It is not uncommon for organisations to have different groups of users following different processes, managing different types of projects, and making use of the same instance of PPO.
Different processes can be followed using a single PPO instance by applying different Health Indicators, Comments, Data Quality rules, Deliverables, etc. depending on the type of project selected when adding a project. This can be set up through PPO's business rules functionality.
This article explains the steps needed to set up different health indicators and comments depending on a specific project property, such as the project's portfolio (as mentioned, this can also be extended for other entities).
Step 1 - Add a template project for each scenario
The first step is to establish template projects for the different sets of health indicators and comments. Each scenario should have its own template project.
In this example, we'll have different Health Indicators and Comments depending on whether the project falls within the Regulatory or the Transform & Grow portfolio. Two projects should therefore be added, one to act as a template for Regulatory projects and the other to act as a template for Transform & Grow projects.
The project should be set as an Admin Project and should be made Inactive in order to exclude it from all reports.
Step 2 - Configure the Health Indicators and Comments for each template project
The Health Indicators and Comments entities must now be set up as required for each scenario. In this example we will use Health Indicators. The same steps should be followed for Comments or other related entity items.
In our example, the Regulatory projects will have Health Indicators for Progress, Costs, Risks, Scope, Issues, and Benefits.
Step 3 - Create Business Rules to copy the items when a project is created
The next step is to create Business Rules that will copy the items from the correct template project when a new project is added. A business rule needs to be created for each entity (i.e. comments and health indicators) and for each template project.
For more information on how to change the default set of Health Indicators or Comments created on a project, refer to this FAQ. Remember to add a Condition on each business rule so that the rule is only executed for the relevant project type. If you need assistance, do not hesitate to log a ticket with our Support Team.
Step 4 - Add test projects
Once the business rules have been configured, it is worthwhile to add one project of each type to ensure they are working as desired.