Project Management Work Instructions

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Note:  The CMMS Project Management function is used to manage collective sets of work orders that comprise a single activity in a project and all of the work order collective sets that comprise a specific project.  This function should not be used to manage an entire project but only to manage the CMMS work orders which are related to the execution of specific activities and associated tasks within a project.  The CMMS Project Management function must be aligned / integrated with the entire project management functions accomplished in Microsoft Project.

Warning: There are several selection listings in the project module.  DO NOT add any new items to any selection listing in the project module.  All selection listing items must be approved by ATS management for inclusion in the selection listing.  Open and complete an IT Help Desk Ticket to submit recommendations / changes to any CMMS selection listing.

Click here for Information on:

Creating a New Project Record

Add the Project Phases to a Project Record

Add work orders to a Project Record

Approving a Project

Updating Project Progress Information

Changing Status of Project

Closing a Project

Setting up a Closure Plan project record

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Creating a New Project Record

Precautionary Note:  Ensure that your project is planned, documented, and approved in the ATS project management system before attempting to setup a new project in the CMMS.

1. After logging to CMMS; expand the Project Management (Proj Mgnt) module and click on Projects.

1. Click on the New Project  icon at the bottom of the Main screen or click on the Operations menu and then either the New Project (Autonum) or the New Project command as shown below.  Using either the New Project icon or the New Project (Autonum) will automatically enter a project tracking number for the project while using the New Project command will not.  The ATS will use our own project tracking numbers assigned to the project when the project is initially approved by ATS management.

2. Enter the Project ID or Project Tracking Number.  If the new project was auto numbered when created; delete the assigned auto-number and enter the approved Project ID from the ATS project management system.  The ATS project tracking number should be a CCP, PTP or ECP prefixed number as shown in the example below unless the project is a Closure Plan (CP) project.  If it is a Closure Plan project then the prefix to the number will be CP and defined in the ATS project management system.

3. Enter the project’s Description.  Clicking on the Scroll  icon to the right of the project description field will open a Long Description window permitting you to see more of your description input.  Use this window to enter the project’s description.  Click the  icon in the Long Description window to save your project’s description.

4. The project’s Open Date will auto-fill with the current date when the project record is created.  Before saving the project record you can set this date as needed.  Use the Calendar icon to reset the project record’s Open Date if required.  The project record’s Open Date must be set to at least one day prior to the project’s approved Start Date.  The project’s approved Start Date should be obtained from the ATS project management system for that particular project.

5. Set the Department designator to identify the department that will has the overall responsibility for the project’s management.  Use the Lookup  icon to access the Department selection listing window.  Click on the applicable department in the listing.

6. Set the project’s Start Date and End Date.  This should be the start and end dates for the project as contained / defined in the ATS project management system.  Use the Calendar  icons to set the start and end dates as shown below.

7. Identify and set the Project Management Coordinator or Project Engineer (PE / PM).  There may be both a Project Management Coordinator and a Project Engineer.  The PE / PM designation should be the person who has the current overall responsibility to managing / overseeing the project from start to completion.  The PE / PM should be as defined in the ATS project management system.  Use the Lookup  icon to access the Employee selection listing.  Enter either the complete BEMS ID (Code) or name or a partial of either and click the Filter  icon to select from a filtered listing.  Clicking the Filter icon without entering anything in the code or name fields will bring up a complete listing of ATS personnel.  Always ensure that the “All” radio button is set to get a complete listing unless you know the PE / PM you are looking for is within one of the pre-filtered categories (i.e. Non-Instructor or Instructor).  The default pre-filter select list setting is Non-Instructor, which will be applicable the majority of the time.

8. Set the Project Type designation in accordance with the project type as identified / defined in the ATS project management system.  Use the Lookup  icon to access the Project Type selection listing and select the applicable project type designator.

Note:  For a Closure Plan project; the Project Type must be set to Closure Plan Issues.

9. Reset the Data Division as applicable.  The Data Division will be set to the default of the person logged in to CMMS that is creating the Project Management record.  This may typically need to be changed depending on who requires access to the project record.  If the project record is only going to cover a project effort at a single site; then set the data division to that site’s data division designation.  If the project record covers multiple sites; then set the data division designator to 1.1.2 unless there is a reason to set it at a higher level.  Use the Lookup  icon to access the Data Division architecture.

