Managing Programs and Projects

This chapter provides an overview of programs, projects, the enterprise program tree, and program managers, and discusses how to:

Establish and maintain programs and projects.
Establish and maintain enterprise program trees.
Refresh program data.

Understanding Programs, Projects, and the Enterprise Program Tree

Programs are initiatives that are composed of one or more projects. Usually a theme is associated with a program, and all the projects that are within the program support that theme. In Program Management, an enterprise program tree defines the hierarchical relationship of a project business unit's programs and their associated projects. This tree is required to define a program. To establish a program, use the Project - General Information page, and select the Program check box to indicate that you are defining a program, not a project.

You define the enterprise program tree for a business unit by using the Program Management Options page.

A project is a temporary endeavor that is undertaken to create a unique product, service, or result. Projects can be created by using one of these methods:

Automatically by the system when you approve a submitted project request.

You create project requests in either PeopleSoft Enterprise Project Portfolio Management or Program Management.
Automatically by the system when you change a submitted project request to a status of costing.

When you set project requests that you created in either Project Portfolio Management or Program Management to a status of costing, the system automatically creates a project in a processing status of pending.
By a project manager or similarly designated person.

You create projects by using the Project Definition component in PeopleSoft Enterprise Project Costing and Program Management.
By the project copy feature, which copies an existing project into another project.

The copy feature is part of Project Costing.
By the project template feature, which creates a project from an existing template.

The create project from a template feature is part of Project Costing.
By Resource Management.

In Resource Management, a service order can generate a project for the purpose of staffing resources to it.
By Proposal Management

In Proposal Management, the Contract Generation process creates projects and activities based on information that is contained in a proposal.
By importing project data from Microsoft Project.

You import projects from Microsoft Project by using the Create Project From Microsoft page in Project Costing.

To associate projects with a program, you add the projects to the enterprise program tree by using the Enterprise Program Tree page; you can also use PeopleSoft Tree Manager to maintain it.

The data for all projects that are within a program are summarized at the program level, enabling program managers to quickly and easily assess how well a program is progressing. The Program Refresh process (PGM_PROGRFSH) updates project health and program data.

Understanding Program Managers

Typically, program managers create and manage programs, create program budgets, and assign project managers. You define program managers on the Project General - Manager page for programs. You can have more than one program manager for a program, but the effective dates for the program managers cannot overlap. If you change a project into a program, the system retains the project manager as the program manager. If you change a program into a project, the system automatically adds the program manager to the resource list as a project manager. If the program has multiple program managers, the system will add each program manager to the resource list as project managers based on their effective dates.

Establishing and Maintaining Programs and Projects

This section discusses how to establish and maintain programs and projects and how to define activity options.

Page Used to Establish and Maintain Programs and Projects

Page Name	Object Name	Navigation	Usage
General Information	PROJECT_GEN_01A	Program Management, Project Definitions, General Information, General Information	Establish and maintain programs and projects.
Program Management	PROJECT_GEN_02	Program Management, Project Definitions, General Information, Program Management	Set up defaults for scheduling, health criteria, and forecasting for a program.
Definition	PROJECT_ACTIVITY	Program Management, Activity Definitions, General Information, Definition	Establish change control and scheduling for activities.

Establishing Programs and Projects

Access the General Information page.

The following fields are available only when you have Program Management installed. The remaining fields that are on this page are described in the Project Costing PeopleBook.

See Entering Project General Information.

Calculate	Select one of the following three elements for the system to calculate based upon the values that you enter for the other two fields that are on the page: Start Date, End Date, or Duration in Days.
Duration in Days	Enter the number of business days that are between the start date and end date of the project.
Release	Select the release for this project. This field is available only on project definitions because programs can span many releases. See Managing Project Releases.
Release Date	Displays the current target release date associated with the release that you select.
Category	Select the category to further classify the program or project.
Application Area	Select the application area to further classify the program or project.
Application	Select the application to further classify the program or project.

