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extensions:project_management_extended
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Project Management Extended
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 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
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
- List of open Risks, Issues, Project Changes, Deliverables, Deliverables' Gantt view
Project Dashboard
Under Project Management Menu, you have dashboard that will present open project, risks, issues, deliverables.
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.
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 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.
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.
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).
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.
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.
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 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 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 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.
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: 2021/02/24 14:40 (external edit)