Project templates are very useful, reusable elements. Each project template can include a set of pre-filled documents, offering a time-saving solution for project leaders allowing them to quickly create new projects based on similar model projects. Most required documents are already created for the project leaders, who only need to complete or modify what does not meet their specific requirements.

Creating a project template is similar to creating a project and its various elements. The main differences are the status of the 'Project description' document and the use of generic resources instead of named resources.

It is possible to create a project from a copy of an existing project, provided that the copied project has not started (i.e., no time has been logged on tasks).

It is good practice to store all project templates in a dedicated 'Project templates' database.

How to Create a Project Template

In the Project Description 

  1. Change the Project Description Status field to Template (code #01).

  2. In the Participants section, fill the lists with generic resources. By default, the names of these resources start with % and are easily recognizable.

  3. The Project Leader field does not need to be filled with a generic resource as it is automatically replaced by the resource creating the project from the template. However, if tasks are assigned to the project leader, add the corresponding generic resource (e.g., %Project_Leader) to the Project Leader Substitutes list. This ensures that the replacement of the generic resources also applies to the project leader assignments.

  4. Complete the Classification and Budget sections if pre-filled information is relevant.

  5. If some project leaders should not access certain templates, set specific rights in the project description of these templates.

    1. Click on the View action bar and select Security.

    2. Set Read Access to meet the requirements (e.g., change the Read access Type to Private and list the allowed project leaders in the Additional Readers field).

Note: Project templates are available to users with the ViewTemplates role in the Portfolio, once they are visible in the Portfolio database after running the Refresh the list of projects agent.

Note 2: If specific rights are set up at the Project Description level, the project leader creating a project from the template must change the Read Access Type back to Project to allow participants to view the Project Description document.

In the Plan (Gantt):

Planning a project template is the same as planning a standard project, except for the following points:.

  1. Set the author of the plan (Gantt) to the Project Leader generic resource. This ensures that the task Requester is replaced by the actual project leader when the Replace the generic resources function is used.
    1. Edit the Plan document
    2. Click on the key   icon in the lower-right corner of the header.
    3. In the Author field, select the appropriate generic resource.
  1. Use generic resources for all resources in the plan. 

Note: Synchronizing the plan in not mandatory unless tasks, assignments, or deliverables contain information that must be manually updated. Examples include:

  • Activity type of tasks required for cost computation.
  • Approvers of deliverables are known (generic or named resources).
  • Links between deliverables or documents generated from the plan and other documents.

Documents

All document management features are available in project templates, but the way to use them is slightly different. Any kind of document can be created in a project template: standard Cerri Project documents, or other documents either from a template or using 'Generic' documents associated with a 'Type.' The most important thing to remember when using documents in 'Project Templates' is to use 'generic' instead of 'named' resources. This applies to the following cases:

For documents of all types: 

  • Document properties: 
    • DistributionReply request, Security - Recommended to set the Author to the Project Leader generic resource;
  1. Risks: Assign the tasks of the mitigation plan to generic resources.
  1. Cost: Select the Requester from the generic resources.
  1. To Do: Select the Assigned to resource among the generic resources.
  1. Task: When created manually, assign tasks to generic resources.
  1. Deliverable: When created manually, assign Responsible and Approvers to generic resources.

Workflows

If a workflow is assigned to a document type used in a project template, the first status may be reached upon creation depending on the workflow definition.

  1. If the Status by default is set to Yes: The first status is assigned to the author of the document so a generic resource needs to entered. 
  2. If the Status by default is set to No: No action is required; resources will be assigned after creating a project from the template.

Note: To ensure that all document templates are up-to-date, use one 'Projects' database as the reference for all document templates in the Cerri Project environment.

Note2: Ensure the workflow definition is consistent between the 'Projects' database where the template is created and where the project is created from the template.