1 Web-PCS – System Guideline - Overview C. Project Planning - Construction Phase C1 Create Construction Project Using Project Copy C1 Create Construction

1

Web-PCS – System Guideline - Overview

C. Project Planning - Construction Phase

C1Create Construction Project Using Project

Copy


Copy

C2Update the

Project Status

C2Update the

Project Status

C3Related Reports

C3Related Reports

B. Set-up and Plan Project (Project Planning)

B2Create ProjectDetails - WSIP


B3Set the

Project Status

B3Set the

Project Status

B5Add Timescale

InformationTo Tasks

B5Add Timescale

InformationTo Tasks

B7Create Risk Assessment


B1Create New Project

Using Project Wizard



B6Add Planned

Resources to Tasks

B6Add Planned

Resources to Tasks

B4Complete/Adjust

Project Plan

B4Complete/Adjust

Project Plan

B8Submit

Planned Budget

B8Submit

Planned Budget

B9Approve

Planned Budget

B9Approve

Planned Budget

A. User Set-up Administration – Login & Change Profile

A1Set-up User

Details

A1Set-up User

Details

B10Related Reports

B10Related Reports

2


E. Project Control and Reporting - Financial Management & Reporting

E6View WSIP01

Summary

E6View WSIP01

Summary

E5Create WSIP02

Claims

E5Create WSIP02

Claims

E7Submit WSIP05 Claim for Over

Expenditure


Expenditure

E2Enter Approved Cost

Details

E2Enter Approved Cost

Details

E8Submit Final Project Costs and Accounts


E9Related Reports

E9Related Reports

E1Check Project

Interface Details are Created

E1Check Project


E3Enter Approved

Grant

E3Enter Approved

Grant

E4Request FMS

Data

E4Request FMS

Data

F. Project Close Out – Final Status & Accounts

F1Prepare Final Project Status & Accounts & Circulate Reports

F1Prepare Final Project Status & Accounts & Circulate Reports

F2Related Reports

F2Related Reports

D. Project Control & Reporting – Project Management & Reporting

D3Update Task Progression


D4Record & Update

Project Risks & Issues

D4Record & Update


D5Related Reports

D5Related Reports

D2Update Construction

Phase PCSDocumentation


Phase PCSDocumentation

D1Update

Project Status

D1Update

Project Status

3


G. Log Support Ticket to Ticket Resolution - HELPDESKVISION

G1Open Helpdesk Support Ticket


G2Assign Ticket to Resource


G3Resolve & Close

Call

G3Resolve & Close

Call

4

Login to Training & Live Production Site

Login to Training Site

http://80.93.5.181/projectvision_doe_training/menu.aspx

Enter your user name and password. Login to Live Production Site:

http://80.93.5.181/ProjectVisionDOE/manuallogon.aspx

or navigate from www.wsntg.ie (Select Web-enabled PCS live) Helpdesk:

http://80.93.5.181/helpdeskvisiondoe/

or navigate from www.wsntg.ie (Select web-enabled PCS helpdesk)

5

Section A - Over-View User Set-up Administration – Login & Change Profile

This section tells you the steps you need to logon to the systems and how to change your user profile.

Note:

It is important that you update your profile as ProjectVision can automatically send your password to your email address.

Overview - Business ProcessesA. User Set-up Administration – Login & Change Profile

A1Set-up User

Details

A1Set-up User

Details

A. Set-up User Details – Web PCS ProjectVision

A1. Set-up User Details – Web PCS ProjectVision

A102Select

My ProfileEntry Screen

A102Select

My ProfileEntry Screen

A103Update Email

Address

A103Update Email

Address

• 1) In the “Email Address” field – add your current email address to which you wish to receive System and Helpdesk messages

• 2) Overnight your email address will be synchronised with the HelpdeskVision system

A101Log-on to

Web-PCS in ProjectVision

A101Log-on to

Web-PCS in ProjectVision

• 1) Log-on with the generic Username and Password issued by Cora Systems

• 2) Your Welcome Page Appears - log-on to the system

• 1) To update your details for go-live navigate to the Menu Path: “Utilities/My Profile”

• 2) The “My Profile” entry screen tab is displayed

A104Change

Password

A104Change

Password

• 1) In the “New Password” field – add your chosen password

• 2) In the “Confirm New Password” field – confirm your new chosen password by re-entering it in this field

• 3) Overnight your username and password details will be synchronised with the HelpdeskVision system

A105Save Details

A105Save Details

• 1) If you have completed required changes or updates to your profile – save your entries using the “Update” button located at the bottom of the screen

Project Owner

Project Leader

Project Rights

Management (read only)

WSIP Admin

8

Section B - Over-View Set-up and Plan Project Over-view

This section tells you the steps you need to create a project in the web-PCS system

It shows you the steps required to add mandatory information or data required to support the operation of the project in ProjectVision from status reporting and financial management standpoint

It shows you how to add other optional information you may require that is relevant to the project

It shows you how to schedule and manage your project plan and assign resources

9

Web-PCS – System Guideline – Detailed Steps

B. Set-up and Plan Project (Project Planning)



B3Set the

Project Status

B3Set the

Project Status

B5Add Timescale

InformationTo Tasks

B5Add Timescale

InformationTo Tasks







B6Add Planned

Resources to Tasks

B6Add Planned

Resources to Tasks

B4Complete/Adjust

Project Plan

B4Complete/Adjust

Project Plan

B8Submit

Planned Budget

B8Submit

Planned Budget

B9Approve

Planned Budget

B9Approve

Planned Budget

B9Run Related Reports

B9Run Related Reports

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Step Over-View B1. Create New Project using Project Wizard

The project is created using the Project Wizard functionality in the system from a predefined template

There are 4 templates as follows: Project Template (Consisting of Planning &

Construction) < 5 million (Construction) > 5 million (Construction) Design Build Operate (Construction)

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B. Project Planning – Planning Phase

B1. Create New Project Using Project Wizard

B101Navigate to Project

Wizard


Wizard

=

B102Select Target

Directory

B102Select Target

Directory

• Target directory: Select your Local Authority

• What is the Target Directory? This is where you save the project(s) that you create. It is the topmost directory.

