PMBOK Guide Accelerator Projects

You can create new PMBOK Guide Accelerator projects from a template. You can also convert projects from cappm to PMBOK format and from PMBOK to cappm.
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You can create new PMBOK Guide Accelerator projects from a template. You can also convert projects from
Clarity PPM
to PMBOK format and from PMBOK to
Clarity PPM
.
2
Start a PMBOK Guide Project
You can roll up PMBOK Guide projects into other programs and portfolios like you can with standard 
Clarity PPM
 projects. The data from the projects appears in various portfolio and program dashboards and dashboard layouts. The data is also included in management views and reports.
Follow these steps:
  1. Open the Portfolio Management menu and click Projects.
  2. Create a new project from a PMBOK Guide project template or convert an existing project to a PMBOK Guide project.
  3. Define the PMBOK Guide project properties.
  4. As your project progresses, create the PMBOK Guide documents.
  5. View the PMBOK Guide project data in management views.
  6. Export the data to Microsoft Excel or run a report.
Create a Project from a PMBOK Guide Project Template
To include PMBOK Guide features, the project must be a PMBOK Guide project.
Follow these steps:
  1. Open the Portfolio Management menu, and click Projects.
  2. Click New from Template.
  3. Select a PMBOK Guide project template, and click Next.
  4. Enter the project name, project ID (unique, and typically auto-numbered), and page layout in the General section. The following field requires a description:
    • Page Layout
      Specifies the page layout to view project or program data.
      Values:
      • Program Layout. View budget data on the project dashboard page.
      • Project Default Layout. View the default labor and team utilization charts on the project dashboard page.
      • Program Status Dashboard. View PMO program-specific data on the project dashboard page. This layout is only available if you have installed the PMO Accelerator add-in.
      • Project Status Dashboard. View PMO project-specific data on the project dashboard page. This layout is only available if you have installed the PMO Accelerator add-in.
      • PMBOK Guide Layout. Display the PMBOK Guide-specific data on the project dashboard page.
      Default:
      PMBOK Guide Layout
  5. In the Organizational Breakdown Structure section, browse and select the OBS to associate the project for security, organizational, or reporting purposes. The Department OBS associates the project with a department. When multiple OBS's exist, the Department OBS is listed last.
  6. Complete the information in the Copy Template Project Options section, and save to create the PMBOK Guide project.
Define PMBOK Guide Accelerator-Specific Project Properties
Use the PMBOK Guide Accelerator-specific fields on the project properties page to define the project. Specify the portlets and data to display on the project dashboard page, define the phase, identify the resources to review the documents, and update project plan in change request for review and approval.
Follow these steps:
  1. Open the project.
  2. Define the following fields in the General section of the project properties page:
    • Phase
      The phase for this project. This metric is used in portfolio management analysis.
      Values:
      • New Product Development
      • Six Sigma (DMADV)
      • Design for Six Sigma (IDOV)
      • Six Sigma
      • Standard. Choose from the following phases: Requirements, Design, Build, Test, and Launch.
      Default:
      Requirements
  3. Complete the following fields in the Reviewers section:
    • Reviewers
      Specifies the names of the resources who are responsible for reviewing and approving the project PMBOK Guide documents.
      Define at least one resource as a reviewer. Otherwise, action items are not sent during the review or approval process. You can later define a reviewer to trigger the process to send an action item.
    • Change Control Board
      Specifies the names of the resources who are members of the change control board. The resources are responsible for reviewing and approving project plan updates that are included in change requests.
  4. Save your changes.
Convert a Standard 
Clarity PPM
 Project to a PMBOK Guide Project
Follow these steps:
  1. Open the Project Conversion menu, and click Project Conversion.
  2. Click New.
  3. Complete the following fields, and save:
    • Conversion Type
      Specifies the type of conversion. Select Non-PMBOK to PMBOK.
      Values:
      • PMBOK Guide to Non-PMBOK Guide. Converts a PMBOK Guide project to a standard 
        Clarity PPM
         project.
      • Non-PMBOK Guide to PMBOK Guide. Converts a standard project to a PMBOK Guide project.
    • Projects
      Defines the names of the projects to convert.
