PMO Team Members: How to update the Project Catalogue

IMPORTANT NOTES

• Catalogues are updated weekly only by person responsible for that week’s update. Changes that need to be done are writen in related JIRA issue.
• CHANGE: Catalogues are updated oncee a month (before important management meetings). Exceptions can be made in case of many changes or for urgent cases.
• CHANGE 2.0: Catalogues are now updated twice a month (in the middle of the month and at the end of the month).

Instructions

• The IT Project Catalogue is updated in Sharepoint every Tuesday Afternoon
• CHANGE: The IT Project Catalogues are updated on Sharepoint and on CERNBox on Tuesday afternoon
• Every week, a JIRA task is created with name Project Catalogue Update - dd.mm.yyyy, where dd.mm.yyyy is the date of the update
• CHANGE: For Every update, a JIRA task is created with name Project Catalogue Update - dd.mm.yyyy, where dd.mm.yyyy is the date of the update
• When a PMO member receives a Project Catalogue change request:
  • Go to JIRA and edit the relevant JIRA task for the next update by adding an entry in the Task Description. The Task Description contains a section per catalogue:
    • Ongoing Projects Updates
    • Pending Approval Updates
    • Closed Projects Updates
• CHANGE: We only use the "Ongoing" and "Closed" section
  • Write one line summarising the changes

• The person responsible for that week’s update downloads the relevant document (NEW_catalogue-ddmmyyy) from CERNBox: /it-pmo/PMO/Project Catalogue/Project Catalogue offline and applies the requested changes.
  • Ongoing Projects folder: on-going
  • Pending Approval folder: pending-approval
  • Closed Projects folder: closed
• Once the changes are made:
  • Go to the JIRA Task and add a comment mentioning the relevant change and the fact that is now updated in CERNBox.
• CHANGE: The catalogue is now online in Google sheets. This means there are no need to download anything before applying the necessary changes. Simply just add the names of the personnel that are missing first from this file https://docs.google.com/spreadsheets/d/1AQSWUL08jMUpFZEvY7iNOR3AC3lj5-SriRRDbM-EqMY/edit#gid=299747234. and add them back to the catalogue. You are now free to apply the requested changes. When you are finished with all changes, please remember to download a copy and store this in an Excel format in the corresponding CERNbox folder. Finish by removing the personnel names from the catalogue and save them in a new tab in the same document as linked to above.

• Note there is no need to edit the changelog file in CERNBox as it only contains a reference to the relevant JIRA Task to avoid duplicating the same information on several places.

Tasks for the Project Catalogue Responsible

• Adjusting Projects Pending Approval Catalogue and Ongoing Project Catalogue for SharePoint:
  • For SharePoint the Personnel sheet is hiden in order not to share personal information. See detailed steps here.
    • Open the related document and press Alt-F11 or Hover over one of the sheet names and right click and then choose "View Code"
    • Select the sheet you want to hide in the Project Explorer (in this case the Project_Personnel)
    • In the Properties Window change the "Visible" property to "2-xlSheetVeryHidden"
    • Click on "Insert" tab and choose add Module.
    • Making sure the newly created module is selected continue with setting a password:
      • "Tools" menu
      • Select "VBAProject Properties..."
      • Select "Protection" tab
      • Check the Checkbox for "Lock project for viewing"
      • Enter and Confirm your password.
      • Click OK
    • Lastly, save the document as a .xlsm and restart the document
• CHANGE: This does not apply anymore after the migration to Google Sheets.

• Every Tuesday afternoon:
• CHANGE: Steps for every update day:
• • Changes in Sharepoint:
    • In Site contents -> Upload the Closed Projects catalogue and the newly created Projects Pending Approval and Ongoing Projects catalogues
    • In the ... menu, select Manage Access and make sure the file is shared with it-project-catalogue-read
    • Go to the main page in https://cern.sharepoint.com/sites/it-project-office, edit the page and update the links for the three catalogues
    • Go back to documents and remove the previous versions.
  • Changes in JIRA:
    • Close the relevant JIRA Task
    • Open the new JIRA Task with dd.mm.yyyy for the following Tuesday
  • Changes in CERNBox:
    • Upload the updated spreadsheets and create a new copy of the files making sure the name contains NEW_ and a date (dd.mm.yyyy) for the following Tuesday.
    • CHANGE: Upload the updated spreadsheets and create a new copy of the files making sure the name contains NEW_ and a date (dd.mm.yyyy) for the following update.
    • Add a new changelog entry in each of the catalogues changelog and copy the newly opened JIRA Task

-- MariaALANDESPRADILLO - 2022-07-04