Program Management Practice

Program Management Portal:Overview for the Client

© 2011, 2014 IBM Corporation

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Learning Objectives

Obtain an Overview of PgMP:

1) Client Education2) Introduction3) Access / Login4) Tool Basics5) Left Hand Navigation6) Child Records7) Tasks in the Portal8) Portal Functionality9) Support Model10) Next Steps

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PgMP Client Education Suite

*

* Recommended Education Module3

PgMP Overview

The Program Management Portal (PgMP) is:

– A globally standard application tool that includes workflow capability and Contract level customization

PgMP Release 1:– RFSs submitted by Clients, check statuses of RFS and other processes, and provide approvals in real time via the Web

PgMP Release 2: –Submission of Issues, Contract Changes Project Change Requests (PCRs), and Risks by Clients

PgMP Release 3:–Unwithdraw, Delete/Undelete, and email notification capabilities

PgMP Release 4:– IBM V17 design standards, Approval object, additional approval routing options, and Catalog options

PgMP Release 5:– Actions by Clients, improved Export mechanism, additional fields and routing capabilities

PgMP Release 6:– Client Dashboard, and Catalog Only request type

PgMP Release 7:– Improved search capabilities, Explorer view, Improved document/attachment handling and ability for IBM to add any email address for notification purposes

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PgMP Access / Login

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Contract Setup – Org. Structure

Single Tier- One layer

or

Multi Tier- Up to 4 layersL1

L2

L3L3L3

L2

L2

L3 L36

Basics of Contract Setup Continued

• Roles– User Type

• Client (8 possible roles)

• IBM (13 possible roles)

– Assignment Type• Primary

• Secondary

Client RolesClient Approver**

Client Budget Approver**

Client Contract Chg Mgr**

Client Deliverables Manager**

Client Focal Point**

Client Issues Manager**

Client Read Only**

Client Requester**

IBM RolesIBM Business Office*

IBM Contract Change Manager*

IBM Delivery Coordinator

IBM Deliverables Manager*

IBM Issues Manager*

IBM Legal Contract Support*

IBM PE*

IBM Projects Control Manager*

IBM Project Team Lead

IBM Risk Manager

IBM RFS Manager*

IBM Read Only*

IBM Solution Design Team Lead*

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PgMP Record Basics – Part 1

• Record Elements– Required Fields– Custom Fields

• Public

• Client Only

– Assigning records• Defaults to the record

creator

– Reassigning recordsSample Fields

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PgMP Record Basics – Part 2

• Record Elements– Top Level Records

• Catalog Only Request*

• Contract Change

• Issue

• Request

• Risk

– Child Records• Action

• Approval

• Attachment

• Catalog Request Change (CRC)

• Comment

• Issue

• PCR

• Risk

Sample Hierarchy

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Left Hand Navigation

• Left Hand Navigation– PgMP Home– My organizations– My work– Active work– Completed work– On hold work– Deleted work– Create– Search for records– Search for attachments– My preferences– Exports– Help

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PgMP Home

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My organizations

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Work Queues

• My work• Active work• Completed work• On hold work• Deleted work

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Create

• Make a new record in the portal

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Search for records

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Search for attachments

My Preferences - 1

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My Preferences - 2

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Exports

• Clients can export fields and/or the history records for all or select record types in PgMP

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Help

• Takes users to the Client User Guide– More details PgMP

• Basic Navigation

• Work Lists

• Attachments

• Supporting Assets

• Workflows

• Exports

– Links to PgMP education videos• MS Power Points

• Scripts

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Supporting Assets Records

• What Child Records can Clients create in the Supporting Assets tab?– Actions– Approvals– Comments– Catalog Change Requests*– Catalog Only Requests*– Contract Changes– Issues– PCRs– Risks

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Approvals

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Comments

• What is a Comment?– A Comment is text that can be associated with a record

• What are the attributes of a Comment?– A Comment can be open for discussion or closed which does not

allow others to respond to it• If a comment is open other users can respond to it and these

discussions can be viewed along with the original comment

– A Comment must be a child of another record– A Comment cannot have attachments associated with it– Any Client user of PgMP can create a Comment– Comments cannot be put On Hold or Withdrawn– Comments can only be edited by its creator– Users can subscribe to be alerted whenever a comment is changed

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Actions

• What is an Action?– An Action is a record that can be used to track progress on an assigned

task that allows attachment of work products

• What are the attributes of an Action?– An Action cannot be a top level record– An Action can have Approvals, Attachments and/or Comments

associated with it– Any Read/Write user of PgMP can work, put On Hold and/or Complete

Actions– Actions can be Assigned to anyone who can view its parent– Actions cannot be Withdrawn

• Closed when completed or no longer needed

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Contract Chg / Issues / Risks / PCRs

• What is a Contract Change in PgMP?– A Contract Change is a change to the contract Term, Conditions or

Schedules.• What is an Issue in PgMP?

