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How can I configure project governance in PPO?

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:

1. Project Governance Report
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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.

2. Portfolio Governance Report
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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.

Default configuration
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.

Project phases
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.
 
Document types
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: Using a template project
If your instance was provisioned after 11 October 2019 your instance will include a Governance Requirement custom entity which is used to calculate the governance RAGs as shown on the above reports. If you do not see Governance Requirement  under the Project menu, make sure that your user group has been granted access to this entity (refer to the following knowledge base article on how to do that). If you do not see this option under the user group access page, then your instance was provisioned prior to the above mentioned date. Once you have access to the entity, you can adjust the documents that are required by simply changing the required documents and the phases that they belong to on the template project (by default this is the project called Templates & Methodologies). The quickest way to do this is by using the multiple edit page as shown below.
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All future projects that are created will have the new governance requirements. If you want to add or change the governance for existing projects you can adjust the governance requirement records manually for each of the projects using the multiple edit functionality.

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.

Advanced
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.

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