User Guide

📘 Overview

Milliarium Portfolio Management (MPM) helps you plan projects, measure performance with earned value, and keep scope, schedule, effort, and cost under formal control.

A typical flow:

1. Set up your organization, team, and cost rates.
2. Plan projects and their tasks (with budgets and direct cost items).
3. Baseline the approved plan.
4. Execute & govern — record progress; any change to a baselined task routes through change control.
5. Track performance on the Dashboard, Gantt, and EV Metrics.
6. Report on demand and via dated published snapshots.

🔑 Accounts & sign‑in

Create an organization (sign up)

On the Sign up page, enter your organization name, your name, work email, and a password (min 8 characters). This creates a new workspace and makes you its Administrator. New workspaces start a 14‑day free trial — no credit card required.

• One account per email. If an account already exists for your email, sign in instead.
• If email confirmation is enabled, check your inbox and confirm before signing in.

Sign in

Enter your email and password on the Login page. If you've enabled two‑factor authentication, you'll be asked for a 6‑digit code next.

Inviting your team

Admins invite teammates by email in Settings → Team · roles & access; the invitee gets a link to set a password and join, with the role you choose (see Roles & permissions). Use the email they use elsewhere so task assignments and Jira assignee matching line up. You can change a member's role or deactivate them (which frees a billing seat) from the same panel.

🛡️ Account security

MPM includes several protections so your portfolio data stays safe.

👥 Roles & permissions

Three roles control what each person can do.

Throughout this guide, look for these tags: Admin admin‑only, PM manager or admin, All everyone.

🧭 Navigating MPM

The top navigation bar is your map: Dashboard · Projects · Task Log · Baselines · Changes · Gantt · EV Metrics · Risks & Issues · Deliverables · Resources · Reports (and Audit for admins). Your name, organization, settings, and billing live on the right.

Row actions

On the Projects, Task Log, Risks & Issues, and Deliverables screens, each row has three small icon buttons (hover for labels):

• ⣿ Update — a compact window to change just the fields that move during tracking (e.g., a risk's status/score/owner, a task's % complete & actuals). Fast, and it won't touch anything else.
• ✎ Edit — the full record form.
• 🗑 Delete.

Notifications

A small count badge on your avatar (top‑right) opens a queue of what needs your attention, scoped to your projects: tasks missing cost/EV data, unassigned tasks, change requests awaiting your approval, and overdue tasks. Click an item to jump straight to it.

📊 Dashboard

PMBOK 7 · Earned Value · Schedule · Cost · Risk — your portfolio at a glance.

• KPI cards — portfolio Budget (BAC), Earned Value (EV), Actual Cost (AC), SPI and CPI. Hover SPI/CPI for a plain‑English explanation.
• Project table — each project's manager, phase, % complete, SPI, CPI, and a Red/Amber/Green health flag.
• Drill‑down — click a Project ID to open its Task Log.

See EVM cheat sheet for how every number is derived.

📁 Projects PM

The Project Register — all portfolio projects, PMBOK 7 aligned.

Use + New Project or Edit to set:

• Identity — Project ID (auto PRJ‑NNN if blank), name, Project Manager, Business Owner (approves material changes), sponsor.
• Schedule & budget — start, planned end, forecast end, Budget (BAC), base currency.
• Method — phase, dev approach (Predictive / Hybrid / Agile / Iterative), regulated flag.
• Change‑control thresholds — cost ($), schedule (days), effort (hours). A change to a baselined task above any threshold is treated as material and routes to the Business Owner; below them, the PM can approve.

Project cost items

Below the form (on a saved project) you can add direct cost items — Hardware, Software, Service, or Other — each as a Fixed amount or Time‑applied (rate × quantity), with an optional % earned and actual incurred. These roll straight into the project's BAC, EV, and AC, so they appear on the Dashboard and EV Metrics alongside task costs.

Jira sync (Agile projects)

When dev approach is Agile, a Jira panel appears — see Jira sync.

✅ Task Log PM

Phase → Task → Subtask · fixed + rate‑based cost · planned vs actual.

Create and edit the work breakdown. Each task carries:

• Structure — code, name, description, PMBOK phase, type (Summary / Task / Subtask), and parent for nesting.
• Progress — assignee, status, % complete, planned/actual start & end.
• Effort & cost — planned/actual hours, fixed cost, cost accrual, GL code. Rate‑based cost is computed automatically from assignments × the resource's rate.

