Planning

The planning area allows to manage the Packages and the Allocated Resources of an Initiative/Release.

Overview

The overview is a Gantt chart with all temporal information of the Initiative/Release, it includes:

  • The Phases (Green): a Phase is represented by 2 Milestones, one is the start date and the other the end date. They can be managed in the configuration area.
  • The Milestones (Red): if the Milestone is approved then the passed date is used, else the planned data. A Milestone is represented by a diamond.
  • The Packages (Amber): A Package is drawn as a bar if it has a start date and an end date, else as a diamond.
  • The Iterations (Blue): An Iteration is drawn as bar if it has a start date and an end date, else as a diamond. Only for Initiative.

To hide/show a type of bar, simply check/uncheck it on the parametrization form (top of the page). The configuration is stored, the next time the page is displayed the same parametrization is used.

Sorting rules:

  1. By start date,
  2. By bar type (Phase, Milestone, Iteration, Package)
  3. By priority (only for the Phases)

Packages

A Package is the representation of “how to deliver something” for an Initiative/Release and could be dated (not mandatory).

The date of a Package may be a single date or a period.

The dated Packages are represented in the planning (see above) and in the Packages (see below) Gantt charts.

Attributes

A Package has the following set of attributes:

Field Description
OPEX Expenditure type of the Package. Available only if the effort-based budget/forecast is enabled in System preferences. This flag is used when generating budget/forecast from effort (allocated resource).
Name Name of the Package.
Description Description of the Package.
Group Group of the Package.
Start date If the Package corresponds to a period then the start date should be given.
If the Package has a single date then the “Start date” should be empty.
End date If the “Start date” is given then the “End date” should be filled and corresponds to the end date of the period.
If the “Start date” is not given then the “End date” could be filled: if settled then the Package has a single date, else it is not dated.
Type The Type of the Package which defines the color in the Gantt chart.
Status The status of the Package. Could be: Not started, On-going, Closed.
Documents List of attached documents of the Package. When creating a new Package it's possible to attach a document. Then to manage the documents of an existing Package, simply go to its identity card.

The Package Group functionality

A Package could be associated to a Group, this allows to categorize the Packages. But this feature is more powerful:

A Group could be also associated to Package's Patterns. A Package Pattern represents the definition of a Package, meaning its name, description and type. Thanks this concept, it's possible to add a Group of Package's Patterns to the Initiative/Release; when this action is done, for each Pattern a Package is created.

To add a Group of Package's Patterns to the Initiative/Release, simply click on the add icon inside the Packages table of the Packages' identity card and select “Group of packages”.

Identity cards

→ The Initiative/Release's "view complete data" permission is needed to display the identity cards.

Packages' identity card

The Packages' identity card is represented by:

  • The list of Packages with management (add, edit and delete) and filtering capabilities
  • The Gantt view:
    • The no dated Packages are not displayed
    • The Packages with a single date are represented with a diamond
    • The Packages with a period are represented with a bar

The colors of the diamonds and bars in the Gantt chart correspond to the types of the Packages.

The Gantt view is not automatically updated when a filter is modified in the table, the user should click on the refresh icon .

Package's identity card

The Package's identity card is represented by:

  • The Package's attributes
  • The Package's documents

Package management

→ The Initiative/Release's update permission is needed to manage a Package.

Add a Package

  1. Click on the “Add” icon inside the Packages table and select “Package”,
  2. Complete the Package's attributes and Save,
  3. The new Package has been added.

Edit a Package

  1. Click on the “Edit” icon for the wished Package,
  2. Modify the Package's attributes and Save,
  3. The Package has been updated.

Delete a Package

  1. Click on the “Delete” icon for the wished Package,
  2. Confirm that you want to delete the Package. A Package can not be restored once deleted. If you delete one by error, you will have to re-create it.
  3. The Package is deleted.

Edit multiple Packages

If you want to edit multiple Packages at the same time, simply click on the in the Package list Panel. Package custom attributes with the “Displayed” flag set to true can also be edited from this view.

