Sharing Projects and Initiatives with other Management Units

Module that this functionality encompasses
Purpose of this functionality
Configuring the sharing rule for Projects and/or Initiatives
How to share a Project with other Management Units
How to share an Initiative with other Management Units

Module that this functionality encompasses

Project Portfolio

Purpose of this functionality

In today's business environment, it is often necessary to involve multiple Management Units in the design and execution of Projects and Initiatives. Recognizing this need, STRATWs now offers the functionality of sharing Projects and Initiatives with other Management Units. This allows for more efficient and effective collaboration, ensuring that relevant stakeholders have proper access to information and can contribute to the success of the projects.

Configuring the sharing rule for Projects and/or Initiatives

To configure this rule, access the system with a user who has Administrator or Super User permission. Go to the system's Settings menu and look for Rule Settings or navigate to the options in the "Project Portfolio | Rule Settings" module.

When loading, specify the desired "Classification, Method, and Phase". The settings can be configured for each Phase, each Method, and each Classification for each project role.

For example: In certain types of projects, I want the "Project Leader" to have the ability to share their projects with other Management Units in any phase of the project. Therefore, they need to have editing permission for the "Sharing with other Management Units" rule for these projects in all their phases.

How to share a Project with other Management Units

Once the configuration is set to grant permission for the Project's Primary Role to have editing permission in the "Sharing with other Management Units" rule, at least in the Initiation phase of the project as demonstrated in the previous step, simply access a previously registered project or add a new one with the same Classification and Method already configured. Since the rule is also linked to the project phase, it is important to ensure that the accessed project has the rule configured for its current phase. To share the project, click on the "Share" option in the left menu. A new window will appear where you can select the Management Units that will have access to view the project.

Important:

The Management Units that appear will be those to which the participant performing the sharing action has access.
Sharing will provide viewing access to the Projects for users in the shared Management Unit, always respecting the user's minimum reading access level.
The editing rules for the Project remain the same. In other words, to edit the project, the user must be a participant and have a role with the necessary permissions to make changes to the project.
The project listing will now include all projects in the Management Unit, along with projects shared with that Management Unit. Shared projects can be visually identified by an icon at the end of the project description.

The project listing filter allows you to include or exclude shared projects.

The Project Portfolio report (Project Portfolio | Projects) may be affected by shared Projects or Initiatives. To accommodate this, STRATWs includes a field in the filter that allows the inclusion or exclusion of shared Projects/Initiatives.

The Tasks Summary report (My Dashboard | Summary | Tasks) may account for Tasks produced in a shared Project/Initiative in a specific Management Unit when filtered by the shared Management Unit.

The Projects report in the My Dashboard Summary (My Dashboard | Summary | Projects) may account for Projects in the Management Units where they have been shared. In the filter options, you can choose to display shared Projects or not.

How to share an Initiative with other Management Units

Once the configuration is set to grant permission for the Initiative's Primary Role to have editing permission in the "Sharing with other Management Units" rule, at least in the "In Identification" phase of the Initiative, as demonstrated in the rule settings, simply access a previously registered Initiative or add a new one with the same Classification and Method already configured. Since the rule is also linked to the Initiative phase, it is important to ensure that the accessed Initiative has the rule configured for its current phase. To share the Initiative, click on the "Share" option in the left menu. A new window will appear where you can select the Management Units that will have access to view the Initiative.