PPO allows for the monitoring of adherence to project governance rules by means of pre-defined reports and associated configuration. These reports measure whether a defined set of documents are produced and approved for each of the phases of a project.
The following two reports are available to monitor adherence to governance rules:
The report indicates the required documents for each phase of a project and shows whether these documents have been uploaded and approved for the project. The report also shows and overall 'Governance RAG' and 'Gate Ready RAG' for the project. For more information on this report, access the following knowledge base article.
The Portfolio Governance Report provides you with an overall view of your project portfolio’s alignment to Governance. For more information on the report, access the following knowledge base article.
PPO is pre-configured to allow you to measure adherence to governance rules, based on defined project phases and document types. You may however wish to change the configuration to meet your particular requirements.
The default phases that are available are based on the PMBOK suggested phases. If you however have different phases, you just need to modify or add to the custom list items. By default, the custom list that defines the project phases is called "Project – Phase". For more information on adding or modifying custom list items, refer to the following knowledge base article.
Several document types are defined by default. You can however add, remove or change these types based on your specific requirements by updating the "Document – Type" custom list. For more information on adding or modifying custom list items, refer to the following knowledge base article.
Mapping document types to project phases: Dependencies
If your instance was provisioned prior to 11 October 2019, the required documents for each phase is mapped using dependencies. If you have made changes to either the project phases or document types, you need to adjust the dependency which maps which document types are required in which phases. The dependency that defines this is called 'Governance – Phase & Document Type' by default. For more information on how to update a dependency, you can access the following knowledge base article. If you would rather use a template project as described in the previous section, please contact the Support Desk who will assist you to enable and configure this on your instance.
PPO also allows for more advanced configuration around governance, e.g. having different document requirements based on the project type, the ability to automatically move projects from phase to phase based on approvals, etc. If you feel like you would benefit from any of these features, please do not hesitate to contact the PPO Support team.