Ordering & numbering

The # column is a WBS outline number (1, 1.1, 1.2, 2…) that reflects each task's position. The TSK‑NNNN code is a permanent ID that never changes (so it stays valid in change requests and the audit trail). To arrange tasks:

• ＋ menu on any row — Insert task above, Insert task below, or Add subtask; the new task lands exactly where you put it (not at the bottom).
• ↑ / ↓ arrows — move a task up or down among its siblings.

The Task Log, Gantt, and Variance report all follow this position order, so a newly inserted task appears in its proper place everywhere.

Collapsing

For large lists, click a project header to collapse/expand all its tasks, or click the ▾ chevron next to any task that has subtasks to fold them away (leaf tasks have no chevron). Use ⊞ Expand all / ⊟ Collapse all in the filter bar to do it in one click. Your collapse state is remembered between visits.

Track cost & EV at a higher level

On a task's Edit form, tick "Track cost & EV at this level" to make that task the reporting point: its budget/earned‑value is entered on it, and its subtasks are excluded from the rollup (so totals aren't double‑counted) and from the "needs cost/EV data" queue. In the Task Log those rolled‑up child rows appear greyed (their values stay visible) and the parent shows a small Σ rollup badge. The EV Metrics and Variance reports honor it too.

Linked deliverables & assignee states

A yellow ◆ next to a task name means a Deliverable is linked to it (hover to see which). Assignees mirror Jira's three states — a person, Unassigned, or Automatic (see Jira integration).

🧑‍💼 Resources PM

Team members and their cost rates — rates drive rate‑based task cost.

Set each person's hourly cost rate (effective‑dated, so historical costs stay correct when rates change). When a resource is assigned hours on a task, MPM multiplies those hours by the rate in effect to derive rate‑based cost — feeding straight into your earned‑value numbers.

📌 Baselines & Variance PM

Approved snapshots of scope, schedule, effort & cost — current plan measured against baseline.

• Create a baseline for a project — Full (dates + effort + cost) or Dates‑only (an interim schedule snapshot).
• One baseline is active per project; it's the reference for variance and for Planned Value (PV) in earned value.
• Baselines are immutable — they're never edited in place, which preserves the audit trail.
• Variance compares the current plan to the active baseline (schedule slip and cost variance per task). Export it from Reports.

🧾 Change Requests PM

Governed changes to baselined tasks — approval workflow with segregation of duties & audit.

How a change request is raised

Editing the scope, schedule, effort, or cost of a baselined task automatically creates a Change Request (CR) instead of saving the change. The CR captures each changed attribute's before/after values and an auto‑calculated impact (Δ cost, Δ effort, Δ duration, finish‑date effect).

Approval & segregation of duties

• Materiality routing — if the impact exceeds a project threshold, the change is material and needs the Business Owner; otherwise the Project Manager can approve.
• Segregation of duties — the requestor can't be the sole approver.
• Open the CR to review items, add a decision comment, and Approve or Reject. On approval, the original baseline is retained and the current plan is updated (configurable per project).

Statuses: Draft · Submitted · Under Review · More Info · Approved · Rejected · Implemented · Closed · Withdrawn. Export the full change log to Excel from Reports.

📅 Gantt

Schedule timeline · thin grey bar = baseline (tracking Gantt).

• Time scale — switch between Weekly, Monthly, Quarterly, Yearly; the bars zoom with the scale, and your choice is remembered in the URL.
• Bars — colored by status; a thin grey bar underneath shows the baseline for comparison; a vertical line marks today.
• Deliverable milestones — a ◆ yellow diamond appears on a task's row at the planned date of any Deliverable linked to it.

📈 EV Metrics

Derived from baseline cost (PV), % complete (EV) & actual cost (AC) · SPI = EV/PV · CPI = EV/AC.

A full earned‑value table for the portfolio and each project: BAC, EV, AC, % complete, SPI, CPI, SV, CV, EAC, VAC, and TCPI. Performance indices are colored Green (on/under plan), Amber, or Red. See the cheat sheet for every formula.

⚠️ Risks & Issues PM

Uncertainty domain · Risk Score = Probability × Impact.

