Transcript Adding A New Project

Web-PCS – System Guideline Overview
A. User Set-up Administration – Login & Change Profile
A1
Set-up User
Details
B. Set-up and Plan Project (Project Planning)
B1
Create New Project
Using Project Wizard
B2
Create Project
Details - WSIP
B3
Set the
Project Status
B4
Complete/Adjust
Project Plan
B7
Create Risk
Assessment
B8
Submit
Planned Budget
B9
Approve
Planned Budget
B10
Related Reports
B5
Add Timescale
Information
To Tasks
B6
Add Planned
Resources to Tasks
C. Project Planning - Construction Phase
C1
Create Construction
Project Using Project
Copy
C2
Update the
Project Status
C3
Related Reports
1
Web-PCS – System Guideline Overview
D. Project Control & Reporting – Project Management & Reporting
D1
Update
Project Status
D2
Update Construction
Phase PCS
Documentation
D3
Update Task
Progression
D4
Record & Update
Project Risks &
Issues
D5
Related Reports
E. Project Control and Reporting - Financial Management & Reporting
E1
Check Project
Interface Details are
Created
E2
Enter Approved Cost
Details
E3
Enter Approved
Grant
E4
Request FMS
Data
E6
View WSIP01
Summary
E7
Submit WSIP05
Claim for Over
Expenditure
E8
Submit Final Project
Costs and Accounts
E9
Related Reports
E5
Create WSIP02
Claims
F. Project Close Out – Final Status & Accounts
F1
Prepare Final Project
Status & Accounts &
Circulate Reports
F2
Related Reports
2
Web-PCS – System Guideline Overview
G. Log Support Ticket to Ticket Resolution - HELPDESKVISION
G1
Open Helpdesk
Support Ticket
G2
Assign Ticket
to Resource
G3
Resolve & Close
Call
3
Login to Training & Live Production Site

Login to Training Site
http://80.93.5.181/projectvision_doe_training/menu.aspx
Enter your user name and password.

Login to Live Production Site:
http://80.93.5.181/ProjectVisionDOE/manuallogon.aspx
or navigate from www.wsntg.ie (Select Web-enabled PCS live)

Helpdesk:
http://80.93.5.181/helpdeskvisiondoe/
or navigate from www.wsntg.ie (Select web-enabled PCS helpdesk)
4
Section A - Over-View
User Set-up Administration – Login & Change Profile
 This section tells you the steps you need to
logon to the systems and how to change your
user profile.
Note:
It is important that you update your profile as
ProjectVision can automatically send your password
to your email address.
5
Overview - Business Processes
A. User Set-up Administration – Login & Change Profile
A1
Set-up User
Details
A. Set-up User Details – Web PCS ProjectVision
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
A1. Set-up User Details – Web PCS ProjectVision
A101
Log-on to
Web-PCS in
ProjectVision
A102
Select
My Profile
Entry Screen
• 1) Log-on with the
generic Username
and Password
issued by Cora
Systems
• 1) To update your
details for go-live
navigate to the
Menu Path:
“Utilities/My Profile”
• 2) Your Welcome
Page Appears log-on to the
system
• 2) The “My Profile”
entry screen tab is
displayed
A103
Update Email
Address
• 1) In the “Email
Address” field – add
your current email
address to which you
wish to receive
System and
Helpdesk messages
• 2) Overnight your
email address will be
synchronised with
the HelpdeskVision
system
A104
Change
Password
• 1) In the “New
Password” field –
add your chosen
password
• 2) In the “Confirm
New Password” field
– confirm your new
chosen password by
re-entering it in this
field
• 3) Overnight your
username and
password details will
be synchronised with
the HelpdeskVision
system
A105
Save
Details
• 1) If you have
completed required
changes or
updates to your
profile – save your
entries using the
“Update” button
located at the
bottom of the
screen
Section B - Over-View
Set-up and Plan Project Over-view
 This section tells you the steps you need to create a
project in the web-PCS system
 It shows you the steps required to add mandatory
information or data required to support the operation
of the project in ProjectVision from status reporting
and financial management standpoint
 It shows you how to add other optional information
you may require that is relevant to the project
 It shows you how to schedule and manage your
project plan and assign resources
8
Web-PCS – System Guideline – Detailed
Steps
B. Set-up and Plan Project (Project Planning)
B1
Create New Project
Using Project Wizard
B2
Create Project
Details - WSIP
B3
Set the
Project Status
B4
Complete/Adjust
Project Plan
B7
Create Risk
Assessment
B8
Submit
Planned Budget
B9
Approve
Planned Budget
B9
Run Related Reports
B5
Add Timescale
Information
To Tasks
B6
Add Planned
Resources to Tasks
9
Step Over-View
B1. Create New Project using Project Wizard
 The project is created using the Project Wizard
functionality in the system from a predefined
template
 There are 4 templates as follows:




Project Template (Consisting of Planning &
Construction)
< 5 million (Construction)
> 5 million (Construction)
Design Build Operate (Construction)
10
B. Project Planning – Planning Phase
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
B1. Create New Project Using Project Wizard
B101
Navigate to Project
Wizard
B102
Select Target
Directory
=
• Navigate using the
Menu Path: Project
Planning/Project
Wizard
• The “Project Wizard”
facility allows you to
select the areas from
the Project Template
that you wish to copy
by ticking or unticking the options
available.
B103
Select Project
Template
to copy
• Target directory: Select
your Local Authority
• Directory: Select
• What is the Target
Directory? This is where
you save the project(s)
that you create. It is the
topmost directory.
• The Template Project
selected is a predefined
project which contains
the relevant tasks to run
projects with different
budgets
• Project: Select the
template you wish to
use. i.e. Project
Template, < 5million,
> 5 million, DBO.