• The Directory manages or stores your projects just like a folder so it is used for navigation purposes.

• It is also used for applying access rights to Projects within the system.

• Who does it? The person setting up the project (Admin or Engineer)

B103Select Project

Template to copy

B103Select Project

Template to copy

B104Give New Project a

Name

B104Give New Project a

Name

• New Project Name: Give the project a name that best describes the project e.g. Kilmacross Waste Water.

• In Phase 2, the Project Name will now automatically appear in all the PCS documents from this entry

• The Project Name should be easy to understand and kept to 50 characters or lessThe Project Name will appear in the project drop-down box under the Target Directory once it has been created and on associated Project Reports – it is how the user recognises or identifies their Project.

• Navigate using the Menu Path: Project Planning/Project Wizard

• The “Project Wizard” facility allows you to select the areas from the Project Template that you wish to copy by ticking or un-ticking the options available.

• Directory: Select

Templates.

• The Template Project selected is a predefined project which contains the relevant tasks to run projects with different budgets

• Project: Select the template you wish to use. i.e. Project Template, < 5million, > 5 million, DBO.

• Note: You are copying from the templates directory into your project workspace. For a new project use Project Template

Project Owner

Project Leader

Project Rights


WSIP Admin

The person who creates a project using project Wizard has Project Owner rights by default. The Project Owner assigns the rights to the other resources in the project. This is a unique function of the Project OwnerThe person who creates a project using project Wizard has Project Owner rights by default. The Project Owner assigns the rights to the other resources in the project. This is a unique function of the Project Owner

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B1. Create New Project Using Project Wizard

B105Add Project Dates

B105Add Project Dates

• The Project Dates to be added include the Project Start Date i.e.: The date the Project is due to commence and the Project “Live” date. The “Live” date is the date the system will start tracking changes and updates to the Project in the audit trail.

B106Select Project

Parameters to copy

B106Select Project

Parameters to copy

• This section contains the information that we want to populate the template with e.g. what predefined tasks do you want to bring into your template, what rights do you want to set on the project?

B107Select Tasks

to Copy

B107Select Tasks

to Copy

• All Tasks: This contains a set of predefined tasks e.g. Create PQP, Create Preliminary Report, etc.

• The “All Tasks” tick box allows you to look into the Project Template and de-select tasks you do not wish to copy from the Template – These tasks will therefore not be copied over to your new Project

• Note: If you are a new user, leave this box checked. If you need to delete tasks you can do so later.

B108Assign User Rights

B108Assign User Rights

• Rights: Check this radio box to set the project rights i.e. Who has authority to read, write and make changes to the project The authority of the different rights are described in Appendix 1.

B109Create Project

B109Create Project

• The new Project is created using the “Create Project” button at the bottom of the screen.

• The Project should now be available for selection in the navigation window i.e. in the Directory drop down menu and the Project drop down menu.

See Appendix 1See Appendix 1See Appendix 1See Appendix 1

Project Owner

Project Leader

Project Rights


WSIP Admin

13


B2. Create Project Details - WSIP


Details - WSIP


Details - WSIP

• Navigate using the menu:

• Project Planning/ Background

• Note: In this section you set up the WSIP details (e.g. FMS Job Code, Project Reference Number, Local Authority Reference number, Scheme Category, Scheme Sub-category.

B202View the Project

Details

B202View the Project

Details

• From the Project Details Screen you can view:

• Project: Start Date/Finish Date.

• Tasks with status -Tasks Due: Review the tasks that have a due date.

• Planned Resources: Review what resources are planned to complete work.

• Project Status: From here you can set the current status of your project (planning or construction)

B203Enter Project

Reference Number

B203Enter Project

Reference Number


• Project Planning/ Background/WSIP details.

• The project reference number is a unique number in the format: 1234567.12 (This will be given to you by the DEHLG)

Note: In Phase 2, this number will automatically appear in all PCS headers once entered in the Project Background section

B204Enter FMS Job Code

B204Enter FMS Job Code

• Enter the FMS Code for your project

• You get this number from your Finance Department

Project Owner

Project Leader

Project Rights


WSIP Admin

14


B2. Create Project Details - WSIP

B205Enter Local Project

Reference

B205Enter Local Project

Reference

• This is a local project reference number. For example you may have a local filing number.

B206Select Scheme

Category

B206Select Scheme

Category

• Select the “Water” or “Waste Water” Radio Button

• Note: The Scheme Category Report is run by the DEHLG (Navigation: Reports/ WSIP Reports/ Scheme Category

B207Select Scheme Sub-

Category

B207Select Scheme Sub-

Category

• This is a predefined scheme sub-category e.g. Water Treatment Plant.

• Note: The Scheme Sub Category Report is run by the DEHLG (Navigation: Reports/ WSIP Reports/ Scheme Sub-Category

B208Update Details

B208Update Details

• Select: “Update Details” button to save the WSIP details on to your Project.

Project Owner

Project Leader

Project Rights


WSIP Admin

15


B2. Create Project Details - Other

B209Adding Project

Details

B209Adding Project

Details

• Any background Project Details can be added to the Project Via the “New Details Tab”


• Project Planning/ Background

• Note: In this section you add project details. e.g. Project leaders details, contractors details, etc.

B210Predefined Details.

B210Predefined Details.

• Select “Project Leader” from the drop down menu.

• Add the Project leader name.

