Project Management Extended

name:
Project Management Extended
description:
Manage your project describing actors, deliverables, risks/issues and changes of your project
version:
1.0.5
keyword:
project, issue, risk
release:
2020-11-04
itop-version-min:
2.7.0
state:
Stable

You will manage projects, deliverables and stakeholders (like you can do with extension PMP-light) but you will be able to manage, as well, all risks that may occur during project life and may impact your baseline that requires project change.
This project management follows PMP guidelines. For more information about PMP : PMI

Features

This module allows project manager to have general view of its projects.

Project Manager will be able to create and manage:

  • Projects
  • Deliverables
  • Gantt view of deliverables
  • Stakeholders involved on project
  • Risks and Issues
  • Project Changes to rebaseline project

Project Manager will

  • see at a glance, all information related to his projects like costs, issues/risks, deliverables, stakeholders
  • assign profile “Project manager” to concerned people

Revision History

Version Release Date Comments
1.0.5 2020-11-04 Fix installation issue
1.0.4 2020-10-20 Update DisplayBare calculations - Resolve issue on stimuli that Project manager could not see - Add method to duplicate project through object-copier - Increase project manager's id to avoid conflict with customers datamodel
1.0.0 2020-07-10 First version
0.0.1 2019-01-24 Prototype

Limitations

  • Till version 1.0.5 included, it only works with the installation option Simple change Management and is not compatible with ITIL Change Management.

Requirements

This extension requires Change management option (Simple or ITIL) to be selected at iTop Setup, as the class Project Change is a child of the class Change.

Requires at least iTop 2.7 which is a requirement for the included Gantt View.

Installation

Use the Standard installation process for this extension.

Usage

After installation, you will see Project Management group Menu as below Project Management Menu

As Project Manager, you will create a project describing its goal, scope, constraints and actors.
After, you will start to divide your overall project on small deliverables.
For each deliverable, you will assign a deliver owner who will define planning, costs, stakeholders.
Thanks to this work, you will have a more precise idea of costs and planning for your overall project.
At the start of project, you may not think about risks that may disturb your project , but quickly, they will appear.
At this moment, take time to analyse, track, cost the risks and follow them regularly.
Thanks to this, you will keep control and be aware of your project.
In case of trouble, you may need to open a project change to rebaseline your project and change other schedule or scope or costs.

New Project


Project properties

This extension will update Project class to add some attributes and links about risk, issues and project changes

Field Type Comment Mandatory ?
Project Name Alphanumeric string Yes
Project for Customer Foreign key to an Organization Project is related to an organization Yes
Status EnumList Possible values: Initiating, Planning, Executing, Monitoring, Closing Yes
Project Description Text(HTML) description of project No
Project Requirements Text(HTML) What is absolutely required to be done for this project No
Project Constraints Text(HTML) Describe constraints that project will have to consider No
Project Exclusions Text(HTML) Describe what is out of scope of your project No
Project Sponsor Foreign key to a Person Authorizes the project No
Project Manager Foreign key to a Person Executes the project No
Estimated budget Decimal Amount of your budget to execute project No
Management reserve budget Decimal Financial reserve of Sponsor to manage escalations No
Contingency reserve (calculated risk budget) Decimal Financial reserve to manage issues - Automatically filled : Sum of all Risks costs (not avoided nor transferred) (cf Risk) - (can be positive or negative value) Read-only
Issues Costs already spent Decimal Costs of all closed Issues attached to this project (calculated) Read-only
Deliverables costs Decimal Costs of all deliverables attached to this project (calculated) Read-only
Project start date Date Enter Start date of your project Yes
Project end date Date Enter planned end date of your project. This one can't be before start date Yes
Revised end date Date Enter revised end date of your project in case of rebaseline. This one can't be before latest deliverable end date. If no date is entered, latest deliverable end date is used No
Latest deliverable end date Date Consider all project deliverables end dates and take the latest date Read-only
Creation date Date creation date of Project's ticket Read-only
Last Update Date last update date of Project's ticket Read-only

Tabs

Tab Description
Summary Calculated Summary in one page of your project
Deliverables All the deliverables belonging to this project
Stakeholders All the contacts linked to this project with their interest and power
List of Project Changes All the project changes belonging to this project
Risks/Issues All the risks and issues belonging to this project

Project Summary

In the calculated tab “Summary Project” displayed near to properties tab, some information about risks and issues is added. On this tab, you will find consolidated view:

  • Project dates information
  • Sum of open risks costs (where response strategy is not transfer nor avoid)
  • Sum of open issues costs (costs of closed Issues are already added in field “Issues costs already spent”)
  • Sum of deliverables costs

Project Management Summary

  • List of open Risks, Issues, Project Changes, Deliverables, Deliverables' Gantt view

Project Management Summary2

Project Dashboard

Under Project Management Menu, you have dashboard that will present open project, risks, issues, deliverables.

