Team Management

Use your Program's Teams menu (under Teams & Roles) to add members to your program team, create separate project teams for different projects within the program, define program roles, and review user permissions.

A program can have three types of teams: its own team, centrally-managed project teams, and shared teams. Amplify does not allow any user to own a program item unless they are part of its team. To create projects and assign ownership, you need to add users to one of the above teams. The program's own team members have access to everything in the program. So you can allocate only the privileged users to the program team, but all other users can be added to relevant project teams, so they are eligible to own items within the program.

The best practice for adding users to a brand new program is to first create a single 'Members' team without defining any assignment rules and add all participating users of the program to it. 

Later, when projects are created, you can create project teams in the program and define team assignment rules or manually add the project teams to each project.

Defining team assignment rules should be done only after adding team members because once assignment rules are defined, any user added to the team will have access to the team's mapped projects.

Types of Teams

Amplify allows creating three types of teams at the program level.

Program Team

The program team is your program's local team.

Any user in the program team can access the whole program, including its projects and all other items. Ideally, the program team should consist of the key stakeholders - those who handle the program's budget, planning, set goals, or responsibilities to oversee multiple projects in the program, but do not have to stay updated on the project's day to day tasks.  A program team member has access to all dashboards at the highest level.

Program administrators, Portfolio Managers, Sponsors and other senior managers should be part of the program team.

Project Teams

Another type of team that you can create in your program is the project team. Project teams are centrally managed teams. They are created and maintained at the program level but can be mapped to specific projects or reporting structures within the program.

A project team member has access to all projects that the team is mapped to, along with high-level access to the program. Users can be assigned one or more roles in the team. The roles and permissions determine the level of access and capabilities they have in the project.

A team is automatically mapped to specific projects or areas in the reporting structure depending upon the assignment rules. Read more about Assignment rules here. 

Project managers, team leaders and all other users that have a direct role in the project can be added to the project team.

Shared Teams

An Amplify administrator can set up shared teams using the global administration module. All programs and projects in the system can utilise shared teams. It is possible to add shared teams to your program. Learn more about shared teams here.

This article covers:

• Adding members to your team
• Creating centrally-managed project teams
• Defining Assignment Rules
• Configuring a shared team
• Removing shared teams from your program

Add Members to Your Team

By default, every program has a program team. All you need to do is to add members to it. 

To add team members to your program team:

1. Navigate to the Teams item in your program menu.

2. Ensure that you have selected your program team in the Teams selection field. If you select any other team, the users will get added to that team.
3. Click Add Team Member.
4. This will open up the Add Team Member page.
   
5. Click Select All Visible from the top left corner, above your list of users, to select the entire list of available users. To select only certain users, click directly on the check box next to the name. Scroll through the list and add as many users as you like. Alternatively, you can use the search field at the top to search for specific users. 
6. For each user you select, you can specify a role. If you do not want to add roles to each member, you can assign an inbuilt role to all selected users at one go. To do this, select a role from the role selection field at the top of the page, above the users' list. 
7. Now, click Assign Selection. You'll notice that the role selection field beside each user name shows the role that you specified.
8. Click Add and Review to move to the next page, where you can see only the member records you've chosen to add to your team.  Clicking on Go Back to Add will take you back to the user selection page.
9. Once you're happy with the list, click Commit changes to add the selected users to your program team.

Create Project Teams in Your Program

When you've added projects to your program, you'll want to create separate teams that'll work on specific projects. The Teams item in your program menu allows you to create different teams assigned to projects using assignment rules. These will be centrally managed project teams that can be automatically assigned to specific projects or added manually to individual projects from each project's Teams menu item. As the program administrator, you have absolute control over such teams. You can add or remove team members and change assignment rules at any time.

To create a team:

1. Navigate to the Teams item in your program menu.
   This will display the Teams page.

2. Click Add Team.
3. The Add Team page that displays will allow you to add shared teams or create new teams.
4. To create a new team, click Add New Team.
5. Enter a name and description for your team and click Create Team.
   The team that you added will list in the second drop-down field on the page. You can now add users or, if you prefer, create assignment rules to assign them to projects based on certain conditions. 
   
   
   

Define Assignment Rules

Amplify allows you to set up rules based on which teams are automatically assigned to projects.

Assignment rules are made up of reporting group options. When you create an assignment rule for a project team, you attach specific reporting group options to the team.

Similarly, every project within the program is mapped to certain reporting group options.

The assignment rule matches the reporting group options to decide which project to be assigned to a team. 

This feature is useful if you want certain users/teams to have access to only specific groups within the program or if you'd like to make a project team available to multiple projects based on their hierarchical position within the program.

To illustrate the assignment rules feature, consider the following scenario.

Your program is organised as shown in the illustration below. You want to allow a certain user to create projects in the Global Operations group.

You could do the following to make this happen:

1. At the program level, create a project team.
2. Create an assignment rule.  In your rule, set the workstream option as 'Global Operations'.
3. Save the rule.
   
4. Add the user to this team with a role that has the 'update project' privilege.

Now, if you navigate to the Teams menu item of any project mapped to the 'Global Operations' group, you'll notice that the user's team is added there. This is because the project is linked to the same Reporting Group options set in the team's assignment rule. This user will only have access to projects in this group and can create projects only under the same group.

To create an assignment rule:

1. Select the project team to which you wish to apply the rule.
   
2. Click on the New Assignment button.
   
3. Add a relevant name for the rule in the Name field.
   The fields below display the program's pre-configured reporting groups. Clicking on each reporting group field will display possible options for the reporting group.
4. Select the reporting group options mapped to the project where the team need to have access.
5. Click Save.
   You have now defined the assignment rule for the team. All team users will now have access to the projects mapped to the same reporting group options specified in the rule. If assignment rules are not set up for a team, the team's users can only view the program but will not access the projects. 
   
   

Add Users to the Project Team

Once you have defined assignment rules for the team, you can add users. You can add any user in the program's local team to any project manually. Still, if you want the user to be automatically assigned to a project or a reporting group, you must define the team's assignment rules.

To add users to the project team:

1. Navigate to the Teams item in your program menu.
2. Set the team type as Project in the first field.
3. Use the second drop-down list to select the team to which you wish to add members.
4. Click on the Add Team Member button.
5. In the form that displays, use the Search for an Amplify User field to search for the user to add or type the username into the field.
6. Use the Available Roles to select the preconfigured role you want this user to have. You can add multiple roles.
7. Click on the Save button to add the user to the team.
   You have now added a team member. The roles assigned will be listed below their names in the user card displayed in the Teams section.

Configure a Shared Team

To add a shared team:

1. Navigate to the Teams item in your program menu.

2. Click Add Team. 
   If your administrator has set up shared teams, they will appear on the right-hand side.
3. Click on the + button next to the team that you wish to add.
   

4. You will now see it listed in the Teams selection field.

   

You can see the shared team's user-profiles and roles listed on the Teams page when you select it from the Teams selection field.

You can remove a shared team from a program if not required, but you are not allowed to remove team members individually as shared teams are managed from the global administration module.

To remove a shared team from your program:

1. Access the team.
2. Click Remove Shared Team on the right-hand side panel.