MATRIX Planning Bubble Diagrams

TA Specific

Approved by: Stephen Adshead Approval date: 7 March 2007 Authored by: Jane Higginbotham/ Sue Eardley/ Sam Brightwell/ Jacqui Donahue Version: 1

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Table of content

1. SCOPE OF THIS DOCUMENT ................................................................................ 4

2. TYPOGRAPHICAL CONVENTIONS IN THIS DOCUMENT .................................... 4

3. DEFINITION OF A BUBBLE DIAGRAM .................................................................. 4

4. GENERATING A BUBBLE DIAGRAM FROM MATRIX PLANNING ...................... 4 Creating Bubble Diagrams from non-template plans ............................................................. 4 First Steps ............................................................................................................................... 5

5. TO GENERATE A BUBBLE DIAGRAM FROM A PLAN CREATED FROM A TEMPLATE OR FROM A TAGGED PLAN............................................................. 7

Report Wizard - Creating a Bubble Report....................................................................... 8 Plan Selection Page ................................................................................................................ 8 Bubble Activity Selection Page.............................................................................................. 9 Configure Sections Page....................................................................................................... 12

Opening Saved Reports...................................................................................................... 14 My Reports ........................................................................................................................... 15 Public Reports ...................................................................................................................... 15

Working in the Bubble Diagram....................................................................................... 16 Bubble Diagram Tab ............................................................................................................ 17 Bubble Detail........................................................................................................................ 17 Plan Task Detail ................................................................................................................... 18 Dates ..................................................................................................................................... 18 Configuration Tab ................................................................................................................ 20 Bubble Data Tab................................................................................................................... 22 Section Data Tab .................................................................................................................. 24

6. GUIDANCE - SPMT2 PROJECT SUMMARIES AND BUBBLE DIAGRAMS........ 25

Summary ............................................................................................................................. 25

7. VIEWING SAVED REPORTS & MAKING THEM PUBLIC .................................... 25

8. PROJECT SUMMARY REPORTS IN SPMT2........................................................ 27

Running the Project Summary Report............................................................................. 29

9. PROJECT SUMMARY REPORT – FURTHER INFORMATION ............................ 30

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10. EXAMPLES OF WHAT BUBBLE DIAGRAMS SHOULD LOOK LIKE FOR INCLUSION IN PROJECT SUMMARIES ............................................................. 31

Pre TG 2.5 Projects ............................................................................................................ 31

TG2.5 to TG4 Projects ....................................................................................................... 32

LCM Projects...................................................................................................................... 32

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1. Scope of this document The purpose of this document is to describe how Bubble Diagrams are created in MATRIX Planning and how they become available in SPMT2. This guidance is intended for Global Project Managers. At the end of this document and, as a guide, there are examples of what Bubble Diagrams should look like in the Project Summary Reports generated in SPMT2 covering three stages: Pre TG2.5 TG2.5 – TG4 LCM

2. Typographical conventions in this document

Buttons of any kind are being referred to in bold text. Fields with information or where to enter information and drop down lists are

being referred to in bold italic text. Dialog boxes are being referred to in italic text.

3. Definition of a Bubble Diagram A bubble diagram is an Excel-based visual representation of a project plan, where key plan milestones and activities are represented graphically. Although bubble diagrams do NOT reflect the inter-dependencies between plan activities, their visual nature combined with their simplified view of a project plan make them a useful vehicle for communicating a team's plan. Bubble diagrams are available in an automated manner and generated directly from MATRIX plans. 4. Generating a Bubble Diagram from MATRIX Planning To generate a Bubble Diagram from the MATRIX Plans the user must have a MATRIX Planning account and be in MATRIX Planning. http://matrix.rd.astrazeneca.net/Planning/defaultNew.asp?

Creating Bubble Diagrams from non-template plans You need to follow the instructions below to Create Bubble Diagrams from plans that have not been created from a template. New plans being created from template will already contain the default/standard bubble tags, but previously created plans will require the population of ‘Text 24’.

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First, decide what activities should be displayed in the Bubble Diagram. The user need only tag those that are of interest and agreed by the GPT.

First Steps Checkout the plan for update in MATRIX Planning.

