Event Management

In PensionPro, Event Management—also known as the Events Dashboard—is where Employees can track a large number of Projects as they reach certain milestones (Events) during completion. Event Management makes it easy to determine the number of Projects that reached an Event milestone, and just as easy to identify the Projects that are lagging behind. For a simplified introduction to using Events, refer to the article Events: An Overview.

Tier Availability: Business

Security Rights Required: View Events

Article Contents

• Prerequisites
• Navigating Event Management
• Adding an Event
  • Suggested Events
• Counts and Drill-Downs
  • Eligible Plans
  • Projects
  • Tasks Completed & Tasks Remaining
• Completing an Event
• Business Intelligence Reporting
• Troubleshooting

Prerequisites

Before Event Management can be utilized, ensure that the following prerequisites have been met:

• Event Configurations: Events need to be created and defined in Event Configurations before they can be used in Event Management.
• Projects: Events will need to be added to the Projects that will utilize them; otherwise, Event Management will have nothing to track. For specific instructions, refer to the article How-To: Add Events to Projects.

Navigating Event Management

To access Event Management, navigate to Dashboards > Events. The Event Management tab opens.

The Events grid displays any Events that are currently active, along with information about the Event, such as Name, Frequency, Period End date, Due Date, and any Notes.

Hovering over any Event in the grid displays the Edit and Delete options on the right-hand side.

Select Refresh at the top-right of the grid to refresh the grid data and update all Plan and Project counts.

The contents of the Events grid can be exported to Excel workbook format at any time. To export the grid:

1. Select More at the top-right of the grid.
2. Select one of the following options:
   • Export: Exports the visible grid data, preserving any applied filters.
   • Export All: Exports all grid data, regardless of applied filters.

Adding an Event

An Event must be added to Event Management before it is tracked. This is true even if active Projects are already using the Event, although PensionPro can suggest potential Events in this case.

Security Rights Required: Add/Edit Event

To add a new Event:

1. Select Add at the top-right of the grid. The Add Event window displays.
2. Select an Event Name.
   • The available Events are determined by active Event Configurations.
3. (Optional) Select a Category.
   • If the selected Event Configuration included a Category, this field will be automatically populated. The Category may still be changed, if desired.
   • The available options for this field are determined by List Values, located under the following List Type: Core > Projects > Event Category.
4. If the chosen Event Configuration has an Annual frequency, set a Period End date.
   • The Period End should match that of the Projects to be tracked.
   • This field is unavailable if the Event Configuration has a Non-Recurring frequency.
5. (Optional) Set a Due Date for the Event.
   • If the chosen Event Configuration has an Annual frequency, the Due Date will be automatically populated based on the Period End date and the offset specified by the Configuration. The date may still be changed, if desired.
6. Select Save.

Multiple Events can be created from the same Event Configuration so long as each Event has a different Period End date.

Suggested Events

PensionPro can identify Events being used in Projects that are not already being tracked by Event Management. These are Suggested Events, which provide an alternate (and simpler) means of adding new Events. Suggested Events can also be useful in reviewing Events that may have been overlooked.

To view Suggested Events and add them to Event Management:

1. Select Suggested from the views list on the left. The Suggested Events grid will display any potential Events identified by PensionPro.
2. Click to select a Suggested Event in the grid.
3. Select Add at the top-right of the grid. The Add Event window displays.
4. The Add Event window automatically populates the relevant Event settings. Make any changes, if desired.
5. Select Save.

Once added, the Event is removed from the Suggested Events grid, and added to the grid in the Events view.

Counts and Drill-Downs

A primary use of Event Management is to easily visualize and track the number of Projects that have reached a particular milestone. To that end, the following columns provide the counts of the applicable Plans and Projects:

• Eligible Plans
• Projects
• Tasks Completed
• Tasks Remaining

Select any count within one of these columns to "drill down" into the details of the count for the Event. These drill-down grids display information about the Plans or Projects included in the count, and may identify issues impacting the count accuracy. Use the breadcrumb navigation at the top-left of the grid to return to the Events grid.

These columns and their drill-down grids are described in more detail in the following sections.

