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Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
Project Manager Help System
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Project Manager Help System

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  • 1. Project Manager Help System Helping you to plan, track & report on your projects online.
  • 2. Table of Contents 1 INTRODUCTION ....................................................................................................3 1.1 USING THE HELP ...............................................................................................................................4 1.2 YOUR FREE TRIAL .............................................................................................................................4 1.3 HOW TO SIGN UP ..............................................................................................................................5 2 GETTING STARTED ...............................................................................................6 2.1 CREATING A BRAND NEW PROJECT ......................................................................................................6 2.2 BUILDING A TASK LIST ........................................................................................................................7 2.3 TRACKING YOUR PROJECTS................................................................................................................7 2.4 REPORTING ON YOUR PROJECTS .........................................................................................................8 3 DASHBOARD .......................................................................................................8 3.1 HEALTH CHART.................................................................................................................................9 3.2 RESOURCE CHART ..........................................................................................................................10 3.3 TIME CHART ...................................................................................................................................11 3.4 COSTS CHART ................................................................................................................................12 3.5 CHANGES CHART ............................................................................................................................13 3.6 RISKS CHART .................................................................................................................................14 3.7 ISSUES CHART ................................................................................................................................14 3.8 EFFICIENCY CHART .........................................................................................................................15 3.9 PROGRESS CHART ..........................................................................................................................15 4 TASKS .............................................................................................................16 4.1 MENU BAR .....................................................................................................................................16 4.2 DATA COLUMNS ..............................................................................................................................18 4.3 GANTT CHART ................................................................................................................................20 4.4 TASK INFORMATION .........................................................................................................................21 5 RESOURCES .....................................................................................................23 5.1 VIEWING RESOURCES ......................................................................................................................24 5.2 ADDING A NEW RESOURCE ...............................................................................................................25 5.3 EDITING RESOURCE DETAILS ............................................................................................................26 5.4 ASSIGNING RESOURCES TO PROJECTS ...............................................................................................27 5.5 ASSIGNING RESOURCES TO TASKS ....................................................................................................27 6 TIME ...............................................................................................................28 6.1 VIEWING TIMESHEETS ......................................................................................................................28 6.2 ADDING A TIMESHEET ......................................................................................................................28 6.3 COPY A TIMESHEET .........................................................................................................................29 7 EXPENSES ........................................................................................................29 7.1 VIEWING EXPENSES.........................................................................................................................29 7.2 ADD AN EXPENSE ............................................................................................................................29 8 RISKS..............................................................................................................30 8.1 VIEWING RISKS ...............................................................................................................................31 8.2 ADD A RISK ....................................................................................................................................31 8.3 EDIT A RISK....................................................................................................................................32 8.4 ASSIGN RELATED TASKS ..................................................................................................................33 9 ISSUES ............................................................................................................33 9.1 VIEWING ISSUES .............................................................................................................................33 9.2 ADD AN ISSUE.................................................................................................................................34 9.3 EDIT AN ISSUE ................................................................................................................................35 9.4 ASSIGN RELATED TASKS ..................................................................................................................35 © Project Manager Online Ltd. i www.ProjectManager.com
  • 3. 10 CHANGES .....................................................................................................36 10.1 VIEWING CHANGES ..........................................................................................................................36 10.2 ADD A CHANGE ...............................................................................................................................37 10.3 EDIT A CHANGE ..............................................................................................................................38 10.4 ASSIGN RELATED TASKS ..................................................................................................................38 11 REPORTS......................................................................................................39 11.1 PORTFOLIO STATUS.........................................................................................................................39 11.2 PROJECT STATUS ...........................................................................................................................40 11.3 PROJECT PLAN ...............................................................................................................................42 11.4 PROJECT VARIANCE ........................................................................................................................43 11.5 RESOURCE PLAN ............................................................................................................................44 11.6 RESOURCE ALLOCATION ..................................................................................................................45 12 DOCUMENTS .................................................................................................46 12.1 USING THE FOLDER HIERARCHY ........................................................................................................46 12.2 USING THE MENU BAR .....................................................................................................................47 12.3 USING THE DETAILS AREA ................................................................................................................48 12.4 USING THE SEARCH .........................................................................................................................48 13 ADMINISTRATION............................................................................................49 13.1 SIGN UP ........................................................................................................................................49 13.2 ACCOUNT ......................................................................................................................................50 13.3 USERS ..........................................................................................................................................51 13.4 CUSTOMERS...................................................................................................................................52 13.5 CALENDAR .....................................................................................................................................53 13.6 PROFILE ........................................................................................................................................54 13.7 SETTINGS ......................................................................................................................................55 13.8 SECURITY ......................................................................................................................................55 © Project Manager Online Ltd. ii www.ProjectManager.com
  • 4. 1 Introduction Welcome to ProjectManager.com, the place that offers you everything you need to deliver projects successfully. Using this software, you can manage your tasks, resources, risks, changes and issues to deliver projects on time and under budget. The project dashboard will tell you whether your projects are on track, and the reports will save you time and effort by avoiding paperwork. If you want to work smart by using smart software, then this is the place. You will be able to create as many projects and tasks as you wish, giving you unlimited access online. To get started, we have described in depth in this Help section every one of the core features that this product has to offer. Here is a brief description of each core feature: • Portfolio: The Portfolio tab offers a summarized view of all of your projects. The data displayed on the dashboard is summarized across all of your projects, showing whether your portfolio is on track or in need of attention. • Dashboard: The dashboard offers you a view, at a glance, of the progress of the project. It shows you whether your projects are on time and under budget. The efficiency and progress of each project is displayed, along with risks, issues and changes. • Tasks: This allows you to create a task list and then schedule each task accordingly. You can allocate resources, create links between tasks and even assign related risks, changes and issues. • Resources: On this panel, you will be able to manage all of your project resources. Whether its people, equipment or materials, each resource can be assigned to your project as you see fit. • Risks: Using the risks panel, you can create new risks, allocate existing risks to your team for resolution, and monitor the risk status. A summarized view of each risk is also shown on your dashboard. • Issues: Issues which arise during the project are tracked on the Issues panel. You can view all issues within the project, sort them by their Level and reassign them to staff as you wish. • Changes: As you encounter each change, you can create, assign and track them on the Changes panel. • Reports: There is a suite of reports in ProjectManager.com which help you gain a detailed understanding of the progress of the project over a defined period. • Documents: Why not use ProjectManager.com as your project library? Simply drop and drag your documents into the store, so that you have online access to them whenever you want. • Administration: You can manage your account, your assigned users, calendar and profile in the Accounts section by simply clicking on the big round button. © Project Manager Online Ltd. 3 www.ProjectManager.com
  • 5. 1.1 Using the Help It's easy to use the help... Simply click on the "+" button alongside each Help topic, and any sub-topics under that item will be displayed. And if you wish to roll up the sub-topics, then you can click the "- " button accordingly. When you click on one of the Content labels (such as "Getting Started", "Dashboard" or "Tasks") then the help contents page will be shown on the right hand side. In this way, you can navigate all of the help content, quickly and easily. Also, did you know that the Help system is "context sensitive"? This means that it detects the area of the system that you are currently in, and it will open the relevant Help content page when you click on the Help link in the top right hand corner. So you don't have to find the relevant Help content yourself if you don't want to. Instead, you can just go to the relevant place in the software and click on the Help link to get help on completing it. For instance, say you wanted to look at your risks. You can open your project and then click on the risks tab. If you then wanted help completing the Risks panel, then simply click on the Help link in the top right hand corner, and the Help system will open on the Risks topic. You can then read the topic to find out all there is to know about creating and managing risks. Want help on a topic that isn't covered in the Help system? Please email us at support@projectmanager.com and tell us about it. As well as responding to your enquiry, we will consider whether it's a generic category that should be added to the Help system. If it is, then we will add a new help category on it, so that others can read about it as well. 1.2 Your Free Trial Anyone can get a free 30 day trial to ProjectManager.com simply by clicking on the "Free Trial" button on the website. When you register for a free trial, you will immediately access the software, as though you had paid. We are frequently asked the question "what are the differences between the free trial version and the paid version of your software?" and the answer is that they are identical. In free trial mode, you can do everything that a paid user can, including creating as many projects, tasks and resources as you wish. When you enter the free trial, the first thing that you will notice is that there are three sample projects already included. These projects show you at a glance, the powerful features that ProjectManager.com includes. Each sample project has its own project dashboard. On this dashboard, you will see the summary tasks that are included as well as the risks, changes and issues raised. The graphs on the dashboard allow you to see whether or not the project is on track. There is also a portfolio dashboard which shows you a "helicopter view" of the three projects, at the summary level. You can then feel free to change the data provided in the three sample projects, or to create new projects as you wish. Read the "Getting Started" section in this Help panel to learn how to create new projects and plan, monitor and report on them. © Project Manager Online Ltd. 4 www.ProjectManager.com