  4. Click the Browse icon, select the check box next to each project, and click Add.
Convert a PMBOK Guide Project to a Standard Project
Follow these steps:
  1. Open the Project Conversion menu, and click Project Conversion.
  2. Click New.
  3. Complete the following fields, and save:
    • Conversion Type
      Specifies the type of conversion. Select PMBOK Guide to Non-PMBOK Guide.
      Values:
      • PMBOK Guide to Non-PMBOK Guide. Converts a PMBOK Guide project to a standard project.
      • Non-PMBOK Guide to PMBOK Guide. Converts a standard project to a PMBOK Guide project.
    • Projects
      Defines the names of the projects to convert.
  4. Click the Browse icon, select the check box next to each project, and click Add.
The PMBOK Dashboard
Use the project dashboard page to get project status information including PMBOK Guide fields and statuses. This page contains the overall picture and the performance of the PMBOK Guide project in portlets.
Select the layout for the PMBOK Guide Layout page for the portlets to display.
The following portlets are included:
  • Project Status. Displays information similar to that on the project status page. Contains metrics and status information for the open PMBOK Guide project.
  • PMO Dashboard. If the PMO Accelerator is installed, displays a link to access the PMO Dashboard.
  • Project by Variance and Performance. Displays information similar to that on the project variance and performance page of the executive dashboard. Contains metrics and status information at the task level for the open PMBOK Guide project.
  • Project Checklist. Displays a list of the key tasks and includes details such as the task name, start, and end date, the resource that is assigned to the task, the status, the percent that is completed, and any comments.
  • Project Document Review Status. Displays a list of your most recent project report documents submitted for review and review status updates.
Access the PMBOK Dashboard
Before you can access and view PMBOK Guide Accelerator-specific portlets and data on the project dashboard, select the PMBOK® Guide Layout page layout. The Page Layout field is available in the General section of the project properties page.
Follow these steps:
  1. Open a project and click Dashboard.
  2. (Optional) Use the project checklist portlet on the project dashboard page to view task-related data, such as status information.
Project Status Portlet
Use the Project Status portlet on the project dashboard page to view metrics and status information for the PMBOK Guide project.
  • Project Phase
The phase for this project. This metric is used in portfolio management analysis.
Values for Standard Phase Type:
Requirements, Design, Build, Test, and Launch
  • Start
Defines the starting date of the project. This value is based on the Start Date on the schedule page of project properties.
  • End
Defines the completion date of the project. This value is based on the schedule page of the project properties.
  • Days Late Status
    Displays a stoplight to represent the number of days the project is late. This value is based on the Days Late field on the project dashboard page.
    Stoplight:
    • Gray. The project schedule data is undefined.
    • Green. The project is on schedule.
    • Yellow. The project is late by less than or equal to 2 days.
    • Red. The project is late by greater than 2 days.
  • Days Late
    Displays the number of days the project or the key task is late, based on the following formula:
    Days Late = Current Due Date - Baseline Due Date
  • Risk Status
    Displays a stoplight to represent the project status level with risks. This value is based on the highest probability of open risks that are entered on the risks page.
    Stoplights:
    • Gray. The project has no risk data.
    • Green. All of the project risks are low priority.
    • Yellow. The project has at least one risk of medium priority and no high priority risks.
    • Red. The project has at least one risk of high priority.
  • Issue Status
    Displays the project status level with issues in a stoplight to represent the status. This value is based on the Status field on the issue properties page.
    Default:
    Open
    Stoplights:
    • Gray. The project has no issue data.
    • Green. All of the project issues are low priority.
    • Yellow. At least one of the project issues is medium priority and no high priority issues exist for the project.
    • Red. At least one of the project issues is of high priority.
  • Change Requests Status
    Displays a check mark if at least one change request is logged for the project. Hover over the checkmark to display the number of change requests created.
  • Project Outlook
    Specifies the status of the project outlook. The field displays a checkmark on the project report properties page. The status displays as a stoplight in portlets.
    Values:
    • Excellent.
    • Good.
    • Fair.
    • Poor.
    Stoplights:
    • Green. The overall project outlook is good or excellent.