Allocated Resources

An allocated Resource is an Employee, a Delivery Unit or a required Competency which is allocated to an Initiative/Release for a number of days and possibly for a single date or a period.

The allocated Delivery Units and Competencies are considered as “Allocation requests”. Here is an example to illustrate this concept: A project manager needs someone from a department or with a specific competency but at this moment it's not possible to designate specifically an Employee, so he makes an allocation request (for a Delivery Unit or a Competency) and when the allocation becomes clearer then he converts it to an allocated Employee.

The dated allocated Employees are represented in the Gantt chart of the identity card for the concerning Employee and for the Org Unit of the concerning Employee.

Attributes

Allocated Employee

An allocated Employee has the following set of attributes:

Field Description
Employee The Employee which is allocated.
The Employee for the selected role (next attribute) will be automatically added as a Stakeholder of the Initiative/Release (if not already present).
Role The role of the Employee (used for the creation of the Stakeholder).
Package The corresponding Package of the allocated Employee.
Days Number of days for which the Employee is allocated.
Monthly allocation Indicates if the allocation should be manually or automatically distributed over the months
Follow package dates If a Package is selected then it's possible to force the dates of the allocated resource to it.
Start date If the Resource corresponds to a period then the start date should be given.
If the Resource has a single date then the “Start date” should be empty.
End date If the “Start date” is given then the “End date” should be filled and corresponds to the end date of the period.
If the “Start date” is not given then the “End date” could be filled: if settled then the Resource has a single date, else it is not dated.
Forecast in days The total forecast (effort done + remaining effort) in days for the allocated Employee. Available only if the effort-based budget/forecast is enabled in System preferences.
Daily rate The cost in the default currency per day for the allocated Employee. Available only if the effort-based budget/forecast is enabled in System preferences.

If the Monthly Allocated box is checked, the user can manually distribute the allocated days over the months. In this case, the total number of days as well as the start date and end date are computed based on the user input.

Allocated Delivery Unit

An allocated Delivery Unit has the following set of attributes:

Field Description
Delivery Unit The Delivery Unit which is allocated.
The Delivery Unit will be automatically added as a Delivery Unit of the Initiative/Release (if not already present).
Days Number of days for which the Delivery Unit is allocated.
Forecast in days The total forecast (effort done + remaining effort) in days for the allocated Delivery Unit. Available only if the effort-based budget/forecast is enabled in System preferences.
Daily rate The cost in the default currency per day for the allocated Delivery Unit. Available only if the effort-based budget/forecast is enabled in System preferences.
Package The corresponding Package of the allocated Delivery Unit.
Follow package dates If a Package is selected then it's possible to force the dates of the allocated resource to it.
Start date If the Resource corresponds to a period then the start date should be given.
If the Resource has a single date then the “Start date” should be empty.
End date If the “Start date” is given then the “End date” should be filled and corresponds to the end date of the period.
If the “Start date” is not given then the “End date” could be filled: if settled then the Resource has a single date, else it is not dated.

If the Monthly Allocated box is checked, the user can manually distribute the allocated days over the months. In this case, the total number of days as well as the start date and end date are computed based on the user input.

Allocated Competency

An allocated Competency has the following set of attributes:

Field Description
Delivery Unit The Competency which is allocated.
Days Number of days for which the Competency is allocated.
Daily rate The cost in the default currency per day for the allocated Competency. Available only if the effort-based budget/forecast is enabled in System preferences.
Package The corresponding Package of the allocated Competency.
Follow package dates If a Package is selected then it's possible to force the dates of the allocated resource to it.
Start date If the Resource corresponds to a period then the start date should be given.
If the Resource has a single date then the “Start date” should be empty.
End date If the “Start date” is given then the “End date” should be filled and corresponds to the end date of the period.
If the “Start date” is not given then the “End date” could be filled: if settled then the Resource has a single date, else it is not dated.

The fields “Forecast in days” (Employee, Delivery Unit and Competency) and “Daily rate” (Employee and Competency) are used to auto-generate budget and forecast in the financial part of an Initiative/Release, more details here.

