And What Are Their Responsibilities in Meisterplan
We are constantly striving to improve Meisterplan, and to accomplish this we are very serious about evaluating the feedback we receive from our Meisterplan customers.
For many of them, user rights has always been a very sensitive topic. ProjectProjectA project is a time-limited undertaking with defined objectives and resources that delivers unique results and often includes complex tasks. data has been changed by accident, projects were deleted or allocationsAllocationAllocating describes the strategic process of identifying the correct resources for projects or individual tasks and assigning them accordingly. were edited by someone who should not be allowed to. So we set out to significantly expand the functions around user rights in Meisterplan.
In addition to the assigned access levels, you can now specify which actions each user can or cannot perform in Meisterplan. This helps you to distribute tasks to your project managers or resource managers without having to worry about unwanted changes made to the plan. If in doubt, more restrictive rights should be applied. You can always make individual changes as needed.
You can find more information about these settings and configuration options in our Help Center.
In this blog post, we will show you how to structure the typical roles and responsibilities in Lean PPMLean PPMSynonym for → Lean Project Portfolio ManagementLean Project Portfolio Management (Lean PPM) is a lightweight framework for managing an organization’s project portfolio. It helps determine which projects to run, when to run them, and with which…, which access levels each role should have and which actions they should perform in Meisterplan. Of course, which roles you use and how they are designed in your company may be different than what we describe here. If you need help with your setup, please contact us.
Typical PPM Roles
The Initiator
The initiator is typically part of management, the key account manager or a professional expert. They initiate projectsProjectA project is a time-limited undertaking with defined objectives and resources that delivers unique results and often includes complex tasks. and develop the Project Briefing Initiative to present to the Pipeline Review Committee.
In Meisterplan, the initiator creates new projects, changes the stage gate and completes the fields. He also adds new projects to the timeline and makes estimates on time and capacity needed by roles. He also moves the project above the Cut-Off line in order to determine the best timing for the project.
Access Level:
User
Portfolio Access Rights:
Pipeline: New
Editing Rights:
- Edit Plan of Record
- Change project rank
- Change, add and delete allocationsAllocationAllocating describes the strategic process of identifying the correct resources for projects or individual tasks and assigning them accordingly.
- Change project schedule
- Add projects and programs
The Portfolio Coordinator
A typical role for the portfolio coordinator in the organization would be the head of the PMO, a PMOPMOSynonym for → Project Management OfficeA Project Management Office (PMO) is a permanent organizational unit responsible for the centralized and coordinated management of all projects. team member, a business unit manager, a program manager, or the IT coordinator. The portfolio coordinator may be responsible for the company-wide projectProjectA project is a time-limited undertaking with defined objectives and resources that delivers unique results and often includes complex tasks. portfolio or for just one sub-portfolio. He works with other roles throughout the process and translates the strategy into prioritization criteria. He also supports the initiator during the idea phase and makes portfolio suggestions.
In Meisterplan, the portfolio coordinator creates portfolios and new projects and deletes projects as needed. He also creates and modifies reports and manages the Gantt chart including scheduling projects. He reviews staffing and changes the rank of a project if necessary.
Access Level:
Data Manager
Portfolio Access Rights:
Pipeline: New
Pipeline: Review
Planning: Active + Approved + Seeking Approval + On Hold
Additional specific portfolios
Editing Rights:
- Edit Plan of Record
- Change project rank
- Sort list by project score
- Sort project list by project score
- Change, add and delete allocationsAllocationAllocating describes the strategic process of identifying the correct resources for projects or individual tasks and assigning them accordingly.
- Change project schedule
- Auto-schedule multiple projects
- Add projects and programs
- Delete projects and programs
Pipeline Review Committee Member
The Pipeline Review Committee is typically made up of department heads and/or technical experts and is responsible for reviewing, evaluating and prioritizing the initiativesInitiativesSynonym for → ProjectA project is a time-limited undertaking with defined objectives and resources that delivers unique results and often includes complex tasks..
In Meisterplan, a Pipeline Review Committee member changes the stage gate or the rank of a project. They make notes, edits field values, sort projects by rank, and prepare reports.
Access Level:
User
Portfolio Access Rights:
Pipeline: Review
Editing Rights
- Edit Plan of Record
- Change project rank
- Sort project list by project score
- Change, add and delete allocationsAllocationAllocating describes the strategic process of identifying the correct resources for projects or individual tasks and assigning them accordingly.
- Change project schedule
- Auto-schedule multiple projects
Portfolio Board Member
The Portfolio Board usually consists of senior management and is responsible for communicating and implementing strategy. It controls and makes important decisions regarding issues in the active projectProjectA project is a time-limited undertaking with defined objectives and resources that delivers unique results and often includes complex tasks. portfolio. The board also makes decisions on the future project portfolio and sets budgets.
A Portfolio Board member participates in the board meeting, hears the PMOPMOSynonym for → Project Management OfficeA Project Management Office (PMO) is a permanent organizational unit responsible for the centralized and coordinated management of all projects.’s analysis of the current situation and communicates requirements and decisions to the PMO.
Access Level:
Read-Only Access
Portfolio Access Rights:
Planning: Active + Approved + Seeking Approval + On Hold (using filter for Active and Seeking Approval)
Additional specific portfolios
Editing Rights:
None
Project Manager
This is usually a trained project manager. They report on the projectProjectA project is a time-limited undertaking with defined objectives and resources that delivers unique results and often includes complex tasks. status, announce resourceResourceResources are all the people, places and things that you need to complete projects. The most important resource? Employees, of course! requirements and escalate project issues. They also present the project to the decision-makers.
