ProTRAC
ProTRAC is UQ's Project Portfolio Management System and is owned and maintained by the PGO.
The Project Governance Office (PGO) is responsible for maintaining UQ's central database of relevant and reliable information for all project proposals, business cases, projects, programs and oversight of the overall UQ-wide project portfolio.
Contact the PGO to discuss enhancements or functionality requirements for ProTRAC.
Accessing ProTRAC
1. Obtain a Project Online license
New starters or those new to a project role will need to obtain a Project Online license. The PGO can provide a Project Essentials or Premium license depending on the role in the project. Requests should be emailed to pgo@uq.edu.au along with details of the role and access level for the project management, that is whether the role involves management of finances.
Project Professional is not required for using ProTRAC, but it may be desirable for managing the scheduling and Gantt charts of complex projects. Having Project Professional can allow users to edit their project records through the desktop application, edit calendars and greater offers functionality with connecting activities and reporting. Purchase of this software is through UQeMarket and then liaising with ITS for installation on your UQ computer.
2. Obtain access to your project record
Records within ProTRAC are restricted. Access is often granted when the record is set up - however there are instances when a PM will start after the record has been generated. Email access requests to pgo@uq.edu.au with approval from the Project Owner, Project Sponsor or Program/Project Manager. This includes any requests for reporting (e.g. Project Status Reports).
Support Guides
General Resources
| Guide/Resource | Description |
| PM Induction - Quick Links & Support (PDF, 230KB) | Quick Reference Guide for attendees of PM Induction course |
| How to complete monthly Status Updates (PDF, 606KB) | How to complete your monthly status update in ProTRAC |
| Setting Milestones (PPTX, 3.4MB) | How to set milestones in your ProTRAC record schedule |
| Scheduling (PPTX, 3.9MB) | How to set a basic schedule in your ProTRAC record |
| Adding team members to your project (PDF, 357KB) | How to add team members to your ProTRAC record |
| Connect ProTRAC to Project Professional (PDF, 235KB) | How to connect ProTRAC to Project Professional desktop client. |
| Edit Project Schedule in Project Professional (PDF, 309KB) | How to edit your project schedule in Project Professional desktop client. Must connect ProTRAC to Project Professional first (see above QRG). |
| Request for New Project Record (DOCX, 99KB) | For use by PMO Managers/Portfolio Managers ONLY. Please see New Project Requests for more information. |
| ProTRAC Workflow & Data Glossary (PDF, 255KB) | Descriptions of the workflow stages, statuses and exit criteria in ProTRAC. |
ProTRAC Financial Module Resources
| Guide/Resource | Description |
| Quick Reference Guide (QRG) - (PDF, 398KB) | Quick Reference Guide for getting started in the ProTRAC Financial Module |
| QRG - Navigation (PDF, 307KB) | Quick Reference Guide for navigating the project view in the ProTRAC Financial Module |
| QRG - Program Navigation (PDF, 319KB) | Quick Reference Guide for navigating the program view in the ProTRAC Financial Module |
| QRG - Enter a purchase forecast (PDF, 295KB) | Quick Reference Guide for entering a purchase forecast |
| QRG - Update forecast against purchase orders and blanks (PDF, 289KB) | Quick Reference Guide for updating forecast/s against existing purchase orders and blank purchase lines |
| QRG - Enter a labour forecast (PDF, 383KB) | Quick Reference Guide for entering a labour forecast |
| QRG - View and download transaction details (PDF, 340KB) | Quick Reference Guide for viewing and download actuals transaction details |
| QRG - View and export status reports (PDF, 579KB) | Quick Reference Guide for viewing and exporting the Enterprise Report Suite |
| QRG - Export financial summary report (PDF, 307KB) | Quick Reference Guide for exporting a financial summary report |
Training and Support
Please contact the Project Governance Office with any requests for support and training.
New Project Requests
Projects records in ProTRAC are created by either the Project Governance Office (PGO), the IT Portfolio Management Office (IT PMO) or the P&F Portfolio Managedment Office (P&F PMO), depending on the nature of the project.
The records are usually created by one of the three units above after approval for funds has been granted through the Capital Management Group or similar body. Please refer to the process for Capital Investment to understand when a ProTRAC record is initiated within the business approval process.