Dhivakaran.JM

Project - ]Open[

Project Management is the discipline of planning, organizing, and managing resources to bring about the successful completion of specific project goals and objectives. A project is a finite

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Project Management

• Achieve all of the project goals • Objectives• Project constraints• Scope,• Quality,• Time and • Budget..

The primary challenge:

]project-open[ Open Source

Enterprise Business Application

ProjectControlling

ProjectManagement

Collaboration

Human Ressource

Management

CustomerRelationshipManagement

KnowledgeManagement

FinancialControlling

]po[ is an Open Source Software Web-based ERP for IT Industries Project Management" software for project-based organizations.

It integrates areas such as CRM, sales, project planning, project controlling, collaboration, timesheet, invoicing and payments.

As one of the largest open-source based web applications in the world ]po[ is used by more then 1000 companies in 25 countries to run their businessa

]project-open[ in a Nutshell

ProjectManagement

]project-open[ Project Management

Project Initiation and Integration Project Planning Project Controlling Project Tracking Project Collaboration Resource Management Knowledge Management

The lack of a central repository makes the identification, selection and prioritization of the right strategic initiatives and projects a cumbersome task.

Many companies can't list all their ongoing projects which makes concurrent projects or projects that oppose each other more likely

If the initiation of projects is not formalized and companies doesn't have defined processes in place for reviewing project proposals, chances are high that projects are not aligned with general business strategy.

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Project Initiation and Integration

Challenges:

Project Initiation and IntegrationCentral project repository:

]po[ includes a number of modules to support the processes of capturing project proposals, evaluating profit/risk of each project and to schedule resources for concurrent project executionComprehensive list of projects with configurable list views and various list filtersProject Templates enforce standards and best practicesCSV Export allows integration with other applications

Project Initiation and Integration

Manage project proposals with workflows

A powerful Workflow engine allows to build customized approval workflows depending on rules such as project volume, company department etcPredefined workflows for project proposals are available and can be adjusted to particular business needs

ProjectManagement

]project-open[ Project Planning

Project Initiation and Integration Project Planning Project Controlling Project Tracking Project Collaboration Resource Management Knowledge Management

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Project Planing

Recruiting and building the team requiries up-to-date data about disposability and profile of ressources

Only if project attributes, responsibilities, schedules, etc. are facilitated in a central place, access to information Communicating the project to all parties involved etc.

Challenges:

Project PlanningUsing the Skill Manager

The integrated "freelance file" allows PMs and Freelance Managers to see all information about a freelancer in one page. This saves time and allows for better decisions when staffing a project.

The provider is able to maintain his own skills. All changes are subject of confirmation by in-house staff

Project PlanningAssignments and utilization across projects:

Reports support determining assignmnets for each resource across a given time frame and allow project managers to layout approximate resource consumption of planned projects

Budget Planning

]po[ supports both top-down and bottom up budget planning

Budget numbers can be protected so that only users with special permissions are allowed to set budgets.

Project PlanningSchedule your project tasks with Gantt Charts

Integrated Gantt-Charts allow to determine assignments for each resource across a given time frameIntegration with 3rd party Project Scheduling applications ensures availability of project data in Gantt Project or MS Project

ProjectManagement

]project-open[ Project Controlling

Project Initiation and Integration Project Planning Project Controlling Project Tracking Project Collaboration Resource Management Knowledge Management

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Project Controlling

For many project managers determining if a project is on track or getting real time data about profit and loss is a laborious and time consuming task.

Therefore most of the time they don't dispose of reliable data for their management decisions.

Effects such as VAT and currency exchange in international projects add additional complexity.

Furthermore costs of shared resources often needs to be split up to a number of tasks, projects and other units.

Challenge:

]project-open[ Project Controlling

]po[ includes a number of modules to capture different types of financial items on a per-project level, allowing the controller to determine organization profitability per project, customer and resources employed.

]po[ allows to capture all important financial information about a project and to analyze them according to a variety of criteria

Financial Tracking

]project-open[ Project Controlling

]po[ tracks employee's hours on projects, tasks and other activities and assigns the cost of the time to the respective project.

Users can log hours on projects. Timesheet information is combined with different cost rates (per user, per department, ...) to calculate various types of cost measures

Timesheet Management

Project Controlling

]po[ allows to capture all important financial information about a project and to analyze them according to a variety of criteria.P&L calculation is based on the "compound cost model" to incorporate fixed costs Budgets for both timesheet and absolute costs Timesheet controlling (for unprivileged employees and project managers) and financial controlling (for employees with financial responsibility)

Reporting

Project Controlling

Provider bills can be captured in ]po[ and be interchanged with accounting application

Provider Bills

ProjectManagement

]project-open[ Project Tracking

Project Initiation and Integration Project Planning Project Controlling Project Tracking Project Collaboration Resource Management Knowledge Management

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Project Tracking

Project tracking done in the conventional way usually is a time consuming process. Often regular status meetings take longer than needed and don't produce precise information. Frequently status reports requested automatically removes uncertainty about the project status and saves project managers time pointing them straight to the tasks that require attention.

