After creating the program, the system will display other options that allow carrying out your planning effectively. See how to plan a program:
To edit the information of a planning, in the list of records on the main screen, locate and select the desired program. After that, click on the button on the toolbar.
At this point, the program data screen will be displayed:
The display of some sections/fields may vary if the logged-in user has any restrictions set on the Access Folder tab of the program type data screen.
Since there are many similar configurations, this section will also cover some configurations that will only be available in the "tracking" step.
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General data
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General data
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This subsection will display the program data entered during its creation, which can be edited.
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Program
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This section present information referring to the program duration. In the Planned field, fill out the following fields:
▪Start: This field is filled by the system with the planned date, but it is possible to edit it. In this case, enter the planned date for the program to end. ▪End: This field is filled by the system with the current date, but it is possible to edit it. In this case, enter the planned date for the program to end. This field will be changed by the system as the projects and subprograms are entered into the program schedule. In that case, this field will be filled with the end date of the last project to be closed. ▪Duration: This field is filled by the system with the number of days required from the start date and respecting the previously selected calendar to complete the program. Note: The dates of the "Rescheduled" section will be filled according to the start and end dates of the program entered in the Tracking menu. Whereas the dates of the "Actual" section will be filled according to the execution of the project tasks that make up the program.
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Structure
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The fields in the section will be filled out with the planned, rescheduled and actual dates of the projects that make up the program structure:
▪Start: This field is filled by the system with the project start date that will start first. ▪End: This field is filled by the system with the end date of the last project to be finished. ▪Duration: This field is filled by the system with the number of days needed to execute all the projects that make up the program structure. |
Attribute
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This section will only be displayed in the navigation panel if an attribute is associated in the Attribute tab of the program type data screen. If an attribute edit/view constraint is configured in the Access Attribute tab, they will be available according to the permission granted. Attributes that were filled at the time of program addition may have their values edited. The way to fill out an attribute varies according to the configurations established at the moment of its creation. If the logged-in user is restricted to only viewing the attributes, they cannot complete the values.
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Summary
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Use the fields in this section to enter the description, explanation, benefit, premises and restriction of the program.
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This section will only be available for programs in the tracking step.
History
View the revisions which the program has already gone through. On the side toolbar, the following buttons are available:
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Click on this button to view the program schedule when the revision selected in the list of records was the current revision.
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Click on this button to view the data of the revision selected in the list of records.
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Acknowledgment
View the users that executed the Revision acknowledgment task regarding the program. In the Revision field, present at the top of this section, select the desired revision of the program. Click on the button to view the comments recorded by the executor selected in the list of records.
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In the Structure section, it is possible to view complementary program structures of the programs.
Section
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Where used
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Previously created programs that have the program associated with their schedules.
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Composed of
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Already created programs that were associated with the program through the schedule.
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On the side toolbar of each section, the following buttons are available:
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Click on this button to view the data screen of the program selected in the list of records of the section.
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Click on this button to view the schedule of the program selected in the list of records of this section.
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Planning/Revision
This section will only be displayed if the "Approval step?" option is checked in the Approval tab of the program type. In this case, it is possible to view or define those responsible for approving the planning and revisions through which the program passes. Completing the information in this section depends on the route type you have selected. If it is a "Fixed & unique" route, this section may not be edited. The following fields are available:
Field
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Revision
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Displays the revision the program is in. Further on, when the program goes through more than one revision and as they are approved, it is possible to select the previous revisions to view the responsibility route members who approved the planning and revisions of the program.
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Responsibility route
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Select the responsibility route for the program planning approval. If the route type defined in the configuration is "Fixed", it is only possible to define another route through this field, but it will not be possible to edit its members. Please note that only the approval responsibility routes are available for selection.
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Approval type
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This field is filled out by the system with the approval type (Incremental or Circular) defined at the time of the creation of the previously selected responsibility route, however, it is possible to edit it.
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Cycle
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This field is filled out by the system with a sequential number, indicating the approval cycle by which the program is passing. Each time the program planning/revision is rejected and passes again by approval, the system assigns it a number. Select the previous cycles to view the members of the responsibility route that performed the approval.
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Wait for all members approval
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This option will be checked/cleared by the system, according to the configurations made at the time of the creation of the responsibility route selected previously. If this option is checked, the approval will only be released after all route members execute their tasks.