    • Yellow. The overall project outlook is fair.
    • Red. The overall project outlook is poor.
PMO Dashboard
If you have installed the PMO Accelerator , you can use the
Click here to view PMO Dashboard
link that appears in the PMO Dashboard portlet to view the project dashboard page. This page displays the portlets for the PMO project storyboard page layout. The Page Layout field appears on the project properties page. When you click the link, the Project Dashboard opens in a separate browser window.
You must have access rights to the portlets on the Dashboard for the dashboard to display data.
Project by Variance and Performance Portlet
You can evaluate a project in terms of schedule and budgeted cost variance on the phase or task level using the Project by Variance and Performance portlet on the Project Dashboard page. This portlet displays a list of the key tasks and details such as the planned value, actual cost, earned value, planned finish date, and percent complete.
You can view project-specific task data.
  • Task
    Displays the task name. Use the task name link to open the task.
  • Start
    Displays the date to start the task. This value is derived from the Start field on the task properties page.
  • End
    Displays the completion date for the task. This value is derived from the Finish field on the task properties page.
  • Days Late
    Displays the number of days the project or the key task is late, based on the following formula:
    Days Late = Current Due Date − Baseline Due Date
  • % Complete
    Displays the percent of work that is completed for partially completed tasks. This value is derived from the % Complete field on the task properties page.
  • Actual Cost
    Displays the actual cost (AC) at the task level, which is the total cost that is incurred and recorded to perform the project work, or work breakdown structure component. The actual cost is the total cost that is incurred in performing the work that the EV measured.
  • Planned Value
    Displays the planned value (PV), a system-calculated value representing the Budgeted Cost of Scheduled Work (BCWS). PV is the authorized budget that is assigned to the project work not started, or a work breakdown structure component. The total planned value for the project is also known as Budget At Completion (BAC).
      Planned Value (PV) = Sum of BAC through a point in time
  • Earned Value
    Displays the earned value (EV), a system-calculated value representing the Budgeted Cost of Work Performed (BCWP). EV is the value indicated in the approved budget for project work that is performed, or work breakdown structure component.
      Earned Value (EV) = Budget At Completion (BAC) for a task x % Complete
  • Cost Variance
    Displays the cost variance (CV), which is the value of work that is accomplished against the amount spent to date. 
      Cost Variance (CV) = Earned Value (EV) - Actual Cost (AC)
Project Checklist Portlet
Use this portlet on the project dashboard page to view the status of the selected project tasks as a checklist.
  • Checklist Item/Resource
    Displays the task name. When you assign resources to the task, you can expand the list to view their names.
  • Start
    Displays the start date for the task. This value is derived from the
    Start
    field on the task properties page.
  • End
    Displays the completion date for the task. This value is derived from the
    Finish
    field on the task properties page.
  • Status
    Displays the status of the task based on the value of % Complete. This value is automatically calculated and updated based on the task
    % Complete
    value.
    Values:
    • Completed. Indicates that the ETC task is zero and the percentage completed is 100.
    • Not Started. Indicates that actuals are not posted and the percentage completed is zero.
    • Started. Displays when a resource posts actuals to the task assignment. The percentage completed on the task greater than zero and less than 100.
    Default:
    Not Started
  • % Complete
    Displays the percentage of work completed for partially completed tasks. This value is derived from the
    % Complete
    field on the task properties page.
  • Comments
    Defines the comments related to the task. When the Project Checklist field is selected and the task is saved, the comments display with the task in the Project Checklist portlet on the dashboard.
    Limits:
    80 characters
View Project Task Status Information in the Project Checklist
Use the project checklist portlet on the project dashboard page to view task-related data, such as status information.
Follow these steps:
  1. Open the project to view project task information.
  2. Click Dashboard.
Include Project Tasks in the Project Checklist
Projects created using the PMBOK Guide Project Planning Checklist Template project template include project tasks that display by default in the project checklist. The project checklist in the Project Checklist portlet displays on the project dashboard page.
If the project tasks have the
Project Checklist
field selected, specifies the task as a project checklist item, the
Project Checklist
field displays on the task properties page.
