Difference between revisions of "Project team plan cofin/en/"

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=Project resources=
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=Project team=
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A clear organizational structure is set by the selection of persons and roles in the project team: Who is responsible for what.
  
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A clear organizational structure is set by the selection of persons and determining their role in the project team: Who is responsible for what.
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'''Project role define the level of [[Person_roles_rights/en/ |access rights]] to various parts of the project''' (eg, finance, activities, documents ...).
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With the change of project roles, we can change the level of access rights to various parts of the project (eg, finance, activities, documents ...).
 
  
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==Adding new project participant==
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[[File:Project_team_en.JPG|400px]]
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To set project organizational structure follow the steps below:
 
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* click icon [[file:4.1.3.ikonaUrediUdelezenci.jpg]] to ADD persons to existing organization.
 
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* click ''''' to add new organization
 
  
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# define the role of the organization you want to enter,
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== Adding new organization or project partner to the project==
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** FP7 project can have only one organization with role "lead beneficiary". Lead beneficiary has full overview and edit rights for total project (can see/edit total financial plan, add organizations, activities, and edit activity plan in "task & milestones" tab of the project.
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'''New organization''' can be added following steps:
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** other roles (major project beneficiary, experiment) have '''limited''' see/edit rights for project. They can only see/edit financial plan, activity plan, team members for their organization only.
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# click '''ADD/REMOVE ORGANIZATION''' to open form.
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# select the organisation from the list,
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# select '''organization'''
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# select contact of the organisation chosen,
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#*use search to find organization from the list
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# define a person’s role for this project. The role of the project manager can be assigned only to one participant. Project roles are connected to project access rights set by 4PM administrator.
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#*or ADD new organization entry
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** if a user can see/edit total project plan (same as team members at "lead beneficiary") select the box '''Effort plan overview'''.
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# from a list select '''organization's project role''' (click the name of the organization or green plus icon)
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# repeat if necessary
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# save.
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# confirm the entry by clicking “add/save”.
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 +
 
 +
'''Good to know'''
 +
''Project can have more organizations with the same role (i.e. subcontractors).''
 +
 
 +
[[File:Add_new_organization.JPG |450 px ]]
  
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[[File:Urejanje_udeležencev.JPG|400py]]
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 +
[[File:Project_team_organization_en.JPG|450px]]
 +
 
 +
==Adding new team member/participant, changes in the project team==
 +
# click button '''EDIT TEAM''' below organization to ADD / REMOVE persons to existing organization.
 +
# select person by clicking the name or + icon,
 +
#* if a person is not entered in 4PM use button '''add new team member''' and fill in the form,
 +
#* if you wish to select members of working group select it above the list,
 +
# set or change '''project role'''. The role of the project manager can be assigned only to one participant.
 +
# '''confirm''' the entry.
 +
 
 +
[[File:Project_team_person_en.JPG |450px]]
  
 
==Project roles==
 
==Project roles==
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'''Project organization structure defines the level of project data access rights'''. 4PM enables this with the use of user groups, project roles and project groups.
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''Project organization structure defines the level of project data access. 4PM enables this with the use of user groups, project roles and project groups.
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'''Advanced access rights''' - each project role can have predefined level of access rights to project data.
 
'''Advanced access rights''' - each project role can have predefined level of access rights to project data.
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If a project role has no access predefined, user can access only assigned tasks (no other project data are available for the user).
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If a project role has no access predefined, no project data can be accessed but allocated tasks to the user.
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[[file:4.1.3.spremembaUdelezencaNaOragnizaciji.jpg|500px|]]
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'''Simple access''' rights have only two levels of project access: project manager or project team member and all projects (management and administration).''
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'''Simple access rights''' have only two levels of project access: project manager or project team member and all projects (management and administration).
 
  
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===How to change project manager between two organisations? ===
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===How can I change project manager? ===
 
# Click '''CHANGE OF PROJECT MANAGER''' to open form.
 
# Click '''CHANGE OF PROJECT MANAGER''' to open form.
 
# select new project role for current project manager
 
# select new project role for current project manager
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# save.
 
# save.
  
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===How to track changes of project team===
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[[File:Add_new_organization.JPG |450 px ]]
 +
 
 +
=== How can I change the project client? ===
 +
Project can have only '''one client'''. To change the project's client follow steps:
 +
# click button '''ADD/REMOVE ORGANIZATIONS'''
 +
# select organization role as '''client'''
 +
# save.
 +
New project client is displayed.
 +
 
 +
===How can I track changes of project team===
 
All changes are available here, under the icon [[file:2.2.2.ikonaLupa.jpg‎ ]].
 
All changes are available here, under the icon [[file:2.2.2.ikonaLupa.jpg‎ ]].
  