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Closure
This section will only be displayed if the "Closure step?" option is checked in the Closure tab of the program type. In this section, it is possible to view or define those responsible for approving the planning and revisions through which the program passes. Completing the information in this section depends on the route type you have selected. If it is a "Fixed & unique" route, this section may not be edited. The following fields are available:
Field
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Responsibility route
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Select the responsibility route for the program planning approval. If the route type defined in the configuration is "Fixed", it is only possible to define another route through this field, but it will not be possible to edit its members. Please note that only the approval responsibility routes are available for selection.
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Approval type
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This field is filled out by the system with the approval type (Incremental or Circular) defined at the time of the creation of the previously selected responsibility route, however, it is possible to edit it.
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Cycle
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This field is filled out by the system with a sequential number, indicating the approval cycle by which the program is passing. Each time the program planning/revision is rejected and passes again by approval, the system assigns it a number. Select the previous cycles to view the members of the responsibility route that performed the approval.
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Wait for all members approval
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This option will be checked/cleared by the system, according to the configurations made at the time of the creation of the responsibility route selected previously. If this option is checked, the approval will only be released after all route members execute their tasks.
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If the route type defined in the project type is "Variable", the following buttons will be available on the side toolbar of the list of records:
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Click on this button to add a new approver. Refer to the Configuring a responsibility route section to obtain a detailed description on how to perform this operation. Note that by adding a new responsible party in a route associated with the program planning and revision approval, this addition will not be replicated to the route record made by the Configuration Responsibility route menu.
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Click on this button to edit the data of the responsible for approval selected in the list of records.
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Click on this button to delete the responsible for approval selected in the list of records.
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Those responsible defined in this section will receive the Project and program approval task after the closure of the program planning and revisions.
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In the Comment section, it is possible to add comments related to the program being edited. To do that, on the screen that will be opened, enter the desired comment and click on Send. The added comments will be displayed in the timeline of the History section of the program.
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Add the attachments and documents that will complement the information about the program. To do that, in the Planning and Revision sections, the following options are available:
Attachment
Add the attachments related to the program. Refer to the Adding attachments section for further details on how to add attachments.
Document
Add or associate, through this section, the documents related to the program. Refer to the Adding documents section for further details on how to add and/or associate documents from SE Document.
In the upper part of these sections, it is possible to select the following options:
▪Current record: Displays the objects that were associated to the program in question in the list of records. ▪Levels below: Displays the objects that were associated with the projects or subprograms of the program in question in the list of records. ▪All sub-levels: Displays the objects that were associated with the program or the projects and subprograms that compose it in the list of records. |
In the History section, a timeline is presented with the main events that have occurred in the program until the current moment. Use the Comment option, located under each event, to add comments related to it. On the field that will be enabled, record the desired comment and press Enter on the keyboard. If desired, it is possible to notify a user on a determined event by mentioning them through "@user". The comment will be displayed on the timeline. The user who wrote the comment may edit it or delete it through the options that will be displayed.
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In the Hours section, it is possible to globally track the workload needed to perform the program. The following fields are available:
Field
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Hours
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In the Planned field, enter the quantity of total time estimated to perform the program.
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Structure total
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The fields in this section will be filled out with the total planned, rescheduled and actual hours of the projects that make up the structure of the program.
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Program total
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This section displays the total planned, rescheduled and actual hours of the program in question.
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In the Finance section, it is possible to manage the financial values of the program. To do that, the following subsections are available:
Field
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Budget
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Through this section, it is possible to plan the budget for the fixed costs and revenues and for the resources of the program. For a detailed description of the options displayed in this section, refer to the Finance Budget section.
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Cost
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Through this section, it is possible to add the costs predicted for the program. Note that, as projects and subprograms are added to the structure of this program, their predicted costs will also be displayed in this section. For a detailed description of the options displayed in this section, refer to the Finance Cost section.
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Revenue
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Through this section, it is possible to add the revenues expected to be received from the program. Note that, as projects and subprograms are added to the structure of this program, their predicted revenues will also be displayed in this section. For a detailed description of the options displayed in this section, refer to the Finance Revenue section.
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Total
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In this section, the system presents the program costs and revenues, in addition to its gross margin. Note that the financial values for the projects and subprograms that compose the program structure will also be counted in the total. For a detailed description of the options displayed in this section, refer to the Finance Total - Project / Program / Portfolio section.
