Access

Information

  • 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.

Change Functional ID of Proposal

Information

  • 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 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.

Authorizations

Delete Proposal

Procedure

  • Click on the button with a in the header bar area.
  • The Delete module, in which the idea can be deleted, will be opened.

Note

Mark Proposal as a "Favorite”

Information

  • Proposals which are marked as favorites by the logged-in user are displayed in the User User Menu of the user at the top of the Favorites area, which enables a quicker access to these proposals 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.

Change or Delete Proposal Image

Information

  • The proposal image is displayed to the right of the core data.
  • When you create a proposal, the image which is defined as standard 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

  • In the Key Dates area, the time frame of the proposal is defined.
    • When creating a proposal, Requested start and Requested end can be defined.
    • After the schedule has been created, other fields in this area will be calculated automatically during scheduling.
    • 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

Descriptive Data

Information

  • 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.
  • 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 proposal via the listbox of the same name ( do not confuse with the user/PLANTA roles).
  • Define the stakeholder rights for the proposals (modification rights or access rights) by activating or deactivating the Modification access checkbox. See also 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 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.

Evaluation Data

Information

  • In the Evaluation Data area,

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.

Information

  • You can only select one report 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.
    • Save.

Evaluate Objective Contribution

Procedure

Determine Risk Value

Procedure

  • If no area has been selected yet, select an area.
  • Click on the Evaluate button at 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 Finish evaluation button in the header area of the module. 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.
      • 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
    • 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 proposal like, e.g., Planning type, etc., can be defined or changed.

Allocate Costs to Systems

This area is no longer contained in PLANTA standard. However, it can be displayed and used individually, if required.

Allocate Costs to Cost Centers

Information

  • In the Allocate Costs to Cost Centers area, proposals are planned in cost centers and their project costs are allocated.
  • Several cost centers can be assigned to a project. The proposal costs can be allocated to these cost centers on a percentage basis.

Allocate costs to cost centers

  • Insert a new record for a cost center
      • by clicking on the Insert cost center button in the area header or
      • via one of the other Default insert options.
    • Select the required cost center from the listbox in the Cost center field.
    • Enter the percentage share in the Share field.
    • Save.

    Details

    • 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.
    • 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 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