Project Closure PlanView

Certainly. Here’s a professional and thorough articulation of closing the Planview application in a corporate environment, with best practices for data backup (local and cloud) and preserving historical information:

Closure of Planview Application: Best Practices for Data Backup and Historical Retention

As part of decommissioning the Planview application in a corporate setting, it is essential to ensure a structured and secure closure process that preserves historical data for compliance, audit, and future reference. Below is a best-practice-based approach.

1. Governance & Planning

a. 

Stakeholder Engagement

• Identify key stakeholders: PMO, IT, Legal, Finance, Data Governance, Internal Audit.
• Conduct a closure planning meeting to:
• Define objectives and retention requirements.
• Document compliance and regulatory needs (e.g., SOX, GDPR, ISO 27001).
• Assign accountability.
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b. 

Audit and Retention Policy Review

• Review corporate data retention policies.
• Ensure backup and archival plans align with legal and business requirements (e.g., 7–10 years for project documentation).

2. Data Inventory & Extraction

a. 

Inventory of Data Assets

• Modules to include: Projects, Timesheets, Tasks, Resources, Financials, Portfolios, Reports, Comments, Attachments.
• Identify custom fields and integrations.

b. 

Data Export Options

• Structured exports:
• Use Planview APIs or built-in export utilities (CSV/XML/JSON formats).
• Export master and transactional data (Projects, Work Items, Users, Dependencies, Comments).
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• Reports and dashboards:
• Export key reports to PDF and Excel.
• Preserve portfolio views and Gantt charts as PDFs or images for archival.
• 
  
• Attachments and Documents:
• Bulk download via Planview Admin tools or custom scripts using API.
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• 
  

3. Backup Strategy

a. 

Local Backup

• Store data in a structured file system or local data warehouse.
• Maintain metadata for data source, export date, and versioning.
• Encrypt sensitive files and use file integrity verification (e.g., checksums).

b. 

Cloud Archival

• Use enterprise-grade cloud storage platforms (e.g., SharePoint, AWS S3, Azure Blob, or Google Cloud Storage).
• Apply lifecycle policies to transition data to lower-cost storage after defined periods.
• Leverage immutable storage (WORM) for legal holds if required.

4. Decommissioning Activities

a. 

Access & Permissions

• Freeze user access to prevent updates.
• Maintain admin access during archival verification.
• Log all activities for audit trail.

b. 

Decommission Timeline

• Communicate decommission date to users in advance.
• Provide data access support window (e.g., 60–90 days post shutdown).
• Retire Planview licenses and associated infrastructure.

5. Documentation & Handoff

a. 

Closure Report

• Summarize:
• Data backed up and storage locations.
• Retention periods and responsible owners.
• Stakeholder sign-offs and approvals.
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b. 

Knowledge Transfer

• Create a user guide explaining where and how to access archived data.
• Archive historical user manuals, process flows, and SOPs.

6. Post-Closure Considerations

• Monitor retention compliance over time.
• Review need for periodic data access (e.g., for audits or executive reporting).
• Reuse or retire integrations that depended on Planview (e.g., for Jira, ERP, or HRMS syncs).

Structure

/Planview_Archive/

  /2025_Backup/

   - Projects.csv

   - Tasks.csv

   - Comments.csv

   - Users.csv

   - Timesheets.xlsx

   - Reports/

     - Portfolio_Summary_Q4_2024.pdf

     - Financials_Monthly_2023.xlsx

   - Attachments/

     - PID_12345_Charter.pdf

     - PID_56789_ClosureReport.docx

Conclusion

The closure of Planview should be treated as a formal project with clear objectives, governance, and data preservation goals. By adopting a structured and policy-aligned approach, organizations can mitigate data loss risks, fulfill compliance obligations, and retain historical intelligence to support future strategy and audits.

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Enable workflow in planview

Yes, Planview supports workflows to manage projects and tasks through various stages. This functionality is integral to its project portfolio management (PPM) and work management capabilities, allowing users to automate and standardize the movement of tasks, projects, or deliverables across their lifecycle.

Workflow Features in Planview

1. Stage-Gate Process

• Planview enables defining stage-gate workflows where tasks or projects move through a series of predefined stages (e.g., Idea → Initiation → Planning → Execution → Closure).

• Users can assign criteria, approvals, or dependencies that must be met before progressing to the next stage.

2. Configurable Workflows

• Planview allows custom workflow configurations, tailored to specific use cases like IT projects, product development, or agile initiatives.

• Admins can design workflows with steps, roles, and conditions for transitioning between stages.

3. Conditional Workflow Transitions

• Workflows can include conditional logic for moving items based on:

• Status updates

• Resource availability

• Financial thresholds

• Completion of prerequisites (e.g., approvals or tasks)

4. Workflow Automation

• Planview supports automated triggers, such as:

• Automatically transitioning tasks when dependencies are completed.

• Sending notifications or alerts when an item moves to a new stage.

• Integration with other tools (e.g., Jira, Slack) ensures workflow automation is seamless.

5. Approval Processes

• Users can define approval workflows, where stakeholders or managers must review and approve tasks before they can move to the next stage.

• These approvals can include multi-step reviews, ensuring compliance and alignment with organizational goals.

6. Visualization of Workflows

• Workflows are visually represented through Kanban boards, Gantt charts, or timeline views.

• Users can monitor the progress of tasks or projects as they move through the stages in real time.

Use Case Example: Workflow for IT Project Management

1. Stage 1: Idea Submission

• Team member submits an idea or proposal.

• Workflow triggers a review by the PMO (Project Management Office).