– An Issue is a program level problem that requires the intervention of the Project Executive and/or the Account management team to facilitate resolution.

• What is a Risk in PgMP?– A Program Risk is a potential event or future situation that may adversely

affect the program that requires the intervention of the PE and/or the Account management team to facilitate effective management.

• Issues and Risks can be either a Parent or a Child Record– These record types are covered in more detail in the “Contract Management

and the Client” education module.• What is a Project Change Request?

– A Project Change Request or PCR is a directive to implement a change to an approved Request for Service. PCRs can only be a Child Record

– This record type is covered in more detail in the “Request Management, PCR and the Client” education module.

• What is a Catalog Request Change (CRC)*25

Attachments

Associate a document or URL within the portal:

– Attachments can be added in several ways:• from the Attachments tab of a record • from the Select button in the Work list screens for a record • from the My Organizations view at the Organization level

– New version can be added from the Attachments tab and from the Add new version button on the Attachment List

– Multiple attachments can be downloaded at one time– Important Facts:

• Can be made visible to all users or just Clients• Can be marked “Obsolete” and removed from the attachment list• Cannot be updated once marked Final• The title of an Attachment must be unique• No files should contain personal information• Can be searched through the Search attachments query

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Notes

• Running dialogues about a record:– Cannot be added to Attachments or Comments– Public record for IBM and the Client– Not exportable– Number of existing Notes will be in listed in the tab

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Explorer / History / View Audit

• Explorer Tab– Shows the parent-child relationships between records 

(Notes are the only exclusion)– Record titles are hot links for quick navigation– An asterisk after a record's title indicates it has been

subscribed by the user

• History Tab– What has been done to a record, when and by whom

• It clearly traces each step a record takes in the process

• Users can view online or in a printer friendly format

• View Audit Button– Complete history for one field in a record– Available to any IBM or Client user

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Copy

• Create a duplicate of an existing record in the portal

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On Hold

• Take a record out of the Active work queue temporarily

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Withdraw / Unwithdraw

Withdraw: Ends the workflow for a record and any associated child records. It removes a record from the Active Work list and places it in the Completed work list

Unwithdraw: Reinstates a withdrawn record and any associated child records to the Active work list from the Completed work list

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Delete / Undelete

• Delete: Removes a record and all of its children from Active work to Deleted work • Undelete: Reinstates deleted records and their children to Active work • Only authorized users can delete or undelete a record• Attachments cannot be deleted from PgMP

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Subscribe

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Reassign / Roles Reassign

Reassign: changes ownership of a record in the portal– The tool will provide the list of who is

eligible to become the owner of a record

Roles Reassign: changes a Primary role for a specific record – Located in the Details tab of

a record in the Roles twistie– The tool will provide the list

of who is eligible to become the Primary for a role for a record

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Automated Workflows

Example of a Basic workflow

Note: Users receive automatic email notifications when a record is assigned to them

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PgMP Functionality for Clients

Record Types that can be created by Clients are highlighted in yellow and denoted by an asterisk.

To download a copy of this chart click the MS Excel icon

Microsoft Office Excel 97-2003 Worksheet

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PgMP Support Model

• Contact your IBM Account Focal Point for any

questions on or issues with PgMP– Examples are:

• How do I get an IBM ID?

• I forgot my password.

• Why can’t I add an attachment to a record?

• How do I add a comment?

• Can I print out a list of my Request records?

• I can’t get into the portal.

• I receive an error message when I try to submit a request.

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Next Steps …

• Additional education– Complete any other PgMP modules that fit your job

role:

• Request Management, PCRs and the Client

• Contract Management and the Client (Covers Issues, Deliverables, Contract Change and Risk Management)

– Account specific education (See IBM Account Focal Point)

• Additional information• For additional information on PgMP, as well as links to

PgMP education view the Client User Guide

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