Creating and managing Business Challenges and Ideas
PPM Express Business Challenges solution was designed to create and manage challenges within the organization, allow team members to submit their ideas, project requests, change requests or suggestions for improvements within business challenges.
PPM Express Business Challenges solution is a platform that would let anyone in the organization submit new ideas, suggest improvements, request changes, or propose new projects and products.
In this article we will review how to create a new business challenge, how to add ideas to it, manage these ideas and create projects out of the most reasonable ideas.
Please note: Only users with Manage Challenges and Ideas permissions can create and manage business challenges and ideas. If you do not have the required permissions, please contact your PPM Express Administrator.
Creating a new Challenge
To create a new challenge, perform the following:
1. On the Business Challenges page open the New drop-down and select the Challenge option.
2. Provide the name for your new Business Challenge, select the sections that will be included in this challenge and click Save.
3. Business Challenge Dashboard will be opened at once where you can provide the details for your challenge.
On the details section of the Business Challenge Dashboard you can provide the following information:
- Area - this field is used to set the area where your challenge belongs. This field is displayed on the Business Challenges page as well and all users will be able to see it.
- Description - here you can populate a description of your challenge. All users will be able to see the description in the Details section of the challenge tile on the Business Challenges page.
Stage - this field allows to select the stage for your challenge: Draft, Active or Closed.
Please note: The challenges are created in the draft state by default. Users cannot see the challenges that are in the draft state, it will be grayed out on the Business Challenges page.. The challenge in the draft state will be seen only to the users with Manage Challenges and Ideas permissions.
As soon as the challenge state is set to Active, users can review this challenge and post their ideas to it.
- Manager - this field will display the user account of the person who created the challenge, this user is a manager of the challenge by default.
- Created Date - this field shows the date when the challenge was created.
This section allows adding ideas to the newly created challenge.
Please note: The ideas can be added only to Active challenges. All users within the PPM Express tenant can add ideas to active challenges.
Submitting an Idea
To add a new idea to the challenge perform the following:
1. Open the Business Challenges page and click the Submit Idea button on the required challenge. Or open the required challenge from the Business Challenges page first and click the Submit idea button in the Ideas section of the Business Challenge Dashboard.
2. Provide the name for your idea, fill in the fields as required.
3. Click Create Idea to save your idea.
3. As the Idea is saved, the Idea Dashboard will be opened.
On the Idea Dashboard, a user who created this idea can provide the details and just leave the page, the information is saved automatically.
Please note: The user who created the idea or users with Manage Challenges and Ideas permission can set the Proposed state for the idea when needed. The ideas in the Proposed state can be seen for the user who created the idea and for users with Manage Challenges and Ideas permission.
Ideas can be activated or archived by the user with Manage Challenges and Ideas permission. The ideas in the draft and proposed version can be seen by users with Manage Challenges and Ideas permission and by the user who created this Idea. The Idea can be edited or deleted by the user who created it only until it is in the draft or proposed stage.
As soon as the idea is activated or archived, the user who created this idea can no longer edit or delete it. Only users with Manage Challenges and Idea permission can manage ideas and challenges. Ideas that are archived can be seen only to users with Manage Challenges and Idea permissions.
Managing Challenges and Ideas
As the Ideas are created by PPM Express users, they can change the state of the Idea to Proposed. The challenge manager will see the ideas in the draft and proposed state on the Business Challenge Dashboard and can take further actions.
Ideas can be Activated, Archived, Marked as Draft or Deleted.
To activate the proposed Idea, click the Activate button that is available on the Idea Dashboard page or Business Challenge Dashboard.
As the idea is activated all PPM Express users can open it and vote for it.
Active ideas can be Selected or Rejected by the challenge manager according to the number of votes or any other criteria. Select and Reject options are available from the Idea dashboard as well.
If the Idea is Rejected by the challenge manager, users can no longer vote for it. Rejected ideas can be reactivated by the challenge manager at any time if needed.
If the idea is Selected by the challenge manager, PPM Express Project can be created out of this idea. The idea cannot be changed back to Active if it was already selected.
To create a project out of the idea, click the Initiate new Project button. A project will be created at once and the Project Dashboard will be opened. The idea name, description, stage, risks, decision matrix, and strategic alignment will be transferred to the newly created Project.
As the idea is selected, the challenge can be closed.
If the Project was created out of the idea, it is possible to review what idea the project was created from. For this purpose, open the project created out of the idea, in the Details section open the Configure fields menu and check the check-box of the Parent Idea field.
This field will appear on the Details section as a link, leading to the required idea.
Project Stage will be set to 'Idea' automatically and can be changed, as required.
If you open the idea out of which a project was created, the Created Project field of the Details section will display a link that opens the created Project.
If the idea is Archived, only users with Manage Challenges and Ideas permissions will be able to see it.
Ideas can be Archived from any stage and then activated again if needed unless the project is created out of the idea.
Please note: If a project was created out of the idea, it can no longer be archived.
If the idea was selected, it cannot be activated anymore, however, it can be archived. If the idea was selected and then archived, it can be activated again, if needed. This is a workaround on how to activate selected ideas if there is such a necessity.