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Set User Rights by Lean PPM™ Role

This article shows how to configure the rights of Meisterplan users to fit their respective Lean PPM™ responsibilities.

General

Configuring permissions according to each user’s responsibility within the framework includes the following:

  • Configuring User Groups
    • Administrative Rights (e.g., to edit absences)
    • Integration Rights (e.g., to import and export data)
    • Project and Program Rights (e.g., for editing the Plan of Record or the resource pool)
    • Project Field Rights (e.g., to edit projects fields)
  • Configuring Portfolio Access Rights
  • Configurig the Customizable Navigation

We recommend being more restrictive with user rights to start. It is typically easier to grant more permissions at a later time if necessary.

Configure User Groups

To access this functionality, you need to have the Manage Users and User Groups right.

For each Lean PPM™ responsibility, configure one user group and assign the relevant users as described below.

You can learn more in the article Manage User Groups.

Portfolio Coordinator

Role and Responsibilities

Typical Organizational Role Lean PPM™ Responsibility Typical Meisterplan Activities
  • Head of PMO
  • PMO Team Member
  • Business Unit Manager
  • Program Manager
  • IT Coordinator
  • Responsible for all or part of the company’s project portfolio (e.g., for a business unit or a program)
  • Guides other roles through the entire process
  • Translates strategy into project prioritization criteria
  • Supports Initiator during idea phase, for example, by facilitating resource requirement estimates
  • Creates portfolio suggestions
  • Prepares decision-making meetings (outside of execution phase)
  • Adds portfolios
  • Configures reports
  • Adds new projects, e.g., fast track proposals from management
  • Deletes projects
  • Schedules projects in the Gantt chart
  • Changes rank of a project

Access Rights and View Permissions

User-Group-Portfolio-Coordinators-1.5.png

Click the screenshot to get a larger view of the configuration.

Pipeline Review Committee Member

Role and Responsibilities

Typical Organizational Role Lean PPM™ Responsibility Typical Meisterplan Activities
  • Department Managers
  • Business Experts
  • Reviews, evaluates and prioritizes initiatives

Assumption: PMO performs all activity in Meisterplan during pipeline review meeting

  • Views relevant projects to stay up to date and be able to form an informed opinion

Access Rights

User-Group-Pipeline-Review-Committee-Members-1.4.png

Click the screenshot to get a larger view of the configuration.

Portfolio Board Member

Role and Responsibilities

Typical Organizational Role Lean PPM™ Responsibility Typical Meisterplan Activities
  • Senior Manager
  • Executive
  • Responsible for seeing strategy through to execution by using successful project portfolio management
  • Exerts control over active portfolio
  • Makes decisions regarding issues in active portfolio
  • Decides on the future project portfolio and the respective budgets

Assumption: PMO performs all activity in Meisterplan during board meeting

  • Views relevant projects to stay up to date and be able to form an opinion

Access Rights

User-Group-Portfolio-Board-Members-1.4.png

Click the screenshot to get a larger view of the configuration.

Execution Steering Member

Role and Responsibilities

Typical Organizational Role Lean PPM™ Responsibility Typical Meisterplan Activities
  • Department Manager
  • Senior Manager
  • Executive
  • Responsible for executing strategy through individual projects
  • Exerts control over active projects
  • Makes decisions regarding issues in active project
  • Resolves project management challenges

Assumption: Portfolio Coordinator performs all activity in Meisterplan during execution steering meeting

Access Rights

User-Group-Execution-Steering-Members-1.4.png

Click the screenshot to get a larger view of the configuration.

Project Manager

Role and Responsibilities

Typical Organizational Role Lean PPM™ Responsibility Typical Meisterplan Activities

Project Manager
  • Reports project status
  • Reports project resource requirements
  • Escalates project issues
  • Presents project to decision-making board (if required)

Assumption: PMs provide only necessary information

  • Updates project status
  • Updates the notes to clarify status, needs for decision, or requests (such as additional capacity requirements)
  • Adds or updates milestones, dependencies and financial events
  • Updates Actual Time Worked
  •  

Access Rights

User-Group-Project-Managers-1.4.png

Click the screenshot to get a larger view of the configuration.

Resource Manager

Role and Responsibilities

Typical Organizational Role Lean PPM™ Responsibility Typical Meisterplan Activities

Team Lead
  • Ensures correct mapping of resources to roles & skills
  • Staffing: (re-)assigns resources to projects
  • Resolves day-to-day/tactical resource management issues
  • Updates each resource's primary role, skills and absences
  • Staffs role
  • Edits allocations

Access Rights

User-Group-Resource-Managers-1.5.png

Click the screenshot to get a larger view of the configuration.

