Initially, Professional Services configures the project template, form templates, and data fields in Qeystone. Professional Services or Qeystone administrators can modify templates and data fields, but it's a good idea to understand the details of data before you make any modifications.
|Text||Project Name, Product/Service|
|Integer||Hard Savings, Implementation Costs|
|Decimal||Cost/Benefit Ratio, Percent Complete|
|Date||Start Date, Due Date, Completion Date|
|List||Business Unit, Division, Location, Region, Replication Opportunity? (Yes, No)|
|Formula||Net Savings, Duration|
|Rich Text||Problem Statement, Scope|
You can select only one value from a list per project. For example, the list field, Methodology, might have the values DMAIC, Kaizen Event, 5S, Just Do It, and DFSS. You can select only one value because a project cannot have more than one methodology.
The Dashboard can only aggregate the values in a data field, such as the sum of Hard Savings, across multiple projects. The Dashboard does not have a way to calculate a new value for each project using a formula. For example, the Dashboard can display each project's Start Date, and each project's End Date, but it cannot calculate the duration of each project by subtracting the End Date from the Start Date. Instead, you must define the Duration field as a formula in the project templates to aggregate and display project duration in the Dashboard.
Currently, the CID is interested only in the duration of DMAIC projects, but she realizes that she might also want to see duration data for other project types in the future. Therefore, she adds the Duration, Belt Level, and Methodology data fields to all the project templates in her company's template repository.
Because the new data fields are defined in at least one project template, the Dashboard immediately adds them to the set of data fields available in Dashboard reports.
To control which data fields are available when creating Dashboard reports, open the Dashboard, click the Settings tab, and then choose Select Fields to Display.
To collect the Duration, Belt Level, and Methodology of each project, the CID must provide users with a way to enter this information. She decides to add this data field to the existing Project Charter template. Because the Project Charter is included in the DMAIC Project template, the CID starts a new project from the DMAIC Project template and modifies the Project Charter in the Roadmap.
This step ensures that the most recent version of the Project Charter is available in the template repository.
After the project templates are updated, Qeystone users can use the templates to start projects. When users enter data in the fields on the forms, and then save their projects, the values they are enter are available for use in the Dashboard reports.
Before she defines the data fields, the CID must decide whether to set up the financial data using single value data fields or multiple entry data fields.
When you use single value data fields, each project records a single value for hard savings, soft savings, implementation costs, net savings, and savings date.
More frequently, project savings are distributed over a period of time. For example, a project's savings might be distributed evenly over 12 months ($215,000 every month for 12 months = $2,580,000). Or, perhaps the project starts to save money in 2014, but only $110,000 in July, followed by $160,000 in August, and so on, for a total of $2,580,000 in hard savings for all 12 months. To see a project's savings data distributed over a period of time, you must define the savings data as multiple entry data fields to allow for multiple months (rows) of actual savings data, not just a single total.
Notice that total Hard Savings of $2,580,000 is the same in both option 1 and 2. However, when you use multiple entry data fields to define financial data, you can allocate the savings over a period of time, using increments of months, quarters, or years.
The choice between single value and multiple-entry financial data fields is not mutually exclusive. Even if you decide to collect monthly savings, which requires multiple-entry data fields, you can also create single value data fields to capture project totals across all months/rows using formulas. The following example shows how you might link multiple-entry financial data to single value data fields using formulas.
|Data Field||Formula Description||Formula Expression|
|Project Total Hard Savings||Formula that calculates the sum of Hard Savings in the Financial Data Monthly Savings category.||SUM([Financial Data Monthly Savings / Hard Savings])|
|Project Total Soft Savings||Formula that calculates the sum of Soft Savings in the Financial Data Monthly Savings category.||SUM([Financial Data Monthly Savings / Soft Savings])|
|Project Total Implementation Costs||Formula that calculates the sum of Implementation Costs in the Financial Data Monthly Savings category.||SUM([Financial Data Monthly Savings / Implementation Costs])|
|Project Total Net Savings||Formula that calculates the sum of Net Savings in the Financial Data Monthly Savings category.||SUM([Financial Data Monthly Savings / Net Savings])|
|Savings Start Date||Date data field||n/a|