• Enter the Details and click on “Create Details”

• Note: In Phase 2 the Project Leaders name will automatically appear in the PCS documentation header. All information added in the description window will appear in the header of all PCS Forms

B211DetailB211Detail

• Detail: Create a project detail. Select from drop down menu or add new detail: e.g. Specialist Contractor.

B212Description

B212Description

For example:

• Name: Joe Bloggs

• Email: [email protected]

• Phone: 123456

• Contractor Firm Name

Project Owner

Project Leader

Project Rights


WSIP Admin

16


B3. Set the Project Status

B301Set Status

B301Set Status

• The Project Status can be set using the “Project Status” Field on the View Details Tab


• Project Planning/ Background/Project Status

• Select “Planning” or “Construction”

• Select “Update Project Status" button to save your change

B302Run Traffic Light

Report(Status)

B302Run Traffic Light

Report(Status)


• Reports/Portfolio Management/Traffic Light Report

• Select Directory: (This will be your Local Authority)

• Available Status e.g. planning or construction

• To run the report Select “Run Report”

Project Owner

Project Leader

Project Rights


WSIP Admin

17

B4. Complete/Adjust Project Work Break Down

B401 Create Tasks

B401 Create Tasks

• Menu Path: Project Planning/WBS

• Select “T” icon to add a new task. Click on the task you wish to place the new task beside or underneath. The “Add New Task” Box appears – you can now add your tasks. If you have more than one task to create at this level simply hit the “return” key when mouse is in the new task window to bring up a new entry line.

• When completed, save your work using the Green Tick


B402 Order Tasks

B402 Order Tasks

• Main Tasks or High Level Deliverables should be placed in the order they will be carried out on the WBS.

• Move Tasks on the WBS into the correct order by pointing at the top of the Task.

• Wait for the “Click to Move Task” Box to appear.

• Then Point and Click on the target task you wish to move your task to.

• Then select the appropriate Level

B403 Create Sub–Tasks under

Main Tasks

B403 Create Sub–Tasks under

Main Tasks

• Sub-Tasks can be created underneath the Main Tasks should you wish to manage tasks at a lower level.

• These lower-level tasks are created as Sub-tasks underneath the appropriate Main Tasks (High Level Deliverables).

• Menu Path: Project Planning/ WBS (Work Breakdown Structure): Use the “T” icon and click on the target task that you wish to place the new task underneath.

B404 Delete Tasks

B404 Delete Tasks

• You may wish to delete tasks from the standard template that are not required for this project.

• To do this click on the bin icon. Bin shadow appears on your cursor, point and click on the task or tasks you wish to delete. The shadow will confirm the task reference numbers of the task or tasks you have selected, point and click on the bin icon again (which has now turned red once tasks have been selected). The selected tasks will then be deleted.

• The Add New Task Box appears. Enter tasks. If you have more than one task to create at this level simply hit the “return” key when mouse is in the new task window to bring up a new entry line.

• When completed save your work using the Green Tick in the top right hand corner.

Project Owner

Project Leader

Project Rights


WSIP Admin

18

B4. Complete/Adjust Project Work Break Down

B405 Create Project

Milestones

B405 Create Project

Milestones

• Menu Path: Project Planning/ WBS

• Milestones are created to denote certain Gateways or Deliverables along the course of the Project

• This assists the Project Team with staying on the planned timeline and provides a benchmark against which to measure the Project progression. It also provides control points where certain deliverables need to be met and approvals may be required at these points to move the project forward to the next stage.


B406 Milestones

B406 Milestones

Project Owner

Project Leader

Project Rights


WSIP Admin

Menu Path: Project Planning/ WBS or Gantt “Task Manager” functionality: Click the Milestone icon. Check the Milestone check box. Select Deliverable type from the drop-down list. Enter details about what must happen for this milestone i.e. what should be delivered, what needs to be produced, what needs to be approved. Save using the Green Tick. You will notice that a “diamond” appears beside the milestone tasks.

B407 Milestones

B407 Milestones

Menu Path: Reports/Project Management/Milestone

Directory: Select the directory that contains your project.

Project: Select the project you wish to run the report for.

From/to Date: Chose from calendar function.

Select Run Report

19

B5. Add Timescale Information to Tasks

B501Add Task Start &

Finish Dates

B501Add Task Start &

Finish Dates

• Task Start and Finish Dates should be added to Tasks at the lowest level sub-task. The dates applied will then aggregate to form the overall Higher Level task Start and Finish Date.

• Start and Finish Dates can be added as you create the Task in the WBS using the T- “Add Task” functionality or afterwards through the WBS or Gantt

• To access Task Manager simply point at the Task in the WBS or the Gantt view and click once to open the Task

B503Check Overall Project

Schedule

B503Check Overall Project

Schedule

• The Start and Finish Dates of each task aggregate to form the overall Project Start and Finish Dates.

• Check your overall Project Timeframe is correct in the Gantt View and make any required adjustments to Start and Finish Dates. Menu Path: Project Planning/Gantt


B502Create Task Links /

Dependencies

B502Create Task Links /

Dependencies

• Links can be created between one task and another to drive the project schedule in an automated way and create finish to start dependencies between one task and another. This ensures if one task moves out or is late all future tasks will be re-scheduled by the system accordingly.

• To link tasks in the schedule, navigate to the Gantt View

• Menu Path: Project Planning/Gantt - slide to the end of the task bar you wish to create the link from, then “click here to link task” . Message appears, then click/point at the task bar you wish to create the link to and click again. The “Links Pending” box appears showing you all the task references for which you have requested links. Several links can be made at a time before saving.

• Save your work using the Green Tick from the “Links Pending” box.