Click on All Fields view and the Bubble ID field (Text 24) will be displayed. NB: If you cannot see the “All Fields” view select Tools/Macros/Security and make sure the setting is “low” and click OK.

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Click in the cell in this column next to the task that is to be tagged and click on MATRIX/Insert From Database. This will open a table containing all the available options. Click on the heading ‘ID’ and the list will sort alphabetically by ID. The user can sort by any of the headings on the table by clicking on that heading.

If possible use the listed options, but if none match the task the users require, they can type in their own code/description. *These tasks will be listed as “Custom fields”. Text 24 is not a mandatory or validated field, but it is best practice to use the codes supplied for consistency and reporting purposes. To populate the field, select the code/ID and click on the OK button.

Repeat this for all the tasks that require tagging. Once the tagging is complete be sure to check the plan back into MATRIX Planning by clicking on MATRIX/Check-in.

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5. To Generate a Bubble Diagram from a Plan created from a Template

or from a Tagged Plan. Click on the Reports/Plans menu selection. Click on Activity Bubble Diagram at the very bottom of the drop-down.

Clicking on this selection will take you to a report wizard. First the user needs to decide which plan/s they wish to create the bubble diagram from. Use the filters to locate the plan/s of interest.

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Report Wizard - Creating a Bubble Report

Plan Selection Page The Function filter allows the user to specify what functional area they wish to locate a plan from.

For GPMs select Therapy Area or Select one or all functions. Plans can be located function by function to allow the user to generate a list of plans across multiple functions. The Substance filter lists all the substances.

There is also a free text search that allows a user to search for plan/s with a specific word or phase in the title.

Therapy Area (TA) as function

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After all the filters are populated click on the Search button and all the plans fitting the selection filter criteria will be listed in the lower left pane. Highlight the plan/s and using the arrows, move the interested plan/s to the right pane. The double arrow moves all the plans; the single arrow will move individual plans.

Select all and move to the right

Select this item and move to the right

Move this item to the left

Move all items to the left

Once the plan/s of interest are moved to the right pane click on the Next button.

The wizard will take the user to the next selection criteria page.

Bubble Activity Selection Page This page allows the user to select just the items they are interested in displaying. By using the Section filter the user can see the activities listed for each function. All sections will allow the user to see the tagged bubble activities across all the functions or the user can focus on one function by using the drop-down box. Note that the Default set is automatically checked. This setting will only list those that have been pre-defined as the standard set. If the activities of interest are not listed it may be that they fall outside the ‘Default set’. Note that the wizard only lists the activities that are contained/tagged in the selected plan/s.

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Using the Function drop-down allows the user to limit the tagged activities to one functional plan’s activities.

Here is a view showing a Default List of TA/GPT Activities.

To show additional activities not categorized as ‘Default’, untick the Default set box and note that more activities may be listed. Those not part of the default are indicated in gray.

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Highlight the activity/s and, using the arrows, move the interested activities to the right pane. The double arrow moves all the activities; the single arrow will move individual activities.

Note that Custom Activities not on the standard Insert from database’ table are indicted in red and state <Custom Activity> next to them.

Once the activity/s of interest are moved to the right pane click on the Next button.

The wizard will take the user to the next selection criteria page.

Move all items to the right

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Configure Sections Page This page allows the user to customize the bubble before it is generated. The label, row colour or the section/functional order can be modified. Use the drop-down arrows to re-select a colour, or use the up/down arrows to move the position of a section/function.

Changes can be seen highlighted in yellow. Hover over the ‘?’ to see how many changes have been made. Click on Next to see more items that can be customized. Again, if there are drop-down items, use those selections; or if no drop-downs are available, the user can type in the changes.

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If the changes are no longer required they can be converted back to the original value by using the double arrow pointing left next to the description.

If these settings are something a user will want to use again click on the Save button. This allows a user to create numerous report formats for future use. The process of constantly re-selecting filter criteria is unnecessary if this feature is used.

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When the prompt box appears the user can type in a meaningful title for their custom settings. The user can create and maintain numerous report settings that can be called up when required.

Opening Saved Reports

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My Reports Clicking on Saved reports allows the user to see all the reports/formats they have created. The default page opens to the user’s own custom list of report settings. The reports are listed along with the date they were created/last updated.

