Add-in: PMBOK Guide Accelerator

The  Accelerator for the PMBOK Guide (PMBOK Guide Accelerator) provides a starting point for a custom configuration that supports best practices that originate in the PMBOK Guide. This add-in provides all of the following features:
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The 
Clarity Project and Portfolio Management (PPM)
 Accelerator for the PMBOK Guide
 (PMBOK Guide Accelerator) provides a starting point for a custom configuration that supports best practices that originate in the PMBOK Guide. This add-in provides all of the following features:
  • Dashboards
  • Portlets
  • Project templates
  • Document templates
  • Processes
  • Access rights
Use this accelerator as is, or have your administrator configure the system. You can adjust the interpretation and implementation of the PMBOK Guide best practices. To structure your project and define the information that is needed throughout your project lifecycle, use your project management knowledge and best practices.
The
Project Management Body of Knowledge (PMBOK
®) is highly
descriptive
and is not
prescriptive
. No requirements stipulate the use of certain project management practices. The PMBOK provides you with guidelines that are based on industry best practices. What is valid for your organization is often not valid for another. Use the practices that best meet your needs.
For more information about the PMBOK, see the Project Management Institute (PMI) website at www.pmi.org.
2
PMBOK Guide Accelerator Release Notes
Use the PMBOK Guide Accelerator Release Notes to plan a custom 
Clarity Project and Portfolio Management (PPM)
 configuration with best practices from the 
PMBOK Guide. 
The following new features and enhancements are available with this version of the accelerator:
  • New add-in installation process. If you previously used Studio to configure PMBOK Accelerator views, filters, or portlets, these configurations remain as-is and are not overwritten by new or changed content during the installation. You can decide whether to make manual changes to your existing configurations or to apply the new content.
  • Updated reports to support CABI 3.2 and the new security model.
Content Add-in Installation Process
Clarity Project and Portfolio Management (PPM)
 Release 14.1 introduced a new add-in installation process that also applies to Release 14.2 and newer releases. If you previously used Studio to configure PMBOK Accelerator views, filters, or portlets, these configurations remain as-is and are not overwritten by new or changed content during installation. You can decide whether to make manual changes to your existing configurations or to apply the new content.
Document Templates from the PMI Compendium
The PMBOK Guide Accelerator includes the following documents that are based on templates from 
The PMI Compendium of Project Management Practices
. Project teams can create an unlimited number of each document for each project to meet their needs.
  • Product Description
  • Project Charter
  • Project Scope Statement
  • Scope Management Plan
  • Quality Management Plan
  • Risk Identification - SWOT Analysis
  • Project Report
  • Lessons Learned
  • Project Closure
Document Review and Approval Processes
After they prepare the documents, project managers can submit six of the nine documents for review. When submitted, the documents are locked from updates, and members who have been specified as the project review team are notified that their review or approval is required. The document status is then updated based on the review team actions. Documents remain locked from updates unless the review team rejects them.
The following document review and approval processes are included:
  • Change Request Review
  • Lessons Learned Review
  • Project Closure Review
  • Project Report Review
  • Project Scope Statement Review
  • Product Description Approval
  • Project Charter Approval
Project Plan Update
Project managers can send email to update the change control board members when they change the project plan.
Project Dashboard
The PMBOK Guide Accelerator includes a project dashboard with the following portlets:
  • Project Status. Provides project status information.
  • PMO Dashboard. Provides a link to the PMO dashboard for customers who install the PMO Accelerator add-in.
  • Project By Variance and Performance. Provides task-level performance summaries.
  • Project Checklist. Provides a status view of tasks selected as project checklist items. The default configuration shows the 38 tasks listed on the PMI Compendium project planning checklist.
  • Project Document Review Status. Provides project team members a place to check the review and approval status of key documents, to quickly access them, and to follow up with pending reviewers.
Business Object Reports
The PMBOK Guide Accelerator includes two reports that are formatted for distribution in project status meetings. The Project Report shows historical project reports, including historical views of project KPIs at the time of report submission. The Project Status Snapshot shows an up-to-date view of key project information and performance data taken from key documents and the project activities.
As part of the 13.3 release, reports were updated to support CABI 3.2 and the new security model.
Management Views
The PMBOK Guide Accelerator includes four management views. Stakeholders and project managers can monitor key information across projects. The management view pages provide summary information for selected project artifacts, and easy drilldown to source documents for more details. The following management views are included:
  • Project Charters
  • Project Reports
  • Lessons Learned
  • Risks, Issues, and Change Requests
Executive Dashboard
Stakeholders and project managers can review key information across their projects using the three portlets on this dashboard: Project Status, Project Variance and Performance, and Projects by Phases.
Certified and Supported Versions
For information about add-in version compatibility with 
Clarity Project and Portfolio Management (PPM)
, see
Add-ins Compatibilities in the CA PPM Release Notes
.
