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  • 1. ABOUTMELVIN www.aboutmelvin.com Project Manager Version 1.00 User Guide
  • 2. ABOUTMELVIN – Project Manager www.aboutmelvin.com CONTENTS 1 INTRODUCTION......................................................................................................................4 1.1 REQUIREMENTS...........................................................................................................................4 2 HOW TO USE IT.......................................................................................................................5 2.1 LOGIN........................................................................................................................................5 3 STANDARD ..............................................................................................................................6 3.1 SINCE YOUR LAST ACCESS.............................................................................................................6 3.2 MENU........................................................................................................................................6 3.3 CREATION MODE.......................................................................................................................7 3.4 SEARCH MODE............................................................................................................................8 3.5 SELECTION MODE........................................................................................................................9 3.6 EDIT MODE................................................................................................................................9 3.7 PRINT MODE............................................................................................................................10 4 SECTION HELP DESK..........................................................................................................11 4.1 HELP DESK SUBMENU................................................................................................................11 4.2 SUPPORT MANAGEMENT.............................................................................................................12 4.3 SUMMARY REPORT....................................................................................................................13 4.4 STATISTICS...............................................................................................................................13 5 SECTION TEST / MIGRATION...........................................................................................14 5.1 TEST / MIGRATION SUBMENU......................................................................................................14 5.2 TESTING MANAGEMENT..............................................................................................................14 5.3 MIGRATION MANAGEMENT.........................................................................................................15 6 PROJECT SECTION..............................................................................................................16 6.1 PROJECT SUBMENU ...................................................................................................................16 6.2 PROJECT TRACKING...................................................................................................................17 6.3 CUSTOMER...............................................................................................................................18 6.4 PROJECT...................................................................................................................................18 6.5 SUB PROJECT............................................................................................................................18 6.6 EMPLOYEE / COST.....................................................................................................................19 7 TIME SHEET SECTION........................................................................................................20 7.1 TIME SHEET SUBMENU...............................................................................................................20 7.2 TIME SHEET.............................................................................................................................21 7.3 CUMULATIVE............................................................................................................................23 7.4 APPROBATION...........................................................................................................................24 8 MEETING/CONTACT SECTION.........................................................................................26 8.1 MEETING/CONTACT SUBMENU....................................................................................................26 8.2 CONTACT MANAGEMENT............................................................................................................26 8.3 MEETING MANAGEMENT............................................................................................................26 User Guide page 2
  • 3. ABOUTMELVIN – Project Manager www.aboutmelvin.com 9 USER SECTION......................................................................................................................27 9.1 USER SUBMENU.........................................................................................................................27 9.2 USER/SECURITY GROUP .....................................................................................................................................................27 9.3 USER MANAGEMENT..................................................................................................................28 9.4 SHOW USERS............................................................................................................................29 9.5 CHANGE PASSWORD...................................................................................................................29 10 SET-UP SECTION................................................................................................................30 10.1 SET- UP SUBMENU...................................................................................................................30 10.2 HELP DESK SET-UP.................................................................................................................30 10.3 TAX SET-UP...........................................................................................................................30 10.4 E-MAIL ALERTS......................................................................................................................31 User Guide page 3
