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Program Core Data MOD009C8V

Access

  • Program panel → Program Core Data

Information

  • In this module, the most important data and parameters of a program are created and maintained.

  • Data can be displayed or changed depending on the rights of the logged-on user.

  • The Program Core Data module is opened by default when a program is created.

Program Header Data

Create Program

Procedure

  • The creation procedure can be started via the New program link in the user menu.

  • As a result, the blank Program Core Data module is opened and the functional ID is automatically generated in the program header.

  • Enter the program name in the field next to the ID (here, the Please enter a name dialog will be displayed by default).

  • Save.

  • The framework of the program has thus been created.

    • You are advised to also define the basic data and key dates of the program this step. Further data may be added at a later point in time if required.

Only users with multi-project manager, multi-portfolio manager, or multi-project/multi-request manager rights can/are entitled to create new programs.

Change Functional ID

  • PLANTA project distinguishes between functional ID and technical ID.

    • 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 an already existing ID is entered and you 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 in the master data is activated) hence e.g. also in already existing status reports.

Only users with multi-project manager or multi-portfolio manager or multi-project/request manager rights can/are entitled to change the functional ID of planning objects. In the case of missing authorizations, the Change Functional ID button is not displayed.

Delete Program

Procedure

  • Click on the Delete program button in the header area.

  • The Delete module, in which the idea can be deleted, will be opened.

Authorization for the deletion of Programs is granted to users with multi-project manager or multi-portfolio manager or multi-project/request manager rights.

  • If the user does not possess any of these rights, no delete button will be displayed in the Program Core Data module and the Delete module can thus not be opened.

Mark Program as a "Favorite"

Information

  • Programs which are marked as favorites are displayed in the User Menu of the logged-on user at the top of the Favorites area. This allows you to access programs 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 program is thus turned into a favorite.

See also: In-depth information on the User Menu and its structure

Basic Data

Information

Change or Delete Program Image

Information

  • The proposal image is displayed to the right of the basic data.

  • When you create a program, the image that is defined as default image for projects in the Global Settings is automatically inserted.

Image specifications

  • Ideal image format: 4:3

  • Ideal image size: min. 200 x 150 px

  • Supported file types: *.jpg, *.jpeg, *.png, *.bmp

  • Maximum file size: 10 MB

Change image

  • Click on the image.

  • The file manager is opened. Select the required image file and click on the Open button.

Delete image

  • Hover the mouse cursor over the image and click on the X which is displayed in the upper right corner. Save.

  • Subsequently you can insert a new image (see procedure below). In order for the new image to be displayed correctly, you have to save between the deletion of the old and the insertion of the new image.

Insert a new image

  • If the image was removed, the following text will be displayed instead of an image: "Please click here to change the image or to insert a new one".

  • Click on the text.

  • Select the required image file and click on the Open button.

Key Dates

Information

Details

  • Via the Schedule with gates checkbox you can determine whether master milestones are additionally displayed as gates on the horizontal time axis directly below the time scale in the Schedule of the program.

  • From the Main milestone listbox you can select one of the program milestones which you want to define as program main master milestones. The main milestone is used as a reference point in time for different analyses and calculations. If a main milestone is selected, the Schedule with gates checkbox is automatically activated. This ensures that the time interval to the main milestone is shown on the gate symbols in the Schedule and Milestone Overview modules.

Descriptive Data

Information

  • In the Descriptive data area, further information on the program can be entered in so-called continuous text fields, which allow longer text entries, e.g. description, scope and delimitation etc.

Stakeholder Area

Information

  • In this area, stakeholders of the program can be defined and categorized simultaneously.

  • You can view absence data of the respective employees.

  • You can send information to stakeholders.

  • When a program is created, the manager of the program is automatically added as a stakeholder. In the Comment field, this is indicated by the Taken from manager field note.

    • If the program manager is changed, a query on whether you want the respective stakeholder to be replaced or the new stakeholder to be added will be displayed.

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.
  • Click on the button of the required category.
  • The dialog module for stakeholder selection will be opened.
    • Select the required stakeholders in this module and copy them to the previously selected category by clicking on the respective button.