Track risks and issues with type, date raised, description, category, probability, impact, response strategy, owner, due date, status, and contingency reserve. The Risk Score tiers:

📦 Deliverables PM

PMBOK 7 artifacts & deliverables tracker.

• Track each artifact: code, project, name, performance domain, owner, planned/actual completion, and status.
• Link to a Task/Subtask — the deliverable then shows as a yellow ◆ milestone on that task's Gantt row.
• Attachments — on a saved deliverable, attach an external link or upload a document (up to 20 MB). Files are stored privately and downloaded via short‑lived secure links.

📑 Reports

Generate status & financial reports on demand, and browse the dated archive of published snapshots.

Generate now

Published reports (archive) PM

Dated PDF snapshots — auto‑published weekly (per‑project status) and monthly (portfolio) — form an immutable record of where things stood. Managers can also Publish now on demand. Download any snapshot from the archive table.

🔍 Audit Trail Admin

Append‑only record of security‑ and governance‑relevant events.

Administrators can review who did what and when: sign‑ins (and failed attempts), sign‑ups, settings changes, report exports, change requests, baselines, Jira syncs, and billing events. Filter by entity or action and page through history.

⚙️ Settings

Organization Admin

Set your workspace name and address (a reserved short slug for your company). Everyone signs in at app.mpm.milliarium.org and only ever sees their own organization's data.

Two‑factor authentication All

Scan the QR code (or enter the secret) in an authenticator app, confirm a code to enable, and you're protected. You can disable it from the same screen.

Team · roles & access Admin

Manage your members in one place:

• Invite by email — enter a teammate's email and a role; they get an invite link to set a password and join your organization.
• Change a role — Administrator / Project Manager / Team Member. The new role takes effect on their next action.
• Deactivate / reactivate — a deactivated member can't sign in and frees a billing seat (reversible). You can't change your own role or deactivate yourself, and the last administrator is protected.

Team · two‑factor recovery Admin

If a member loses their authenticator, reset their 2FA so they can sign in with their password and enroll a new device.

Jira connection Admin

Connect your Atlassian Jira Cloud site so Agile projects can pull issues — see Jira integration.

Data & privacy Admin

Export organization data — download a full JSON copy of your projects, tasks, risks, deliverables, baselines, changes, cost, and the audit trail (secrets excluded).

Danger zone Admin

Delete organization — permanently removes the org and all of its data and member accounts, and cancels any subscription. Gated by typing the exact organization name. This cannot be undone.

🔗 Jira integration Admin PM

Keep an Agile project's plan in step with its Jira Cloud backlog. The sync is one‑way (Jira → MPM): Jira is the source of truth for status, ownership and dates; MPM adds the cost, earned‑value and governance layer on top.

1 · Connect Jira (once per organization)

In Settings → Jira connection (admin), enter three things:

MPM verifies the credentials live, then stores the token encrypted at rest (it's never shown again). The token inherits your Jira permissions, so it only sees what you can see.

2 · Enable it on an Agile project

On a project whose dev approach is Agile, tick "Enable Jira sync" and enter the Jira project key (e.g. SCRUM). A small Jira badge then appears next to that project's ID wherever it's listed.

3 · Sync

• Sync now — run it on demand from the project at any time.
• Automatic — a background job re‑syncs every Jira‑enabled project daily.

How issues map into MPM

Which fields flow from Jira

Assignee states (Jira‑faithful)

MPM mirrors how Jira expresses ownership, with three states: User (a matched person), Unassigned, and Automatic. A Jira assignee whose email matches an MPM member is set as that user; an unassigned Jira issue comes across as Unassigned. (Only people who are real Jira users can flow through as assignees — assign teammates who aren't in Jira on the MPM side.)

What does not come from Jira

These are owned in MPM — Jira never overwrites them: planned & actual cost, actuals (hours), partial % beyond the rule above, and Phase (unless the Jira field exists). That's by design — Jira tracks delivery; MPM adds the EVM/cost layer. After a sync, a Project Manager fills in the cost/EV fields (the notification queue flags any task still missing them).

💳 Billing Admin

Subscription & plan for your organization.

View your trial/subscription status, start a subscription via secure checkout, and manage payment details through the customer portal. Founding members who signed up in the founding window keep their locked‑in rate.

🧮 EVM cheat sheet

Reading the indices: ≥ 1.00 on or under plan · 0.90–1.00 watch · < 0.90 off plan.

📖 Glossary