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How can I set up Template Projects in PPO?

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 finance portfolio or the marketing portfolio. Two projects should therefore be added, one to act as a template for finance projects and the other to act as a template for marketing projects.

The project should be set as an Admin Project in order to exclude it from all reports.

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Step 2 - Configure the Health Indicators and Comments for each template project

The Health Indicators and Comments entities should now be set up as required for each scenario.

In our example the finance projects will have Health Indicators for Progress, Costs, Risks and Issues and three comments: "General Comments & Issues", "Milestones & Deliverables Achieved this Period" and "Milestones & Deliverables Planned for Next Period".

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The marketing projects will have health indicators for Progress and Costs and one comment, "General Comments & Issues".

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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.

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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 Desk.

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.

Step 5 - Make the template projects inactive.

Once everything is in place you can go ahead and make the templated projects inactive so that they are archived behind the global filter.

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