Project Owner

Project Leader

Project Rights


WSIP Admin

20

B6. Add Planned Resources to Tasks

B601Assign Task Resource

B601Assign Task Resource

• The Task Resource can be added as you create the Task in the WBS using the T- “Add Task” functionality under the Planned Resource Button or can alternatively be assigned later using the Task Manager found under the Menu Path/WBS. Point at the Task and click to open the Task Manager. Select the Planned Resources button. Task Owner's are assigned at the lowest-level Task in a group or set of tasks.


B602Inputting the Planned Time

B602Inputting the Planned Time

• Open the WBS by clicking on “+” on the left of each task.

• Open the Task Manager by double clicking on task.

• Select icon

• Select from “Available resources ”

• Select icon to add them to the planned Resource List.

• Define the number of days they are assigned to the task

• Click on the Green Tick Icon to update the Task

Project Owner

Project Leader

Project Rights


WSIP Admin

21


B7. Create Risk Assessment B701

Open Risk Definition Screen

B701Open Risk Definition

Screen

Navigate using menu:

▪ Project Planning/ Risks/Issue ->Risks

-> Issues

B703View Risks

B703View Risks

• Select “View Risks” Pane.

Review:• Risk ID: Unique

Identifier• Description: Defined

when creating a new risk• Related Tasks: Is the

Risk related to one task or does it impact all tasks.

• Owner: Who owns the task i.e. the project leader, DEHLG etc.

• Target Date: Date risk will be mitigated

• Strategy/Comment: Further information on risk, and its mitigation plan

B702Create a Risk

B702Create a Risk

• Select New Risk• Related to Task:

Does it relate to a task or does it impact all tasks.

• New Risk Name: Name

• Impact: 1 low 10 high (the impact the risk may have)

• Probability: 1 low 10 high (the probability the risk will take place)

• Area: Time or Cost or Quality

• Raised by: Name• Owned by: e.g.

Project Leader.• Enter Strategy to

mitigate risk.• Click Add Risk

B705Create an Issue

B705Create an Issue


• Project Planning/ Risks/Issue/Issues

• Select New Issue• Related to Task:

Does it relate to a task or does it impact all tasks.

• New Issue Name: Name

• Impact: 1 low 10 high• Probability: 1 low 10

high (the probability the risk will take place)

• Area: Time or Cost or Quality

• Raised by: Name• Owned by: e.g.

Project Leader

B704Transfer a Risk to an

Issue

B704Transfer a Risk to an

Issue

• Sometimes a Risk may not be mitigated in time and may become an “Issue”

• To save time re-tying the Risk to the Issue Log, the system allows you to “Transfer” the Risk to the Issues Log automatically.

• On the create risk pane select the icon

• This transfers the risk to an issue.

Project Owner

Project Leader

Project Rights


WSIP Admin

22


B7. Create Risk Assessment (Related Reports)

B706Run the Risk report

B706Run the Risk report


• Reports/Project Management/Risk Analysis

• Select Directory: Directory where project is.

• Select Project: or select “current project”

• Define the Period which you wish the report to be run

• Select “Run Report”

B707Run the Issue Report

B707Run the Issue Report


• Reports/Project Management/Issue Analysis

• Select Directory: Directory where project is.

• Select Project: or select “Current Project”

• Define the Period which you wish the report to be run

• Select “Run Report”

Project Owner

Project Leader

Project Rights


WSIP Admin

23


B8. Submit Planned Budget

B801Open the Planned Budget Interface

B801Open the Planned Budget Interface

• Menu Path: Project Finances/Planned

and Recouped

Project Owner

Project Leader

Project Rights


WSIP Admin

B802 Inputting LA Planned

Cost of Project

B802 Inputting LA Planned

Cost of Project

• Enter the Local Authorities Planned Cost of the Project amount in the “Project Planned Cost” data entry tab for Planning or Construction Costs

• The Sub Total Column details the Total Planned Budget.

• Print and submit to the DEHLG for approval.

• Note: The Planned Budget Column is a new column in Phase 2

23

24


B9. Approved Planned Budget

B902 Inputting Breakdown

of Cost

B902 Inputting Breakdown

of Cost

• Upon receipt of the Approved Cost of Project from the DEHLG enter the Details of the Breakdown of Planned amounts for Planning or Construction.

• Select the expenditure item you wish to update and click on the “edit” button on the right hand column of the screen

• Note: If a WSIP 05 claim form was completed already for this item select the relevant WSIP 05 claim form from the drop down menu (new to Phase 2)

B903Inputting Recouped to

Date

B903Inputting Recouped to

Date

• After recoupment payments have been received from the DEHLG enter the Details of the Recouped to Date amounts for Planning or Construction.

•Select the Item you wish to update and click on the “edit” button on the right hand column of the screen

• Note: If a WSIP 2A/2B claim form was completed for this item select the relevant WSIP 2A/2B claim period (new to Phase 2)

B901Dept Returns

Approved Cost of Project

B901Dept Returns

Approved Cost of Project

• The Department returns the ApprovedCost of Projectamount.

• The Department also returns the ProjectRef Number at thisstage

•Note: The returned Approved Budget from the DEHLG should be distributed across the Categories and Sub-Categories

Project Owner

Project Leader

Project Rights


WSIP Admin

25

B. Run Related Reports

B10. Related Reports

B102 Detailed Project Expenditure Report

B102 Detailed Project Expenditure Report

Menu Path: Reports/WSIP

Reports/ Detailed Project Expenditure Report

Note: This is a new Report in Phase 2.