Public Reports There is also an option to look at reports that others have created that they want to share. To see these reports click on Public Reports in the drop-down. This lists all the reports that are in the public domain for others to use. It is easy to tell a user’s own reports next to a public report. Public reports have two little heads next to them

To allow the user’s own reports to be shared by others, click on the ‘Report Details’ button tick the box next to ‘Public’ and then click on ‘Save’. The user can also remove

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their report/s from the public domain by clicking on the ‘Report Details’ button and unticking the box next to ‘Public’ and ‘Save’.

Before pressing “Finish” please save your Bubble report so that you can import the Bubble into SPMT2. Then click on ‘Finish’.

Working in the Bubble Diagram After the user clicks on ‘Finish’ the database is interrogated, the data is extracted, and the Bubble Diagram is created in Excel. Once in Excel the user can customise the format and modify the data. Note the tabs at the bottom of the page. * Note that the changes made on the Bubble diagram do not get copied back to the MATRIX plan/s.

. The user can toggle back and forth to the bubble or data by using the tabs at the bottom of the page.

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Bubble Diagram Tab Displays the graphic picture.

To see the details of a task, click in the bubble of interest and the Bubble Details box will appear.

Bubble Detail This contains the activity: date, section and description.

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Click on the Plan Task Detail tab for additional information.

Plan Task Detail This displays additional fields e.g. Milestone (Text22), D-code (Text 23). As this is a test plan, there is no D code and no other task specific details are displayed.

Dates Here we are showing a sample of dates displayed. The dates tab displays three sets of dates pulled from the actual MATRIX plan. It displays the scheduled dates, baseline dates, and actual dates if populated on the plan in MATRIX Planning.

Dates can be modified on this page by clicking on the ‘Unlock’ button. When the message box appears press ‘OK’ and the date fields become editable. Note the drop-down and calendar feature appear for easy modifications.

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After the changes are made click on ‘Draw Bubble Diagram’ to see the changes on the bubble.

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Configuration Tab

To change data on the Bubble Diagram you need to click on the “Unlock Bubble Data” button. The user must apply this button prior to any bubble modifications. Applying this button allows the user to change dates, labels, etc.

* Note that the changes made on the Bubble diagram do not get copied back to the MATRIX plan/s.

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The picture below displays some graphical changes that can be made.

Once all the changes are complete the user will have to click on the “Draw Bubble Diagram” button on the menu bar at the top left page in the Excel sheet.

The changes will than be displayed on a newly generated bubble diagram. There are three date options plus ‘Standardised’ that can be displayed on the bubble. Use the drop-down under “Options” in the tool bar to select the date type, and then click on ‘Draw Bubble’.

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Actual will be the date from the plan if the % complete has been filled in. It will only display those tasks with a date populated in that field.

Baseline will be the date in the “Baseline’ field. The user could either set the baseline for the project or specified tasks or could copy dates into that field. It will only display those tasks with a date populated in that field.

Scheduled is the active date on the plan. This is sometimes referred to as the

“Planned date.”

Standardised displays whichever of the 3 dates above comes first. The user can modify the breakdown of the diagram by using Year/monthly or Year/Quarterly drop-down. Selecting a number in the drop-down can modify the size. The smaller the number the more condensed the diagram. These options allow the user to fit everything on one page.

Bubble Data Tab This page displays all the raw data that was extracted from the plans via the database. This data can be modified to do scenario views. The user will need to click on the “Un-protect Bubble Data” button on the ‘Configuration’ page prior to making changes.

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To change the data the user may need to amend manually or should use the drop-down selection for ‘Section’ or ‘Symbol’

Once the user has made all the changes click on ‘Draw Bubble Diagram’ and those changes will be reflected on the bubble. Remember that any changes made on the bubble will not be copied back to the MATRIX plan.

The refresh data will go back to the database and redraw the bubble diagram with the most current data from the MATRIX Plan/s.

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Section Data Tab This page displays the sections name, ID and colours used in the bubble diagram.

The Bubble Diagram can be saved on any drive since it is in an Excel format. If the user wishes to refresh the data in the bubble with the most current data from the database they just have to click on the ‘Refresh Data’ option on the top menu bar.

This will pull in current data from the database onto the Bubble data page. To see the new data on the bubble the user will need to click on the ‘Draw Bubble Diagram’ option on the top menu bar.

