---
title: Solution Setup Guide
---

# PROJECT HUB P3M GUIDES

 Solution set up guides for every role and member of your portfolio team.

<https://www.thedigitalproject.com.au/guides/project-hub-p3m#>

## PROJECT MANAGERS

As a Project Manager you can create and edit projects where you are assigned as the owner, or where the project has been shared with you with edit access. Project Managers are responsible for updating all data that relates to their project.

Setting up a Project**

1. Navigate to the left nav menu select **Projects**
2. Select **New Project** in the ribbon
3. On the summary tab displayed complete all fields with a red astericks (Name, Start, Finish, Business Unit)
4. Up the **Fly Out Menu (top right) ** fields, and choose the appropriate business unit, Portfolio , and program to associate your project to
5. Complete all other known fields on the form, for people picker fields select the magnifying glass option
6. Select all options in the **Tab Selector **field to enable further tabs to display
7. Select **Save** on the ribbon to save your project

Set up Project for Web Tasks** Project Hub P3M by default uses Microsoft Project for the Web. If you have an mpp file or excel file, these can be imported upon creation of a project. Reach out to your administrator for assistance.

1. Select **Tasks** tab within your Project to open the project for the web tasks tab and to build a schedule. (this tab requires cookies enabled + pop ups enabled)
2. Select **Add** to add a new task name
3. Enter a **Duration ** for your task (dates will automatically populate)
4. Add a second task and this time select the task name and click the 3 dots at the end of the name to view the task options, choose promote or make sub task (this creates indentation (water fall style schedule)
5. Select **Task Details** to open the task details pane (add notes, attachments, dependencies)
6. Insert the **Assigned to** column to assign tasks to end users
7. Insert **More Columns** to show effort, priority levels, tags, outline numbers
8. Select **Board ** to show your tasks grouped by different levels (choose different board views, including **Sprint** views)
9. Select **Timeline **to view tasks across a roadmap
10. Select **Charts ** to see effort by resources
11. Select **People** to see grouping of tasks by resources (similar to planner)

Enterprise project assessment**

The assessment tab is an enterprise assessment that can be used for each type of project to measure and score against: complexity, change impacts, risk profiling, and strategic alignment.

1. Select **Assessment ** tab to complete the online form
2. Enter a number figure down the left hand side for each section
3. As you select **Save** the type of category name and score will update
4. Select **Save and Close** to then view the output on the summary tab section of your project

Project Documents**

The documents tab within a Project (if enabled) shows a SharePoint document library that can be used to create, and store, upload project documentation. Access is managed via the location of the folder (per project) in the SharePoint Document Library location set up by your administrator.

1. Select **Upload** to upload new document files
2. Select **New **to create new documents that will automatically save in this location
3. Select the 3 dots (elipse) to edit and or change the location of the document library

Note: if you are running document automation per creation or project stage then you may have additional options visible

Project Team Permissions** The Project Owner (creator or assignee) is responsible for sharing their project with other team members. This is achievable where users are set up in the system and appropriately licensed. The program, portfolio and business unit teams associated to your project will automatically be granted access. 

1. Open an existing project
2. In the top right fly out drop-down, select the name of the **Record Owner** field to navigate to the record owner team
3. Select the drop-down on the top left of the right grid and select the permissions/roles you wish to assign to a user
4. Select the "Add Existing User" on the top right of the grid to assign a user with the role you selected from step 3
5. Select **Save** or **Save & Close** on the top ribbon

 

Manage Risks**

1. Navigate to the **Risk** tab of a Project
2. Select the **New Risk** button on the top right of the grid
3. On the Risk form, fill in all the mandatory fields. For improved data quality, complete as many fields as possible on the form.
4. To submit the risk for approval, enter the name of the **Approver ** then switch the **Submit for Approval** toggle 
5. To turn a risk into an issue, select the **Risk stage** on the top process flow and select **Next Stage, **then select the **Create** button to create a new issue that is related to the current risk
6. Switch the **Unlock **toggle to assign or update a due date to the risk. As a project manager you can change the due date and the change history will be captured on the change history tab
7. To escalate a risk to another level change the **Level** field to Program, or Portfolio
8. Select **Save** or **Save & Close** on the top ribbon

 

Manage Issues**

1. Navigate to the **Issue** tab of a Project
2. Select the **New Issue** button on the top right of the grid.  
   **Note: Issues may automatically be present if they are created from a Risk. In this case complete existing issue information on the form**
3. Fill in all mandatory fields on the form. For data quality purposes, complete as much detail as possible
4. Switch **Unlock **toggle to assign a due date to the issue. As a project manager, you can change the due date and the change history will be captured
5. Select **Save **or **Save & Close** on the top ribbon