  • 4. ABOUTMELVIN – Project Manager www.aboutmelvin.com 1 Introduction ABOUTMELVIN -The Project Manager is a real "virtual office". You can have the status of your projects, feed back from your meetings, obtain information about your clients or your provider, assign a task to an employee and enter time sheets. Developed for an effective management of the projects, ABOUTMELVIN allows:  Project management (tracking, costs, status, ...)  Time sheet management  Help desk and bug tracking  Test cases and migration management  Meeting and contact management  Security by user group  Email alerts  Accessible from any computer with an internet access  Bilingual (English and French) 1.1 Requirements To use ABOUTMELVIN, you will need: IF YOU HAVE THE IF YOU BUY IT MONTHLY FEE PLANS  An Internet Acces  Web Server (Ex. : Apache web server)  An internet navigator such as Explorer,  An internet navigator such as Explorer, Netscape Netscape User Guide page 4
  • 5. ABOUTMELVIN – Project Manager www.aboutmelvin.com 2 How to use it 2.1 Login  To start a session, you must go on the following Web site : www.aboutmelvin.com  Enter the name of the company, the user name, the password and click on the ENTER icon to start a session.  Forgot your password? Enter the e-mail address used for your registration. A message containing your password will be sent immediately to this address  Visitors can evaluate the software by using the DEMO icon. User Guide page 5
  • 6. ABOUTMELVIN – Project Manager www.aboutmelvin.com 3 Standard 3.1 Since your last access At the start of each session, the software homepage will be displayed. The homepage indicates activity since your last connection to the software. Explanation with example: Help Desk record has been assigned to you  Explanation : A working colleague or your immediate superior has assigned a Help Desk to you. Click on the link [see] to consult the task. Help Desk records have been created  Explanation : A working colleague or another person had added Help Desk records since your last access to the software. Click on the link [see] to consult the records that have been added. Help Desk records have been modified  Explanation : A working colleague or another person has updated Help Desk records since your last access to the software. Click on the link [see] to consult the records that have been modified. Time sheet has been approved  Explanation : Your superior has approved your time sheet Users have been connected on ABOUTMELVIN  Explanation : Since your last access to the software, indicates number users connected during your absence. Click on the link [see] to know the identity of the users. 3.2 Menu To navigate through the software, you have to use the horizontal menu bar at the top. When you select an option from the main menu, a submenu appears. The submenu is situated behind the main menu. While selecting an option on the submenu the screen appears. User Guide page 6
  • 7. ABOUTMELVIN – Project Manager www.aboutmelvin.com The navigation standard of the software ABOUTMELVIN is simple and intelligent. All the screens work in the same manner.  Creation Mode: To create a new record  Search Mode : To find one or many records  Selection Mode : To select a record  Edit Mode : To delete or update a record 3.3 Creation Mode  To be in creation mode, click the menu ADD at the screen. Example : Menu ADD Initialize the fields to Show the mode : Creation, Save the blank or with their Search or Edit information initial values User Guide page 7
  • 8. ABOUTMELVIN – Project Manager www.aboutmelvin.com 3.4 Search Mode  To go in Search mode, click on the menu SEARCH Example : Menu SEARCH Click on the button SEARCH to Show the mode : Creation, start the research Search or Edit  Enter your search criteria. Example : No Ticket >= 10  It is possible to use more than one field for your search (See the example over).  No criteria = all ticket numbers  Click on SEARCH to process  You must first carry out a search to modify or remove a record Example : If you would like to find a request with the ticket number 10, indicate 10 in the Ticket No. field and click on the SEARCH button. Note: Do not enter =10, but 10 User Guide page 8
  • 9. ABOUTMELVIN – Project Manager www.aboutmelvin.com 3.5 Selection Mode  Selection mode is the result of a Search. If there is more than one record found, they will be displayed in lines. Example : Show how many record founded  To select a record, click on the line. 3.6 Edit Mode  To be in Edit Mode, you must first carry out a Search. Edit Mode allows you to delete or update a record. Example : User Guide page 9
  • 10. ABOUTMELVIN – Project Manager www.aboutmelvin.com 3.7 Print Mode To print, you must use the PRINT function of your navigator . (See File / Print on the navigator menu). User Guide page 10
  • 11. ABOUTMELVIN – Project Manager www.aboutmelvin.com 4 Section Help Desk The Help Desk module is a significant asset for development or technical customer service center for the data-processing team. This module makes it possible to provide technical support for your customers who experience difficulties or require changes to be made to your product or software. It allows you to keep track and manage system development and support. 4.1 Help Desk Submenu The submenu options of Help Desk are :  Help Desk : Management of the Help Desk  Stat : Consult the statistics on the Help Desk data  Support Type : Support Types domain values  Priority : Priorities domain values  Status : Status domain values  Source : Sources domain values  Product/Soft. : Product and Software domain values  Other : Other types of domain values  Prog Type. : Program type domain values  DB : Database domain values  Platform : Platform domain values  Cust/Project : Customer Projects domain values Domain value : A domain of value is a list of values defined by the users who have been assigned the necessary privileges. It provides flexibility to the customers to define the required values based on their needs. User Guide page 11
