 25 Mar 2013 22 Mar 2019 10 aS SS SS ke Kick off Meeting 25 Mar 2013 22 Mar 2019 10 Sy er Sa Highight Report 25 Mar 2013 22 Mar 2019 0 ET End Stage Report 25 Mar 2013 22 Mar 2019 0 E Le Next Stage Pian Sree e a e a La Next Stage Authorisation 25 Mar 2013 22 Mar 2019 0 E i Prefect closure 01 Jan 2013 25 Jan 2
261. rogramme B Cloud Computing Audioconferencing amp 10 Nov 2011 Fase 6 Closure Geen e Unified Communic ations Document Management Py 01 Nov 2011 Fase 3 Feasability i E a 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 Initiative 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 wth the newy created Initiative then please follow the steps above followed by the instructions in Modifying the project referencel 491 SIMPLY FORTES Principal Toolbox 8 0 Portfolio Management add on 48 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 folder the new project will be made part of 3 Select a start date for the project 4 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
262. roject KM S A H Project SAP improvement 70 70 70 70 50 50 40 40 4 gt 4 gt 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 check boxes Note using the button Edit timeline settings the period covered by the planning board and its resolution can be changed 2 Press the Edit button in the Request and Allocation per Project section of the screen to edit the allocation of resources Use the 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 3 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 wil have to select a named resource wth the specified skill before allocating hours 4 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 8 0 Reso
263. rovides 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 anda search can be performed after typing a minimum of three characters 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 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 SIMPLY FORTES Principal Toolbox 8 0 Basics Principal Toolbox 34 Search 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 Co
264. rposes To do so click the specific vew 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 specific 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 SIMPLY FORTES Principal Toolbox 8 0 2 11 2 12 Basics Principal Toolbox 32 Remove Export Import 6 To remove views from the Principal Toolbox use the remove button Document management Within the Principa
265. rrent Baseline Set Progress Planning t Current Baseline Start Status Standard fields t Initial Baseline Final i Project Manager s Organisation t Initial Baseline Set t Remove Initial Baseline Start Costs Costs Actual Costs Actual Cumulative Costs Budget Costs Budget Cumulative bad OK Cancel Width of the columns in the view can be controlled by dragging the column separator to the desired position 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 Cancel A4 Portrait A4 Landscape Status Project Manager s The chart options allow to show the results of the view in a chart like bar line or pie chart instead of a plain table Edit Chart Options Select the type and parameters for the chart which should be generated General Chart Configuration Enable chart C Show this report as a chart not as a listing Chart title Show legend D Label orientation Horizontal Y Colour order B i i Size Medium 640 x 480 F Chart Type Standard chart This chart provides a chart which plots the data in respect to the selected object type Field Representation Range pes v Series 1 zs X Area Y Series 2 er v Area Y Series 3 m Area Y Series 4 Area Y Series 5 za Area Y Stacked chart This chart provides a chart which plots the data in respect to the select
266. rt Move Model Archive Dashboard View Dashboard a Current Stage Progress General Project Manager s Status Overview Audioconferencing Fase 6 Closure CODE o Dick Kriets Use the drop down list as shown in the picture above to select available vews 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 8 0 Basics Principal Toolbox 29 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 e 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 30 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 3 Click Set Filter in the View Opt
267. rtf d Click Save to save the template W Save As E Ph E Desktop Search Desktop Organize v New folder Templates ao System Folder Ft Favorites EE Desktop Erik Aalbersberg ie Downloads System Folder S Recent Places Computer Libraries System Folder a Documents d Music 5 oF System Folder l Pictures 5 5 Fiename HighightTor S Soe oy ia a Authors Erik Aalbersberg Tags Add a tag ia Hide Folders sh 7 Go back to Principal Toolbox To upload the merge template in the Principal Toolbox click in SIMPLY FORTES Principal Toolbox 8 0 Reporting 179 the Templates section in the Edit Automated Reports window or on a product page Fill in the following information 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 RIF 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
268. s Set the unit to be used Hours Man days or Man weeks Choose for which fields data should be shown Actual Allocation Available Planned and or Request Choose how the non project related entries will be represented Choose the comparison 10 Click OK to save the configuration SIMPLY FORTES Principal Toolbox 8 0 Reporting 205 8 4 11 Hour Report The hour report is available at the home page and within time registration groups It vsualises information of a resource availability vs allocated and whether the request and allocations are leveled etc Hour Report start 04 May 2015 E Horizon 1m 3m 6m 12m Scale Mo Project gt Product May 15 Availa Request Alloca Planned Actual Availa Request El Real Estate Project 40 Project Mandate 3 Initial Business Case 16 Project Initiation Docu 12 Project initiation 9 Hour report widget Configuring the personal hours widget Configure 1 Click a pop up appears Configure Hour Report Start 08 May 2015 3 Months Horizon Show only project rows Type Available Available i Request Allocation _ Planned Actual Default value Weeks Scale OK Cancel Configuration of the hour report SIMPLY FORTES Principal Toolbox 8 0 Reporting 206 2 Select the start date 3 Set the horizon to 1 3 6 or 12 months 4 Choose whether only project rows wi
