In this module, the core data of a proposal is created and maintained.
Whether the current user is authorized to change, or to only view data in this module, depends on his/her rights.
The Proposal Core Data module is opened by default when a proposal is created.
Proposal Header Data
Create proposal
Procedure
The process of creating a new proposal can be launched from various modules by using the New proposalbutton or the New proposal link in the user menu.
As a result, the blank Program Core Data module will be opened and the functional ID will be generated automatically in the program header.
Enter the proposal name in the field next to the ID (here, the Please enter a name) dialog will be displayed by default.
Save.
Details
The proposal base has now been created. You are advised to also define the Basisdaten and Ecktermine in this step. For this purpose, see the chapters of the same name below. Any additional data can be added at a later point in time.
Notes
All users who have access to the module are authorized to create new proposals. No further authorization is needed.
They are both generated automatically when a project, proposal, idea, or program is created and are equal at that point.
The functional ID is visible in various modules and can be changed if required for certain reasons.
The technical ID must not be changed. It is not visible in the module and remains unchanged even if the functional ID is changed.
Change functional ID
In the header bar area (in the Subprojects module in the box of the required subproject), click on the button with a pen on the right hand side.
The Do you really want to change the functional ID system wide? dialog message will be displayed.
Confirm it with Yes.
A dialog window containing an input field is opened.
The functional ID needs to be defined uniquely in the system. If you enter an already existing ID and click outside the field, the The required object ID is already used message will be displayed and the value will be reset.
Enter the new ID here.
The ID will be changed throughout the system by default (global Change functional ID globally project parameter is activated by default) hence e.g. also in already existing status reports.
If the user does not possess any of the above mentioned rights, no delete button will be displayed in the Proposal Core Data or Idea Core Data module and the Delete module can thus not be opened.
Mark Proposal as a "Favorite”
Information
Proposals which are marked as favorites are displayed in the Benutzermenü of the user at the top of the Favorites area. This allows you to access these proposals more quickly from the user menu without navigation.
Procedure
Click on the blue star symbol directly next to the header bar. The star turns yellow and the proposal is thus turned into a favorite.
Basic Data
Information
The area of the same name contains core data of the proposal.
When a proposal is newly created, some fields will automatically be filled with default values. However, they can be changed immediately after creation or at a later point in time.
Manager: The creating user is automatically entered as the manager of the new proposal in the field of the same name.
Priority: The new proposal automatically has the lowest priority of 999.
Code: The new proposal automatically belongs to the "New projects" category (= has the respective code).
Further parameters can be defined upon requirement. The descriptions of the individual parameters can be retrieved directly from the program by pressing F1, or they can also be found here.
Key Dates
Information
In the Key Dates area, the time frame of the proposal is defined.
The calculated dates and the durations are only written automatically in the respective fields after creation of a schedule and calculation of the project.
If the proposal is turned into a project and if it is carried out, actual dates will automatically be written in the respective fields in calculation as soon as they have been set on one of the tasks (actual start) or on all tasks (actual end).
Details
From the Main milestone listbox you can select one of the project master milestones as a proposal main milestone. The main milestone is used as a reference point in time for different analyses and calculations. On the gate symbols (Schedule and Milestone Overview modules), the time interval to the main milestone date is specified (in weeks).
Via the Schedule with gates checkbox you can define whether gates are displayed in the schedule of the project.
In the Descriptive Data area, further information on the proposal can be entered in the so-called continuous text fields.
Stakeholder Area
Information
In this area, stakeholders of the proposal can be defined and categorized at the same time.
You can view absence data of the respective employees.
You can send information to stakeholders.
When a proposal is created, the manager of the proposal is automatically added as a stakeholder. In the Comment field, this is indicated by the Taken from manager field note.
Create Stakeholders
Assign stakeholder
Click on the Assign Stakeholder button in the Stakeholder heading line.
The To which category do you want to assign stakeholders? query is displayed.
In the dialog window, categories are offered that exist in the Team categories listbox category in the Miscellaneous Listbox Values module.
Upon login, the planning objects for which the current user is stakeholder will automatically be displayed in the My Planning Objects module in the Stakeholder with Modification Rights (if the Modification access checkbox is activated) and Stakeholder without Modification Rights (if the Modification access checkbox is deactivated)
Assign further stakeholders individually
Right-click on the required category or on an already assigned stakeholder and select the Insert → Stakeholder command from the context menu. A new stakeholder record is inserted.