  • 6. Note: • You will have complete unlimited access to this free trial for a period of 30 days. During this time, you can assign multiple users to your account, so that you can start collaborating on projects. • At the end of 30 days, your free trial will expire. If you haven't signed up within this period, then any data you have entered during your free trial will be removed. • If you wish to keep using the system after the 30 day period, then you will need to sign up. • Remember, when you sign up you only pay one month ahead. You can cancel your account at any time, so sign up now to use this smart software to help you deliver projects. 1.3 How to Sign up It's easy to sign up. Click on the "Sign up NOW" button at the top, or visit www.ProjectManager.com and click on the "Sign up" button. When you sign up to Project Manager.com, you will pay a small monthly fee for accessing the software. This fee helps us cover our costs and ensure a high quality of service to you. The sign up process is quick and easy. Here are the steps: • Number of users: Enter in the number of users you require. Each user will get their own login to the system and they will view the same projects as you. So if you have 10 people in your project team and they all want to collaborate on projects, then you will need 10 users accounts. If you give someone else your login details and they login as you, then you will be logged out. So it's important that you identify the correct number of user logins you require upfront. • Document Storage: You will be given a reasonable amount of document storage when you sign up for free. If you wish to increase the amount of storage that you require, then select the amount needed. Then click on the "Calculate Price" button and the monthly amount that will be charged to your credit card will appear. Note: After you have signed up, it's easy to change your user numbers and document storage amounts. You can do this in the Accounts area. • My Details: In this panel, you can enter your email address, company name and telephone number as well as your postal address. Please ensure that these details are correct as we will use them to correspond with you about your account. • My Payment: Here you will enter your credit card details. We take Visa, MasterCard and American Express. Again, please ensure that your details are correct before proceeding. • Terms: Please read the terms and conditions provided. Then when you are ready, tick to say that you have read and accepted them, and then click "sign me up now". We will then process your payment and confirm your account. After your sign up is complete, we will immediately create a separate database on our server that is dedicated purely to you. This ensures that your data is secure and can only be accessed by you and your users. © Project Manager Online Ltd. 5 www.ProjectManager.com
  • 7. Have any questions? Click on the Support link at the top to send us a message, or drop us an email to support@projectmanager.com 2 Getting Started To get started using ProjectManager.com read this section. You will learn how to create a brand new project, build a task list, track your project and report on progress. There are a lot of steps to take when creating a new project from scratch, but if you complete each step in the order described in the help section, then you will be well on your way to controlling your project delivery. Note: This software already comes with 3 sample projects. These projects are provided to give you an overview of the system and show you all of the different types of information that can be generated. At any stage during your free trial or paid subscription, you can delete these projects and the associated resources, to clean out your account and get started managing your own projects. 2.1 Creating a Brand New Project You can create a new project by either: • Clicking the big round “Main Menu” button in the top left and then selecting “New Project” or; • Clicking the small “page” icon on the tab bar, then selecting “Create a new project” When the “Create a new project” panel becomes visible, you will be prompted to fill in the following information: • Project Name: The name of the project. • Description: A description of the project. This can be anything you want. • Start Date: This is the start date for the project. • End Date: This is the end date for the project. • Budget: Enter the budgeted cost of the project here. • Standard Rate: This is the hourly rate for each resource on the project. You can override this rate on the resource page, you need to enter in a default standard rate here, if you do not enter a value here we default the standard rate to 0. The reason is that in order to populate the charts on the dashboard, the software needs to know what the approximate cost of each resource is. This cost will of course vary and can be identified for each resource individually, on the Resource page. Please note that having a standard rate of 0 will cause some reports to show a planned project cost of 0 too. Having created your new project, the next step is to create your task list. User Access Define the users that can access this project. © Project Manager Online Ltd. 6 www.ProjectManager.com
  • 8. 2.2 Building a Task List After you select to create a new project, the next step in Getting Started is the creation of a task list. This step helps you to plan out the phases, activities and tasks required to deliver your project on time and under budget. There are three options for creating a task list for your project: 1. Create a blank task list: This option allows you to go straight to the Task panel and start entering new tasks from scratch. The list will be empty initially, so that you can customize your task list as you wish. You will also be able to assign resources to your tasks, add links between tasks and set milestones and even a baseline, if you wish. 2. Copy an existing project’s tasks: If you select this option, then you will be able to choose from one of the existing projects within your account. And when you select an existing project and click “OK”, then the entire task list for that project will be copied over to your new project. This option is frequently used by Project Managers that manage similar types of projects. It allows them to take a prior project and copy the task list into a new project, so that they don’t have to start from scratch. 3. Import an MS Project plan: If you use MS Project to plan your projects and you want to import a plan from MS Project into your project here, then you can use this option. You will be able to select an MS Project plan from your PC or file server, and upload it into ProjectManager.com immediately. The entire task list will be imported, along with the resources, durations and links (where appropriate). By selecting the option which suits you best, you can proceed to the next step which is to begin tracking your project progress. 2.3 Tracking Your Projects When you have created a task list and you’re ready to begin tracking your project, then read this section. Tracking a project is all about entering project data that helps you view the actual progress of the project to date. If you really want to track every aspect of your project using ProjectManager.com, then there are a number of places that you can begin entering actual data in the Task panel now: Column Selector: The first place is to enter “actuals” information by clicking on the small tick icon above the “ALL” icon shown below. This will allow you to see all of the columns that can be made visible, in the column area of your Task panel. If you tick the “Actual Effort”, “Actual Duration”, “Actual Start Date” and “Actual Finish Date” items, then these fields will appear immediately. Click the small red cross to close the panel. You may need to use your scroll bars to see the fields available. Task Information Panel The second way to enter “actuals” is in the Task Information panel at the bottom. © Project Manager Online Ltd. 7 www.ProjectManager.com
  • 9. You can enter the actual start and finish dates, duration and effort fields, for every task in the project. 2.4 Reporting on Your Projects After completing your task list and entering planned and actual project data, you have enough information to be able to use the intelligent reporting features provided by ProjectManager.com Click on the “Reports” tab and then select the project you wish to run. There are 5 reports provided, a brief description of each is provided below: Portfolio Status: The “portfolio” level is the summary level which spans across all of your projects. It allows you to see how your entire portfolio of projects is progressing, and whether they are on track. If you want detailed portfolio level information, then click on the “Portfolio Status” report. Project Status: Almost every Project Manager is required to complete a regular Project Status Report for their Sponsor or Customer. Take the hassle out of creating your status report, by customizing and running this report on a weekly or bi-weekly basis. You can view, print or email the report as you wish. Project Plan: If you want to view a complete list of all of the tasks in your project plan, then this is the perfect report for you. You can the entire task list, as well as the timeframes, resources and related risks, issues and changes. Project Variance: Knowing you’re on track is a critical part of project management. This report helps tell you whether you’re on track, based in the variance between your planned progress and your actual progress. And if you have baselined your project, then it will also tell you the variance against baseline as a well. Resource Plan: Use this report to tell you whether your staff are under or over loaded. It tells you this by calculating the variance between the available capacity of each staff member, and the amount you have allocated them to tasks. For more information about these reports, see the Reports section in this Help panel. 3 Dashboard The dashboard is the place that you go to, to find out whether or not your project is on track. It contains a suite of charts and graphs which provide you with summary information about your project. There are three types of dashboards that you may view: 1. Portfolio Dashboard: The portfolio level dashboard shows you a summary of all of your projects. It allows you to see whether your entire portfolio of projects are health, being delivered on time, and are under budget. 2. Project Groups Dashboard: You can create groups of projects and view a dashboard for your project group. 3. Project Dashboard: Every project has its own dashboard. The dashboard tells you whether the project is currently on time, within budget and whether or not is has an acceptable level of risk. © Project Manager Online Ltd. 8 www.ProjectManager.com
