New Projects Website

User Guide for

Project Managers

May2017

1Contents

1Contents

2.Document Management

2.1Contributors

2.2Version Control

3.View Project List

4.View Programme List

5.View Portfolio List

6.Adding Content

6.1Requesting a new project

6.2Programme Manager Instructions for new project requests

6.3Adding templates/blank pages to a project

7.Keeping the project stage and status up to date

8.Securing project content

8.1Granting admin access to project pages

8.1.1Additional steps for IS Applications Project Managers (from 19 October – present):

8.2Removing admin access to project pages

8.3Restricting access to a Project

8.4Securing an individual document on a project

9.Portfolio, Programme and Project Logs

9.1Creating new log entries

9.2Editing existing log entries

9.3Creating a project journal

9.4New Programme Issue Log

10.Reporting for IS Apps Project and Programme Managers

10.1Creating a PICCL

10.2Creating a Monthly Project Report

11.Editing tips

11.1Turning a document into a PDF

11.2Moving a document within the same project

11.3Moving a document to a different project

11.4Editing existing content/templates

11.5Creating a named url link

11.6Adding images & attachments to a page

11.7Deleting documents

11.8Cloning a page

12Website performance – best practice

12.1Website performance & removing yourself from projects

13FAQs

13.1How do I log in?

13.2Who has access to my project?

13.3What pages can be edited and what pages can be published?

13.4Why are there no links to the milestones, risks, estimates and stakeholders in the brief?

13.5Adding new users to the Projects Website

13.6Are there any knows issues with the second projects website release on Tuesday 25 October 2016?

14APPENDIX 1 – GUIDANCE DOCUMENTS

2.Document Management

1

2

2.1Contributors

Role / Unit / Name
Author / IS Applications, Project Services / Dawn Holmes
Co-Author / IS Applications, Project Services / Bethany Saul
Co-Author / IS Applications, Project Services / Steph Ruthven

2.2Version Control

Date / Version / Author / Section / Amendment
18/08/2016 / 0.1 / B Saul / All / First draft
26/08/2016 / 0.2 / S Ruthven / All / Various updates
17/10/2016 / 0.3 / S Ruthven / All / Various updates
07/11/2016 / 0.4 / S Ruthven / 9 & 10 / Removing group membership and system fixes updated
14/11/2016 / 0.5 / S Ruthven / 8.8 / New section: deleting documents
29/11/2016 / 0.6 / S Ruthven / 8.9 / New section: cloning pages
07/02/2017 / 0.7 / S Ruthven / 5.1.1 / Updated list for management visibility
28/03/2017 / 0.8 / G Growdon / 11 / Links to further guidance notes added as appendix
19/05/2017 / 0.9 / J Nicoll / All / Section number corrections and re-formatting

3.View Project List

This view lists all projects on the site (excluding any that have been marked as private by the project owners).

They are sorted on start date with the most recent at the top. The list can be re-sorted by clicking the column headers.

There is a search filter section at the top which allows projects of interest to be viewed (e.g. projects managed by a particular person, or in a particular programme etc). Enter the relevant search filter criteria and press Apply.

To remove a search / filter just clear the content from the filter and press Apply

Clicking on the project code or title will take you to the relevant project’s pages.

4.View Programme List

This view lists all of the programmes on the site. They are sorted alphabetically. This list can be re-sorted by clicking on the column headers. There is a search box at the top which allows programmes of interest to be viewed. Enter the relevant search criteria and press Apply.

Clicking on the Programme name in the list will take you to the relevant programme pages

5.View Portfolio List

This view lists all of the Portfolio on the site, they are sorted alphabetically. Clicking on a Portfolio title will take you to the relevant Portfolio pages.

6.Adding Content

6.1Requesting a new project

Log in via EASE by clicking the ‘CMS login’ at the very bottom-right corner of the homepage.

Select ‘Request a new project’ on the homepage.

Page 1 – Project Request

Complete the following fields:

Organisational Unit* (mandatory field) - please selectthe organisational unit from the drop down menu that this new project relates to. This information is used for reporting within the system.

Programme -if your project is a stand-alone piece of work then select ‘No Value’ within this field. Your project will be created immediately with a unique reference number (e.g. P0002). If not, please select the relevant programme from the offeredlist and your request will then be automatically emailed to the relevant Programme Owner/Manager. The Programme Owner/Manager will approve your request and create the project for you (Programme Managers, for instructions on how to do this, see the end of this section).

If the programme you require is not on the offered list then a new one can be requested separately via the 'Requests’ menu at the top of the screen, selecting ‘New programme’.

