In this article, we will review the PPM Insights AI and how your data is used when it is enabled on your tenant.
We offer you the opportunity to use a range of AI features developed by PPM Express and based on the underlying models made available by OpenAI (OpenAI LLC located at 3180 18th St San Francisco CA 94110).
PPM Insights AI
Today project managers and teams face a mountain of tasks, scattered information, and tight deadlines. Juggling priorities, resources, and risks often leads to missed goals and wasted time. Plus, keeping everyone on the same page? That's a challenge on its own.
Think about the effort of manually overseeing 20 or 50 projects or creating 200+ reports without any help. Old-school project management just doesn't keep up anymore. Teams need smarter tools that help them make quick, informed decisions and keep projects on track.
PPM Express Insights AI is a major step in our ongoing initiative to equip project and portfolio managers with AI-powered capabilities that boost their daily work and transform how entire organizations handle projects and portfolios. Based on OpenAI's advanced AI capabilities, PPM Express Insights AI gives teams the insights they need to make smart choices and save time. Whether you're managing a single project or overseeing a whole portfolio, PPM Express has your back.
Features where PPM Insights AI is used
As of today, only one feature is available, but more features powered by PPM Insights AI are coming soon.
1. PPM Insights AI project section.
The PPM Insights AI project section gives you access to AI-driven functionalities from PPM Express directly. It helps your team save time for project health reviews, better understand project sections and items that require immediate attention, and increase efficiency in daily work.
When PPM Insights AI is enabled, the PPM Insights AI project section becomes available. This section aggregates all the information that requires your attention on the selected project for you to quickly review it and take action.
How to enable PPM Insights AI on your tenant
PPM Insights AI features are available for all customers, and by default, the feature is turned OFF for the tenant. PPM Express users with Administrate app permission can enable AI features on the PPM Insights settings page (and disable them when/if needed).
Please note: The Administrate app permission is also required to access the PPM Insights settings page.
How to disable PPM Insights
To disable PPM Insights AI for your tenant, open the PPM Insights settings page and switch the toggle to OFF.
Please note: The Administrate app permission is required to access the PPM Insights settings page.
Frequently asked questions
Is PPM Express Insights AI required for the use of PPM Express?
No, PPM Express Insights AI is an optional offering to enhance your PPM Express experience. It is not required for the use of PPM Express or even for the use of PPM Express’ other smart capabilities. You can continue using auto calculation of Project, Program, and Portfolio Key Dates and Project tasks, and warnings without using PPM Express Insights AI. These capabilities are powered by PPM Express’ proprietary machine-learning models.
What AI model is used for PPM Express Insights AI?
PPM Express Insights AI is powered by OpenAI’s solutions. Open AI API and GPT 3.5 Turbo or GPT 4 models are used. An OpenAI model used for generating AI-based content is GPT 3.5 Turbo by default. Please note that if using your custom API Key, the GPT-4 model will be available.
Is OpenAI a subprocessor of my data if I turn PPM Express Insights AI on?
Yes, if you choose to use PPM Express Insights AI, you agree to OpenAI being a subprocessor of your data. OpenAI is located in the United States. For more information, please review OpenAI’s data usage policies and PPM Express Privacy Policy.
Do you automatically send my data to OpenAI?
The data is sent if a user specifically clicks the Generate/Regenerate button, or on data synchronization if the project is linked to any of the external systems (manually or by schedule).
Do you send any Personal Identifiable Information (PII)?
No. PPM Express only transmits the information from your project fields or sections, along with a prompt and a unique identifier, to OpenAI upon clicking the generate/regenerated buttons or on data synchronization. This identifier is randomly generated and can be traced by OpenAI.
Is my data being used to train and/or improve the OpenAI models?
The transmitted data is not used for training or improving the OpenAI models. However, OpenAI states: “Any data sent through the API will be retained for abuse and misuse monitoring purposes for a maximum of 30 days, after which it will be deleted (unless otherwise required by law).
What data is transmitted to AI from PPM Express for the PPM Insights AI project section?
- Failed Sync – no data, the response is predefined on our end;
- Not on Track (Statuses) – the status name (Overall, Risk, Cost, Resources, etc.), its status (At Risk, Critical), status description;
- Overdue milestones – the number of overdue milestones;
- Slipped milestones – the number of slipped milestones;
- This week milestones – the number of milestones that are due this week;
- Overdue tasks – the number of overdue PPM Express tasks;
- Slipped tasks – the number of slipped tasks;
- This week tasks – the number of active and completed tasks that have dates scheduled for the current week;
- Tasks Effort vs Completed Work – values from the project fields with a roll-up from tasks – ‘Schedule Effort (PPM Express)’, ‘Schedule Completed Work (PPM Express), ‘Schedule Remaining Work (PPM Express)’;
- Tasks Story Points vs. Completed Story Points – values from the project fields with a roll-up from tasks – ‘Schedule Story Points (PPM Express)’, ‘Schedule Completed Story Points (PPM Express)’;
- Budget Overrun (Budget vs. Forecast, Baseline, Actual) – only the fact that the total budget is lower than Forecast, Baseline or Actual. Any real cost value from the budget section is not passed in the request.
- Budget Overrun (Actual vs Forecast, Baseline) - only the fact that the Actual budget is greater than Forecast or Baseline. Any real cost value from the budget section is not passed in the request.
- Overallocated resources – number and names of overallocated resources;
- Active Risks – the number of active risks;
- Active Issues – the number of active issues;
- Active Change Requests – the number of active change requests.