• The Directory manages or
stores your projects just
like a folder so it is used
for navigation purposes.
• It is also used for applying
access rights to Projects
within the system.
• Who does it? The person
setting up the project
(Admin or Engineer)
Templates.
• Note: You are copying
from the templates
directory into your
project workspace. For
a new project use
Project Template
B104
Give New Project a
Name
• New Project Name: Give
the project a name that best
describes the project e.g.
Kilmacross Waste Water.
• In Phase 2, the Project
Name will now
automatically appear in all
the PCS documents from
this entry
• The Project Name should be
easy to understand and kept
to 50 characters or less
The Project Name will
appear in the project dropdown box under the Target
Directory once it has been
created and on associated
Project Reports – it is how
the user recognises or
identifies their Project.
The person who creates a project using project Wizard has Project Owner rights by default. The Project Owner
assigns the rights to the other resources in the project. This is a unique function of the Project Owner
11
B. Project Planning – Planning Phase
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
B1. Create New Project Using Project Wizard
B105
Add Project Dates
• The Project Dates
to be added include
the Project Start
Date i.e.: The date
the Project is due to
commence and the
Project “Live” date.
The “Live” date is
the date the system
will start tracking
changes and
updates to the
Project in the audit
trail.
B106
Select Project
Parameters to copy
• This section contains
the information that
we want to populate
the template with e.g.
what predefined
tasks do you want to
bring into your
template, what rights
do you want to set on
the project?
See Appendix 1
B107
Select Tasks
to Copy
• All Tasks: This contains
a set of predefined tasks
e.g. Create PQP, Create
Preliminary Report, etc.
B108
Assign User Rights
• Rights: Check this
radio box to set the
project rights i.e. Who
has authority to read,
write and make
• The “All Tasks” tick box
changes to the
allows you to look into
project The authority
the Project Template and
of the different rights
de-select tasks you do
are described in
not wish to copy from the
Appendix 1.
Template – These tasks
will therefore not be
copied over to your new
Project
B109
Create Project
• The new Project is
created using the
“Create Project”
button at the bottom
of the screen.
• The Project should
now be available for
selection in the
navigation window
i.e. in the Directory
drop down menu
and the Project
drop down menu.
• Note: If you are a new
user, leave this box
checked. If you need to
delete tasks you can do
so later.
12
B. Project Planning – Planning Phase
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
B2. Create Project Details - WSIP
B201
Navigate to Project
Details - WSIP
B202
View the Project
Details
• Navigate using the
menu:
• From the Project Details
Screen you can view:
• Project Planning/
Background
• Project: Start Date/Finish
Date.
• Note: In this section
you set up the WSIP
details (e.g. FMS Job
Code, Project
Reference Number,
Local Authority
Reference number,
Scheme Category,
Scheme Sub-category.
• Tasks with status -Tasks
Due: Review the tasks that
have a due date.
• Planned Resources:
Review what resources are
planned to complete work.
• Project Status: From here
you can set the current
status of your project
(planning or construction)
B203
Enter Project
Reference Number
• Navigate using the menu:
• Project Planning/
Background/WSIP details.
B204
Enter FMS
Job Code
• Enter the FMS Code for
your project
• You get this number from
your Finance Department
• The project reference
number is a unique number
in the format: 1234567.12
(This will be given to you by
the DEHLG)
Note: In Phase 2, this
number will automatically
appear in all PCS headers
once entered in the
Project Background
section
13
B. Project Planning – Planning Phase
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
B2. Create Project Details - WSIP
B205
Enter Local Project
Reference
• This is a local project
reference number. For
example you may have
a local filing number.
B206
Select Scheme
Category
• Select the “Water” or
“Waste Water” Radio
Button
• Note: The Scheme
Category Report is run
by the DEHLG
(Navigation: Reports/
WSIP Reports/
Scheme Category
B207
Select Scheme SubCategory
• This is a predefined
scheme sub-category
e.g. Water Treatment
Plant.
B208
Update Details
• Select: “Update
Details” button to
save the WSIP details
on to your Project.
• Note: The Scheme Sub
Category Report is run
by the DEHLG
(Navigation: Reports/
WSIP Reports/ Scheme
Sub-Category
14
B. Project Planning – Planning Phase
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
B2. Create Project Details - Other
B209
Adding Project
Details
• Any background
Project Details can be
added to the Project
Via the “New Details
Tab”
• Navigate using the
menu:
• Project Planning/
Background
• Note: In this section
you add project
details. e.g. Project
leaders details,
contractors details,
etc.
B210
Predefined Details.
• Select “Project Leader”
from the drop down
menu.
• Add the Project leader
name.
• Enter the Details and
click on “Create Details”
• Note: In Phase 2 the
Project Leaders name
will automatically
appear in the PCS
documentation
header. All
information added in
the description
window will appear in
the header of all PCS
Forms
B211
Detail
• Detail: Create a project
detail. Select from drop
down menu or add new
detail: e.g. Specialist
Contractor.
B212
Description
For example:
• Name: Joe Bloggs
• Email:
[email protected]
• Phone: 123456
• Contractor Firm
Name
15
B. Project Planning – Planning Phase
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
B3. Set the Project Status
B301
Set Status
• The Project Status can
be set using the
“Project Status” Field
on the View Details
Tab
• Navigate using the
menu:
• Project Planning/
Background/Project
Status
• Select “Planning” or
“Construction”
B302
Run Traffic Light
Report
(Status)
• Navigate using the
menu:
• Reports/Portfolio
Management/Traffic
Light Report
• Select Directory: (This
will be your Local
Authority)
• Available Status e.g.
planning or construction
• To run the report Select
“Run Report”
• Select “Update Project
Status" button to save
your change
16
B. Project Planning – Planning Phase
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
B4. Complete/Adjust Project Work Break Down
B401
Create Tasks
• Menu Path: Project
Planning/WBS
• Select “T” icon to add
a new task. Click on
the task you wish to
place the new task
beside or underneath.
