1. project task assignment and update - western sydney · 2019-09-05 · 1. click on this if this...

1. Project Task Assignment and UpdateProject Manager / Task Assignee

1.1 Project Task AssignmentProject Manager

Update Project Tasks

ServiceNow PPM: Project Monitoring

Introduction

How to identify, update and assign a project task

1. On the left hand panel, type in ‘workspace’ to filter through

the menu options

2. Click on ‘Project Workspace’ to show all projects.

3. Click on the required project to open it.

Project Monitoring is the process of managing and monitoring the

execution of a project

The ‘Details’ tab shows the project form and all the fields holding

information regarding the project.

1. Scroll to the bottom of the form to view Related Lists or click on

‘New’ to add new project tasks. This is the work breakdown

structure created during project planning process.

2. Click on the project number to view / update the project task

Please Note: Project managers can click on edit to add existing tasks

from other projects but this is not recommended.

Identify milestone and assignee

1. Click on this if this is a milestone task and click on key

milestone if it is a reportable milestone. Once the milestone is

achieved, you can update the state of the project task.

2. If it is not a milestone task, assign a user who will be assigned

to work on the project task. The user would be notified by the

system about the assignment.

1.2 Working on Project TasksTask Assignee

Open Assigned Project Tasks

Introduction

How to view an assigned project task form the email

Task Assignee will receive a notification as above. Click on the

given link to view and work on the project task.

Open Assigned Project Tasks

Introduction

How to view My Assigned Project Tasks

1. Alternately, on the left hand panel, type in ‘project task’ to

filter through the menu options

2. Click on ‘Assigned to me’ under Project Tasks to show all

tasks assigned to you.

3. Click on the required project task number to open the form

and work on it.

Work on Project Tasks

1. Change state to ‘Work in progress’ when working on the task

and update the form.

2. Update the Percent Complete field (below state field) as you

progress and work through the task.

3. Change the state to ‘Closed Complete’ on completion of the

project task and Save or Update the form.

2 RAID LogProject Manager

2.1 Logging of RiskProject Manager

Create Risk

Introduction

How to create / update risks for a project

1. On the left hand panel, type

in ‘project workspace’ to filter

through the menu options

2. Click on ‘Project Workspace’

under the Project application.

3. Select and click on a project

Click on the ‘star’ icon

besides the module to have this menu option in your ‘favourites’ tab

Create Risk

1. Click on Details to view project details and related lists

2. Click on ‘Risks’ related list tab at the bottom of the form.

3. Click on ‘New’ to create a new risk.

Note: Up to 5 risks can be reported on a single page of the

PHR report.

Create Risk

4. Enter Risk Title and other details

5. Set Likelihood & Impact. System will set the Risk Rating

accordingly.

6. Click on this checkbox if the risk is reportable.

7. Submit to submit the risk and navigate back to the project form.

Update Risk

1. Click on ‘Risks’ related list tab at the bottom of the form.

2. If risks already exist, click on the Risk Title to open and

update the risk form.

Update Risk

3. Update the fields if required e.g. Mitigation Strategy, Work

notes, etc.

4. If risk has been closed, set state to closed.

5. Also set Post treatment Likelihood and Post Treatment

Impact which would set port Treatment Risk Rating

Accordingly and then save / update the form.

Note: Project High Level Report reports on the Risk’s Post

Treatment Risk Rating and not Risk Rating field.

2.2 Logging of ActionProject Manager

Create Actions

Introduction

How to create / update actions for a project

Create Actions

2. Click on ‘Actions’ related list tab at the bottom of the form.

3. Click on ‘New’ to create a new action.

Create Actions

4. Enter short description and due date field

5. Set ‘Assigned to’ field to a WSU user

6. Set Priority and Impact fields.

7. Click on Submit to submit the action and navigate back to the

project form.

Update Actions

1. Click on ‘Actions’ related list tab at the bottom of the form.

2. If actions already exist, click on the Action Number to open

and update the action form.

Update Actions

3. Update the fields if required.

4. If action has been closed, set state to closed and if not, set

state to Work in Progress. Once updated, save / update

the form.

2.3 Logging of IssuesProject Manager

Create Issues

Introduction

How to create / update issues for a project

Create Issues

2. Click on ‘Issues’ related list tab at the bottom of the form.

3. Click on ‘New’ to create a new issue.

Create Issues

4. Enter short description

5. Set ‘Assigned to’ field to a WSU user

6. Set Priority and Impact fields.

7. Click on Reportable checkbox if this issue is to be reported on

the PHR report.

