Configuration (v10.xx)

Configuration (v10.xx)

Cerri Project requires specific steps to be performed in a sequential order to ensure that the process functions properly. Below is a summary of the steps to be covered throughout this document:

  1. Create/setup project critical success factors (refer to 15.2.1)
  2. Create/setup "gate" document type (refer to 15.2.2)
  3. Setup the scorecard document template to the gate document type (refer to 15.2.3)
  4. Create/setup the "gate" workflow used to identify the gate status (refer to 15.2.4)
  5. Create/setup project types aligned with process (refer to 15.2.5)
  6. Create/setup the project template based on the intended life cycle (refer to 15.3.1.1)
  7. Create the phase review process (refer to 15.3.2)
  8. Final touch-ups to the project template (fill out scorecard criteria, project description edit/ save)


Project evaluation and prioritization – Critical Success Factors


A project’s critical success factors are defined in the project description document, split into two sub-sections titled "Budget & ROI" and "Project ranking". They are fully configurable.
This section is used to support project prioritization that feeds into the project evaluation taking place at the portfolio level. While project prioritization helps identify where resources should be allocated, project evaluation determines if a project should be pursued.


Step 1: Create and setup critical success factors

  1. Select [Portfolio] in setup
  2. Navigate to the [Setup] tab, «General» view, and open the [General] document from the content window
  3. Navigate to the ‘Ranking’ tab


The ‘Ranking’ tab offers organizations the option to include up to 10 fields to be used to calculate project ranking.



Each field represents a unique ranking criterion and its weight in the ranking calculation (e.g. 25%). When PMs create new projects or project requests, the values they assign each criterion are used by the system to automatically calculate the project’s overall ranking.
Ranking fields can be:
  1. A list
  2. Computed
  3. A numeric value
  4. A value range


The type for each field is to be defined during the configuration of the system


Fields

Use

Field type/ option

- Computed

- List: the default list includes the choices below, but can be changed to better reflect an organization’s terminology:

  • None

  • Low

  • Medium

  • High

  • Unacceptable

- Value: Manually enter a numeric value


- Value Range: a slider bar to indicate value


Label

The name of the ranking criterion

Weight

The weight it holds in the overall ranking calculation

Mandatory

Whether the field is mandatory or not

TBD

The options are based on the selected field type: - -


  1. Field type ‘List’:
    1. List options 
  2. Field type ‘Value’:
    1. Limit: The maximum value that can be entered
    2. Unit: The unit of measure
  3. Field type ‘Value range’:
    1. Values range: The first and last values for the range i.e. 0-100
  4. Field type ‘Computed’:
    1. Formula: The formula necessary to calculate the computed value

Default Value

The default value upon creating a new project or request


Step 1: Create a New Document Type - Gate


All gated processes operate under the assumption that a [Gate] concludes each project phase or stage. For the review process to function properly, a new document type must be created.


Step 2: Setup a New Document Type called "Gate"

  1. Open Setup [Project database].
  2. Under the tab «Setup», open the record called [Keywords & Labels]
  3. In the area labeled [Document Type], click the pencil icon to add a new document type called [Gate]



Create Tollgate Document Templates


The newly created document type [Gate] must be associated with a specific document template called a scorecard. This is a specific form designed to facilitate the gate review meeting.


Step 3: Match the scorecard document template to the "Gate" document type

  1. Open Setup [Project database].
  2. Under the «Setup» tab, open the record called [Keywords & Labels]
  3. Click on the «templates subforms» tab and enable the [Template Scorecard]. 



  1. Close out of the [Keywords & Labels] and got to the «Template» tab
  2. Click the «New Template» button and select the form type you previously assigned.


  1. Select the template type [Gate] and assign a name. We recommend using [Gate]. By selecting this specific form type, the document template automatically links the correct form.



  1. Setup Project Type


Not all projects necessarily follow a phase review process. Cerri Project distinguishes between those that do and those that don't based on project type. The information is captured in the Project Description and becomes uneditable once saved.



It's important to consider how many identical or different phase review processes exist within your organization. One reviews process can be shared across multiple project types. Since the project type determines the review process to be enforced, it must be carefully selected.

For example, if you have 4 project types, 2 may use one review process while the other 2 use a different one. In this context, process refers to the number of stages and gates defined in the lifecycle.


Step 5: Create/Modify project type value list


  1. Open Setup [Current database]. Under the tab «Setup», open the record called [Keywords & Labels]
  2. In the area designated [Project Type], click on the icon to edit the list of values.

In the end, when a new Project will be created:

Upon saving the project description - if the selected project type is tied to a phase review process - a computed field called [Process] will be populated. This field indicates which process is enforced.





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