Manage Benefits**

1. Navigate to the **Benefits **tab of a Project
2. Select the "**New Benefit**" button on the top right of the grid to create a new benefit
3. On the benefits form, fill in all the mandatory fields. For data quality purposes, complete as much detail as possible
4. Switch the **Unlock **toggle to assign a **due date** to the benefit. As a project manager, you can change the due date and the history of changes will be captured
5. Select **Save **or **Save & Close** on the ribbon

Manage Financials**

To use the financial tab this requires your administrator setting up budget, and cost and sub categories, as well as your default fiscal years. The dates shown in your financial tab are related to the **start **and **finish **dates on the **summary tab **of your project.

1. Expand the **Budget, Cost, Sub Categories** by selecting the **+icon**
2. You can enter $ at a year, quarter and month level 
3. Enter values for budget, forecast and actuals as required. (note: if actuals are derived from finance system actuals will be read only)
4. Use the **Filters Columns** links on left of grid to choose, filter, show required data
5. Ensure you select **save ** before navigating away from your grid

 

Manage Lessons Learned**

1. Navigate to the **Lessons Learned** tab of a Project
2. Select the "**New Lessons Learned**" button on the top right of the grid
3. On the Lessons Learned form, fill in all the mandatory fields. For data quality purposes complete include as much detail as possible.
4. Select **Save** or **Save & Close** on the top ribbon

Note: you can also view lessons learned at a portfolio level too  by choosing **Lessons Learned **on the portfolio tab in navigation area.

Manage Resource Requests**

1. Navigate to the **Resources** tab of a project
2. Select the **Add** button on the top left of the grid
3. Select a **role** from the drop down list and then choose a resource whom is associated with that role
4. Enter the required number of days you require the resource for each month into the grid
5. Highlight the row /s required for submission then select **Submit** on the top left of the grid
6. Select **Save** or **Save & Close** on the top ribbon
   
   Note: requests are approved by those who have access to the **Bookings **screen in the workforce navigation area

Manage Dependencies**

1. Navigate to the **Dependencies **tab on the left navigation bar
2. Select the **New** button on the top ribbon
3. On the dependency form fill in all the mandatory fields. For data quality purposes, complete as much detail as possible. Most importantly, choose a **Dependency Type** for the record
4. After choosing a dependency type, fill in the fields of the popup section 
5. To submit the dependency for approval, switch the "**Submit for Approval**" toggle and assign an approver. Then a user can track the approval status in the below fields
6. Select **Save** or **Save & Close** on the top ribbon

Manage Change Requests**

1. Navigate to the **Change** tab of a Project
2. Select the "**New Change**" button on the top right of the grid
3. On the change form, fill in all the mandatory fields. For data quality purposes, complete as much detail as possible
4. Switch the **Unlock** toggle to assign a due date to the change. As a project manager, you can change the due dates and the change history will be captured
5. To submit the change for approval, switch the **Submit for Approval** toggle and assign an approver
6. Select **Save **or** Save & Close** on the top ribbon

Manage Milestones**

1. Navigate to the **Milestone** tab of a Project
2. Select the "**New Milestone**" button on the top right of the grid
3. On the milestone form, fill in all the mandatory fields. For data quality purposes, complete as much detail as possible
4. A milestone can be related to a risk, issue, change, benefit, or action in the **Related** section
5. Switch the **Unlock** toggle to assign a due date to the milestone. As a project manager, you can change the due date and the change history will be captured
6. Select **Save** or **Save & Close** button on the top ribbon

Manage Status Reports**

1. Navigate to the **Status Report** tab of a Project
2. Select the  **New Status Report** button on the top right of the grid
3. On the status report form, fill in all the mandatory fields.
4. Complete all required rag fields, and add descriptions for each rag
5. Switch the **Submit** toggle to apply all the statues
6. Select **Save** or **Save & Close** on the top ribbon

Copying & Bulk Data Editing**

1.  Navigate to a default view of an entity from the left navigation bar
2. Edit the form by selecting **Edit columns** on the top right. Including the fields you want to edit in your view
3. Select the drop-down button to the right of the **Export to Excel** button
4. In the drop-down list, select **Open in Excel Online**
5. Edit the records in the pop-out excel form or copy and paste them from your desktop to the excel online form  
   (**Notes**: To create records, make sure all mandatory fields are included in the view and are filled with data)

Project Dashboard**

The Project Dashboard is displayed by default when you first open your project. The dashboard shows items that are active, and open that relate to content within your project records.

The traffic light status is driven from the latest report that has been added. 

The financials are reflective of what totals exist within the investment grid.

Note: The dashboard may take between 5-15 minutes to update.

Managing a Project in Teams**

You can manage your project within Microsoft Teams. To do this complete the following steps:

1. Open Microsoft Teams
2. If you see your "group" you can add another tab in teams
3. Choose Website
4. Enter the URL of your project within Microsoft Teams.
5. Next you will see your project visible in teams
6. If you want to add your project as a "teams" app you will need to ask your administrator of O365 to complete this task (below in admin section)

## PROGRAM MANAGERS

Program Managers can see and edit programs assigned to them, as well as projects that are part of their program, where the program name has been tagged.

SETTING UP A PROGRAM**

1. Navigate to the left nav menu and select **Programs**
2. Select **New **in the ribbon
3. On the summary tab displayed, complete all fields with red asterisks (Name, Start, Finish)
4. Up the **Fly Out Menu (top right) ** fields, and choose the appropriate business unit and Portfolio to associate your program to
5. Complete all other known fields on the form, for people picker fields select the magnifying glass option
6. Select all options in the **Tab Selector **field to enable further tabs to display
7. Select **Save** on the ribbon to save your program

PROGRAM TEAM PERMISSIONS**

1. Navigate to a Program
2. In the top right fly out drop-down, select the name of the **Record Owner** field to navigate to the record owner team
3. Select the drop-down on the top left of the right grid and select the permissions/roles you want to assign to a user
4. Select the "Add Existing User" on the top right of the grid to assign a user with the role you selected from step 3
5. Select **Save** or **Save & Close** on the top ribbon

PROGRAM RISKS**

1. Navigate to the **Risk** tab of a Program
2. Select the **New Risk** button on the top right of the grid
3. On the Risk form, fill in all the mandatory fields. For improved data quality, complete as many fields as possible on the form
4. To submit the risk for approval, switch the **Submit for Approval** toggle and assign an approver
5. Switch the **Unlock **toggle to assign a due date to the risk. As a program manager, you can change the due date and the change history will be captured
6. Select **Save** or **Save & Close** on the top ribbon
7. To see risks related to projects part of the program toggle the view to show Active Project Risks  
   (**Note**: Risks can also be escalated from projects by Project Managers to the Program too)

 

PROGRAM ISSUES**

1. Navigate to the **Issue** tab of a Program
2. Select the **New Issue** button on the top right of the grid.   
   **Note: Issues may automatically be present if they are created from a Risk. In this case complete existing issue information on the form**
3. Fill in all mandatory fields on the form. For data quality purposes, complete as much detail as possible
4. Switch **Unlock **toggle to assign a due date to the issue. As a program manager, you can change the due date and the change history will be captured
5. Select **Save **or **Save & Close** on the top ribbon
6. To see issues related to projects part of the program toggle the view to show Active Project Issues

PROGRAM FINANCIALS**

The investment grid shows an aggregated view of project investments, where the project has tagged the program name to the record of the project.

The investment grid is read-only at the program level. To edit financials go to the project record by selecting **Projects** **tab** on the program record, and double-select to go to the specific project.

PROGRAM MILESTONES**

1. Navigate to the **Milestone** tab of a Program
2. Select the **New Milestone** button on the top right of the grid
3. On the milestone form, fill in all the mandatory fields. For data quality purposes, complete as much detail as possible
4. A milestone can be related to a risk, issue, change, benefit, or action in the **Related** section
5. Switch the **Unlock** toggle to assign a due date to the milestone. As a program manager, you can change the due date and the change history will be captured
6. Select **Save** or **Save & Close** button on the top ribbon
7. To see milestones related to projects part of the program, toggle the view to show Active Project Milestones

PROGRAM BENEFITS**

1. Navigate to the **Benefits **tab of a Program
2. Select the **New Benefit** button on the top right of the grid to create a new benefit
3. On the benefits form, fill in all the mandatory fields. For data quality purposes, complete as much detail as possible
4. Switch the **Unlock **toggle to assign a **due date** to the benefit. As a program manager, you can change the due date and the history of changes will be captured
5. Select **Save **or **Save & Close** on the ribbon
6. To see benefits related to projects part of the portfolio, toggle the view to show Active Project Benefits

PROGRAM CHANGES**

1. Navigate to the **Change** tab of a Program
2. Select the **New Change** button on the top right of the grid
3. On the change form, fill in all the mandatory fields. For data quality purposes, complete as much detail as possible
4. Switch the **Unlock** toggle to assign a due date to the change. As a program manager, you can change the due dates and the change history will be captured
5. To submit the change for approval, switch the **Submit for Approval** toggle and assign an approver
6. Select **Save **or** Save & Close** on the top ribbon
7. To see changes related to projects part of the program toggle the view to show Active Project Changes

