Using Daptiv to track resource commitments in CSS Work


Outline for the upcoming kickoff / training session 

Goal: set up a 90-minute demo/workshop for CSS Managers to understand how to use Daptiv for recording in a central tool their resource commitments to projects or tasks. 

Course/Demo Outline

  1. Introduction to Daptiv
    1. Logging in, even if you have no projects of your own to supervise.
    2. Getting useful reports out - Director's Portfolio Summary and the individual Project Snapshot
  2. Being a Team Leader in Daptiv -- Assigning Resources to Projects and Tasks
    1. Understanding the current IS&T Project model, as it impacts the decision tree on how exactly to respond to resource requests generated from outside or from within.
      1. Type A: SAIS.
        A formal Daptiv project exists, has a WBS that is actively managed by a PM, uses Resource Assignments, requires Timesheets.
      2. Type B: ISDA and others
        A formal Daptiv project exists, has a nominal WBS but is mainly a placeholder for Director Snapshot Portfolio updates.  May or may not use Resource Assignments (likely not), no timesheets.
      3. Type C: CSS Collective Effort
        A named chunk of work, either a Project or Support entity in the Daptiv sense, owned at the CSS level, with resource contributions from multiple CSS teams.  Each participating team lead would be a PM and would issue requests as needed.
      4. Type D: Team Internal Work
        Tasks are created within a single Support project managed by the RM of the team, and people are assigned by the RM internally.
    2. Decision Tree for getting resource assignments to happen.  Thinking about the project...
      1. If it is SAIS, ask the project PM to issue a resource request for your person; as your team's Resource Manager, fill the request by assigning hours of a person to that task/project.
      2. If it not SAIS, does the PM want to deal with Resource Requests?
        1. If PM will handle resource requests, have the PM issue the resource request, then fill it as RM of your team.
        2. Else, create your own Project or Team Internal task, request a resource from yourself as PM, then fill it wearing your other hat as RM.
    3. Use Cases
      1. Pubs has decided to assign Esther Yanow 50% for a month to update the documentation of the Parking page.
      2. Veronica Dulong alerts CSS at XDPP that a certain project will need a Training resource to develop course content for a new component of an SAIS system
      3. The Exchange Rollout project wants to track the time of all the staff working on it, drawing from many lines of business in CSS.
  3. Reporting out on Resource Assignments and Availability
    Say you've gone to all the trouble of explicit resource assignments, how to get out a month-by=month report of who is assigned how much to what?
    We think there is an existing report that, by person for a list of people, will list Allocation (Resource Allocation) vs Actual (Timesheet) hours per project, per task.
  4. Looking ahead, what would it be like to collect Actuals and is it feasible and useful?
    1. Jeff Reed's team doing timesheets now - report out on how that has been going
    2. SAIS' round it to 4-hours idea...
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