269. s Extranet DMZ Fase 2 01 Nov 2011 Fase 2 Ideas o e Unified Communic ations The dashboard shows the status of the report request 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 forecasts 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 l 67 for more details on how to configure the financial overview SIMPLY FORTES Principal Toolbox 8 0 Portfolio Management add on 55 FORTES A Portfoliomanagement 7 COLLA Q Search e Rob van Noortsingel Help 7 Setup 7 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 over
270. s quality reviews related to the product Editing all product specific and custom fields Add deliverables documents to a product Add new log items issues risks changes actions quality reviews related to the product e Editing all product specific and custom fields Has the following rights on all Resources within all underlying organisational units e Defining resource availability e Allocating project and non project work Has the following rights on all Resources within all underlying organisational units e Access to all resources on the underlying organisational units e Reader access to all allocation requests time allocations and availability data Has the following rights on all Resources within all underlying organisational units e Defining resource availability e Allocating project and non project work Has the following rights on all Resources within all underlying organisational units e Access to all resources on the underlying organisational units e Reader access to all allocation requests time allocations and availability data SIMPLY FORTES Principal Toolbox 8 0 Basics Principal Toolbox 27 2 1 2 8 Entering and changing data To enter and change data you will always have to click the Edit 0 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 ris
271. s Assign a project manager when starting a project from a portiolio item Changing the portfolio dashboard layout Saving portfolio versions Portfolio Reader e Read access to all data within the assigned level Portfolio Members available as of e Can be assigned to individual portfolio items as owner release 7 0 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 Owner e Add documents to a portfolio item e Editing all portfolio item specific and custom fields SIMPLY FORTES Principal Toolbox 8 0 Roles within Custom Dashboards Dashboard owner Dashboard manager Dashboard reader Roles on Programmes Programme Manager Basics Principal Toolbox 25 previously known as Portfolio Dashboards e Can set the dashboard filter and modify the portfolio dashboard views reports etc Note The viewng permissions of the dashboard owner are used to 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 need Dashboard managers cannot alter the dashboard filter but otherwise have full permission except to edit project information as a portfolio dashboard is used for vewing reporting Dashboard mana
272. s but define configuration behaviour and content as well SIMPLY FORTES Principal Toolbox 8 0 Basics Principal Toolbox 36 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 objects e Projects 7 Programmes 70 based on MSP or old Programmes e Portfolio s 4 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 defaut Jj Project model Project co
273. s for Aloc Management 0 00 0 00 0 00 0 00 Menage Hour Rates niet productief 0 00 0 00 0 00 0 00 Currencies x Resource Categories Non project activity set Den Haag 0 00 0 00 0 00 0 00 Financial Categories PMO NPA s van het Project 0 00 0 00 0 00 0 00 Manage Resources 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 8 0 System Administrator Configuration amp Settings 218 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 Now click the created set to add the non project activities to the set Crit i T th 6 Click up to add categories and activities or to change the current set 7 In the 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 ment b In the pop up add a name for the category c Then drag new activity into the category as shown b
274. s network connectivity 10 Jun 2013 28 Jun 2018 TT 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 create the dependency SIMPLY FORTES Principal Toolbox 8 0 Portfolio Management add on 56 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 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 reorder
275. s should be realised using custom field calculations 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 create a tailored reporting model for the scope of the dashboard Note Prior to release 7 custom dashboards were named portfolio dashboards SIMPLY FORTES Principal Toolbox 8 0 Portfolio Management add on 62 Note A custom dashboard primarily provides viewing information it does not allow modification of 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 Archived Contribution Key x Switch to Advanced Filter No a Y Js greater than T 1 000 m q Eenefits Risk rate Eudget Complexity Risk rate Contact Contribution Key Objectives Costs Active Stage Only Costs Actual OK Cancel Costs Actual Cumulative Costs Budget Costs Budget Cumulative Costs Committed Costs Committed Cumulative y F nrnte C Ar Buttons and dashboard filter Only the Dashboard owner
276. s when opening the Principal Toolbox tab and click the Custom level button In the User Authentication section check the setting Logon and adjust to the significant v alue Can t login into the application because the login button doesn t On the Tools menu click Internet Options Open the Security work at all tab and click the Custom level button In the Scripting section set Active scripting to enabled Automated reports and document downloading and uploading Automated reports and documents can t be downloaded 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 Key words for automatic reports won t be copied to the clipboard On the Tools menu click Internet Options Open the Security tab and click the Custom level button In the Scripting section set Alow Programmatic clipboard access to enabled template available 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 Nothing happens when the Save list as RTF button is clicked 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 a There are noPrincipal Toolbox reporting toolbars in the Excel Make sure you have saved th