2. Stage 2: Feasibility Assessment

• If approved, the project moves to a feasibility study.

• Tasks are assigned to analyze technical and financial viability.

3. Stage 3: Planning

• After feasibility approval, a project plan is created with assigned resources and schedules.

4. Stage 4: Execution

• Tasks and deliverables are tracked with dependencies and milestones.

• Workflow automates alerts for overdue tasks or completed stages.

5. Stage 5: Closure

• Deliverables are reviewed, feedback is documented, and the project is archived.

Best Practices for Using Workflows in Planview

1. Standardize Processes: Define common workflows for recurring project types to ensure consistency.

2. Leverage Conditional Logic: Use rules to automate approvals and task progression based on defined criteria.

3. Train Teams: Ensure team members understand how to use workflows effectively and keep tasks updated.

4. Monitor Performance: Use Planview’s reporting tools to track bottlenecks or delays within workflows.

5. Integrate with Other Tools: Sync Planview workflows with tools like Jira or ServiceNow for end-to-end process visibility.

Let me know if you’d like a detailed guide on configuring workflows in Planview or specific use cases!

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Project management using planview

Creating a process document for using Clarizen or Planview for project management involves mapping workflows, roles, and best practices to ensure effective adoption. Below is a general template you can customize for your organization.

Mapping or Process Document for Project Management

1. Introduction

• Purpose: To define the processes for managing projects using [Clarizen/Planview] to improve planning, execution, and collaboration.

• Scope: Applicable to all teams and stakeholders involved in project delivery.

• Tool Overview:

• Clarizen: A collaborative work management tool that integrates project and resource management.

• Planview: A portfolio and work management solution designed for strategic alignment and resource optimization.

2. Key Roles and Responsibilities

Role Responsibility

Project Manager (PM) Create and maintain project plans, assign resources, monitor progress, and report.

Team Member Execute assigned tasks, update progress, and flag issues.

Resource Manager Allocate resources based on availability and skills.

Stakeholder Provide project input, review deliverables, and approve milestones.

Administrator Manage tool configurations, access rights, and integrations.

3. Key Features Mapping

Feature Clarizen Planview

Project Planning Gantt charts, templates, milestones, dependencies. Roadmaps, task scheduling, and dependency tracking.

Resource Management Resource load, skill matching, and forecasting. Capacity planning and workload optimization.

Collaboration Discussions, document sharing, and email alerts. Team workspace and real-time collaboration tools.

Time Tracking Timesheets and automatic time capture. Time entry and analysis dashboards.

Reporting Custom dashboards, status reports, and analytics. KPI tracking, portfolio dashboards, and analytics.

Integration Connects with Salesforce, Jira, and Slack. Integrates with ERP systems, Agile tools, and HR platforms.

4. Process Flow

4.1. Project Setup

1. Initiation:

• PM creates a new project using predefined templates.

• Define objectives, timelines, milestones, and success criteria.

• Link to organizational goals (Planview) or align with workspaces (Clarizen).

2. Resource Allocation:

• Use resource views to identify available team members based on skills and workload.

• Request resources from Resource Manager.

3. Stakeholder Review:

• Share the project plan with stakeholders for approval.

• Use the collaboration tools (comments, discussions) to gather feedback.

4.2. Execution

1. Task Assignment:

• Break down milestones into tasks and assign them to team members.

• Set task dependencies and timelines in the Gantt chart (Clarizen) or roadmap view (Planview).

2. Progress Updates:

• Team members update task status in real-time.

• Use automated alerts or notifications for overdue tasks.

3. Issue Tracking:

• Log issues or blockers in the issue management module.

• Assign ownership and set resolution timelines.

4.3. Monitoring and Reporting

1. Dashboards:

• Use real-time dashboards to monitor progress (Planview) or visualize workload (Clarizen).

2. Status Reports:

• PM generates weekly or bi-weekly reports using built-in templates.

• Highlight risks, delays, and achieved milestones.

3. Adjustments:

• Update plans based on changing priorities or resource availability.

• Communicate changes to all stakeholders.

4.4. Closure

1. Final Deliverables:

• Ensure all tasks are complete and deliverables are reviewed by stakeholders.

• Archive project files and discussions for future reference.

2. Lessons Learned:

• Schedule a retrospective meeting to document lessons learned.

• Capture feedback in a shared knowledge repository.

3. Archive and Handover:

• Close the project in the tool and archive for audits or future reference.

• Transfer ownership of any ongoing tasks to operational teams.

5. Best Practices

• Adopt Templates: Use project templates to standardize practices across the organization.

• Leverage Integrations: Connect Clarizen/Planview with your existing tools (e.g., Jira, SAP) to streamline workflows.

• Automate Alerts: Use automation features to notify team members of critical tasks or approaching deadlines.

• Train the Team: Conduct regular training sessions to maximize tool adoption.

• Monitor Metrics: Track KPIs like on-time delivery, resource utilization, and project ROI.

6. Expected Outcomes

• Improved Visibility: Stakeholders can access real-time updates on project progress.

• Resource Optimization: Efficient allocation and utilization of resources.

• Enhanced Collaboration: Seamless communication across teams and departments.

• Informed Decision-Making: Data-driven insights through reporting and analytics.

7. Timeline for Implementation

Phase Duration Key Activities

Preparation 2 weeks Configure tool, create templates, train users.

Pilot Phase 4 weeks Test with select projects and refine processes.

Full Rollout 6-8 weeks Implement across all teams and projects.

This document can be adapted to your specific requirements, including custom workflows or integrations. Let me know if you need more tailored details!

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