8. Click on Submit to submit the issue and navigate back to the

project form.

Note: Up to 5 issues can be reported on a single page of the PHR

report.

Update Issues

1. Click on ‘Issues’ related list tab at the bottom of the form.

2. If issues already exist, click on the Issue Number to open

and update the issue form.

Update Issues

4. Tick on the checkbox if the issue is reportable.

5. If issue has been closed, set state to closed and if not, set

state to Work in Progress. Once updated, save / update

the form.

2.4 Logging of DecisionsProject Manager

Create Decisions

Introduction

How to create / update decisions for a project

Create Decisions

2. Click on ‘Decisions’ related list tab at the bottom of the

3. Click on ‘New’ to create a new decision.

Note: Up to 3 decisions can be reported on a single page of

the PHR report.

Create Decisions

4. Enter short description and due date.

5. Set ‘Requestor’ field to a WSU user

6. Click on Submit to submit the decision and navigate back to the

project form.

Update Decisions

1. Click on ‘Decisions’ related list tab at the bottom of the

2. If decisions already exist, click on the Decision Number to

open and update the decision form.

Update Decisions

4. Tick on the checkbox if the decision is reportable.

5. If decision has been closed, set state to closed and if not,

set state to Work in Progress. Once updated, save /

update the form.

3. Timecard Submission & ApprovalTimecard User / Project Manager / Finance Team

3.1 Add Resources for TimecardProject Manager

Add Resources

Introduction

How to add resources

Configure and update the projects

filter so only projects that you are

interested in are displayed

Add/Update Resource plans

Note: In the event that a user is not

configured in the rate card level group, a

project manager should contact the PPM

admin to add the user to the appropriate

rate card level group.

1. Click on ‘Resource’

to view Resource

2. Click on New to

add a resource

3. A window will pop-

up to add resource

plan details. Fill out

the details. If the

Resource type is

Group, add in the

rate card level

group. Once the

form is updated,

click on Save &

Request.

4. System will auto

calculate and add

a new cost plan of

type ‘Labor Capex’

under Financials

tab at the top.

Add Timecard Users

5. Alternately, you can click on Details tab at the top and scroll

down to the bottom tabs. Click on ‘Project Tasks’

6. Click on the project task number for which the user will enter

7. Click on the lock icon next to Timecard User field text to add

users. This would add them as resources for the project.

Note: All users should be part of timecard users group. If you want

to add any users to the group, please contact PPM admin.

3.2 Timesheet SubmissionTimecard User

Open Time Sheet portal

Introduction

How to submit time sheet

1. On the left hand panel,

type in ‘time sheet’ to

filter through the menu

options

2. Click on ‘Time Sheet

Portal’ under the Time

Sheets application.

3. The time sheet portal will

open in a new tab

Note: You will need to have

the ‘timecard_user’ role to

view TimeSheets and Time

Sheet Portal.

Generate Time Card

1. Click on Generate Time Cards to generate time cards for assigned

projects or project tasks (shown on the left).

Log hours for Time Card

2. Fill out the hours for respective project tasks by clicking here.

3. Click on Submit to submit the timecard for approval.

Note: This goes to the project manager for approval. If time card

gets rejected by the project manager, system notifies the user.

The user has to make adjustments to the timecard and re-submit

You cannot add more than 24 hours to any day.

3.3 Timecard ApprovalProject Manager

View Pending Timecard Approvals

Introduction

How to approve timecard

1. On the left hand panel,

type in ‘time sheet’ to filter

2. Click on ‘Pending

Approval’ under the Time

Sheets application.

3. Click on the icon and then

Open Record to open the

time card to approve it.

Approve Time Card

1. Click on Approve to Approve the time card.

Once approved, the time card status changes to Processed.

When all timecards are approved, the time sheet changes to

Processed.

If rejected, the user receives a notification and the user needs to

make adjustments to the time card and re-submit it.

3.4 Extract monthly timecard expense reportFinance Team

Extract Time Card Expense

Introduction

How to extract time card expense reports

1. On the left hand panel, type in ‘time card expense’ to filter

2. Click on either of the reports to view expense reports.

3. View and export the report from here.

Finance team will update Oracle with timecard expense against

each project..

4. BudgetingProject Manager

Update Financial Budgeting

Introduction

How to update the project financial budgeting information

the menu options

1. This is the project ID copied from Oracle to ServiceNow by

project / portfolio manager during project initiation process.