  • 10. Customizing your dashboard On every dashboard, there are a number of charts available. By default, the dashboard will have a pre-defined layout of charts. You can customize this dashboard by: • Adding another chart. Simply click on the chart name (e.g. “Issues”) and the chart will be added to your dashboard. • Removing a chart. Click on the small “+” on the top right hand corner of the chart, to close it. • Minimizing a chart. Click on the small “-" on the top right hand corner of the chart, to minimize it. • Moving the chart. Click and drag the chart into another desired location, using your mouse. Drop it into the new location. If there is another chart already there, then the charts will shuffle around it, to fit it in neatly. • Changing the chart title: Click on the chart name, in the chart title bar. You can then enter a new name for the chart and click “OK” to save it. Changing your settings Every chart comes with settings which are unique to it. These settings are covered in depth in the Help section for each relevant widget. 3.1 Health Chart The health chart tells you what the level of health is, for your project. It allows you to easily identify those projects which are progressing fine and those projects which are in trouble. There are several indicators shown on the health chart, as follows. Note a Grey coloring indicates no data available. Time • Green indicates that at least 95% of tasks are on schedule • Yellow indicates that 85-94% of tasks are on schedule • Red indicates that < 85% of tasks are on schedule Cost • Green indicates that the projected finish costs are at least 5% under budget • Yellow indicates that the projected finish costs are within 5% of the budget (over or under) • Red indicates that the budget has already been exceeded or the projected finish costs are greater than 5% over budget Effort Shows you the percentage of incomplete tasks (i.e. tasks currently in progress) for which the Actual Effort is less than the Planned Effort. In other words, it shows you the percentage of tasks that still have work remaining. • Green indicates that >95% of incomplete tasks have not exceeded their estimated effort • Yellow indicates that 85%-95% of incomplete tasks have not exceeded their estimated effort © Project Manager Online Ltd. 9 www.ProjectManager.com
  • 11. • Red indicates that less than 85% of incomplete tasks have not exceeded their estimated effort Progress Shows you how much work has been done, vs. how much work should have been done, at this point. • Green indicates that more work has been completed than planned • Yellow indicates that more than 95% of the work that should have been completed at this point, has been completed • Red indicates that less than 95% of the work that should have been completed at this point, has been completed Risks • Green indicates that the majority of risks have a “Low” level • Yellow indicates that the majority of risks have a “Medium” level • Red indicates that the majority of risks have a “High” level Issues • Green indicates that the majority of issues have a “Low” level • Yellow indicates that the majority of issues have a “Medium” level • Red indicates that the majority of issues have a “High” level Changes • Green indicates that the majority of changes have a “Low” level • Yellow indicates that the majority of changes have a “Medium” level • Red indicates that the majority of changes have a “High” level Settings • Portfolio Dashboard: When you click on the Settings button (shown in the title bar for this chart), you can determine whether “Only Active” or “All” projects are included. • Project Dashboard: There are no settings for this chart, on the project dashboard. 3.2 Resource Chart The Resource chart is used on the Portfolio and Project dashboards, to help you identify the level of resource available for your projects. It shows you the overall quantity of available resources (“capacity”) versus the allocated resources (“allocated”) along with the “planned” work for your projects. Portfolio Dashboard At the portfolio level, this widget shows summarized data for each open project. There are three bars for each project, to help you quickly view the level of resource available for your projects: © Project Manager Online Ltd. 10 www.ProjectManager.com
  • 12. • Capacity: This is a summary of the total number of “working days” that are set for each resource in the project. The working days are marked on each resource calendar. The calendar can be accessed from the big round menu button at the top. As you increase the number of working days available for a resource, then the overall Capacity in the chart increases. • Allocated: This is the total number of days that resource have been assigned to tasks to complete. As you assign a resource to complete a task (in the Task panel), the number of hours they have allocated to the task are added to this calculation. Therefore, as you allocate more resource to tasks, the “Allocated” amount of resource increases. • Planned: This is the total number of day’s effort that is required to complete the project. When you create a new Task in the tasks panel, you can assign an amount of “Planned Effort” to it. This graph summarizes all of the planned effort to complete each task and presents it on the “Planned” bar. Project Dashboard The way that the Resource chart works for the project dashboard is the same as the portfolio dashboard. The only difference is that the chart shows it by resource as opposed to by project. In this way, you can see which resources are over-allocated and which are under-allocated on a project. Here are some tips: • Capacity vs. Allocated: The difference between the Capacity and Allocated bars is your availability. So if a resource has 100 hours of Capacity (i.e. they have the capacity for working 100 hours on your project) and only 50 hours of Allocated time (i.e. they are only currently allocated to work 50 hours), then they have 50 hours available that are not yet allocated to tasks. Also if your Allocated bar is greater than your Capacity bar, then you have over-allocated your resources and you need to reduce their workload. • Planned vs. Allocated: Likewise, if your Allocated level of resource is greater than your Planned, then you have over-allocated your resources and you need to reduce their workload. Settings • Portfolio Dashboard: When you click on the Settings button (shown in the title bar for this chart), you can determine whether “Only Active” or “All” projects are included. • Project Dashboard: There are no settings for this chart, on the project dashboard. 3.3 Time Chart The Time chart allows the Project Manager to identify projects which are on time, vs. those which are slipping or overdue. Portfolio Dashboard On the Portfolio dashboard, the Time chart lists all of your projects and it tells you at a glance, whether the actual progress matches the planned progress to date. For each chart, there are up to 3 bars displayed, as follows: • Actual: This shows you the Actual Start Date and Actual Finish Date for a closed project. • Planned: This shows you the Planned Start Date and Planned Finish Date for the project. The Planned Start Date is the start date of the first task in your project © Project Manager Online Ltd. 11 www.ProjectManager.com