B101 Project Financial Tracking Report

B101 Project Financial Tracking Report


Reports/ProjectFinancial Tracking


System AdministratorProject Owner

Project Leader

Project Rights


WSIP Admin

26

Section C - Over-View Project Planning – Construction Phase

This section tells you how to copy the construction templates (< 5million, >5 million, DBO) into your Work Breakdown structures

How to update the Project Status How to run related reports

27




Copy


Copy

C2Update the

Project Status

C2Update the

Project Status

C3Related Reports

C3Related Reports

28

C. Project Planning – Construction Phase

C1. Project Planning-Construction Phase

C101Create a Contract Using the Copy

Project

C101Create a Contract Using the Copy

Project


• Project Planning/WBS

C102 Adding a Contract

Type

C102 Adding a Contract

Type

C103Choosing Your Contract Type

C103Choosing Your Contract Type

C104Adding Contract

Details

C104Adding Contract

Details

C105Creating the

Contract

C105Creating the

Contract

Once all of these details have been added the contract can then be created on the system

Click on the P Icon from the Function Bar in the WBS

Then Click on the “Choosing the Right Contract Type” Task from the Construction Phase of the WBS

Select the Templates Directory from the Directory List.You can then Choose from the Following Contract Types:

Project: Select the template you wish to use. i.e. < 5million, > 5 million, DBO.

Note: You are copying from the templates directory into your project workspace

A Contract Type is Configured to be a “Sub Project” of the Main Project you are working on similar to adding a New Project Via the Project Wizard, you will need to determine the Following Details:-

Tasks, Rights,Project Name,Live Date

Project Owner

Project Leader

Project Rights


WSIP Admin

29

C. Project Planning – Construction Phase

C2. Project Status

C201Updating the Project

Status

C201Updating the Project

Status


• Project Planning/ Background/ Project Status

C202 Setting the Status to

Construction

C202 Setting the Status to

Construction

• Select “Construction”

• Select “Update Project Status" button to save your change

Project Owner

Project Leader

Project Rights


WSIP Admin

30


C3. Related Reports

C301Project Summary

Reports

C301Project Summary

Reports


• Reports/Project Management/ Project Summary

C302Project Tasks List

C302Project Tasks List

• Navigate Using the Menu:

• Reports/Project Management/Project Task List

C303Milestone Report

C303Milestone Report

• Navigate Using the Menu:

• Reports/Project Management/Milestone

Project Owner

Project Leader

Project Rights


WSIP Admin

31

Section D – Over-ViewProject Control & Reporting – Project Management &

Reporting

This section tells you how to control and report using ProjectVision and the Project Control System

32




D3Record & Update


D3Record & Update


D4Related Reports

D4Related Reports


Phase PCSForms


Phase PCSForms




D1. Update the Planning Phase PCS Documentation

D101Open a link to a PCS

document

D101Open a link to a PCS

document

• Open a link to a PCS document by clicking on the icon

• Select the “Link to document” radio ButtonAttached documents: Select the document you want to open from the drop down list

• View the document by clicking on the icon

• Note: There are now NO LINKS to PCS documents. This feature links to circulars, guidance docs etc in Phase 2

Project Owner

Project Leader

Project Rights


WSIP Admin

Important: In Phase 2

• The Notes function is used to store project notes i.e. DEHLG communication, project decisions, delays etc.

• The Guidance Notes function stores guidance notes to simplify or clarify a specific task.

• There are only links to circulars, guidance documents and WSIP. There are NO links to PCS documents (which are now in HTML format)

Important: In Phase 2

• The Notes function is used to store project notes i.e. DEHLG communication, project decisions, delays etc.

• The Guidance Notes function stores guidance notes to simplify or clarify a specific task.

• There are only links to circulars, guidance documents and WSIP. There are NO links to PCS documents (which are now in HTML format)

D102Open a PCS Document

D102Open a PCS Document

• Navigate using the menu: Project Planning/WBS

• In “WBS” view navigate to a Task in the Planning Phase of the Project that has a PCS Document attached

• Open the Task Manager by clicking on task

• Click “PCS Forms” radio box.

• Select Form Template e.g. PCS 03 Project Quality Plan

• Select Form e.g. PCS 03 Project Quality Plan

• View the document by clicking on the icon

34


D1. Update the Planning Phase PCS Documentation

D103Validate PCS Project

Name

D103Validate PCS Project

Name

• Validate that the Project Name entered once using Project Wizard (new to Phase 2).

• Validate that the Project Number is correct. (Entered using Project Planning-Background- WSIP Details- Project Reference Number.)

• Validate that the Project Leader Name is correct. (Entered using Project Planning-Background- New Details- Predefined Detail-Project Leader.)

Project Owner

Project Leader

Project Rights


WSIP Admin

D104Enter the Project

Value

D104Enter the Project

Value

• This is a manual entry on each PCS document.

• This is the DEHLG Approved Cost of the Project.

• At Planning Stage this is the value from the WSIP.

• Note: This value will change during the project lifecycle.

D106Update/Save

Version of PCS Document

D106Update/Save

Version of PCS Document

• To create a new version of a document, select “Save New Version”

• Note: Each new version will get a new iterative document number

• To create a new version select “Update this Version”

• Note: This will overwrite the old version and save the new data.

• Note: The new % complete will be reflected in the Task Manager

D105Enter Dates &

Update % Completeon PCS document

D105Enter Dates &

Update % Completeon PCS document

• The date entries must be typed in the following format: 1 Jan 2007, 1 Jun 2007, 1 Jul 2007.

• Enter the task Percentage (%) Complete by checking the % complete radio box on the PCS document.

• Note: Once we “Save New Version” or “Update this Version” the % complete will automatically appear in the main task manager % complete window

35


D201 Update Task %

Percentage Complete

D201 Update Task %

Percentage Complete

• You can enter the Task Percentage Complete in three different ways:

1. WBS2. Gantt3.Dashboard

• This can be entered using the Menu/ WBS/Task Manager/% Complete field - save using the Green Tick.

• On the “Dashboard” function under Menu Path: Dashboard - Select End User view via the correct Radio Button. Select the task % complete field, enter %complete, save using the “Update” Button

• The Task Status or Percentage Complete will automatically role up to its higher-level or parent task which will roll up to the overall Project Status or Percentage Complete.

