Pro Tips & Quick Links | Project Management | Future FY Roadmap | Reporting

Benefits of Capacity Planning for Program & Project Managers

  • Ensures projects are properly staffed.
  • Helps reduce risk factors and stay on schedule.
  • Provides up-to-date information on resource availability, capacity, and usage.
  • Enables well-informed decision-making.
  • Facilitates plan modifications and effective resource allocation.
  • Improves project success rates.
  • Enhances forecasting and decision-making capabilities.
  • Promotes improved collaboration among resource managers and teams.

PM Guide

You started a project. What’s next?
The PM Guide (Confluence) is available for you to access standard project processes, explanations, and templates.
Log in Note: Bypass the ‘no access’ warning and log in using the icon in top right corner. see example

Get Help

Planview Administrative Requests Request to consult with a Planview administrator for resource updates or modifications, timesheet requests, changes to resource records or access to Sandbox.

Request for New or Modified Planview Access Request to obtain new licensed access or modify existing licensed access to Planview in order to enter time, approve time, enter and manage project details. Or change from Time User to Full User.

Request to remove access from Planview

If you need further assistance regarding Planview, contact: ppmo@wustl.edu

Pro Tips & Quick Links

Troubleshooting Project not Showing on Timesheet (PDF) If a resource says the project never showed up or was there but is no longer showing on their timesheet, here are some things you can check: Check the correct end date is posted in the staffing section and that the task status is open and has the correct target date.

Closing a Task (PDF) It’s important to remember to close each project task as it’s completed during the project lifecycle. This will effectively remove the task from the resources’ timesheet, so they can no longer charge time to it.

End the Resources’ Assignment (PDF) Entering an end date to a resource’s assignment opens their available capacity for other projects or tasks.

Check Dates & Bill Rate when Role Change (PDF) The Planview Admin is notified after a project resource has changed roles. The Planview Admin will contact the project manager letting them know that they must update the resources’ role in the Planview project. This guide provides steps to update the resources’ role in Planveiw and what the resource must do to their timesheet.

Batch-Editing (PDF) This guide provides insights on how to use a few of Planview’s batch editing tools. The spreadsheet editor allows you to enter multiple tasks without having to save before adding the next. The Re-Plan tool is used to bulk-change resource allocations’ start or end dates. The bulk editor interface allows you to edit multiple projects or RAID log entries at once.

Adding a Team Member to a Project (PDF) Team members can be added to a project without it appearing on their timesheet, allowing them to view or edit the project. This is useful when the PM needs assistance in updating, managing, or monitoring the project.

Billing & Special Billing Rates (PDF) Bill rates auto-populate based on the current rate for the resource. Occasionally, for billable projects, a resource may need a non-billable rate (zero) or a special, agreed upon rate which needs to be manually entered. This guide explains how to verify and update the resource bill rate.

Managing Resource Allocations (PDF) This guide covers adding resources to a project in the Staffing section, how to quickly allocate time to a project resource which will spread the total hours evenly across the assigned start and end dates, how to use contouring to allocate more or less time to certain time periods, and, how to remove a resource from a project assignment opening their capacity for other projects. You may also Update Resource Allocations from the Resource Workbench (PDF). Note: Allocation changes must be discussed with the Resource Manager prior to editing in Planview.

On Demand Training

Managing your Project from New Request to Close

Basics & Accessing Planveiw

This information covers topics such as how Planview is used for project management, how to access Planview, basic navigation and how to get assistance.

Planview for Project Management: Basic Introduction (Learn@Work Course)

Accessing Planview.mp4 (Micro Tutorial :45)

Project Management -Lifecycle- in Planview.mp4 (Micro Tutorial 1:16)

Navigating Planview.mp4 (Micro Tutorial 1:13)

PPM Pro FYXX Current Project and Service Ops Basic Setup (User Guide PDF)

New Project Request, Intake Meeting and Next Steps

This information covers starting a project request, saving it, and submitting it in Planview. As well as the New Project Intake Form, what to expect once the New Project Request has been submitted including the intake meeting, what to expect after the project intake meeting and how to set your default filter to locate your project(s).

Planview for Project Management: New Project Intake (Learn@Work Course)

Creating a New Project Request.mp4 (Micro Tutorial 2:00)

What to Expect at the Intake Meeting.mp4 (Micro Tutorial 1:18)

From Request to Project in Planview.mp4 (Micro Tutorial 1:25)

Locating your Project in Planview.mp4 (Micro Tutorial 1:44)

Planview New Project Intake Request (User Guide PDF)

Project Intake Field Descriptions (User Guide PDF)

Planview Project Level Risk & Impact Scoring (User Guide PDF)

Staff/Resources and Allocations

These topics explore the importance of accurate project staffing. Including defining allocations and how to change the allocation unit to TIME for your project. As well as viewing the steps to add staffing resources and assign start and end dates and allocation times.  It also explains how to make quick edits to a start or end date or allocation time directly from the main staffing window. Additionally, it explores how to remove a resource from a project and what to do if a resource has changed roles.