Select the required stakeholder from the Stakeholder listbox and save.
Define further parameters as described in the procedure above.
Generate team from schedule
It is possible to create resources which are already scheduled for projects assigned to the program as program stakeholders at once (Schedule module).
To do so, click on the Generate team from schedule button in the stakeholder heading line.
The stakeholders are assigned to the "New" category and in the Comment field, the Copied from schedule note is displayed. The category can be adjusted later.
Only those schedule resources the persons of which possess Stakeholder person attributes and have not yet left the company will be assigned as stakeholders.
Notification, Absence Information
By right-clicking on the required stakeholder and selecting one of the appropriate context menu commands, you can carry out the following actions for stakeholders:
Show absence: As a result, you switch to the Absence module in which vacation and absence data of the corresponding employee is displayed.
Send info : As a result, the Send Info module is opened, in which you can write a message to the corresponding stakeholder and have it sent automatically via e-mail.
Time Recording: The Time Recording function should only be used in projects.
objective contributions can be evaluated and risk values of the project can be determined ( only possible if you use PLANTA portfolio at the same time).
Objective Contributions and Risk Values
Caution
The evaluation criteria and their weighting as well as risk checklists on the basis of which objective contribution and risk values are detected are portfolio master data and must have been created upfront in the Evaluation Criteria and Risk Checklist modules.
The creation of the evaluation criteria and risk checklists is done per area. The area acts as a grouping element, so that different evaluation criteria and risk checklist constellations can be created and can be used at a later point.
The areas themselves are also portfolio master data and they are created in the Portfolio Listbox Values module.
Information
You can only select one area for each proposal.
The area defines which evaluation criteria or which risk checklist is used (see also Notes in the "Evaluation Data" section).
Select or change area
Select the required area from the listbox in the Area field.
If you have already selected an area the Evaluation criteria already exist for the current planning object. Do you want to delete them? message will be displayed. Confirm it with Yes. The evaluation criteria and risk checklists of the old area are deleted and the values in the Objective contribution and Risk value fields are reset. Objective contributions can be reevaluated and the risk values can be recalculated.
The costs automatically calculated from percentage values will be displayed individually for each cost center in the Budget, Planned, Actual, Remaining, and Total fields
and additionally
summarized across all assigned cost centers (in the area header).
Note
For each cost center, it is not possible to enter a value > 100% in the Share field. The entry will not be accepted. If the sum of the percentage shares is greater than 100 %, a red traffic light is displayed on area level.
Portfolio Assignment
Information
If the project / proposal / idea has already been assigned to one or several portfolios, they will be listed here.
Via the link in the Portfolio field, you can switch to the corresponding project.
To assign the project / proposal / idea to the new portfolios,
click on the Assign portfolio(s) button in the area header.
Activate the Select checkbox for the required portfolio in the Assign Planning Object to Portfolio(s) module and click on the Assign to the selected portfolios button. As a result, the project/proposal/idea is assigned to the selected portfolio(s), the dialog module is closed and the selected portfolio is displayed in the Portfolio assignment area.
if the project/proposal/idea is already assigned to all portfolios in which the logged-on user is portfolio manager, or if the user is not a portfolio manager of any portfolio, a respective message is displayed when the Assign to the selected portfolio(s) button.
To remove the project / proposal / idea from the required portfolios,
mark the record with the required portfolio and delete it via the Delete button in the toolbar.
Note
If the logged-on user is no portfolio manager and therefore does not possess any portfolios, he/she is informed about this by a message when clicking on the button, and the Assign Planning Object to Portfolio(s) module is not opened.
Watchlist
Information
In the This proposal is on the watchlist of area, persons are listed who assigned the current project for monitoring reasons to their own watchlist via the My Watchlist module.
The area will only be displayed if it contains data.
Convert Proposal into Project
If there already is a proposal which is to become a project, project management administrators/PMOs can set the Type parameter of the proposal to project in the Edit Planning Objects module. This will turn the proposal into a project. Previously recorded data will be retained and remain modifiable.
Another option for conversion is to work with process models. In particular process models, the planning object type can be changed by phase transitions. For further information on this topic, please click here
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