Localization
The user interface is available in the following supported languages:
  • Brazilian Portuguese
  • Czech
  • Danish
  • Dutch
  • English
  • Finnish
  • French
  • German
  • Italian
  • Japanese
  • Spanish
  • Swedish
Third-Party Acknowledgements
This product includes copyrighted material from the Project Management Institute, Inc. (PMI Material). PMI Material includes the PMBOK, 
The PMI Compendium of Project Management Practices,
 and the PMI 
Combined Standards Glossary
. The PMI Material is licensed to CA Technologies for use in this product. Unauthorized reproduction of PMI Material is strictly prohibited. 
The acronym PMBOK is a trademark and PMI is a service mark and trademark of the Project Management Institute, Inc. Some trademarks are registered in the United States and in other countries. While this product contains PMI Material reproduced with permission of PMI, such licensing of PMI Material does not constitute an endorsement of this product.
This article includes the following documents, which are based on templates from 
The PMI Compendium of Project Management Practices
:
  • Product Description
  • Project Charter
  • Project Scope Statement
  • Scope Management Plan
  • Quality Management Plan
  • Risk Identification - SWOT Analysis
  • Project Report
  • Lessons Learned
  • Project Closure
  • Project Checklist
Install and Configure the PMBOK Guide Accelerator
  1. Install the add-in. For instructions, see 
    Installing and Upgrading
    .
  2. Do the following for each administrator, project manager, team member, and executive who will be working with PMBOK Guide projects and documents:
    1. Create a resource. Make sure that you enter valid email addresses for all project managers and the resources that are identified as reviewers so that email notifications are successfully sent and received.
    2. Add the appropriate PMBOK Guide Accelerator access group to the resource.
  3. Modify the phases that are included with the Standard phase type, and define any additional sets of phases to meet the organization project needs.
  4. Create project templates for each of the organization project types.
  5. Modify the tasks that are part of the templates to match the tasks that the project type uses. You can modify tasks to use terminology that your team uses and add any attributes for tasks of standard project types, such as effort, cost, and resources.
  6. Create the additional PMBOK Guide documents that your organization uses.
  7. Assign the global access rights for the new PMBOK Guide documents to the appropriate PMBOK Guide Accelerator access group.
  8. Configure the documents to meet the organization needs, and disable or delete any documents the project team does not use.
  9. Activate the PMBOK Guide processes.
Create the Documents That Your Organization Uses
The PMBOK Guide Accelerator includes a set of PMBOK Guide documents that are part of the PMBOK Guide project templates. You can create and define the additional PMBOK Guide project documents that are used by your organization and add them to the template. When project managers use a PMBOK Guide template to create a new project, the set of documents is included with the new project.
You create a document as a subobject to the Project object using Studio. Users access the subobject from a subpage that displays as a link on the properties menu for PMBOK Guide projects.
By default, the subpages added to the project object view appear for standard projects and PMBOK Guide projects. If you do not require the projects to display the new document link on the properties menu, add the display condition that limits the display of the subpage to only PMBOK Guide projects.
Follow these steps:
  1. Create a new object and select Project as the master object.
    A new subobject for the document is created. A new subpage for the project's Properties view is also created.
  2. Add attributes to the new object.
    The document includes fields.
  3. Open the Project object, click to edit the project properties view, and open the new subpage.
    The property layout page appears with the new subpage listed.
  4. Define the new subpage properties, such as modifying the label for the link that displays for users on the properties menu.
    The subpage properties page appears.
  5. Add the following display condition so that the subpage displays for PMBOK Guide projects only:
    ( Project PBK Project Flag = 1 )
    The new PMBOK Guide document is created.
Upgrade to Universes with New Security (Add-ins with Reports)
The universes and stock reports are stored in the Business Intelligence Archive Resource (BIAR) file that is included with the add-in. If your company takes advantage of the Business Objects reporting security model, import the BIAR file using the Business Objects Import Wizard. Repeat the steps that you used for importing the 
Clarity Project and Portfolio Management (PPM)
 universe and stock report information to import the BIAR file for the add-in.
BIAR file name:
 CA_Clarity_PBK.BIAR
PMBOK Access Groups
The PMBOK Guide Accelerator includes access groups representing specific project roles. Each access group is associated with a set of access rights to secure and restrict access to specific 
Clarity Project and Portfolio Management (PPM)
 features and data, including pages, portlets, and fields. The PMBOK Guide Accelerator includes special content that is designed for the following access groups. Each access group includes access rights that allow group members access to secured 
Clarity Project and Portfolio Management (PPM)
 pages, dashboards, portlets, and documents.
  • PBK Project Manager
    . Members of the access group are project managers that are concerned with the direction and performance of their investments and the projects under them. They create, monitor, review, model, and approve portfolios of projects and other work goals of project managers under them. The project managers also manage the schedule, resources, tasks, risks, and issues.
