Projects

Overview

Projects allow you to manage long-term tasks and combine multiple activities under one umbrella. Each project includes a collection of tasks with varying deadlines and responsibilities, often involving collaboration among multiple team members. Using a RASCI matrix within projects helps clarify roles and responsibilities, enabling efficient workload distribution and progress monitoring.

On the Overview page, all projects are categorized under the tabs All, Open, In Progress, and Closed. You can toggle between list and chart views for a more visual representation of your projects.

• Click on a specific project to manage its details.
• Use the Create button to initiate a new project.

Creating a new project

To set up a new project:

• Select the responsible person, status, and priority.
• Fill in the project name and assign a classification.
• Select a domain (this is a customizable attribute, e.g., IT, Marketing, or Improvement).
• Provide a brief description and identify applicable regulations the project must adhere to.
• Specify a workstream if the project is part of a larger initiative, such as "IT Projects," "Information Requirements," or "Externals." Workstreams help organize and visualize projects in Gantt charts or timelines.
• Provide information about the project’s benefits, assumptions, deliverables, resources, involvement, and goals.

Click Save to finalize the project setup.

Managing a project

Each project has multiple tabs designed to help organize and monitor different aspects. Click on a project to manage it.

General

Under the General tab, you can see and edit the project details by clicking the Edit button.

As with most elements, you may write notes by clicking the Notes button on the right or manage its Access and Sharing by clicking the three horizontal dots in the top right corner.

Click on the blue menu icon at the top left to expand the menu; you can then select the different tabs to edit.

Cost & Impact

The Cost & Impact tab records the project’s expected impact and associated risks in monetary terms. Under this tab, you also provide information on the current risk and the target risk after completion of the project. By clicking the Edit button, you can edit that information.

Tasks

The most crucial menu item is the Task tab. View, edit, or update tasks to align with the project’s goals. Link tasks to the project using the Add button.

Progress

After linking the tasks, the next step is to monitor the progress. On the Progress tab, you can see all tasks with their due and start date and the project's overall progress depending on the status of the individual tasks. Click Edit if you want to activate the Reoccurring project function.

People

On the People tab, you can assign people to different project roles. (More attributes for project roles can be created in the Compliance Settings; you need data protection manager or IT security manager privileges to do this.)

A project usually has multiple attributes, one of them being the workstream. Multiple projects can be combined into a workstream. This makes it easier to visualize the time or Gantt diagram.

The project has multiple menu items. The General tab describes the different attributes of the project, such as the workstream it is in, the person responsible for the project, and various other characteristics of the project.

RASCI

 Click Edit to define roles and responsibilities using the RASCI framework under the RASCI tab. 

• Responsible: the person responsible for that project.
• Accountable: the person who is ultimately accountable for the correct and thorough project completion.
• Support: a person who can support to fulfill the project.
• Consulted: a person who should be consulted before making a decision.
• Informed: a person who should be notified after completing.

First, enter the different aspects of the project in the top field. You can click Add to include more aspects. Examples of aspects might include "needs analysis and requirements definition", "budget planning and approval", "data protection and security analysis", etc.

Then, you can assign the appropriate RASCI responsibilities for each aspect and team member.

Assessment

Link assessments to your project under the Assessment tabs. Click Add, choose the required assessment, or create a new one by clicking the Create button. Click the Add to list button to link the assessment.

Meetings & Activities

Link the Meetings & Activities to the project in the same way under the corresponding tab.

Workflows

Trigger workflows under the corresponding tab.