• The project status will correspondingly update the overall status of the Programme to which it is linked and status reports are viewable at any level of the Hierarchy from Programme to Project, down to the task level

The % Complete to be entered in each Task can be taken from the % Complete section of the PCS Document relevant to the Task

D2. Update Task Progression

D202 Task Status D202 Task Status

D203 % Complete D203 % Complete

Project Owner

Project Leader

Project Rights


WSIP Admin

Phase 2 Note: Remember you can do % completes through the new HTML PCS form and/or using the % complete function on the task manager.

D204Open/Add a Note

D204Open/Add a Note



• In “WBS” view navigate to a Task with this icon


• Open/Review the Note by clicking on the icon

• Add specific project related notes i.e. notes from project meetings, communication with DEHLG etc.

D205Open a Guidance

Note

D205Open a Guidance

Note

• In “WBS” view navigate to a Task in the Planning Phase of the Project that has a icon


• Open/Review the Guidance Note by clicking on the icon

• The Information Contained on the Note is DEHLG information from circulars, inspector requirements and/or DEHLG admin.

• This is a new feature in phase 2.

36

D3. Record, Update & Monitor Project Issues

• Any Issues that occur whilst the Project is in process should be recorded on the Project Issue Log.

• Each Issue should have a Strategy worked out for dealing with the Issue or closing it down.

• The Strategy/ Comments field should be updated each time the Issue is reviewed with the latest status.

• The issue should always be assigned to an Owner who is responsible for closing down or escalating the Issue accordingly.

D302Record or Project

Issues

D302Record or Project

Issues

• Risks & Issues should be reviewed on a regular basis.

• The Logs can be used to assist this process by printing and circulating the Reports or Logs regularly to relevant parties and applying updates on status to the Logs so the current status is available Menu Path: Reports/ Project Management/Risk Analysis or Issue Analysis

• Higher impact Issues should be progressed as a higher priority.

D303Review & Progress

Risk & Issues

D303Review & Progress

Risk & Issues

D304Escalate

Risk & Issues

D304Escalate

Risk & Issues

• Risks & Issues that cannot be closed down or resolved at the Team Level or Project Management level should be escalated.

• The Issue is recorded in the Projects Issue Log.

• Menu Path: Project Planning/Risk&Issues/ Issues/New or View Issues. Enter the name of the Issue. Enter the required details about the Issue and updates as the Issue progresses. Enter an Impact value. Select the Area to which the Issue relates. Add an Owner. Add the Target Date for reviewing the Issue. Add the Strategy for closing down the Issue or the latest update on progression in the Strategy/Comments field. Click “Add Issue” or “Update Issue” button to Save.

D. Project Control & Reporting

D301Update ProjectRisk Register

D301Update ProjectRisk Register

• The Risk Register should be reviewed and updated at a regular frequency throughout the Project life-cycle to ensure appropriate action is taken to mitigate risks

• Menu Path: Project Planning/ Risks& Issues/Risks. Select the View Risks tab, use the Edit button to update the appropriate Risk Information.

• Circulate the Risk Report for meetings: Menu Path: Reports/ Project Management/ Risk Analysis

Project Owner

Project Leader

Project Rights


WSIP Admin

37

D4. Related Reports

• Menu Path Reports/ProjectManagement/Issue Analysis

• Run Report

D402Issues Report

D402Issues Report

D. Project Control & Reporting

D401Risks Report

D401Risks Report

• Menu PathReports/ProjectManagement/Risk Analysis

• Run Report

Project Owner

Project Leader

Project Rights


WSIP Admin

38

Section E - Over-View Project Control & Reporting-Financial Management and Reporting

This section tells you how to control and report all aspects of financial management using ProjectVision.

39

E. Project Control & Reporting - Financial Management and Reporting

E. Project Control and Reporting - Financial Management & Reporting

E5View WSIP01

Summary

E5View WSIP01

Summary

E4Create WSIP02

Claims

E4Create WSIP02

Claims


Expenditure


Expenditure



E8Related Reports

E8Related Reports

E1Check Project


E1Check Project


E2Enter Approved

Grant

E2Enter Approved

Grant

E3Request FMS

Data

E3Request FMS

Data

Project Owner

Project Leader

Project Rights


WSIP Admin

40

E. Project Control and Reporting-Financial Management and Reporting

E1. Check Project Interface Details are Created

E101Check Project

Interface Details

E101Check Project

Interface Details

Menu PathProject Planning/Background/WSIP details

Check that you have entered:• Project Reference Number (The Department will communicate the amount of funding approved via letter) • FMS Job Code• Local Authority Reference number (option)

Update details

Project Owner

Project Leader

Project Rights


WSIP Admin

41


E2. Updating the Tasks with the Approved Grant Totals

E201Dept Communicates

the Grant Amount

E201Dept Communicates

the Grant Amount

• The Department will communicate the amount of funding approved via letter

• This “Approved Grant” amount then needs to be entered on to the project



E202Updating the

Relevant Task

E202Updating the

Relevant Task

• Go to the Appropriate Phase (Planning/ Construction) Task, in the WBS

• Open the Task Manager

• Select the Budget Icon

• Update the Budget Amount with the approved amount as per the Department

E203Updating the

Relevant Task

E203Updating the

Relevant Task

• Select the Budget Name and Budget Type from the available options in the drop down lists

• This Figure will then be displayed on the WSIP01 Form

Project Owner

Project Leader

Project Rights


WSIP Admin

42


E3. Request FMS Data

E301Claim Form

Administration

E301Claim Form

Administration


• WSIP/Claim Forms

E302WSIP Form Control

E302WSIP Form Control

• Select a Claim Period

• Request the Relevant FMS data (Request an FMS Code Number from your Trainer at this point).

