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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 all making use of the same instance of PPO.

Different processes can be followed using a single PPO instance by applying different Health Indicators, Comments, Tasks, Data Quality Indicators, Deliverables, etc. depending on the type of project selected when adding a project. This can be set up through PPO's event handler 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 Inactive 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 marketing projects will have Health Indicators for Benefits, Issues and Costs and three comments: "Campaigns Planned for next Period", "Campaigns Completed this Period" and "General Comments & Issues".

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The finance projects will have health indicators for Issues and Risks and one comment, "General Comments & Issues".

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Step 3 - Remove the defaults from the System Configuration

The next stage is to access the System Configuration (Administration >> System Configuration) and remove the default Health Indicators and Comments listed there:

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This needs to be done to ensure that new projects do not inherit these Health Indicators and Comments in addition to the ones specified in the respective template projects. 

Step 4 - Log a support call for the Event Handler to be enabled

The next step is to log a support call to request the Support Team to enable the Event Handler for the Health Indicators and Comments to be created from the respective template projects.

The following information needs to be provided:

  • Conditions under which the event handler should occur; and
  • The key of the template project to be used in each scenario. 

For each field referred to, the PPO Field Name needs to be provided (e.g. if the PPO Field Name for the Portfolio field is Programme and it's on the Projects entity, the field is therefore referred to as "Project.Programme"):

Portfolio_Type.jpg

The project key for each template project can be found in the URL when viewing the project:

Template_Project.jpg

The fields to be copied over can include the title of the Health Indicator or Comment and any other important fields. The instance may have a description / service level field for each Health Indicator, explaining what the criteria are. If this field needs to be copied over as well as the title, it has to be stated specifically in the support call.

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Using our example, the support call would read as follows:

Dear amazing Support Team,

Please implement event handlers on my instance to create Health Indicators and Comments when projects are added based on the following rules:

  1. If the Portfolio (Project.Programme) is Finance, the Health Indicators and Comments should be copied from project key 70
  2. If the Portfolio (Project.Programme) is Marketing, the Health Indicators and Comments should be copied from project key 71

The only field that needs to be copied over is the title of the Health Indicators and Comments respectively. 

Step 5 - Add test projects

Once the Support Team confirms that the event handlers have been enabled, it is worthwhile to add one project of each type to ensure they are working as desired. The support team would have tested the event handlers from a technical point of view, but clients are always encouraged to complete their own testing too.

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