New tasks that you create from PMBOK Guide projects are not included in the project checklist by default.
Follow these steps:
  1. Open the project and the task.
  2. Complete the following fields, and save:
    • Project Checklist
      Include the task in the Project Checklist portlet. The portlet displays on the project dashboard page. When selected, the task is included in the list.
      Default:
      Cleared
    • Comments
      Defines the comments that are related to the task. When the Project Checklist field is selected and the task is saved, the comments in the field display with the task in the Project Checklist portlet on the dashboard.
      Limits:
      80 characters
    The task is included in the project checklist.
  3. (Optional) You can copy the tasks from the PMBOK Guide Project Planning Checklist Template project template to a project that does not already have them.
Project Document Review Status Portlet
Use the Project Document Review Status portlet on the project dashboard page to receive quick status updates on the latest documents that are submitted for review or approval. The portlet provides the latest data of each document type submitted, the document current review or approval status, and the names of any pending reviewers.
  • Documents
    Displays the name of the latest document submitted. Click a document name to open the properties page for the latest document submitted.
  • Document Type
    Displays the document type for the latest document submitted.
  • Review Status
    Displays the review status for the document at the time of creation. In management views and in list views, the field displays as a stoplight.
    Values:
    • New. The document is in draft mode and is not submitted for review.
    • Submitted for Review. The document is submitted for review, but is not reviewed by all reviewers.
    • Review Completed. The document is submitted for review and is reviewed.
    Stoplights:
    • Gray. The document is not submitted for review.
    • Green. The document is submitted for review and the review is complete.
    • Yellow. The document is submitted for review but not reviewed.
  • # of Days
    Displays the number of days the document is in its current status and a stoplight to represent the number or days.
    Stoplights:
    • Green. The document is in its current status one to five days.
    • Yellow. The document is in its current status six to 10 days.
    • Red. The document is in its current status greater than 10 days.
  • Current Reviewer(s)
    If the document is under review, this column displays the name of the current pending reviewer. Once reviewed, the column is empty. You can click the
    Send Mail
    icon next to a reviewer name to send an email from your default email client to the reviewer.
Work with Project Plan Updates
Project plan updates are updates to the project plan or the supporting details. Project plan updates reflect the change requests that the change control board reviews and approves.
  1. The project manager updates the project plan or supporting details.
  2. The project manager creates a change request.
  3. The project manager creates and submits the project plan update. An email notification is sent from the project manager to the change control board members.
  4. The change control board reviews the project plan update details.
Ensure that the project manager is notified that the email notification was successfully sent by adding the project manager as a change control board member. Let your administrator configure the Change Request Review process to send email notifications to the project manager.
Create and Submit Project Plan Updates
When you submit a project plan update for review, the Change Request Review process starts. This process sends an email notification from the project manager to the change control board members to review the document. Once the email notification is sent, the Notify Change Control Board field on the project plan update page of change request properties is cleared. The project manager can create and send further project plan updates.
Follow these steps:
  1. Open the project and select Risks/Issues/Changes.
  2. Click Change Requests.
  3. Open a change request.
    If the change request to create a project plan is not already created and displayed in the list, create and save the change request.
  4. Open the Properties menu and click Project Plan Update.
  5. Define the following fields:
    • Project Plan Change(s)
      Defines the areas in the project that is affected by the change.
    • Notify Change Control Board
      Sends an email to the change control board members when the project is updated.
      Default:
      Cleared
    • Project Plan Update Description
      Defines the updates that have been made to the project plan. The text that you enter is used as the body of the email.
      Limit:
      2000 characters
  6. Save the changes.
    The project plan update email is sent from the project manager to each member of the change control board.
Review Project Plan Updates from Email Notifications
The resources that are identified as members of the change control board for the project receive email notifications from the project manager each time the project manager submits a project plan update. The project manager can change the resources who are identified as change control board members by editing the names that are listed in the Change Control Board field on the project properties page.
Use this email to review a summary of the changes. You can create comments and requests for clarification, if necessary.
Make sure that the project manager and the resources that are identified as change control board members enter valid email addresses in 
Clarity PPM
 to send and receive email notifications successfully.