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Governance at a glance

An example of methodology for the PMO

A step-by-step example on how to setup a successful process based on tiered project categories

1

Categorize projects to apply a specific methodology

CATEGORY 1

  • Small Projects <$100K
  • Agile Projects
  • Ongoing Initiatives (ex. evergreening)

CATEGORY 2

  • Medium Projects <$1M

CATEGORY 3

  • Large Projects > $1M

2

Create Templates for each project category

Process

  • Category 1:  Single Gate. Minimal to no Supporting documents required
  • Category 2: 3 Gates: Initiation, Planning and Execution.
  • Category 3: 5 Gates: Initiation, Planning, Design, Execution, Closing.

Schedule

  • Category 1:  Minimal with just a few tasks
  • Category 2: High level details with only major milestones
  • Category 3: Detailed schedule following PMLC

Budget

  • Category 1:  Minimal with just the main tracking metrics
  • Category 2: Detailed tacking budget
  • Category 3: Detailed budget with Capex/Opex and Quarters splits

Communication

  • Category 1:  Weekly status post
  • Category 2: Weekly Status post and email delivery
  • Category 3: Weekly Status, Steering, quarterly briefs

3

Create Deliverables templates documents

  • Charter
  • BRD
  • Justification
  • Change Request
  • Design

4

Define Process to follow

  • For each Gate, add deliverables and attach their template where required
An example of methodology for the PMO ​

5

Create four Projects Templates

  • Cat 1 - Agile
  • Cat 1 - Traditional
  • Cat 2
  • Cat 3

For each project template

  • Select the process to follow (via Gating)
  • Select the Schedule template to use
  • Select the Budget template to use
  • Select the Communication template to use

6

Create a New Project

  • Create New project (from Template)
  • Select the Project Category
  • Name the project
  • Assign the PM to the newly created project

Now what?

Now, the Project Manager and the Team Members can simply follow the process that is laid out in the Gating section and use the attached templates. This framework guarantees the following:

DEFINED PROCESS

The team knows exactly which documents to produce and in which order, which in turn provides a structured approach to deliver projects

UNIFORMITY OF DELIVERY

All documents have a defined template to use which make producing and reviewing a much better experience and help spot inconsistencies

OVERSIGHT

Gates help to ensure the process is followed. Critical decision The gate represents a logical point at which executive “gatekeepers” can determine whether and/or how to proceed.

SPEED OF EXECUTION

No time wasted looking for what to do, what to use, and where to find it. The Project Manager effort is decreased with the help of technology.

Try Completix and see how we can help your PPM practice

project management

Changelog

Aug 29, 2024

  • New – Users Calendar. Unified view of all user’s calendar
  • New – Vacation calendar. Visualize your resources’ vacations in a searchable centralized calendar
  • New – Allocation Gantt. A new view that represent resources’ allocation in a Gannt chart
  • New – My Availability. Each user can set their own working time and days off. The availability is fully automated with the schedule, forecast and allocation
  • New – Effort based schedule. You can now assign effort to tasks in the schedule and report them in the Timesheet. Timesheet entries are automatically calculated and pre-populated.
  • New – Task based Timesheet. You can now report time against assigned schedule’s tasks. This functionality is tied to Effort based schedule.
  • New –  Each project has a dedicated general chat
  • New –  Timesheet custom entries. Add non-billable hours to the timesheet and visualize reports. For example you can track a resource’s vacation days.
  • New –  Added new interactive resources’ effort reports with time/cost views
  • New – Multi-Language support
  • Improved –  Timesheet reports now include “To Date” tally
  • Improved – In the resource view, actuals and forecast are now displayed side-by-side
  • Improved – Vendors logos are now automatically added to the vendor component.
  • Improved – New schedule, forecast and actuals triggers have been added to improve the warning engine
  • Improved – Search functionality now includes RAID items
  • Improved – Gantt charts have a new rounded look and have the resource(s) assigned visible in the bar
  • Improved – Raid. You can now hide all RAID items, while in list view, that are closed with the click of a button.
  • Change – Allocation calculation are no longer tied to the project end, and instead rely on the allocation calendar
  • UI tune-up– All dashboards have bigger graphic counters and a new coloring scheme to clearly separate the budget data from the rest.
  • Fix – Various bug fixes