Project Sponsor*(mandatory field)- enter the first few characters of the person's name and a list of registered users will appear to select from. If the person you're looking for is not on the user list you have 2 options: -

  • ask the person to log in to the projects website using the ‘CMS Login’. This automatically adds them to the user list. (Note that person must have a ‘ email address and not an exceed one – see section 13.5 below). Then you can carry on with the new project request.
  • temporarily enter your own name whilst you wait for the person to self-register, you can then amend this field at a later date

Project Manager*(mandatory field) - this will automatically populate with your name. If you're not going to be the project manager please amend this field to the correct name.

Telephone* (mandatory field) -this information is used in case a site administrator needs to contact you regarding the creation of your new project. Please enter your preferred contact telephone number.

e-mail*(mandatory field) -this will automatically populate with your e-mail address if you set it up when you registered for the site.Otherwise this must be entered manually. This informationis used by the system to contact you for anyalerts relevant to your project.

Once you have completed these fields select ‘Next’.

Page 2 – Project Details

Complete the following fields:

Project Name* (mandatory field)- please enter the title of your project. This name willappear on reports and lists within the system.

Project Overview* (mandatory field)- please enter a brief overview of the purpose of the project. This will appear on your project homepage. It is mandatory to enter something, but you can edit this later on.

Project Start*(mandatory field)- select the start date of your project, this may be in the past or in the future. This date is used for reporting.

Template - this determines which set of outline documents will be created for your new project, options are:

  • Simple Set (suitable for most general-type projects)
  • Software Set (suitable for software development)
  • Agile Set (suitable for Agile projects)

For any selection you will have the option to add additional or de-select any templates. If you do not select any option you will still be able to select the documents you require for your project.

Project Visibility*(mandatory field) Choose from:

  • Public (default) - project will be visible on project lists to public and EASE users (note project content can still be protected)
  • Private - project will only be visible to the project owner and users that the project manager allows access too, not visible on any public reports/lists (the project home page must remain unpublished, see below)

Once you have completed these fields select ‘Submit’. Below is a flowchart showing how your project will be created:

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Note! If you create a project with the programme field blank, the project will be created immediately and you will have full access rights. If you selected ‘Private’ when requesting the project, it will be created in an ‘unpublished’ state. If the whole project is to remain private, the home page should NOT be published.

6.2Programme Manager Instructions for new project requests

As ProgrammeManager you will receive a ‘Project request notification’ email from the website with a link to the new project request form that the requestor created under the abovesection 6.1. Follow these steps to create a new project under a programme:

  1. Open the request form: Click on the link to open up and view the request form as it has been completed by the requestor. Now you can create the project (to see the original details you could print this page or open the projects website on a new window or browser, depending on your preference).
  2. Create a new project: At the top of the screen, click on the ‘Manage’ icon and then select ‘Add content’. This will show you a list of all the content you have authority to create. You should see ‘Project’ on the list which says “A page which acts as the home page for a project.” Click on ‘Project’ and you should be taken into the ‘Create Project’ page where you can complete the sections as per the request form.
  1. Complete the information: Once all the information is added (remembering to add in the project code), click on ‘Save’ at the bottom of the screen. You should see a green information message to let you know that the project has been created.
  2. Publish: At the bottom of the screen, there should now be a ‘Publish’ button. Click on this to create the project home page (do NOT do this if the project is private)
  3. Add PM to project group: You must now add the project manager to the project group as a ‘group administrator’ so that they have full access by going direct to the ‘Group’ button at the top of the screen (see section 8.1 for further instructions on how to do this).

Once this has been done you should email the requestor to confirm the project has been set up and it’s ready to use.

6.3Adding templates/blank pages to a project

This can be done one of two ways from the project home page:

  • In the Documentation menu, select ‘Add content’

OR

  • Select ‘Add Templates’ from the top of the screen:

Select the template(s) that you want to add and click on ‘Add templates to project’:

Once the template has been added you will see a green confirmation box on the home page of your project:

The new page will now appear in the relevant section of the ‘Documentation’ menu on the left side of the screen.

!Note that the Project Brief no longer links direct into the Milestones, Risks and Stakeholder logs on the project. You can add these in by copying and pasting the logs as they are at the time the brief is written. This means the brief will not change as the project progresses (unless edited).

7.Keeping the project stage and status up to date

In order for your project to be correctly reported on in the Project and Programme reports, it is important the Stage and Status fields are kept up-to-date with the current position of the project.

A newly created project automatically gets a Stage of ‘Initiate’ and a Status of ‘Not Started’.

To update the project Stage and/or Status click on ‘New draft’ at the top of project homepage. Select the correct Status and Current Stage of your project from the drop down menus:

To save the changes you can then either: -

  • Click on ‘Save’, you will stay in the edit mode and a green info message will confirm the project has been updated. Click on ‘Publish’. You will be taken back to the project home page and a green information message will confirm that the project has been updated.