  • 13. plan, and the Planned Finish Date is the end date of your last task (in terms of timeframes) in your project plan. • Baseline: This shows you the Baseline Start Date and Baseline Finish Date for the project. The Baseline Start Date is the start date of the first task in your project plan at the time it was baselined. The Baseline Finish Date is the end date of your last task (in terms of timeframes) in your project plan, at the time the project was baselined. Project Dashboard On the Project dashboard, the Time chart lists all of your summary tasks and it tells you at a glance, whether the actual progress matches the planned progress to date. The same bars are shown as described above, depicting the planned, actual and baseline timeframes for the project. Note: These combinations of bars may display at any time: • No Baseline, No Actual, Planned: This is for incomplete projects, with no baseline. • Baseline, No Actual, Planned: This is for incomplete projects with a baseline. • No Baseline, Actual, No Planned: This is for completed projects with no baseline. • Baseline, Actual, No Planned: This is for completed projects with a baseline. Settings • Portfolio Dashboard: When you click on the Settings button (shown in the title bar for this chart), you can determine whether “Only Active” or “All” projects are included. • Project Dashboard: There are no settings for this chart, on the project dashboard. 3.4 Costs Chart The Cost chart is used on the Portfolio and Project dashboards, to show you whether your projects are under or over budget. Your “Budget” is defined in two placed. Firstly, you can enter your initial budget on the project creation page, shown whenever you create a new project. This field is really just a reminder for you, so you know what the initial budget was before you started out on your project. The real budget figure is the one that is calculated based on all of your planned expenses. So as you add new planned expenses to the project, these planned expenses all summarize into what we call the “Budget” for the project. The budget is therefore the total planned cost of the project. The advantage in defining the budget as the total planned cost of the project is that you can compare it to the actual cost of the project and identify any variance. That’s the purpose of this graph, to show you any variances between your planned and actual costs. Cost is purely associated with the cost of “resources” on the project. In the future, we will allow you to enter non-resource costs such as the cost for rent, power, or one-off costs such as the purchase of stationery and equipment. Cost is calculated as the number of resource hours, times the hourly cost of those resource. This is assuming that the cost of the resource was manually entered by the user. If the cost was not entered, then the default “standard rate” for the cost of a resource will apply. © Project Manager Online Ltd. 12 www.ProjectManager.com
  • 14. Portfolio Dashboard On the Portfolio dashboard, the Cost chart shows you the differences between your actual, planned and baseline costs. These are defined as follows: • Baseline Cost: This is the sum of the cost of effort which was planned to be consumed, when the project was baselined. • Actual Cost:Actual costs are displayed for resource and expense costs (move your mouse over the columns to find the exact values) o Resource Cost: This is the sum of the actual cost of effort which has been consumed for the project to date. o Expense Cost: This is the sum of the expenses which have been consumed for the project to date. • Planned Cost: This is the sum of the cost of effort which is planned to be consumed by the project. Project Dashboard The Cost chart shows you the same details as for the portfolio dashboard. It show differences between your actual, planned and baseline costs. It also displays the project's budget (if available). Settings • Portfolio Dashboard: When you click on the Settings button (shown in the title bar for this chart), you can determine whether “Only Active” or “All” projects are included. • Project Dashboard: There are no settings for this chart, on the project dashboard. 3.5 Changes Chart This chart shows you the percentage of changes that you have, that are graded as low, medium or high: 1. High graded changes are marked in red 2. Medium graded changes are marked in yellow 3. Low graded changes are marked in green The grade of each change is called the change “Level”, as marked on the Changes tab alongside the change itself. The change level is determined by the Impact and Priority of the change. The higher the impact and priority assigned, the higher the “level” of the change. So for instance, say you have change that is high priority and when implemented, will have a high impact on the project delivery. This type of change will automatically be marked as a “High” level change and will be assigned the color red. It will then be added to the pie chart, into the red segment. If you wish to reduce the number of highly graded changes in your Changes Chart, then you will need to click on the Change tab and downgrade the impact and priority of each change, as appropriate. The Change chart will then immediately be updated to reflect the most recent data entered. Settings: When you click on the chart Settings button shown in the top right hand corner, then you will be able to decide on the data which should be included in this chart when it loads. Here, you can choose whether to include Open, Closed or All changes. By default, © Project Manager Online Ltd. 13 www.ProjectManager.com
  • 15. only Open changes are included. This means that in the Changes panel (at the top), the change will need to have a status of “Open” to be included in the results displayed by this chart. 3.6 Risks Chart This chart shows you the percentage of risks that are low, medium or high: 1. High graded risks are marked in red 2. Medium graded risks are marked in yellow 3. Low graded risks are marked in green The grade of each risk is called the risk “Level”, as marked on the Risks tab alongside the risk itself. The risk level is determined by the Impact and Likelihood of the risk. The higher the impact and likelihood assigned, the higher the “level” of the risk. So for instance, say you have marked a risk as being highly likely to happen and if it does, it will have a high impact the project. This type of risk will automatically be marked as a “High” level risk and will be assigned the color red. It will then be added to the pie chart, into the red segment. If you wish to reduce the number of highly graded risks in your Risks Chart, then you will need to click on the Risk tab and downgrade the likelihood and impact of each risk, as appropriate. The Risk chart will then immediately be updated to reflect your changes. Settings: When you click on the Settings button, you will be able to make changes to the data included in this chart when it loads. Here, you can choose whether to include Open, Closed or All risks. By default, only Open risks are included. This means that in the Risks panel (at the top), the risk will need to have a status of “Open” to be included in the results displayed by this chart. 3.7 Issues Chart This chart shows you the percentage of issues that are low, medium or high: 1. High graded issues are marked in red 2. Medium graded issues are marked in yellow 3. Low graded issues are marked in green The grade of each issue is called the issue “Level”, as marked on the Issues tab alongside the issue itself. The issue level is determined by the Impact and Priority of the issue. The higher the impact and priority assigned, the higher the “level” of the issue. So for instance, say you have an issue that is high priority and is currently having a major impact on the project delivery. This type of issue will automatically be marked as a “High” level issue and will be assigned the color red. It will then be added to the pie chart, into the red segment. If you wish to reduce the number of highly graded issues in your Issues Chart, then you will need to click on the Issue tab and downgrade the impact and priority of each issue, as appropriate. The Issues chart will then immediately be updated to reflect the most recent data entered. Settings: When you click on the Settings button, you will be able to make changes to the data included in this chart when it loads. Here, you can choose whether to include Open, Closed or All issues. By default, only Open issues are included. This means that in the © Project Manager Online Ltd. 14 www.ProjectManager.com