  • 12. ABOUTMELVIN – Project Manager www.aboutmelvin.com 4.2 Support Management To consult all the Migration Management To consult all the Testing of this record Management of this record See note 1 See note 2 History of the modifications To pass to the following or previous record  Note 1 : Click on the button to increase the zone of text  Note 2 : Click on SOLUTION or DESCRIPTION to display a marker. Example : [2001/10/25 – John Smith]  In Creation Mode, the Ticket No. is generated by the software and the "Priority" and "Status" fields are mandatory. User Guide page 12
  • 13. ABOUTMELVIN – Project Manager www.aboutmelvin.com 4.3 Summary Report The summary report is the result of a Search. Example :  To print the Summary Report, use the navigaotr PRINT function (File / Print).  The Summary Report can be configured from the CONFIGURATION / HELP DESK section. 4.4 Statistics This option displays the statistics relating to the Help Desck records. You can enter a specific period or leave the fields empty. Reference: menu HELP DESK / STAT. User Guide page 13
  • 14. ABOUTMELVIN – Project Manager www.aboutmelvin.com 5 Section Test / Migration The Test module allows a follow-up on the tests carried out on the problem in order to solve it. The Migration module allows a follow-up of the components migrated for the correction of the problem. 5.1 Test / Migration Submenu The submenu options Test / Migration are :  Testing Management :Follow up of the Testing  Migration Management : Follow up of the Migration  Testing Type : Testing Types domain values  Testing Status : Testing Status domain values  Migration Status :Migration Status domain values  Source/Destination : Source/Destionation domain values Domain value : A domain of value is a list of values defined by the users who have been assigned the necessary privileges. It provides flexibility to the customers to define the required values based on their needs. 5.2 Testing Management The Testing Management is a cycle of problem corrections. The Testing Management modules allows the follow-up of the Tests carried out in order to determine if the problem has been rectified. The fields in Edit Mode are :  Test Date : Enter the date of the tests  Tested by : Select the person which carried out the tests  Test Type : Select the Test Type carried out  Test Status :Select the status of the tests  Comments : Enter any comment related to the tests To display a marker in the zone of text "Comment", click on COMMENT Example of marker: [ 2001/10/25 - John Smith ]. To update a Testing Management record, you must first display a record in the Help Desk module. User Guide page 14
  • 15. ABOUTMELVIN – Project Manager www.aboutmelvin.com 5.3 Migration Management In general, the majority of data procesing software development companies have several environments.  Development environment  Maintenance environment  Testing environment  Production environment  The Migration Management module makes it possible to follow-up on the bugs and to determine which components are to be migrated to production in order to correct the problem. The Edit mode fields are:  Source : In which environment the problem was corrected  Destination : In which environment the correction will be migrated  Version : Version of the program or the correction  Migration Date: Date of the migration  Migrated By : Name of the person who did the migration  Migration Status : Results / status of the migration (Ok, incomplete, etc.)  List of components to be migrated : Enter all corrected components necessary for the correct operation of the program. To update a Migration Management record, you must first display a record in the Help Desk module. User Guide page 15
  • 16. ABOUTMELVIN – Project Manager www.aboutmelvin.com 6 Project Section The Project modules and time sheet are interrealated units. This module allows the definition and the follow-up of the projects. The project management is in hierarchical forms. Customer Project Sub-project A customer can have A project can have many projects many sub-projects  To define a project, a customer must be defined  To define a sub-project, a project must be defined 6.1 Project Submenu The submenu options of Project are :  Project Tracking : Report on the projects (Hours, costs)  Customer : Definition of the customer  Project : Definition of the project  Sub Project : Definition of the Sub Project  Employee / Cost : Definition of the employees  Project Type : Project Type domain values  Billing Type : Billing Type domain values  Project Status : Project Status domain value Domain value : A domain of value is a list of values defined by the users who have been assigned the necessary privileges. It provides flexibility to the customers to define the required values based on their needs. User Guide page 16
  • 17. ABOUTMELVIN – Project Manager www.aboutmelvin.com 6.2 Project Tracking The Project Tracking module makes it possible to obtain a report of the attributed costs for each project. (Number of hours, costs of the employees). Please note, the term project refers to the customer/projects/sub projects.  To consult the progress of the project, it is mandator to enter the period (date beginning and completion date) for which you wish to obtain a follow-up.  The customer, project and sub project fields are optional. You should select them only if you wish to obtain a follow-up for a specific project. Otherwise, all projects will be displayed.  The Project Tracking can be displayed by order of customer or employee.  If you wish to include the cost of each employee, check the box  Include the cost of each employee.  If you wish to include only the time sheets approved, check the box  Include only approved time sheets. Example of Project tracking report User Guide page 17
