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How can I set up prioritisation models in PPO?

PPO provides for a prioritisation model which allows projects to be rated in the Projects entity, or as a separate custom entity based on the client requirement and current configuration. Prioritisation models are implemented in PPO using it‘s standard functionality and ability to configure data fields and implement calculated fields.

Each data field will focus on one criterion with options or rating score available as values in the drop-down list:

FAQ_prioritisation_step1.png

The final calculated result of the priority can then be displayed to users by means of a calculated field:

FAQ_prioritisation_step2.png

How do I go about setting this up
The criteria-based model of prioritisation can be implemented in PPO in two ways: on the Projects entity; or in a separate custom entity.

Projects entity
To implement the prioritisation model on the Projects entity the following steps can be taken:

  • Add each criterion as a field on the project entity and link it to a custom list which shows the applicable rating scale (1 to 5, as described above) or options (e.g. High, Medium or Low).
  • Implement a prioritisation score data field (as a calculated field) using the results of the options to drive the score. This will require you to log a support call from your PPO Home Page to request the prioritisation result calculation to be implemented. The result can be calculated based on values and weightings applied to each criterion field value, which should also be supplied in your support call.
The single constraint to this approach is that only one assessment per project can be provided and stored and thus the client’s business process must allow for agreement of the assessment.

Custom entity
PPO allows for the implementation of up to six custom entities per instance for requirements which are not catered for in the standard PPO entities (e.g. Comments, Costs, Documents, Health Indicators, Issues, Risks, Scope Changes and Tasks). To implement the prioritisation model as a custom entity, the following steps can be followed:
  • A custom entity called “Prioritisation Log” should be implemented.
  • The entity must be configured to show the list of identified criteria as custom list fields and the rating scale (1 to 5, as described above) or options (e.g. High, Medium, Low) as the custom list items available for each field.
  • Implement a prioritisation score data field (as a calculated field) using the results of the options to drive the score.
  • The custom entity allows multiple resources to provide their assessment of the project and thus if a multiple assessor model is to be used, an employee list must be incorporated to include the assessor.
  • If only a single assessment per project is allowed, then custom validation must be implemented to ensure that only a single record per project is allowed.
  • A calculated prioritisation field must be implemented on the Projects entity which will include the roll-up and aggregation of the individual project assessments completed. This will require you to log a support call from your PPO Home Page to request the prioritisation result calculation to be implemented. The result can be calculated based on values and weightings applied to each criterion field value, which should also be supplied in your support call.

Additional considerations
A custom entity should only be used if there are more fields required than available on the project entity and/or where multiple assessments are required.

It’s important that the calculated fields are correctly specified and tested in Excel before implementation into PPO. As the formula to calculate the scoring is fairly complex, a database function may need to be written. To create this function on your PPO instance, please contact the PPO Support Team by logging a support call from your PPO Home Page.

Some prioritisation models incorporate weighting per criterion to ensure that additional focus/weighting is given to higher business prioritises (i.e. the ability to control costs criteria carries a 50 percent weighting while the increase in brand awareness only carries a 10 percent weighting). These weightings can be specified in the calculated fields and formulas.

Criteria can be further divided into categories. A separate score can then be calculated per category (i.e. Alignment to Strategy and Implementation Factors) and all the category scores then aggregated to determine the prioritisation. This approach will clearly show which projects have the highest scores, and thus which ones should be the top priorities.

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