2. The integration runs at 4:AM every morning which brings the

financial data from Oracle to ServiceNow based on the Project

ID entered earlier.

3. The checkbox for ‘Auto update Curr. Budget from Oracle’ is

checked by default. When it is checked, the system will

update the Current Budget FY entry in project budget related

list at the bottom of the form as well as the Current Budget FY

and Current Budget PL fields under Financials tab.

Note: Project Manager can uncheck the field but only portfolio

manager can manually update the Capital / Operating budget

entries in project budget related list at the bottom of the form.

5. Recording of RevenueProject Manager

Recording of Revenue

Introduction

How to update the project revenue information

the menu options

Recording of Revenue

Recording of Original and Current Revenue

1. Enter ‘Original Revenue PL’ and ‘Current Revenue PL’ field

values.

Recording of Forecast Revenue

2. Scroll to the bottom of the form and click on Benefit Plans

related list.

3. Click on ‘New’ to create a benefit plan to record a forecasted

revenue for a given fiscal period.

Recording of Forecast Revenue

4. Enter name, start fiscal period, end fiscal period and entered

benefit.

5. Click on ‘Submit’ to submit this record.

6. System updates the ‘Forecast Revenue’ field on the project

form under Revenue section with the value filled in this field.

6. ForecastingProject Manager / Finance Team

6.1 End of Year ForecastingProject Manager

EOY Forecasting

Introduction

How to perform End of Year forecasting

the menu options

EOY Forecasting

1. Click on the financial tab to view Cost Plans

2. Click on the i icon next to cost plan name to open an existing

cost plan.

3. Extend the End fiscal period to the desired period in next fiscal

4. This would add new entries in cost plan breakdown based on the

updated fiscal year and update the status of the cost plan

breakdown to Draft.

EOY Forecasting

5. Click here to update the values for next fiscal period e.g. FY20:

M01 and FY20: M02

Note: This gets sent for Funds Check Approval process to the

portfolio manager which takes place outside of the system. Once

approval is received, change cost plan breakdown status to

Complete.

6.2 Additional Fund RequestProject Manager

Create a Project Change Request

Introduction

How to create a project change request

the menu options

Note: PCR is required if additional budget is needed for delivery

of the project

Scroll to the bottom of the form to related tables and click on

‘Project Change Requests’ and click on New to create a new

record.

Update Project Change Request

1. Enter Title, description and Business Justification.

2. Set Category as Resource / Scope / Schedule / Cost

3. Enter estimated cost, impact and due date.

4. Change state to work in progress.

5. Change approval field to ‘Requested’ and wait for approval from

the portfolio manager. The approval process would take place

outside of the system.

6. Once the offline approval process is completed, change approval

field to approved and state to ‘Closed Complete’

Note: The PCR approval would take place outside the system. Once

approved, portfolio manager would inform finance team about change

in project budget.

Finance Team would then update the Oracle Current Budget FY

which would copy over to ServiceNow when the daily 4 AM feed runs.

Update relevant month’s planned cost breakdown value with new

approved value.

6.3 Update of Forecasting within budgetProject Manager

Update Forecasting

Introduction

the menu options

of the project

execution of a project.

Update forecasting

1. Update the entries as per actuals for the required months.

Ensure that total forecast cost is within the approved current

budget.

2. Updated entries shown as below

6.4 Completion of cost plan breakdownProject Manager

Complete Cost Plan Breakdown

Introduction

How to complete cost plan breakdown

the menu options

Complete Cost Plan Breakdown

1. Click on the financial tab to view Cost Plans

2. Click on the i icon next to cost plan name to open an existing

cost plan.

3. Update all draft status for cost plan breakdown to Complete

Note: This activity is to be completed before end of month by all

project managers.

6.5 Extract Approved Cost Plan breakdownFinance Team

Extract Approved Cost Plan

Introduction

How to update the project financial budgeting information

1. On the left hand panel, type in ‘cost plan’ to filter through the

menu options

2. Click on ‘Approved Cost Plan breakdown report’ to show all

approved records.

3. View and export the report from here.

Note: Finance team will extract this report after end of each

month and enter the forecasted cost in TM1 system.

7. Recording of ActualsProject Manager

Recording of Actuals

Introduction

How to update the project‘s actual expenditure

the menu options

Scroll down and click on the Financials Tab

Scroll down to Financials Tab

1. Copy the value from ‘Actual Expenditure FY ME (Oracle)’

under Oracle section.