  • 18. ABOUTMELVIN – Project Manager www.aboutmelvin.com 6.3 Customer This option defines the customers. It can be an external or internal customer. Example: IT department. Please note that the customer is a mandator field for the data entry for the time sheet.  The customer must be active to define a project for the customer.  To associate a project to the customer, the status of the customer must be active.  To inactivate a customer, you must set the status of the customer to inactive.  If a customer status is inactive, you cannot assign time in the Time Sheets module for that customer . 6.4 Project This option defines projects for active customers. Defining a project is optional.  To define a project, you must select a customer and it is mandatory to assign a name to the project.  To associate a sub-project to a project, the status of the project must be active (Field Active/Inactive).  To change the status of an Active project to Inactive, you must assign the status of the project to inactive (Field Active/Inactive).  If a project is inactive, you cannot assign time in the Time Sheets module for that project. 6.5 Sub Project This option defines the sub-projects for the projects. Defining a sub-project is optional.  To define a sub-project, you must select a customer and a project to assign a name to the sub-project.  To change the status of an Active sub-project to Inactive, you must assign the status of the sub-project to inactive. (Field Active/Inactive)  If a sub-project is inactive, you cannot assign time in the Time Sheets module for that sub-project. User Guide page 18
  • 19. ABOUTMELVIN – Project Manager www.aboutmelvin.com 6.6 Employee / Cost This option defines the employee records. This option is not mandatory for the employee Time Sheets, but it is mandatory in order to obtain the cost of each employee.  The mandatory fields for the creation of an employee record, are the name and the first name.  If you wish to include the cost of each employee in the project tracking, « Billing rate)» and « Costing rate » is required. Definition Billing : represents the cost of the services of an employee to another company or department. Costing : represent the cost of an employee to the employer. User Guide page 19
  • 20. ABOUTMELVIN – Project Manager www.aboutmelvin.com 7 Time Sheet Section The Time Sheet module is directly dependent to the Project module. It allows time management of employees for a customer / project and sub-project. When the Time Sheet is approved the employee cannot modify or remove the Time Sheet. To modify or remove an approved Time Sheet, you must disapprove the Time Sheet 7.1 Time Sheet Submenu The submenu options of Time Sheet are :  Time Sheet : Management of the Time Sheets for the employees  Cumulative : Cumulative report on time by project  Approbation : Approve the Time Sheet of the employees  Category : Categories domain values (Billing, sick, …) Domain value : A domain of value is a list of values defined by the users who have been assigned the necessary privileges. It provides flexibility to the customers to define the required values based on their needs. User Guide page 20
  • 21. ABOUTMELVIN – Project Manager www.aboutmelvin.com 7.2 Time Sheet How to add a Time Sheet?  Select the ADD function.  Enter the period (example : Starting Period 2001-01-15 to 2001-01-30)  The field numbers of input corresponds to the number of line. This value can be changed at any time.  Click on the button GENERATE Enter the period and click on the button GENERATE. You will go directly to the screen Time Sheet :  Represent the deletion of a line.  Check this box and click on the button SAVE TIME SHEET to remove the line and update the Time Sheet.  The date is mandatory. Date  Select the date corresponding to your activity.  The number of hours is mandatory. Hours  Enter the number of hours worked on this activity.  The customer is mandatory. Customer  To select a customer, click on the button of the field customer  The project is optional. Project  To select a project, click on the button on the field project.  The sub project is optional. Sub Project  To select a sub project, click on the button of the field sub project.  The category is mandatory. Category  To select a category, click on the button of the field category  The note is optional. Note  Enter a note regarding the activity.  It is a nonseizable field. Total of Hours  The total of hours is calculated automatically.  The button SAVE TIME SHEET allows to update the time sheet  The button ADD A NEW INPUT allows to enter another row of activities. User Guide page 21
  • 22. ABOUTMELVIN – Project Manager www.aboutmelvin.com During the selection of a customer, a project or a sub-project, you can apply this selection to all the subsequent rows. To do so, proceed as follows:  Select “Apply the selection to all the inferior row”  Select the customer, project or sub-project Example :  After having marked the box, select a customer, a project or a sub-project  Select this box User Guide page 22
  • 23. ABOUTMELVIN – Project Manager www.aboutmelvin.com 7.3 Cumulative This option allows the employee to consult the cumulative of his/her time, entered in the Time Sheet module. You can consult the cumulative time for a specific period, a specific customer and/or a specific category. The consultation criteria are optional. Click the button VIEW to consult the cumulative report. Example of cumulative report: Explanation: On 86.5 hours :  43h are for the project Paiement électronique  7 h are for the sub-project extention multi-plateforme  5 h are for the Project Test  The balance, 31.5h are for the customer Hydro-Québec, but for any specific project. The 86.5 hours are distributed for each of the categories as follows: o 15 h Education o 2 h Billing o 69.5 Regular Time Total for Hydro-Québec = 86.5 h User Guide page 23
