Production Management System — User Guide
Coordinator
Guide
Your role sits at the centre of the system. You create the structure, support the people in it, and keep the portfolio moving.
The Coordinator is the operational hub of the Production Management System. You are responsible for building and maintaining the project structure, ensuring owners are set up correctly, and providing first-line support to both owners and senior managers. A working understanding of all three roles is essential — you cannot support others effectively without knowing what they see and what they need to do.
Setting up the portfolio
Create parent projects to group related work into programmes. These form the top-level structure visible across all dashboard views.
Create individual projects within each parent, assigning an owner and setting the cadence in days. Cadence determines how frequently an owner is expected to update their project.
Set cadence days in discussion with the owner and senior manager. The value should reflect the genuine update frequency expected for that project — not a default.
Ensure project names are clear and consistent. They appear across all views and in any exports or reports generated by the system.
Managing the portfolio
Monitor the Compliance view regularly. It shows which projects are current, at risk, or non-compliant based on each project's cadence setting.
Use the Needs Attention view to identify red-rated projects, overdue updates, and projects that have recently deteriorated in status.
If a project appears non-compliant, contact the owner directly before any escalation. Non-compliance may reflect a missed update rather than a genuine project issue.
RAG rating updates are the owner's responsibility. You do not update project status on their behalf unless formally agreed otherwise.
Cadence days can be adjusted if the agreed update frequency changes. This is a Coordinator action — confirm any change with the relevant senior manager.
Supporting owners
Owners are responsible for updating their project status and RAG rating on their defined cadence. Your role is to ensure they know how to do this and have the access to do it.
If an owner is unsure how to update a project, refer them to the Owner Guide at prodman-owner.dynes-insights.com.
If an owner cannot access the system, escalate to John Dynes or an approved senior administrator to resolve credentials.
Guidance note
Familiarity with the Owner Guide is part of your role. You should be able to walk an owner through the update process without needing to refer to the documentation yourself.
Supporting senior managers
Senior managers use the Portfolio, By Programme, Compliance, and Needs Attention views. They also have access to the AI query interface for analysis and interpretation of project data.
If a senior manager requires a change to project structure or ownership, action it promptly and confirm when done.
Escalate access issues for senior managers to John Dynes or an approved senior administrator.
Guidance note
Familiarity with the Senior Manager Guide is part of your role. You should understand what senior managers see in the system and be able to support them in interpreting it.
Access and credentials
Access to the system is controlled. Users must be registered before they can sign in via the magic link on the landing page.
New users, password resets, and access issues should be directed to John Dynes or other approved senior administrators.
Do not share credentials or access links with unregistered users under any circumstances.