50
3.2 Functionalities
Project’s website and dedicated applications utilize SharePoint platform as the interface to
input and present project data. From the user point of view, access to the system is enabled
via web browser with the additional ability to create detailed schedule in MS Project. Project
Management System allows its users to conduct all necessary operations related to project
management, including:
• Creating and submitting project application form – inputting of basic information describing project (project ID, classification, length, source of financing), creating project schedule with budget and dependencies assigned to tasks, establishing depreciation plan based
on capital expenditures (CAPEX) planned in the schedule, assigning project roles to other
users of the system, creating the accounting structure in SAP ERP based on products
included in the schedule.
• Managing an ongoing project – managing project documentation using file repository,
analyzing project data (budget deviations), creating and submitting standardized reports
based on uploaded data, managing the schedule and accounting records, overviewing
purchases.
• Filing application for change in the project – creating modified instances of project, storing
past versions containing complete project data for future analysis, keeping the log of all
modifications, submitting project’s changes using electronic workflow without interfering
with current work.
• Managing portfolios – creating customized portfolio views, accessing portfolios’ projects
to check detailed information and project documentation, monitoring projects’ statuses,
consolidating single reports into aggregated portfolio reports (introduced in 2nd phase of
system development), supporting and training PMs in a proper system operation.
Thanks to the dedicated applications included in the architecture, all of the processes
required by company’s standards have been successfully incorporated into Project Management System, including those not supported by MS Project Server. This approach allows a
step-by-step development of the system, which is particularly useful when significant changes
in external systems occur or additional functionality is required.
4 POSITIVE ASPECTS OF SYSTEM INTRODUCTION
4.1 Standardization
Introduction of the system was carried out in the second half of year 2014 after conducting
series of trainings dedicated to present and future PMs. The initial challenge was transferring
all available data related to ongoing projects into the system. This phase showed first positive signs of structured approach to managing projects. Predefined scheduling rules given to
PMs resulted in construction of detailed schedules with interdependencies between tasks and
elementary budgets assigned to them. Up to that point investments were carried out mostly
as investment tasks not full projects and were focused mainly on distribution of money in
time. Less attention was paid to control preparatory processes. Since the introduction of the
system, PMs have been obliged to accurately plan non-financial tasks. It gives the possibility
to track projects implementation at any point in time, spot scope deviations in advance and
make more accurate budget assumptions. PMs have become more aware of the time required
to complete particular tasks. As a result, required formal changes were applied earlier, though
implementation delays still remain an issue. Standardized guidelines regarding scheduling
and its relation to accounting structure held in SAP ERP resulted in more cautious planning
of partial products and more detailed invoicing by contractors. The main advantage of these
requirements is the ability to track and report progress of expenditures made on particular
products not the whole project. Additionally, PMs become more aware of accounting structure of their projects, what reduces number of mistakes and amount of resources committed
to correcting them in financial departments. The accounting structure in SAP ERP is now
3.2 Functionalities
Project’s website and dedicated applications utilize SharePoint platform as the interface to
input and present project data. From the user point of view, access to the system is enabled
via web browser with the additional ability to create detailed schedule in MS Project. Project
Management System allows its users to conduct all necessary operations related to project
management, including:
• Creating and submitting project application form – inputting of basic information describing project (project ID, classification, length, source of financing), creating project schedule with budget and dependencies assigned to tasks, establishing depreciation plan based
on capital expenditures (CAPEX) planned in the schedule, assigning project roles to other
users of the system, creating the accounting structure in SAP ERP based on products
included in the schedule.
• Managing an ongoing project – managing project documentation using file repository,
analyzing project data (budget deviations), creating and submitting standardized reports
based on uploaded data, managing the schedule and accounting records, overviewing
purchases.
• Filing application for change in the project – creating modified instances of project, storing
past versions containing complete project data for future analysis, keeping the log of all
modifications, submitting project’s changes using electronic workflow without interfering
with current work.
• Managing portfolios – creating customized portfolio views, accessing portfolios’ projects
to check detailed information and project documentation, monitoring projects’ statuses,
consolidating single reports into aggregated portfolio reports (introduced in 2nd phase of
system development), supporting and training PMs in a proper system operation.
Thanks to the dedicated applications included in the architecture, all of the processes
required by company’s standards have been successfully incorporated into Project Management System, including those not supported by MS Project Server. This approach allows a
step-by-step development of the system, which is particularly useful when significant changes
in external systems occur or additional functionality is required.
4 POSITIVE ASPECTS OF SYSTEM INTRODUCTION
4.1 Standardization
Introduction of the system was carried out in the second half of year 2014 after conducting
series of trainings dedicated to present and future PMs. The initial challenge was transferring
all available data related to ongoing projects into the system. This phase showed first positive signs of structured approach to managing projects. Predefined scheduling rules given to
PMs resulted in construction of detailed schedules with interdependencies between tasks and
elementary budgets assigned to them. Up to that point investments were carried out mostly
as investment tasks not full projects and were focused mainly on distribution of money in
time. Less attention was paid to control preparatory processes. Since the introduction of the
system, PMs have been obliged to accurately plan non-financial tasks. It gives the possibility
to track projects implementation at any point in time, spot scope deviations in advance and
make more accurate budget assumptions. PMs have become more aware of the time required
to complete particular tasks. As a result, required formal changes were applied earlier, though
implementation delays still remain an issue. Standardized guidelines regarding scheduling
and its relation to accounting structure held in SAP ERP resulted in more cautious planning
of partial products and more detailed invoicing by contractors. The main advantage of these
requirements is the ability to track and report progress of expenditures made on particular
products not the whole project. Additionally, PMs become more aware of accounting structure of their projects, what reduces number of mistakes and amount of resources committed
to correcting them in financial departments. The accounting structure in SAP ERP is now