277. se 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 nA 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 folder or project you can use the Copy or Move button Copy Move 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 5 2 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 Fi
278. section Principal Toolbox settings 216 Email notification 2 8 Creating non product activity sets 217 Defining custom fields 220 SIMPLY FORTES Principal Toolbox 8 0 System Administrator Configuration amp Settings 216 9 1 1 Principal Toolbox Note this section is only relevant to system administrators This is an overview of the 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 Activ ate product selector Yes in 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 constraint 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 Time entry add on Manage time Click New to create new time sheets or select a sheets specific 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 approv ed Advanced System Settings Here only advanced system settings that are set to non default values are s
279. source The cell3s in this grid are colour 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 FORTES Principal Toolbox 8 0 Resource Allocation add on 154 7 1 1 q FORTES Vi t Nam Search e Rob van Noortsingel Help Setup Vi t Nam Project Management Portfolio Management Resource Management Benefits Ideas Properties Lessons Learned Documents amp Knowledge Reports Models Archive Dashboard Request amp Allocation Projects Request amp Allocation Resources Availability Resources Time Sheets Request amp Allocation per Project Request l Allocation l Remaining _ Available 4 E Allocated gt Available Allocated lt Available Request or Planned gt Allocated Request or Planned lt Allocated Planned gt Request t i Md 12w M 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
280. sources is explained below Note A user can be given resource manager rights in Principal Toolbox by an administrator To SIMPLY FORTES Principal Toolbox 8 0 Resource Allocation add on 153 do so navigate to the appropriate organisational unit s dashboard and click on Edit Roles a FORTES H gt Vi t Nam Q Search Teerenstra Help Setup Vi t Nam Project Management Portfolio Management Resource Management Benefits Ideas Properties Lessons Leamed Documents amp Knowledge Reports Models Archive Name vi t Nam maaa Edit Roles for Vi t Nam x new custom ou category Custom 2 test new field viet Nam 4 Standard fields Peter Karsten Custom 1 waren er er eerder geen Project Management 4 Portfolio Management 4 Benefits Management 4 Resource Management Z Edit members for Resource Allocation Before starting it is important to navigate to the appropriate organisational unit and activate Resource Allocation for this organisational unit 1 pool For more information see the Organisational Units 14 section of the manual 7 1 Managing resources Pending resource allocation requests are managed by a resource allocation manager 1 Navigate to the Resource Management tab of the organisational unit that you would like edit 2 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 re
281. spec Assigned John Edwards Pilot Preparation Work Package 1 4 High Open __ Different page layout OJRFC No Action Samuel Davies Updated user documentation 1 4 2010 Low Open 3fRequest for more background material OJRFC Resolved Richard Hammond Requirements report 28 5 2010 Critical Open __ 2 Request for roll out on Macintosh machines OJRFC_ __ Investigatiq Samuel Davies 19200 Normal Open tltestissue CC Oooo ua GerardMesen Highlight Reports Normal Open dftet ooo S of Gerard Mesen Project Initiation Document pL S S S S Formatting the table In the example above the table has been adjusted 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 8 0 Reporting 8 3 2 2 3 Extending the Report Data 186 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
282. ssemble your project team 1 Go to the dashboard tab of your project Edit Members 2 Click 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 at a specific role to assign them Use the search option to easily find a specific user Depending on your system s configuration 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 be changed by the system administrator Edit members for Real Estate Project Select project members F Available users Project managers l Albert Swank z Add Gideon Teerenstra Remove gt Project board Add Remove gt Project team members Ad Supley All Customers j All Partners lt Add Ashfaque Chowdhury Berend Tel ees Bjorn Grob Bob Hotho Bram de Vuyst OF Cancel Edit members setting limited set of roles SIMPLY FORTES Principal Toolbox 8 0 Project Management 90 Edit members for Real Estate Project Select users that are related to this project Project members can be allocated in different PRINCE2 roles These roles define the permissions of the selected users within the project Note that users may be assigned to multiple roles Select project members Available users Project Manager s Albert Swank Gideon Teerenstra A
283. st_ 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 2 You can do any of the following a Open one of the templates already present by clicking 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 8 0 Reporting 178 just click it Keyword List Fields Views Find the keyword for the fields and views to include in the report 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 RIF 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