The “Add New Task”
Box appears – you can
now add your tasks. If
you have more than
one task to create at
this level simply hit the
“return” key when
mouse is in the new
task window to bring up
a new entry line.
• When completed, save
your work using the
Green Tick
B402
Order Tasks
• Main Tasks or High
Level Deliverables
should be placed in
the order they will
be carried out on
the WBS.
• Move Tasks on the
WBS into the
correct order by
pointing at the top
of the Task.
• Wait for the “Click
to Move Task” Box
to appear.
• Then Point and
Click on the target
task you wish to
move your task to.
• Then select the
appropriate Level
B403
Create Sub–Tasks under
Main Tasks
• Sub-Tasks can be
•
created underneath
the Main Tasks should
you wish to manage
tasks at a lower level.
• These lower-level
tasks are created as
Sub-tasks underneath
the appropriate Main
Tasks (High Level
Deliverables).
•
• Menu Path: Project
Planning/ WBS
(Work Breakdown
Structure): Use the
“T” icon and click on
the target task that
you wish to place the
new task underneath.
The Add New Task
Box appears. Enter
tasks. If you have
more than one task
to create at this
level simply hit the
“return” key when
mouse is in the new
task window to bring
up a new entry line.
When completed
save your work
using the Green
Tick in the top right
hand corner.
B404
Delete Tasks
• You may wish to delete
tasks from the standard
template that are not
required for this project.
• To do this click on the
bin icon. Bin shadow
appears on your cursor,
point and click on the
task or tasks you wish to
delete. The shadow will
confirm the task
reference numbers of
the task or tasks you
have selected, point and
click on the bin icon
again (which has now
turned red once tasks
have been selected).
The selected tasks will
then be deleted.
17
B. Project Planning – Planning Phase
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
B4. Complete/Adjust Project Work Break Down
B405
Create Project
Milestones
• Menu Path: Project
Planning/ WBS
• Milestones are created to
denote certain Gateways
or Deliverables along the
course of the Project
• This assists the Project
Team with staying on the
planned timeline and
provides a benchmark
against which to measure
the Project progression. It
also provides control points
where certain deliverables
need to be met and
approvals may be required
at these points to move the
project forward to the next
stage.
B406
Milestones
Menu Path: Project
Planning/ WBS or Gantt
“Task Manager” functionality:
Click the Milestone icon.
Check the Milestone check
box. Select Deliverable type
from the drop-down list.
Enter details about what
must happen for this
milestone i.e. what should be
delivered, what needs to be
produced, what needs to be
approved. Save using the
Green Tick. You will notice
that a “diamond” appears
beside the milestone tasks.
B407
Milestones
Menu Path:
Reports/Project
Management/Milestone
Directory: Select the
directory that contains your
project.
Project: Select the project
you wish to run the report for.
From/to Date: Chose from
calendar function.
Select Run Report
18
B. Project Planning – Planning Phase
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
B5. Add Timescale Information to Tasks
B501
Add Task Start &
Finish Dates
• Task Start and Finish
Dates should be added
to Tasks at the lowest
level sub-task. The
dates applied will then
aggregate to form the
overall Higher Level task
Start and Finish Date.
• Start and Finish Dates
can be added as you
create the Task in the
WBS using the T- “Add
Task” functionality or
afterwards through the
WBS or Gantt
• To access Task Manager
simply point at the Task
in the WBS or the Gantt
view and click once to
open the Task
B502
Create Task Links /
Dependencies
• Links can be created • To link tasks in the
between one task and schedule, navigate to the
another to drive the
Gantt View
project schedule in an • Menu Path: Project
automated way and
Planning/Gantt - slide to
create finish to start
the end of the task bar
dependencies
you wish to create the link
between one task and from, then “click here to
another. This
link task” . Message
ensures if one task
appears, then click/point
moves out or is late
at the task bar you wish to
all future tasks will be create the link to and click
re-scheduled by the
again. The “Links
system accordingly.
Pending” box appears
showing you all the task
references for which you
have requested links.
Several links can be made
at a time before saving.
• Save your work using the
Green Tick from the “Links
Pending” box.
B503
Check Overall Project
Schedule
• The Start and Finish
Dates of each task
aggregate to form the
overall Project Start and
Finish Dates.
• Check your overall
Project Timeframe is
correct in the Gantt
View and make any
required adjustments to
Start and Finish Dates.
Menu Path: Project
Planning/Gantt
19
B. Project Planning – Planning Phase
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
B6. Add Planned Resources to Tasks
B601
Assign Task Resource
• The Task Resource can
be added as you create
the Task in the WBS
using the T- “Add Task”
functionality under the
Planned Resource
Button or can
alternatively be assigned
later using the Task
Manager found under the
Menu Path/WBS. Point
at the Task and click to
open the Task Manager.
Select the Planned
Resources button. Task
Owner's are assigned at
the lowest-level Task in
a group or set of tasks.
B602
Inputting the
Planned Time
• Open the WBS by clicking
on “+” on the left of each
task.
• Open the Task Manager
by double clicking on task.
• Select
icon
• Select from “Available
resources ”
• Select
icon to add
them to the planned
Resource List.
• Define the number of days
they are assigned to the
task
• Click on the Green Tick
Icon to update the Task
20
B. Project Planning – Planning Phase
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
B7. Create Risk Assessment
B701
Open Risk Definition
Screen
Navigate using menu:
B702
Create a Risk
• Select New Risk
• Related to Task:
▪ Project Planning/
Does it relate to a
Risks/Issue ->Risks
task or does it
-> Issues
impact all tasks.