  • 16. Issues panel (at the top), the issue will need to have a status of “Open” to be included in the results displayed by this chart. 3.8 Efficiency Chart The Efficiency chart is used on the Portfolio and Project dashboards to show you how efficient your projects are in completing tasks on time. It shows you the percentage of tasks per project that are complete on time, under the allocated time and over the allocated time available. Portfolio Dashboard On the Portfolio dashboard, the chart shows a summary of all completed tasks for all of your projects. It looks at every completed task and determined whether the Actual Finish Date was; before, the same as, or after the Planned Finish Date. It then calculates the amount of time difference between these two fields and marks the time difference in the overall chart. Project Dashboard This chart works the same on the Project Dashboard as it does on the Portfolio dashboard. The only difference is that on the Project Dashboard, only the completed tasks for the selected project are taken into account. Note: Only tasks which have been marked on the Task tab as 100% complete, are taken into account on this chart. Any tasks which are less that 100% complete are not deemed to be fully completed and are excluded from the calculations. Settings • Portfolio Dashboard: When you click on the Settings button (shown in the title bar for this chart), you can determine the timeframe that the task slippage applies to. • Project Dashboard: Same as above. 3.9 Progress Chart The Progress chart is used on the Portfolio and Project dashboards, to show you how your projects and tasks are progressing. Portfolio Dashboard On the Portfolio dashboard, the Progress chart lists all of your projects and it tells you what the overall percentage complete is per project. It does this by looking at all of the tasks for each project and averaging the total “percent complete”. For example, say you had a project called “Project A” and it had three tasks: Task 1 was 25% complete, Task 2 was 50% complete and Task 3 was 25% complete, then it would calculate the average percent complete as 33% (i.e. 25%+50%+25% / 3 = 33%). This chart tells you how much of your project has been completed to date, so you will know based on the elapsed time to date, whether or not you’re on track. For instance, if you have a 6 month project and you only have 1 week to go, and this chart tells you that you are only 50% complete, then you know you’ll probably be running late. Project Dashboard The Progress chart on the Project dashboard works in the same way as the same widget on the Portfolio dashboard. The difference is that it shows you the progress of your “summary” tasks. Summary tasks are tasks which have sub-tasks beneath them. So say in your plan that Task1 has 3 sub-tasks beneath it, Task2 has 5 sub-tasks beneath it and Task3 has no sub-tasks beneath it. Then the summary tasks would be Task 1 and Task 2 © Project Manager Online Ltd. 15 www.ProjectManager.com
  • 17. as they have sub-tasks beneath them. The widget would show you the average percent complete of those sub-tasks, so that you can get a feel for whether or not the project is on track. Settings • Portfolio Dashboard: When you click on the Settings button (shown in the title bar for this chart), you can determine whether “Only Active” or “All” projects are included. • Project Dashboard: There are no settings for this chart, on the project dashboard. 4 Tasks The Tasks panel allows you to create and manage your project plan. Your plan will consist of a set of tasks, which are sequenced in order and assigned to team members for completion. As they complete each task, you can update the plan to track their progress. You can then view the progress of the project, real-time. See one of the sample projects provided in your account, to see what a fully completed project plan looks like. The Tasks panel includes a wide variety of software features which help you plan and track projects. Here is a list of the major features included: 1. Menu bar: In the blue area at the top of the Tasks panel, you will notice a suite of menu options. These options allow you to create new tasks, assign resources, link tasks together and show/hide elements of your page. 2. Data columns: Immediately below the Menu bar at the top, there are a suite of columns. These columns allow you to enter task-specific information, to schedule your tasks and track progress. 3. Gantt chart: To the right of the data columns is the Gantt chart. This is a visual representation of the data columns previously mentioned. Some people like using the data columns to track projects, while others prefer to use the more graphical Gantt view. Both represent the same data for your project. 4. Task information: At the bottom of your page is the Task Information area. In this area, you can see for any individual task, all of the data relating to it. For more information about these features, click on the relevant link in the Help menu (to your left). Each feature has its own Help page to assist you. 4.1 Menu Bar On the Tasks panel, the menu bar is the blue area at the top. It contains a wide range of menu options that allow you to enter and track tasks. Here is a list of menu options (from left to right) along with a detailed description of each: • Task: The “Task” button is the first button in the menu bar. When you click on it, a new task will appear in the task list below. While you can create a new task simply by clicking on the task list in an empty available task and typing in a name, you can also click on this Task button to achieve the same result. If you already have a task selected before you click on the Task button, then the new task will be created directly beneath it. • Cut: The “Cut” button allows you to cut and paste a task into another location. You will need to select a task first (by clicking anywhere on the task row itself) before you click the Cut button. And when you do, the task will be removed from © Project Manager Online Ltd. 16 www.ProjectManager.com
  • 18. the list. Then proceed immediately to the target location in your task list and perform a Paste, as described below. • Copy: Like the Cut button, the “Copy” button allows you to move a task from one location to another. However the difference is that the Cut button will immediately remove the task from the list, whereas the copy button will simply take a copy of it and leave it as it was. • Paste: After you have performed either a Cut or Copy operation, you will be able to perform a Paste. You can either select an empty task to paste the content into, or select an existing task and paste the cut or copied task into the row immediately below it. • Delete: To delete a task, simply click on the task and click the delete button. All links with this task will also be deleted. • Rename: To rename a task, click on the Rename button. You will be able to enter a different name for your task and then click another task, or Enter on your keyboard, to make the changes take effect. • Milestone: A “Milestone” is typically defined as a minor or major achievement in a project. Like Microsoft Project, you can make a task a “Milestone”. When you do this, it will change the view of the task in the Gantt area, from a bar to a diamond. This represents the date that your achievement is due. • Import: To import a Microsoft Project plan, simply click on the Import button and select the plan you wish to import. • Export: You can export your project plan into Microsoft Project format, by clicking on this button. • Restore: As you make changes in the Task panel, the changes you make will not be saved until you click on the Save button. At any time, you can revert back to your saved version (ignoring all of the unsaved changes you have made), by clicking on the restore button. • Save: Whenever you wish, you can click the Save button to save your most recent changes. • Indent: If you have two tasks and you want one task to appear indented underneath the other one, then select the task that it lower down on the list and click the Indent button. • Outdent: This button performs the opposite function of an Indent. It aligns the selected task, to the left. • Resource: Click on a task and use this button to allocate resource to it. You can allocate as many resources to each task as you wish. • Baseline: Experienced Project Managers will often make a “Baseline” by clicking on this button. It stores the planned view of your tasks in the database and allows you to compare your current planned view against the baseline view, at any time. • Add Note: You can click on any task and add a note to it. When you have added a note, the note icon will appear in the Information column (marked with a blue circular “i”). Your entire team can then see the notes you have added. © Project Manager Online Ltd. 17 www.ProjectManager.com