Planview for Project Management: New Project Setup – Add Staffing (Learn@Work Course)

Add Staffing and Allocations to your Project in Planview.mp4 (Micro Tutorial 2:56)

Removing a Resource from your Project.mp4 (Micro Tutorial 1:04)

Updating a Resource Role.mp4 (Micro Tutorial 3:12)

Project Setup-Add Staffing & Allocations (User Guide PDF)

Updating a Resource Role (User Guide PDF)

Billing Rates

These topics emphasize the significance of effectively evaluating and adjusting the bill rate for each resource.

Planview for Project Management: New Project Setup -Review Billing Rates (Learn@Work Course)

Review or Edit Billing Rates.mp4 (Micro Tutorial 1:17)

Planview-New Project Setup-Billing Rates (User Guide PDF)

Tasks

These topics cover the significance of adding appropriate tasks, provide steps for adding and organizing tasks, how to extend the task if more time is needed for the resource to complete the task, and discuss the importance of end-dating and closing it when it’s complete.

Planview for Project Management: New Project Setup – Adding Tasks (Learn@Work Course)

Navigating the Tasks Section.mp4 (Micro Tutorial 1:48)

Adding Tasks to your Project.mp4 (Micro Tutorial 1:54)

Extending a Task or the Whole Project.mp4 (Micro Tutorial :57)

Closing a Task.mp4 (Micro Tutorial :50)

Planview-New Project Setup – Tasks (User Guide PDF)

Executive Summary, Project Health (RYG) & Details sections

These topics explain how to update the project health using the RYG model, and explore a few fields in the Executive Summary section that commonly need updating. It also reviews the Details section and points out some fields that often need updating.

Planview for Project Management: New Project Setup – Executive Summary & Details (Learn@Work Course)

Updating the Executive Summary.mp4 (Micro Tutorial 3:07)

Updating the Details Section.mp4 (Micro Tutorial 1:18)

Planview Overall RYG Health Update Guide (User Guide PDF)

Project Log

These topics cover what a Project Log is used for and how to create a new log entry. Including exploring many of the data fields and the Type and Status fields to get an understanding for the information it’s asking for.

Planview for Project Management: New Project Setup – Project Log (Learn@Work Course)

Updating the Project Log.mp4 (Micro Tutorial 1:22)

Project Log (User Guide PDF)

Closing the Project

These topics cover the procedures for ensuring that all tasks are appropriately dated and closed. It includes information on how to make bulk changes using the spreadsheet edit icon. And explores the steps to formally close the project in the Details section.

Planview for Project Management: Closing a Project (Learn@Work Course)

Closing a Project.mp4 (Micro Tutorial 2:21)

How to Close a Project or Service Ops in Planview (User Guide PDF)

Creating and Managing a Future FY Roadmap

Future FY Roadmap Project or Service Ops

These topics review the Roadmap Project and Service Ops Basic setup to add roles, track proposed projects, then eventually transition to FY Current project, add tasks, and resources.

You must be assigned as the Project Manager or a team member with the appropriate rights to manage/edit a Project or Service Op in Planview PPM Pro. Please see the Team Sharing for Projects and Service Ops (.docx) User Guide for instructions on giving team members edit rights.

Future Roadmap 1 – Accessing Planview (Micro Tutorial :45)

Future Roadmap 2 – Creating a Future FY Roadmap Request (Micro Tutorial 1:57)

Future Roadmap 3 – Locating your Future FY Roadmap Project (Micro Tutorial 1:26)

Future Roadmap 4 – Adding Roles to FY Roadmap (Micro Tutorial 1:39)

Future Roadmap 5 – Keep Track of Future Roadmap Projects (Micro Tutorial 1:30)

Future Roadmap 6 – Transitioning the Roadmap to Intake (Micro Tutorial 1:36)

Future Roadmap 7 – Adding Resources (Micro Tutorial 1:34)

Future Roadmap 8 – Adding Tasks to the Project (Micro Tutorial 3:20)

Future Roadmap 9 – Planning the Finish Task (Micro Tutorial 1:46)

PPM Pro FYXX Future Roadmap Project Basic Setup (User Guide PDF)

Reporting

Allocations vs. Actuals Time
Projected Toll Revenue

The Projected Toll Revenue report provides Finance and the rest of WashU IT with realistic projections on how the department is aligning to budget and expenses, which is presented to senior leadership. It can also be used for showback purposes.

Use this form to request the Planview admin set up a report for your department.

Projected Toll Revenue Report (User Guide PDF)