Project Workflows – Configuring Objects

There are two types of objects: Compulsory objects and Optional objects. Each compulsory object must be used within a workflow at least once.

Objects displayed with three dots shows that the particular object can be used multiple times within a workflow.

These objects cannot however be duplicated within the same phase.

Figure 1.1

Objects with one dot can only exist once within a workflow. 

Figure 1.2

Object

Compulsory within Workflow?

Include Multiple Instances within one Workflow?

Purpose

Object

Compulsory within Workflow?

Include Multiple Instances within one Workflow?

Purpose

Project Details

Yes

No

This object captures key information about a project at its inception.

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Project Linkage

No

No

This object enables you to identify the linkages with organisational and planning hierarchies.

A Project can be linked to Strategies, Service Profiles as well as specific Funding Partners (i.e. Agencies).

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Attach Document

No

Yes. Changes are incrementally updated

The object enables you to upload files and store web URLs.

This is an independent and incremental object.

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Preliminary Budget

No

Yes. Changes are incrementally updated

The object allows you to undertake an initial budget estimate for a project. You will be able to include predefined budget lines where specific funding is coming from through the linked Funding Partners.

This object is independent and incremental.

You can also identify Ongoing Expenses for a project which can be taken into consideration during the approval process.

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Business Case

No

No

This object allows you to develop business cases for a project based on a predefined form. It enables you to identify desirable objectives of the project and its delivery mechanisms.

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Project Outputs

No

No

Provides you the ability to identify the specific project outputs for the project. These are the key tangible items that will be achieved upon implementation.

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Project Board & Team

Yes

Yes. Changes are incrementally updated.

Enables you to identify the key people involved in the initial and the implementation stages of the project. It allows access to specific areas of the project based on the allocation of roles to staff.

This object is independent and incremental.

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Assessment Model

No

 

Rates the project against a consistent set of criteria determined by the administrator. Based on the answers,the score is calculated to compare projects against each other for final approval.

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Evaluation Assessment

No

No

Rates the project against a consistent set of criteria determined by the administrator. Based on the answers, a score is calculated to compare projects against each other for final approval.

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Stakeholder Analysis

No

Yes. Changes are incrementally updated.

Referred to the action of analysing the attitudes of stakeholders. This can be done once or on a regular basis to track changes in stakeholder attitudes over time.

This object is independent and incremental.

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Risk Assessment

No

Yes. Changes made to one instance reflected in all other instances.

This comprises of a range of steps which can be utilised to define variables and criterias in the risk assessment process.

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KPIs

No

No

Allows you to link KPIs currently within interplan.

The KPIs are used to assess the performance of the project and can be rated during project evaluation.

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Planning Link

No

No

Links tasks within a project to tasks in the selected action within planning area.

Final Approval

Yes

No

Used to record a formal stamp of approval (or rejection) for the continuation of the project from an authorised user.

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Custom Object

No

Yes. Changes made to one instance will NOT be reflected in all other instances.

A generic object with a set of customisable fields.

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Scope / Project Notes

No

Yes. Changes are incrementally updated.

A generic object with a set of 10 customisable text fields.

This object is independent and incremental.

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Task Planning

No

Yes. Changes are incrementally updated.

Permits you to add tasks for a given project. All project tasks created within Task Planning area will be linked as sub tasks to the planning section action/task that the project is linked to.

This object is independent and incremental.

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Issue Register

No

Yes. Changes are incrementally updated.

Keeps a record of all issues within a project and helps you to monitor the status of issues and track the actions taken to resolve them.

This object is independent and incremental.

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Task Update

No

Yes. Changes are incrementally updated.

Functions similarly to ‘Task Planning’. You can create tasks for a project and update tasks as well.

Project Implementation Budget

Yes

Yes

Allows you to review the current budget information for a project.

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KPI Progress

No

Yes

This enables you to review the performance of KPIs that have been created or linked to a project.

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Assess Project Result

No

No

Allows you to add comments on project implementation progress.

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Objectives Assessment

No

No

Enables you to provide a rating against the objectives that were identified as part of the business case as well as provide textual information to justify the ratings.

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Lessons Learned

No

No

Enables you to specify any improvement that needs to be considered  in future projects, highlighting the most positive things from the project.

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Close Project

No

No

Enables authorised users to close the project. Usually placed at the end of the workflow.

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Incident

No

Yes

Enables you to specify incidents related to your project and monitor them.

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Project Workflows