Smartsheet PMO Template Setup - Part 2 - Customize Project Intake and Portfolio Level
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- čas přidán 5. 01. 2023
- In this 3-part Smartsheet tutorial series, I will teach you step-by-step how to set up the Project Management Office (PMO) template set. The PMO Template set is Smartsheet created template that provides a streamlined way for organizations to approve, track, and start new projects while aggregating key metrics across all projects.
This is Part 2 of the 3-part series. In this video, I will walk you through how to modify the Project Intake Sheet and the Portfolio Metrics, ensuring the project categories work for your organization and align with the Project Intake form. We will then further customize the Project Intake form. Next, we are going to review and edit the automation for the project approval process, making sure approval requests are sent to the appropriate person and then that notifications of acceptance or denial of a project are sent to the requestor or other project manager. After that, we will update and customize the PMO Dashboard. This will insure all the relative information is displayed clearly and we will create a link to the Project Intake form, allowing users to complete the Project Intake Form directly from the dashboard.
The PMO template is recommended for the Intermediate Smartsheet experience level and is at a medium in complexity level. Please check out a few of my other videos if you are new to Smartsheet or need a little brushing up before setting up this template. Here are a few recommendations or videos that I referred to in this series that might be helpful.
Creating Smartsheet Forms • Creating Smartsheet Forms
Mastering Your Project Schedule - Predecessors, Setting a Baseline, & Critical Path - • Mastering Your Project...
Managing (Human) Resource Allocation in Smartsheet in Less than 15 Minutes! • Managing (Human) Resou...
PMO Template Set Series:
Part 1 - • Smartsheet PMO Templat...
Part 3 - • Smartsheet PMO Templat...
Email me! inquiry@effectiveflowconnections.com
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Kandis Porter is the Founder and Managing Director of Effective Flow Connections (EFC), a management consulting company that helps transform organizations through project management, process improvement, change management, facilitation of key meetings, and training. Kandis also works one-on-one with clients, focusing on Leadership development and growth. EFC enables organizations to do what they do, even better! Kandis Porter has more than 17 years of experience managing people and large projects in both the government and private sectors. She has supported clients in various industries, including the Department of Defense, Federal Aviation Administration, utilities, medical device, non-profit, and learning & development. Kandis has a Master of Science Degree in Project Management (MSPM) from The George Washington University and Master of Business Administration (MBA) in Human Resources. In addition, she is a certified Project Management Professional (PMP), PMP Exam Prep Course Instructor through Project Management Institute, Prosci Change Manager, and Six Sigma Green Belt. She is also certified as a Myers Briggs Type Indicator (MBTI) Practitioner, Thomas-Kilmann Instrument (TKI) Practitioner, and is a DiSC Workshop facilitator.
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Another great tutorial. On to Part 3
Thanks again!
Thanks again! I'm just catching up! amazing vids!
Thanks for watching, @kashmoney1! 👍🏻
Hi Kandis! Thank you for the excellent tutorial. If I want to add more categories than the three included, what sheets need to be adjusted/linked so the new categories are represented on the portfolio roundup?
Hi Kandis thank you for a great video on PMO template I have one question who can I add more columns with formulas portfolio metrics sheet, and is there any videos on the automation and notification on smartsheets
Hi Kandis--I love your videos-thanks so much! I noticed since I'm running the free trail version of Smartsheet it would not allow me to copy the Form link to the Dashboard.
Hi Jack! The free version does limit Dashboard widgets to 10. Could you have already had 10 widgets on your Dashboard when trying to add the Form link? Would love to know if you were able to get it added. Hope your projects are great! The 'complete feature list' is a side-by-side comparison with the different plan and can be found at this link: www.smartsheet.com/pricing
Hi Kandis, this is amazing and so easy to follow along but I am very frustrated with it comes to changing the date of the project. I can't find anywhere to change the project date from what was originally made in the template.
Thank you so much for sharing these information! 🙂 I would badly need to have an overview of all employees and their assigned tasks for resources planning. This template would not offer something like this; am I right?
Hello Mark! It may be worth exploring creating a portfolio ‘report’ that includes tasks from all projects and is grouped by the ‘assigned to’ column and filters out anything that is marked 100% complete. You could include as many columns from the project plans that are desired for resource assignment. I have created similar reports for clients that have proven effective!
Great videos - I have a question - we want to move our projects under Project Management Office and the existing project plan sheets do not match the project plan template given when you create PMO. Do we have to recreate all our plans using this template to have it be in sync with reports and dashboard roll up? Can you help? Theresa
Hi Theresa! Congrats on wanting to move your projects into more of a PMO/PPM structure. It definitely take effort up front, although it will surely payoff!
To use the ‘off the shelf’ PMO from Smartsheet, you would need it have your projects in the exact format to link everything together. Maybe you could explore creating a similar structure using your existing project plans and the off-the-shelf PMO templates as a guide? I know it may feel like a huge lift if you have to update all your projects. Cheers!
@@PMPexpert Thank you, Kandis!
In the first video you mentioned we would worry about the yellow columns in the second video, but I am not finding that info in this one. Are you able to help identify how to update the information in the yellow columns? Specifically the target dates.