284. t INE e Eduard van Zeeland Rollout a Basware Fase 2 Ideas g o 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 Option Remarks Set filter The set filter options allows to select fields available for the object that is being reported SIMPLY FORTES Principal Toolbox 8 0 Reporting 166 20 IT Cost Reduction KPI Score Achtergrond Afankelijkheden Obje Archived Background beleidsterrein Benefit Benefit realization Benefit status Fl Benefit target Benefits Risk rate Budget Switch Minemleawth e Diele rate Archived No ee Add filter Set columns Columns can be selected and ordered to build the views content Next to selecting columns for the view the sorting and the number of results shown per page can be set SIMPLY FORTES Principal Toolbox 8 0 Set widths Chart options Reporting 167 Column settings Select the column you want to use for sorting the listing Sorting Name v Ascending a z vY Number of rows per page 500 v Select and order the columns you want to use for the listing Q All Fiekis Q Fields in list Baseline a Name Standard fields t Current Baseline Final O Current Stage Planning t Cu
285. t 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 5 2 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 ace 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 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
286. t 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 SIMPLY FORTES Principal Toolbox 8 0 Project Management 112 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 tw Nr Description D A Method Reviewer Quality review log item 0 OL x 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 revew 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
287. t or by clicking on the user story names on the task board 5 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 sub tab Gantt 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 To do 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 SIMPLY FORTES Principal Toolbox 8 0 Project Management 128 7 Done When the task has reached the state of Done it should be dropped here FORTES R gt Projectmanagement gt Agile projects gt Agile Project Gideon Project Agile Project Gideon Dashboard Properties Task Board Planning Resource Management
288. t the number of widgets that should be displayed 4 Select the type and confirm with Ok Edit Widget Layout Show widgets Widget column 4 Gauge Widget column 2 Bar Chart Widget column 3 Pie Chart gt Ok Cancel 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 widget Come Allows to filter the set of objects that the filter includes in its representation Allows to create an image of the current displayed widget The Ea image can be used to include in your report Filter Widgets are available at different levels In the next sections all widgets will de discussed including their configuration and available location s Risk matrix The risk matrix is available at the project level only It visualises the risks in respect to their chance and severity Risk matrices can be shown on project reports tabs as well as on the project s risk log This matrix sets the risk numbers in the cells according to their values for impact Severity and probability chance SIMPLY FORTES Principal Toolbox 8 0 Reporting 190 Risk Matrix Ci 1 2 3 4 5 Severity A risk matrix Configuring the risk matrix The risk matrix automatically configures itself based on the risks in the risk log 8 4 2 Burn down chart The burn down chart is available at the project level only It
289. t view on that page With the button Manage views the views available can be managed See Managing views 301 Automated reports Automated reports 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 wthin projects are available to project managers and project support On folder level they are available to the folder manager Note Normally automated reports wil be provided wth the project model s of your organisation It is possible however to create your own reports for your folder 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 paste the keyw
290. t xlsm Microsoft Excel Home Insert Page Layout Formulas Data Review View PTB Developer Add Ins Cae 2 0i BQO Insert Insert Create Open Refresh Toggle Saveas Configure Help About Chart Pivot Presentation Keywords Data Keywords Template Connection Reporting Template General Empty Excel file Note that you should now have a special ribbon PTB CHEE gow 8B O Insert Insert Create Open Refresh Toggle Saveas 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 Template 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 8 3 2 2 2 Inserting Principal Toolbox Keyw ords 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 conte
291. tab indicates the content of the page Depending on your organisation s license some tabs might not be available SIMPLY FORTES Principal Toolbox 8 0 Basics Principal Toolbox 21 Dashboard The main and default page of the folder Properties An overview of the folder properties and history Gantt amp Dependencies Graphical representation of all projects within the folder Documents amp Knowledge Archive of important documents and or useful best practices Models An overview of the project models within the folder Archive Archived projects and project models within the folder Fold 2 5 2 Area for customisations and widgets 3 List of projects and folders when applicable Gives an overview of the projects within this folder A number of figures are presented that enable you to get an overview of the project status The traffic lights used for the planning hours and costs are defined by the tolerances 751 set by the folder manager 4 List of available project models Gives an overview of the project models available within this folder 5 Logs On folder 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 6 Report Creation of reports views about all projects and products within this folder Functions
292. tfolio items 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 Dashbo as per the detailed description above ard Properti lists all the basic information of the Portfolio including any custom fields es Financi the financial overview tab displays the entered budgets actual costs and the forecast als Portfolio shows all the portfolio items in a Gantt based on their start and end dates Gantt Docum a common repository for all documents relating to the portfolio and their items ents 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 allows for editing the name objective the status and status description of the portfolio propertie S Edit to change who gets full or read access to the portfolio member S Customi for customizing the introductory text on the portfolio s dashboard ze Page Text Edit the field configuration determines how data needs to be synchronized between project and Field portfolio item Configur a