Project Management Dashboard

Project Stakeholders

In this tab, you will link all actors of project (customers or doers). You can define for each of them their

Role Possible values: Customer, Resource
Influence Possible values: Partner, Objector
Influence Power Possible values: Low, Strong
% Allocation provide a % of time resource or customer is allocated on project
Day allocation provide number of days a resource or a customer is allocated on project

This information will describe how you must manage and communicate with these stakeholders and plan the load of your resources.

Stakeholders tab

Deliverables

To deliver medium to big project, you will split it in several deliverables which may have dependency between each others. Each deliverable will have costs, start date, end date and may be dependent between each others. In that case, you will declare parent deliverable.

deliverable

Deliverable properties

Deliverable has following attributes

Field Type Comment Mandatory ?
Deliverable Name Alphanumeric string Name of deliverable Yes
Project name Foreign key to a Project Deliverable is linked to a project (directly or not)) Yes
Deliverable owner Foreign key to a Person Person who will execute the deliverable No
Status EnumList Possible values: Running, Pending parent deliverable, Cancelled, Completed No
Description of work Text(HTML) Describe the deliverable No
Acceptance criteria Text(HTML) Describe the Acceptance criteria for resolution of deliverable No
Technical information Text(HTML) Describe technical steps of the deliverable No
Deliverable Budget Decimal Total budget to execute this deliverable No
Labor cost Decimal Human and Software costs No
Material cost Decimal Hardware costs No
Deliverable Total cost Decimal Automatic sum of Labor and Material costs Read-only
Available budget Decimal Amount of available budget (Deliverable Budget -Deliverable Total cost). Calculated on creation or update of deliverable Read-only
Time planned Duration Effective time required for deliverable's execution No
% Complete Percentage % of completion of deliverable No
Requested start date Date (year-month-day ) initial requested start date of deliverable Yes
Requested end date Date (year-month-day ) initial requested end date of deliverable Yes
Planned start date Date (year-month-day ) Reviewed start date of deliverable - Can't be before end date of parent deliverable. if you put a start date before parent's end date, it will automatically postpone child's “Planned start date” when you save ticket. No
Planned end date Date (year-month-day ) Reviewed end date of deliverable. If “Planned start date” has been postponed, “Planned end date” will be automatically postponed, as well, including intial delay between start and end date. No
from Now to end date Duration Remaining time between now and re-estimated end date Read-only
From one deliverable, you can just add/remove parent deliverables. We hide child deliverable tab at creation and we prevent update of child deliverable tab. if you need to make any update, you have to do it in ascending way (on child, you can update its parents)
If Deliverable owner is not defined as Stakeholder on project related, you will have a warning message informing you to add this contact in Stakeholders tab of project.

deliverable

Until iTop 2.7.1, you will have as such messages as deliverables updated. For example, you create new deliverable with an owner not defined in project as stakeholder, your end date's deliverable impacts 3 others already existing deliverables so you will receive 4 times warning message.

Deliverable automatic calculations

As soon as you update some attributes on deliverable, automatic calculations will run:

  • if costs have been updated, “Deliverable Total cost” and “Available budget” will be recalculated
  • if planned start or end date is updated, then all child deliverable's dates will be recalculated.

Tabs

Tab Description
Child Deliverable Child deliverable - Child can't start before current deliverable's end date
Parent Deliverable Parent deliverable - current deliverable's can't start before end date of parents attached
Stakeholders involved All the contacts linked to this deliverable with their interest, power, allocation in % and allocation in days
Deliverable Stakeholders

In this tab, you will link all actors of project (customers or doers). You can define for each of them their

Role Possible values: Customer, Resource
Influence Possible values: Partner, Objector
Influence Power Possible values: Low, Strong
% Allocation provide a % of time resource or customer is allocated on project
Day allocation provide number of days a resource or a customer is allocated on project

This information will describe how you must manage and communicate with these stakeholders and plan the load of your resources.

Stakeholders tab

Deliverable lifecyle

Deliverable has a simple lifecycle implemented to manage dependency between parent and child deliverable (child deliverable can't start before its parents'end).

Lifecyle_deliverable tab

As soon as deliverable has a parent, it will be created in status “pending parent deliverable” and will be re-activated in “running” statuts, automatically, as soon as parent deliverable is “completed”.

Gantt View

In Gantt tab , you will see graphically all deliverables of your project.

In green, you will have the closed deliverables, in blue all running deliverables.

Gantt tab

Stakeholder view from Contact Class

As soon as an iTop contact is involved on a project or on a deliverable, you will see appearing tab “Project& deliverable”. This calculated tab will display all projects and deliverable, the contact is involved on.

contact_deliverable tab

Risk Management

As soon as project is large, you may have to manage risks and issues that will affect your project. Risk Management permits to record all risks related to a project and to continuously manage and monitor them.