  • Define the role of the stakeholder in the project via the listbox of the same name ( do not confuse with the user/PLANTA roles).

  • Define the stakeholder’s rights for the program (modification rights or access rights) by activating or deactivating the Modification access checkbox. For more information, please see Rights Management.

  • Save.

Interaction with other modules

  • 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 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.

Notification, Absence Information

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.

Evaluation Data

Information

  • In the Evaluation Data area,

    • parameters for program analyses

    • calculated values like, e.g., NPV are displayed

    • 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

Select or change area

  • Select the required area from the listbox in the Area field. The area defines which evaluation criteria or which risk checklist is used (see also Notes in the "Evaluation Data" section).

    • You can only select one area for each planning object.

    • If you have already selected an area, the Evaluation criteria already exist for the selected planning object. Delete existing evaluation criteria? 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 value risk value can be recalculated.

  • Save.

Note

The objective contribution 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 Objective Evaluation Criteria and Risk Checklist modules.

  • The evaluation criteria and risk checklists are created per area. This acts as a grouping element so that different compilations of target assessment criteria and risk checklists can be created and used at a later point.

Evaluate Objective Contribution

Procedure

Determine Risk Value

Procedure

  • If no area has been selected yet, select an area.

  • Click on the evaluate button next to the Risk value field.

    • The risk checklist which is assigned to the selected area is displayed grouped by category.

  • Answer questions with Yes or No.

  • Add a comment if necessary.

  • Click on the Complete evaluation button. The data is saved.

    • The total risk contribution is determined by the yes/no answers of all criteria and is displayed in the Risk value field.

Note

  • In the master data, every answer option for every question is preset with a particular score which weights the corresponding answer.

  • The risk value is only copied to the Risk value field if the risk checklist has been filled completely.

Key Performance Indicator

Information

  • A key performance indicator (KPI) is a measurement variable that can be used to measure the achievement of an objective.

  • In the Key Performance Indicator area,

    • already existing key performance indicators are displayed and can be edited.

    • new key performance indicators can be created.

Procedure

  • Insert a new record for a key performance indicator

    • by clicking on the Insert KPI button in the area header or

    • by right-clicking on the area heading and selecting Insert → Key Performance Indicator from the context menu.

  • Define/name the Key Performance Indicator in the field of the same name.

  • Save.

  • Insert a new record for benefit

    • by clicking on the plus symbol in the KPI line or

    • by right-clicking on the newly created key performance indicator and selecting Insert → Benefit from the context menu

  • Enter the year in the Year field.

  • Fill the Planned benefit and Comment fields.

  • Save.

Attributes/Parameters

Information

  • In the Attributes/parameters area, further parameters of the project, like e.g. Status, etc., can be defined or changed.

Note

  • The program status can only be changed to Archive or Inactive if all assigned projects have the Archive or Inactive status as well.

Projects of the Program

Information

  • In this area, new projects can be assigned to the program or already assigned projects can be deleted from the program.

  • Via the link in the Project field you can switch to the corresponding project.

Edit project assignments

  • To assign projects to the program,

    • click on the Assign project(s) button.

      • The Assign projects module will be opened.

        • To assign one or multiple projects from the list to the program, select them by activating the Select checkbox and clicking on the

          Assign selected objects

          button.

  • To delete projects from the program,

    • mark the record of the required project and click on the Delete button in the menu bar.

Notes

  • A project can only be assigned to a program if it meets the following criteria simultaneously. It
    • is a main project.
    • is not assigned to any program.
    • is not assigned to any portfolio.
    • has status = (1) active

  • In this area, it is not possible to edit projects.

Portfolio Assignment

Information

  • If the program 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 program to the new portfolios,

  • click on the Assign portfolio(s) button.

    • The Assign Planning Object to Portfolio(s) module will be opened.

      • 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 program 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 program is already assigned to all portfolios in which the logged-in user is portfolio manager, or if the user is not a portfolio manager of any portfolio, a respective message is displayed when the Assign the selected portfolio(s) button.

To remove the program from the required portfolios,

  • mark the record with the required portfolio and delete it via the Delete button in the menu bar.

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.
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