Identity card

→ The Initiative/Release's "view complete data" permission is needed to display the Resources' identity card.

The Resources' identity cart is represented by:

  • The list of allocation requests (allocated Delivery Units and Competencies) with management capabilities (add, edit, delete and convert to an allocated Employee)
  • The list of allocated Employees with management capabilities (add, edit and delete)

Resources management

→ The Initiative/Release's update permission is needed to manage a Resource.

Allocate an Employee

  1. Click on the “Add” icon inside the Allocated employees table,
  2. Complete the Resource's attributes and Save,
  3. The new Resource has been allocated.

Allocate a Delivery Unit

  1. Click on the “Add” icon inside the Allocation requests table,
  2. Select “Delivery unit”,
  3. Complete the Resource's attributes and Save,
  4. The new Resource has been allocated.

Allocate a Competency

  1. Click on the “Add” icon inside the Allocation requests table,
  2. Select “Competency”,
  3. Complete the Resource's attributes and Save,
  4. The new Resource has been allocated.

Edit an allocated Employee

  1. Click on the “Edit” icon for the wished allocated Employee,
  2. Modify the Resource's attributes and Save,
  3. The Resource has been updated.

Edit an allocated Delivery Unit

  1. Click on the “Edit” icon for the wished allocated Delivery Unit,
  2. Modify the Resource's attributes and Save,
  3. The Resource has been updated.

Edit an allocated Competency

  1. Click on the “Edit” icon for the wished allocated Competency,
  2. Modify the Resource's attributes and Save,
  3. The Resource has been updated.

Delete an allocated Employee

  1. Click on the “Delete” icon for the wished allocated Employee,
  2. Confirm that you want to delete the Resource. A Resource can not be restored once deleted. If you delete one by error, you will have to re-create it.
  3. The Resource is deleted.

Delete an allocated Delivery Unit

  1. Click on the “Delete” icon for the wished allocated Delivery Unit,
  2. Confirm that you want to delete the Resource. A Resource can not be restored once deleted. If you delete one by error, you will have to re-create it.
  3. The Resource is deleted.

Delete an allocated Competency

  1. Click on the “Delete” icon for the wished allocated Competency,
  2. Confirm that you want to delete the Resource. A Resource can not be restored once deleted. If you delete one by error, you will have to re-create it.
  3. The Resource is deleted.

Convert an allocation request to an allocated Employee

Assign an Employee from an allocated Org Unit

It's possible to assign an Employee from an allocated Org Unit.

  1. Click on the “Employee” icon for the wished allocated Org Unit,
  2. If necessary correct the pre-filled attributes (provided by the allocated Org Units data),
  3. Complete the other attributes:
    1. Select an Employee
    2. Choose the role of the Employee
  4. Save,
  5. The Resource has been reassigned.

The possible Employees that could be allocated are the members of the allocated Org unit.

If not already existing, a Stakeholder is automatically created for the Employee with the selected role.

Assign an Employee from an allocated Competency

It's possible to assign an Employee from an allocated Competency.

  1. Click on the “Employee” icon for the wished allocated Competency,
  2. If necessary correct the pre-filled attributes (provided by the allocated Competency data),
  3. Complete the other attributes:
    1. Select an Employee
    2. Choose the role of the Employee
  4. Save,
  5. The Resource has been reassigned.

The possible Employees that could be allocated are the ones with the Competency.

If not already existing, a Stakeholder is automatically created for the Employee with the selected role.

Manage allocation status

Depending on the given permissions, a user might perform the following actions on one or more allocation rows:

  • Request: Send a notification to the org unit's manager (or the employee org unit's manager) to confirm the allocation. ⇒ Go to “Pending” status.
  • Confirm: Confirm the allocation request. Go to “Confirmed” status.
  • Cancel: Cancel the allocation request. Go to “Draft” status.
  • Refuse: Refuse the allocation request. Go to “Refused” status.