Solution Setup Guide

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

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

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)
Select Add to add a new task name
Enter a Duration for your task (dates will automatically populate)
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)
Select Task Details to open the task details pane (add notes, attachments, dependencies)
Insert the Assigned to column to assign tasks to end users
Insert More Columns to show effort, priority levels, tags, outline numbers
Select Board to show your tasks grouped by different levels (choose different board views, including Sprint views)
Select Timeline to view tasks across a roadmap
Select Charts to see effort by resources
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.

Select Assessment tab to complete the online form
Enter a number figure down the left hand side for each section
As you select Save the type of category name and score will update
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.

Select Upload to upload new document files
Select New to create new documents that will automatically save in this location
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.

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

Manage Risks

Navigate to the Risk tab of a Project
Select the New Risk button on the top right of the grid
On the Risk form, fill in all the mandatory fields. For improved data quality, complete as many fields as possible on the form.
To submit the risk for approval, enter the name of the Approver then switch the Submit for Approval toggle
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
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
To escalate a risk to another level change the Level field to Program, or Portfolio
Select Save or Save & Close on the top ribbon

Manage Issues

Navigate to the Issue tab of a Project
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
Fill in all mandatory fields on the form. For data quality purposes, complete as much detail as possible
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
Select Save or Save & Close on the top ribbon

Manage Benefits

Navigate to the Benefits tab of a Project
Select the "New Benefit" button on the top right of the grid to create a new benefit
On the benefits form, fill in all the mandatory fields. For data quality purposes, complete as much detail as possible
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
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.

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

Manage Lessons Learned

Navigate to the Lessons Learned tab of a Project
Select the "New Lessons Learned" button on the top right of the grid
On the Lessons Learned form, fill in all the mandatory fields. For data quality purposes complete include as much detail as possible.
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

Navigate to the Resources tab of a project
Select the Add button on the top left of the grid
Select a role from the drop down list and then choose a resource whom is associated with that role
Enter the required number of days you require the resource for each month into the grid
Highlight the row /s required for submission then select Submit on the top left of the grid
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

Navigate to the Dependencies tab on the left navigation bar
Select the New button on the top ribbon
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
After choosing a dependency type, fill in the fields of the popup section
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
Select Save or Save & Close on the top ribbon

Manage Change Requests

Navigate to the Change tab of a Project
Select the "New Change" button on the top right of the grid
On the change form, fill in all the mandatory fields. For data quality purposes, complete as much detail as possible
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
To submit the change for approval, switch the Submit for Approval toggle and assign an approver
Select Save or Save & Close on the top ribbon

Manage Milestones

Navigate to the Milestone tab of a Project
Select the "New Milestone" button on the top right of the grid
On the milestone form, fill in all the mandatory fields. For data quality purposes, complete as much detail as possible
A milestone can be related to a risk, issue, change, benefit, or action in the Related section
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
Select Save or Save & Close button on the top ribbon

Manage Status Reports

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

Copying & Bulk Data Editing

Navigate to a default view of an entity from the left navigation bar
Edit the form by selecting Edit columns on the top right. Including the fields you want to edit in your view
Select the drop-down button to the right of the Export to Excel button
In the drop-down list, select Open in Excel Online
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:

Open Microsoft Teams
If you see your "group" you can add another tab in teams
Choose Website
Enter the URL of your project within Microsoft Teams.
Next you will see your project visible in teams
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

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

PROGRAM TEAM PERMISSIONS

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

PROGRAM RISKS

Navigate to the Risk tab of a Program
Select the New Risk button on the top right of the grid
On the Risk form, fill in all the mandatory fields. For improved data quality, complete as many fields as possible on the form
To submit the risk for approval, switch the Submit for Approval toggle and assign an approver
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
Select Save or Save & Close on the top ribbon
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

Navigate to the Issue tab of a Program
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
Fill in all mandatory fields on the form. For data quality purposes, complete as much detail as possible
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
Select Save or Save & Close on the top ribbon
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