• Project Reference Number

• FMS Code• Local Authority Ref

No

E303Old/New Codes

E303Old/New Codes

• Please Note that if you are using Old Codes on your project these must be mapped directly against the relevant expenditure category using the “Unmapped FMS Data” Tab. This Tab Displays all of the data passed from the Financial System (AGRESSO, JD Edwards, Integra, Oracle) that has not been mapped directly on to your Claim Form.

E304New Codes

E304New Codes

• If you are using new Codes for your project then these will be mapped directly onto your LA Claim Form (no need to map)

• Select the Unmapped Radio Button and then click Edit on the RHS of the List to Map the op code to the relevant expenditure Category

Project Owner

Project Leader

Project Rights


WSIP Admin

43


E4. Create WSIP02 Claim Forms

E401Claim Form 02A and

02B

E401Claim Form 02A and

02B

• The Data you have Mapped/Input will now be viewable in the 02A(Planning Costs) and 02B (Construction Costs) forms which the system will automatically generate


• Project Finances/ClaimForms/02A/02B

E402Claim Forms

E402Claim Forms

• These are the forms that are submitted to the dept

• You can Drill down under the headings in each report to see a further breakdown

• At the Bottom of the report all Totals are displayed

• Each of these forms can be Exported to Word and printed for Submission

Project Owner

Project Leader

Project Rights


WSIP Admin

44


E5. WSIP01 Form

E50101 Claim Form

E50101 Claim Form


• Project Finances/ClaimForms/WSIP01

E502Claim Forms

E502Claim Forms

This is the Summary Form that is also Submitted with the 02A and 02B forms.Note that it also Contains the Figure for the Approved Cost of the Project that you entered on the WBS earlier

Project Owner

Project Leader

Project Rights


WSIP Admin

45


E6. Submit WSIP05 Form for Over Expenditure

E601Requests for further

Funding

E601Requests for further

Funding

• Additional request for Further Funding can be processed via the WSIP05 Claim Form


Project Finances/WSIP05

E602Updating the

Relevant Task

E602Updating the

Relevant Task

• Select The Expense Category (Planning or Construction)

• Define the Additional Extra Works Undertaken

• Enter the Proposed Increase in Costs

• Attach a Technical Document or Justification Document using the “Browse” Button

• Select the “Generate Claim” Button

E603Viewing the Claim

E603Viewing the Claim

• The Claim will be generated and can now be viewed on the “Previous Claims” Tab

• Select the Previous Claims Tab and select the appropriate Claim from the Drop down list

• The Claim form will then be displayed and can be exported to word for Submission

Project Owner

Project Leader

Project Rights


WSIP Admin

46


E7. Submit Final Project Costs and Accounts

E701Submitting Final

Project Costs and Accounts

E701Submitting Final

Project Costs and Accounts

• Navigate Using the Menu Path:

• Project Finances/WSIP07A/WSIP07B

E702WSIP07A and 07B

E702WSIP07A and 07B

• At the end of a Project the Project Manager will need to Submit the Final Project Costs and Accounts

• This is done using the WSIP07A and WSIP07B forms

E703Completing the

Forms

E703Completing the

Forms

• Simply access the Forms using the menu path defined in step E701

• Export the Relevant Form into Word and print it off for Manual Completion and submission

Project Owner

Project Leader

Project Rights


WSIP Admin

E705 Detailed Project Expenditure Report

E705 Detailed Project Expenditure Report




E704 Project Financial Tracking Report

E704 Project Financial Tracking Report




47

Overview - Business Processes

F. Project Close Out

F1 Confirm Task &

Project Completion

F1 Confirm Task &

Project Completion

F2 Related Reports

F2 Related Reports

48

F. Project Close Out - Final Status and Accounts

F1. Confirm Task & Project Completion (Project Close Out)

F101 Check Final Task &

Project Status

F101 Check Final Task &

Project Status

• The Project Leader should ensure all tasks on the Project Plan are 100% complete on the ProjectVision System

F102 Update & Review

Final Risk Log


Final Risk Log

• The Risk Log should be updated to reflect the final status of all logged issues. All risks should be closed or escalated as appropriate.


Final Issue Log


Final Issue Log

• The Issue Log should be updated to reflect the final status of all logged issues. All issues should be closed or escalated as appropriate.

Project Owner

Project Leader

Project Rights


WSIP Admin

49


F2. Related Reports

F201 Project Task List

Report

F201 Project Task List

Report

• Menu Path: Reports/Project

Management/Project Task List

System Administrator

F202 Risk Analysis

Report

F202 Risk Analysis

Report

F203 Issue Analysis

Report

F203 Issue Analysis

Report

• Menu Path Reports/Project

Management/ Risk Analysis Report

• Menu Path Reports/Project

Management/ Issue Analysis Report

Project Owner

Project Leader

Project Rights


WSIP Admin

50


F2. Related Reports

F206 Detailed Project Expenditure Report

F206 Detailed Project Expenditure Report




F205 Project Financial Tracking Report

F205 Project Financial Tracking Report

• Menu Path: Reports/WSIP




Project Leader

Project Rights


WSIP Admin

51

Section G - Over-View Log Support Ticket to Ticket Resolution -

HELPDESKVISION This section tells you the steps you need to

logon to the helpdesk function, how to create a call and check logged call.