• New Risk Name:
Name
• Impact: 1 low 10
high (the impact the
risk may have)
• Probability: 1 low
10 high (the
probability the risk
will take place)
• Area: Time or Cost
or Quality
• Raised by: Name
• Owned by: e.g.
Project Leader.
• Enter Strategy to
mitigate risk.
• Click Add Risk
B703
View Risks
• Select “View Risks”
Pane.
Review:
• Risk ID: Unique
Identifier
• Description: Defined
when creating a new risk
• Related Tasks: Is the
Risk related to one task
or does it impact all
tasks.
• Owner: Who owns the
task i.e. the project
leader, DEHLG etc.
• Target Date: Date risk
will be mitigated
• Strategy/Comment:
Further information on
risk, and its mitigation
plan
B704
Transfer a Risk to an
Issue
• Sometimes a Risk
may not be
mitigated in time
and may become
an “Issue”
• To save time retying the Risk to
the Issue Log, the
system allows you
to “Transfer” the
Risk to the Issues
Log automatically.
• On the create risk
pane select the
icon
• This transfers the
risk to an issue.
B705
Create an Issue
• Navigate using the
menu:
• Project Planning/
Risks/Issue/Issues
• Select New Issue
• Related to Task:
Does it relate to a
task or does it impact
all tasks.
• New Issue Name:
Name
• Impact: 1 low 10 high
• Probability: 1 low 10
high (the probability
the risk will take
place)
• Area: Time or Cost or
Quality
• Raised by: Name
• Owned by: e.g.
Project Leader
21
B. Project Planning – Planning Phase
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
B7. Create Risk Assessment (Related Reports)
B706
Run the Risk report
B707
Run the Issue Report
• Navigate using the menu:
• Navigate using the menu:
• Reports/Project
Management/Risk
Analysis
• Reports/Project
Management/Issue
Analysis
• Select Directory:
Directory where project is.
• Select Directory: Directory
where project is.
• Select Project: or select
“current project”
• Select Project: or select
“Current Project”
• Define the Period which
you wish the report to be
run
• Define the Period which you
wish the report to be run
• Select “Run Report”
• Select “Run Report”
22
B. Project Planning – Planning Phase
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
B8. Submit Planned Budget
B801
Open the Planned
Budget Interface
• Menu Path:
Project Finances/Planned
and Recouped
B802
Inputting LA Planned
Cost of Project
• Enter the Local
Authorities Planned
Cost of the Project
amount in the “Project
Planned Cost” data
entry tab for Planning
or Construction Costs
• The Sub Total Column
details the Total
Planned Budget.
• Print and submit to the
DEHLG for approval.
• Note: The Planned
Budget Column is a
new column in Phase
2
23
23
B. Project Planning – Planning Phase
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
B9. Approved Planned Budget
B901
Dept Returns
Approved Cost of
Project
• The Department returns
the Approved
Cost of Project
amount.
• The Department also
returns the Project
Ref Number at this
stage
•Note: The returned
Approved Budget from
the DEHLG should be
distributed across the
Categories and SubCategories
B902
Inputting Breakdown
of Cost
B903
Inputting Recouped to
Date
• Upon receipt of the
Approved Cost of Project
from the DEHLG enter
the Details of the
Breakdown of Planned
amounts for Planning or
Construction.
• After recoupment
payments have been
received from the DEHLG
enter the Details of the
Recouped to Date
amounts for Planning or
Construction.
• Select the expenditure
item you wish to update
and click on the “edit”
button on the right hand
column of the screen
•Select the Item you wish
to update and click on the
“edit” button on the right
hand column of the screen
• Note: If a WSIP 05
claim form was
completed already for
this item select the
relevant WSIP 05 claim
form from the drop
down menu (new to
Phase 2)
• Note: If a WSIP 2A/2B
claim form was
completed for this item
select the relevant WSIP
2A/2B claim period (new
to Phase 2)
24
B. Run Related Reports
Project Rights
Project Owner
System Administrator
Project Leader
WSIP Admin
Management (read only)
B10. Related Reports
B101
Project Financial
Tracking Report
B102
Detailed Project
Expenditure Report
Menu Path:
Reports/WSIP
Reports/Project
Financial Tracking
Menu Path:
Reports/WSIP
Reports/ Detailed
Project Expenditure
Report
Note: This is a new
Report in Phase 2.
Note: This is a new
Report in Phase 2.
25
Section C - Over-View
Project Planning – Construction Phase
 This section tells you how to copy the
construction templates (< 5million, >5 million,
DBO) into your Work Breakdown structures
 How to update the Project Status
 How to run related reports
26
Web-PCS – System Guideline –
Detailed Steps
C. Project Planning - Construction Phase
C1
Create Construction
Project Using Project
Copy
C2
Update the
Project Status
C3
Related Reports
27
C. Project Planning – Construction Phase
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
C1. Project Planning-Construction Phase
C101
Create a Contract
Using the Copy
Project
• Navigate using
the menu:
• Project
Planning/WBS
C102
Adding a Contract
Type
Click on the P
Icon from the
Function Bar in
the WBS
Then Click on the
“Choosing the
Right Contract
Type” Task from
the Construction
Phase of the WBS
C103
Choosing Your
Contract Type
Select the Templates
Directory from the
Directory List.
You can then Choose
from the Following
Contract Types:
Project: Select the
template you wish to
use. i.e. < 5million, >
5 million, DBO.