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6. Guidance - SPMT2 Project Summaries and Bubble Diagrams

Summary To ensure that your Bubble Diagram appears in the drop-down list on the GPD tab in SPMT2 so that you can select which plan appears in the Project Summary report, make sure that you have:

entered a D-code against all activities in your plan entered Bubble ids against each activity you want to appear in the bubble

diagram made your plan ‘public’

Please see how this is done below. When a report has been created and saved, follow the steps below. 7. Viewing saved reports & making them public To view your ‘Saved Reports’ go to Matrix Planning\Reports\Plans\Activity Bubble Diagram then click on the ‘Saved Reports’ button.

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A list of your Saved Reports will appear, see below. Click on your selected report and press the ‘Manage’ button.

Click in the ‘Public’ box to make the report visible to other users and to allow you to select the bubble diagram from the drop-down list on the GPD tab in SPMT2, then click on ‘Save’.

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8. Project Summary Reports in SPMT2 A Project Summary Report is created in SPMT2 and comprises the following elements: 1. Project Summary 2. Bubble Diagram 3. Commercial Dashboard The report extracts some information directly from SPMT2 and Matrix, but some manual data entry is required. It should be updated at any time if significant changes (i.e. changes to time, value or costs) occur with the project, and/or at the Major and Minor Portfolio Review. Senior management use the Project Summaries report throughout the year, so it is important that you are comfortable with the published information they will be viewing and that you update it when you feel necessary. For pre-TG2.5 projects, the Commercial Dashboard data are optional in the period MS4 to TG2.5, but must be completed for the TG2.5 decision. There are two versions of Page 1 – i) Pre TG2.5 and ii) Post-TG2.5. The correct version will appear automatically when you select the project, a pre TG2.5 Project Summary Report is shown here:

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Development programme to next milestone shown as bubble diagram (pre-populated from MATRIX)

An Example of the Commercial Dashboard

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Running the Project Summary Report To open the report, select the ‘Project Summary’ report from the ‘Reports’ option on the grey menu bar. The screen below will appear

After you have selected the relevant project, the Project Summary page will appear on screen as shown below.

Select the TA, Brand then Project that you wish to create the report for.

If you have read and write access, select to view either ‘WIP’ or ‘Published’ data in the report using the radio buttons. Note: the same MATRIX Planning bubble data will be shown regardless of whether the user chooses to view ‘Work-in-Progress’ or ‘Published’ data as MATRIX Planning does not have a ‘Work-in-Progress’ area

To view the project list and select another project, click on this button.

To view the full report, press the ”Report in Excel” button. This will export the report to Excel where it can be printed or saved elsewhere.

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nce the “Report to Excel” button has been selected the read-only report will appear as shown below:

9. Project Summary Report – further information For further details about how to enter data for every section please refer to the SPMT2 Guidelines, section 4.13. Once all the data has been entered in the Project Summary & Commercial Dashboard tabs press “Save” at the bottom of each screen. For the most up-to-date available report the project must be republished and this should be done as follows: From the Project Summary Report screen, select ‘SPMT2 Home’ Go to the Brand/ Brand Maintenance section from the grey menu bar Make the appropriate Brand and Project selections by using the check boxes

To view the Project Summary, Bubble Diagram, and Commercial Dashboard information, select the relevant tab here.

Select the ‘Print Project Summaries’ button to print all three pages of the report (one per page, scaled to fit in landscape mode).

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Select ‘Publish ALL selected Brands’ button A confirmation message will appear, listing all Projects that have been published

successfully

10. Examples of What Bubble Diagrams Should Look Like for

Inclusion in Project Summaries The following are examples of what Bubble Diagrams should contain at different project stages for inclusion in the SPMT2 Project Summaries.

Pre TG 2.5 Projects The Bubble should include detail up to TG2.5 and only an outline set of activities to launch.

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TG2.5 to TG4 Projects More detail is required for the phase between TG2.5 and launch and the Bubble here is an example of what it could look like.

LCM Projects All key activities should be included in order to describe the scope of the project, e.g. Clinical studies and Formulation activities. A simple listing of tollgates and milestones alone is not sufficient. Here is an example of an LCM Bubble Diagram.