2. Paste the copied value to Actual Expenditure FY ME under

ServiceNow section.

3. Copy the value from ‘Actual Expenditure MTD ME (Oracle)’

under Oracle section.

4. Navigate down to the bottom of the page and click on ‘Cost

Plans’

5. Right click on the cost plan name and click on ‘Create

Expense Line’ link.

6. Update the date field to the end date of previous month.

7. Paste the copied amount for Actual Expenditure MTD ME

(Oracle) to Amount field

8. Update the Process date to current date and state to

Processed

9. Submit the form or right click on the form header and click on

Save to stay on the same form.

10. System will update Actual Expenditure PL ME value under

Financials tab in ServiceNow section.

Calculation Completion Estimates

11. Scroll down to the bottom of the form and click on Cost Plans

12. Click on the cost plan name to view the details.

13. Validate that the Total actual cost field has been updated with

the correct amount

14. Actual against previous month’s forecast cost is also updated

in the cost plan breakdown related list at the bottom.

Calculate Completion Estimates

1. Scroll down a bit to view Related Links and click on ‘Calculate

Completion Estimates’.

2. System will calculate the Estimate at completion and Estimate

to completion field values.

Note: This activity should be completed on or after day 4

1. Alternately, navigate back to the Project Workspace >

Details tab and scroll to the bottom of the form to click on

‘Calculate Completion Estimates’ under Related Links. Once

done, reload the form.

2. Reload the form after clicking on ‘Calculate Completion

Estimates’ and scroll down to the middle section on the form

and click on Financials tab.

System would update the highlighted fields with calculated values.

8. Generate PHRProject Manager

Create Project Status Report

Introduction

How to generate Project High Level Report (PHR)

2. Click on the Status Reports related list tab at the bottom of

the form.

3. Click on ‘New’ to create a new project status report

Note: This activity is to be completed after day 4

4. Click on the first tab ‘Overall Status’ and set the Overall

health status of the report.

5. Fill out Executive Summary. Ensure you do not exceed

300 characters for PSR and PHR reporting..

6. Fill out Key Activities planned. Ensure you do not exceed

beyond 2 lines for PHR reporting.

7. Click on Schedule tab and fill out Schedule and

comments.

8. Click on Cost tab and fill out Cost and comments. Make

sure the comments do not exceed more than 1 line for

PHR reporting.

9. Click on Resources tab and fill out Resources and

comments.

10. Click on Scope and fill out Scope and comments.

11. Click on Save or Update.

Generate Project High Level Report

1. Click on Details again to view project details and related

2. Click on ‘Project High Level Report’ to generate PHR

report

Generate Project High Level Report

33. Print the report from the browser using the landscape

Recommended Approach: To ensure the PHR gets printed

in one page, please make sure you don’t add more than 5

milestones, 5 risks, 5 lines under key priorities and 3 lines

under key decisions.

Print PHR

1. Change to

‘Save as PDF’

or select your

company

printer

2. Set the layout

as ‘Landscape’

3. Make sure that

paper size is

4. Set the margin

to ‘None’

5. Click on the

option for

‘Background

graphics’

9. Project Change Request (If applicable)Project Manager

Introduction

the menu options

of the project

Scroll to the bottom of the form to related tables and click on

‘Project Change Requests’ and click on New to create a new

record.

1. Enter Title, description and Business Justification.

2. Set Category as Resource / Scope / Schedule / Cost

3. Enter estimated cost, impact and due date.

4. Change state to work in progress.

5. Change approval field to ‘Requested’ and wait for approval from

the portfolio manager. The approval process would take place

outside of the system.

6. Once the offline approval process is completed, change approval

field to approved and state to ‘Closed Complete’

Note: The PCR approval would take place outside the system. Once

approved, portfolio manager would inform finance team about change

in project budget.

Finance Team would then update the Oracle Current Budget FY

which would copy over to ServiceNow when the daily 4 AM feed runs.

10. Using and Navigating ServiceNowProject / Program / Portfolio Manager

ServiceNow PPM Tip Sheet

Use the navigator to find all things related to projects, including how to create one.

1. Type project in the navigator search bar2. Click on “Workbench” to view all portfolios

(only accessible to the portfolio manager)3. Click on “Create New” to create a new

portfolio (only accessible to the portfolio manager)

4. Click on “All” to open all portfolios in a list view (only accessible to the portfolio manager)

5. Click on “Workbench” to view all programs (only accessible to the portfolio manager and program managers)

6. Click on “All” to open all programs in a list view (only accessible to the portfolio manager and program managers)

7. Click on “Project Workspace” to view all projects

8. Click on “Create New” to create a new project

9. Click on “All” to open all projects in a list view.

10. Click on templates to view project templates if any exist.

Introduction

ServiceNow Guidelines and help Tips

The list view allows the user to search for a particular project/program/portfolio or see all the records that meet certain criteria.

