Smartsheets
True or False. The PM is responsible for submitting Epics using Advanced Services Intake Form.
False
On Deck BAU & Discretionary Report
Email recaps should be sent within how many hours of the status meeting concluding.
24 hours
How far in advance do we need to have Smartsheets and WF forecasted out?
3 months (1 quarter)
What does it mean for a project to be in closing phase and complete status?
Work has been completed, time is clocked, but billing has not been submitted.
At what point do you assign resources to WF tasks and provide planned hours for refinement and scoping? (advanced services project)
As soon as the project has been assigned to you.
True or False. The templates includes 4 content categories: action items, risks/blockers, reminders/key decisions, and notes
False.
True or False. Someone has clocked over their planned hours on one of their tasks. Next step is to escalate to their manager.
False.
What columns impact budget health column?
% complete and % utilization
What fields must be filled out in Forecasting sheet for all known BAU projects?
Each Shift action item must have ______ and _______.
assignee and due date
I have identified a risk that impacts the scope, what do I do in Smartsheets?
Update scope health column to yellow or red, post a comment with context, and be prepared to speak to it on project health meeting
You have been assigned to an epic and just completed client refinement call. What report will you use to update the phase and project status?
Epic Grooming Report
Why do we add project to forecasting BEFORE the scope is approved?
Refinement is billable.
Why is it important to outline immediate next steps/important details in the body of the email?
Easy scanning for client and is typically more successful in terms of getting eyes on the important details.
How much overhead is required for each project? And how can I track this?
At a minimum, it is 10% of the scope. You can track this in Data Studio (search project ID and then task name) or WF (go to task select hours on the left, group by owner) It will give you the dollar amount logged to Project Operations task.
An AS project is considered complete when:
(HINT: there are 4 requirements)
Scope is fulfilled
All User Stories are completed
Overhead has been added
Billing has been submitted and closed
Advanced Services project scope has been approved. What needs to happen at this stage?
Finish building out WF project plan, update Forecasting sheet, update smartsheet fields, and update dates in Jira.
Name two of the best practices outlined in the job aid.
Fill out as much content that is known ahead of the meeting (i.e. agenda, risks/blockers, etc)
Capture all notes taken during the call in the Notes section of the table. Once the call ends, you can move content into the other categories etc. Do not try to fill in as you go, you will miss important information.
Send SP attendees your recap draft to validate if anything was missed that should have been captured.
Notes must be clear and concise. Revise and clean up notes before sharing with the client.
Why do planned hours matter?
Planned hours drive the health of our projects, the profitability of our account, the resourcing of our team, open discussions for possible overage/re-scope etc.