10. Click the Save  icon at the bottom of the screen to save / create an initial project record.  Once the project record is saved a set of tabs will appear and a new set of icons will appear at the bottom of the screen as shown below.  The project will be in an Awaiting Approval status.  Project Phases can now be added to the project record.  A project record must have at least one Phase in order to associate Work Orders to that project record.

Note:  Project Phases can only be added to or include in a project record while it is in an Awaiting Approval status.  Once a project record is Approved it will be locked out from permitting any Project Phases from being added to the project record.  In order to add a new Project Phase to an existing approved project record, the project record must be Unapproved or reset to an Awaiting Approval status; the Phase added to the project record and then the project record must be re-set to an Approved status.  All status changes are recorded in the Status History.  When a project record is Unapproved to add or include a new phase, a comment / remark should be recorded with the status change identifying why the status change was required or what caused the status change.

11. Add the Project Phases to the project record using either the Add New Phase  icon at the bottom of the Main screen or using the “Add Phases to Project” command under the Operations menu as shown below.

This will bring up the New Phase entry window shown below.  Enter the Phase information as outlined below.  A Phase should be a single activity define or contained in the project plan and master schedule available in the ATS project management system.

Project ID –

This is auto-filled from the main project record

Phase –

This should be derived from the project contained in the ATS project management system.  However in most cases ATS projects are accomplished by site.  Therefore typically the Phase should be the site identifier like shown in the example.

Description -

This should be the title or description of the project as contained in the ATS project management system.

Start Date -

Enter the Start Date for the Phase or Activity as defined in the project master scheduled contained in the ATS project management system.

Clicking the Save icon will save the Phase / Activity to the project record.

Setup as many phases / activities as required, or as defined in the master project plan and schedule; contained in the ATS project management system.

End Date -

Enter the End Date for the Phase or Activity as defined in the project master scheduled contained in the ATS project management system.

% Complete -

This will be updated as the Tasks within the Phase / Activity are completed.

Budget -

Leave this blank – not used in the CMMS

Phase Order -

Enter a 01 for the first phase; 02 for second phase; etc.  The Phase Order value can be used to rearrange how phases are displayed in the project at any time before the project is approved.

The example below shows an initial project record setup with Phases / Activities.  Once the Phases / Activities have been setup Work Orders can be associated with the various phases of the project record.

Note:  Work Orders can be associated with a Project while the Project record is in either an Awaiting Approval or Approved state; however project Phases can only be setup when the Project record is in an Awaiting Approval state.  In the ATS Work Orders should be setup and attached to the Project record before the Project record is Approved.

Note:  Phase information can be changed / updated while the Project Record is in an Awaiting approval status.  Double click on a Phase area (the Blue shaded area and enter the updated information.

12. Add Work Orders to the project phases / activities.  Project Work Orders are the various Tasks that must be accomplished within that particular Phase / Activity.  Typically for an enhancement or modification project the work orders will be Modification Work Orders.  If the project is a Closure Plan; the work orders will be Discrepancy Report Work Orders.  However a Project could be setup to address a group of Problem Reports classified as a Global or Multi-Device if needed however most Problem Reports will be addressed as singular issues when not classified as Global or Multi-Device.

Note:  Work Orders should be setup in the Work Order module using the Modification Work Order or Discrepancy Work Order Work Instructions even though the below instructions will also outline how to setup a work order from within the Project record.

Precautionary Note:  The work order Target Dates (both beginning and end but at least the end date) should be set in the work order.  These dates can be set or re-set any time either before or after a work order is associated with a Project record, but as a part of adequate planning should have been set when the work order was setup.  Work order Target Dates must be within the time parameters of the Phase Start and End Dates.

To Add a work order to a Project Phase – Click on the Add WO  icon in the upper right segment of a project Phase as shown below.

This will bring up the “Select a Work Order” window.  Enter a specific WO Number or a partial WO Number, WO Description or WO Work Type or any combination of the three and click the Filter  icon.  This will bring up a listing of the Approved work orders matching your query criteria to select from.  Or leaving all three fields blank and clicking the Filter icon will bring up all of the Approved work orders.  In the selection listing click the Check Box next to the work order you want to associate with the Project record.  Clicking the Save icon in the “Select a Work Order” window will associate that work order with that Phase and that Project record.

Note:  Approved work orders that have been associated with another Project Record are not available in the listing either.

Once a work order has been associated with a Project record; the Project ID and associated Phase designator will be contained in those data fields in the work order as shown below.  Note:  This is the only way get these data fields entered in a work order in the Work Order module.