  • PBK Executive
    . Members of this access group monitor the progress of their projects and manage change in scope. They review and approve documents, and review project plan updates. Add this group to resources to be assigned as document reviewers or members of the change control board.
  • PBK Team Member
    . Members of this access group complete their assigned tasks on schedule. They review project tasks, schedules, reports, and documents and log time on their tasks using time sheets.
  • PBK Administrator
    . Members of this access group are administrators that set up 
    Clarity Project and Portfolio Management (PPM)
     and the PMBOK Guide Accelerator. The project team can then begin working with their projects.
PMBOK Project Templates
The PMBOK Guide Accelerator includes two project templates. Projects that you create based on one of these templates can use features included in this add-in. The PMBOK® Guide Project Planning Checklist Template project template comes with 38 tasks that map to the tasks listed on the PMI Compendium project planning checklist. 
Create new PMBOK Guide projects from one of the PMBOK Guide project templates. You can also create projects from another project template that was previously created from a PMBOK Guide project template. This practice ensures that your new projects can use the PMBOK Guide Accelerator features.
The project templates are ready to use; no further setup is necessary. However, configure and duplicate them to create new project templates for each of your organization project types.
  • PMBOK
    ®
    Guide Project Template
    When you create a project from this template, the project includes:
    • The PMBOK Guide documents that are based on templates from the
      The PMI Compendium of Project Management Practices
      , and related processes.
    • The PMBOK guide layout page.
    • The PMBOK Guide portlets that appear on the project dashboard page.
  • PMBOK
    ®
     Guide Project Planning Checklist Template
    This project template includes the same features as the PMBOK Guide Project Template. The checklist template also includes a high-level list of key project tasks. The project manager can use these tasks to manage project execution or plan projects.
PMBOK Project Tasks
PMBOK Guide project key tasks are included with the projects that you create from the PMBOK Guide Project Planning Checklist Template project template, or from project templates that are based on the template. The tasks display in the project task list and in the project checklist portlet on the dashboard. The tasks match the project planning checklist in The PMI Compendium of Project Management Practices.
Use the project tasks as is, or change them to match the types that are used by project managers. For example, project managers can update the project template with tasks that have associated time and resources. Project managers can add, remove, and reorder tasks.
The following key tasks are included:
  • Goals and objectives
  • Scope
  • Major deliverables
  • WBS
  • Top-down planning estimates
  • Major milestones
  • Master integrated schedule
  • Product and services requirements
  • Phase Plan
  • Organization Plan
  • Performance, evaluation and test plan
  • Change Control Plan
  • Problem Tracking Plan
  • Documentation Plan
  • Education Plan
  • Communication Plan
  • Legal and Regulatory Requirements Plan
  • Risk Assessment
  • Risk Management Plan
  • Reliability, Availability, and Usability Plan
  • Preliminary Support Plan
  • Interdependencies Plan
  • Resources Plan
  • Project Plan
  • Opportunity Costs
  • Budget
  • Financial Analysis
Integrated Business and Realization Plan
  • Functional Deliverables
  • Top-level Architecture Specification Plan
  • High-Level Functional Specifications
  • Bottom-up Task Estimates by functional groups
  • Detailed Functional Planning and Schedules
  • Functional Schedule Critical Path Analysis
  • Master Schedule Critical Path Analysis
  • Functional Coach Approval and Commitment
  • Master Schedule and Plan
  • Planning Phase Checklist
PMBOK Phases
Project managers use the project phase to reflect the current phase of the project. Select the project phase using the Phase field on the project properties page. Your administrator can define different sets of phases for different project types.
The following phases are included with the Standard phase type:
  • Requirements
  • Design
  • Build
  • Test
  • Launch
PMBOK Guide Document Components
PMBOK Guide documents include the following components. The administrator controls the access to the components to grant the access rights.
  • Reports: 
    You can export report data to a Microsoft Excel spreadsheet so that you can perform statistical operations, such as SUM and AVERAGE. To export the results to Excel, open the report and select Export to Excel.
  • Actions Menu and Edit Mode: 
    You can edit some of the document data directly from the list page for that document type. For example, if you have project scope statement documents that are not yet submitted for review, you can edit the scope statement name and review the completed date directly from the list page.
  • Processes: 
    You can view initiated processes or you can create new processes using the Processes page. For example, create a process that notifies the managers when the status of a document changes to "Approved." You can also define a process to take an action, such as changing the project progress to "Completed."
  • Audit Trail: 
    Audit Trail keeps a historical record of all changes, additions, and deletions that occurs to specified document fields. Use the page to view a log of change, addition, or deletion records for any of the fields for auditing. Audit Trail appears if your administrator has set it up and if you have the appropriate access rights. The administrator also determines the fields to audit and the information that is stored in the audit trail.
