How to include/modify projects in the Project Catalogue

Project Initiation Pathways

There are three main project initiation pathways:

• Innovation:
  • Innovation projects are discussed and approved at the Innovation Review Board that takes place every month
  • New projects ready for approval prepare the Project Charter and are presented and discussed at the IRB
  • The PMO lead attends the IRB and takes note of approved projects
• Business Engagement:
  • Executive meetings, like ATS-IT, approve exploratory initiatives to become projects
  • Project charters are then prepared for the approved projects and submitted to the PMO
• Technical Delivery
  • To be confirmed how projects are defined for this pathway

When projects get approved by any of these boards/executing meetings, the PMO creates a JIRA ticket to track the following tasks (Oyvind will take care of this by default):

• Create the project folder in Sharepoint under the "Projects Pending Approval" in the relevant area
• Copy the Project Charter in the project folder
• Update the Strategic Objectives Matrix (SOM)
• UPDATE: This is now referred to as Key Objectives
  • Assign the project ID
  • Add the project name
  • Set the Catalogue to Initiating
  • Add the submission date
  • Copy the strategic objectives of the project
• Update the Projects Pending Approval Catalogue (PAC) (Person responsible for that week’s update takes care of this)
• UPDATE: Projects pending approval are now added directly to the Ongoing Catalogue
  • Add project details and personnel details from the charter using the ID from SOM
• Notify the Project Manager that the project is available in the catalogue

Internal Projects

Projects Pending Approval: Initiating

• When projects are included in the Projects Pending Approval Catalogue, the PMO notifies the chair of the Demand Management Review Board
• The Demand Management Review Board reviews the Project Charters and eventually approves or rejects projects and notifies the PMO

If the project gets approved, the PMO creates a JIRA task to track the following tasks (Oyvind/Sonia will take care of this by default):

• Remove the project from PAC (project and personnel tab)
• Enter the project details in the On-going Projects Catalogue (OPC) and set the status to Planning
• Update Catalogue in SOM to On-going and the date when the project has been approved
• UPDATE: This does not apply any more. When a project is now approved the lifecycle status changes to "Not Started" in the Ongoing Catalogue.
• Notify the Project Manager and request the preparation of the Project Plan
• Create the project space in On-going Projects in Sharepoint in the relevant area
• Remove the project folder from Projects Pending Approval in Sharepoint in the relevant area
• Check if the Project Manager is in the PMs e-group, if not, add him/her.

If the project gets rejected, the PMO creates a JIRA task to track the following tasks (Oyvind/Sonia will take care of this by default):

• Remove project from PAC (project and personnel tab)
• UPDATE: Remove from the Ongoing Catalogue.
• Enter the project details in the Closed Projects Catalogue (CPC)
• Move the project folder from Projects Pending Approval to Rejected in Sharepoint in the relevant area
• Notify the Project Manager and request the preparation of the Impact Report (a version for rejected projects needs to be created to track only lessons learned/recommendations)

On-going Projects: Planning

• Project Managers notify the PMO when they have finalised the Project Plan
• The Project Plan is copied to the project space in Sharepoint and the PMO notifies the Project Portfolio Review
• The Project Portfolio Review reviews the Project Plan and eventually approves or rejects it
• The PMO lead is the secretary of the PPR and takes notes of the decisions

If the project plan gets approved, the PMO creates a JIRA task to track the following tasks (Oyvind will take care of this by default):

• Set the status of the project to Executing in the OPC
• Notify the Project Manager and request the preparation of regular Project Reports (Frequency to be decided)

On-going Projects: Executing

TBD

On-going Projects: Extension pending approval

In case the Project Manager requests an extension or informs the PMO about this when is asked for an Impact report (see chapter On-going Projects: Ending) the PMO requests the Project manager to fill in a Change request (template here).

The Project Managers needs to urgently fill in the Change request explaining the reason and the impact of the extension. The PMO than forwards this document to the DMRB for approval.

• If the request is accepted
  • The PMO records the change of the End date in the Ongoing Project Catalogue
    • Implement the date change in the related Jira task for that week’s Catalogue update
• If the request is rejected
  • In case the extension is rejected the projects needs to end with the initial End date and the PMO asks for the Impact report (see chapter On-going Projects: Ending)

Action: Note down the relevant data in CERNBox document tracking all Project extensions ( link). For extracting information for DMRB save updated file and remove irrelevant entrie (i.e. leaving only ones that are awaiting decision)

On-going Projects: Ending

Three months before the project end date, the PMO creates a JIRA task to track the following tasks:

• JIRA Task for Project Impact report: this JIRA task will track whether the projects ending on a particular month have submitted their project impact report.
  • Ask the Project Manager if the project is finished:
    • If Yes:
      • Request the preparation of the Project Impact Report
      • Remove the project and personnel from the OPC
      • Enter the project details in the CPC, set the status to Impact report missing, and add in the comments column the date when PM was contacted to request the impact report
    • If Not:
      • Request the preparation of the Change Request to clarify the reason and need for the extension, and set the status to Extension pending approval. Add Group Leader in CC
        • If the extension request is accepted
          • The PMO records the change of the End date in the Ongoing Project Catalogue
        • If the extension request is rejected
          • The initial End date is kept and the PMO asks for the Impact report.