Navigate to the Milestone tab of a Program
Select the New Milestone button on the top right of the grid
On the milestone form, fill in all the mandatory fields. For data quality purposes, complete as much detail as possible
A milestone can be related to a risk, issue, change, benefit, or action in the Related section
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
Select Save or Save & Close button on the top ribbon
To see milestones related to projects part of the program, toggle the view to show Active Project Milestones

PROGRAM BENEFITS

Navigate to the Benefits tab of a Program
Select the New Benefit button on the top right of the grid to create a new benefit
On the benefits form, fill in all the mandatory fields. For data quality purposes, complete as much detail as possible
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
Select Save or Save & Close on the ribbon
To see benefits related to projects part of the portfolio, toggle the view to show Active Project Benefits

PROGRAM CHANGES

Navigate to the Change tab of a Program
Select the New Change button on the top right of the grid
On the change form, fill in all the mandatory fields. For data quality purposes, complete as much detail as possible
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
To submit the change for approval, switch the Submit for Approval toggle and assign an approver
Select Save or Save & Close on the top ribbon
To see changes related to projects part of the program toggle the view to show Active Project Changes

PROGRAM STATUS REPORTS

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

PROGRAM PROJECTS

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

PROGRAM ACTIONS

Navigate to the Action tab of a Program
Select the New Action button on the top right of the grid
On the action form, fill in all the mandatory fields. For data quality purposes, complete as much detail as possible
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

Navigate to a default view of an entity from the left navigation bar
Edit the form by selecting Edit columns on the top right. Including the fields you want to edit in your view
Select the drop-down button to the right of the Export to Excel button
In the drop-down list, select Open in Excel Online
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:

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

PORTFOLIO MANAGERS

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SETTING UP A PORTFOLIO

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

PORTFOLIO TEAM PERMISSIONS

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

PORTFOLIO RISKS

Navigate to the Risk tab of a Portfolio
Select the New Risk button on the top right of the grid
On the Risk form, fill in all the mandatory fields. For improved data quality, complete as many fields as possible on the form
To submit the risk for approval, switch the Submit for Approval toggle and assign an approver
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
Select Save or Save & Close on the top ribbon
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

Navigate to the Issue tab of a Portfolio
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
Fill in all mandatory fields on the form. For data quality purposes, complete as much detail as possible
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
Select Save or Save & Close on the top ribbon
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

Navigate to the Milestone tab of a Portfolio
Select the New Milestone button on the top right of the grid
On the milestone form, fill in all the mandatory fields. For data quality purposes, complete as much detail as possible
A milestone can be related to a risk, issue, change, benefit, or action in the Related section
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
Select Save or Save & Close button on the top ribbon
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

Navigate to the Benefits tab of a Portfolio
Select the New Benefit button on the top right of the grid to create a new benefit
On the benefits form, fill in all the mandatory fields. For data quality purposes, complete as much detail as possible
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
Select Save or Save & Close on the ribbon
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

Navigate to the Change tab of a Portfolio
Select the New Change button on the top right of the grid
On the change form, fill in all the mandatory fields. For data quality purposes, complete as much detail as possible
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
To submit the change for approval, switch the Submit for Approval toggle and assign an approver
Select Save or Save & Close on the top ribbon
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

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

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

PORTFOLIO PROJECTS

Navigate to the Project tab of a portfolio
Select New Project on the top right of the grid
On the project form fill in all the mandatory fields. For data quality purposes, complete as much detail as possible
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

Navigate to a default view of an entity from the left navigation bar
Edit the form by selecting Edit columns on the top right. Including the fields you want to edit in your view
Select the drop-down button to the right of the Export to Excel button
In the drop-down list, select Open in Excel Online
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:

Open Microsoft Teams
If you see your "group" you can add another tab in teams
Choose Website
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

Log into your app, select Settings on the top right ribbon, and select Personalization Settings
Fill in the information, as required on each tab (be sure to change your time and date settings as appropriate)
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:

