Introduction

Today, IT organizations are responsible for delivering both projects and small work that originate from many different areas of the business. Clarizen can help manage this process effectively by aggregating all of the data, files, and communication in one place making it easy to create a project or small work. Clarizen’s automation will also reduce manual work by automating laborious tasks such as sending notifications and alerting the appropriate teams.

The roles encompassing the project creation process include the portfolio manager, project manager and sponsor. The best practices below describe how organizations can leverage Clarizen to streamline the process, ensuring each role is clearly identified and is provided the necessary information and notifications in order to execute.

INSTALL APPLICATION:

Click HERE to install the best practice application for project creation

DISCLAIMER: Making changes to these configurations will take them outside the scope of standard support. Please contact your CSM prior to making any changes in Settings and Mapping and Events.

Creating New Projects

Intended Role: Portfolio Manager

Overview:

Leveraging Clarizen custom actions, organizations can define what information the user submits as well as which specific fields are required versus optional. Additionally, the custom action provides the ability to control email and system notifications at a granular level (e.g. all new projects get routed to a particular group or user within your organization).

Admin Steps:

Click HERE to install the best practice application for project creation

The best practice application includes a custom action at the organization level, with recommended fields. These should be modified to fit the needs of your organization.

1. Ensure to restrict this action to only the Profiles that should be allowed to create projects (as dictated by your organization)
2. Request the following values from the user:
1. Portfolio - portfolio the project is part of
2. Name - project name
3. Description - short description of the project
4. Start Date - the start date of the project
5. Project Goals - what goals is the project trying to accomplish?
6. Expected Business Value - what business value will the project bring?
7. Business Alignment - does the project align to the organization’s business objectives?
8. Justification - describe the overall justification for executing this project
9. Budgeted Amount - how much budget has been allocated for this project?
10. Sponsor - business stakeholder sponsoring the project
11. Project Manager (optional) - if unknown at the time of creation, leaving this field blank will assign the placeholder project manager ($ProjectManager)
12. Attachment - attach supporting documentation relevant to the requested project
3. Send email confirmations (the body should include a link to the request in Clarizen):
1. Send an email to the creator of the project
2. Send an email to the portfolio manager (based on the selected portfolio)
3. Send an email to the project manager

DISCLAIMER: Making changes to these configurations will take them outside the scope of standard support. Please contact your CSM prior to making any changes in Settings and Mapping and Events. 

End User Steps:

1. From the navigation panel open the Custom Action submenu, then click New Project
2. In the pop-up, fill in the fields below (required fields are denoted with a red asterisk):
1. Portfolio - portfolio the project is part of
2. Name - project name
3. Description - short description of the project
4. Start Date - the start date of the project
5. Project Goals - what goals is the project trying to accomplish?
6. Expected Business Value - what business value will the project bring?
7. Business Alignment - does the project align to the organization’s business objectives?
8. Justification - describe the overall justification for executing this project
9. Budgeted Amount - how much budget has been allocated for this project?
10. Sponsor - business stakeholder sponsoring the project
11. Project Manager (optional) - if unknown at the time of creation, leaving this field blank will assign the placeholder project manager ($ProjectManager)
12. Attachment - attach supporting documentation relevant to the requested project
3. Click OK
4. Once successfully created, the notifications below will be created with the ability to click on a hyperlink to access the request:
1. An email confirming that the project has been successfully created
2. A green success message in Clarizen that the request has been successfully submitted

Example: