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Copper Training

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Project Management Training I developed for Corporate Marketing Team.

Project Management Training I developed for Corporate Marketing Team.

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  • This is great Lisa. I just got copper too for my team and loving it. Also making a presentation to ease the team into leveraging it's benefits. I have one problem thou, which i've sent to the copper team already but thought you might have an idea. I've created demo users to illustrate a team members, team leaders and clients. The problem is when i log in with this user profile, no menu item shows even thou iv'e assigned each user to the project and to tasks in the project. Any ideas why or what am doing wrong? I also noticed that when i go to the profile of a user, The default module to show when the user logs in only has an option of 'Profile' which should not be but for some reason, it's not picking up the project i've created so the user can select as a default view. Many thanks for any tips you can give.

    Kind regards,

    Ikechukwu
    Project Manager at Disability Studies Program
    University of Cape Town.
       Reply 
    Are you sure you want to  Yes  No
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  • We will of course use it for everything except staff timesheets.
  • Open your envelopes & follow the directionsExplain new look vs this old lookI need to make sure with individual sign on that everyone is set to the Project View. If not talk them through it.:OptionsPersonal SettingsDefault ModuleNote to Self: More about Options on next slide
  • Ask them to click their profile picture to reveal settingsLogged hours to show up in the profile by starting the timer when working on tasks, which we will look at later.Options allows you to update your profile including adding a picture or the AvatarAnd of course the Logout is there along with Tasks and Projects you have worked on or ones you have been named a Resource forAlso explain Dashboard and the areas we will concentrate on Now explain there are different identifiers along the way in blue
  • Need to be very clear that TO DO features Tasks, not Projects
  • Note to Self: Tell them to click on an actual Task to get to this view. Remember to save after every edit and after stopping the timer.When you kick off a Stopwatch Timer from either your To Do list or from the Projects task list, the timer will also display here, and allow you to quickly post time and comments to the task at hand. It'll even remember how much time you had on the clock when you last left Copper – if you remember to save!
  • Note to Group: Sync to iCal allows you to sync the project's task start/end dates to an iCal format supported system. In that system (e.g. Mac iCal) you can subscribe to a Copper Project. This isn't supported in older versions of Outlook as far as I know. However, effectively when you click that link your calendar application should open and ask if you want to sync this project.
  • Note to self: Keep in mind they can click through to the Project view, which you also demo as the next slide, but you are not done covering the Clients section.
  • Note to Self - Next is the Client Dropdown information – don’t want to start examining project page until done with client dropdownHere - The Timeline view will display all projects under that Client and you’ll be able to make the same changes in here as the Project Timeline view. That includes dragging and dropping to a new start date, changing estimated hours, or even adding a resource to a task.
  • All of the previous client info showed us what happens at the base level client information & how you can drill down into it – now let’s look at the dropdown information.You may archive Clients in the edit section, but be very wary of archiving vs deleting. Be sure not to delete. We will find out soon why that is true.Let’s click through and take a quick look at each dropdown.Note to Self: Go to next slide for New Client slide
  • You can create a new client via the client header dropdown. Note to Self: Advise them to drop down; click through, and see the information. Also describe use of colors – merely separators.
  • You can also delete a client by choosing the client from the main clients menu, then hit Delete in the action bar. This will delete the Client, as well as any associated Projects, Tasks, Contacts, and Files. It is better to archive a client by checking archived on the status dropdown.Note to Self: You have to click edit to access the status dropdown and change it from active to archive.
  • Let’s see why edit and save are so important as we actually click through on the dropdown
  • Encourage them to make an edit and save it or not!
  • Email team is just going to email those who have been allocated to the task, not those who have access to the project. You can also create groups, so that you can add a group to a project.
  • The top functions are very similar to the top functions on the Project page. Except you have the option of starting the Timer here as you perform your task.The Details are set when you set up the Project.The Resources are assigned by you or the Project owner who actually assigns tasks and resources. When a task is assigned an automatic email is generated to the person who has been assigned as a resource.Lastly, the Files section allows you to upload all relevant files to the task. You may also find Files on one of the top tabs on the Project Page.
  • Note to Self: After this slide you go back to the project dropdown…
  • To create a new project, click on New Project in the action bar and enter the relevant details, such as project ID, client, color identifier, description, budget, timeline, and project status. You can archive a project the same way you can archive a client, by setting its status to Archived.A user with access to the project will have access to all tasks within it. Only users with Write access will be able to edit the project.Have the group fill in a mock project or a real one for that matter…
  • You may also show the dash and narrow and broaden your snapshot selection of projects
  • Transcript

