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PMF 6.1.1 - Creating SmartBPM projects

Updated on June 10, 2020


In the Project Management Framework, SmartBPM projects are composed of multiple building blocks. Each building block creates a work object that has a unique prefix.


In the Project Management Framework, SmartBPM projects are composed of multiple building blocks. Each building block creates a work object that has a unique prefix. The following diagram illustrates the objects that comprise a project, their relationship, and their object prefixes.

  • Project - the parent folder that tracks all project activity through task groups; can also contain bugs and issues not linked to a task group
  • Task Group - a folder for a given area of functionality that contains related tasks, issues and bugs; can also be nested within another task group
  • Task - a work object that represents a unit of work assigned to a project resource; can only be part of a task group
  • Issue - a work object that describes a problem, risk, impediment, or concern that can impact the outcome of a project; can be part of a project or a task group
  • Bug - a work object that describes a feature or function that does not work as intended; can be part of a project or a task group


Creating a SmartBPM Project

SmartBPM projects are the highest level object in the framework work structure. Projects are associated with:

  • task groups, tasks, issues, and bug items
  • target dates and work estimates
  • milestones and themes that link to task groups and tasks
  • a change history
  • links to product backlogs
  • history of development activity
  • documents and reference materials
    1. From the Actions menu, select to display the project entry screen. Alternatively, click on the portal header to copy an existing project.

* indicates a required field

    1. Enter the project detail.

NOTE: It is unlikely you will have all of the project detail available to you at the time you create the project. PMF lets you to add, update, and withdraw project elements and detail at any time during the life of the project.

    • Select the SmartBPM methodology.
    • (Optional) Select a project template. When you create a project from a template, a project name defaults into the form. Click Update/Review before Import to launch a pop-up window where you can make changes to the tree that is defined in the template. Click Save to apply the changes to this project. No changes are applied to the actual template.
    • Enter or update the project name.
    • Select the product and release. These fields can be left blank.
    • Enter the target start and end dates.
    • Enter or update the description of the project.
    • Add project milestones and themes.
      • Milestone dates can be set as starting or ending dates depending on your site's preference
      • Use the icons to add, insert, and delete rows in these sections
    • Click Create to create the project and assign it a unique ID. The project displays in the workspace. If you import the project from a template, the task groups and tasks created and displayed on the Tree tab.

    The Project Display

    The project display is the operational workspace for a project where you can review, drill down into, and perform updates to detail and work elements of the project stored in tabs.

    Display a project by:

    • Searching for the Project ID or Name via the Search gadget.
    • Selecting the project from the Project Health section of the Dashboard view
    • Clicking the project link in the breadcrumb trail of task groups, tasks, bugs and issues


    Tree Tab

    The Tree tab displays a tree grid of the task groups and tasks in the project.

    • Use the Display to Level field to select the number of levels you want to expand in the tree.
    • Click Add Top Level to add a new top level task group to the project.
    • Click Add Sub Item to add a sub item - task group or task - to the selected row.
    • Click Refresh to reload the tree.
    • Click Export to export the tree to a Microsoft Project 2003 or 2007 compatible XML file.
    • Click Bulk Process to display a list of open task groups that can be processed or exported to Microsoft Excel. Select one or more task groups to perform one of these actions:
      • Add Note
      • Move Item
      • Reassign
      • Withdrawn Item
    • Double-click a row to open a modal pop-up where can you update the details of the item.
    • Right-click a row to display additional processing options for that item.
      • Open – opens the selected item in a new tab
      • Add Sub Item – allows you to add a new task or task group to the selected node.
      • Add Sibling – add a new task group or task at the same level as the selected node
      • Add Note – adds a note to the selected node
      • Edit Dependencies – allows you to link other items to a node as predecessors or successors
      • Import From Application profile – allows you to import the contents of an application profile to the selected node of the tree
      • View Bug/Issues – displays a list of bugs and issues associated with the node

    Details Tab

    The Details tab displays a real time view of the project's status, start and end dates, hours, milestones and themes.