You can change the Project ID and Phase designation displayed in a work order by disassociating or removing a WO from a Project record phase and re-associating it with a different Project ID or another Phase in the same project.  Use the “Remove WO from Project”  icon on the far right of the WO record displayed in the Project record as shown above.

Once a work order has been associated with a Project record; doubling clicking on that WO record entry in Project record will take you to that WO in the Work Order module.  Clicking on the Scroll  icon next to the Project ID field in a WO will return you to that Project record in the Project module.

You can create a new work order from within the Project record by clicking on the Create New WO  icon just to the right of the Add WO icon.  A new work order will be initiated with the basic default information and the Project ID and Phase filled in as shown below.  You would then need to complete the WO using either the Modification or Discrepancy Report work order work instructions.  After the new work order has been setup and approved; clicking the Scroll icon next to the Project ID field will return you back to the applicable Project record in the Project module and include the new work order with that project.

13. Approve the Project record after you have reviewed all of the previously entered data and ensured that it is aligned or in agreement with the information contained in the master project plan and scheduled contained in the ATS project management system.  To approve the project record click on the Change Status  icon at the bottom of the project record’s Main page (tab).   In the “Change Project Status” window, click the Change Project Status radio button and then set the “Select the new status” to Appr or an approved status within the approved category as applicable.

Note:  As a part of the approval; the PE (Project Engineer) and PM (Project Management) Coordinator should review the project parameter settings and the work orders associated with the project.  The Project Engineering should have been the one that setup the work orders for the project.

14. Updating Project Progress Information is accomplished in a two part effort from within the Work Order module and from within the Project module.  As work orders associated with the project are accomplished; their current status is reflected in the Project record.  Once a work order is closed; the Phase can be updated with a % Complete designation.  Each WO associated with a phase represents a portion of that phase – thus dividing the total number of WOs within a Phase in to 1 represents that WOs phase portion which is enter as an accumulative in the Phase information.

To update the Phase % Complete – click on the Phase Description.  This will bring up the Edit Phase window as shown below. Enter the new % Complete and click the Save icon.

Note:  The Project Engineer (PE) will be executing and updating the work orders as modifications are completed.  The Project Management (PM) Coordinator will be updating the Project record as work orders associated with that project are closed.

When an Action Taken is recorded in the work order; that action taken is displayed in the Project record under the Actuals tab, Actions Taken as shown below.  Additionally the Labor expended, Materials consumed or Services used and recorded in the work order is displayed in the Project record under the applicable Labor, Materials or Services tab of the Project record.

In addition to the Actuals tab information and Work Order Status information; the system maintains a dynamic Gantt Chart function to add with Project Progress Reporting.  Under the Operations menu, click on the; Print Gantt Chart command to get a standard Gantt Chart print-out as shown below.

15. Changing Project Status and / or Closing the Project.  Changing the project’s status can be accomplished anytime during the execution of the project however for Project records there are primarily only three status – New, Approved and Closed.  Closing the Project record should only be accomplished after all of the work orders associated with the project record have been closed and all phases of the project record have reached 100%.  The PE and PM Coordinator should review the project record as a part of the overall project’s closure efforts.  To close the project record click on the Change Status  icon at the bottom of the project record’s Main page.  In the Change Project Status window click the “Close Project” radio button and set the “Select the new Status” to Close or the applicable close status within the closed category.  Enter a Remark regarding the completion status of the project as shown in the example below.  If there are any outstanding issues with the project they should be identified in the Remarks.  Click the Save icon in the Change Project Status window.  The new Status will be reflected in the Project record’s Main tab and in the Status History tab.  The project closure remark will also be contained in the Status History and can be viewed or updated by clicking on the status line in the Status History as shown below.

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Creating a Closure Plan Project Record

The only differences in a typical project (i.e. CCP, PTP or ECP) and a closure plan project is the Project ID, Project Type designation and the type of work orders associated with the Closure Plan project.

1. To create a new Closure Plan project; see Creating a New Project Record outlined above.  The below will outline the differences from a typical project and a closure plan project.

2. The Closure Plan Project ID should be the same as the Closure Plan tracking number as contained in the ATS project management system with a prefix of CP to designate that it is a Closure Plan and the applicable Closure Plan tracking number.

3. The Project Type designation should be set to Closure Plan Issues as shown in the example above.

4. All of the work orders associated with a Closure Plan project should be Discrepancy Report Work Orders.  To setup a Pre-RFT Discrepancy Report; see the Discrepancy Report Work Order work instructions.