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▪While the program is in progress, those responsible for it may, through the Management Program tracking menu or through the Execution Financial entry menu, reprogram the cost values, add new costs, delete and access the data of previously added costs and, in the Rescheduled field of the details panel, enter the new quantity and desired value. ▪While the program is still in progress, it is possible to add the costs and revenues predicted for it through the Execution Financial entry menu, as long as the logged user has access to its finances. |
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In the Stakeholder section, all those that may affect or be affected by a program decision or result should be included. To do that, click on the side toolbar button and on the screen that will be displayed, check the option corresponding to the interested party (department, department+position, position, user or team). After that, locate and select the desired stakeholder and save your selection. As the stakeholders are added, they will be displayed in the list of records in this section. The following columns are also available:
L: Through this column, it is also possible to view the access level that stakeholders will have:
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Responsible
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User, team, or member of the team responsible for the costs, revenues or the program.
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Approver
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Department, position, department+position, or users responsible for approving the planning and revisions
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Member
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Users responsible for the elements that make up the program structure.
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Stakeholder
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Users that are involved with the program's communication plan and other departments, department+position, positions, users or teams involved that do not have a responsibility role.
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Authorized?: Keep the field of this column checked for the listed stakeholder to be able to access the program data. Otherwise, uncheck the field in this column on the stakeholder line that should not have access to program data.
Finances?: Keep the field in this column checked for the listed stakeholder to be able to access the finance data of the program. Otherwise, uncheck the field of this column in the row of the stakeholder that should not have access to the finance.
If the project security is configured as public, the fields in the "Authorized?" and "Finances?" columns will not be available for editing.
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▪If the listed users have more than one access level, the system follows the priority level listed above, top down, i.e., if the users are responsible for and members of a program simultaneously, they will be considered the project leaders. ▪Note that it will not be possible to uncheck the options of the "Authorized?" and "Finances?" columns for the Responsibility and Approver access levels. ▪Use the other side toolbar buttons to edit or delete the stakeholder association. |
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In the Communication section, it is possible to determine stakeholder information and communications needs and how they will be done. See further details in the Communication section.
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In the Customer/Supplier section, it is possible to view and associate the customers (SE Customer) and suppliers (SE Supplier) of the project. On the side toolbar, the following buttons are available:
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Click on this button and select the desired option:
▪Add customer: Allows associating a customer with the project. On the screen that the system will display, select the desired customer and save the selection. ▪Add supplier: Allows associating a supplier with the project. On the screen that the system will display, select the desired supplier and save the selection. |
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Click on this button to disassociate the customer or supplier selected in the list of records from the project.
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Click on this button to view the data of the customer or supplier selected in the list of records.
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The customer association with the project may be required and restricted to project planning and revision, as configured in the Optional Customer/Supplier tab of the project type data screen.
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In the Result section, enter the information regarding program delivery. Completing the fields in this section is mandatory if in the program type, the "Make the filling of the result fields when closing mandatory" option is selected. The system makes available the following fields:
Field
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Lessons learned
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Enter the knowledge acquired during the execution of the program, with the objective of improving future performance.
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Objective achieved
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Enter what was achieved with the execution of the program.
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Benefit achieved
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Enter the gain obtained with the execution of the program.
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In the Indicator section, the responsible can associate the indicators to which the program is related. In order for this resource to function properly, it is necessary for SE Performance to be part of the solutions acquired by your organization. On the side toolbar, the following buttons are available:
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Click on this button to associate an indicator with the program. On the screen that will be displayed, locate and select the desired indicator. Indicators can be located through the scorecard to which they are associated, or through a listing of indicators. Save the selection after that.
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Click on this button to disassociate the indicator selected in the list of records from the program.
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Click on this button to view the details of the indicator selected in the list of records. Refer to the specific documentation of the SE Performance component for more details on the indicator details screen.
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The Risk section will only be displayed if the integration with SE Risk is enabled in the general parameters. In that case, the following sections will be displayed:
Risk
Through this section, it is possible to add negative risk analyses related to the program. On the side toolbar, the following buttons are available:
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Click on this button and, on the screen that will be opened, select one of the options:
▪Create analysis: Allows you to create an analysis of a risk. To do that, in the Risk field, select the risk from which the analysis will be created. See the specific documentation of the SE Risk component for more details on the completion of the risk analysis screen. ▪Associate analysis: It allows associating a risk analysis already created to the program in question. To do that, in the Risk analysis field, locate and select the desired risk analysis. Only the analyses whose plans are already approved are available for selection. Notice that the associated analysis is not available for editing. ▪Duplicate analysis: Allows you to create a copy of a risk analysis and associate it with the program in question. To do that, in the Risk analysis field, locate and select the desired risk analysis. |
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Click on this button to edit the risk analysis selected from the list of records.
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Click on this button to disassociate a risk analysis from the program.
