About Projects

What are Projects?

A Project is a vehicle that is used in order to plan, monitor, control and deliver a specific objective. Project on Demand offers the ability to define Projects and use the features and tools provided by the application to guide a Project from start to finish.

Project on Demand utilises the "Waterfall" project management methodology which comprises of six distinct Project Phases, each of which has a specific purpose within the life of the Project. The application guides a Project through these Phases whilst offering features and tools to aid in the Projects progression. Within each Phase of the Phase Progression is a set of recommend Goals, Users can interact with the Goals to access application features and tools required to meet the Goal criteria.

Upon successfully logging into the application, the first page encountered will be the Projects page. The Projects page displays all Projects to which the current User has access, the User can "Enter" these Projects by clicking the Enter button or by double clicking the row.

Users access to Projects and any application features or tools contained within is controlled via Stakeholders, Users must be assigned as a Stakeholder on a Project in order to "Enter" that Project. The Projects page for Standard Users will display only Projects on which they are a Stakeholder, for Administrator Users it will display all Projects. Administrator Users will be prompted to assign themselves as a Stakeholder before being able to "Enter" a Project they are not an existing Stakeholder on.

How should they be used?

Usage of Projects within Project on Demand is as follows:

Administrator and Standard User:

Process Step Action within Project on Demand
1 Enter Project. Enter Project, this will navigate to the Project Dashboard.
On the Project Dashboard:
2 Review Pending Actions and complete any required tasks. Execute required Pending Actions.
3 Review other significant items. Review displayed Risks, Issues, Assumptions, Decisions, Actions, Constraints and Dependencies and make edits if required.
If the User posesses the correct Stakeholder Permissions:
4 Inspect Phase Progression to identify unfinished Goals and perform required tasks.

Identify unfinished Goals using the Status icons available.

To perform the required tasks enter Edit Mode for Document related Goals or enter the associated Tool for Tool related Goals.

5 Finalise required Goals. Approve Documents or use Mark as Complete feature to set Goal Status to Completed for Tool related Goals.

Administrator User:

Project Management Process Step Action within Project on Demand
1 Identify and record a Project. Create a new Project.
2 Assign required Users onto Project. Create new Stakeholders on the Project.
3 Establish access required by Stakeholders. Configure Stakeholder Permissions.
Within each Phase of the Project:
4 Determine and configure unnecessary Goals within the Phase. Set unrequired Goal's Status to Not Required via Project Settings.
5 Aid in progression of Phase / Monitor and control key Project items. Use Dashboard as detailed in table above.
6 Once all Goals are complete - Progress to next Phase or Close the Project if in the Closure Phase. Use Control Point to progress to the next Phase or set the Project's Status to Closed if in the final Phase.

The Phases

The six Phases within each Project in Project on Demand are as follows:

Phase Description
Start Up Documents the idea for the Project and forms the basis for project demand management.
Initiation Justifies the Project in terms of cost versus benefits. It also ensures that the timescales are achievable and sets up up the required management processes.
Planning Specifies the functional and non-functional requirements for the Project.
Design Specifies the solution design for the Project.
Execution Builds, tests and implements the solution for the Project.
Closure Performs a formal handover of the Project and documents Lesson Learned.

Project Status

Projects have a Status property associated with them that controls their accessibility within the application:

Status Description Availability Can Set Manually Can Access Project
Not Started Project has not been started. Projects begin with this Status.
In Progress Project is currently in progress. Projects are set to this Status if the current Status of the Project is Not Started and Edit Mode of any Document is accessed.
Closed Project has been closed. Projects are set to this Status when the Project has been completed through the final Control Point in the Closure Phase of the Project.
On Hold The Project is "On Hold". Only able to be set manually.

Project Properties

Name Description Possible Values
ID Unique Project reference number. Number - Generated by the application.
Title Title of the Project. Text.
Description Full description of the Project. Text.
Justification The justification in terms of cost versus benefit. Text. Set within the Project Mandate.
Objectives A description of what the Project plans to achieve. Text. Set within the Project Mandate.
Background Description of the history associated with the Project or details of the problem the Project plans to solve. Text. Set within the Project Mandate.
Phase Phase of the Project. Start Up, Initiation, Planning, Design, Execution or Closure. Set by the application via Phase Progression or manually by an Administrator User in Project Settings.
Status The current state of the Project. Not Started, In Progress, Closed or On Hold. Set by the application via Phase Progression or manually by an Administrator User in Project Settings.
Start Date The commencement date of the Project. Date.
Sponsors Project Sponsors are senior management whose role is to own the Project and to ensure that the benefits are fully realised. List of Users. Also manageable through Stakeholders.