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The Project Management Office (PMO) supports the college through the Division of Administration and Finance by advising on the selection, planning, support, and governance of projects, plans, requests, and portfolios under the direction of the Vice President of Administration and Finance. The PMO offers training and support on the ProjectManager.com PPM (Project and Portfolio Management System) as well as Project Management / Project Manager general training on project and portfolio best practices for project management, project activities, portfolio building, and/or professional development. 

 

Project Management Office Staff 

Julie Barrett

Director, Project Management Office

Email: barrett@massart.edu     

Ext. 7874

Office Location:

8th Floor, Tower Building Room 812

Office Hours: 

Monday-Friday, 9:00am - 5:00pm





*Materials developed from Screenshots of the Projectmanager.com PPM System and Instructions

Software

Project Manager PPM (Project and Portfolio Management System): 

https://software.projectmanager.com/login 


PPM Overview and Training Videos

1. Project Manager Overview (3min):

Product Videos - ProjectManager.com


2."My First Project" - Getting Started - How to create a project (2 min):

Product Videos - ProjectManager.com


  • List View Note: List view of a project is a clear task list with the option to control how much additional information you'd like to see. The optional display fields include things like owner, status, and due date, etc. and allow each user to decide which fields are most helpful at any given time. PMs will often use List View to get started on a project with their teams, to quickly outline ideas, collect the brainstorm bullet points, or action items from a planning meeting. List view can help keep team work sessions streamlined and conversations focused, while providing the option fill in details later. List view is often used for projects where our goals are less date driven. Many projects have goals that aim to drive consensus, conduct discovery, or make improvements, but are not tied to hard deadlines. Users can toggle and switch among views however works best for your projects, views, meetings, or personal preferences. MassArt Pilot users advise that each person use the view that is most comfortable for their work for individual project discussions, but generally work out of the My Work section to manager tasks across all projects.


3. Gantt Overview: 

Product Videos - ProjectManager.com


  • Gantt View Note: Gantt view includes a more detailed version of the List view plus the visual click and drag options in the Gantt Chart on the right. Gantt View is often the best option for managing projects tied to specific dates and deadlines, more complex projects, or more detailed view of a project than List View provides. Users tend to like the ease of the option to click on the visual items in the Gantt slide them around, extend task dates, etc. The additional visual component is especially helpful for clarity, and the added benefit of visual language, visual thinking, engaging multiple skills, and learning styles. Most project teamwork uses a combination of the My Work section, Gantt view. and Board view.




Instructions - User Guide and Getting Started

  1. When you first log in, please note the tools and options at the top of your screen:

2. Under the Question Mark Icon (question) you will find

    • Ask a Question (of the company rep)
    • Knowledge Base (FAQs, How Tos, Brief Documentation)
    • Tutorial Videos 

  

3. Click on the "Projects" in the top menu. There are two way to add a "New Project".

    • 3a. Click on the Green Add / Plus Icon (plus) in the top right corner of the screen. The second menu item is "Project"; this will create a New Project.
    • 3b. You can also use the "(plus) New Project" option on the left at the bottom of the list of projects available to you. This list is directly below the "Search Projects". 

4a. The Create a New Project Window

    • Type your Project Name in the "New Project Name" Text box
    • Choose who you would like to "Share With" at this point. You can start the project yourself, and add access to others when you're ready. The Project Settings remain available to adjust. 
    • Click on the Gear Icon at the bottom right of this window to enter your project details. 
      • Working Days: we strongly suggest you include weekend days as a default. You can not add weekend days to a project's working days after it has been created.
      • Project Start and End dates default to a Start Date of Today/ Date Project is Created
        • Edit Project Start and End Dates by clicking into the Gantt view Dates Header. This will open the  "Date Range Displayed" window.
      • Note: Project Dates must include the full range of project activity.  Setting a task dates outside the Project Dates can trigger a loading error and lock your project Gantt Chart. The Gantt view may be unable to load and you would need to submit a Help Request to the company (under the Green Plus + Icon menu). You would not be able to use that project's Gantt view until the company's tech support corrects the issue and clears the loading error.  