Note: You are
copying from the
templates directory
into your project
workspace
C104
Adding Contract
Details
A Contract Type is
Configured to be a
“Sub Project” of the
Main Project you
are working on
similar to adding a
New Project Via
the Project Wizard,
you will need to
determine the
Following Details:-
C105
Creating the
Contract
Once all of
these details
have been
added the
contract can
then be created
on the system
Tasks, Rights,
Project Name,
Live Date
28
C. Project Planning – Construction Phase
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
C2. Project Status
C201
Updating the Project
Status
• Navigate using
the menu:
• Project
Planning/
Background/
Project Status
C202
Setting the Status to
Construction
• Select
“Construction”
• Select “Update
Project Status"
button to save
your change
29
C. Project Planning - Construction Phase
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
C3. Related Reports
C301
Project Summary
Reports
• Navigate using
the menu:
• Reports/Project
Management/
Project
Summary
C302
Project Tasks List
• Navigate Using the
Menu:
• Reports/Project
Management/Project
Task List
C303
Milestone Report
• Navigate Using the
Menu:
• Reports/Project
Management/
Milestone
30
Section D – Over-View
Project Control & Reporting – Project Management &
Reporting
 This section tells you how to control and
report using ProjectVision and the Project
Control System
31
Web-PCS – System Guideline –
Detailed Steps
D. Project Control & Reporting – Project Management & Reporting
D1
Update Construction
Phase PCS
Forms
D2
Update Task
Progression
D3
Record & Update
Project Risks &
Issues
D4
Related Reports
32
D. Project Control & Reporting – Project Management & Reporting
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
D1. Update the Planning Phase PCS Documentation
D101
Open a link to a PCS
document
D102
Open a PCS
Document
• Open a link to a PCS
document by clicking on
the
icon
• Navigate using the
menu: Project
Planning/WBS
• Select the “Link to
document” radio Button
Attached documents:
Select the document you
want to open from the
drop down list
• In “WBS” view navigate
to a Task in the Planning
Phase of the Project that
has a PCS Document
attached
• Open the Task Manager
by clicking on task
• Click “PCS Forms” radio
box.
• Select Form Template
e.g. PCS 03 Project
Quality Plan
• Select Form e.g. PCS
03 Project Quality Plan
• View the document by
clicking on the icon
• View the document by
clicking on the icon
• Note: There are now
NO LINKS to PCS
documents. This
feature links to
circulars, guidance
docs etc in Phase 2
Important: In Phase 2
•
The Notes function is used to
store project notes i.e. DEHLG
communication, project decisions,
delays etc.
•
The Guidance Notes function
stores guidance notes to simplify or
clarify a specific task.
• There are only links to circulars,
guidance documents and WSIP. There
are NO links to PCS documents (which
are now in HTML format)
D. Project Control & Reporting – Project Management & Reporting
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
D1. Update the Planning Phase PCS Documentation
D103
Validate PCS Project
Name
D104
Enter the Project
Value
• Validate that the Project
• This is a manual entry
Name entered once using
on each PCS
Project Wizard (new to
document.
Phase 2).
• This is the DEHLG
• Validate that the Project
Approved Cost of the
Number is correct.
Project.
(Entered using Project
Planning-Background• At Planning Stage this
WSIP Details- Project
is the value from the
Reference Number.)
WSIP.
• Validate that the Project
Leader Name is correct.
(Entered using Project
Planning-BackgroundNew Details- Predefined
Detail-Project Leader.)
• Note: This value will
change during the
project lifecycle.
D105
Enter Dates &
Update % Complete
on PCS document
• The date entries must be
typed in the following
format: 1 Jan 2007, 1 Jun
2007, 1 Jul 2007.
• Enter the task
Percentage (%)
Complete by checking
the % complete radio box
on the PCS document.
• Note: Once we “Save
New Version” or
“Update this Version”
the % complete will
automatically appear in
the main task manager
% complete window
34
D106
Update/Save
Version of PCS
Document
• To create a new version of
a document, select “Save
New Version”
• Note: Each new version
will get a new iterative
document number
• To create a new version
select “Update this
Version”
• Note: This will overwrite
the old version and save
the new data.
• Note: The new %
complete will be
reflected in the Task
Manager
Project Rights
D. Project Control & Reporting – Project Management &
Reporting
Project Owner
Project Leader
WSIP Admin
Management (read only)
D2. Update Task Progression
D201
Update Task %
Percentage
Complete
• You can enter the Task
Percentage Complete in
three different ways:
1. WBS
2. Gantt
3.Dashboard
D202
Task Status
• The Task Status or
Percentage Complete
will automatically role up
to its higher-level or
parent task which will
roll up to the overall
Project Status or
• This can be entered
Percentage Complete.
using the Menu/
• The project status will
WBS/Task Manager/%
correspondingly update
Complete field - save
the overall status of the
using the Green Tick.
Programme to which it
• On the “Dashboard”
is linked and status
function under Menu
reports are viewable at
Path: Dashboard - Select
any level of the
End User view via the
Hierarchy from
correct Radio Button.
Programme to Project,
Select the task %
down to the task level
complete field, enter
%complete, save using
the “Update” Button
D203
% Complete
D204
Open/Add a Note
D205
Open a Guidance
Note
• In “WBS” view
• Navigate using the
The % Complete to be
navigate to a Task in
menu:
entered in each Task
the Planning Phase of
can be taken from the % • Project
the Project that has a
Planning/WBS
Complete section of the
icon
• In “WBS” view
PCS Document
navigate to a Task with
relevant to the Task
• Open the Task
this icon
Manager by clicking on
Phase 2 Note:
task
Remember you can do • Open the Task
•
Manager by clicking on Open/Review the
% completes through
Guidance Note by
task
the new HTML PCS
clicking on the
form and/or using the • Open/Review the
Note by clicking on the icon
% complete function
• The Information
icon
on the task manager.