PROGRAM STATUS REPORTS**

1. Navigate to the **Status Report** tab of a Program
2. Select the  **New Status Report** button on the top right of the grid
3. On the status report form, fill in all the mandatory fields.
4. Complete all required rag fields, and add descriptions for each rag
5. Switch the **Submit** toggle to apply all the statues
6. Select **Save** or **Save & Close** on the top ribbon
7. To see status reports related to projects part of the program toggle the view to show Active Project Status Reports

PROGRAM PROJECTS**

1. Navigate to the **Project **tab of a program
2. Select **New Project** on the top right of the grid
3. On the project form fill in all the mandatory fields. For data quality purposes, complete as much detail as possible
4. Select **Save **or **Save & Close on** top ribbon

PROGRAM ACTIONS**

1. Navigate to the **Action** tab of a Program
2. Select the **New Action** button on the top right of the grid
3. On the action form, fill in all the mandatory fields. For data quality purposes, complete as much detail as possible
4. Select **Save** or **Save & Close** button on the top ribbon

PROGRAM DASHBOARD**

The Program Dashboard is displayed by default when you first open your program. The dashboard shows items that are active, and open that relate to content within your project records.

The traffic light status is driven from the latest report that has been added. 

The financials are reflective of what totals exist within the investment grid.

Note: The dashboard may take between 5-15 minutes to update.

Copying & Bulk Data Editing**

1.  Navigate to a default view of an entity from the left navigation bar
2. Edit the form by selecting **Edit columns** on the top right. Including the fields you want to edit in your view
3. Select the drop-down button to the right of the **Export to Excel** button
4. In the drop-down list, select **Open in Excel Online**
5. Edit the records in the pop-out excel form or copy and paste them from your desktop to the excel online form  
   (**Notes**: To create records, make sure all mandatory fields are included in the view and are filled with data)

Managing a Program in Teams**

You can manage your program within Microsoft Teams. To do this complete the following steps:

1. Open Microsoft Teams
2. If you see your "group" you can add another tab in teams
3. Choose Website
4. Enter the URL of your program within Microsoft Teams.

## PORTFOLIO MANAGERS

The purchase of our theme is just the beginning of a long-lasting relationship between us and our customers. Be it product knowledge

SETTING UP A PORTFOLIO**

1. Navigate to the left nav menu and select **Portfolios**
2. Select **New **in the ribbon
3. On the summary tab displayed, complete all fields with red asterisks (Name, Start, Finish)
4. Up the **Fly Out Menu (top right) ** fields, and choose the appropriate business unit to associate your portfolio to
5. Complete all other known fields on the form, for people picker fields select the magnifying glass option
6. Select all options in the **Tab Selector **field to enable further tabs to display
7. Select **Save** on the ribbon to save your portfolio

PORTFOLIO TEAM PERMISSIONS**

1. Navigate to a Portfolio
2. In the top right fly out drop-down, select the name of the **Record Owner** field to navigate to the record owner team
3. Select the drop-down on the top left of the right grid and select the permissions/roles you want to assign to a user
4. Select the "Add Existing User" on the top right of the grid to assign a user with the role you selected from step 3
5. Select **Save** or **Save & Close** on the top ribbon

PORTFOLIO RISKS**

1. Navigate to the **Risk** tab of a Portfolio
2. Select the **New Risk** button on the top right of the grid
3. On the Risk form, fill in all the mandatory fields. For improved data quality, complete as many fields as possible on the form
4. To submit the risk for approval, switch the **Submit for Approval** toggle and assign an approver
5. Switch the **Unlock **toggle to assign a due date to the risk. As a portfolio manager, you can change the due date and the change history will be captured
6. Select **Save** or **Save & Close** on the top ribbon
7. To see risks related to projects or programs part of the portfolio, toggle the view to show Active Project Risks or Active Program Risks  
   (**Note**: Risks can also be escalated from projects or programs by Project or Program Managers to the Portfolio too)

 

PORTFOLIO ISSUES**

1. Navigate to the **Issue** tab of a Portfolio
2. Select the **New Issue** button on the top right of the grid.   
   **Note: Issues may automatically be present if they are created from a Risk. In this case complete existing issue information on the form**
3. Fill in all mandatory fields on the form. For data quality purposes, complete as much detail as possible
4. Switch **Unlock **toggle to assign a due date to the issue. As a portfolio manager, you can change the due date and the change history will be captured
5. Select **Save **or **Save & Close** on the top ribbon
6. To see issues related to projects or program part of the portfolio, toggle the view to show Active Project Issues or Active Program Issues

PORTFOLIO FINANCIALS**

The investment grid shows an aggregated view of project investments, where the project has tagged the program and portfolio name to the record of the project.

The investment grid is read-only at the portfolio level. To edit financials go to the project record by selecting the **Projects** tab on the portfolio record, and double-select to go to the specific project.

PORTFOLIO MILESTONES**

1. Navigate to the **Milestone** tab of a Portfolio
2. Select the **New Milestone** button on the top right of the grid
3. On the milestone form, fill in all the mandatory fields. For data quality purposes, complete as much detail as possible
4. A milestone can be related to a risk, issue, change, benefit, or action in the **Related** section
5. Switch the **Unlock** toggle to assign a due date to the milestone. As a portfolio manager, you can change the due date and the change history will be captured
6. Select **Save** or **Save & Close** button on the top ribbon
7. To see milestones related to projects or program part of the portfolio, toggle the view to show Active Project Milestones or Active Program Milestones

PORTFOLIO BENEFITS**

1. Navigate to the **Benefits **tab of a Portfolio
2. Select the **New Benefit** button on the top right of the grid to create a new benefit
3. On the benefits form, fill in all the mandatory fields. For data quality purposes, complete as much detail as possible
4. Switch the **Unlock **toggle to assign a **due date** to the benefit. As a portfolio manager, you can change the due date and the history of changes will be captured
5. Select **Save **or **Save & Close** on the ribbon
6. To see benefits related to projects or program part of the portfolio, toggle the view to show Active Project Benefits or Active Program Benefits

PORTFOLIO CHANGES**

1. Navigate to the **Change** tab of a Portfolio
2. Select the **New Change** button on the top right of the grid
3. On the change form, fill in all the mandatory fields. For data quality purposes, complete as much detail as possible
4. Switch the **Unlock** toggle to assign a due date to the change. As a portfolio manager, you can change the due dates and the change history will be captured
5. To submit the change for approval, switch the **Submit for Approval** toggle and assign an approver
6. Select **Save **or** Save & Close** on the top ribbon
7. To see changes related to projects or programs part of the portfolio, toggle the view to show Active Project Changes or Active Program Changes

PORTFOLIO STATUS REPORTS**

1. Navigate to the **Status Report** tab of a Portfolio
2. Select the  **New Status Report** button on the top right of the grid
3. On the status report form, fill in all the mandatory fields.
4. Complete all required rag fields, and add descriptions for each rag
5. Switch the **Submit** toggle to apply all the statues
6. Select **Save** or **Save & Close** on the top ribbon
7. To see status reports related to projects or programs part of the portfolio, toggle the view to show Active Project Status Reports or Active Program Status Reports

PORTFOLIO PROGRAMS**

1. Navigate to the **Program tab** of a portfolio
2. Select **New Program** on the top right of the grid
3. On the program form fill in all the mandatory fields. For data quality purposes, complete as much detail as possible
4. Select **Save **or **Save & Close on** top ribbon

PORTFOLIO PROJECTS**

1. Navigate to the **Project tab** of a portfolio
2. Select **New Project** on the top right of the grid
3. On the project form fill in all the mandatory fields. For data quality purposes, complete as much detail as possible
4. Select **Save **or **Save & Close on** top ribbon

PORTFOLIO DASHBOARD**

The Portfolio Dashboard is displayed by default when you first open your Portfolio. The dashboard shows items that are active, and open that relate to content within your portfolio records.

The traffic light status is driven from the latest report that has been added. 

The financials are reflective of what totals exist within the investment grid.

Note: The dashboard may take between 5-15 minutes to update.

Copying & Bulk Data Editing**

1.  Navigate to a default view of an entity from the left navigation bar
2. Edit the form by selecting **Edit columns** on the top right. Including the fields you want to edit in your view
3. Select the drop-down button to the right of the **Export to Excel** button
4. In the drop-down list, select **Open in Excel Online**
5. Edit the records in the pop-out excel form or copy and paste them from your desktop to the excel online form  
   (**Notes**: To create records, make sure all mandatory fields are included in the view and are filled with data)

Managing a Portfolio in Teams**

You can manage your portfolio within Microsoft Teams. To do this complete the following steps:

1. Open Microsoft Teams
2. If you see your "group" you can add another tab in teams
3. Choose Website
4. Enter the URL of your portfolio within Microsoft Teams.

