Collaboration from different roles

Let’s now describe some representative use cases.

Functional Manager (FM) owns one or more Business Units (BUs):

FM can create a new BU.
FM can set BU data. These data consist of enterprise environmental factors to be used at any project inside the BU, including calendars, clients, phases, tags, cost categories and payment methods, project goals, etc.
FM can create projects inside the BU.
FM can assign the project Sponsor (SP) and the Project Manager (PM) for each project.
FM can control a project by reading the information updated by PM (also by PMO, PMA, PfM, PgM).

Project Manager (PM) can manage his assigned projects, or those created by himself:

PM can initiate the project: He can complete the project definition data, include the project into a program and/or portfolios, set the parameters to integrate the PPM tool with other tools, edit the business case, the project charter, the stakeholder register, etc.
PM can assign the RQ (Requester), the SP (Sponsor), and one or more PMA (PM Assistant).
Assigned PMA / PMA can help PM manage the project.
PM can plan the project: scope, deliverables, requirements, dates, reviews, milestones, costs, funding requirements, tasks, resource assignment, etc.
The PM can invite some stakeholders. Stakeholder Register may include some stakeholders who need online access using the tool. These people can oversee projects just reading planning and control information.
The PM can set the project in the execution state. Team Members can see their assignments, submit timesheets and expenses. At certain review dates, planned or not, PM controls project status by measuring deviations against baselines, writing explanations for stakeholders to read, managing changes, etc.
PM can control resources, approving/rejecting timesheets and expenses, replanning tasks, effort hours, etc.
Finally, the PM can set the project to closing state. TMs are not able to incur effort nor expenses anymore.
When closing is finished, the PM canset the project to an archived state. From then on, PM won’t be able to change project data (PMA and PMO can set the project back to closing state if some change is needed).

Review dates can be scheduled or improvised. PM can control project status measuring variances against baselines, writing down relevant information for stakeholders, managing changes, etc.

Resource Manager (RM) owns one or more Resource Pools:

RM can create a new Resource Pool to include Team Members (TM).
Besides, a TM can join a Resource Pool proactively on his own.
TMs need to belong to a Resource Pool to be assigned to a project by a PM.
TM can join a project proactively on his own, provided that he has a private project code.
TM can see his work assignments on projects in execution state. They can know who else is working in the same assignment, submit timesheets and expenses. They also can submit comments on the project to the PM, be it anonymously or not. They can submit data about their mood (anonymously) extremely useful for retrospectives.
PM can control work hours and expenses coming from TMs, their progress on tasks, etc.

Stakeholders (SH) can see the projects they have been invited to:

SH can also join a project proactively if he knows the project private code. In the reverse, he can quit a project if no longer interested to follow.
SH oversights projects reading some planning data and control updates.
SH can submit comments on the project to the PM, anonymously or not.
SH can request project changes to the PM.

Requester (RQ) can create requests. Requests can be managed as projects not yet approved, in initiation state:

RQ can assign the PM, who could start managing the project initiation along with the RQ. Project state “initiating” is equivalent to request state “proposed”.
RQ can also assign the project sponsor (SP).
Once the project is approved, RQ can move the request state from “proposed” to “in progress” or PM can move project state from “initiating” to “planning”. When planning is over, the PM can move project state to “executing”. Request state keeps “in progress”.
RQ can read project control data.
When the project is finished, RQ can move the request to “closed”. PM can do so moving the project to “closed/archived”.

Program Manager (PgM) can create programs:

PgM can include projects inside a program.
PgM can help PM manage the project belonging to the program.
PgM can submit comments and change requests to the PM.

Portfolio Manager (PfM) can create portfolios:

PfM can include projects inside a portfolio.
PfM can help PM manage the project belonging to the portfolio.
PfM can submit comments and change requests to the PM.
PfM can include programs inside a portfolio.
PfM can help PgM manage the program belonging to his portfolio.

Resource Manager (RM) can read feedback on Team Member performance for those TMs inside his pool:

Project participants can assess TM project performance.
TM can read the feedback aimed to him or her.
RM can read the feedback aimed to TM and also the feedback aimed to the management team.

Project Manager (PM) can read feedback on project performance:

Roles SH, RQ and SP can assess project performance.
This feedback is accessible by roles PMO, PMA, PfM, PgM and PM.

There are many more interesting use cases related to collaboration in professional project management: procurement relationships, status reporting, governance workflows, etc. Projects are prone to tight professional collaboration inside organizations.

Frequently Asked Questions

Who is responsible for creating business units and assigning project managers?

The Functional Manager (FM) owns business units, creates them, configures BU data, and assigns the Project Manager (PM) and Sponsor (SP) to each project.

How do Project Managers manage project life cycles?

PMs initiate, plan, execute, control, and close projects. They manage teams, assign assistants, review progress, and transition projects through each state with collaboration from stakeholders and assistants.

What is the role of Team Members in project execution?

Team Members see their assignments, submit timesheets and expenses, and provide feedback or comments—sometimes anonymously. They must belong to a Resource Pool and a valid project to participate.