Closed Projects: Closing

• JIRA Task for closing "Closed Projects Month Year - Project Impact Report": this JIRA task will track the project closing once the Impact report is available:
  • Upload the Project Impact Report on the Closing library at the Project Space in Sharepoint
  • Share with the PMO team and wait for feedback/comments
  • Send it to the corresponding Initiation Pathway leader and add the Group Leader/s in CC
  • In the CPC, change the status to Impact report under evaluation, and add in the comments column the date when the initiation pathway leader was contacted to evaluate the impact report
  • Once the impact report is approved by the corresponding leader set the status to Closed
  • Update Catalogue in SOM to Closed
  • Move the project space in Archived in Sharepoint in the relevant area
  • Check if the Project Manager is involved in any other still ongoing projects, if not, remove him/her from PMs e-group

Externally Funded Projects

The Externally Funded Project lifecycle, workflow, and relevant documents are summarized in a figure here.

Projects Pending Approval: Initiating

When projects get approved by the Innovation Review Board, the PMO creates a JIRA ticket to track the following tasks:

• Create the project folder in Sharepoint under the "Projects Pending Approval" in the relevant area
• Copy the Project Charter into the project folder
• Update the Strategic Objectives Matrix (SOM)
  • Assign the project ID
  • Add the project name
  • Set the Catalogue to Pending approval
  • Add the submission date
  • Copy the strategic objectives of the project
• Update the Projects Pending Approval Catalogue (PAC) (Person responsible for that week’s update takes care of this)
  • Add project details and personnel details from the charter using the ID from SOM
• Notify the Project Manager that the project is available in the catalogue

• The corresponding lead (Innovation or EU lead) notifies the DHO
• For EU projects the PMO team creates a JIRA task to track the internal approval process using the JIRA internal approval process template. Summary of the internal approval process timeline
• The DHO reviews the Project Charters and eventually approves them, gives feedback, comments, or rejects projects, and notifies the corresponding Lead.

If the Project Charter gets approved:

• It goes to the Planning Phase, but the project remains in the PAC for extra approval steps. Set the status to Initiating
• The EC Programme Lead notifies the CERN EU Project Office about the intention to submit a proposal to a European Commission call and sends them the Project Charter

If the Project Charter gets rejected, the PMO creates a JIRA task to:

• Remove the project from PAC
• Enter the project details in the CPC, and set the status to Rejected
• Update Catalogue in SOM to Closed and the date when the project has been rejected
• Move the project folder in Sharepoint to Rejected Projects
• Notify the Project Manager and request the preparation of the Impact Report (a version for rejected projects needs to be created to track only lessons learned/recommendations).

If after internal approval it is decided for external reasons not to submit or not be involved in the project, the PMO creates a JIRA task to:

• Remove the project from PAC
• Enter the project details in the CPC, set the status to Withdrawn, and in the area Relevant to Externally Funded Projects set the status as Not submitted
• Update Catalogue in SOM to Closed and the date when the project has been withdrawn
• Move the project folder in Sharepoint to Withdrawn Proposals.

Projects Pending Approval: Planning

Externally Funded Projects need extra approval steps. During the Planning Phase the Project Proposal gets further reviewed as follows:

For EU projects the Project Charter is updated with a more accurate budget and the list of consortium members and then reviewed again by DHO.

• If approved:
  • The EC Programme Lead uploads the documents to EDH (Project Charter and final budget)
  • DH signs documents
  • EU Proposal is submitted to the European Commission
  • PMO team archives the updated Project Charter, budget, and Project Proposal in the project folder in Sharepoint under the "Projects Pending Approval".

For Openlab/QTI or other externally funded projects: a project agreement is prepared and sent to the Legal Service and DHO for its review.

• If approved:
  • It is signed by DH
  • PMO team archives the Project Proposal in the project folder in Sharepoint under the "Projects Pending Approval".

For KT projects: a KT fund proposal is prepared and sent to DH for signing and evaluation via an external Committee:

• PMO team archives the Project Proposal in the project folder in Sharepoint under the "Projects Pending Approval".