    • Assigned To - defaults to the next scheduled action; right click to display and select an action
    • Details - describes the project
    • Dates & Efforts - a high level roll up of dates and hours for the work linked to the project; click View Change History to display an audit trail of project changes
    • Status - key status indicators that are also included in the Project Health display on the Dashboard tab; click View Status History to display an audit trail of project status changes
    • Milestones and Themes - lists the project milestones and themes; click a link to display work associated with the milestone or theme that you can optionally export to Microsoft Excel


    Reports Tab

    The Reports tab contains a selection of project reports including a Remaining Effort Burndown chart that tracks the amount of remaining hours by day throughout the project lifecycle.

    The Additional Reports section links to other reports that display in a pop-up window when selected.

    • Rule Updates by Resource and Task/Bugs – reports the actions taken on work performed in the development environment
    • Late Tasks – lists tasks with a target end dates in the past
    • Work Pending Verification – lists work that is currently in a Pending-Verification status
    • Open Bugs by Severity – pie chart of open bugs in the project by severity
    • Weekly Bug Throughput – trend chart showing the rate of new vs. resolved bugs for the past 6 weeks
    • Daily Bug Trend with Severity – trend chart showing the number and severity of bugs over the life of the project


    Bugs/Issues Tab

    The Bugs/Issues tab lists the open bugs and issues linked to the project.

    From each list you can:

    • Select a row to review and/or update it
    • Add, remove, and sort the content of the list columns
    • Click Export to Excel to export the list to a Microsoft Excel spreadsheet
    • Click All Bugs to display a list of open and resolved bugs associated with the project
    • Click Bulk Process Bugs or Bulk Process Issues to perform bulk actions on open project bugs and issues
    • Click Refresh to update the list


    Team Tab

    The Team tab lists the members of the project team including stakeholders, their role, phone, email address. It displays the number of items assigned to each member and the remaining effort in hours for those items.

    • Click the number of Assigned Items to display a list of the open items assigned a team member.
    • Click the team member's name to display operator detail in a pop-up window and display additional project and organizational information.
      • Click Reporting Structure to drill down into the member's organization
      • Click View Worklist to display the member's worklist.
      • Click View Project List to see the member's project list.

    Notes Tab

    The Notes tab displays notes, questions and responses to questions added to the project.

    • Click a row to display a note or question.
    • From an Actions list, select the Add Note or Add Question action to add notes and questions.

    The Attachments Tab

    The Attachments tab displays a list of attachments added to the project and how many.

    • Click a row to display an attachment.
    • Click to delete an attachment.
    • Click New to add a new attachment.


    Completing and Withdrawing Projects

    Projects are complete when all items linked to them are resolved. Alternatively, they can be withdrawn prior to completion. Withdrawing a project also withdraws all open items linked to the project.

    Complete and Withdraw Project options are selected from the list of actions displayed during a project update.

    • To complete a project:
      1. Resolve the task groups, issues, and bugs linked to the project. If they are not resolved, the system prevents completion of the project.
      2. Select the Complete action.
      3. Enter a resolution note and optionally update the actual date and effort values.
      4. Click Submit.
    • To withdraw a project:
      1. Select the Withdraw Project action. A list of open items - including task groups, tasks, bug items, and issues - that are linked to the project display.
      2. Enter the reason for withdrawal and optionally update the actual date and effort values.
      3. Click Submit.

    This article links to following articles about working with SmartBPM projects in the PMF 6.1.1 release.

    Creating SmartBPM Project Task Groups and Tasks

    Building SmartBPM Project and Task Group Templates

    Return to About the Project Management Framework



    • Previous topic PMF 6.1.1 - Building SmartBPM project and task group templates
    • Next topic PMF 6.1.1 - Creating SmartBPM task groups and tasks

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