Contained on the Note
• Add specific project
related notes i.e. notes is DEHLG information
from circulars,
from project meetings,
inspector requirements
communication with
and/or DEHLG admin.
DEHLG etc.
• This is a new feature
in phase 2.
35
D. Project Control & Reporting
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
D3. Record, Update & Monitor Project Issues
D301
Update Project
Risk Register
• The Risk Register
should be reviewed
and updated at a
regular frequency
throughout the
Project life-cycle to
ensure appropriate
action is taken to
mitigate risks
• Menu Path: Project
Planning/ Risks&
Issues/Risks.
Select the View
Risks tab, use the
Edit button
to
update the
appropriate Risk
Information.
• Circulate the Risk
Report for meetings:
Menu Path: Reports/
Project Management/
Risk Analysis
D302
Record or Project
Issues
• Any Issues that occur • The Issue is recorded in
whilst the Project is in the Projects Issue Log.
process should be
• Menu Path: Project
recorded on the
Planning/Risk&Issues/
Project Issue Log.
Issues/New or View
• Each Issue should
Issues. Enter the name
have a Strategy
of the Issue. Enter the
worked out for dealing required details about the
with the Issue or
Issue and updates as the
closing it down.
Issue progresses. Enter
• The Strategy/
an Impact value. Select
Comments field
the Area to which the
should be updated
Issue relates. Add an
each time the Issue is Owner. Add the Target
reviewed with the
Date for reviewing the
latest status.
Issue. Add the Strategy
• The issue should
for closing down the
always be assigned to Issue or the latest update
an Owner who is
on progression in the
responsible for closing Strategy/Comments field.
down or escalating
Click “Add Issue” or
the Issue accordingly. “Update Issue” button to
Save.
D303
Review & Progress
Risk & Issues
D304
Escalate
Risk & Issues
• Risks & Issues should
• Risks & Issues
be reviewed on a
that cannot be
regular basis.
closed down or
• The Logs can be used
resolved at the
to assist this process by Team Level or
printing and circulating
Project
the Reports or Logs
Management level
regularly to relevant
should be
parties and applying
escalated.
updates on status to
the Logs so the current
status is available
Menu Path: Reports/
Project
Management/Risk
Analysis or Issue
Analysis
• Higher impact Issues
should be progressed
as a higher priority.
36
D. Project Control & Reporting
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
D4. Related Reports
D401
Risks Report
D402
Issues Report
• Menu Path
Reports/Project
Management/Risk
Analysis
• Menu Path
Reports/Project
Management/Issue
Analysis
• Run Report
• Run Report
37
Section E - Over-View
Project Control & Reporting-Financial Management and Reporting
 This section tells you how to control and
report all aspects of financial management
using ProjectVision.
38
E. Project Control & Reporting - Financial Management and Reporting
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
E. Project Control and Reporting - Financial Management & Reporting
E1
Check Project
Interface Details are
Created
E2
Enter Approved
Grant
E3
Request FMS
Data
E4
Create WSIP02
Claims
E5
View WSIP01
Summary
E6
Submit WSIP05
Claim for Over
Expenditure
E7
Submit Final Project
Costs and Accounts
E8
Related Reports
39
E. Project Control and Reporting-Financial Management and Reporting
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
E1. Check Project Interface Details are Created
E101
Check Project
Interface Details
Menu Path
Project
Planning/Background/WSIP details
Check that you have entered:
• Project Reference Number (The
Department will communicate the
amount of funding approved via
letter)
• FMS Job Code
• Local Authority Reference number
(option)
Update details
40
E. Project Control and Reporting-Financial Management and Reporting
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
E2. Updating the Tasks with the Approved Grant Totals
E201
Dept Communicates
the Grant Amount
E202
Updating the
Relevant Task
• The Department will
communicate the
amount of funding
approved via letter
• Go to the Appropriate
Phase (Planning/
Construction) Task, in
the WBS
• This “Approved
Grant” amount then
needs to be entered
on to the project
• Open the Task
Manager
• Navigate using the
menu:
• Project
Planning/WBS
• Select the Budget
Icon
E203
Updating the
Relevant Task
• Select the Budget
Name and Budget
Type from the
available options in
the drop down lists
• This Figure will
then be displayed
on the WSIP01
Form
• Update the Budget
Amount with the
approved amount as
per the Department
41
E. Project Control and Reporting-Financial Management and Reporting
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
E3. Request FMS Data
E301
Claim Form
Administration
• Navigate using
the menu:
• WSIP/Claim
Forms
E302
WSIP Form Control
• Select a Claim
Period
• Request the
Relevant FMS data
(Request an FMS
Code Number from
your Trainer at this
point).
• Project Reference
Number
• FMS Code
• Local Authority Ref
No
E303
Old/New Codes
• Please Note that if
• Select the
you are using Old
Unmapped
Codes on your
Radio
project these must
Button and then
be mapped directly
click Edit on the
against the relevant
RHS of the List
expenditure category
to Map the op
using the “Unmapped code to the
FMS Data” Tab. This
relevant
Tab Displays all of
expenditure
the data passed from Category
the Financial System
(AGRESSO, JD
Edwards, Integra,
Oracle) that has not
been mapped directly
on to your Claim
Form.