Defining Program and Project Defaults

Access the Project General - Program Management page.

Use this page to configure how a specific project or program functions with respect to scheduling, forecasting, managing change control, the project charging level, and evaluating project health. The values that you enter on this page override the program management option settings for the fields that are established at the business unit level. The only fields that are documented here are those that do not perform identically to the corresponding fields that you define for the business unit.

See Establishing Program Management Business Unit Options.

Budget Approver

Enter the employee ID of the user responsible for approving budgets for this project.

Always Honor Constraint Dates

Select to enable the system to strictly enforce the constraints that you set at the activity level.

Clear this option to allow users to keep constraints that you define on an activity but set dates that might not specifically follow the constraints.

See Using Schedule Dependencies and Constraints.

Enable Change Control

Select to enable change control functionality for this project.

Note. You must designate a budget approver if you select Change Request Required for the Finalize Budget Plan option on the Change Control Template page for the change control template that you enter.

You must establish a project manager if you select Change Request Required for the Estimate To Complete option on the Change Control Template page for the change control template that you enter.

Defining Activity Options

Access the Activity Definitions - Definition page.

Use this page to override business unit default settings at the activity level on individual projects. The following fields are available only when you have Program Management installed. The remaining fields that are on this page are described in the Project Costing PeopleBook.

See Setting Up Program Management Business Units.

See Entering Activity General Information.

Options

Enable Change Control

Select to enable change control functionality for this activity. If change control is not enabled at the project level, this activity uses the change control template that is defined for the business unit. If you enable change control at the project level, you do not need to enable change control at the activity level, because the activities that belong to a project use the change control template that is defined for that project.

Scheduling

Calculate	Displays the calculation method that determines when the system rolls up start and end dates for activities. You specify this value on the Project General - Program Management page.
Hours per Day	Displays the number of hours per day that define a work day for this activity. The system uses this time value to calculate the amount of time that a resource is available for the schedule. You specify this value on the Project General - Program Management page.
Schedule Method	Select the method for calculating schedules for this activity. The scheduling method determines what element of a project schedule remains constant when one of the three scheduling variables (work, duration, or units) changes. You can override the default value that the system supplies from the Project General - Program Management page.
Project Calendar	Displays the project calendar that is used for calculating schedules for this activity The system uses this calendar to determine business holidays and nonwork days and factor them into the calculation of start dates, end dates, and durations. You specify this value on the Project General - Program Management page.

Establishing and Maintaining Enterprise Program Trees

This section discusses how to:

Establish enterprise program trees.
Maintain enterprise program trees.
View the enterprise program tree.

Pages Used to Establish and Maintain Enterprise Program Trees

Page Name	Object Name	Navigation	Usage
Program Management Options	PGM_PROG_MGMT_OPT	Set Up Financials/Supply Chain, Business Unit Related, Program Management, Business Unit Options, Program Management Options	Specify program management options, designate the enterprise program tree, and establish various default settings for specific business units.
Enterprise Program Tree	PGM_ASSIGN_TO_EPT	Program Management, Program Tools, Enterprise Program Tree, Enterprise Program Tree	Assign a project or program to the enterprise program tree that is associated with its respective project business unit.
View Enterprise Program Tree	PGM_VIEW_EPT	Program Management, Program Tools, Review Program, View Enterprise Program Tree	View a display-only version of the enterprise program tree to visually identify where a project or program appears in the enterprise's hierarchy.

Establishing Enterprise Program Trees

Access the Program Management Options page and complete these steps:

In the Tree Name field, enter the name of the new tree.
Click the Initialize Enterprise Tree button.

The system creates a tree that is keyed by business unit at this point.
Add programs and projects to the tree by using the Enterprise Program Tree page.

Alternatively, you can use PeopleSoft Tree Manager to create the tree first, and then select that tree in the Tree Name field, instead of entering a new tree name.