Challenge:

Project Tracking

Manage time sheet costs

Compare planned hours / logged hours / billable hoursProject Tasks can be attributed with a financial value.The completion % of the task allow to calculate the ratio between spent resource and project progress,Detect project deviations early in the project cycle.

Automatic project advance calculation from feedback on project tasks]po[ can track both internal and external costs and compare them with planned time and resource consumption and the project progress.

]project-open[ Project Tracking

Manage other project costs

Capturing Travel Costs and other project expenses: A specific self-service enabled module allows project members to capture travel and other costs.

ProjectManagement

]project-open[ Project Collaboration

Project Initiation and Integration Project Planning Project Controlling Project Tracking Project Collaboration Resource Management Knowledge Management

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Project Collaboration

Project collaboration becomes more challenging when projects extend beyond organizational boundaries

Extended use of Email as communication instrument leads to cluttered inboxes, tedious recovery and archiving procedures.

Each project member needs to be informed about tasks, issues, priorities and due dates

Information is often distributed over multiple locations and therefore neither consistent nor up-to-date

Challenges:

Project Collaboration

Project rooms:

Project Rooms concentrate all project resources in a single location

Configuration of access permissions of project resources is based on roles or profiles of project members

]po[ emphasizes the possibility to integrate clients and providers

into the planning and execution of projects

Project Collaboration

Forum

The ]po[ Forum module formalizes the communication amongst project members and offers a central and easy-to access space where project –related communication can take placeCommunication can happen in protected “Communication Spheres” among sub-groups of the project teamCreating tasks and incidents holds project members accountable for the progressMoving communication away from email towards Forums ensures easy archiving and fast recovery when needed

Project CollaborationFile Manager

]po[ makes it easy to integrate exiting file servers and provides a Web interface to allow convenient, permission based access over the webPermisions can be set on a folder level to allows limited access for clients, providers ad other collaboratorsMultiple files can downloaded in ZIP format

ProjectManagement

]project-open[ Resource Management

Project Initiation and Integration Project Planning Project Controlling Project Tracking Project Collaboration Resource Management Knowledge Management

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Resource Management:

Project managers and need visibility and control over resources available. Information on how effectively valuable resources are used, which resources become available and what projects have consumed them, is needed throughout the entire project lifecycle.

Instant availability of information about the status of resources is necessary to deliver the project within the specified time and budget parameters.

Challenge:

Resource ManagementCentralized HR information:

The "employee file" brings together all information about an employee such as:

- Contact information - The list of projects she has worked

in- Previous experiences - Payroll information

Access to these information requires a number of "privileges" which can be flexilby assigned to employees and employee

groups.

Resource ManagementManaging of absences – “Vacation Approval Workflow”

Every ]po[ installation can be extended with Dynamic Workflows. Pre-configured Workflows are available that cover common processes, such as “Vacation Approval”, “Timesheet Approval” and “Expense Approval”

Resource ManagementSkill Management

The freelance "Skills Component" defines several generic skill types that consist of a number of skills. Each Skill can be valuated as "high", "medium" and "low". This information is available to Project Managers and Freelance Managers "at your fingertip" when they

need to staff their project with external resources.

Projectanagement

]project-open[ Knowledge Management

Project Initiation and Integration Project Planning Project Controlling Project Tracking Project Collaboration Resource Management Knowledge Management

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Knowledge Management

Knowledge is an essential organizational driver in value creationBecause team composition changes there’s a potential knowledge loss between phases and across projectsTransfer of knowledge is relatively expensive but crucial to gain and keep competitive advantageWhere can I access documents I require for my work?

Challenge:

Knowledge ManagementCollaboration Spaces / e-Rooms

All major ]po[ objects provide a collaboration space ("e-Room") featuring Discussion Forums and File storage related to the specific Project, Customer or User. This functionality may support Project Management, CRM or Provider Management

Knowledge ManagementPermission based “Full text search”

The ]po[ FTI (Full-Text Search Engine) indexes all major objects in the system and allows users to retrieve them quickly and easily.

Knowledge ManagementWiki and Blog Publishing

The ]project-open[ Wiki module is a standard implementation of a Wiki engineEvery major business object (Project, Customer, User, ...) is mapped to a Wiki page, allowing for seamless integration between structured and unstructured information of a business object. Learned lessons document to be written at the end of each project are stored in such a Wiki

Knowledge ManagementPortrait and brief presentation

The use of this module increases the knowledge about the members of distributed offices and lowers communication barriers.

]po[ automatically tracks past company contacts and projects a user has been involved in

Project and companies history

]project-open[

ProjectControlling

ProjectManagement

Collaboration

Human Ressource

Management

CustomerRelationshipManagement

KnowledgeManagement

FinancialControlling

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