E304
New Codes
• If you are using
new Codes for
your project then
these will be
mapped directly
onto your LA
Claim Form (no
need to map)
42
E. Project Control and Reporting-Financial Management and Reporting
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
E4. Create WSIP02 Claim Forms
E401
Claim Form 02A and
02B
• The Data you have
Mapped/Input will
now be viewable in
the 02A(Planning
Costs) and 02B
(Construction
Costs) forms which
the system will
automatically
generate
• Navigate using the
menu:
• Project
Finances/ClaimFor
ms/02A/02B
E402
Claim Forms
• These are the forms
that are submitted to
the dept
• You can Drill down
under the headings in
each report to see a
further breakdown
• At the Bottom of the
report all Totals are
displayed
• Each of these forms
can be Exported to
Word and printed for
Submission
43
E. Project Control and Reporting-Financial Management and Reporting
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
E5. WSIP01 Form
E501
01 Claim Form
• Navigate using the
menu:
• Project
Finances/ClaimFo
rms/WSIP01
E502
Claim Forms
This is the Summary
Form that is also
Submitted with the 02A
and 02B forms.
Note that it also
Contains the Figure for
the Approved Cost of
the Project that you
entered on the WBS
earlier
44
E. Project Control and Reporting-Financial Management and Reporting
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
E6. Submit WSIP05 Form for Over Expenditure
E601
Requests for further
Funding
• Additional request
for Further
Funding can be
processed via the
WSIP05 Claim
Form
• Navigate using the
menu:
Project
Finances/WSIP05
E602
Updating the
Relevant Task
• Select The Expense
Category (Planning
or Construction)
• Define the Additional
Extra Works
Undertaken
E603
Viewing the Claim
• The Claim will be
generated and can
now be viewed on the
“Previous Claims” Tab
• Enter the Proposed
Increase in Costs
• Select the Previous
Claims Tab and
select the appropriate
Claim from the Drop
down list
• Attach a Technical
Document or
Justification
Document using the
“Browse” Button
• The Claim form will
then be displayed
and can be exported
to word for
Submission
• Select the “Generate
Claim” Button
45
E. Project Control and Reporting-Financial Management and Reporting
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
E7. Submit Final Project Costs and Accounts
E701
Submitting Final
Project Costs and
Accounts
• Navigate Using
the Menu Path:
• Project
Finances/WSIP0
7A/WSIP07B
E702
WSIP07A and 07B
• At the end of a
Project the Project
Manager will need
to Submit the Final
Project Costs and
Accounts
• This is done using
the WSIP07A and
WSIP07B forms
E703
Completing the
Forms
E704
Project Financial
Tracking Report
E705
Detailed Project
Expenditure Report
• Simply access
the Forms using
the menu path
defined in step
E701
Menu Path:
Reports/WSIP
Reports/Project
Financial Tracking
Menu Path:
Reports/WSIP
Reports/ Detailed
Project Expenditure
Report
• Export the
Relevant Form
into Word and
print it off for
Manual
Completion and
submission
Note: This is a new
Report in Phase 2.
Note: This is a new
Report in Phase 2.
46
Overview - Business Processes
F. Project Close Out
F1
Confirm Task &
Project
Completion
F2
Related Reports
47
F. Project Close Out - Final Status and Accounts
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
F1. Confirm Task & Project Completion (Project Close Out)
F101
Check Final Task &
Project Status
F102
Update & Review
Final
Risk Log
F103
Update & Review
Final
Issue Log
• The Project Leader
should ensure all
tasks on the Project
Plan are 100%
complete on the
ProjectVision
System
• The Risk Log should
be updated to reflect
the final status of all
logged issues. All
risks should be
closed or escalated
as appropriate.
• The Issue Log
should be updated
to reflect the final
status of all logged
issues. All issues
should be closed or
escalated as
appropriate.
48
F. Project Close Out
Project Rights
Project Owner
System Administrator
Project Leader
WSIP Admin
Management (read only)
F2. Related Reports
F201
Project Task List
Report
• Menu Path:
Reports/Project
Management/Project
Task List
F202
Risk Analysis
Report
• Menu Path
Reports/Project
Management/
Risk Analysis
Report
F203
Issue Analysis
Report
• Menu Path
Reports/Project
Management/
Issue Analysis
Report
49
F. Project Close Out
Project Rights
Project Owner
System Administrator
Project Leader
WSIP Admin
Management (read only)
F2. Related Reports
F205
Project Financial
Tracking Report
• Menu Path:
Reports/WSIP
Reports/Project
Financial Tracking
Note: This is a new
Report in Phase 2.
F206
Detailed Project
Expenditure Report
Menu Path:
Reports/WSIP
Reports/ Detailed
Project Expenditure
Report
Note: This is a new
Report in Phase 2.
50
Section G - Over-View
Log Support Ticket to Ticket Resolution HELPDESKVISION
 This section tells you the steps you need to
logon to the helpdesk function, how to create
a call and check logged call.