Or

  • (For public projects only) Click on ‘Publish’. You will be taken back to the project home page and a green information message will confirm that the project has been updated.

Once the project is underway, the Stage should be updated to reflect the current project position and the Status should be changed to ‘In Progress’. The status and stage should be kept up to date throughout the project for reporting purposes.

8.Securing project content

Most project content is visible to the public, apart from project logs, which can only be seen if you are named in the project group. The following diagram shows who can see the project logs:

8.1Granting admin access to project pages

By default, only the person who creates the project has full admin access to a project. For standalone projects this is the person who requested the project. For projects in a programme this is usually the programme manager.

Public and Ease-authenticated users can view the project home page, documentation, reports and journals (unless the whole project/ individual pages are private, therefore unpublished).

To see the project logs, or any unpublished content the user must be part of the project group.

To allow other users to see logs and update your project pages, navigate to your project homepage and select ‘Group’ at the top right of the page. (If you can’t see this option make sure you are logged in)

Select ‘Add people’.

In the ‘User name’ field you must enter the UUN of the individual you wish to add e.g. v1lhark2. Please note, if the person you're looking for is not on the user list you must ask them to register on the projects website, which will automatically add them to the user list.

You cannow select the user’s level of editing access by ticking the required box:

There are 4 options:

  • group administrator – Offers full access and editing rights to named individual, including adding new users to the project
  • publisher – Offers access to edit and publish content on the project
  • editor – Offers access to edit content only
  • no role selected – Offers view only access

Make the necessary selections and click on ‘Add users’. You will see a green information message to confirm that the user has been added to the group. Use the breadcrumbs (under the ‘People in group [project name]) to navigate back to either ‘Group’ or the project home page.

To edit or remove access rights select ‘Group’ and then ‘People’. Choose either ‘Edit’ or ‘Remove’ as required.

8.1.1Additional steps for IS Applications Project Managers (from 19 October – present):

In order for IS Apps management to be able to view project logs for governance (i.e. reviewing submissions to the weekly ‘WIS’ meeting), the following steps should be followed while managing your project:

  1. The PM creates the ‘project group’ as per current procedures – i.e. all core project team and anyone else that requires view/edit access depending on the project
  2. In order for WIS to be able to review/approve project activities, the PM should add the following people to the project group in addition to those people added in step 1:
  • Mark Ritchie markr
  • Stefan Kaempfskaempf
  • Iain Fiddesiainf
  • Alex Carter acarter3
  • Rhian Davies rdavies2
  • Adam Wadeeawadee
  • Nikki Stuart nstuart1
  • Sheila Fraser sfrase10
  • Bill Lee billlee
  • Dave Berry dberry2

(Note that it may be necessary to add other users who attend WIS for their section on an ad-hoc basis.)

8.2Removing admin access to project pages

To remove admin access from a user on your project, navigate to your project homepage and select ‘Group’ at the top right of the page. (If you can’t see this option make sure you are logged in).

Then select ‘People’. This lists all of the people who have access rights to the project. Locate the person you want to remove and click on ‘remove’ link.

N.B. the person who created the project (referred to as the ‘group manager’) cannot be removed.

8.3Restricting access to a Project

There are two ways this can be done; restricting access to specific university groups or restricting access to the project group members only.

To restrict access to specific university groups only:

On the project homepage select ‘New draft’ (or ‘Edit Draft’ – if the page is unpublished)

Under the ‘Location and navigation’ tab expand the ‘Restrict access to University groups’.

By leaving all the tick boxes unticked, all users can access and view unprotected content of that project.

To give access to a certain grouponly, tick this user type in the list. Only users in that user group can accessthe project.

Any user group left unticked will now not be able to view the page. Users will be presented with the following on trying to open the project:

  • Users that have an EASE account can see the project title and basic information on the ‘List of Projects’ page, but clicking on the project they will receive an ‘Access Denied’ message.
  • Public users that do not have an EASE account can see the project title and basic information on the ‘List of Projects’ page, but clicking on the project they will be directed to the EASE login page.

To save the changes, you can then either: -

  • Click on ‘Save’, you will stay in the edit mode and a green info message will confirm the project has been updated. Click on ‘Publish’. You will be taken back to the project home page and a green information message will confirm that the project has been updated.

Or

  • (For public projects only) Click on ‘Publish’. You will be taken back to the project home page and a green information message will confirm that the project has been updated.

! Note that this change will apply to all users. Even if that user is named in the project ‘group’, they will not be able to access the project if they are in a group that is not selected in the user groups on the restricted access section.