PMBOK Document Review and Approval Processes
Actions such as submitting a document for review from PMBOK Guide documents trigger processes that move the document through a review or approval cycle. Use the processes as is, or have your administrator configure them to match the review and approval cycle. Also, view a diagram of the process flow on the process flow diagram page of process definition.
The following review-type processes are included:
  • Change Request Review
  • Lessons Learned Review
  • Project Closure Review
  • Project Report Review
  • Project Scope Statement Review
The following approval-type processes are included:
  • Product Description Approval
  • Project Charter Approval
The Document Review Process
Create a topic for each exercise and work in the topic. The document review process relates to the lessons learned, project scope statement, project report, and project closure documents, all of which go through a similar workflow.
The following tasks are involved in the review of the documents in the management of a typical PMBOK Guide project:
  1. The project manager defines the resources who review and approve the documents that require a review.
  2. The project manager creates and saves the document.
  3. The project manager submits the document for review. The review process is initiated.
  4. The reviewer receives an action item to review the document and completes their review. Once all reviewers assigned to the project complete their review, the status of the document changes to 
    Reviewed
    . The review process ends.
The Document Approval Process
The document approval process relates to the product description and project charter documents, both of which go through a similar workflow.
The following are the approval tasks for the documents that are related to the management of a typical PMBOK Guide project:
  1. The project manager defines the resources who review and approve the documents that require a review and approval.
  2. The project manager creates and saves the document.
  3. The project manager submits the document for approval. The document is locked from further updates and the approval process is initiated.
  4. The reviewer does one of the following:
    • Approves the document. The status of the action item changes to Approved, and the document Approval Status is set to Approved.
    • Rejects the document. The status of the action item changes to Rejected, and the document Approval Status is set to Rejected.
    If reviewers reject the document, the status of the action item changes to Rejected even if other reviewers approve the document, or leave the document status as Open.
    After all reviewers assigned to the project complete their review and approval of the document, the process changes the status of the document to Approved. The review process ends.
The Change Request Review Process
The Change Request Review process relates to the project plan updates that are included in change requests. The following tasks are involved in the review of project plan updates, which are part of the management of a typical PMBOK Guide project:
  1. The project manager defines the resources who review the project plan updates that are included in change requests.
  2. The project manager creates and submits the project plan update. The process is initiated.
  3. The change control board member receives an email notification from the project manager to review the document. The review process ends.
PMBOK Project Report
The Project Report provides a summary of the progress to date and the overall project situation. The report contains sufficient information to let project stakeholders decide what to do next with the project. The financial information in the report is from the latest project report. You can view past project reports complete with their historical financial information. When used with project status review meetings, the reports provide essential means to maintain levels of communication among project stakeholders.
Parameters
  • Project OBS
    Indicates the OBS unit that is used to filter the report. Click the Browse icon and select the OBS unit from the list.
  • Projects
    Indicates the project data that is included in the report. Click the Browse icon and select the projects from the list.
  • Status
    Indicates the review status of the project report documents that are included in the report. You can select multiple statuses.
    Values:
     New, Submitted for Review, and Review Completed
  • Project Manager
    Specifies the name of the project manager to filter.
  • From Date
    Defines the date from which to filter this report. To select a specific day, select the Specific Date option and enter a date in the text field in the mm/dd/yyyy format. Or, click the Select Date icon to select a day from the calendar. To select a relative date such as Start of Next Month, select the Relative Date option and select the relative date that applies.
  • To Date
    Defines the date to which to filter this report. To select a specific day, select the Specific Date option and enter a date in the text field in the mm/dd/yyyy format. Or, click the Select Date icon to select a day from the calendar. To select a relative date such as Start of Next Month, click the Relative Date option and select a relative date.
Report Fields
Fields in this report are similar to the fields in the project report document, such as scope status, schedule status, and cost status.
PMBOK Project Status Snapshot Report
The Project Status Snapshot report allows project managers to evaluate project schedule and budgeted cost variance at the phase or task level. This report displays the start date, finish date, percent complete, EAC, BAC, EV, PV, AC, CV, Schedule Performance Index (SPI), and Cost Performance Index (CPI).
Members of the following access groups have access to the report:
  • PBK Project Manager
  • PBK Executive
Parameters
  • Projects
    Indicates the project data to be included in the report. Click the Browse icon and select the projects from the list.
  • Project Manager
    Specifies the name of the project manager to filter.
  • Level of Detail
    Specifies the level of detail that appears on the report. Select the level from the drop-down.
  • Project OBS
    Indicates the OBS unit that is used to filter this report. Click the Browse icon and select the OBS unit from the list.
Report Fields
Fields in the report are derived from the latest submitted project report. The project description/synopsis is extracted from the last submitted project charter. Other report fields are the same as the fields in the management views, such as actual cost, earned value, and cost variance.