From the list view, a user can:

1. Personalise which column information they see by clicking the gear icon which would open a new window and then adding or removing columns, and clicking “OK”.The default columns are Number, Project Name, Project manager, Portfolio, Planned start date, Planned date, Priority, State and Percent complete.

2. Right click on any column header to sort the list in ascending or descending order of that field value.

3. Group the list by the column’s field value.

4. Produce graphs

5. Export project/program/portfolio data list view to show all records and utilize the exported data for reporting

6. Click on a project number to open the project form.

The list view allows the user to search for a particular project or see all the projects that meet certain criteria.

Adding filters:

1. From the drop down list the user can select the column that they wish to filter by, enter the value that it must equal, and then press “Enter” on the keyboard

2. Click on the funnel icon to expand the filter creation tool, build more complex filter conditions, and click “Run”

3. Click on the search icon, type the desired conditions into the columns, then press “Enter” on the keyboard

4. Right click on a value of any column with the desired value and either filter to only show this value using ‘Show Matching’ or filter to remove this value using ‘Filter Out’.

Filters can be added to the users Favourites menu by clicking and dragging the filter.

Shortcut Explanation

Shift Select multiple sequential items in your list view by clicking and dragging,

e.g. calls, incidents, requests

Ctrl Select multiple items in your list view, e.g. calls, incidents, requests

Ctrl + Alt + G Activate global search field in top right hand corner

Ctrl + Alt + C Toggle application navigator (left hand pane)

Ctrl + Alt + F Activate application navigator search bar (left hand pane)

Wildcard Explanation Example

% Single character wildcard

search

te%t will find words such as ‘text’ or ‘test’

printer% will find results that start with

‘printer’ and %printer will find results that

end with printer

* Multiple character wildcard

search

pl*d will find words such as ‘planned’ or

‘placed’

*printer will find results that contain ‘printer’

= Equal to wildcard search =printer will find ‘printer’ only

!= Not equal to wildcard

search

!=printer will generate anything that is not

equal to ‘printer’

Search shortcuts Explanation Example

“ ” Exact phrase search containing

one or more words

“citrix problems”

Note: this ignores stop words

(at, the, in), punctuation and

wildcards

OR or vertical bar

symbol (|)

Search results that contain one

term or another

“email OR password”

“email | password”

AND Search results that contain all

terms listed

“email AND password”

“citrix AND internet AND laptop”

NOT or minus (-) or

exclamation mark (!)

Excludes results that contain

the term after the NOT search

“email NOT password”

“email !password”

“email –password”

Search shortcutsNote: these can only be used in global text search field, knowledge base search and list search for text

Field Map for Project High Level Report financials figures.

Please find the mappings from the PHR report to the

ServiceNow project form (Financial & Revenue tab)

Source field Source field section Accessible from PHR Report field

Original Budget FY Financials tab Project -> Project Workspace -> Details

Original Budget (Financial Year)

Original Budget PL Financials tab Project -> Project Workspace -> Details

Original Budget (Project Life)

Current Budget FY Financials tab Project -> Project Workspace -> Details

Current Budget (Financial Year)

Current Budget PL Financials tab Project -> Project Workspace -> Details

Current Budget (Project Life)

Actual Expenditure FY ME Financials tab Project -> Project Workspace -> Details

Actuals (Financial Year)

Actual Expenditure PL ME Financials tab Project -> Project Workspace -> Details

Actuals (Project Life)

Committed PL Financials tab Project -> Project Workspace -> Details

Committed (Project Life)

Contingency PL Financials tab Project -> Project Workspace -> Details

Contingency (Project Life)

Estimate at completion PL Financials tab Project -> Project Workspace -> Details

Estimate at Completion(Project Life)

Original Revenue PL Revenue tab Project -> Project Workspace -> Details

Original Revenue (Project Life)

Current Revenue PL Revenue tab Project -> Project Workspace -> Details

Current Revenue (Project Life)

Forecast Revenue PL Revenue tab Project -> Project Workspace -> Details

Forecast Revenue (Project Life)

1. project task assignment and update - western sydney · 2019-09-05 · 1. click on this if this...

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