If the Project Proposal gets approved via the external Committee the PMO creates a JIRA task to track the following tasks:

• Remove the project from the PAC
• Enter the project details in the OPC and set the status to Planning until the Grant Agreement and Consortium Agreement are signed, and the project's official starting date comes
• Update Catalogue in SOM to On-going and the date when the project has been approved
• Create the project space in Sharepoint in Ongoing Projects in the relevant area and copy the documents
• Remove the project folder from PAC in Sharepoint in the relevant area
• Notify the Project Manager, collect the evaluation results and letters and request the Project Plan (not for EU projects).
• Check if the Project Manager is in the PMs e-group, if not, add him/her

If the Project Proposal gets rejected, the PMO creates a JIRA task to:

• Remove the project from the PAC
• Enter the project details in the CPC, and set the status to Rejected
• Update Catalogue in SOM to Closed and the date when the project has been rejected
• Move the project folder in Sharepoint to Rejected Projects
• Notify the Project Manager and archive the evaluation results and letters.

On-going Projects: Planning

The PMO creates a JIRA task to:

• Support the Project Manager during the Grant Agreement and Consortium Preparation and follow up the process by interacting with internal and external stakeholders
• Fill in the EU questionnaire and send it to the Legal Service
• Collect the Project Agreements to the project space in Sharepoint Ongoing Projects
• Notify the PMO and Project Manager when the contractual agreements are signed

KT projects do not have this preparation agreement step, once the project plan is approved by (to be defined) the status is set as Executing.

On-going Projects: Executing

The PMO creates a JIRA task to:

• Set the status to Executing when the Grant Agreement and Consortium Agreement are signed, and the project officially starts
• The PMO notifies the Project Portfolio Review
• The Project Portfolio Review oversees quarterly the Project Budget and Personnel and yearly the deliverables and milestones
• The PMO collects relevant documents during the project execution, such as Periodic review reports, results of the review, and amendments.

On-going Projects: Extension pending approval

In case the Project Manager requests an extension or informs the PMO about this when is asked for an Impact report (see chapter On-going Projects: Ending) the PMO requests the Project manager to fill in a Change request (template here).

The Project Managers need to urgently fill in the Change request explaining the extension's reason and impact. The PMO then forwards this document to the DMRB for approval.

• If the request is accepted
  • The PMO records the change of the End date in the Ongoing Project Catalogue
    • Implement the date change in the related Jira task for that week’s Catalogue update
• If the request is rejected
  • In case the extension is rejected the projects need to end with the initial End date and the PMO asks for the Impact report (see chapter On-going Projects: Ending)

Note down the relevant data in CERNBox document tracking all Project extensions ( link).

On-going Projects: Ending

Three months before the project end date, the PMO creates a JIRA task to track the following tasks:

• Ask the Project Manager if the project is finished,
  • if yes:
    • Request the preparation of the Project Impact Report
    • Remove the project and personnel from the OPC
    • Enter the project details in the CPC, set the status to Impact report missing, and add in the comments column the date when PM was contacted to request the impact report
  • if no:
    • The PMO records the change of the End date in the Ongoing Project Catalogue and adds in the comments column the justification for the date when PM was contacted
    • If IT resources are needed for the extension of the EFP project:
      • The PMO requests the preparation of the Change Request to clarify the reason and need for the extension and resources and set the status to Extension pending approval. Add Group Leader in CC
        • If the extension request is accepted
          • The PMO records the change of the End date in the Ongoing Project Catalogue
        • If the extension request is rejected
          • The initial End date is kept and the PMO asks for the Impact report.

Closed Projects: Closing

Once the Impact report is available, update the JIRA task "Closed Projects Month Year - Project Impact Report" with the following steps:

• Upload the Impact report on the Closing library at the Project Space
• Share with the PMO team and wait for feedback/comments
• Send it to the Initiation Pathway leader, for the Externally Funded Projects (Alberto Di Meglio is the leader), and add the Group Leader/s in CC
• In the CPC, change the status to Impact report under evaluation, and add in the comments column the date when the initiation pathway leader was contacted to evaluate the impact report
• Once the impact report is approved by the corresponding leader set the status to Closed
• Update Catalogue in SOM to Closed
• Move the project space in Archived in Sharepoint in the relevant area
• Check if the Project Manager is involved in any other ongoing project, if not, remove him/her from PMs e-group

* For:

• EU projects: set the status as Final EU review until the final review takes place and final documents are received, then ask for the Project Impact Report and follow the tasks above.
• Download from the participant portal the Final Review Report and the evaluation results and letters and archive them with project documents.

-- MariaALANDESPRADILLO - 2022-07-27