Enterprise Users will be able to view and interact with pages. Performance Managers/Modellers can edit pages and objects, and Model Administrators have full permissions.

You will still need to check your personal permissions to access this area with your site Administrator.

Setting Up a New Project

To create a new project, go to the Projects page and sub-page: Project Drafting.

Click on Create Project button (at the top of the page), give it a name, assign the Project Ownership, and Save.

An Ideagen Healthcare Guardian user can create new Projects at the Performance Manager Licence level or above.

Any level of user licence can be used to edit a Project once it has been created and ownership assigned by a Performance Manager level licence holder to that user.

Drafting the Project Initiation Document (PID)

Drafting a project in the PMO enables a user to fill out relevant information and details about a proposed project to submit it for approval.

Tables for entering or selecting information for a project have 2 modes: ‘data entry’ mode and ‘view mode’.

To select options or enter data, choose ‘data entry’ mode by selecting the icon in the top right corner of the table and then once you have entered your information, click the save icon and revert to ‘view mode’.

Top Tip:
You can leave the Project Drafting page and return to it at any time and continue filling in your details by browsing the project name from the dropdown on the page.

Building your Gantt

You can add activities/key actions to the selected project by clicking on ‘Add Activity’. The following popup appears. Enabling you to enter each activity for your new project plan.

You can include dependency links, add sub-actions to multiple levels of detail, and view them in a Gantt timeline layout with zoom functionality, periodicity, and a scroll option for periods.

Project Finances

Enter planned Target costs in capital and revenue expenditure categories, which will aggregate automatically to a combined total project cost (this will be approved later).

Benefits Score

Each project can have an associated project benefits score. Using a scale of 1 -20 to estimate the annual financial or outcome-based benefits the project will provide when completed as planned. The score is for relative comparison between projects, so only the relative score is important – not the absolute figure.

Example indicative planned annual benefit scale [listing even values for brevity]

Your PMO Director/Head of Strategy/Transformation may provide an organisation-specific benefits score framework.

To view your cost-benefit matrix, there must be both an Actual Cost and an expected Benefit score for the same period. Update the expected Benefit score each period, just as you do the actual Cost.

The cost-benefit analysis has a slicer for 12 periods of the financial year, allowing the user to see both the latest cost-benefit and the progression of the project cost-benefit over time. It is important to note that the PMO displays financial YTD costs, not project-to-date costs.

Project Risks, Mitigating Actions

Clicking on the ‘Add Risk’ button will present you with a pop-up form on which you can add details of your new risk.

To have a project's overall risk rating, you must identify specific individual risks, which you rate for impact and likelihood. PMO calculates the specific risk rating (from impact and likelihood) and the combined project risk rating for you.

Adding Mitigating Actions is the same as adding ‘Activities’ as described earlier in the user guide.

Project Update Narrative and Discussion

Discussions on this page will be associated with the Project overall. This can be used whilst drafting and for discussion iterating between drafting and approval.

To Add a new discussion, click on the speech icon as highlighted below, which will then enable you to enter text for your project discussion, and link or append any documentation to the conversation.

Once the project is ready to submit for approval, dragging the Project Submission card from the left to the right column will move the project into the Project Approval area.

Revising if not approved.

The project may be commented upon and further revisions requested in the discussion area, or it may be approved or rejected completely. If approved, the project will move to the Update area and be included in the project, and Programme reports. If rejected the project will move to a ‘Deactivated’ area in the PMO area.

NOTE - All changes to the Project, including submission and approval stage changes, are recorded in a full audit trail, including the date, time, and the user making the change.