Hello Veronica! The target dates are updated once you customize the Project Level. We cover this in Part 3 of the video. Please let me know if it works for you. Here are the instructions, covered in Part 3. Thanks and best of luck!
Customize Project Level: Modify the Project Plan Sheet
Use the Project Plan sheet to track and maintain critical data about a project. Project sheets in Smartsheet have dependencies enabled and includes columns such as Duration, Predecessors, and % Complete. The project plan will automate your project timeline from the start date and will provide an estimated end date based on project tasks. It’s best to enable dependencies for projects with deadlines to ensure every milestone in your project is tracked, on time, and ultimately meets your deadline.
A. In the Task Name column, name the project phases in the parent (gray) rows.
B. Use the indented grandchild (white) rows in your hierarchy, to enter tasks in the Task Name column.
C. Starting on row 3, enter dates in the Start Date and End Date, Target Start Date, and Target End Date columns. This template uses the difference between the Actual End date and the Target End date along with Duration to determine the health of the schedule. At the beginning of your project they should be the same for each row.
D. The other data on your ancestor and parent rows, including Start Date, End Date, % Complete, and Duration are auto calculated by the tasks below the parent row.
E. Attach documents or links to webpages to the row in the Attachment (paperclip icon) column to keep all of your project information and resources in one place.
F. Track the progress of your project by viewing the interactive Gantt timeline to see which tasks are complete (green), which are late (red), which are in progress (blue), and which are on hold (orange). Conditional formatting rules apply formatting automatically to rows or cells based on the values they contain.
Hi @KandisPorter, what is you have more than 3 categories for your Project intake sheet? Only 3 of the 4 I set up are feeding into the Portfolio Metrics sheet.
Step 1: Go to the Project Intake Sheet - create your new Project Category(s)
Step 2: Go to the Portfolio Metrics Sheet - right-click your last existing Project column at the top and select Insert Column to the Left
Step 3: When the ‘New Column’ menu pops up, name the column your new Project Category (exactly how you entered it in Step 1) and select Text/Number column type.
Step 4: In Row 1 of your new column enter the name of your new Project Category again (exactly how you entered in Step 1).
Step 5: Select rows 2 - 15 in the existing project column then right-click and copy those cells.
Step 6: Select Row 2 in your new column and select paste.
The formulas should now work for your new column because the formula is constructed to pull the category type from the information in Row 1. Therefore, you don’t have to write out any new formula for each new category, just make sure the column and Row 1 are labeled correctly.
I'm really struggling to understand the 'Project Category' column of the 'Project Intake Sheet'. Frankly, I don't know what I should call the categories because department names as suggested in the video doesn't make sense in my instance. Will these categories impact the project/portfolio dashboard in some way? Perhaps, if I understood the impact on the dashboard or impact elsewhere, then maybe I could determine what categories I should use...can anybody help?
Is there a way to import from an excel sheet into your Project Intake Sheet?
Hi Michelle! As much as I would like to recommend importing from Excel into a project plan in Smartsheet, I haven’t found it very useful. I find a targeted copy/paste to be easier. Otherwise, I spend more time cleaning it up. Please advise if I didn’t directly answer your question...I’d just need a bit more context, to provide further recommendations. Cheers!
I have more than 3 designated 'Project Categories,' I added the additional columns to the portfolio metrics but it's only counting first 3-any suggestion on how to adjust?
You can't copy columns. The portfolio metrics sheet has formulas in the cells. You have to copy a formula, paste into the cell in the new column in the corresponding row, and change the column name in the formula to the new column name. It's a bit laborious. Hope that was helpful.
@@dankirk6096 how do you do that?
Hi... by mistake I deleted the Project Medata Data (I mean some columns in yellow) is it feasible to refresh or correct it? Currently the link just retrieve empty fields.
If your plan has access to the Activity Log in a sheet, you can find a specific change that happened in the sheet and download a Snapshot from this point in time. It won't change your current Smartsheet sheet, but the owner of the sheet will receive an Excel file emailed to them with the contents of the sheet from that point in time.
Please see this article for more information: Track the History of Changes…help.smartsheet.com/articles/2476206-track-sheet-changes-with-activity-log?_ga=2.238138176.1357685741.1677793888-646113980.1677216140&_gl=1*bhuqby*_ga*NjQ2MTEzOTgwLjE2NzcyMTYxNDA.*_ga_ZYH7XNXMZK*MTY3Nzc5Mzg4OC4yLjEuMTY3Nzc5NDA5MS42MC4wLjA.#toc-request-a-snapshot-of-the-sheet
Hi, I deleted what looked like a redundant header in my project intake sheet. Now I am getting #REF errors when I copy/paste my project ID to the Project Level Metadata sheet. It is saying the issue is a the "Portfolio Summary Header Row" is broken. Please help!!
Hi Vanessa! Do you recall the name of the header? And did you delete a full column?
24:55 I'm trying to find instructions on adding the logo to the PMO Template Portfolio dashboard - there is no option to upload from your computer . It says 'embed web content' but a standard URL link to the logo doesn't work in that widget. Searched everywhere and used A.I. but no success. A consultant I engaged couldn't figure it out either. Has anybody done this successfully. (I've been trying for a week)