## TEAM MEMBERS

As a team member you may have access to projects to contribute to update tasks, that are assigned to you or records that require your attention on projects.

Personal Settings** Personalization settings allow users to set the time zone or change the default language etc to fit their working style

1. Log into your app, select **Settings** on the top right ribbon, and select **Personalization Settings**
2. Fill in the information, as required on each tab (be sure to change your time and date settings as appropriate)
3. For tab setting details please find the attached link: https://learn.microsoft.com/en-us/power-apps/user/set-personal-options

Accessing Projects**

To see projects that are accessible to you click on the **Projects** tab on left navigation.

You will see a view that says **All Active Projects**, in this view you can see a list of projects shared with you.

Double click the name of a project to open the project and review, read records.

Managing tasks**

You may be required to update tasks that are assigned to you within a project. To complete task updates:

1. Open the project and navigate to the **Tasks **tab
2. Insert a column called **Assigned To**
3. Review task details and update the effort column, and associated field information about the task.
4. Toggle the tabs between grid, board, timeline to review task information.
5. Record task notes on the details pane for each task.

Managing Risks**

1. Navigate to the **Risk** tab of your project
2. Select the **New Risk** button on the top right of the grid
3. On the Risk form, fill in all the mandatory fields. For data performance, complete the form as much as possible
4. To submit the risk for approval, switch the **Submit for Approval** toggle and assign an approver
5. Switch the **Unlock **toggle to assign a due date to the risk. As a team member, you can change the due date and the change history will be captured
6. Select **Save** or **Save & Close** on the top ribbon

 

Managing Issues**

1. Navigate to the **Issue** tab of your project
2. Select the **New Issue** button on the top right of the grid.   
   **Note: Issues may automatically be present if they are created from a Risk. In this case complete existing issue information on the form**
3. Fill in all mandatory fields on the form. For data performance, fill in the form as detailed as possible
4. Switch **Unlock **toggle to assign a due date to the issue. As a team member, you can change the due date and the change history will be captured
5. Select **Save **or **Save & Close** on the top ribbon

Managing Milestones**

1. Navigate to the **Milestone** tab of your project
2. Select the **New Milestone** button on the top right of the grid
3. On the milestone form, fill in all the mandatory fields. For data performance, complete the form as detailed as possible
4. A milestone can be related to a risk, issue, change, benefit, or action in the **Related** section
5. Switch the **Unlock** toggle to assign a due date to the milestone. As a team member, you can change the due date and the change history will be captured
6. Select **Save** or **Save & Close** button on the top ribbon

Managing Documents** Project Hub allows users to attach documents to the projects, the documents will be uploaded to the SharePoint site that is set up for the Project.

1. Navigate to the **Document** tab of your project
2. Select **New** or **Upload** to attach a file to your project

**Note**: If you can not upload documents, ask your admin to enable it for your team

Managing Change Requests**

1. Navigate to the **Change** tab of your project
2. Select the **New Change** button on the top right of the grid
3. On the change form, fill in all the mandatory fields. For data performance, complete the form as detailed as possible
4. Switch the **Unlock** toggle to assign a due date to the change. As a team member, you can change the due dates and the change history will be captured
5. To submit the change for approval, switch the **Submit for Approval** toggle and assign an approver
6. Select **Save **or** Save & Close** on the top ribbon

## ADMINISTRATORS

Environment Provisioning**

1. Sign in to the Power Platform admin center at [https://admin.powerplatform.microsoft.com](https://admin.powerplatform.microsoft.com/) as an admin (Dynamics 365 admin, Global admin, or Microsoft Power Platform admin) 
2. In the navigation pane, select **Environments**, and then select **New**
3. Enter the **Name**, **Region**, and **Type** for the environment. Then switch **Create a database for this environment?** to yes and select **Next**
4. Choose a **Language** and **Currency **for user interfaces and reports
5. Switch **Enable Dynamic 365 apps?** to yes then select **Save **(In this step, you can also specify the domain for your environment)

License Requirements**

Project Hub P3M requires the following user licenses by role types: 

- **Admin**: Power BI, Project P5 & Power App
- **Team Member**: Power BI, Project P1 & Power App
- **Project Manager**: Power BI, Project P3 & Power App
- **Program Manager**: Power BI, Project P3 & Power App
- **Portfolio Manager**: Power BI, Project P3 & Power App

Active Directory Synchronisation**

In Azure Portal, group members in Active Directory can be synchronized to the Project Hub P3M App. And it is recommended to use power automate to complete these tasks.

