The following information is provided as a best practices guideline for the use of QuickBase for Project Management. The information needed should have been supplied by the project's core team developed during brainstorming meetings prior to using this tool.
Please go to terminology to get a complete definition of the RMIS Project Management terminology.
Project Name & RMIS Unit
- The project name is self explanatory. TIP: Any * means required field.
The RMIS Unit is the group within ETSS performing the work of a project be it the work of a subproject or a project.
Remedy # & Proj. Type
- The Remedy number is not needed but a space is provided for those occasions when it can be used.
The project type is currently a multiple-selection with the ability to add types. Before the end of the year, the ETSS Leadership will decide on the final list of project types.
Proj. Manager & RMIS Unit Manager
- There is only one project manager but there can be multiple subproject managers. As such, the RMIS Unit Manger is for the PM’s Unit name. The PM can reside in another Department, Area, or Unit if this is a subproject.
SubProj. Manager & SubPM Manager
- If this is a subproject, the Subproject manager's name and their manager's name would appear in these areas.
Proj. Status & CPM Status
- The project status is a selection regarding the current phase or condition of the project. The CPM (Critical Path Method) Status is regarding the health of the project's critical path such as, "Is the project (subproject, task) on time?"
The project status is temporarily left up to the naming convention of the users. This will become locked and the list distilled down to a smaller list of status definitions.
Est. Proj. Start Date & Est. Proj. End Date
- A selection of these two dates happens at the beginning of the project.
Start Date & End Date
- While these two dates are self explanatory, their function is not. QuickBase has a built in formula that generates these dates from your task list and from the estimated dates above.
Proj. Description:
- A brief statement that captures the desired output of both the project and product(s).
CFO Report & Required for SIS
- These two fields are self explanatory but each has a caveat: both can only be checked by the Director.
CFO Status Update:
- This area is for reporting what will be sent to the Vice Chancellor. Some editing may take place after your edits as this is an append area only. Discussions are taking place to eliminate these fields from this application and allowing only PM's access to a clearing house application.
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Priority & Priority Governing Body
- A 1 thru 5 denotation of the project’s priority and the body that decided the level of priority.
Customer/Owner & Sponsor
- For the definitions of these areas, please see the terminology pages on the PMO web site.
Compact # & Maintenance Item
- The compact # is self explanatory. The maintenance item is a yes/no checkbox that answers the question, “After completion, will this project produce a deliverable that goes into production?”
VC Original Completion Date & VC Revised Completion Date
- Original & revised completion dates given to the Vice Chancellor.
VC Actual Completion Date & ETSS Priority
- The actual completion date and specific ETSS Priority boxes.
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PM Notes
- This area is for the exclusive use of the project manager: ie notes, reminders, etc.
CPM Status Details
- To be renamed, this field does what ever the PM needs and is not reflected or represented elsewhere.
Portfolio Type & Unique Export ID
- Portfolio Type is for future planning and the UEID is for QuickBase application-to-application data transfers.
Unique Import ID & Objective/Tactic #
- UIID is for QuickBase application-to-application data transfer.
The Objective/Tactic #: is for the strategic planning effort.
Portfolio/Strategic Goal & Master Project
- Portfolio /Strategic Goal is for the tracking and alignment of the RMIS Projects to the strategic direction of RMIS. The drop down box associated with the Master Project is to denote that this project is either a master project or a subproject.
Hierarchy & PMO Criteria Met
- Hierarchy is a drop down box to signify that this project is either a Master project or a subproject. The PMO Criteria, stated elsewhere, is selected in this box.
PMO & RMIS Impacted Units
- The PMO checkbox will signify that this project is to be tracked. The RMIS Impacted Units is where the PM will check all of the RMIS Units needed to complete the project.
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