Quick Reference Card PPM Pro Project Data Field Dictionary

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1 Actual Completion Date This is the date the project actual completed. When this date is entered the project Status should be moved to Completed. This field is used in the standard Project metric reports. Actual Costs* This mandatory field should hold the actual expenditure for this project. This field is used in the standard Project metric reports. (CF) Actual Cost of Work Performed The total cost incurred for the actual work completed to date. Equation: (Actual Hours) X (blended resource rate). Baseline Start Date* This mandatory field should hold the date of the first day of project execution. This field is used in the standard Project metric reports. This field has been renamed from Schedule from Date. This date will likely be different than the Start Date. Baseline Completion Date* This field should hold the expected project completion date at the beginning of execution and following any change requests. This field is used in the standard Project metric reports. Benefits and Productivity This information comes from the scorecard and should be provided by the requestor. Budget* This mandatory field should include the hard dollars that have been committed to this project. This field is used in the standard Project metric reports. (CF) Budget At Completion The total amount to be spent on the project, which informs the project sponsor of the amount of value they are getting from the project. Equation: (Planned Baseline IT Hours) X (blended resource rate) Business Unit This field is derived from the selected Program when a new project is created. Business Units Involved This field allows a project to store the multiple areas of IT who are working on project tasks. Business Unit Top Project - This checkbox is used to indicate that this is a top project determined by the Business Unit or business area leadership. This field is not currently being used. Change Request* This mandatory field should hold the number of Change Request Forms that have been approved by Sponsor, Steering Committee, or Governance Committee. The field will default to 0. Cost Includes things like Resource time, Resource benefits, Resource tools, Administrative costs, Servers, Security scans, Vendor costs (software, services, travel) 3rd party consultants. (CF) Cost Variance The measure of how much above or below your budget you are. Equation: EV AC (CF) CPI Cost Performance Index is measure of the value of work completed compared to the actual cost or progress made on the project. A value less than 1.0 indicates a cost overrun for work completed. A value greater than 1.0 indicates a cost underrun of performance to date. Equation: CPI = EV/ACWP Description* - A high level description of the project effort should be entered into this field. This text may be pulled from the project proposal or request.

2 (CF) Earned Value The value of the work actually completed to date expressed in terms of the approved budget assigned to the work activity. It shows you how much value you have earned from the money you have spent. Equation: (Percent complete) X (BAC) Enterprise Top-Project - This checkbox is used to indicate that this is an enterprise top project determined at the executive level. This field is used for a bi-weekly report to IT leadership. Hours Outside of IT Actual This field provides a way to capture those hours of resources outside of IT. Hours entered are included in the Earned Value calculations. Hours Outside of IT Planned This field provides a way to capture those hours of resources outside of IT. Hours entered are included in the Earned Value calculations. Investment Type* - This field classifies projects by the general purpose of the effort. It is used for IT Spend reporting. There are three Investment Type options: Strategic - require a business case directly linking project results to the strategic goals of the University. Optimization - Non-strategic projects that generally improve the way Purdue conducts business. Support - General support, break fix, and system upgrades with little or no new business functionality. Mission* - This mandatory field classifies projects by their driving mission. The value is selected based upon the focus of the requesting Sponsor s area. Project Mission options include: Administration IT Project that supports Administrative functions of the University. This would include Administrative projects and any support buckets for business units not directly tied to Research or Teaching and Learning. Research Projects directly contributing to or supporting University research. Also includes support buckets for business units directly tied to Research. Teaching and Learning Projects directly contributing to or supporting University teaching and learning. Also includes support buckets for business units directly tied to teaching and learning. Net Savings This field is intended to hold the amount of savings identified in the Project Business Case / ROI. Net Savings Range The anticipated net savings as a result of the completed project. This value feeds from the scorecard and should be defined by the requestor. Notes This field may be used for miscellaneous project notes at the discretion of the project team. This field is not used for reporting purposes. Office* - Office represents the IT organization who is primarily responsible for completing the project. (Ex. ITAS, ITIS) Other Info This field may be used to record additional project information as needed. The PPM Pro Business Objective field has been renamed to Other Info. Overall Health* This field indicates a color status of (Green, Yellow, Red, or N/A). During Project Execution, colors should be defined by the Project Manager. Prior to this the Portfolio Manager along with the Project Manager will select. See the ITAS Project Health standards for detailed definitions of each health color.

