Workflow Overview

Workflows provide you with a way to assign actions to one or more users as part of a process to complete a given task. For example, giving someone an action to complete or routing a form through an approval process. The Control Account Manager (CAM) and other personas use this feature to create and assign tasks to themselves and others. You can also use workflows to manage changes to data that is in the cost and scheduling systems where those changes may involve multiple process steps each of which may require approval.

For information about setting up workflow types, see Workflow Type Configuration Overview. For information about editing workflow form fields, see Rules for Editing a Workflow form. For information about how the change management process works, see Change Management Process.

PM Compass workflows are organized under categories and types. There are three categories that support specific processes:

Change Management
Explain Variance
Work Authorization

For example, the Change Management category supports all of the processes needed for Change Management. Similarly, the Explain Variance category supports the processes of auto generating workflows based on the defined variance thresholds.

You can rename these specialized categories in List Tables, but you cannot create a new category and assume the change management process will work for workflows in that category. For example, change numbers are only created when the workflow is in the Change Management category.

You can create a new category for a general workflow such as an action workflow that does not perform specialized processes.

Workflow types are comprised of forms and steps which are intended to be customized to each organization's needs. PM Compass includes several default workflow types. You can create your own workflow types within the standard categories using Workflow Type Configuration. You can also customize the workflow form using the Form Designer.

Tip: Always maximize the PM Compass window to ensure that you see all toolbar and grid options in every area of the product.

Workflows View

The workflows display in two formats:

When you access Workflows, the List View displays workflows and user assignments in the right pane. You can use this view to View and complete workflows that are assigned to you, complete step actions for multiple workflows that are assigned to you, and create new workflows, among other things.
Click the Form View button on the toolbar to display the form for the selected workflow. The form that displays depends on the workflow type selected.

Grid Columns and Toolbars

All workflow categories in PM Compass share common grid columns and toolbars.

There are two toolbars:

List View toolbar — Use this toolbar for tasks such as creating a new workflow or selecting a step action.
Form View toolbar — Use this toolbar for tasks such as starting a step or deleting a workflow.

Configuring Workflow Types

Use Workflow Type Configuration to perform such tasks as:

Copy and rename a workflow type that you want to use
Edit workflow steps
Specify the tabs that display on the workflow form
Set up scheduling
Set access control

Access Workflow Type Configuration by clicking Administration » Workflow Type Configuration on the Navigation menu.

Filtering in the List View

PM Compass provides special filters to enable you to quickly view your assigned workflows, workflows you have created, and all workflows to which you have access. In addition, you can use the toolbar Search feature to filter based on other criteria. See Filter the List View for more information.

If you have created a new workflow and are unable to see it in the List View, you may need to verify that the current filter is not excluding the new workflow. See Workflow is not Displaying in the List View for more information.

Default Workflow Categories and Workflow Types

Workflow types are comprised of forms and steps, which are intended to be customized to each organization's needs. You can remove the default workflow types from the menu or deny access to them.

Deltek strongly recommends that you do not delete the default workflow types so that you can easily go back if you need to without having to restore anything. Instead, use Administration » Workflow Type Configuration to copy and rename the workflow types that you want to use.

See Delete a Workflow Type and Define Access Permissions for a Workflow Type for more information.

Workflow Category	Description
Change Management	You can use Change management change requests to document proposed changes, including the impact and justification of the changes. These change requests also provide access to the Change Details view where changes can be made to the schedule and cost data and where reviewers and approvers can see the detailed schedule and cost changes. Change Management includes the following default change request types: Budget Change Request — Propose budget cost and/or schedule changes. Forecast Change Request — Propose forecast cost and/or schedule changes. Contract Change Request — Single change requests involving multiple control accounts. Control Account Change — This child workflow is automatically generated and is used to notify a CAM that their control account is included in a contract change. It does not display in the Navigation Menu and does not display as a dashpart. You can only access it from a Contract Change Request. Move Work Package — Move work packages to a new control account. See the Change Management Process for a detailed description of each step in the change request process.
Contractual Nonconformity	Use the Corrective Action Request (CAR) when a contractor’s systems or processes do not adhere to one (or more) of the 32 guidelines discussed in the standard for earned value management systems. PM Compass provides a repository for the CAR using a customizable workflow that identifies which guidelines have not been met as well as providing a method for tracking the actions to correct the nonconformity. Actions on CAR workflows address nonconformities, assign them to people, and track the progress of the workflows. Contractual Nonconformity includes the following default workflow types: Corrective Action Request — Document the deficiencies. Action on CAR — Use this child workflow to assign tasks to individuals to correct the discrepancies. See the Contractual Nonconformity Overview for more information.
Explain Variance	Minimize schedule delays and cost overruns on projects by early detection and corrective action. Set thresholds (or tolerances) for acceptable cost and schedule variances in the cost system; for example, on the WBS. When the cost or schedule variance exceeds the threshold, the variance is color-coded and documented in the Explanation of Variance workflow. Explain Variance includes the following default workflow types: Explanation of Variance — Highlights the variance thresholds exceeded and is used to document the explanation, impact, and corrective action. Corrective Action — Use this child workflow to assign tasks to individuals to perform the corrective action. See the Explain Variance Overview for more information.
Risk Workflow	Use this workflow to document potential risks to a project. These risks are included in multiple management reports so that all team members can focus on reducing the likelihood of the risk event. Risk workflows includes the following default workflow types: Project Risk — Document the risk. Mitigation Step — Use this child workflow to document the steps for mitigating the risk that reduces its likelihood or severity. It does not display in the Navigation Menu. See the Risk Workflows Overview for more information.
To-Do (Action Items)	Use an action item to tell someone they have been assigned something to do. You can create new workflows, assign them to someone, and track the progress. To-Do includes the following default workflow types: Action — A way to tell someone they have been assigned something to do. See the To-Do Overview for more information.
Work Authorization	Use Work Authorization to gain approval for the expenditure of effort and budget for the associated control account. It confirms the control account budget and scope of work required to meet the projects objectives and goals. Work Authorization includes the following default workflow types: Initial Work Authorization — Gain approval for the expenditure of effort and budget for the associated control account See the Work Authorization Overview for more information.

Workflow Types for Non-Schedule Changes

If you have some projects not connected to a schedule, or you want to edit cost data without editing activities, you need a special workflow type that doesn’t allow you to change the schedule from PM Compass. See Create a Workflow Type for Non-Schedule Changes for more information.

Progress

Use Progress to progress schedule or cost data and approve the information before updating the schedule or cost system. Scheduled alerts and workflow facilitate the process by notifying users when they need to update or approve progress.

Progress does not appear in the All Workflows navigation menu, nor can you ever see it in the All Workflows area.

For more information about Progress, see Progress Overview.