Whenever a situation requires a single project to be completed throughout multiple or even all locations, you have the ability to create a Multi-Program. Using Multi-Program allows you to perform projects that are exactly the same and/or significant projects where multiple locations are involved and impacted. For example, if the company is going through a rebranding process, some of the new developments are to change the company’s colors and logo. This affects all locations and using the Multi-Program affords you the opportunity to potentially create 3 separate programs where:
- All locations receive paint job to reflect the new colors scheme
- Removing the old logo on top of each location's building
- The placement of the new logo on top of each location’s building
You access Multi-Programs by clicking the Programs tab from within the module. Each Multi-Program is easily identifiable by its own program ID#. Navigating within the Programs tab is very similar to the Projects tab where you are able to:
- Adjust filters and columns
- Access drop-down menus
- Search by budget
Creating a Multi-Program
Inside of a multi-program, it consists of:
- Program Manager
- Individual projects
- Program Budget
- Batch Status
In order to create a multi-program, one must have the secondary role of Program Manager in Service Automation. This role has similarities to the Projects Manager’s role where it can create an individual project for a single location.
Establishing Individual Projects in a Multi-Program
When creating a multi-program, you can include up to 200 locations per project. This means a project can be distributed at the same time across all your locations where the timetable for the multi-program’s start and completion date is the same. Once a program is created, each individual project goes through its own project lifecycle. A program manager can reassign a project to a project manager for a specific location. In doing so, it allows for precise dedication towards the project at its location.
You cannot use the template to create a multi-program
Generating a Program Budget
Every multi-program must have a program budget. This amount represents the total cost of all the potential projects. The amount is determined when the program manager creates a multi-program. The program budget is tied to an individual project’s committed cost as it counts towards the overall program budget. When a program budget for a multi-project reaches its limit, you will not be able to go over the amount.
- Click the +Program button to open the modal
- Enter the required information
- Optional: You can add an attachment to the Multi-Program
- Optional: You can add an attachment to the Multi-Program
- Click the Create Program button to select the locations
- Select the locations by clicking the checkbox to the left of the location’s name
- Click the Add # Selected Locations button to add locations
- Click the Add # Locations to Program button to finalize locations for the Multi-Program
- Click the Confirm button to create the Multi-Program
- Click the Review Batch Status button to verify locations added into the Multi-Program
- Your Multi-Program has been successfully created
Navigating a Multi-Program
When a multi-program is created, the program manager is able to review all the projects. Every project is given its own project ID#. All the individual projects associated with a Multi-Program are searchable not only within a Multi-Program but within the Projects Tab. You can see the information for a Multi-Program and the capabilities of viewing individual projects. Once inside, navigate a single project as you normally would. Any attachments that are provided from any project within the Multi-Program are viewable and downloadable from the Attachments tab. There is the ability to modify a multi-program.