3 Percent Complete The Percent Complete field is used to report how much of the project deliverables have been completed. This Custom text field is currently being used instead of the system field % Complete, which is currently hidden from view. The % Complete field may be used in the future if more advanced scheduling features are used within the tool. This field should be updated by the Project Manager throughout the project life. Phase* This field is used to identify the standard (PMI) project phase. This may be identified by the project manager. Planned Completion Date* The project s planned date of completion. This date may change with appropriate approval. (CF) Planned Percent Complete Planned Percent Complete is based on today s date in relationship to the start and finish dates. After a project closure today s date is replaced with the actual completion date. Equation: (Today's date - Baseline Start Date) / (Planned Completion Date - Baseline Start Date). Planned Baseline IT Hours* This is a mandatory field. The total number of hours estimated to complete the project should be entered into this field. This field is used in the standard Project metric reports. (CF) Planned Variance The approved value of the work to be completed in a given time, or the money that you should have earned as per the schedule. Equation: (Planned Percent Complete) X (BAC) Portfolio Manager* The Portfolio Manager field should be set to the individual fulfilling the Portfolio Manager PPM role for a defined business unit. This individual often creates the project in the PPM Pro tool, but may be changed to another person, if needed. This field has been renamed from the PPM Pro Owner field. Prioritization Required This checkbox may be used to indicate if the project is required to obtain approval from a Prioritization Governance body. Program* A Program is a defined relationship with a client, and is the umbrella under which a single or multiple Projects can be defined. Within any Program you can view a list of all of the Projects associated with that Program and navigate to Project details. PPM Pro has renamed Program to Department in an optional release. Purdue is not currently using that release version. Project Classification This field comes from the current Scorecard template. Selection options include: Elective, Government Mandate, Technology Directive, University Directive, Teaching, Discovery, Infrastructure, Learning, Research, Engagement, Administration, Cross Functional, and N/A. Project Manager* The Project Manager assigned to lead the project. If there is no official Project Manager assigned, the person who can best speak to the status of the effort should be selected. (CF) Project Score This is a calculated field from the Scoring tab. Portfolio Managers are responsible for entering the score for each project. This scorecard is used to help prioritize and resource projects. Project Sizing* This field indicates the size of the effort for a project. Selection options include: Complex, Standard, Minor and TBD. Project Sizing is determined using the ITaP Project Type Checklist or the Project Sizing Guideline. Project Sponsors* The Project Sponsors should be entered into this field. Revenue This field is intended to hold the amount of revenue identified in the Project Business Case / ROI.

4 Revenue Range The anticipated revenue range generated from this project. This value feeds from the scorecard and should be defined by the requestor. (CF) Schedule Variance of Work Performed A dollar value measure of how far behind or ahead of the schedule you are. Equation: EV PV Score (Previous) This field is located on the Additional Details tab temporarily. This field was replaced with Project Score. This field contains the calculated score from the ITAS scorecard. This score is used to help prioritize and resource projects and enhancements. Scoring Profile* A scoring profile is required for all projects. By adding a scoring profile, the Score tab is now available for the Portfolio Manager to enter the scorecard information. (CF) SPI Schedule Performance Index A measure of progress achieved compared to progress planned on a project. A value less than 1.0 indicates less work was completed than was planned. A value greater than 1.0 indicates that more work was completed than was planned. The performance on the critical path must also be analyzed to determine whether the project will finish ahead of or behind its planned finish date. Equation: SPI=EV/PV Start Date This is the date that the project is created in the system. After this date is generated, it is controlled by the Schedule (Tasks) start date. Time tracking can occur on or within the Task dates. Tracking project hours may occur during project initiation and planning. The first day of project execution is captured by the Baseline Start Date. Status* This field indicates the project s status as it moves through the states of progression as defined by the PPM Phase Gate Model. Status definitions: Proposed - A proposal has been received. In Assessment - Work is being performed to evaluate effort, gather requirements, and develop a business case that includes solution analysis and Return on Investment (ROI). Awaiting Prioritization - A proposal is ready to be presented to governance for review and approval/disapproval. Approved - A proposal has been approved, but work has not yet begun on the project deliverables. Open - Work on the project deliverables has begun. Projects in this status will be displayed on the Work In Progress (WIP) reports. Hold - The project was put on hold is not currently progressing. Completed - The project has been completed to the satisfaction of the requestor. Canceled - The project was canceled and is no longer being considered for any action. Status Comments This field should be used to enter regular, brief project status at an executive level. The most recent entry in this field is pulled into the standard WIP report. Target Date This field is automatically updated when a user updates the task target date.

5 Task* This field does not appear on the Project Info screen. However, it is required to add a task to a project for time tracking purposes. It is important to ensure that the Billing Type for the created task is set to Time & Material and its status is Open. Technical Lead This optional field may define the Technical Lead assigned to the project from a list of resources in the dropdown list. Title* The project title names the effort. Project titles should follow the below naming convention: Business Unit Title - <Meaningful Project Title> (Ex: ITAS-BS - FMLA Changes 2013) The Business Unit used as the prefix in the project title represents the IT organization that is primarily responsible or completing the project. (CF) Total Actual Costs Equation: Actual Costs + Actual Hours Cost = Total Actual Costs Type* This field is a mandatory drop-down selection. There are four types of projects: Project A project is a singular named effort that is being identified within PPM Pro. They should be categorized by a type (Complex, Standard, and Minor). Enhancement This project type is used to record work effort of less than 40 hours. Although not required, these requests may be listed as named, individual tasks within an overarching Enhance type project. Each business unit may have its own Enhancement project bucket for management, tracking, and reporting purposes. Fix This project type is used to record information about work on Break-Fix activities. Support This project type is used to record information about work on Production Support activities. * Denotes a required field. (CF) Denotes a calculated field