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==Add new organization==
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===How can I allow 4PM access for team member ===
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'''New organization''' can be added following steps:
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[[File:Ikona_dostop_access.jpg ]] a team member does not have active 4PM access.
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# click '''ADD''' to open form.
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To set up 4PM access for a team member click icon [[File:Ikona_dostop_access.jpg ]] and follow steps [[Access_list/en/ |Access]] to create user access.
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# from a list select '''organization's project role''',  
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# select '''organization'''
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== Project hourly rate==
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# add contacts: person or groups and set their project role.  
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If you want to change the hourly rate '''only for the this project''' follow these steps:
−
# save.
+
 
 +
[[File:Project_ratees.JPG|450px|thumb]]
 +
 
 +
# click icon [[File:Ikona_urna_postavka.JPG]] at the participant,
 +
# if necessary change the hourly rate:
 +
#* '''blue digits''': hourly rate valid for the project only;
 +
#*'''black digits''': hourly rate valid in period (set at participant in the tab RESOURCES / PERSONNEL /HOURLY RATES);
 +
#*'''green arrow''' - reset;
 +
#Hourly rates based on locations (if enabled):
 +
#* '''default''': all work reported on default location,  
 +
#* '''external''': all work reported on any external location
 +
# confirm the entry.
 +
 
 +
The project hourly rate that is defined only for the chosen project is valid for the whole duration of the project. A participant on the project can only have one project hourly fee. If you change the fee throughout the course of the project, then a recalculation of the costs of project hours is made for all performed work entries with the new hourly fee.
  
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To '''edit''' existing organization (add new persons), click the icon '''EDIT''' [[file:4.1.3.ikonaUrediUdelezenci.jpg‎]] at organization.
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When you have a list of project participants, you have the possibility of quick communication among the project team. If you want to email to whole project team, click the mail icon “email to the team”. If you want to email only one group of participants (i.e. contractors) click the icon at individual group of participants.
  
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====Good to know====
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If the nature of the organisation role is such that the participant can work for you, the participant needs to have a defined hourly fee for the type of project that is being entered. In case the participant already has a defined hourly fee for this type of a project, the fee is displayed in the lower table. General hourly fees can be entered and changed in the sidebar “participants/persons” and the sidebar “hourly fee”.
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*'''Important: Only one organization can have a role "lead beneficiary".'''
 
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*''Project can have more organizations with the same role (i.e. project beneficiary).''
 
  
 
==Project communication==
 
==Project communication==
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* 4PM supports quick communication channels for team communication. All team members have displayed their contacts (e-mails and phones).  
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4PM supports quick communication channels for team communication. All team members have displayed their contacts (e-mails and phones).  
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* E-mailings from the system. To send team members or a group of team members an e-mail click the icon [[file:IkonaPismo.JPG]] to open default e-mail application: 4PM collects all e-mail addresses and in subject field fills in the name of the project.
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4PM supports quick e-mailings from the system.
 +
 
 +
To send team members or a group of team members an e-mail click the icon mail [[File:IkonaPismo.JPG]] to open default e-mail application:  
 +
* 4PM collects all e-mail addresses and  
 +
* subject field fills with the name of the project.
 +
 
 +
[[file:4.1.3.posliPosto.jpg|500px |thumb]]
  
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=== How to change the project client? ===
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=Project workload plan=
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Project can have only '''one client'''. To change the project's client follow steps:
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4PM enables 3 modes for workload plan:
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# click button '''ADD'''
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# select organization role as '''client'''
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== Project annual workload plan for individual team members==
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# add contacts
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Individual team member can have annual project work plan. Tab PROJECT / TEAM / WORKLOAD contains a list of team members by organizations and insight to '''average annual project workload''' according to planned work on phases, tasks between start and end date.
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# save.
+
 
−
New project client is displayed.
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[[File:Team_workload_plan.JPG |500px|thumb]]
 +
 
 +
'''Important''':
 +
* '''normal''' - average annual project workload (from planned tasks, phases)
 +
* '''bold''' - '''annual workload plan''' limit for team member for work reporting in set year.
 +
 
 +
== [[Project_structure/sl/ | Work plan by tasks]]==
 +
 
 +
[[File:Task_work_plan.JPG | 500px |thumb]]
 +
 
 +
Each task team member can have assigned available hours for work on a selected task.
 +
4PM calculates '''average task workload''' of a task member according to
 +
* task duration (work days between start and end date)
 +
* number of assigned hours and
 +
* % of employment of individual.
 +
 
 +
== Work plan by phase/sub-phase==
 +
You can plan workload by phase/sub-phase for all tasks and activities in a phase/sub-phase.
 +
 
 +
[[File:Wp_plan.JPG |400px|thumb]]
 +
 
 +
Workload plan by phase limits how many hours can individual work in a phase.
 +
# add new phase or open existing phase (make sure that you have already entered tasks and assignments to
 +
# enter work plan for workers at phase
 +
# close the form

Latest revision as of 16:37, 21 November 2018

Project team

A clear organizational structure is set by the selection of persons and roles in the project team: Who is responsible for what.