1. Log into the environment
2. Select **Flows** on the left navigation pane
3. Select **New Flow** on the top ribbon and select **Instant cloud flow**
4. Select** Manually Trigger a flow **and** create**
5. Provide your **Security Group Id** and** Environment Id**
6. Create new step **Get group members** and assign Security Group
7. Add new step **Apply to each** and assign Group Members then **save**
8. Select **Test** on the top right ribbon and tick **manually **then select** Test**

Set Up SharPoint Library** In Power apps, we can enable an entity to have files uploaded to the SharePoint site. To enable the function: 

1. Log into SharePoint and create a new site for the app. Copy the URL
2. Log into make.powerapps.com with an admin account and go to **Advanced Settings** by selecting **Settings** on the top ribbon
3. Select **Document Management** under the **System** section
4. Select **Enable Sever-Based SharePoint Integration**
5. Select **Nex**t -> Choose **Online** then **Next** -> Paste the URL of the SharePoint site from step 1 -> **Next**
6. Select **Document Management Settings** and tick the tables that need to enable the document library

Administrator Permissions**

A system administrator has full permissions to customize and administer a Microsoft Power Platform environment. Usually, the account that created the environment is assigned the system admin role by default. To assign another account as an admin:

1. Sign in to the Power Platform admin center
2. Select **Environments** > [select an environment]
3. In the **Access** tile, select **See all** under Security roles
4. Make sure the right Business unit is selected from the dropdown, and select a role from the list of roles in the environment
5. Select **Add people** to add a user, owner team, or group team to the role. If you do not find a user or team to assign the role to, make sure the user or team is present in the environment and the user has Enabled status before assigning a role to them

Brand Theme Settings** Admins can set a basic theme for the app to determine what it looks like. Sometimes this is required to change the banner and color scheme of borders, and records within Power Apps.

1. Log into make.powerapps.com with an admin account and go to **Advanced Settings** by selecting **Settings** on the top right ribbon
2. Select **Customizations** under the **Customization** section
3. Select **Themes** and select **New** on the top ribbon
4. Enter the Theme Name and color hex code to the components to complete the customization then select  **Save & Close**

Personalisation Settings** Personalization settings allow users to set the time zone or change the default language etc to fit their working style

1. Log into your app, select **Settings** on the top right ribbon and select **Personalization Settings**
2. Fill in the information, as required on each tab (be sure to change your time, date settings as appropriate)
3. For tab setting details please find the attached link: https://learn.microsoft.com/en-us/power-apps/user/set-personal-options

Dataverse Limitations**

Please ensure you have reviewed the following Microsoft Site information regarding Power Platform Limitations. As every platform has limitations , we have highlighted below the common links we think are relevant to review:

[Power Apps Limitations](https://learn.microsoft.com/en-us/power-apps/limits-and-config)

[Request Limitations](https://learn.microsoft.com/en-us/power-platform/admin/api-request-limits-allocations)

 

Office 365 Roadmap**

MS provides a roadmap for users to track the history or future updates: [https://www.microsoft.com/en-us/microsoft-365/roadmap?filters=](https://www.microsoft.com/en-us/microsoft-365/roadmap?filters=)

 

Financial Imports**

Administrators can import bulk financial data to display on the investment tab of all projects. This is often required as a soft integration for going live with day 1. To complete a bulk financial upload complete the following steps:

1. Navigate to the **Admin** navigation pane, select **Import Financials** at the bottom
2. Select **Import from Excel** on the top right of the ribbon
3. Select the import file then select **Next**, then match the fields manually then save

(Note: The import file must contain all the mandatory fields of the table and is the same as the current view)

Bulk Content Load** You can bulk load content into tables and this may be required for migration activities. To complete bulk upload navigate to the table within the admin area of the application.

1. Select the **drop-down** icon on the right of **Export to Excel** on the top right ribbon (Select 3 dots if required)
2. Select **Open in Excel Online**
3. In the excel sheet, fill in the column with the value then select **save**

(**Note**: Before bulk content load, make sure all mandatory fields are included in the current view)

User Set Up** The below steps can be used to manually set up end users:

1. Log into **Microsoft 365 Admin Center** with an admin account
2. Select **Users** from the left navigation pane and select **Active users**
3. Select **Add a user**, enter the details of the user and select **Next**
4. Share the app with the user and assign the user a role for the app

Power BI Set Up** To enable power bi embedding in the project hub, admins should first set up a power bi service workspace to store the datasets and reports.