52


G. Log Support Ticket to Ticket Resolution - HELPDESKVISION





G3Resolve & Close

Call

G3Resolve & Close

Call

G. Log Support Ticket to Ticket Resolution

G1. Open Helpdesk Support Call - HelpdeskVision

G101Log-on to

HelpdeskVision

G101Log-on to

HelpdeskVision

• 1) Using the same username and password as your web-PCS ProjectVision password Log-on to the helpdesk via the HelpdeskVision link located on the PCS-website at www.wsntg.ie/pcs.asp

• 2) The Welcome Page Appears on log-on

G102Create

New Call

G102Create

New Call

G103Select

Problem Type

G103Select

Problem Type

• 1) To open a new Support “Call” either select the “New Call” link from the Welcome Page or from the Main Menu select Menu Path: “Create New Call”

• 2) The “New Call” entry screen tab is displayed

• 1) At the “New Call” entry screen tab select the “Problem Type”. This is categorised into the different menu areas of the web-PCS system and the PCS process

• 2) Once the “Problem Type” has been selected the “Category” drop-down box will appear beneath it

G104Select

Category

G104Select

Category

• 1) The selections in this box are a sub-category of the Problem Type based again on the web-PCS menu sub-options

• 2) Select the relevant category for your problem

• In some cases this may be the same as the “Problem Type” if menu sub-options are not relevant but an entry needs to be made to this field


Project Leader

Project Rights


WSIP Admin

G. Log Support Ticket to Ticket Resolution

G1. Open Helpdesk Support Ticket - HelpdeskVision

G105Enter Problem

Description

G105Enter Problem

Description

• 1) In the “Brief Description “ field enter the main details of the Problem

• There are 255 characters available for your description

• 2) In the “Additional Details” field enter any other relevant details regarding the Problem giving examples or data references in the system where applicable

G106Select

Problem Priority

G106Select

Problem Priority

G107Attach

Supporting Documents

G107Attach

Supporting Documents

• 1) In the “Priority” drop-down box select the severity of the Problem

• The Choices are Low/ Normal or Urgent

• 1) In the “Attach File” field you can attach any supporting documents of any file type

• You should only do this when you are ready to submit the “Call” entry

• You can browse for documents using the “Browse” button

G108Submit

Call

G108Submit

Call

• 1) Using the “Submit Call” button on the top right-hand corner of the screen submit the “Call”

• The “Call” or ticket will be sent to the System Administrator and assigned accordingly to the correct Support Analyst

G109View

Logged Calls

G109View

Logged Calls

• 1) Navigate to Menu Path: Logged Calls/My Opened Calls to view any Support Calls you have opened

• 2) View Closed Calls under the “My Closed Calls” heading

Project Owner

Project Leader

Project Rights


WSIP Admin

G2. Assign Ticket to Support Analyst - HelpdeskVision

G201Call Submitted

From User

G201Call Submitted

From User

• 1) The “Call” is submitted by the user as per step G108

• It is then available to the System Administrator for assignment to a Support Analyst

B. Log Support Ticket to Ticket Resolution

G202Assign “Call” Ticketto Support Analyst

G202Assign “Call” Ticketto Support Analyst

• 1) The “Call” is reviewed by the System Administrator and assigned to the appropriate Support Analyst

• The System Administrator will contact the Support Analyst via the appropriate media and seek to resolve the Problem within the given Service Level Agreement timelines in place

Project Owner

Project Leader

Project Rights


WSIP Admin

G3. Resolve Ticket Query - HelpdeskVision

B. Log Support Ticket to Ticket Resolution

G301Resolve

“Call” Problem

G301Resolve

“Call” Problem

• 1) The Support Analyst will review the “Call” details and will resolve the problem via the appropriate means.

• 2) The Support Analyst will then provide the solution to the System Administrator.

• 3) The System Administrator will update the resolution in the HelpdeskVision system under the appropriate “Call”.

G302Inform User

of “Call” Resolution

G302Inform User

of “Call” Resolution

• 1) The user will be informed of the “Call” resolution via email from the HelpdeskVision System once the System Administrator has closed the “Call” in the HelpdeskVision System.

• 2) In some cases it may be necessary that the System Administrator contacts the user via phone to check that the problem has been resolved in the web-PCS Production System, prior to closing the “Call” in the help desk system.

G303Close “Call”

G303Close “Call”

• 1) Once the “Call” resolution has been resolved and confirmed, it can be closed in the HelpdeskVision System

• The “call” is then viewable by the user under “My Closed Calls” in the “Logged calls” menu option.

Project Owner

Project Leader

Project Rights


WSIP Admin

57

Appendix 1 Project Rights - Project Owner

The rights for Project Owner cannot be changed by anyone on the system.

User is allowed to edit Recorded History

User is allowed to edit the Project Name or move it to a different directory

Details - Add, update and remove Details

General - View project and general report section

History Update - Add/Edit History on all tasks in project

Reports - User is allowed to view special reports which have a cost element

Reports - User is allowed to view the Cost section in Reports

Reports - User is allowed to view the Time section in Reports

Risks/Issues/Change Requests - User is allowed to add/edit Risk and Issues

Scope - Add, update Scope

Tasks - Full task changes on the Work Breakdown Structure and Gantt

Organisations - User can assign organisations to project

WSIP - User can edit all claim data

WSIP - User can edit the 'Breakdown of Costs'

WSIP - User can Create and Delete all the WSIP claim forms

Strategies - User can assign strategies to project


MSP - Can Export

58

Appendix 1 Project Rights - Project Leader

User is allowed to edit Recorded History

User is allowed to edit the Project Name or move it to

a different directory

Details - Add, update and remove Details

General - View project and general report section

History Update - Add/Edit History on all tasks in

project

Reports - User is allowed to view special reports

which have a cost element

Reports - User is allowed to view the Cost section in Reports


Risks/Issues/Change Requests - User is allowed to add/edit Risk and Issues

Scope - Add, update Scope

Tasks - Full task changes on the Work

Breakdown Structure and Gantt



WSIP - User can edit the 'Breakdown of Costs'


Strategies - User can assign strategies to project



59

Appendix 1 Project Rights - Team Member

History Update - Add/Edit History, but only on tasks where the user is a resource


Tasks - User can only edit tasks that they have been assigned to

60

Appendix 1 Project Rights - WSIP Admin



WSIP-User CANNOT enter FMS Job Code data using Project Planning-Background