Project and Portfolio Management

SoftwareEnhancementsOperations keeps the lights on, strategy provides a light at the end of the tunnel, but project management is the train engine that moves the organization forward. Training ObjectivesLearn how to utilize the PPM tool for tracking software enhancements. Exposure to the State Enhancement Process2Training InstructionsKeep an open mind.Dont let the tool overwhelm you.Videos Do not follow along with the videos on your screen, they are available after the class.Labs They are not a detailed instruction set, so pay attention to the video and feel free to play around.

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EnhancementsEnhancements are the submission of the general idea of a change to an existing application to be further evaluated to see if the organization/agency wants to move forward to put it in a release.Enhancements can also be as a result of an incident (Help desk ticket), Problem ticket or a project.Enhancements can be submitted by anyone who has access to the tool. Stakeholders who do not have access, can request a new enhancement through the Help Desk and will be assigned to the Functional Managers who will submit on their behalf.4Pending Development Customer RequestCreate High-Level EstimatesApprove Specs DevelopUser Acceptance TestingCloseDevelopment Software Enhancements within the Project Management Process Groups 5Customer Ranks RequestFunctional Specs CreatedTechnical Specs CreatedAssign DeveloperReady for ProductionMigrate to ProductionCloseUser Acceptance Testing OMES/ISD Software Enhancement Process6Project Management Process Groups Defined1Pending Development UATCloseDefines requirements, required to attain objectivesPerformance of the Development and testing To meet the requirementsMigrates the changeTo productionAll Requests with a Cost below $15,000 Pending DevelopmentUAT CloseFunctional Mgr updates Enhancement List, Technical Manager Updates list with estimateAnd customer ranking approves requests toDevelopment Managers completeDeliverablesFunctional Mgr approvesSpecifications to move to UAT Technical team completesDevelopment, functionalTeam completes testing.Technical Mgr approvesCloseTechnical Managercompletes deliverablesSoftware Enhancement Process Group Responsibilities3Software Enhancement Process Group DeliverablesPending Development UAT CloseUpdated Enhancement List, High Level EstimatePriority, ranking and an Updated Enhancement List

Functional andTechnical SpecificationsDetail Level EstimatesResources assigned,Code, test resultsCompleted Code2Identifies a change idea, potential benefits and initial scope. Defines and authorizes a ChangeManager DefinitionsFunctional Manager The person that is the liaison between the business customer and the technical staff, this may be a Business Analyst, Systems Analyst, a manager, etcTechnical Manager Typically this is a programming manager.Enhancement User this is typically a business analyst, systems analyst, developersomeone that is going to be assigned to work on an enhancement.7

SW Enhancement Work Flow8Pending Pending Pending Create High Level-EstimateNewWaiting for Customer Ranking

FunctionalManagerEnhancement User

TechnicalManager

9DEV DEV Create Functional SpecsDEVCreate Technical SpecsSpecs Waiting on Approval

FunctionalManagerSW Enhancement Work FlowEnhancement UserEnhancement User

10DEVUATDEVReady for Devel AssignDevelopUAT

TechnicalManager

SW Enhancement Work FlowEnhancement UserEnhancement User

11UATCloseReady for ProductionUAT Migrate to Production

FunctionalManagerSW Enhancement Work Flow

TechnicalManagerIntroduction & NavigationVideoLoginExplain the difference between a Private & Shared DashboardNavigate to a dashboardHP Saas DocumentationEdit your profileView My resource Information, how to request it be updated.Review the main navigation buttons, breadcrumbs and search menu

12Login Screenhttps://ppmtest-sook.saas.hp.com

13Lab 1Login to the tool: https://ppmtest-sook.saas.hp.comUser Name: StudentXX - where XX is your training numberPassword: trainmeNavigate to the Enhancements dashboardDashboard Shared Shared Business Applications EnhancementsAdd the dashboard you have open to youre My LinksOpen your Profile information and view itOpen Administration Edit my profileSTOP END OF LAB

14DashboardsPrivate Dashboards only you have access to seeShared Dashboards everyone has access to seeCan personalize some shared dashboards to filter to only show certain projects you are assigned, programs where you are the manager, etc.

15Dashboard VideoVideoDefaulting your dashboardCopying and customizing a dashboard

16Assignment FieldsAssigned TO: (The Manager of the Unit)Assigned Business Unit: (The agency that is going to fulfill the request)Assigned Department: (The Department, if any that is going to fulfill the request) Functional Assigned: (The person(s) name that is going to be assigned to do the functional specs)Technical Assigned: (The person(s) name that is going to be assigned to do the technical specs)Tester Assigned: (The person(s) name that is going to be assigned to test the enhancements)Developer Assigned: (The person(s) name that is going to do the development of the enhancement)17Lab 2PURPOSE: The purpose of this lab is to create a team manager dashboard so you can see the enhancements assigned to your team.

Personalize your Enhancement Team Manager Dashboard for your assigned Enhancements. (First you will copy the template)Go to the Dashboard Dropdown Select Personalize DashboardGo down to the Shared Pages folder (bottom section of the window pane):Open the Dashboard Templates folder, Select the Enhancement Team Manager page, Right click, Select copy, Go up to your Private Pages folder select on it, Right click, select paste.

LAB 2..Continued on next page18Use your pencil to customize your filters for EACH portlet on this dashboard as follows:Under the Assignment section: Change the Assigned To person to your training user name [Example: Student07]. * (You must click Save before moving to a new portlet)

19Lab 2.continuedLab 2 Continued..Change is the law of life and those who look only to the past or present are certain to miss the future. ---- John F. Kennedy

20BreakCreate Enhancement Video21Video

Lab 3Create a new EnhancementGo to Create Requests Select the Request Type of SoOK Enhancement, Select the Create ButtonComplete the required fieldsName the Enhancement: [your name]-Lab3 Enhancement.Assign the Enhancement to your training ID by putting the Training ID in the Assigned to:, Do the same for the Functional Assigned, Technical Assigned, Developer Assigned and Tester Assigned to as well.Assign the Advisory Board Submit the EnhancementGo to your Team Manager enhancement dashboard. Notice the Status of the enhancement.

Lab 3 Continued

22Lab 3 Continued23Select on the Enhancement Number and select Approve under the available actions. Complete the required fields when prompted. Click the Continue Workflow Action. You should notice that the status goes to Create High-Level Estimate in the status. And the Phase goes to 01- Pending.Go back to your team manager Dashboard (Dashboard Private Enhancement Team Manager) , you should notice that it now shows up under the Waiting for Estimates portlet.Click on the Enhancement number again and Click the Complete button to indicate the High Level Estimate is done, enter the required fields, click the Continue Workflow Action button. You will notice it goes to a Waiting for Customer Ranking Status.Enter a rank and select the Complete button, complete the required fields. Click the Continue Workflow Action button. You will notice it goes to a Create Functional Specs Status. Select the Complete button.Enter the Required Fields, and select the Continue Workflow Action. Select the Continue Workflow action button. You will notice it now goes to Create Technical Specs status.

Lab 3 Continued..

Lab 3 continued24Click the Complete Button, enter the required fields and click the Continue workflow Action button. You will notice the status goes to specs waiting on approval.Click the Approve button, enter the required fields, click the Continue workflow action button, you will notice the status goes to Ready for Devel Assign.Click the Assign button, select yourself as the developer assigned. Click the Continue workflow action button. You will notice it now goes into a Develop Status.Click the Complete button, enter the required fields and click Continue Workflow Action, you will notice the status is now in UAT (User Acceptance Testing)

Entering BugsVideo

25Lab 4

Enter a bugGo to your Team Manager dashboard to find your enhancement you created in Lab 3 and open it by clicking on it.Scroll down to the bugs section of the enhancement, this can be found under the Details SectionSelect the Edit button, click the + to add a bug.Enter the information about a bug, select the status as new and assign it to your training ID.Click the + again and create another bug, click the Save button at the top or bottom of the screen.Click the Reject Button at the top of the Screen. Enter a note for a reason to reject this enhancement. Click the Continue Workflow Action.Go back to your team manager dashboard, you will notice the Enhancement is now showing up in the In Development and Testing List, with a number of bugs listed in the bugs column.

26Break27

Advanced SearchVideo28Lab 5Advanced SearchingGo to Search RequestsSelect the Request Type of Sook-EnhancementClick the Advanced Search Button.Under the General Criteria Section, Under the Creation Date From and to; put yesterdays date in the From and todays date in the To:Scroll down under the Choose Columns section and select the following columns to display: Enhancement No, Description, Enhancement Phase, Assigned to, Developer Assigned, Priority, bugs.Save this search as: Class List, Select the Save Button, then the Return to Search Requests ButtonClick the Search ButtonGo to Search (from the tool bar) Saved Searches; you should now notice a search named Class List listed.Delete the Saved Search: Go to Search Saved Searches Managed Saved Searches; Select the Search you just added and select the X to delete it.29Multi-Select QueryFor staff that serve in the Functional, Technical, Developer and Tester, you will need to create a multi-select in Query Builder; add the below filters into your portlet.30

Creating your Dashboard in ProductionLogin to the production site;From the CIO Website homepage: http://ok.gov/cio/Go to Online Tools/Services Project Portfolio Management (PPM) CenterIF YOU ARE A FIRST TIME USER:User ID; Peoplesoft IDFirst time Password: sookppm

Setup your Dashboards for Enhancement Manager and/or Enhancement Team Member. (Refer to Lab 2)31