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Tutorial Part II: Your own project

After covering the beta registration and explaining the workspace concept in Part I, we will cover the following topics in Part II:

  1. Setting up your own project
  2. Setting up your organization
  3. Schedule your project
  4. Create and allocate work packages

Let’s start our own project! You can either create your own workspace first or use an existing workspace that you are an admin in. Create a new project by clicking on the “New Project+”-button in your workspace dashboard. You will find yourself in step one of our three-step project creation wizard that helps you finding the most suitable modules for your project.

Project Wizard

Every project is unique and has special requirements. We implemented the Project Creation Wizard as a support-system to suggest the right modules to you.

Step 1

The first step requires general information about your project that does not have an effect on the module suggestions, but rather on the reporting and presenting. The required information are

  • project name and number
  • project logo
  • select a customer and currency
  • select if project is part of a portfolio and/or programme

Step 2

The second step of the Project Wizard is a qualitative analysis and contains a form essential for determining which modules are necessary to deal with the complexity of your project. The required input is:

  • duration, budget and members involved
  • strategic meaning
  • innovation degree
  • complexity of technology
  • select a scope and category

Step 3

The full list of activatable modules.

The third and final step, the project builder, delivers the analysis from step two. The modules are suggested based on two factors: the calculated project size and further individual values from step 2. For example: A small project usually does not require extensive risk management, but if this project has a high strategic meaning for your company, the risk management module is suggested anyways. Since the modules are only suggested, you will also be able to manually activate individual or even all other modules. Simply mark the checkboxes of the modules you want to use and start your project.

Quick navigation:

You will find yourself on the project dashboard which we already covered in our last tutorial. Next up, we want to set up our project organization.

Organization

It is possible to create a four-level organization tree including:

  • project Sponsor
  • project manager
  • team leader
  • team member

You can set up Departments and subordinate Teams. As we want to create an organization tree, invite all your team members first and head to “edit organization”. Now select your project sponsor in the sponsor tab. This will be the person you are reporting to and who can sign the project contract, a framework agreement that we will also cover later in this series.

Your organization chart shows two hierarchie levels now. Next up we are adding departments on level three. Insert the name of the department and select the members of the departments in step two.

Next up we will create teams within our departments. Select a name for the team and choose members, the team leader and the department in step 2.

The final organigram will have four levels and expandable information about the individual teams. Further down you have the contact details and more options for every project member.

This could be your project organization!

Phases&Milestones

The module Phases & Milestones gives you an overview of your project schedule. The top third visualizes the schedule, the middle third lists all phases and the bottom third all milestones of your project.

A phase basically consists of grouped up work packages. In our case we will start with setting up the first phase: the initiation phase in which all objectives, scope, stakeholders, ressources and more are gathered and defined.

Click on “create new phase”, set the base start and end date, give a quick description of the Phase and delegate the responsibility. A phase can also be tagged as a subphase of another phase.

When you click on the phase we just created, you will see that the phase has three different dates. The first one, “BASE”, is set up by the project manager and describes the planned time frame for the phase to take place. The second one, the “FORECAST” is an updated version of the base dates and is calculated when someone edits the phase dates in the phase editor. The last one, the “ACTUAL” dates are automatically calculated. The start date is the date the status of the first task s is changed from “Open” and the Finish date is the date the Task is closed.

A milestone marks a particularly important event in your project. Let’s set up the project Kick-off marking the end of the initiation phase and the start of the planning phase. The setup of a milestone is very similar to the setup of a phase. Put in a name, description, schedule it and link it to a phase. You can also set the milestone as a Key Milestone to highlight it as seen here. (Timeline including a Key-Milestone zeigen)

Taskmanagement

In the task management module you can keep track, add and edit your tasks. You have different options how to view your tasks

The creation of the task is similar to the creation of a phase or a milestone, but more detailed. In addition to naming, describing and scheduling, you can also plan the cost of your task and assign multiple roles to your project members. The roles can also easily be allocated in the RASCI module which we will cover in the next video.

The cost planning distincts between internal and external cost as well as operative cost and invest. Click on ‘add internal cost” and set a daily rate, quantity and number of days the resource is required. As for the external cost: click on “add external cost” and choose between OPEX and CAPEX. Furthermore, you can assign subtasks to the main tasks to structure your work more easily. Files can be attached now or at any other time during your project, so you can keep all the necessary information in one place.

Outlook

This concludes Part II. For the other parts of this series as well as a brief description, check out the links below.

In our next part we will cover the project contract, a framework agreement between the project sponsor and the project manager in which scope, deliverables, resources, timeframes and more are set. We will also explain the following modules and how they interact with the Task Management-module:

  • Project Contract
  • RASCI
  • Gantt chart
  • WBS

The Series

Beta

Share CAMPR with your associates, coworkers, friends, family or pets, so they can try our beta!

Create your own project and invite your coworkers or friends to join or simply check out one of our preset projects representing three different project sizes:

  • the company anniversary, a small scale project only lasting about two weeks
  • the machine relocation, the medium sized project involving more project members and a wider variety of functions
  • the “welcome to CAMPR”-project, illustrating the use of a PMI structure in your project.

If you find anything you would like to add, improve, simply doesn’t work the way it is supposed to be or have a general feedback for us, you can simply share it in our feedback section. We are also open to your suggestions on new features or even new modules that would fit into your project management realm!

Find out more on https://www.campr.biz and check out our other channels

Twitter: https://twitter.com/campr_pm

LinkedIn: https://www.linkedin.com/company/campr-pm/

IndieHackers: https://www.indiehackers.com/product/campr