Tree Structure Requirements

You must use the delivered PROJECT_BU structure for the enterprise program trees.

Tree Definition Requirements

The key field values that the system requires on the Tree Definition page for enterprise program trees are:

Status	Active.
Tree Structure	PROJECT_BU.
Category	PROJECT.
Use of Levels	Strictly Enforced.
Allow Duplicate Detail Values	Do not select this check box.
All Detail Values in this Tree	Do not select this check box.
Performance Methods	Accept the defaults for all options.

Maintaining Enterprise Program Trees

Access the Enterprise Program Tree page.

Parent Program ID

Enter the program ID for the projects and programs that are listed in the Projects Not on Enterprise Program Tree grid for which you want this program to be the parent. You must save in order for the system to add the program or project to the enterprise program tree.

Click to access the project General Information component (PROJECT_GENERAL) and view or update details about the project or program.

Click to access the Project Request component (BC_PROJ_REQUEST). This option is valid only if the project or program is linked to a project request.

Tree Manager

Click to access the Tree Manager page, on which you can edit the tree.

Viewing the Enterprise Program Tree

Access the View Enterprise Program Tree page.

This page is a display-only view of the enterprise program tree that is for the selected program.

	Click to expand a folder and view its subordinate programs or projects.
	Click to collapse a folder and all of its subordinate programs or projects.
Tree Manager	Click to access the Tree Manager page, on which you can edit the tree.

Refreshing Program Data

This section provides an overview of the program refresh process and discusses how to run the program refresh process.

Understanding the Program Refresh Process

The Program Refresh Application Engine process (PGM_PROGRFSH) summarizes project data into program data and recalculates:

Project health.

This applies to programs and projects with a health criteria method of calculate. When you run this process, the health as of date is updated with the date and time of processing.
Start and end dates.

The system updates program dates only; project dates are updated in real time when activity dates are updated. The system updates the program's start and end dates based on the earliest start date and latest end date of its child projects.

You should run the program refresh process as often as you need current program or project health status. For example, if the project manager reports the status weekly on Fridays, you should run the process on Thursday nights.

Page Used to Refresh Programs

Page Name	Object Name	Navigation	Usage
Program Refresh	RUN_PGM_PROG_RFSH	Program Management, Program Tools, Program Refresh	Specify run control parameters to summarize project data into program data.

Running the Program Refresh Process

Access the Program Refresh page.

BU/Proj Option (Business unit/project option)	Specify the level of processing. Options are: Business Unit: Select to process all projects and programs within the business unit. Business Unit/Project: Select to run for a specified project or program within the business unit.
Business Unit	Specify the business unit for which to run this process.
Project	Specify the project for which to run this process. This field is required when the BU/Proj Option field is set to Business Unit/Project.
Select from Enterprise Program Tree	Click to view the enterprise program tree that is associated with the business unit, and select the specific program or project to refresh.
Calculate Health	Select to recalculate project health. The system calculates the result based on health parameters that you enter at the business unit level for all selected projects with a health method of Calculate. Note. To use this option, you must ensure that health parameters are already set up for the selected business unit; otherwise, the system displays an error message when the Program Refresh process runs.
Roll Up Start/End Dates	Select to update program dates based on the dates of their child projects in the enterprise program tree.

Important! Programs and projects must reside on the enterprise program tree for the Program Refresh process to calculate the program or project health.

Parent Program ID	Enter the program ID for the projects and programs that are listed in the Projects Not on Enterprise Program Tree grid for which you want this program to be the parent. You must save in order for the system to add the program or project to the enterprise program tree.
	Click to access the project General Information component (PROJECT_GENERAL) and view or update details about the project or program.
	Click to access the Project Request component (BC_PROJ_REQUEST). This option is valid only if the project or program is linked to a project request.
Tree Manager	Click to access the Tree Manager page, on which you can edit the tree.