Initiator

Role and Responsibilities

Typical Organizational Role Lean PPM™ Responsibility Typical Meisterplan Activities
  • Manager
  • Key Account Manager
  • Expert
  • Brings in initiative
  • Captures initiative and details it out in the project proposal
  • Presents project proposal to Pipeline Review Committee (if required)
  • Adds new projects
  • Enters project details
  • Places new projects on timeline
  • Specifies scheduled workload on a role-basis

Access Rights

User-Group-Initiators-1.3.png

Click the screenshot to get a larger view of the configuration.

If you want initiators to add their project initiatives in the Plan of Record (as opposed to in a scenario), also configure the Edit Plan of Record right in the Project and Program Rights section.

Team Member

Role and Responsibilities

Typical Organizational Role Lean PPM™ Responsibility Typical Meisterplan Activities

Any employee
  • Works on assigned projects
  • Views information regarding their own projects and their own planned capacities

Access Rights

User-Group-Team-Members-1.4.png

Click the screenshot to get a larger view of the configuration.

Portfolio Access Rights

For each portfolio, configure its access rights to ensure the relevant users can view it.

Manage-Portfolios_Edit.png

Under Manage >Portfolios, edit each portfolio and configure access rights per user group. New users will automatically have all access rights of their user group.

The following table shows the recommended Portfolios and which Lean PPM™ roles should have access to them.

Recommended Portfolios

Lean PPM™ roles

Pipeline: New
  • Portfolio Coordinator
  • Initiator

Pipeline: Review
  • Portfolio Coordinator
  • Pipeline Review Committee Member

Planning: Active + Approved + Seeking Approval + On Hold
  • Portfolio Coordinator
  • Portfolio Board Member
  • Resource Manager
  • Execution Steering Member

Execution: All Active Projects
  • Team Member

Execution: All Critical Projects
  • Execution Steering Member
  • Portfolio Board Member

Additionally, it’s useful to provide additional portfolios for certain roles such as project manager or resource manager. These should grant them access to the projects or resources for which they are responsible.

You can learn more about portfolios in the Portfolios in Meisterplan - Overview article.

Views in the Left Sidebar

Under Manage > Customizable Navigation, you can select which user groups have access rights for each sidebar view. Ensure users only see the views they really need so they can focus on what is relevant to them. Learn more in the article Manage Customizable Navigation.

Portfolio Coordinator

View Recommended Use
Portfolio Designer

Central planning tool for an overview and scheduling of projects.
Portfolio Dashboard

Quick overview of portfolio health and most important KPIs.
Project List

For bulk changes and communication.
Board

For managing the stage gate process.
Goals For managing company goals.
Roadmap For communicating the roadmap.
Reports

For data-based portfolio evaluations.
Integrations Mmanaging tool connections for streamlining data flow.

Pipeline Review Committee Member

View Recommended Use
Portfolio Designer

Overview of current portfolio composition.
Project List

Quick overview of projects currently under consideration.
Board

Overview and managing of the project pipeline and approval stages.
Goals For understanding the company's strategic goals.

Portfolio Board Member

View Recommended Use
Portfolio Dashboard

Quick overview of portfolio health with most important KPIs.
Board

Overview of the project pipeline and approval stages.
Goals Overview of set goals and high-level KPIs.
Roadmap For viewing projects by goals and tracking deliveries.
Reports

Various evaluations for strategic overview and decision support.

Execution Steering Member

View Recommended Use
Portfolio Designer

Overview of active projects and their schedules.
Project List

Overview of at-risk projects.
Roadmap Overview of delivery roadmap.

Project Manager

View Recommended Use
Portfolio Designer

High-level planning activities; see own projects in portfolio context.
Project List (optional)

Quick overview and editing of projects.
Goals Understanding company goals.
Roadmap Communicate project deliveries.

Resource Manager

View Recommended Use
Portfolio Designer

Overview of pending projects and their priorities and milestones.
Team Planner

For managing team workload and staffing roles.
Reports

For capacity evaluations.

Initiator

View Recommended Use
Project List

Quick overview and editing of project initiatives.
Board

For tracking the project pipeline and approval stages.
Goals

For understanding the company's strategic goals.

Team Member

View Recommended Use
My Projects

Focus on own work; capture actual time worked by project.
Roadmap

Understanding company projects and their timelines.

 

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