293. 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 Money or hours actually spent e Remaining f An estimate of costs or hours necessary to complete the product e Variance i 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 Planning tab 2 Sub tab Costs 3 Click d and then double click the financial category that you want to assign a budget too 4 Set the budget and the release date and click OK to set the budget SIMPLY FORTES Principal Toolbox 8 0 Project Management 96 Operations OK Cancel Assign a budget to Operations 5 2 3 6 Defining dependencies The easiest way to define dependencies within your project is by using the editable Gantt 91 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 or planning and go to the Dependencies tab 1 Click the name of the product you want to create
294. this section can only be carried out by the folder manager Archiving a project model Note Archiving a project can be done by the manager of a folder project list or the system administrator Archived projects are no longer visible to users wthout 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 Dashboard Documents amp Knowledge Models Archive Rob van Noortsingel Help Setup 7 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 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 folder 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
295. tion SIMPLY FORTES Principal Toolbox 8 0 Portfolio Management add on 46 3 2 2 3 2 2 1 3 2 2 2 Project edit the page layout of portfolio items letting the portfolio manager determine what fields are Layout important and how to display them Edit Add and edit widgets on your portfolio dashboard Widgets New portfolios 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 portfolio for every business unit or regional department in your organization or a portfolio could consist of all 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 E View v Name Status Portfolio Manager s COLLABORATION 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 te
296. tion 8 4 5 Gauge meter The gauge meter is available at programmes folders and portfolios It vsualises a single value against a conditional meter indication green amber red SIMPLY FORTES Principal Toolbox 8 0 Reporting 194 Programme Risk Rate Cal Fiter Configure status Green Gauge meter Configuring the gauge meter Configure 1 Click a pop up appears Configure Gauge Name Gauge Field on programme k Sum of field on projects Products Overdue h Show filter for field Status Thresholds 0 0 0 0 3 5 6 9 Range 0 10 OK Cancel Configuration of the gauge meter 2 Enter the name of the chart 3 Select whether the meter is set for a field on the programme cost hours etc or a sum of the field on project projects overdue total costs etc 4 Set the Thresholds for the meter SIMPLY FORTES Principal Toolbox 8 0 Reporting 195 5 Set the Range for the gauge meter 6 Click OK to save the configuration 8 4 6 Scatter plot The scatter plot is available at programmes folders and portfolios It vsualises projects weighted to different axes An indication of good bad can be shown using different colour gradients Scatter Plot Ta Filter Configure Benefit status All values 0 000 73 000 60 000 45 000 Budget 15 000 15 000 C Benefit Scatter plot Configuring the scatter plot Configuri 1 Click a pop up appears SIMPLY F
297. tiv e 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 blockers activ e 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 Index A Actionlog 114 Active stage 80 Add custom fields 220 Add project 83 Add resources 154 Add stages 8 7
298. tivated in the Principal Toolbox SIMPLY FORTES Principal Toolbox 8 0 System Administrator Configuration amp Settings 223 9 2 2 1 Go to the Settings page 2 Click the link Enter License key 3 Fill in the following information Name Name ofthe 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 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 8 0 System Administrator Configuration amp Settings 224 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 Details First Name Initials Last Name t Email User Name Access Role Normal User
299. 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 5 2 4 4 3 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 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 SIMPLY FORTES Principal Toolbox 8 0 Project Management 106 Start workflow x Document Add _Skil prg Approval Process One approver after another serial
300. to the archive 5 The archive can be found at the tab Archive on the folder project list level Note that each folder or SIMPLY FORTES Principal Toolbox 8 0 Project Management 118 9 2 9 2 5 3 project list has its own archive 6 Restoring a project or project model can be done from the Archive tab Removing projects and project models 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 1171 1 After archiving a project model go to archived project model by clicking the Archive tab FORTES A Projectmanagement Search e Rob van Noortsingel Help Setup Projectmanagement Dashboard Documents amp Knowledge Models Archive Programme Project list Archive D Restore Name Description 2 Lean Management IT Theme Lean Management Project Model Archive j Restore Name Objective Project Manager s BAM ICT Services Projec tmodel 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 Eh a 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 clicki
301. tolerances exceptions to the default tolerances 4 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 4 b Tolerances can be set for the entire folder or project specific In the folder and project tolerances window you can set tolerances for the following four categories e Stage i Shows whether or not the active stage is running behind or on schedule with respect to the planning end date e Planning i Counts the number of products that are overdue final planned date before today and product is not finished e Hours Compares the spent hours committed actual variance with the budget e Costs Compares the spent costs committed actual variance with the budget The default project tolerances are used for all projects in the folder 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 SIMPLY FORTES Principal Toolbox 8 0 Progr
302. tomize fields Approval entries Advanced Configuration Name Description Algemeen E Overview of the available Time Entry Configurations 2 Click to add a Time Entry Configuration SIMPLY FORTES Principal Toolbox 8 0 Time Entry add on 138 Time Entry Configuration no name Dashboard Accountable Hours Planning Item Filters General Name Description Split Up Time Sheets on Month Transition Create new Time Sheets after Approval Request Allow external users as time entry group members Pre selected Planning Items oso Pre selected planning items are shown on the time sheet by default For these items employees can directly start writing their hours without having to select them Filters can be selected to configure which Planning Items should be shown as pre selected Pre selected Planning Item Filters Selected Filter s Available Filter s a Pre selected With budget lt With budget and in progress With ownership With ownership and in progress Selectable Planning Items Selectable planning items appear in the product activity selection Employees are allowed to write their hours on these items Filters can be selected to configure which planning items should be selectable Selectable Planning Items Selected Filter s Available Filter s a Pre selected Pa With budget With budget and in progress With ownership With ownership and in progress Show fields on time sheet Pr
303. tration of hours using the Principal Toolbox is done by using the module Time Entry Users of the Principal Toolbox who are assigned to organisational units with Resource Management enabled 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 Before starting it is important to navigate to the appropriate organisational unit and activate Time Entry for SIMPLY FORTES Principal Toolbox 8 0 Time Entry add on 134 6 1 this organisational unit entry group For more information see the Organisational Unitsl 14 section of the manual Generating submitting and approving time sheets The process contains the following steps which are explained in the next sections 1 Creating a time entry configuration 134 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 organisational units 2 Creating non project activity sets 27 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 organisational units different sets can be created
304. ts 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 and the duration of all products will be set according to the duration in the project model q FOR i ESP N Projectmanagement Unified Audioc Search e 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 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 MT WTFSSMTWTFSS MT WTFSS MT WTFSS MT WTFSSMTWTFSS MT WTFSS MT WTFSS MT WTF Fase 2 Ideas SS 4 3 a 2 1 Opzetten projectadministratie f f 2 2 Opstellen BRD i 2 3 Opstellen Project Charter HEHHE 2 4 Go No Go project Fase 3 Feasability y 3 1 Maken Detail Ontwerp y 3 2 Acceptatiecriteria opstellen y 3 3 Dienstbeschrijving maken y 3 4 Opstellen Project Contract y 3 5 Go No Go Oplossing Fase 4 Build Test y 4 1 Bouwen 4
305. tting the baseline will copy the current product planning to the selected baseline for comparison when the project progresses Select baseline Baseline Type Initial and Current Baseline X OK Cancel Setting a baseline SIMPLY FORTES Principal Toolbox 8 0 Project Management 94 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 Initial and Current Baselines T Initial and Current Baselines Initial Baseline Current Baseline Selecting a baseline FORTES A Projectmanagement 7 Collaboration Enterprise Content Management Real Estate Project Search z Setup Project Real Estate Project ve 1Ce B Dashboard Properties Product Breakdown Planning Resource Management Documents Reports o Gideon Teerenstra Help Gantt Costs Resources Gantt Change type Stage Work Package Specialist Product Management Product Board Product Activity Product Breakdown Q Search i Ga Initial 07 May Set Q Default View Specialist Product bd F i Name Owner Start Planned Final Planned Percenta Dec 2012 Jan 2013 Feb 2013 Mar 2013 A
306. ture 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 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 SIMPLY FORTES Principal Toolbox 8 0 Project Management 116 Logs 1 Issue log Risk log Quality review log 5 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 lf 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 less
307. tuweneraneversecvenenevecseauee 118 Planning PE ONG OE sossa A A EEEE EAAS ES 119 Using the dashboard or plan talo ccccccccccccceccceccceecceeeceeecececececeeececceecececceececesesecececeeecesecececececeeeeeseseeeeeneeess 119 Using the Gantt editor 0 0 ccccccccceceeecsesseeeeeeeeeeeeeeeeeeeeesseeeeeaaaeeeeeeeeeeeesseceeeeeaaeeeeeeeeeeeessesseeseseeeeeeeeeeeeseesseees 120 BP PAM OOS iaa EE S 122 Assigning responsibilities for products ssssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnmnnn nnmnnn 123 4 Agile Project Management Add ON ccccceceeeeeeeeeeeeeeeeeeeeeeneeeeeeesnsaeeseesnsaeaseeeesasaeeeeeensaes 124 Adile Proje CO inona a aa a 125 Agile Project Das Phoa Ossinniki E EEEE EEN NEEE EEEa EE ea aS 125 Planning an agile FOC CU aces scence encenete set Acneeapentonsouteucnetine eee esenete meaieratonsastheeeneundetettaennencentonceummneenneteeaacteenphaces 126 Defining a product backlog amp Starting a SPIN ccccccccccecccececeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneeeeeeeeeeeness 126 Assigning tasks on the task DOAIC cccccccccceeececeaeeeeeeseeeeeeeeeeeseseasaaeeeeeesceceeeeeeesssesuaaeaeaeseeeeeeeeeeeseeeas 127 5 Managing project Mod lSi sssrinin a a EaR 129 Editing project models posiesie aAa aaa Ra 129 Creating projel Models icssrcoii a ia aAa Aa ASE 130 ENCE MOMISS Mode lS sirian E E A AE EEEE EEE E aA EERE AAEE EROS 130 6 Oer QCM i Saha WOM er E A E 131 Part VI Time