    • 1. copper training
      developed by: Lisa M. Faulkner
      Project Manager
    • 2. Table of Contents
    • 3. Copper
      Project Management Software
      Tool that helps you and your team manage projects, tasks, clients, contacts, and documents online.
      Copper is for teams that need to store a central repository of project information, communicate with external or internal clients, or report to various stakeholders on project activity and staff timesheets.
      3
    • 4. Log In will take you to the default Project View
      Log In
    • 5. the dashboard:
      • Lists every Section…
      • 6. Your profile information is always available at the top right of screen.
      • 7. You can edit your personal settings, review your previously visited items, see how many hours you've logged Today or This week, and there are more options as it concerns your profile.
    • to do:
      Click on TO DO to see all your tasks
      If tasks do not appear click Show Dash on the Dropdown and select from the listing of type of tasks – Mine, Owed, All…
      TO DO allows you to review and manage your tasks and time.
    • 8. Edit here & Kick off stopwatch here.
      Add time and comments here. Remember to SAVE!
      Upload files here.
      to do, cont’d.:
      Click on the Actual Task Name & You Can:
      • add your time and comments
      • 9. kick off a stopwatch timer for these tasks,
      • 10. edit the task details if you have the appropriate access,
      • 11. and upload related task files.
      Remember to save after every edit and save after stopping the timer.
    • 12. to do, cont’d:
      Show Dash – Gives a dropdown to select a listing of your projects to view as Mine, Owed , or All. You may also select the time period you want to review.
      View Completed – Allows you to see which tasks you have completed.
      Sync to iCal – syncs your projects and tasks with the iCal calendar. You may then click use the iCal calendar as well as the Copper Calendar to see work in progress.
      Each of the above functions includes an Activity Tab that shows your & team members’ recent Activity (second tab).
      Help – several, helpful topics.
    • 13. Expanded View
      clients:
      • A click onto the ClientsHeader lets you see a list of your clients
      • 14. You can expand a client to see the related projects, or click on the company name to review client details. The client details screen shows general information relating to this client, and you can also click on the tabs to view a Timeline, Files, and Contacts.
    • clients:
      • When you click onto the actual client name you can view a breakdown and timeline.
    • clients cont’d:
      • Breakdown allows you to see client information.
      • 15. At the bottom of the Breakdown you find Projects listed.
    • clients cont’d:
      • Here you see Projects listed. When you click on the Project Name (ServSafe in this case) it takes you to the actual project and its information.
    • clients cont’d:
      • View of click through to Project and Information.
      • 16. The Timeline view (2nd tab) displays all projects under that Client and you are able to make the same changes there as in the Project Timeline view. That includes dragging and dropping to a new start date, changing estimated hours, or even adding a resource to a task.
    • clients cont’d.:
      New Client– enter new client information.
      View Archived– Allows you to see which clients you have archived or ones that are no longer live.
      Help – several, helpful topics.
    • 17. clients cont’d.:
      • New Client View
    • clients cont’d.:
      • Archive View – We should all see “No Clients Available” at this time on the Archive Board.
      • 18. You can also delete a client by choosing the client from the main clients menu, then hit Delete in the action bar. This will delete the Client, as well as any associated Projects, Tasks, Contacts, and Files.It is better to archive a client by checking archived on the status dropdown.
    • projects:
      • A click onto the Projects Header lets you see a list of your projects
      • 19. Two very important words to remember with all new projects and updates are EDIT & SAVE.
    • Edit and Save!
      Here you have Edit & click through to make the edit.
      THEN ALWAYS SAVE!
    • 20. projects, cont’d.
      |NEW TASK Does exactly what it says and allows you to create a new task for the project.
       |EDIT - Allows you to make edits throughout.
       |COPY – Allows you to actually copy the entire project – may be helpful if your project has multiple stages or phases.
       |DELETE – This deletes the entire project.
       |PRINT – Will print to whatever printer you are connected to.
       |EMAIL TEAM – This goes out to those who have been allocated to the task, not those who have access to the project.
       |ICAL SYNC – Compatible with Mac calendars.
       |XML – Works if you have a version of another project management software like Microsoft project.
       |HIDE DETAILS – This simply brings up the window of the project and only allows a top view, excluding the tasks.
    • 21. projects, cont’d:
      Tasks are located at the bottom of the Project Breakdown page. You may click through on any tasks to see the status.
    • 22. projects, cont’d:
      Task Page: See functions at the Top and to the Right.
    • 23. Project Page: Tabs
      Timeline – is created when you enter the start and end date on the project and tasks.
      Files – host all files associated with the project.
      Contacts – If you associate your contacts with a client, they will populate as contacts on projects that client is associated with.
      Budgets
      projects, cont’d:
    • 24. projects, cont’d.:
      New project– enter all fields if possible.
      Import XML – You can create a new project by importing MS Project XML (or exporting Copper Project XML).
      View Archived
      Help - several, helpful topics.
    • 25. projects, cont’d.
      New Project View
      • You can archive a project the same way you can archive a client, by setting its status to Archived.
      • 26. A user with access to the project will have access to all tasks within it. Only users with Write access will be able to edit the project.
    • calendar
      • The Calendar allows you to have a Monthly or Weekly view of all Projects and Tasks. It also indicates the Start (S) and Finish (F) of each one.
      • 27. The Show Dash button allows you to narrow or broaden your snapshot selection of the calendar projects – meaning you may want to view one project in lieu of all of them.
    • files
      • Includes New Files and New Folder options on Dropdown as well as on the Top Tabs.
      • 28. Expand the file categories to reveal the actual files. (i.e, General Files, Yellow Apron, etc.)
      • 29. You can access files from within a single Task, the Project Files tab, or from here in the Files module which shows you all files available to you in the one view.
    • contacts
      Contacts within Copper are linked to clients and projects, allowing you to quickly store and retrieve related contacts.
    • 30. contacts, cont’d.
    • 31. Frequently Asked Questions:
      • Is Copper compatible with all operating systems?
      • 32. Whether your team uses PC, Mac, Unix, iPhone, or iPad, Copper can be used as a project management tool for staff, clients, and stakeholders.
      • 33. How can I learn more about using Copper?
      • 34. One option is to visit and bookmark the Tour Guide page at http://www.copperproject.com/tour/. There you will find instructional text and videos to help get you up to speed with Copper. The next best thing is to visit and contribute to the Copper Community area to see how other customers have tackled the issues you're facing, ask questions, share ideas, or give praise (if you like what we're doing!)
    • Glossary:
      Breakdown - This gives a general overview of the project, including notes, status, stake holders/resources, budget and a list of tasks, milestones and due dates. Interrelated projects can be connected at this top level as well, which is helpful when several separate projects are working simultaneously. This helps each project owner know the status of other projects, so that common timing and needs can be shared and communicated.
      Budget – How much money is allocated to complete the task (estimated, costs and actual)
      Resources – People needed to work on the task (production, design, etc.), and how long their part of the work will take. Resources can be added, deleted, updated over the course of the task.
      Commentary – This is where notes and updates about the task are entered. It gives each person the ability to let the other team members know when something is done, or if additional information is needed, etc. It is also how the task is ultimately listed as complete. To list the task as complete, change the percentage of the task to 100%, enter and any notes/hours used/any pertinent next steps information, etc., then click “Save”.
      Task Dependencies – Tasks can be either freestanding or contingent upon completion of another part of the project (i.e. Initial creative for Menu Boards would be contingent upon approval of the project brief and estimate). These contingencies help track each step of the process, so that fundamental items are not left out. To make a task contingent upon another item, use the drop down menu below “Task Dependencies” and select the item that needs to be done first (i.e. This starts when Update Project Plan finishes)
      “Copy” – Copy the entire task, including all information, documents, etc. This is helpful when tasks are similar to one another, so that details don’t have to be added from scratch each time.
      “Move” – Moves a task to another project. This is helpful when a task from one project is deemed a better fit to another during the course of the project. This can help alleviate doing double work on similar items.
      “Delete” – Deletes the task and all related information, dates, etc.
      “Email Team” – Sends an email to all parties allocated to a specific task to alert them of any changes, updates, additional information, task completion, etc.
      “Start Timer” – Begins tracking the time each person is spending on their part of the work
       