Project role define the level of access rights to various parts of the project (eg, finance, activities, documents ...).

Project team en.JPG

Adding new organization or project partner to the project

New organization can be added following steps:

  1. click ADD/REMOVE ORGANIZATION to open form.
  2. select organization
    • use search to find organization from the list
    • or ADD new organization entry
  3. from a list select organization's project role (click the name of the organization or green plus icon)
  4. save.


Good to know Project can have more organizations with the same role (i.e. subcontractors).

Add new organization.JPG


Project team organization en.JPG

Adding new team member/participant, changes in the project team

  1. click button EDIT TEAM below organization to ADD / REMOVE persons to existing organization.
  2. select person by clicking the name or + icon,
    • if a person is not entered in 4PM use button add new team member and fill in the form,
    • if you wish to select members of working group select it above the list,
  3. set or change project role. The role of the project manager can be assigned only to one participant.
  4. confirm the entry.

Project team person en.JPG

Project roles

Project organization structure defines the level of project data access. 4PM enables this with the use of user groups, project roles and project groups. Advanced access rights - each project role can have predefined level of access rights to project data. If a project role has no access predefined, no project data can be accessed but allocated tasks to the user. Simple access rights have only two levels of project access: project manager or project team member and all projects (management and administration).

How can I change project manager?

  1. Click CHANGE OF PROJECT MANAGER to open form.
  2. select new project role for current project manager
  3. select new organization and person to be new project manager.
  4. save.

Add new organization.JPG

How can I change the project client?

Project can have only one client. To change the project's client follow steps:

  1. click button ADD/REMOVE ORGANIZATIONS
  2. select organization role as client
  3. save.

New project client is displayed.

How can I track changes of project team

All changes are available here, under the icon 2.2.2.ikonaLupa.jpg.

How can I allow 4PM access for team member

Ikona dostop access.jpg a team member does not have active 4PM access. To set up 4PM access for a team member click icon Ikona dostop access.jpg and follow steps Access to create user access.

Project hourly rate

If you want to change the hourly rate only for the this project follow these steps:

Project ratees.JPG
  1. click icon Ikona urna postavka.JPG at the participant,
  2. if necessary change the hourly rate:
    • blue digits: hourly rate valid for the project only;
    • black digits: hourly rate valid in period (set at participant in the tab RESOURCES / PERSONNEL /HOURLY RATES);
    • green arrow - reset;
  3. Hourly rates based on locations (if enabled):
    • default: all work reported on default location,
    • external: all work reported on any external location
  4. confirm the entry.

The project hourly rate that is defined only for the chosen project is valid for the whole duration of the project. A participant on the project can only have one project hourly fee. If you change the fee throughout the course of the project, then a recalculation of the costs of project hours is made for all performed work entries with the new hourly fee.

When you have a list of project participants, you have the possibility of quick communication among the project team. If you want to email to whole project team, click the mail icon “email to the team”. If you want to email only one group of participants (i.e. contractors) click the icon at individual group of participants.

If the nature of the organisation role is such that the participant can work for you, the participant needs to have a defined hourly fee for the type of project that is being entered. In case the participant already has a defined hourly fee for this type of a project, the fee is displayed in the lower table. General hourly fees can be entered and changed in the sidebar “participants/persons” and the sidebar “hourly fee”.

Project communication

4PM supports quick communication channels for team communication. All team members have displayed their contacts (e-mails and phones). 4PM supports quick e-mailings from the system.

To send team members or a group of team members an e-mail click the icon mail IkonaPismo.JPG to open default e-mail application:

  • 4PM collects all e-mail addresses and
  • subject field fills with the name of the project.
4.1.3.posliPosto.jpg

Project workload plan

4PM enables 3 modes for workload plan:

Project annual workload plan for individual team members

Individual team member can have annual project work plan. Tab PROJECT / TEAM / WORKLOAD contains a list of team members by organizations and insight to average annual project workload according to planned work on phases, tasks between start and end date.

Team workload plan.JPG

Important:

  • normal - average annual project workload (from planned tasks, phases)
  • bold - annual workload plan limit for team member for work reporting in set year.

Work plan by tasks

Task work plan.JPG

Each task team member can have assigned available hours for work on a selected task. 4PM calculates average task workload of a task member according to

  • task duration (work days between start and end date)
  • number of assigned hours and
  • % of employment of individual.

Work plan by phase/sub-phase

You can plan workload by phase/sub-phase for all tasks and activities in a phase/sub-phase.

Wp plan.JPG

Workload plan by phase limits how many hours can individual work in a phase.

  1. add new phase or open existing phase (make sure that you have already entered tasks and assignments to
  2. enter work plan for workers at phase
  3. close the form
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