308. ty Planning Status f Mandatory 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 Drag documents here or click to add Templates Name Revision Published Drag documents here or click to add Product Descriptions Specifications Name Description Drag documents here or click to add Publisher Revision Merge Template f s Note Published Publisher On product or plan item pages templates for automated reports can be added as well Within folders or project lists and portfolio s On the dashboard at the section Automated reports SIMPLY FORTES Principal Toolbox 8 0 Reporting 177 8 3 1 F OR TE sS D a Projectmanagement Q Search e Rob van Noortsingel Help Setup Projectmanagement Dashboard Documents amp Knowledge Models Archive 2 Automated Reports EB Project ist Welcome to the project and program management location SetTite f Project listing 2 il Reports Programmes Project lists Here you can acces all programmes and project within your organisation Projects d It also provides the opportunity to create an overall report in this information Products Plan Items Issues Programmes Project lists Move Archive All programmes View v E Status Programme
309. ubmit Time Sheets Reports The open time sheet for the current user 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 8 0 Time Entry add on 145 iPad gt 09 24 66 a Time Sheets Fortes Rob Time sheet Apr 6 2015 Apr 12 20 0 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 lt gt Q W E R T T U O SS n ne X a X X T 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 8 0 Time Entry add on 146 iPad gt 09 24 66 am Time Sheets Fortes Rob Time sheet Apr 6 2015 Apr 12 20 0 Time Sheet Overview Fortes New 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 A O O O Total ci G Submit Time Sheets Reports Update hours in the time sheet By clicking Submit the time sheet will be submitted for review and can no longer be edited SIMPLY FORTES Principal Toolbox 8 0 Time Entry add on 147 iPad gt 09 24 66 Time Sheets Fortes Rob Submit Time Sheet Time sheet Apr 6 2015 Apr 12 20 Fortes
310. ue Date Remarks by Owner Discussions Creator Date Message Documents files links text Name Description Revision Published Publisher Drag documents here or click to add Adding a quality review 9 To copy or move a Quality review to another folder or project you can use the Copy or Move Copy Move button 5 2 4 5 4 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 lf 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 2 Go to the Change log 3 Click in the blue Change listing bar AMPLY FORTES Principal Toolbox 8 0 Project Management 114 Changes ops t Open Changes View Nr Description DA Type Owner Product Plan item Due Date Remarks 4 Fill in the following information Description Description of the change Type Choo
311. uments History Benefit status Configure 0 5 i0 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 ij KPI current value 22 KPI targetvalue 27 Delivered w Contributing Projects Edit View Name Objective Benefit Henman Hk aki vee AKO Online 125000 Low 120000 10 Basware 294000 Low 21300 a Cascade Verknjgen van snoepgoed in 140000 High 95000 T het karton Consolidatie Reed Elsevier 200000 High 67000 6 Infraconsult Phase 1 Consolidatie Reed Elsevier 150000 Medium 10000 5 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 70000 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 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 thi
312. upport 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 folder and or portfolio dashboard The project manager is now able to start planning his or her project SIMPLY FORTES Principal Toolbox 8 0 5 4 1 5 4 1 1 Project Management 125 Generic information about planning and managing a project is provided as part of the classic project planning s and the generic project planningl 78 introduced in release 6 0 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 The next sections provide information on using the agile project Agile project dashboardl 125 Planning an agile project 1281 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 g A Projectmanag
313. urce Allocation add on 161 Allocated gt Available Allocated lt Available Request or Planned gt Allocated m 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 Available 31 02 08 32 09 08 33 16 08 34 23 08 4 Projects gt Resources Skill Plan Req Allo Rer Plan Req Allo Rem Plan Req Allo Rem Plan Req Allo Rem Filter by resource Filter by skill Resources Summary 82 25 127 82 25 127 36 64 88 64 64 88 lt gt j EL Apollo Project 57 57 61 39 39 39 amik Move projetam Ma M M O M M Moves all editable values of the project four weeks to the right 3 27 15 20 15 15 20 w an week weak Weak a waks 32 10 10 22 10 0 2 w Plan Beqa Romp lan PRR tia 30 4 4 26 4 4 26 h TEES 25 o 55 7 10 20 10 20 _ 5 5 20 5 5 20 Ne 10 10 26 10 10 26 36 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 whic
314. ustomized separately Please refer to Financial Configuration 67 for more information 3 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 SIMPLY FORTES Principal Toolbox 8 0 Portfolio Management add on 66 a FO R TE S H A Portiollomanagement COLLA Portfolio COLLABORATION Portfolio Item Layout Edit Properties Edit Dashboard Properties scenano Planning Financials Fortfolio 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
315. vailable 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 SIMPLY FORTES Principal Toolbox 8 0 Portfolio Management add on 67 3 9 4 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 for Not Available use at portfolio and or project Available level The field will be available for Available use at portfolio and or project level No Local Configuration No configuration applicable Not Editable The field is not editable at portfolio and or project level Editable The field will be editable at portfolio and or project level ete The field will be editable at portfolio level up until the moment the corresponding FONADE PROIE PIOIREENAN project has been created this option is only available on the portfolio side No Local Configuration No configuration applicable The field will be synchronized from portfolio to project level or eye meniZee the other way around one way only The field will be s