Risk is an event that may occur and may impact one or more of the 3 main topics of a project: Scope - Schedule - Cost

You will be able to manage more precisely additional cost or delay you may encounter.

Risk Management

Risk properties

Risk has following attributes

Field Type Comment Mandatory ?
title Alphanumeric string Yes
internal or external risk EnumList Possible values: internal, external - Is that risk related to internal or to external factor of my company No
status EnumList Possible values: New, Analysed, In progress, Rejected, Closed No
threat or opportunity EnumList Possible values: Threat, Opportunity (based on value chosen, financial impact should be positive or negative) No
project name Foreign key to a Project Risk is linked to a project (directly or not)) Yes
risk description Text(HTML) Describe the risk Yes
type EnumList Possible values: Risk,Issue - Explain if event already occurred (Issue) or not (Risk) Yes
impact rating EnumList Possible values: High, Medium, Low - Qualitative risk analysis about impact if risk occurs No
probability rating EnumList Possible values: High, Medium, Low - Qualitative risk analysis about % that risk occurs No
overall risk rating EnumList Possible values: High, Medium, Low - Automatic calculation based on Impact and probability rating Read-only
impact description Text(HTML) Decribe impact if risk occurs No
probability(%)) Percentage Percentage that risk will occur No
cost impact Decimal Quantitative cost impact risk analysis (in currency) if risk occurs No
calculated EMV Decimal Automatic calculation based on Impact and probability - in currency Read-only
identified by Foreign key to a Person Person who identified risk Yes
owner Foreign key to a Person Person who will manage the risk No
next update due date Date Date for when risk owner must provide update for this risk No
trigger date Date Date when risk can be considered as Issue (so must be closed and Issue must be created) No
trigger description Text(HTML) Describe what can explain risk occurred or will occur No
last Update Date last update date of Risk's ticket No
response strategy EnumList Possible values: Accept, Avoid , Mitigate ,Transfer - What is your strategy about this risk No
response plan description Text(HTML) describe your response plan No
revised risk EMV Decimal Update costs of your risk - If response strategy is Accept or Mitigate or empty, this amount will be added to Project 's Contingency reserve No
issue created Foreign key to an Issue If risk occurred- an Issue must be created and Risk closed No
resolution code EnumList Possible values:Issue Created, Risk didn't or won't occur, Not applicable- rejected . Mandatory on resolution of risk Yes
reject Reason Multiline string reason why risk is rejected Yes
Risk class has lifecycle implemented as this process must be an iterative process with regular updates to follow if risk is still present or became an issue.

Risk lifecycle

Risk stopwatches

2 stopwatches have been created

  • Check Next Update Date : return duration between now and next update date of risk
  • Check Risk Trigger Date : return duration between now and trigger date of risk

Risk ticket will be highlighted as soon as one of stopwatch reach 75% and 100% of duration.

If you want notification when a risk reachs a threshold , don't forget to schedule cron.php

Regular Reviews

All along lifecycle of your risk, you need to analyze if this one became an issue (risk occurred) or not.

In that case, you change type field into Issue, and costs calculation of related project will be updated.

Project Change

As soon as you need to rebaseline your project or deliverables (if one of the 3 dimensions changed: costs-scope-schedule), you need to create a project change that will be approved by sponsor of project.

This change is a really simplified change process where sponsor will just approve or reject project change.

Project Change is a child class of Change class.

project change

Project change properties

Project Change has following attributes

Field Type Comment Mandatory ?
Organization Foreign key to an Organization Which organization is concerned by this change Yes
Project name Foreign key to a Project Project of organization selected above impacted by change Yes
Caller Foreign key to a Person Requestor of project change Yes
Change manager Foreign key to a Person Approver of project change No
Dimension Impact EnumList Possible values: Costs, Schedule,Scope No
Status EnumList Possible values: New, Approved, Rejected, Closed No
Title Text(HTML) Title of change Yes
Description Text(HTML) Describe the change Yes
Fallback Plan Text(HTML) Explanation of what need ot be done to return to initial situation before change No
Approval Plan Text(HTML) Explanation why project change is approved No
Reject Reason Text Explanation why project change is rejected No
Creation date Date creation date of Project Change ticket Read-only
Approval date Date creation date of Project Change Read-only
Last update Date Update date of change ticket Read-only

Project Change has a very simplified lifecycle where change approver will approve or reject ticket.

project change lifecycle

Don't forget to assign iTop profile “Change approver” to users who will have to approve/reject Project Changes.
extensions/project_management_extended.txt · Last modified: 2020/11/19 14:14 (external edit)
Back to top
Contact us