Employees often belong to a functional department (e.g. Purchasing department) and are often assigned to one or more projects to perform their work. There is a need to define project assignments where people can be assigned to a project and given certain assignments in the project. This adds the value of roles to a project. However roles do not have to be the same as job titles. The level of authority for a person is linked to his functional role but it is only exercised within the context of a project assignment.
The project role functionality in IFS Cloud offers you the ability to,
Once all the project roles that can be used in a company are defined they can be connected to projects. Afterwards you can use them to create role assignments and assign persons to these roles in the project.
All the project roles that can be used in a company are defined in the
Project Basic/Default Project Roles page. It
is only the project roles defined here that can be used in e.g., a purchase
authorization routing or be assigned to a project.
Each created project role
is classified with a type of role similar to the following:
You can create an unlimited number of project roles of the type of role Other. This is also the type of role you can connect to an optional project, sub project or activity and manually assign people. You can only create one each of the other six types of roles in the same company.
When a new project is created for the company the project roles that have
the Default to Project slider switch is enabled will be copied to the
project. They are listed in the Project Setup Parameters/Roles
tab and you can add more or remove project roles in this tab for the specific
project. If you add a new project role it must first be defined in the
Project Basic/Default Project Roles page.
All types of roles except the role type Other are roles that are assigned
by the system. You can use the Generate Role Assignments command to let
the system automatically connect these project roles to the WBS structure and
assign persons to these roles. A new project role of type Other will be generated
to the top of the project and no person will be assigned to this project role.
A person must be assigned manually to the role of type Other in the
Role Assignments section under the Roles tab in
Project Setup Parameters page.
If you remove a project role of type Project Manager, Sub Project Manager, Activity Responsible or Financially Responsible in the Role Definition section, the Generate Role Assignments command should be run to remove all role assignments to this role in the project. If it is a project role of type Other that is removed, this role and corresponding role assignments will be removed automatically.
The Generate Role Assignments command will create role assignments and assign persons for project roles defined in the Role Definition section under the Roles tab in Project Setup Parameters page.
This option can be performed for a single role or for multiple roles. If it is performed for a selected role in the Role Definition section, it will only generate role assignments for the selected role. If it is performed for multiple roles in the Role Definition section, it will generate role assignments for the selected project roles for the project.
The Role Assignments section under the Roles tab in Project Setup Parameters page enables you to view and modify the persons assigned to different project roles in the WBS structure. You can also add or remove project roles connected to the project, sub project or activity for project roles of type Other. The rest of roles that are assigned by the system like the Project Manager, Sub Project Manager role types can only be updated by using the Generate Role Assignments command.
If all the role assignments to a project role should be removed, the project role should first be deleted in the Role Definition section.
The company requires the Project manager (PM), Project Cost Controller (PCC),
Project Purchasing Manager (PPM), Sub Project Manager (SPM) and Activity Responsible
(AR) project roles in their projects. The frequently used roles in the projects
are the Project Manager (PM) and Project Cost Controller (PCC) roles. These
project roles are e.g, used in purchase authorization while the other roles
are less frequently used.
The company will use the Project Manager, Project
Cost Controller, Project Purchasing Manager and Sub Project Manager roles in
a new project XYZ. The person MIKE should be assigned as Project Manager, the
person RALF should be assigned as Project Cost Controller, the person ALAIN
should be assigned as Project Purchasing Manager, the person MARIO should be
assigned as Sub Project Manager for sub project SP1 and the person NIGEL should
be assigned as Sub Project Manager for sub project SP2.
The following steps are used to create the project roles and maintain role assignments for the XYZ project: