Scenario - bxp as a Project Management Toolkit

1 Overview

All n One have been delivering successful projects since 2005. Over that period we have used numerous tools and approaches to deliver our clients requirements. Every difficult project gave us further ideas and new approaches on how to successfully and easily deliver client wow'ing projects. This scenario looks at some of the tools we have implemented over time.

2 An approach

There are numerous ways to run a project and each has their merits and demerits. As a software development house we were lucky to have many well defined approaches to choose from, Waterfall, Rapid Application Development, and so on. It actually transpired that a lighter weight methodology fit more of our projects than others. We adopted ADDIE (Analyse Design Develop Implement Evaluate) as the approach of choice. Stemming from the world of eLearning it had a more flexible framework with somewhat reduced bureaucracy. You can see how we implement this approach here All_n_One_Project_Development_Approach

One of the primary benefits of ADDIE is that every project is seen as iterative. As soon as the Evaluation is done, then you are looking to put the learnings back into the project through the start of another project. As a business who values constant improvement this approach mirrors our ethos and values. All_n_One_-_Core_Values

3 Structure

With a direction chosen we divide up the company into areas we call departments to facilitate easier identification of competencies. All_n_One_Departments. Each department is given a unique color to facilitate easier recognition. This is where the first of the bxp tools come in.

In System Access Management we can build Departments and Organograms. The system allows us to add email and mobile number details for every system user, thus providing the basics for our communications tools. The Department ensures a person can only be in one department at a time, but the organogram allows team members to be part of numerous teams. This also allows to enable external users, i.e. clients, to be able to log in and be safely and securely grouped correctly by project. Organogram_with_Group_Profiling

4 Documentation and Support Tools

So as a person joins the company and has their department role, they need access to processes and procedures. All n One operates a set of Standard Operating Procedures (SOPs) which we store in an eCourse called the B#s. (Be Sharp). This centralised manual ensures that everyone in the company can see the processes and procedures, can find vital information and has a base point from which to search for information, especially historical decision results. Most importantly is that the b#s grow over time. New pages are added regularly and content updated regularly. As the system uses the SCORM model for security a user could be given access to just one page or just one chapter if required. This granular level of control is perfect for precision management where required.

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5 By the book

Like any organisation operating in a professional manner you recognise that there are basic legal and business requirements of every staff. Data Protection, Health and Safety, Manual Handling all have annual refresher courses. Where we work on specialised projects with legal requirements such as PCI type work, we can build training material and tests within the system. eCourses are easily built and the area requiring the training to be done can administer the entire thing from within bxp. What_is_an_eCourse From there tests can be built and delivered as well through bxp Examination_-_Building_a_Test Sample of our Health and Safety policy test

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Once a month our security department hosts an internal breakfast meeting with nice food and a security presentation. All the new stuff that has been discovered by security along with timely reminders. Here is an example from our last presentation from Thomas Glennon. This material is loaded into an eCourse and a small test given.

6 Continuous communication

With active organisations staying abreast of where everyone and everything is at is incredibly difficult. For this reason bxp uses an internal daily newsletter engine. Everyone is required to daily log a short write up of their day, which is then communicated through the Information Centre. It provides management a way to get a summative insight into all the major events going on in the projects and across the business. The newsletter also comes with reporting so management can 1. ensure everyone is contributing and 2. ensure that everyone is reading / staying aware of what's going on. The Information Centre not only acts as an internal noticeboard but it also provides an auditable noticeboard for vital operational messages that need to be confirmed by everyone. For project updates or security updates, the Information Centre provides auditable proof that a message has been sent and was received. Information_Centre_-_Read_Confirmation Group communication is also important so the Communications Centre has the ability to send group text messages and / or emails to staff with audit histories. Group_System_User_Sending Using the HR module it is possible to record staff skills and time availability for seeking support on projects via group communication. Group_HR_Sending

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7 General Project Management elements

So with the basic communications tools and structure in place managing projects becomes a much simpler exercise. A project begins as a title. From this project numerous other items can be connected. The system also supports different Work Types. These are classifications of types of work performed. Different online storage tools are used for different scenarios:

7.1 Managing Work

In All n One we are always striving to find the most efficient way to manage different types of work. We have begun a research project into different tools for different types of work Scenario_-_bxp_and_managing_work

Essentially work is grouped as

• Reminder (A reminder)
• Short (1 to 30 mins of work)
• Medium (1 to 4 hours of work)
• Long (4 to 40 hours of work)
• Objective (40+ hours of work)

For each of these different tools and approaches are required.

• Jotter provides a scribble pad for logging ideas down quickly for Reminders. Jotter
• Lister provides a simple to do list for Short items. Lister
• Forms, specifically used as a ticketing solution, is used for Medium items. Scenario_-_bxp_as_a_Ticketing_System
• Forms, specifically used as a project management solution, is used for Long and Objective items (this is dealt with down below)

7.2 Document Storage

• Forms: Structured project outlines for projects of specific types. Close control project management. Start_Here_-_Building_your_first_form
• eCourse: Version controlled with access logs and granular security controls What_is_an_eCourse
• Report Library: Central documentation with no version control and more general security controls. Accepts system generated reports. Module_-_Report_Library
• Online File Storage: Online USB key for everyone. Limited security controls but very quick and easy to use. Also supports SFTP access. Module_-_Online_File_Storage

7.3 Tracking hours

This is done using Time Tracker. Module_-_Time_Tracker Time Tracker provides a means for staff to log their hours for projects. Each user is given access to projects that have been set up and can select from the work types. The system can store billable and non-billable work. So when a report is done for a client at the end of the month it becomes very clear how many extra hours you have put into the project and not charged for.

