Critical Projects MOD009E18 | Project and Portfolio Management

Introduction

For information

This module provides the multi-project manager (project manager, department manager) with an overview of the main projects that have delay or master milestone delay, or budget overrun.
If there is need for clarification, you can send a message to the project manager directly from the Critical Projects module.

Details

The projects to be displayed in this module can be filtered using object filters.
- If there already is an object filter, it can be selected from the listbox on the Filter field. After clicking on the Apply changes button, only projects which correspond to the filter are displayed.
- You can edit existing object filters or create new ones in the Object Filter module which is opened via the Edit filter button.
- If an object filter is selected in one of the modules which use object filters, it automatically takes effect in all other modules with object filters as well.

Clicking on the ID of the required project (planning object) switches to the corresponding panel where the project's (planning object's) data can be edited or viewed, depending on the user rights.

Module Variants

Base	Shows all projects that are critical according to defined criteria.
My Projects	Only shows the projects that are critical according to defined criteria and in which the logged-on user is project manager.

Bar Legend

Meaning	Color	Comment
Requested dates		Requested start and Requested end are defined in the Key dates area in the respective core data module (Project Core Data, Idea Core Data, Proposal Core Data, Program Core Data).
Calculated dates	The color of the bar is determined by the code of the planning object. Code A Code B Code C Code D Code E	Calc. start and Calc. The end of a planning object is determined during schedule calculation. (By clicking on the Calculate Schedule button). The Code of the planning objects is set or changed in the respective core data module.
Actual dates	The bar is hatched in white. The background color depends on the code of the planning object.	Actual start and Actual end (if available, otherwise Latest time recording date ) of a planning object. They are determined from the actual dates of the tasks (Actual start/Actual end) during the calculation of the schedule of the respective planning object (by clicking on the Calculate schedule button).
Float		Float available when the calculated end date (Calc. end) is earlier than the requested end date (Requested end).
Delay		A delay occurs when the calculated end date (Calc. end) is later than the requested end date (Requested end). The delay bar immediately follows the bar for calculated dates and is customized with a color gradient so that the red color has various shades.

Delay

Information

In the Delay area, all main projects are displayed, which have a delay (Calc. end is later than the Requested end).
- Projects are displayed in the categories of delay up to 5 days and over 5 days.
- The Deviation field contains a traffic light function.

Information

In the Master milestone delay area, all main projects are displayed, which have a delay (Calc. end is later than Requested end) (there must be at least one master milestone with delay).
- Projects are displayed in the categories of delay up to 5 days and over 5 days.
- By opening the requested project, all milestones and master milestones are displayed.

Information

In the Costs area you will see the planning objects for which the total costs (Total costs) are higher than the budget (Cost budget).
- Projects are displayed in the categories of overrun up to 5 % and over 5%.
- At project level, the Total costs - budget deviation and % deviation costs: budget-total fields contain a traffic light function.

Information

In the Budget Overrun area you will see the planning objects for which the total effort (Total effort) are higher than the budget (Cost budget).
- Projects are displayed in the categories of overrun up to 5 % and over 5%.
- The Effort deviation: total - budget and % deviation effort: total - budget fields contain a traffic light function.

Information

In all of the areas mentioned above, the project manager of the projects in question can be contacted via e-mail in case of inquiries or need for clarification.

Procedure

Click on the Message to project manager button in the required area.
- A dialog message window will be opened, asking you whether the messages are to be sent to all project managers or only to selected ones.
- Select the desired option.
- For every selected project (or for all projects) of the relevant area, the Send Info dialog module will be opened automatically.
  - All opened dialog modules are aligned in a row, so that only the Send Info module of a project is visible at first sight. If you move the module aside, the next one becomes visible, etc. If you want info to be sent for all (marked) projects, you have to process the Send Info modules successively in their order of appearance. If you move some modules aside and activate one of the modules situated below, the moved modules disappear.
Activate the Send Info dialog module of the required project.
- The module already contains the most important project data with a reference to overrun or delay.
Enter a title in the Title field and enter the message text in the Text field (white field below the blue bar).
Reselect the Recipient if necessary.
Click on the send button at the right hand top margin of the module.
- The message is sent to the project manager via e-mail.
  - Please refer to the requirements for sending e-mails in PLANTA project in the description of the Send Info module.

Note

This function is also available via the Inform project manager context menu command (right-click on the required project). In this case, the Send Info module is only opened for the project that was clicked on.