Jun 7, 2024

  • New – Change Request impacting the schedule are now automatically updating the “Approved end date” of the project and are clearly flagged. 
  • New – Project duration (in days) is now displayed in the overview page and in the status report. 
  • Improved – Schedule and RAID filters have been improved
  • New – Baseline capability has been added to the schedule
  • New – Schedule history is now available. The schedule automatically save itself and provides multipole restore points
  • Improved – New triggers have been added to the warning engine to better support more use cases
  • New – Search is now available across the entire site  and covers multiple items
  • Improved: project search now includes RAID items
  • New: In the Simplified view, we have added the Tasks Kanban view. The Kanban view is now the default one

Apr 20, 2024

  • New – Document search is indexed and fully integrated with external drives (OD. GD. etc).
  • Improved – Schedule and RAID filters have been improved 
  • Improved – Milestones in gantt chart are placed in different level when colliding
  • Improved – CSV exports data improvement
  • Improved – Dashboards columns are also customizable “per user” and can be set directly in the dashboard.
  • Fix – Fixed bugs in schedule and RAID where resources couldn’t be copied via context menu

Mar 16, 2024

  • New – OneDrive Integration (2-way) 
  • New – Google Drive Integration (2-way)
  • New – Schedule Kanban view
  • New – Tracking and Operational initiatives have been simplified and add the ability to migrate to a full project
  • Improved – Document templates can now be organized into folders

Jan 29, 2024

  • Improved – Site Settings’ UI has a new look with explanation and guide
  • New – Portfolio status can now be exported unified 
  • New – Jira Integration (2-way)
  • New– MS Project Integration (2-way)
  • New– Simplified view – Record is committed automatically

Dec 22, 2023

  • New – Introduced a FREE plan
  • New – Introduced a new trigger-based Warning engine
  • New – Added charts for budget’s status
  • New– Added Portfolio Manager role
  • New– Added Portfolio view in My Dash for assigned Portfolio Managers
  • New – Project type can be hidden if not in use
  • Improved – Status reports now export in PDF landscape for better readability

Nov 25, 2023

  • Fix – Bugs and UI tune-ups
  • New – RAID Cards in Kanban mode have an updated look
  • New – Added 5 custom budget fields. You can track your own custom financial targets and display them in the various dashboards and status reports
  • New – Budget templates can now be created by importing directly from MS Excel
  • New– When, in a project, components are hidden, all related options are also hidden
  • New– Added a Resource view for Portfolios

Nov 5, 2023

  • Fix – Bugs and UI tune-ups
  • New – Introduced Operational and Task Tracking as type of initiatives
  • New – Project type tags are now colored differently for a better experience
  • New – Project types are now tracked in the Dashboards
  • New– Added ability to show/hide all details’ components separately in the Overview page 
  • New – Added a “Note” field in vendor expenses.

Oct 5, 2023

  • Fix – Bugs and UI tune-ups
  • New – Introduced Financials lock
  • New – Dashboards: added alert icons for values over the baseline 

Sep 6, 2023

  • Fix – Fixed FY calculation in PM Dashboard
  • New – Introduced a new Trial start Welcome guided setup
  • New – Table’s headers have a new and improved look
  • New – Added option to include/exclude any given project in the overall Budget and/or Financials calculations
  • New – Added option to enable/disable the budget fiscal on a per project basis

Aug 25, 2023

  • Fix – Bugs and UI tune-ups
  • Update – We updated all internal libraries to the latest version 
  • New – Introduced a Simplified project type to be used for task tracking type activities
  • New – Increased the number of components that can be turned off separately
  • New – Tasks can now be added directly from the dashboards
  • New – The Trial plan has been simplified by turning off, by default, all advanced components. All features can be turn back on in the Site settings
  • New – Individual users can now customize their dashboards by show/hide columns of data. Go to “My Account” to customize it.

Aug 10, 2023

  • Fix – Bugs and UI tune-ups
  • New – Grouping of resources in MyTeams
  • New – Pre-built budget “Estimates vs Actuals”
  • New – Status report now has a new widget: Summary bar
  • New – More components can be turned off separately
  • New – New tasks can be added directly from the dashboard

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