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

Managing Risks

Navigate to the Risk tab of your project
Select the New Risk button on the top right of the grid
On the Risk form, fill in all the mandatory fields. For data performance, complete the form as much as possible
To submit the risk for approval, switch the Submit for Approval toggle and assign an approver
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
Select Save or Save & Close on the top ribbon

Managing Issues

Navigate to the Issue tab of your project
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
Fill in all mandatory fields on the form. For data performance, fill in the form as detailed as possible
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
Select Save or Save & Close on the top ribbon

Managing Milestones

Navigate to the Milestone tab of your project
Select the New Milestone button on the top right of the grid
On the milestone form, fill in all the mandatory fields. For data performance, complete the form as detailed as possible
A milestone can be related to a risk, issue, change, benefit, or action in the Related section
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
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.

Navigate to the Document tab of your project
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

Navigate to the Change tab of your project
Select the New Change button on the top right of the grid
On the change form, fill in all the mandatory fields. For data performance, complete the form as detailed as possible
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
To submit the change for approval, switch the Submit for Approval toggle and assign an approver
Select Save or Save & Close on the top ribbon

ADMINISTRATORS

Environment Provisioning

Sign in to the Power Platform admin center at https://admin.powerplatform.microsoft.com as an admin (Dynamics 365 admin, Global admin, or Microsoft Power Platform admin)
In the navigation pane, select Environments, and then select New
Enter the Name, Region, and Type for the environment. Then switch Create a database for this environment? to yes and select Next
Choose a Language and Currency for user interfaces and reports
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.

Log into the environment
Select Flows on the left navigation pane
Select New Flow on the top ribbon and select Instant cloud flow
Select Manually Trigger a flow and create
Provide your Security Group Id and Environment Id
Create new step Get group members and assign Security Group
Add new step Apply to each and assign Group Members then save
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:

Log into SharePoint and create a new site for the app. Copy the URL
Log into make.powerapps.com with an admin account and go to Advanced Settings by selecting Settings on the top ribbon
Select Document Management under the System section
Select Enable Sever-Based SharePoint Integration
Select Next -> Choose Online then Next -> Paste the URL of the SharePoint site from step 1 -> Next
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:

Sign in to the Power Platform admin center
Select Environments > [select an environment]
In the Access tile, select See all under Security roles
Make sure the right Business unit is selected from the dropdown, and select a role from the list of roles in the environment
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.

Log into make.powerapps.com with an admin account and go to Advanced Settings by selecting Settings on the top right ribbon
Select Customizations under the Customization section
Select Themes and select New on the top ribbon
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

Log into your app, select Settings on the top right ribbon and select Personalization Settings
Fill in the information, as required on each tab (be sure to change your time, date settings as appropriate)
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

Request Limitations

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=

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:

Navigate to the Admin navigation pane, select Import Financials at the bottom
Select Import from Excel on the top right of the ribbon
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.

Select the drop-down icon on the right of Export to Excel on the top right ribbon (Select 3 dots if required)
Select Open in Excel Online
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:

Log into Microsoft 365 Admin Center with an admin account
Select Users from the left navigation pane and select Active users
Select Add a user, enter the details of the user and select Next
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.

Log into Power BI Service with an admin account
Select Workspaces from the left navigation pane
Select Create a workspace and give a name to the workspace
Download Power BI Desktop and log in with an admin account
Create reports and publish the reports to the workspace created in step 3
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:

Prepare the dataset (Save the data in excel mode is recommended)
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
In the app, create a personal view that has all the fields in the same order as in the dataset for each entity
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:

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

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

Select Budget Categories to create a new budget category
Select Cost Category to create a new cost category to associate to the budget category
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:

Navigate to the bookable resource tab on the Workforce Navigation Pane
Select New on the top ribbon
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.
Search for the user in the user box field, to auto-populate details
In the right of screen, assign roles for the resource by selecting the 3 dots to assign role categories (if none exist select create)
It is optional to create Resource Skills in the right of the screen for the bookable resources
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:

Log into the environment with an admin account
Select the Settings icon on the top right of the ribbon and select Advanced Settings
Select the drop-down icon on the top ribbon, under the System section select Administration
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.

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

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.

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