  • 24. ABOUTMELVIN – Project Manager www.aboutmelvin.com 7.4 Approbation This option enables you to approve and/or to cancel the approval of the time sheet. When a time sheet is approved, the employee cannot modify or delete it. To modify or delete an approved time sheet, you must cancel the approval of this time sheet. The period is mandatory (Format AAAA-MM-JJ) The selection of the project is optional. If you select a project, the employees who entered time for this project display automatically. You can select one or many employees. Employee's selection is optional. Detailed or Summary Click on button VIEW to reach the screen of approval  To select more than a project or more than an employee, press CTRL and click the projects or employees desired. User Guide page 24
  • 25. ABOUTMELVIN – Project Manager www.aboutmelvin.com  Example of approval in detail : Initialize fields in their initial This button allows you to select all values boxes  To approve the time sheet, check the box "Approval" followed by the butt SAVE button.  To cancel an approved time sheet, you have to inverse the procedure. That is, remove the check mark if the “Approval" box followed by the SAVE button. User Guide page 25
  • 26. ABOUTMELVIN – Project Manager www.aboutmelvin.com 8 Meeting/Contact Section 8.1 Meeting/Contact Submenu The submenu options of Meeting/Contact are :  Contact Management : Allows contact management  Meeting Management : Allows meeting management  Contact Type : Contact Type domain values. Domain value : A domain of value is a list of values defined by the users who have been assigned the necessary privileges. It provides flexibility to the customers to define the required values based on their needs. 8.2 Contact Management The Contact Management module is a real address pad. This module enables you to keep the coordinates of the customers, the suppliers, the partners or other information. 8.3 Meeting Management The Meeting Management module allows follow-up of team meetings and direction. This module allows you to share the meetings report with the participants and to keep manage action items and the outcome of the meetings. User Guide page 26
  • 27. ABOUTMELVIN – Project Manager www.aboutmelvin.com 9 User Section The User module allows for management of the users and users groups. A user can be a part of one or many user groups. It is from the user groups that an access permission is granted. User User/Security Group Modules (Help Desk, Project, …) 9.1 User submenu The submenu options of user are:  User/Security Group : Allows the management of users groups  User Management : To create a new user  Show Users : Display all the users having an access to the software  Change password : Allows to change the password 9.2 User/Security Group This access permissions to define groups of users / security are:  Read : The group can consult the records  Add : The group can create records  Update : The group can modify the records  Delete : The group can delete the records To give access permissions, you have to select the appropriate box. Furthermore, for the Help Desk module, you can restrict the access of the group for a customer / project and/or a specific software / product. This can also be done in the Contact module. User Guide page 27
  • 28. ABOUTMELVIN – Project Manager www.aboutmelvin.com Example : Security Group : Customer1 Menu / Option Access permission Read Add Update Delete Help desk / Help desk     Help desk / Priority     Time sheet / Category     User / User management     Access permission limited To Help desk : Only this Customer / Project Project X Explanation : The security group for the customer1 can :  Read and add records on the Help Desk module for the Customer/project X  No access to Help Desk/ Priority  Only update records on the Time Sheets/ Category section  Read, Add, Update and Delete on the User/User Management section 9.3 User Management This option enables creation of new users. For the creation of a new user, the password of this user is sent by e-mail to the new user. By default, the password is the same as the user name.  The user must be a part of at least a group of user / security. To select more than one group, press CTRL and click on the desired groups.  The user will have the access permissions of one or many selected groups.  The user name must be unique.  The field "Company" is optional. User Guide page 28
  • 29. ABOUTMELVIN – Project Manager www.aboutmelvin.com 9.4 Show Users This option displays all the users having an access to the ABOUTMELVIN software as well as the date of their last access to the software. To send an e-mail to a user, click on the user's name. 9.5 Change password This option allows you to change your password User Guide page 29
  • 30. ABOUTMELVIN – Project Manager www.aboutmelvin.com 10 Set-up Section This module configures a few parameters of the software. The set-up options are:  Help Desk summary report  Taxes  Automatic alarms by e-mail 10.1 Set- up Submenu The submenu otpions of Set-up are :  Help Desk : Allows to configure the summary report of the Help Desk Module  Tax : To define the applicable taxes  E-mail alerts : Allows to receive an alarm by e-mail automatically as soon as an event occurs. 10.2 Help Desk Set-up Allows you to select the fields that you require to be displayed for the summary report of the Help Desk module. 10.3 Tax Set-up Allows to define the applicable taxes. This option will be available in the next version of ABOUTMELVIN software. User Guide page 30
  • 31. ABOUTMELVIN – Project Manager www.aboutmelvin.com 10.4 E-mail alerts This option enables you to receive on line by e-mail the ADD(ition) and the UPDATES of records for certain modules. You can receive an e-mail, when:  A new help desk record is assigned to me  A new help desk record is added  A help desk record is updated  A new testing record is added  A testing record is updated  A new migration record is added  A migration record is updated  A new meeting record is added  A meeting record is updated Enter the e-mail address for which you wish that the alarms are sent, select the box alarms and click on the SAVE button. User Guide page 31