316. val A similar overview but then across all projects can be found on the project manager s dashboard on the tab Approve Hours FORTES A Projectmanagement 7 Unified Audioc Search e Rob van Noortsingel Help Setup 7 Project Audioconferencing 3 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 zs Waiting for approval v View v Weet Resource Product Activity Start Date 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 SIMPLY FORTES Principal Toolbox 8 0 Time Entry add on 142 1 Open a Time Entry Configuration from within Configuration gt Manage Time Entry Configurations 2 Make sure that Auto Approve on Submit is unchecked 3 Open the Resource Management Configuration at the appropriate organisational unit 4 Select the configuration that you have just edited and select the appropriate approvers in the Resource Management Configuration 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 Open a Time Entry Configuration from within Configuration gt Manage Ti
317. view 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 7 Preceding Period jy Current Period Y Time scale columns J Succeeding Period Select columns 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 Reserve Budget Actual Forecast EAC Variance Reserve Budget Actual Reserve Budget Actual Reserve Budget Actual Reserve Budget Filter by x 0 E Audioconferencing 01 Oct 2013 10 Nov 2011 108 400 104 600 104 600 3 800 B H Cloud Computing amp ca Company Messenger 01 Jul 2013 720 720 720 E 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 ca Extranet DMZ Fase 2 01 Oct 2011 01 Nov 2011 41 700 41 000 41 000 700 B H Goed idee 50 H Identity amp Access Manager 01 Oct 2012 Local area network connec 01 Jul 2013 H Search Technology 01 Jul 2013 400 400 400 H Sharepoint platform 01 Jul 2013 H Videnconferencina 01 Jul 2013 15 Sen 2011 50 424 100 430 220 430 220 6 120 A 7 gt The financials
318. w 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 5 2 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 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 Issue log Risk log Quality review log J Change log a Daily Action log Lessons learned log E 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 104 Documents files links text Name Description Revision pending_timesheets xls Minutes of Meeting i Drag documents here or click to add AMPLY FORTES Principal Toolbox 8 0 9 2 4 5 Project Management 108 Documents files links text Name Description Revision Drag documents here or click to add Minutes of meetings Issues risks quality reviews and lessons lea
319. 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 Roger Boussen j Close Add User Account First Name Roger Primary Skill Server Systeem Architect Last Name Boussen Secondary Skill s Storage Systeem Architect se Technisch DBA Server Initials R B Systeem Architect Mainframe Email Systeem Architect i Default Hour Rate Rate 0 0 Phone Remarks Managing resources 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 hour rates per resource Gideon Teerenstra Help Setup Gi H N Go to Configuration Q Search Options t Settings Module name Time Entry Principal Toolbox Portfolio Management Settings for Time Entry Classic Project Migration Notic ations Settings Pack Project Offline Conversions J Manage Hour Rates Currencies Setting Default value Custom value Resource Categories Financial Categories Allow project manager s to approve O No Manage Resources hours Q a Manage Skills Allow project manager s to configure No O No Y El Time Entry hour rates per r
320. x 8 0 Project Management 109 done what Issue 1 Bug found in version 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 Creator Date Message Here you are able to start a new discussion 5 2 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 Issues ap i Copy Mowe Fi 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 Qwner 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
321. x wa 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 q FORTES Notification 4 Search MyAdmin Administrator Help Setup Configuration Options Principal Toolbox El Principal Toolbox Customize the following settings by clicking on the edit button MS Project file export MPX To save any changes click OK or click Cance to return to the current settings Classic Project Migration Notifications Settings Conversions Manage Hour Rates Currencies Resource Categories Setting Value Financial Categories Manage Resources Use of PRINCE2 roles Full set of Roles Custom Manage Sile Allow d rt to edit underlyi jects N E Time Entry programme managers and programme support to u lying projects programmes lo Manage entries Display all lessons learned at Enterprise level Yes Custom izanga Nom project es Enable custom dashboards No Resource Allocation Customize fields Projects can be started from within portfolios only No Approval entries Only expand active and next stage No Advanced Configuration Activate product selector in logs Yes Documents tab o
322. y 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 For more information in starting your project and adding items to your project see editing stages 87 amp _editing work packages 88 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 centre 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 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 961 To delete a dependency use Remove dependency Buttons co ae E 8 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 SIMPLY
323. ynchronized Behaviour Synchronized after project aa saa ae als srar corresponding project has been created The behaviour of the field is Custom defined by a custom calculation as provided by Fortes Solutions 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 Portfolio configuration configuration 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 SIMPLY FORTES Principal Toolbox 8 0 Portfolio Management add on 68 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 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 4 F O R TE S T N P

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