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Control
Through this section, it is possible to add risk control analyses that represent opportunities related to the program. On the side toolbar, the following buttons are available:
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Click on this button and, on the screen that will be opened, select one of the options:
▪Create analysis: Allows you to create a control analysis. To do that, in the Control field, select the control from which the analysis will be created. See the specific documentation of the SE Risk component for more details on the completion of the control analysis screen. ▪Associate analysis: It allows associating a control analysis already created to the program in question. To do that, in the Control analysis field, locate and select the desired control analysis. Only the analyses whose plans are already approved are available for selection. Notice that the associated analysis is not available for editing. ▪Duplicate analysis: Allows you to create a copy of a control analysis and associate it with the program in question. To do that, in the Control analysis field, locate and select the desired control analysis. |
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Click on this button to edit the control analysis selected from the list of records.
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Click on this button to disassociate a control analysis from the program.
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In the Request section, it is possible to view the requests that are being serviced, as well as fulfill requests for program creation or revision issued through the SE Request component. In order for this feature to function correctly, the SE Request component must be part of the solutions acquired by your organizations. On the side toolbar, the following buttons are available:
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Click on this button to associate a request with the program in question. On the screen that opens, locate and select the desired request and save the selection.
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Click on this button to disassociate the request selected in the list of records from the program.
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Click on this button to view the data screen of the request selected in the list of records.
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If the program to which a request was associated is canceled, the request will also be displayed as canceled in SE Request. If the program is reactivated, the request will also be reactivated and will be available again for service.
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▪This operation may also be performed through the Request execution task. ▪Refer to the specific SE Request component documentation for more information on issuing requests related to programs. |
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Program
Program
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Security
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Select one of the following options to define how the program security will be:
▪Public: Any user with access to SE Project will also have access to the program data. ▪Restricted: Access to the program will be restricted to the following members: program responsible party, program approvers (if this step is configured), and the stakeholders. |
View profile
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This field is filled out with the default view profile set in the program type, but it is possible to edit it. In this case, select the view profile that will be applied to the schedule visions of the program in question.
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Finance
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Finance
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Check the Classify costs as Capital and Operational for the program costs to be classified and, in the Cost classification field, select one of the options to define a default classification: Unclassified, Operational (OPEX) or Capital (CAPEX). This classification will be displayed in the Finance section. Check the "Block editing of financial values after program closure" option to indicate that, after its closure, it will not be possible to edit the values for the program costs and revenues. If this option is not checked, after the program closure, it will still be possible to update the values of its costs and revenues as necessary.
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Communication
In the Communication Event section, it is possible to configure the automatic email sending when certain actions/steps are performed in the program. The options in the Enable automatic e-mail sending for: list are displayed, marked or unmarked according to the settings made in the general parameters, but it is possible to edit them.
Program files
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Who receives the e-mail
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Program approval
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▪Pending sequence approvers |
Program rejection
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▪User responsible for the program ▪Team members responsible for the program |
Program revision approval
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▪Pending sequence approvers |
Program revision rejection
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▪User responsible for the program ▪Team members responsible for the program |
Revision acknowledgment
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▪Users configured to receive revision acknowledgment |
Program closure approval
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▪Pending sequence approvers |
Program closure rejection
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▪User responsible for the program ▪Team members responsible for the program |
Program closure notification
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▪User responsible for the program ▪Team members responsible for the program ▪Approvers of program planning ▪Approvers of program closure ▪Stakeholders of the program |
Program closure
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▪User responsible for the program ▪Team members responsible for the program |
Canceled program
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▪User responsible for the program ▪Team members responsible for the program ▪User responsible for the project/program that makes up the program ▪Team members responsible for the project/program that makes up the program ▪Resources allocated to the project tasks that make up the program ▪User responsible for the project task that makes up the program ▪Members of the team responsible for the project task that makes up the program |
Postponed program
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▪User responsible for the program ▪Team members responsible for the program ▪User responsible for the project/program that makes up the program ▪Team members responsible for the project/program that makes up the program ▪Resources allocated to the project tasks that make up the program ▪User responsible for the project task that makes up the program ▪Members of the team responsible for the project task that makes up the program |
Reactivated program
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▪User responsible for the program ▪Team members responsible for the program ▪User responsible for the project/program that makes up the program ▪Team members responsible for the project/program that makes up the program ▪Resources allocated to the project tasks that make up the program ▪User responsible for the project task that makes up the program ▪Members of the team responsible for the project task that makes up the program |
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After filling all the required fields, save the record.
If the program is in the planning step, it is necessary to build the program structure through its schedule. For that, select the program in the list of records and, after that, click on the button. See the detailed description on how to use this feature in the Managing program schedules section.
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