  • 19. • Add Alert: If you want to receive an email alert when a task slips, then click the Add Alert button. Any user in the system can receive email alerts for late tasks, as they wish. • Lock: When you select a task and click to Lock it, then you will notice that in the Task Information area below that the Planned start and end dates are no longer editable. This means that if you lock a task, you can no longer move the task to another date. You can then unlock the task using the same button, at any time. • Link: To add links (otherwise known as “dependencies”) between tasks, use the Link button. You will be able to select the tasks that you want to link to this task, from a list provided. • Unlink: If you select a task that has links from or to other tasks, then you can click “Unlink” to remove all of these links immediately. • Show / Hide Planned: As you create new tasks, the Gantt chart shows you the “planned” view of these tasks. When you start entering “actuals” or you set a “baseline”, then you can turn off this planned view and instead show the Actual or Baseline view in the Gantt chart area. You can only turn off the Planned view when the Actual and Baseline views are available. • Show / Hide Actual: When you complete the “Actual” Start and Finish dates for each task (in the Task Information panel at the bottom of the Task panel), then you will be able to see the ”Actual” progress of the project. You can click “Show Actual” to see the actual progress against the Planned or Baseline views, in the Gantt area below. • Show / Hide Baseline: If you have clicked on the Baseline button previously, to set a new baseline for the project, then the “Show Baseline” button will become available. This allows you to show the Baseline view of the project in the Gantt area, against the Actual and Planned progress to date. • Show / Hide Columns: If you only want to see the Gantt area and you want to hide the Columns area of the Task panel, then click on the “Hide Columns” button. You can click on “Show Columns” any time after that, to restore the Column view on the screen. • Show / Hide Gantt: If you only want to see the Columns area and you want to hide the Gantt area of the Task panel, then click on the “Hide Gantt” button. You can click on “Show Gantt” any time after that, to restore the Gantt view on the screen. • Show / Hide Task Info: If you want to show or hide the Task Information panel at the bottom of the Task panel, then use this button. You will not lose any information. You will simply hide and show the features provided. 4.2 Data Columns Immediately below the Menu bar at the top, there are a suite of columns which allow you to enter project data for tasks. You can change the columns viewed, by using the task selector below. © Project Manager Online Ltd. 18 www.ProjectManager.com
  • 20. As you tick and un-tick items in the list, the columns change dynamically in the background. A brief description of each column follows: • Information: This column shows any general information relating to the task. This information includes notes, alerts and the lock/unlock status. • Task Name: This is the name of the task itself. You can make the name whatever you wish. • Task Description: We suggest adding a brief description of each task, using this task description column. • Planned Start Date: This is the date that the task is planned to start on. • Planned Finish Date. This is the date that the task is planned to finish on. • Planned Duration: This is the planned duration of the task, calculated as the elapsed time difference (in days) between the Planned Start Date and Planned Finish Date for the task. • Planned Effort: This is the amount of effort that that is planned to be spent (in hours) completing the task. • Actual Start Date: This is the date that work on the task actually commenced. • Actual Finish Date: This is the date that work on the task ceased, when the task was marked as 100% complete. • Actual Duration: This is the actual duration of the task, calculated as the elapsed time difference (in days) between the Actual Start Date and Actual Finish Date for the task. • Actual Effort: This is the amount of effort that was actually spent (in hours) completing the task. • Percent Complete: This is the actual current percentage of the task that has been completed, to date. • Resource: This is a list of resources that have been allocated to complete the task. • Milestone: This is a checkbox that shows whether the task is marked as a Milestone task or not. A milestone task is one that is deemed to be an accomplishment for the project, in achieving. • Priority: This is the priority assigned to the task. It’s a numerical value that is assigned by you, to show others in the team how important it is that this task be completed. • WBS: This is short for “Work Breakdown Structure” and is a project management term for the unique number assigned to this task, to identify it from others. • Linked Risk: This shows the title of the risk that relates to this task. • Linked Issue: This shows the title of the issue that relates to this task. • Linked Change: This shows the title of the change that relates to this task. © Project Manager Online Ltd. 19 www.ProjectManager.com
  • 21. 4.3 Gantt Chart The Gantt chart is the visual area provided on the Task panel that shows the sequencing of tasks on your task list. Like Microsoft Project, you can click on bars in the Gantt chart to change the task information, instead of changing this information in the Data Columns or Task Information area. Here is what a task bar looks like when clicked on: The small white box on the left is called the “Start Date slider”. The box in the middle is called the “Percent Complete” slider and the box on the right is called the “Finish Date slider”. Here is a list of all of the things you can do, with a task bar, once you’ve clicked on it: Change the Planned Start Date When you click on the Start date slider and drag it to the left or right, you will automatically change the change the Planned Start Date for the task. Note: As you do this, it will automatically update the Planned Duration. Change the Planned Finish Date When you click on the Finish date slider and drag it to the left or right, you will automatically change the change the Planned Finish Date for the task. Note: As you do this, it will automatically update the Planned Duration. Change the Percent Complete When you click on the Percent Complete slider and drag it to the left or right, you will automatically change the Percent Complete for the task. You can change it to any percent complete, from 0% to 100% as you wish. Move a task to another timeframe If you hover over the middle of the task, then the mouse will change as shown below. When this happens, you can drag the task bar to the left or the right, to change the planned timeframe that the task should be completed in. Link two tasks together If you click on a task bar and you move your mouse vertically, then the mouse pointer will change into a “Link” pointer as shown below. You can then click on another task to create a link to it. These links are otherwise known as dependencies. Links work the same in ProjectManager.com as in Microsoft Project. Right Mouse Click When you right mouse click on a task bar, a small menu will appear as shown below. © Project Manager Online Ltd. 20 www.ProjectManager.com
  • 22. You can: • Unlink the task, deleting all links to and from this task. • Lock the task, so that the start and finish dates cannot be moved • Alert users in your account by email, when the task is late. • Delete the task from your task list. Change the view On the right hand side of your Gantt chart, you will see a small “eye” graphic. When you click on it, a small drop-down menu will appear as shown below: There are 3 views available to you: • Planned: This is the Planned view of all of your tasks. When you first created your task list and the Gantt chart populated automatically as you went, then this is the view that will display when this item is selected. • Actual: This is the actual view of your tasks. It will only be available if you have entered “Actuals” data in the Data Column or Task Information areas, for each task. This includes the “Actual Start Date”, “Actual Finish Date” and “Actual Percent Complete”. • Baseline: This is the baseline view of your tasks. The baseline view was created when you clicked the “Baseline” button on the Menu bar at the top. The baseline view is of course only available if you have baselined your project. You can click all 3 views if you have sufficient data to display. Note: the performance of the Gantt chart will slow down, the more views you have displayed. The reason is that it needs to extract a larger amount of data from the database to present on the screen. If you wish to speed up the Gantt chart performance, then reduce the number of views visible. 4.4 Task Information At the bottom of your page is the Task Information area. In this area, you can see for any individual task, all of the data relating to it. There are 5 tabs in this area, and each is described in the following sections: © Project Manager Online Ltd. 21 www.ProjectManager.com