Eligible Plans

The Eligible Plans column uses much of the information set in the Event Configuration—including Plan Type, Services Provided, and Safe Harbor—alongside the Period End date to generate a count of applicable Plans. PensionPro expects that Projects containing this Event will be launched for these Plans.

The Eligible Plans drill-down grid contains all Plans included in the count, as well as additional relevant information, such as Plan Year End and Plan Type. The grid also identifies the Plan Service(s) that matched the Event Configuration, and determines whether or not a Plan Cycle record has been created for the Plan Year.

Select a Plan name to open it in a new Plan tab.

Projects

The Projects column provides a count of launched Projects with a matching Period End date that contain the Event. Only Projects for Plans that meet the Event criteria are included in this count.

In addition to providing a tally of total Projects, this count can be used to identify potential issues with the Event. Some examples:

• In most circumstances, the Project count should match the Eligible Plan count—indicating that each Plan eligible for the Event had a corresponding Project launched. A lower Project count may indicate that a Plan was missed.
• The sum of Tasks Completed and Tasks Remaining are generally expected to match the total Project count. If the sum of these two columns is higher than expected, it may indicate that a Project has been launched for a Plan that does not fall within the parameters of the Event.

The Projects drill-down grid contains a combination of Plan information (similar to the Eligible Plans drill-down) and Project information, including the Project Manager and the name of the Task connected to the Event. Entries in this grid include:

• Eligible Plans, regardless of whether or not a relevant Project has been launched.
• Plans for which a relevant Project has been launched, but which do not meet all of the Event criteria.

Select a Plan or Project name to open it in a new tab.

The Issues Found column identifies any inconsistencies between the Event, Plan, and Project. A discovered issue may represent an inaccurate count.

Tasks Completed & Tasks Remaining

As could be expected, the Tasks Completed column provides a count of Projects for which the Event Task has been completed. Conversely, Tasks Remaining is the count of Projects for which this Task in incomplete.

Unlike the Project count, these counts include Projects launched for Plans which do not meet the Event criteria. In other words, these counts apply to all Projects (with the appropriate Period End) containing the Event.

The Tasks Completed and Tasks Remaining drill-down grids contain basic Project and Plan information. These grids also contain information pertaining to the Task connected to the Event, such as the Assignee and the Task Due Date. Additionally, the Tasks Remaining grid displays the completion percentage of the Task.

Double-clicking on an entry opens the relevant Task Workflow in a new Project tab. Alternately, the Task's details can be edited by hovering over the entry in the grid, then selecting Edit on the right-hand side.

Select a Plan or Project name to open it in a new tab.

The Issues Found column identifies any inconsistencies between the Event, Plan, and Project. A discovered issue may represent an inaccurate count.

Completing an Event

When an Event milestone has been reached by all associated Projects and the Event is no longer needed, the Event may be marked as Completed. As opposed to deleting an Event, completing it archives it, retaining it for reference and use in reporting.

Security Rights Required: Add/Edit Event

To complete an Event:

1. Hover over the Event in the Events grid and select Edit on the right-hand side. The Edit Event window displays.
2. Set a Completed date.
   • PensionPro recommends using the date that the final Event Task(s) was completed.
3. Select Save.

A completed Event is removed from the Events grid by default. To view completed Events, select More at the top-right of the grid, then select Show Completed.

Business Intelligence Reporting

Event Management provides built-in reporting and visualizations for Events. Two reports are available: one for individual Events, and one for all Events.

The report for individual Events contains graphs which break down the number of Projects and Tasks which are on-track or past due. Additional views display the Employees with the most open Tasks, as well as the Employees that have recorded the most time on Event Tasks. These items can be filtered by Employee(s).

To access an Event Detail report:

1. Select an Event in the Events grid.
2. At the top-right of the grid, select More > View Event Report.

The Event Management Summary report encompasses all Events, and provides an at-a-glance look at the number of upcoming, completed, and past due Events. It also details the next five Events due, and displays the average completion time across all Events. These items can be filtered by Event(s).

To access the Event Management Summary report, select More in the tab header at the top-right, then Business Intelligence Report.

Troubleshooting

The Issues Found column on the Project and Task drill-down grids can greatly assist in troubleshooting Event Configurations. This section notes possible issues, as well as tips for resolving each.

Plan-Level Issues

Project-Level Issues