51
Web-PCS – System Guideline Overview
G. Log Support Ticket to Ticket Resolution - HELPDESKVISION
G1
Open Helpdesk
Support Ticket
G2
Assign Ticket
to Resource
G3
Resolve & Close
Call
52
G. Log Support Ticket to Ticket Resolution
Project Rights
Project Owner
System Administrator
Project Leader
WSIP Admin
Management (read only)
G1. Open Helpdesk Support Call - HelpdeskVision
G101
Log-on to
HelpdeskVision
• 1)
Using the same
username and
password as your
web-PCS
ProjectVision
password Log-on to
the helpdesk via
the HelpdeskVision
link located on the
PCS-website at
www.wsntg.ie/pcs.a
sp
• 2) The Welcome
Page Appears on
log-on
G102
Create
New Call
• 1) To
open a new
Support “Call”
either select the
“New Call” link
from the Welcome
Page or from the
Main Menu select
Menu Path:
“Create New Call”
• 2) The “New Call”
entry screen tab is
displayed
G103
Select
Problem Type
• 1) At
the “New Call”
entry screen tab
select the “Problem
Type”. This is
categorised into
the different menu
areas of the webPCS system and
the PCS process
• 2) Once the
“Problem Type”
has been selected
the “Category”
drop-down box will
appear beneath it
G104
Select
Category
• 1) The
selections in
this box are a subcategory of the
Problem Type
based again on the
web-PCS menu
sub-options
• 2) Select the
relevant category
for your problem
• In some cases this
may be the same
as the “Problem
Type” if menu suboptions are not
relevant but an
entry needs to be
made to this field
G. Log Support Ticket to Ticket Resolution
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
G1. Open Helpdesk Support Ticket - HelpdeskVision
G105
Enter Problem
Description
• 1) In the “Brief
Description “ field
enter the main
details of the
Problem
• There are 255
characters available
for your description
• 2) In the “Additional
Details” field enter
any other relevant
details regarding the
Problem giving
examples or data
references in the
system where
applicable
G106
Select
Problem Priority
• 1) In the “Priority”
drop-down box
select the severity
of the Problem
• The Choices are
Low/ Normal or
Urgent
G107
Attach
Supporting Documents
• 1)
In the “Attach File”
field you can attach
any supporting
documents of any file
type
• You should only do
this when you are
ready to submit the
“Call” entry
• You can browse for
documents using the
“Browse” button
G108
Submit
Call
• 1) Using
the
“Submit Call”
button on the top
right-hand corner
of the screen
submit the “Call”
• The “Call” or ticket
will be sent to the
System
Administrator and
assigned
accordingly to the
correct Support
Analyst
G109
View
Logged Calls
• 1)
Navigate to
Menu Path:
Logged Calls/My
Opened Calls to
view any Support
Calls you have
opened
• 2) View Closed
Calls under the
“My Closed Calls”
heading
B. Log Support Ticket to Ticket Resolution
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
G2. Assign Ticket to Support Analyst - HelpdeskVision
G201
Call Submitted
From User
• 1) The “Call” is
submitted by the user
as per step G108
• It is then available to
the System
Administrator for
assignment to a
Support Analyst
G202
Assign “Call” Ticket
to Support Analyst
• 1)
The “Call” is
reviewed by the System
Administrator and
assigned to the
appropriate Support
Analyst
• The System
Administrator will
contact the Support
Analyst via the
appropriate media and
seek to resolve the
Problem within the
given Service Level
Agreement timelines in
place
B. Log Support Ticket to Ticket Resolution
Project Rights
Project Owner
Project Leader
WSIP Admin
Management (read only)
G3. Resolve Ticket Query - HelpdeskVision
G301
Resolve
“Call” Problem
• 1)
The Support
Analyst will review
the “Call” details and
will resolve the
problem via the
appropriate means.
• 2) The Support
Analyst will then
provide the solution
to the System
Administrator.
• 3) The System
Administrator will
update the
resolution in the
HelpdeskVision
system under the
appropriate “Call”.
G302
Inform User
of “Call” Resolution
• 1) The
user will be
informed of the “Call”
resolution via email from
the HelpdeskVision
System once the
System Administrator
has closed the “Call” in
the HelpdeskVision
System.
• 2) In some cases it may
be necessary that the
System Administrator
contacts the user via
phone to check that the
problem has been
resolved in the webPCS Production
System, prior to closing
the “Call” in the help
desk system.
G303
Close “Call”
• 1) Once
the “Call”
resolution has been
resolved and
confirmed, it can be
closed in the
HelpdeskVision
System
• The “call” is then
viewable by the user
under “My Closed
Calls” in the
“Logged calls” menu
option.
Appendix 1
Project Rights - Project Owner
The rights for Project Owner cannot be changed by
anyone on the system.
Tasks - Full task changes on the Work
Breakdown Structure and Gantt
User is allowed to edit Recorded History
User is allowed to edit the Project Name or move it
to a different directory
Organisations - User can assign organisations to
project
Details - Add, update and remove Details
WSIP - User can edit all claim data
General - View project and general report section
History Update - Add/Edit History on all tasks in
project
Reports - User is allowed to view special reports
which have a cost element
WSIP - User can edit the 'Breakdown of Costs'
WSIP - User can Create and Delete all the WSIP
claim forms
Reports - User is allowed to view the Cost section in
Reports
Reports - User is allowed to view the Time section in
Reports
Risks/Issues/Change Requests - User is allowed to
add/edit Risk and Issues
Tasks - Full task changes on the Work
Breakdown Structure and Gantt
Scope - Add, update Scope
MSP - Can Export
Strategies - User can assign strategies to project
57
Appendix 1
Project Rights - Project Leader
User is allowed to edit Recorded History
User is allowed to edit the Project Name or move it to
a different directory
Details - Add, update and remove Details
Tasks - Full task changes on the Work
Breakdown Structure and Gantt
Organisations - User can assign organisations to
project
General - View project and general report section
WSIP - User can edit all claim data
History Update - Add/Edit History on all tasks in
project
WSIP - User can edit the 'Breakdown of Costs'
Reports - User is allowed to view special reports
which have a cost element
WSIP - User can Create and Delete all the WSIP
claim forms
Reports - User is allowed to view the Cost section in
Reports
Strategies - User can assign strategies to project
Reports - User is allowed to view the Time section in
Reports
Tasks - Full task changes on the Work
Breakdown Structure and Gantt
Risks/Issues/Change Requests - User is allowed to
add/edit Risk and Issues
Scope - Add, update Scope
Organisations - User can assign organisations to
project
58
Appendix 1
Project Rights - Team Member
History Update - Add/Edit History, but only on tasks where the user is a
resource
Reports - User is allowed to view the Time section in Reports
Tasks - User can only edit tasks that they have been assigned to
59
Appendix 1
Project Rights - WSIP Admin
WSIP - User can edit all claim data
WSIP - User can Create and Delete all the WSIP claim forms
WSIP-User CANNOT enter FMS Job Code data using Project PlanningBackground
60