Project [open]

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Project - Open
Dhivakaran.JM
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Project Management
Project
Management is the discipline of planning,

organizing, and managing resources to bring
about the successful
completion of specific project
goals and objectives. A project
is a finite
The primary challenge

• Achieve all of the project goals
• Objectives
• Project constraints
• Scope,
• Quality,
• Time and
• Budget..

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Human RessourceManagement
Collaboration
KnowledgeManagement
ProjectManagement
ProjectControlling
CustomerRelationshipManagement
FinancialControlling
project-open Open Source Enterprise Business
Application
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project-open in a Nutshell
po is an Open
Source Software Web-based ERP for IT
Industries
Project Management" software for project-based
organizations.
It integrates
areas such as CRM, sales, project
planning, project controlling,
collaboration, timesheet, invoicing and payments.
As one of the largest open-source based web
applications in the world po is used by more
then 1000 companies in 25 countries to run their
business
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project-open Project Management
ProjectManagement

• Project Initiation and Integration
• Project Planning
• Project Controlling
• Project Tracking
• Project Collaboration
• Resource Management
• Knowledge Management

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Project Initiation and Integration
Challenges

• The lack of a central repository makes the
  identification, selection and prioritization of
  the right strategic initiatives and projects a
  cumbersome task.
• Many companies can't list all their ongoing
  projects which makes concurrent projects or
  projects that oppose each other more likely
• If the initiation of projects is not formalized
  and companies doesn't have defined processes in
  place for reviewing project proposals, chances
  are high that projects are not aligned with
  general business strategy.

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Project Initiation and Integration
Central project repository

• po includes a number of modules to support the
  processes of capturing project proposals,
  evaluating profit/risk of each project and to
  schedule resources for concurrent project
  execution
• Comprehensive list of projects with configurable
  list views and various list filters
• Project Templates enforce standards and best
  practices
• CSV Export allows integration with other
  applications

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Project Initiation and Integration
Manage project proposals with workflows

• A powerful Workflow engine allows to build
  customized approval workflows depending on rules
  such as project volume, company department etc
• Predefined workflows for project proposals are
  available and can be adjusted to particular
  business needs

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project-open Project Planning
ProjectManagement

• Project Initiation and Integration
• Project Planning
• Project Controlling
• Project Tracking
• Project Collaboration
• Resource Management
• Knowledge Management

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Project Planing
Challenges

• Recruiting and building the team requiries
  up-to-date data about disposability and profile
  of ressources
• Only if project attributes, responsibilities,
  schedules, etc. are facilitated in a central
  place, access to information
• Communicating the project to all parties
  involved etc.

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Project Planning
Using the Skill Manager

• The integrated "freelance file" allows PMs and
  Freelance Managers to see all information about a
  freelancer in one page. This saves time and
  allows for better decisions when staffing a
  project.
• The provider is able to maintain his own skills.
  All changes are subject of confirmation by
  in-house staff

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Project Planning
Assignments and utilization across projects

• Reports support determining assignmnets for each
  resource across a given time frame and allow
  project managers to layout approximate resource
  consumption of planned projects

Budget Planning

• po supports both top-down and bottom up budget
  planning
• Budget numbers can be protected so that only
  users with special permissions are allowed to set
  budgets.

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Project Planning
Schedule your project tasks with Gantt Charts

• Integrated Gantt-Charts allow to determine
  assignments for each resource across a given time
  frame
• Integration with 3rd party Project Scheduling
  applications ensures availability of project data
  in Gantt Project or MS Project

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project-open Project Controlling
ProjectManagement

• Project Initiation and Integration
• Project Planning
• Project Controlling
• Project Tracking
• Project Collaboration
• Resource Management
• Knowledge Management

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Project Controlling
Challenge

• For many project managers determining if a
  project is on track or getting real time data
  about profit and loss is a laborious and time
  consuming task.
• Therefore most of the time they don't dispose of
  reliable data for their management decisions.
• Effects such as VAT and currency exchange in
  international projects add additional
  complexity.
• Furthermore costs of shared resources often
  needs to be split up to a number of tasks,
  projects and other units.

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project-open Project Controlling
Financial Tracking

• po includes a number of modules to capture
  different types of financial items on a
  per-project level, allowing the controller to
  determine organization profitability per project,
  customer and resources employed.
• po allows to capture all important financial
  information about a project and to analyze them
  according to a variety of criteria

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project-open Project Controlling
Timesheet Management

• po tracks employee's hours on projects, tasks
  and other activities and assigns the cost of the
  time to the respective project.
• Users can log hours on projects. Timesheet
  information is combined with different cost rates
  (per user, per department, ...) to calculate
  various types of cost measures

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Project Controlling
Reporting

• po allows to capture all important financial
  information about a project and to analyze them
  according to a variety of criteria.
• PL calculation is based on the "compound cost
  model" to incorporate fixed costs Budgets for
  both timesheet and absolute costs Timesheet
  controlling (for unprivileged employees and
  project managers) and financial controlling (for
  employees with financial responsibility)

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Project Controlling
Provider Bills

• Provider bills can be captured in po and be
  interchanged with accounting application

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project-open Project Tracking
ProjectManagement

• Project Initiation and Integration
• Project Planning
• Project Controlling
• Project Tracking
• Project Collaboration
• Resource Management
• Knowledge Management

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Project Tracking
Challenge

• Project tracking done in the conventional way
  usually is a time consuming process. Often
  regular status meetings take longer than needed
  and don't produce precise information.
• Frequently status reports requested
  automatically removes uncertainty about the
  project status and saves project managers time
  pointing them straight to the tasks that
  require attention.

