P2.net Projects Core Modules
The P2.net web based project register makes it possible for project managers and other interested parties to search for and find information on all the organisation’s ongoing and archived projects. Projects are displayed in a list of general information such as project status, project type, project manager, portfolio, user definable key worded start and finish dates. A Project overview is linked to each project with more detailed information. A Comprehensive Knowledge search searches every aspect of the both live and archived projects to see where similar projects have been undertaken.
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A user definable project home screen is a key aspect of the intuitive web based P2.net Projects interface. Users can decide which of P2.net’s screens is used as their login page. Those involved with projects choose the ‘Projects Home’ page and the main menu only ever displays those options that the user has the rights to access. Project managers can access a list of activities that are part of their role and can tailor the page to display ‘Favourite’ projects, reports and queries. As part of the personalised home screen page project managers can access project statistics ‘My activities’, Documents awaiting approval, unread documents, overdue tasks, unread tasks and overdue activities.
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P2.net is designed to support popular processes such as PRINCE 2™, however users can set up P2 .net to support your own organisation’s workflow. Linked to this, guidance can be created in as much detail as required, allowing all team members to quickly access step-by-step instructions on what they need to do at any given point in the project. A customisable structured workflow guides users through each step of the project. Users can customise their homepage to view the process diagram for ‘current stage’ which links through to relevant guidance materials.
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For each project type there is a template available which users can select when setting up a new project. This automatically generates a complete set of risks, pre-defined roles and responsibilities, a communication plan and a project schedule with milestones and activities in place. This encourages a standardised approach across the project portfolio.
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The web based p2.net Projects system allows users to maintain a full set of project logs. The Issue Log lists all the project issues. The Risk Log also displays a ‘Risk Assessment Scatter Chart’ which positions all risks as red, amber and green dots on a chart comparing their relative probability and impact. Linked to the project templates the users can include risks so that they appear, ready for assessment, in the risk log. The system allows users to display all of the risks recorded against all projects and search the entire register for particular types of risks.
A full Lessons Learned Log can be accessed at any time - there’s no need to wait for end of stage or project reviews, importantly lessons across all projects are searchable.
The Communications Plan lists what information will be sent to whom and when, this is linked to task and messages function and the system can be set to remind users when they should communicate with someone in relation to the project.
The Products/Deliverables log lists specialist products deliverable by the project. The ‘product list’ is a list of the deliverables to be produced. Where users assign a parent to a deliverable then it appears on a product breakdown structure chart, displayable by clicking a button. A ‘Notes Log’ contains notes (to which users can attach files) is also attached to the project module.
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It’s in the field of budget management that the power of P2.net meets the specific needs of the public sector and larger corporate clients. An overall budget can be entered which might be for a period of time or for a programme of projects. Each project will cause its budget to be deducted from the total and the balance displayed. If funding is coming from several sources, users can specify from which sources and what proportion each project deducts. Users can enter details of the budgets, sources and periods into one table and the data is then automatically analysed, broken down and summarised. Optional links to external finance systems are available.
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P2.net includes a programme management capability. Initially, programmes are set up by name, and then projects are assigned to the appropriate programmes. A list of programmes, with start and finish dates and financial information can be shown. Users can drill down from programme name to the component projects and the financial details of each project. Users can also access programme budget table, details of the funding streams applicable to the programme and a Programme Cash-flow Diagram.
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The web based P2.net Project System allows full integration with Microsoft Project (2003 and above). A desk top plug in adds tools to the MS Project toolbar. Where connected the web users can connect to the P2.net Project Database and project or programme data can be downloaded, into MS Project, complete with the project structure, formatting and task links. You can then plan using Project and, when complete, upload the data back into P2.net.
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A comprehensive project document management system is part of the core functionality of the web based P2.net system. Users can create virtual folders to hold pointers to document files. Once a document is ‘published’ it is copied to a central Web server and users can be emailed and told of its availability. Files can be marked as requiring approval. Graphic and CAD file viewers are included in the package. Full version control is maintained and files can be checked out and in. The system keeps an audit trail of file activity.
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A ‘Query Manager’ and ‘Crystal Report Manager’ provides reports that aren’t produced elsewhere in the system. This is over and above what users can access using the in built Report Generator, a wizard that helps users tailor existing template reports, selecting the data and applying filters. Reports so built can be saved in your ‘Favourite Report’ list and can be scheduled to run and emailed to named people at given intervals.
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