|Waypoint® was designed from the outset to work in a large
complex IT environment, and to provide an intuitive and consistent
framework across the entire spectrum of commands. The design was focused
on solving the real-world problems of project management. As such, Waypoint®
is immensely rich in features.
Waypoint®operates in a File / Server environment with all
project information contained in a central repository. Waypoint® application resides on the client workstation and
interfaces with the database engine on the Server to maximise efficiency
at both the client and server ends. Having one central repository means
that all information is available in real-time to all members of the
project team, and can be reviewed by Project managers and senior
management as needed.
100 reports with comprehensive selection and filter facilities
Waypoint®provides the ability to report on any aspect of a
project or any group of projects. Extensive
selection and filter capabilities are provided to enable Project Managers
and others to review related projects or only projects of specific
interest, for example all projects for a specific customer, or all
projects managed by a specific project manager etc. All reports are
firstly displayed on the screen and can be displayed in full screen mode
for maximum efficiency. The reports can be printed in their entirety or
only specified pages printed. Reports
can also be saved to file or emailed to external recipients.
Information is table driven
uses tables to enter, store and report on project and project-related
information. Tables are setup by the Waypoint® administrator
and can be reviewed by users. The tables allow the organisation to define
and build its “organisation language”, similar to a language
dictionary. Each word or term can be defined and its specific meaning
within the organisation described as fully as needed.
This not only facilitates the entry of information for a project
but ensures consistency in the use of standard terms and terminology
within the organisation. In
this way, Waypoint® can
be implemented to manage any variety of projects for different
almost every case, when information is required from Waypoint®
it is presented in table form. Waypoint®
uses a unique SmartSearch™ Selection facility to intelligently
identify only that information specifically needed for the user and
related to that specific table requirement. In this way only a few entries
are displayed instead of dozens. This significantly speeds up searching
and selecting the required entry. In some cases the selection criteria can
be specified by the user dynamically, further speeding up searching and
interfaces seamlessly to Microsoft Project.
Project Managers can output the information for one project or a range of
projects, with or without project stage information. Once the project
information is in Microsoft Project a variety of charts such as timelines,
Gantt charts etc. can be produced for additional documentation and review
allows project managers to group projects
into a program facilitating reviewing and reporting at a Program level as
well as at an individual project level.
The structure of Waypoint is therefore a three-tier structure of
Program, Project and Project Stage. Waypoint® does not
cater for task level analyses, however, the interface to MS Project allows
a Waypoint® project to be exported to MS Project for task level
management. Waypoint® is
designed as a projects management system providing management information
(both horizontally and vertically) across multiple projects
the commencement of any major undertaking high level analyses is normally
carried out to determine overall scope. Waypoint®
allows project managers to plan Programs at high level for scoping
purposes – usually to work out overall time scales and work involved. Once the program of work is approved, Waypoint® can automatically generate the base projects from the program
plan utilising user-defined defaults.
responsibility for Projects
allows for two levels of responsibility to
be allocated for Projects. At the Project level Workgroups can be
allocated responsibility for one or more Projects, and thus all the
Project Stages within those Projects. At the Project Stage level a
Workgroup can be allocated responsibility for a stage within a Project,
even though overall responsibility for that Project may be with another
Relationship and Hierarchy Reporting facilities
Waypoint® allows the organisation to
record the relationships between Workgroups including the Workgroup
hierarchy, and then select and / or report on the Workgroup including its
dependencies. For example the Workgroup IS Infrastructure may have three
other Workgroups, “Servers”, “Networks” and “Desktops” as part
of its organisation structure. If a user selects “IS Infrastructure”
as a reporting / query level Waypoint® will automatically include “Servers”,
“Networks”, and “Desktops” in the selection. The hierarchy can be
multi-level e.g. “Desktops” could have “Hardware Support” and
Software Support” reporting to it.
workgroup hierarchies can also be setup to facilitate selection and
review. For example a manager could setup a Workgroup called “LAN/WAN”
consisting of just “Servers” and “Networks”, then carry out a
range of reporting on the Workgroup “LAN/WAN”.
Information and automatic project scope documentation
Waypoint® provides the ability to
display and print all Project Scope documentation in conformance with ISO
14000 standards. The documentation can be reviewed either on screen or in
hard copy format for approval by all relevant management before the
project gets underway. The
following information can be captured and reported upon for any project:
registers are database resident not attached as word documents.
allows any number of general notes to be
collected for any project. Notes may be entered against the project in
general or tied to specific project stages.
