Overview of Project Template Development

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Tier Availability: Business

 

PensionPro's workflow system is based upon the successful development of Project Templates. To understand the lingo, a Project Template is a blueprint of the processes in your firm. For example, an annual 401(k) administration Template is a blueprint of the sequence of steps (or "Tasks") that should be followed each time 401(k) administration services are performed by your staff. The Tasks should represent your firm's best practices and be uniform across all personnel. Project Templates can be created for many types of Projects—from internal management projects to fee disclosure projects—and might take place once, or recur at a set frequency, such as daily or monthly.

 

When a Project is launched for a Plan, it inherits all of its settings and Tasks from the Project Template. At this point, the Project's workflow can no longer be edited, even if its Template is updated. Because of this, it's important to test a Project Template during the process of development.

 

Two important items to remember as you move forward with Project Template development:

 

  1. Project Templates are the blueprints that outline how a Project progresses. They should reflect the processes and best practices of your firm.
  2. Projects are created when Project Templates are launched to a plan. Projects can be abandoned or deleted by users with the necessary Security Rights, but the actual Project cannot be edited.

 

Stages of Project Template Development

 

Below are some easy-to-follow steps to help users who are developing Project Templates in PensionPro.

 

  1. Create a list of desired Project Types.  For example, Onboarding Projects, Administration, Trust Accounting, Plan Notices, Plan Documents, Accounting, Distributions and Loans, etc.
  2. Under each Project Type, create a list of Project Template names for each Project Type. For example, Onboarding might include New Plan Document or Takeover Plan Document, Accounting Setup, New Client\Plan\Contact Setup.
  3. Prioritize! Identify your the first goal—are you starting with distributions, annual administration, or onboarding? The time of year may push certain Project Types to the forefront.
  4. Flowchart your processes using anything from Microsoft Visio to a physical whiteboard. Your flowchart should not reflect checklist steps, but the actual movement of the process through your firm from start to finish.  For example, a distribution Project might move from Clerical to Admin Support to an Administrator for review, then back to Admin Support, and ultimately to the Billing Specialist!
  5. Create the Project Template in PensionPro.
  6. Test, test, test!! Add the Project to your test plan (Very Important Client) and complete the Project. Including staff members in the testing process is a great way to get feedback and have a better outcome!
  7. When everything works smoothly, launch the Project Template to production Plans to set the process in motion.