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Project Tracking
Manage time sheet costs

• Compare planned hours / logged hours / billable
  hours
• Project Tasks can be attributed with a financial
  value.
• The completion of the task allow to calculate
  the ratio between spent resource and project
  progress,
• Detect project deviations early in the project
  cycle.
• Automatic project advance calculation from
  feedback on project tasks
• po can track both internal and external costs
  and compare them with planned time and resource
  consumption and the project progress.

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project-open Project Tracking
Manage other project costs
Capturing Travel Costs and other project
expenses A specific self-service enabled module
allows project members to capture travel and
other costs.
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project-open Project Collaboration
ProjectManagement

• Project Initiation and Integration
• Project Planning
• Project Controlling
• Project Tracking
• Project Collaboration
• Resource Management
• Knowledge Management

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Project Collaboration
Challenges

• Project collaboration becomes more challenging
  when projects extend beyond organizational
  boundaries
• Extended use of Email as communication instrument
  leads to cluttered inboxes, tedious recovery and
  archiving procedures.
• Each project member needs to be informed about
  tasks, issues, priorities and due dates
• Information is often distributed over multiple
  locations and therefore neither consistent nor
  up-to-date

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Project Collaboration
Project rooms

• Project Rooms concentrate all project resources
  in a single location
• Configuration of access permissions of project
  resources is based on roles or profiles of
  project members

• po emphasizes the possibility to integrate
  clients and providers into the planning and
  execution of projects

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Project Collaboration
Forum

• The po Forum module formalizes the
  communication amongst project members and offers
  a central and easy-to access space where project
  related communication can take place
• Communication can happen in protected
  Communication Spheres among sub-groups of the
  project team
• Creating tasks and incidents holds project
  members accountable for the progress
• Moving communication away from email towards
  Forums ensures easy archiving and fast recovery
  when needed

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Project Collaboration
File Manager

• po makes it easy to integrate exiting file
  servers and provides a Web interface to allow
  convenient, permission based access over the web
• Permisions can be set on a folder level to allows
  limited access for clients, providers ad other
  collaborators
• Multiple files can downloaded in ZIP format

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project-open Resource Management
ProjectManagement

• Project Initiation and Integration
• Project Planning
• Project Controlling
• Project Tracking
• Project Collaboration
• Resource Management
• Knowledge Management

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Resource Management
Challenge

• Project managers and need visibility and control
  over resources available. Information on how
  effectively valuable resources are used, which
  resources become available and what projects have
  consumed them, is needed throughout the entire
  project lifecycle.
• Instant availability of information about the
  status of resources is necessary to deliver the
  project within the specified time and budget
  parameters.

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Resource Management
Centralized HR information

• The "employee file" brings together all
  information about an employee such as - Contact
  information
• - The list of projects she has worked in -
  Previous experiences
• - Payroll information
• Access to these information requires a number of
  "privileges" which can be flexilby assigned to
  employees and employee groups.

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Resource Management
Managing of absences Vacation Approval
Workflow

• Every po installation can be extended with
  Dynamic Workflows.
• Pre-configured Workflows are available that cover
  common processes, such as Vacation Approval,
  Timesheet Approval and Expense Approval

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Resource Management
Skill Management

• The freelance "Skills Component" defines several
  generic skill types that consist of a number of
  skills. Each Skill can be valuated as "high",
  "medium" and "low". This information is available
  to Project Managers and Freelance Managers "at
  your fingertip" when they need to staff their
  project with external resources.

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project-open Knowledge Management
Projectanagement

• Project Initiation and Integration
• Project Planning
• Project Controlling
• Project Tracking
• Project Collaboration
• Resource Management
• Knowledge Management

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Knowledge Management
Challenge

• Knowledge is an essential organizational driver
  in value creation
• Because team composition changes theres a
  potential knowledge loss between phases and
  across projects
• Transfer of knowledge is relatively expensive
  but crucial to gain and keep competitive
  advantage
• Where can I access documents I require for my
  work?

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Knowledge Management
Collaboration Spaces / e-Rooms

• All major po objects provide a collaboration
  space ("e-Room") featuring Discussion Forums and
  File storage related to the specific Project,
  Customer or User. This functionality may support
  Project Management, CRM or Provider Management

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Knowledge Management
Permission based Full text search

• The po FTI (Full-Text Search Engine) indexes
  all major objects in the system and allows users
  to retrieve them quickly and easily.

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Knowledge Management
Wiki and Blog Publishing

• The project-open Wiki module is a standard
  implementation of a Wiki engine
• Every major business object (Project, Customer,
  User, ...) is mapped to a Wiki page, allowing for
  seamless integration between structured and
  unstructured information of a business object.
• Learned lessons document to be written at the end
  of each project are stored in such a Wiki

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Knowledge Management
Portrait and brief presentation

• The use of this module increases the knowledge
  about the members of distributed offices and
  lowers communication barriers.

Project and companies history

• po automatically tracks past company contacts
  and projects a user has been involved in

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project-open
Human RessourceManagement
Collaboration
KnowledgeManagement
ProjectManagement
ProjectControlling
CustomerRelationshipManagement
FinancialControlling
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