In the Lean PPMLean PPMSynonym for → Lean Project Portfolio ManagementLean Project Portfolio Management (Lean PPM) is a lightweight framework for managing an organization’s project portfolio. It helps determine which projects to run, when to run them, and with which… process, the project manager provides only the necessary information. He fills the notes field with capacity and time demands and, if necessary, changes the status of the projects.
Access Level:
User
Portfolio Access Rights:
PMPMSynonym for → Project ManagementProject management is the planning, steering, and monitoring of projects to achieve specific objectives within a given timeframe and budget.’s specific portfolio
Editing Rights:
- Edit Plan of Record
Resource Manager
This person is often the team leader. They ensure the correct allocationAllocationAllocating describes the strategic process of identifying the correct resources for projects or individual tasks and assigning them accordingly. of resourcesResourceResources are all the people, places and things that you need to complete projects. The most important resource? Employees, of course! to the relevant roles and skills. The resource manager assigns resources to projectsProjectA project is a time-limited undertaking with defined objectives and resources that delivers unique results and often includes complex tasks. and solves operational resource managementResource ManagementWhen it comes to resource management, the focus is on the optimal planning, coordination and monitoring of resources. The term “resources” includes things like employees, budgets, materials and time. issues.
They staff their own resources on projects and manages the absences of their resources.
Access Level:
User
Portfolio Access Rights:
Planning: Active + Approved + Seeking Approval + On Hold
RM’s specific portfolio
Editing Rights:
- Edit Plan of Record
- Use resource pool and edit absences
- Change, add and delete allocations
Project Team Member
The projectProjectA project is a time-limited undertaking with defined objectives and resources that delivers unique results and often includes complex tasks. team member works on the projects that have been assigned to him and retrieves information in Meisterplan regarding his own projects and assignmentsAssignmentsSynonym for → AllocationAllocating describes the strategic process of identifying the correct resources for projects or individual tasks and assigning them accordingly..
Access Level:
Read-Only Access
Portfolio Access Rights:
Specific portfolio with their active projects
Editing Rights:
None
Steering Committee Member
The Steering Committee is usually made up of division managers and/or senior management. They are responsible for the implementation of strategy through individual projectsProjectA project is a time-limited undertaking with defined objectives and resources that delivers unique results and often includes complex tasks. and exercise control overactive projects. The steering committee makes decisions when there are issues in the active project and solves the challenges in project managementProject ManagementProject management is the planning, steering, and monitoring of projects to achieve specific objectives within a given timeframe and budget..
If the Steering Committee member is allowed to make portfolio changes, they reschedule active projects, fill the notes field, or change staffing assignmentsAssignmentsSynonym for → AllocationAllocating describes the strategic process of identifying the correct resources for projects or individual tasks and assigning them accordingly. in Meisterplan.
Access Level:
User
Portfolio Access Rights:
Planning: Active + Approved + Seeking Approval + On Hold
Specific portfolio for their business unit(s)
Portfolio for critical projects
Editing Rights:
- Edit Plan of Record
- Change, add and delete allocations
- Change project schedule
HR Department
The HR Department maintains the resourceResourceResources are all the people, places and things that you need to complete projects. The most important resource? Employees, of course! records including hire and termination dates, departmental allocationsAllocationAllocating describes the strategic process of identifying the correct resources for projects or individual tasks and assigning them accordingly., work schedules and holidays.
The HR department manages the resource pool in Meisterplan.
Access Level:
User
Portfolio Access Rights:
Portfolios shared with all users
Editing Rights:
- Use resource pool and edit absences
Strategy Manager
The strategy manager, together with the portfolio coordinator, translates the strategy into prioritization criteria during the strategy workshop.
They often have no active role in Meisterplan, but define the decision criteria in terms of projectProjectA project is a time-limited undertaking with defined objectives and resources that delivers unique results and often includes complex tasks. and business goals. These are then usually implemented in Meisterplan by the administrator or the PMOPMOSynonym for → Project Management OfficeA Project Management Office (PMO) is a permanent organizational unit responsible for the centralized and coordinated management of all projects..
Access Level:
Read-Only Access
Portfolio Access Rights:
Portfolios shared with all users
Editing Rights:
None
Administrator
The administrator does not have any role in the PPMPPMSynonym for → Project Portfolio ManagementProject portfolio management (PPM) is a process that seeks to select, prioritize, monitor and analyze a company’s projects. process, but assumes the role of an operator in Meisterplan. Often, this is the product owner, the process owner or the PMOPMOSynonym for → Project Management OfficeA Project Management Office (PMO) is a permanent organizational unit responsible for the centralized and coordinated management of all projects..
In Meisterplan, the administrator manages users, portfolios, scenariosScenarioIn project portfolio management (PPM), scenarios are potential ways that your portfolio can look, based on a set of well-defined assumptions and portfolio decisions. Scenario planning is used to forecast…, reports and the import and export of data. He also configures Meisterplan, for example, adding new fields and phases.
Access Level:
Administrator
Portfolio Access Rights:
All portfolios
Editing Rights:
None
If you would like to know how to configure portfolio access rights and editing rights in Meisterplan, you can find more information in the Set User Rights article in our Help Center.
You can also check out our free templates on the most important aspects of project portfolio managementProject Portfolio ManagementProject portfolio management (PPM) is a process that seeks to select, prioritize, monitor and analyze a company’s projects. including roles, meetings and processes.
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