1. Log into **Power BI Service** with an admin account
2. Select **Workspaces** from the left navigation pane
3. Select **Create a workspace** and give a name to the workspace
4. Download **Power BI Desktop** and log in with an admin account
5. Create reports and publish the reports to the workspace created in step 3
6. Enable **Scheduled refresh** for the dataset by choosing appropriate times (you can only choose 1 hr apart x8 times a 24 period)

Data Migration**

Migration from Excel or other databases to Dataverse:

1. Prepare the dataset (Save the data in excel mode is recommended)
2. Clean the dataset tables: 
     - Make sure all the mandatory fields are included in the file with data.
     - Field values should match if a field is a choice type in the app.
     - Try to avoid null values
3. In the app, create a personal view that has all the fields in the same order as in the dataset for each entity
4. Select the drop-down on the right of **Import** in top ribbon, and then select Import from Excel, select the file and match the field manually. Alternatively, Select the drop-down on the right of **Export to Excel **in top ribbon, and select **Open in Excel Online**, copy and paste the data in manually then save

For migration between two environments, please find the attached link for details:

https://learn.microsoft.com/en-us/power-apps/developer/data-platform/dataverse-odata-dataflows-migration

Financial Set Up**

In order to use the built in Investment Grid within the Project Tab, there are a few settings that need to be enabled and set up.

Navigate to the admin area of the app and under **Config:**

1. Select PF Configurations
2. Select the blank record to open settings
3. Select investment tab Change settings 
     1. Show hide Q's
     2. Actuals Read Only
4. Close the tab to go back to the admin area.

To set up the categories shown within the investment there are 3 layers: 

1. Select Budget Categories to create a new budget category
2. Select Cost Category to create a new cost category to associate to the budget category
3. select Cost Sub Category to associate a new cost sub category to a cost category

Note: only cost sub categories will be visible to enter $ against within the application.

Bookable Resources**

There are several assigned to fields within the Project Hub Application that require resources to be set up. In order to ensure your end users can leverage these fields you are required to have the resources set up under bookable resources:

1. Navigate to the bookable resource tab on the Workforce Navigation Pane
2. Select **New** on the top ribbon
3. In the summary tab, fill in all the mandatory fields. A bookable resource doesn't need to be a user it may be somebody you require assigning a risk or issue to.
4. Search for the user in the user box field, to auto-populate details
5. In the right of screen, assign **roles** for the resource by selecting the 3 dots to assign role categories (if none exist select create)
6. It is optional to create **Resource Skills** in the right of the screen for the bookable resources
7. In the **Work Hours** tab, select **New** on the top left of the grid to manage a bookable resource's working time

System Settings**

System settings allow the admin to regulate the basic performance of the app for all users. To do so:

1. Log into the environment with an admin account
2. Select the **Settings** icon on the top right of the ribbon and select **Advanced Settings**
3. Select the drop-down icon on the top ribbon, under the **System** section select **Administration**
4. Select appropriate **System Settings** and customize the options then select **OK**

 

Power BI Refresh Settings**

Power bi reports embedded in the app cannot refresh automatically. Admin needs to refresh the dataset to show the changes in the app on reports. 

1. Log into the Power BI service with an admin account
2. Navigate to the workspace on the left navigation pane
3. Select the **More options** icon to the right of a dataset type file and select **Settings**
4. Expand **Scheduled refresh** and switch the toggle to "On", then select **Add another time** to create refresh intervals
5. Select **Apply** then exit

(Note: In step 4, you may be asked to provide credentials for the dataset. If that is the case, expand **Data source credentials** and select **Edit credentials,** and choose **OAuth2** and **Organizational** to sign in for each appearing data source)

Assign partner of record**

Navigate to the following URL: 

[https://portal.azure.com/#view/Microsoft_Azure_Billing/ManagementPartnerBlade](https://portal.azure.com/#view/Microsoft_Azure_Billing/ManagementPartnerBlade)

enter the below partner number for TDP

 

4768126

Add Project Hub to Teams** The below guide can be performed by the Project Hub O365 tenant administrator.

```json
{
  "@context" : "https://schema.org",
  "@type" : "Organization",
  "address" : {
    "@type" : "PostalAddress",
    "addressCountry" : "Australia",
    "addressLocality" : "Melbourne",
    "addressRegion" : "VIC",
    "postalCode" : "3000",
    "streetAddress" : "Level 8, 805/220 Collins Street"
  },
  "knowsLanguage" : "en_AU",
  "logo" : {
    "@type" : "ImageObject",
    "url" : "https://4777856.fs1.hubspotusercontent-na1.net/hubfs/4777856/RGB_Logo-Horizontal-3.svg"
  },
  "name" : "The Digital Project",
  "url" : "https://www.thedigitalproject.com.au/guides/project-hub-p3m"
}
```