Reports can then be generated by Project, Work Type and Staff for selected time periods.

7.4 Meetings

The next challenge is usually meetings and action points from those meetings. Meeting Manager provides the perfect tool, when managing work. Module_-_Meeting_Manager Essentially used to manage agendas, minutes and action points are logged in the system. Action Points can then be distributed automatically to people's Lister. Minutes are automatically linked to updates from Listers. The scenario is: Agenda created in Meeting Manager and circulated Meeting begins Minutes are filled into the system in real time Below each agenda item, action points can be logged against individuals At the end of the meeting the action points can be pushed out to people's Lister The minutes are auto generated into an RTF document which can be circulated This vastly improves the efficiency of meetings and ensures people have accurate records of action points for follow up meetings.

8 Managing Change

So how does a Project come to be? They all come to light as a result of a request from a client. Maybe inspired by a client or a Business Development manager on behalf of a client, but it is a request into the Project Manager that gets the ball rolling. All n One is no different in this regard. We operate a very clear program of triage for requests coming in. Bxp_Support_Triage_Process This is supported operationally by a tool called LogicFlow which provides clear branches for how the request is to be handled. Module_-_LogicFlow Where it is a request to be investigated, which could become a project, it is converted to a "ticket". All tickets are logged in a custom form built for All n One's needs. The system can also hoover in emails and turn them into tickets. The tickets have a number of outcomes 01 - A - Urgent - Quotation Required 01 - New Ticket 02 - A - Internally scoped - Awaiting PO 02 - A - To Be Scoped 02 - B - Escalation - Awaiting PO 02 - C - Downgrade - Awaiting PO 02 - D - Cancellation 03 - PO Approved 04 - Testing Outcome 04 - Ticket details updated 04 - Work Allocated 04 - Work Item Requires Testing 05 - A - Awaiting Clarification 05 - B - Awaiting Sign Off 05 - C - Long Term 05 - D - Nice to have 05 - E - Awaiting Testing 06 - Work Complete 07 - Invoiced 08 - Complete and Paid Each outcome represents the ticket entering a different phase. The different phases then allow different members of the different departments to interact with the tickets. Where a work item is scoped in Phase 2 and it turns out to be a project, then a number of documentation procedures are carried. These template documents are attached to this record, so all documentation is stored in one place. Client update emails are also added to the ticket.	600px
Once the project has become 03 - PO Approved, then the work itself is broken down into smaller "Jobs". These jobs are mini-tickets that have their own form. For larger project traditional project management tools such as Microsoft Project can be employed to scope work. These documents are also attached to the Ticket. These Jobs are allocated to different developers to perform. Each Job goes through a number of phases as well 01 - Add request 02 - Add another work request for this job 03 - Investigating client request 03 - Request details updated - Dev stage 04 - Request assigned for testing 05 - Testing new issue found 06 - Testing complete 07 - Request awaiting clarification 08 - Request awaiting sign off 08 - Request cancelled 08 - Request complete This isolation of Jobs allows the Technical Operations Manager (Carolann Diskin) to manage the project and the elements within it from numerous projects simultaneously. Every morning we have the ability to review the jobs. This facilitates an Agile development approach where Scrums to decide who does what are far more controlled and documented.	600px
Each developer has the ability to view all of the Jobs that have been assigned to them as a separate worklist. For stress management, it is possible to limit the jobs assigned to a developer. The Due Date field helps with prioritisation especially across multiple projects. Visible queues enable management to be able to review any individual to see what they have on. As each developer logs their hours in Time Tracker (as above) the time slot can be linked to a specific Job for even closer management.	600px
With all of this data now logged it is possible to generate numerous reports with specifics All open Tickets by Client All open Jobs by Client and who assigned to All hours by Client by Period All work done by Client by Period All Tickets and Jobs complete by Client by Period To augment this we provide all of this information back to our customers through our Client Dashboards Bxp_Client_Dashboard_Report The Dashboard is a restricted user account in our instance of bxp where their information is presented back in a custom layout. It however lets all of the above reports to be available to the client in real time.

9 Expense Management

Another vital part of managing a project is managing the budgets and costs associated with that project. Expense Manager Module_-_Expenses_Management provides a toolkit to be able to link expenses with a project for easy clear and auditable expense management.

10 Quality Assurance

Quality programs are as wide and varied as project management tools. bxp provides a completely customisable quality form which allows for custom Quality Control check lists to be built. These check lists can be completed phase by phase or in a project review situation.

We provide a complete description of how to set up and manage a quality control program here Scenario_-_bxp_to_create_Quality_Assurance_programs

11 Keeping it simple

With all these tools and options its possible to feel lost and potentially overwhelmed with such an array of tools and capability. Instead bxp uses Big Buttons to keep it simple so you can focus on what you really need / use daily. Control_Bar_Big_Buttons The less used features and functions are built into custom drop down menus. Everything you need at your finger tips. Control_Bar_-_Grouping_Links

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12 Conclusion

bxp is not a single off the shelf pre-packaged project management tool. Instead it positions itself with some to all of the tools you might require to managed projects and their associated communications requirements.

In All n One we opted for the capability to design process that worked for us but that would also evolve with our business. We can change, add, update and remove any aspect of any process. This level of flexibility means our tools never go out of date. Using what we learn from every project to reinforce our methodologies and approach ensures we can only go from strength to strength.

If you'd like to find out more about our solutions and how possible we could improve your project management approach please get in touch. You can phone us on +353 1 429 4000 or email us at support@allnone.ie