Team Management

Use your Program's Team tab to add members, create separate project teams for different projects within the program, define program roles, and review user permissions.

Before any user can own a project in the program, they'll need to be a member of the program team. 

We recommend that you add all users who will be part of the program into the program's team so that when you create projects, you can assign ownership. Amplify allows creating three types of teams at the program level. Read more about the types of teams here.

You may choose to add separate teams in the program to work on each project. You can also define assignment rules for teams based on which Amplify will automatically map them to projects. Once assignment rules are defined, any user added to the team will only have access to the projects the team has been mapped to.

Type of Teams

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

Program Teams

The Program Team is your program's local team.

Any user in the program team has access to 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 have 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 defined for it. 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. Shared teams can be used across all programs and projects. It is possible to add shared teams into your program. Learn more about shared teams here.

This article covers:

• Creating a program team
• Creating a project team and adding team members.
• Defining Assignment Rules
• Configuring a shared team
• Removing shared teams from your program

Create a Program Team

The program team member would have access to the entire program, and the access permissions will depend upon the role assigned to them. Learn more about roles here.

To create a program team:

1. Navigate to the Team tab in your program.

2. Ensure that you have selected This Program in the first field.
   
   You can click in the field under the Selected Team section to add a name for the team.
3. To add a user, click on the Add Team Member button.
   
4. Use the Search for an Amplify User field to search for the user or type the username into the field.
5. Use the Available Roles select the preconfigured role you want this user to have. You can add multiple roles.
6. Click on the Save button to add the user to the local team.
   You can add any number of users. 

Create Project Teams

Once you've created projects, you can create separate project teams. 

To create a project team:

1. Navigate to the Team tab in your program.
   This will display the Teams page.

2. Set the team type as Project in the first field.

3. Click on the New Project Team button.
4. On the form that displays, add a name and description for the team.
5. Click on the Save button.
   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 if you want to automatically 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. You can use rules to assign teams to a project, groups of projects, or an entire reporting group. Any user that is part of the team will have access to the objects that the team has access to.

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. As every project within the program is mapped to specific reporting group options, when you create a rule, Amplify maps the team to projects that are linked to matching options. 

This feature is useful if you want certain users 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.

The user can now create projects in the 'Global Operations' group. Now if you navigate to the Team tab of any project in 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 as that is 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 users in the team will now have access to the projects that are mapped to the same reporting group options as specified in the rule. If assignment rules are not set up for a team, users in the team can only view the program, but will not have access to the projects. 
   
   

Add Users to the Project Team

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

To add users to the project team:

1. Navigate to the Team tab in your program.
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 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 that displays in the Teams section.

Configure a Shared Team

Before you begin, make sure that you have shared teams available. Contact your Amplify administrator for assistance.

To add a shared team:

1. Navigate to the Team tab in your program.
   This will display the Teams page.
   

2. Set the team type as Shared in the first field.

3. Click on the Add Shared Team button.

   This will display the Add Shared Team form.
   
   The drop-down list will display the teams that are shared across all programs. 

4. Use the field to select the shared team that you want to add into your program.
5. Click on the Save button.
   You will see the user profiles and roles of the shared team listed in the Teams page now.
   

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 on Unmap Shared Team.