O2D Overview - Getting Started with Projects

[Music plays, CSIRO logo appears on bottom right hand corner of screen, and text appears:  SROM:  Opportunity to Delivery System and Process]

[Text appears on screen:  Introduction to the O2D System.  Part 1:  Getting started with Projects] 

[Image changes to show a computer screen]

Narrator:  So now that we’ve had a look at the O2D process, how is all of this going to be put into practice?  Well the O2D system has been developed in Microsoft Dynamics.  You should have a new icon on your desktop that looks like this. 

[Image changes to show the arrow cursor moving across to an icon on the left hand side of the screen]

This takes you to the O2D system.  Before we go there though, let’s have a look at some of the things that O2D has replaced. 

[Image changes as a new screen appears titled ‘Enterprise Opportunities Pipeline’]

The Enterprise Opportunity Pipeline has been incorporated into O2D.  Some of the off system tools have been incorporated, such as the project brief plan and the risk management tool. 

[Image changes as various screens appear]

Other off system tools, like the CCF, are going to be incorporated into O2D in future releases.  OK, so now let’s go and have a look at the O2D system. 

[Image changes as a new screen appears titled ‘CSIRO Welcome to O2D’]

OK, so here we are on the O2D welcome screen.  This is a dashboard view that welcomes us when we arrive into the O2D system.  You can see over here there’s some links to navigation guides and support, as well as some other interesting fields. 

[Image changes to show the arrow cursor moving across to links on the left hand side of the screen]

Now this is all customisable, and this is the, you know, standard default view, but you can choose other views, or you can create a new view, and you can set whichever view you like as your default.  Something else that’s important to note on this screen is this orange bar across the top. 

[Image changes to show the arrow cursor moving to the orange bar at the top of the screen]

That denotes that I’m in the Sandbox environment, which is a testing and training environment.  The Production environment will have a blue ribbon across the top.  OK, before we go any further I’d like to say that like you I’m new to this O2D system and I haven’t had any formal training, it’s just been a, you know, learning by doing, and I found it to be quite an intuitive system, so I think most of you will have no problems with it as well. 

Now across the top here we’ve got the navigation ribbons, and so we’re in the O2D system at the moment.

[Image changes to show the arrow cursor moving to the top left hand corner of the screen] 

There’s also the Customer Relationship Management System and some settings that have no relevance to most of us, so you can stay out of that part of the system.  Now this Home icon brings us back to our homepage in the O2D system, and then we’ve got the O2D ribbon which has things like the dashboards, opportunities, projects, and so on.  So let’s go and have a look at the projects first.

[Image changes as a new screen appears titled ‘Active Projects’] 

OK, so now we’re in the Active Project view, and you can see here all 2,600 active projects that have been loaded into this system.  You know, this is an export from our Production database that we’ve been using, so these are real projects, and they’re all 2,600 of them.  So that’s quite a lot, and so one of the first things you might want to do is to be able to narrow things down in your view, so you could search for things based on a keyword, and so this shows all the projects with BHP somewhere in the phrase, so it could be in the title of the project or the customer, or whatever it might be.

[Image changes to show a keyword being entered into the search line and a new screen appears] 

As well as the search, we’ve got a filter option here with this little funnel, so with that we can then go through and say let’s find stuff in certain programs.

[Image changes as the arrow cursor moves to click on the filter button on the top right hand side of the screen and dropdown boxes appear] 

So we can do a search here on over the term that contains the word ‘gas’, and we have two programs that contain the word ‘gas’ in their name, All gas and fuels and Onshore Gas, so that filter gave us both of those.  And by clicking on that filter I can remove that from, and go back to the full list.

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Another way of filtering things is with the graphical view, so over here.

[Image changes to show the arrow cursor moving across to an icon on the right hand side of the screen] 

So at the moment this is showing all the projects.  And if I go down and do this, Projects by Business Unit, it shows me the lists there by business unit.

[Image changes to show a dropdown box appearing on the screen, a line is selected, and then a graph appears] 

And so if I click on energy it shows me all the energy related projects.

[Image changes to show a line being selected on the graph and a new screen appears on the left hand side of the screen] 

If I want to go further down I can go to Program, and this gives me a list of the programs and how many projects are in each.

[Image changes to show a dropdown box appearing on the screen, a line is selected, and then a graph appears] 

And then I can click on one of those and go through all the projects in that program.

[Image changes to show a line being selected on the graph and a new screen appears on the left hand side of the screen] 

And I can get rid of this filter by again clicking on the filter and it will take me back up to the top level.

[Image changes to show the arrow cursor clicking on the filter icon at the top of the screen] 

So if I refresh that chart it’s going to show me all the programs across CSIRO, so that I might want to go back up to Business Unit level.

[Image changes to show the arrow cursor clicking on an icon on the right hand side of the screen, then a dropdown box appears on the screen, a line is selected, and then a graph appears] 

I can add other charts here.  I can export things, or expand and collapse, and so the charts are an interesting way of going around about these sort of things.  OK, so let’s go and have a look at individual project record.  So I’m going to filter by prime customer and I’m going to do a custom filter again.

[Image changes to show the arrow cursor selection icons and dropdown boxes appear] 

[Image changes as the view is enlarged]

It begins with... 

[Image changes to show a keyword being entered into the search line and a new screen appears]

All right, so it’s a project with Geodynamic.  So I can go into that project here and it shows the project view. 

[Image changes to show the project being selected and a new screen appears]

So here we have the project page for the Heat Use in Gas Processing Project.  You can see some basic information about the project, and then there are these headings which are expandable sections with more information behind them. 

[Image changes to show a heading being selected and the view enlarges as more information appears on screen]

So for example under Current Status, this is where we can do some reporting, so this is a text field, so I can click in this text field and type in things like you know something’s been published, whatever it is you might want to highlight to your management. 

[Image changes to show the arrow cursor positioning over a text field, and then data being entered]

Then there are some dropdown fields like the Delivery Status, so is the project on track, or are we at risk of going way outside of scope or something like that, so I’m just going to say On Target. 

[Image changes to show the Delivery Key Points line being selected and a dropdown box appears]

And this was the status that I’d put in earlier for the budget, so we were at risk because it was underspent. 

[Image changes to show the arrow cursor indicating to lines on the right hand side of the screen]

And you can see this recorded in the history here. 

[Image changes to show the arrow cursor indicating to Status History at the bottom of the screen]

Same with Milestones, you can see the milestones here. 

[Image changes to show the arrow cursor selecting Milestones and a new screen appears]

So there were 13 milestones on this, largely technical ones, so you know the date at which things were completed, so this one’s been... a billing milestone has been billed, but there are also technical milestones, and you can go into them. 

[Image changes to show a message box appearing on screen]

Now I’ve just tried to navigate away without changing something, so it’s given me a warning, so I can cancel that and save before moving on.  So let’s go and have a look at one of these milestones. 

[Image changes to show a line being selected and a new screen appears]

And in here I can give an update, so if it’s you know again at risk of going over time or whatever, and I can put in some information, I could also put in some notes around the milestones as well, so it lets us record and manage all of that. 

OK, so that’s a bit of an overview of the project aspect of the O2D system.  So if I navigate back to the homepage from here.

[Image changes as a new screen appears titled ‘CSIRO Welcome to O2D’] 

And just say I want to go back to that project page, if I go down to projects and hit this little dropdown arrow it shows the recently viewed projects, so I can go straight back to that project quite quickly.

[Image changes to show the arrow cursor selecting icons at the top of the screen and a new screen appears] 

 [Music plays, CSIRO logo appears with text: Big ideas start here www.csiro.au]