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!