4b. The Expanded Create New Project Window

  • Open and Close the "Create New Project" window by clicking on the Gear Icon in the bottom right corner of the Create New Project window.
  • Minimum Project Information Required: 
    • Project Name
    • Share With (initial)
    • Working Days - we include weekends by default 
    • Project Manager : (You)
    • Customer : Your VP or the President for Office of the President
  • Click "Create Project" to Save settings and create your project

  • Addition Project Information Notes
    • Charge Code: you can add the (primary) MassArt 4 digit account number if your project has costs. This is helpful for expenses and reporting.
    • Status: Status Settings serve as filter parameters in reporting and portfolio overview / Road Map. 
      • Currently we have the following statuses with the following definitions. These are provided for clarity but users and their teams are welcome to decide the best status settings for their work
      • Open - default, have begun drafting, planning, or actively working on the project/work 
      • Closed - project/work was closed, not completed
      • Complete - project/work is complete according to appropriate approval: either the Executive Sponsor (VP), Sponsor (project lead), you/the PM
      • Not Started - project/work is planned or being planned but not yet started (See Also Project Request and Under Development)
      • On Hold - project/work is currently on hold (examples: awaiting staff time/availability, resource or work alignment, a decision, an approval)
      • Project Request (added for MassArt) - some MassArt users prefer the "Project Request" Status for work they plan to seek approval. Just note this may change Portfolio Road Map filters and Reporting filtering   
      • Under Development (added for MassArt) - some MassArt users prefer the "Under Development" Status while drafting. Just note this may change Portfolio Road Map filters and Reporting filtering

Blank Create New Project Screen:

Typical Create New Project Entry:


4b. To Update or Edit Project Settings / Project Details.

  • Go to the Gear Icon at the far right when in the Project, and Select "Project Settings" 
    • Minimum information:  Project Name, Description, Project Manager (you) and Customer (your Vice President or the President if you work in the Office of the President).

    • You can share, edit, and manage access to your project here by clicking on and off the users listed in the right hand Access List if and when you are ready. 

    • Click SAVE - You must Click SAVE to confirm your entries




5a.  Feel free to begin entering your Project Tasks in the view you prefer, generally we use the Gantt view and a standard task set up would look like the screenshot below. Some users prefer the List View to start or in general. Other users prefer the Board, aka Kanban method.

5b. Start and Finish Dates

    • Used Most Often:
      • Actual Start Date - Gantt View uses Actual Start Date field to edit the visual objects on the Gantt Chart. Some organizations choose to use both "planned start" and "actual start" to track any variation from a planned date vs. when the task actually got started. MassArt Pilot users found it was unnecessary to track both. They generally preferred using the Actual Start Date field (only).
      • Actual Finish DateGantt View uses Actual Finish Date to control the visual objects on the Gantt Chart. Some organizations choose to use both planned finish and actual finish to tack any variation between when a task was planned to be finished and when it actually was completed. MassArt Pilot users found it was unnecessary to track both. They generally preferred using the Actual Finish Date field (only).

  


6. Multiple Views and Ways of Working

  • Project Manager offers multiple ways of viewing and working on your projects. See the Views section below for more information.

    • List

    • Board

    • Gantt

    • Dashboard

    • Calendar

    • Files

7. Calendar View:

  • For calendar instructions see the PMO. More information will be posted here shortly.   

Calendar View - Add Task 

  • Hover over the date and (plus) Task will appear in the top right corner of the date square, and the New Task window will open upon clicking (plus) Task

 



PPM Overview and Training Videos

1. Project Manager Overview (3min):

Product Videos - ProjectManager.com


2."My First Project" - Getting Started - How to create a project (2 min):

Product Videos - ProjectManager.com


  • List View Note: List view/mode of a project is a clear, neat task list view with some additional information. This includes owner, status, and due date (optional details). List View can be a helpful option to get started on a project, and quickly outline some ideas or keep your work streamlined. List view can also be a great to keep team conversations focused, or for projects less tied to due dates and deadlines. List View, Gantt, Board, Calendar and Overviews are always available. Users can toggle and switch among them however works best for your projects, views, meetings, or personal preferences.   The PMO is very happy to advise and discuss PM standards and best practices and help you decide which structures and formats might feel most comfortable, efficient, and productive to you and your team. Feel free to call or contact one of our PMs or the PMO directly anytime.