      Documents can be uploaded to a task, such as the approved brief or estimate, etc. Click on “SELECT” to the right of “Upload a new File”, select the document (PDF, Word doc, Excel spreadsheet, etc.) from your machine and upload the file. This makes the document available for other users to reference and/or review.
       
      Timeline - This shows a timeline of the entire project, shows each task and/or milestone, the task owner for each step, length of time allotted for each step, etc. The timeline can be displayed by Week, Month, Quarter or Year. A red bar will display beside a task, showing how long the step is going to take (1 day, 4 days, etc.). The black bracket at the top of the bar lets you select or update the end date of a specific task. The black bracket at the bottom of the bar lets you select or update the estimated number of hours allotted to a specific task.
       
      Tasks that are dependent on another step being completed first are shown as “dependencies”, and are indented below the parent task in the list at the left of the screen. A blue icon will appear next to the parent task, and clicking the icon will show or hide the dependents. There is also a connecting line in the timeline chart for the task, that moves with the dependent steps.
       
      Files - This area is for storing and displaying a multitude of documents (project plans, estimates, PDFs of creative for review/reference/approval, etc.). Creating folders for each type of document helps to keep things organized. Clicking on a file’s title will expand a window giving you a history of its use, such as when it was uploaded, the last time it was downloaded and by whom, file size and type, etc.
       
      Contacts - This area is similar to your email address book. It also lets you know the last time a particular person was contacted and by whom. This ability to track contact is helpful to prevent multiple emails about the same question by different people, lets you know if someone might have been left off an important group email, etc.
       
      Budgets - This area stores all financial documents. Quotes from vendors, items purchased, invoices, etc. Tasks will appear below the new invoice title, and you can click the check box beside each one to include or exclude it from that specific invoice. This helps track when the invoice is due and the amount, as well as which items have already been completed and billed.

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