Notes for any specific project stage may be reviewed separately in
the Project Stage function.
Notification of Project Issues / Actions Responsibility
any Project Issues and Actions are specified and a resource given
responsibility for carrying out the Action and resolving the Issue, Waypoint® can automatically notify the assigned person via e-mail, ensuring
he or she is aware of their responsibility. If the responsibility changes Waypoint®
will notify both the person unassigned as well as the new person
& Resource allocation at Project & stage level
Waypoint® provides the ability to
identify and record all the required roles & resources for a project
at both the project level (e.g. Project Manager, Project Sponsor) and for
each project stage. Estimates of the hours required can be specified
against roles and then the available resources able to fill those roles
can be allocated at Project and stage level, also with individual time
estimates. This allows unallocated time to be easily identified.
Budget & Actual Costing
Waypoint® provides a wide range of
budget estimating facilities. Cost estimates can be recorded for all and
any range of costs for a project with specific expense tables setup for
the organisation and / or project. Labour costs are automatically
calculated based on hourly rates which can be specified for each resource
– employee or contractor. As actual costs are incurred they can be
recorded in Waypoint® and variances shown automatically. The actual costs
of labour are automatically calculated based on timesheet entries and the
variances shown against estimated times for the project.
time is costed according to a system default for each implementation of Waypoint®.
Waypoint® also allows organisations
to enter charge-out rates against each resource. Calculations of resource
cost versus charge-out or billable costs can be performed automatically on
a project basis and reported at any level across the enterprise.
Labour cost and charge-out rates can be changed and a historic
record preserved to ensure accurate historic recording.
Projects to Business Objectives
hundreds of projects current at any one time in a typical organisation,
justifying projects can be a daunting task. Waypoint®
provides the ability to link projects to the business objectives of the
organisation enabling management to see what projects are required to
support / achieve their business objectives. This facility, together with
the extensive budgeting facilities enables management to see and justify
projects based on the cost justification against the return on investment
from the achievement of the business objectives.
Approval / Baseline
project approval Waypoint®
locks certain information so that it can be used as a baseline during the
project lifecycle. Areas where pre-approval information is locked include
project budgets, assumptions, risks, notes, business impact, inclusions
and exclusions. In this way any changes to the parameters of the project
can be reviewed against the baseline to gauge the extent of the changes
and likely implications of those changes.
Waypoint® provides a simple yet
powerful timesheet facility for all resources allocated to projects to
record the actual time spent on any project. As the person records his /
her time only those projects and / or stages to which he/she is allocated
are displayed and checked. A notepad facility is also provided so that
people can record notes against each timesheet entry. Supervisors and
Managers can review their team’s timesheets for accuracy and
completeness. The timesheet can be printed for hard copy documentation,
with facilities for approving contractors’ timesheets before payment is
Waypoint® provides a complete
skills inventory for all employees and contractors, identifying the
various roles that each of them can fulfil for a project. In addition a
list of resources with a particular skill can be identified and then their
availability checked before allocating them to a project. Additional
information about each resource and their particular skill can be recorded
such as the type of qualification or experience to substantiate the
specified role for that person.
Waypoint® provides the ability to
record complete capabilities for all vendors or suppliers to an
organisation. Such capabilities can include: specialist contracting staff,
suppliers of specific products or services, training organisations,
accreditation, and the like. In addition all vendors who can supply a
particular capability can be displayed along with information regarding
their specific abilities to provide such a capability.
Relationship & Dependency Facilities
can be linked to show the relationship of one project to another e.g. one
project is dependent on the outcome of another. Using this information Waypoint®
can then build and report on the entire chain of dependencies so that
project managers can see all the projects that are dependent on another
available (and scarce) resources for a project is a frustrating and
time-consuming task for Project Managers. Waypoint®
facilitates this by providing the ability to carry out analysis of
resource workloads, identifying those resources that already heavily
allocated to projects and thus being able to allocate those who aren’t.
Project Review Facilities
key factor in the success of any project is the ability to carry out
regular project reviews, monthly, weekly or even daily if necessary. The
logistics or doing this are enormous as are the requirements to document
the outcomes of each review and then disseminate that information to
everyone – project team members, senior management, etc. Waypoint®
facilitates this by providing a range of Project Review facilities.
Projects can displayed and reviewed based on any number of selection
Within this selection
each project can be selected, the current information regarding the
project recorded and any additional information added. Once the review is
complete information about all the related projects is instantly available
to everyone or it can be printed and distributed as needed.