3. Gantt Overview: 

Product Videos - ProjectManager.com


  • Gantt View Note: Gantt simply means this view or mode of working includes the visual Gantt Chart on the right. Gantt View is often the best view/mode/structure for managing projects tied to specific dates and deadlines, more complex projects, or more detailed view of the project than List View provides. The additional visual is extremely helpful for clarity and strongly encouraged for the added benefit of visual language, visual thinking, employing multiple intelligences, skills, and learning styles. The PMO is very happy to advise and discuss PM standards and best practices and help you decide which structures and formats might feel most comfortable, efficient, and productive to you and your team. Feel free to call or contact one of our PMs or the PMO directly anytime.



Multiple Views and Ways of Working:

Project Manager offers multiple ways of viewing and working on your projects. Each user is welcome to add and edit information in whichever manner they prefer.  

  • List

  • Board

  • Gantt

  • Dashboard

  • Calendar

  • Files

List View: 

List View is great for getting started and managing a clear and clean list of what needs to happen on each project or body of work. It allows users to chose which fields/columns they want to see and we can toggle detail columns on and off at any time.  List View is also often used for projects that are not deadline specific and initiatives that are less dependent on due dates and deadlines. List View does/can show due dates (this is optional), but Gantt View is generally used for a more visual showing of major phases, milestones, deadlines, or sequencing of work.  

List View with Minimal Details / Fields Selected:


List View with Expanded Task Window:

  • The Task Window Panel on the Right can be expanded for more options by clicking on the square 'expand' arrows icon at the top right.

  • Note, I usually recommend entering "sub-tasks" directly into the List, rather than using the "To Do List" items in the expanded Task Panel.  Task List Items will appear in List and appear in reporting, meaning others will be aware that they need to be done. The "To Do List" items in the expanded panel are not shown in the List View or in reporting, have no assignee, and serve more of a note than a true "To Do List" when our goal is to have a complete list of all work that needs to happen show so it can be managed and confirmed complete in any of the project plan Views or Reports. Instead, or for more complex projects, I recommend using the Gantt View and add sub-tasks by simply indenting them under a header task.  The Gantt 

  • The Expand and Ellipses/ More Options "..." Menu Icons are at the top right corner of the right side Task Panel

 


List View with Some Fields Selected:


List View with All Fields Selected (and Tags)

Board aka Kanban

Board View



Board View - Card Detail

  • Click on the Board Cards to open the Task Panel Window

  • Note the Task Panel "To Do List" items do not appear until the Task Panel is fully expanded. 



Board View - Task Panel Window Fully Expanded



Project Management Training - PM Standards and Best Practices (MassArt PMO)

Training

Title

  • Open door policy

General training, project exercises, Q+A, collaboration upon request

  • Project Management 101a

Project Management Process Overview

  • Project Management 101b

Project Management Overview - specified to the Administrative Assistant Role

  • Project Management 102

Managing Multiple and Complex Projects

  • Project Management 103a

Work Blocks and Project Scheduling

  • Project Management 103b

Work Blocking and Capacity Setting

  • Project Management 103c

Work Blocking, Time Management; Priority Setting and Schedule Efficiency

  • Project Management 104

Project Charter; Defining your project, purpose, and goals

  • Project Management 105

Requirements Gathering

  • Project Management 106

Stakeholder Engagement

  • Project Management 107

WBS - Work Breakdown Structures (Project Outlines, aka Project Sketch)

  • Project Management 108

Project Kick Off Meetings - Internal and External

  • Project Management 109a

Project Teams: Project Leadership, Roles, and Team Composition

  • Project Management 109b

Collaboration, Team Building, and Professional Development

  • Project Management 110

Project Communication Plans, Risk Management, and Quality Control




PM Professional Development Online Resources

  • The Project Management Institute: https://www.pmi.org/

    • PMP Certification Project Management Professional

    • Training and Requirements 

  • The PMO can provide information on online training, course work, professional development pathways, and additional resources

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