  • 23. General On the General tab, you can change any of the core data relating to each task. This includes the: • Name: This is the name of the task itself. You can make the name whatever you wish. • Description: We suggest adding a brief description of each task, using this task description field. • Percent Complete: This is the actual current percentage of the task that has been completed, to date. • Priority: This is the priority assigned to the task. It’s a numerical value that is assigned by you, to show others in the team how important it is that this task be completed. • Locked: This checkbox allows you to lock and unlock the task. When the task is locked, the Planned Start Date and Planned Finish Dates are fixed and cannot be moved. You can unlock a locked task at any time. • Milestone: This is a checkbox that shows whether the task is marked as a Milestone task or not. A milestone task is one that is deemed to be an accomplishment for the project, in achieving. • Planned Start Date: This is the date that the task is planned to start on. • Planned Finish Date: This is the date that the task is planned to finish on. • Planned Duration: This is the planned duration of the task, calculated as the elapsed time difference (in days) between the Planned Start Date and Planned Finish Date for the task. • Planned Effort: This is the amount of effort that that is planned to be spent (in hours) completing the task. • Actual Start Date: This is the date that work on the task actually commenced. • Actual Finish Date: This is the date that work on the task ceased, when the task was marked as 100% complete. • Actual Duration: This is the actual duration of the task, calculated as the elapsed time difference (in days) between the Actual Start Date and Actual Finish Date for the task. • Actual Effort: This is the amount of effort that was actually spent completing the task, in hours. Links On the Links tab, you can add links (otherwise known as “dependencies”) from other tasks, to this task. Simply click on the tasks that are presented in the right hand column, to “Add” them as a link to this task. Links work in the same way as dependencies in Microsoft Project. Therefore, if the tasks that link to this task are delayed, then they could delay the start of this task. This is known in project management terms as a “Finish-to-start” dependency. Note: • You can delete each link individually, by clicking on the “Remove” button beside the link you wish to delete. © Project Manager Online Ltd. 22 www.ProjectManager.com
  • 24. • The “Lag” is the duration (in days) between the Planned Finish Date or one task and the Planned Start Date of the task that it links to. • If you click on a task which appears in the left hand side of the “Links” panel, then the Gantt chart above will scroll to the relevant place and the task you have selected will immediately become visible. This helps you to find tasks which have links, more easily. Resources On the Resources tab, you can assign resources from your resource list, to the task selected. The list of all resources in your account will appear on the right hand side. You can then click “Add” to add one or more resources to this selected task. You can also click “Remove” to remove a resource from the list. Notes On the Notes tab, you can add notes about the task selected. A lot of clients add notes to the task that they wish to share with their team. Here are some ideas for the types of notes you might add about a task: • Describe the work competed to date and the work remaining on the task. • List items that have come up that you want to draw to others attention. • Record your notes about what you learnt when completing the task. Risk/ Issue /Change On this tab, you can link any risk, issue or change in the system to the selected task. The principle is that when you create a risk, issue or change (on the Risk / Change / Issue tabs at the top of your page), you often want to create a list of tasks that need to be implemented to resolve it. So you then go into the Task panel and list all of the tasks required. And to record the fact that these tasks have been created to resolve the Risk / Issue / Change, then you can add a link to them here. To link a risk, issue or change to the task selected, click the “Set” button beside the relevant item shown. You will then see that the item has been set against the task. Note: For the reasons described above, you can only link one risk / issue / change to a single selected task. However if you wish to change the risk / issue / change assigned, then click on a new item and click “Set” to reassign it. 5 Resources The Resources panel is the place that you create new resources and allocate them to your project team. Resource can be people, equipment, materials or anything you would like it to be. In fact, anything that has a cost to the project can be added as a resource, whether it’s a person, a crane, materials or a photocopier. There are a number of things you can do to manage your resources, including: 1. Viewing resources: You can view a list of all of your resources for a single project, or across your entire portfolio of projects. 2. Adding a new resource: You can add as many resources as you wish. Each resource can be allocated to many projects. You can even set the percentage of their time that they should be allocated to particular projects and monitor their overall percentage allocation. © Project Manager Online Ltd. 23 www.ProjectManager.com
  • 25. 3. Editing existing resources: You can edit any of the resource details, for any project, at any time. You can set the cost of a resource at the generic Portfolio level, and you can also assign project-specific rates as you wish. 4. Assigning resources to projects: You can assign specific resource to specific projects. One resource can be assigned to many projects, and one project can consist of many resources. 5. Assigning resources to tasks: Of course, using the Task panel you can assign resource to tasks. The following sections describe in further depth, how to perform these functions. 5.1 Viewing Resources There are two ways to view your resources: 1. Click on the Portfolio tab and select “Resources” 2. Click on a Project tab and select “Resources” Portfolio Resources When you click on the Portfolio tab and select the Resources button immediately below it, you will see a list of ALL resources that have been created, across ALL projects within your account. This is the global area that allows you to administer your resources and view their allocation across projects. The information provided on this page includes: • Name: The name of the resource. • Short Name: The short name that was entered for the resource. • Total Allocation: Whenever a resource is allocated to a project, the person creating the resource adds their “Project Allocation”. This is the percentage of the person’s time, that will be made available to the project. For instance, if they entered 50%, then it would be expected that 50% of the person’s time is being allocated to this one project. When you view the figure on the Portfolio Resources tab, it shows up as “Total Allocation”. This is the summary of each resources project allocations. So if they were allocated for 50% against Project A, 25% against Project B and 35% against Project C, then their Total Allocation would be “115%” and you could therefore see that they have been over-allocated to projects. • Active: This is the status of the resource and it shows whether the resource is Active or Inactive. If they are Active, then they are listed on the available resources list in the Task area, for the Project Manager to allocate against tasks. • Edit: In this column, you can click to edit the resource details, delete the resource, or copy the resource details and create a new resource with those details. Project Resources When you click on the Project tab and select the Resources button immediately below it, the functionality works very much the same as described for the Portfolio Resources tab above. The fields you will see are the: • Name: The name of the resource. • Short Name: The short name that was entered for the resource. • Project Allocation: Whenever a resource is allocated to a project, the person creating the resource adds their “Project Allocation”. This is the percentage of the person’s time, that will be made available to the project. For instance, if they © Project Manager Online Ltd. 24 www.ProjectManager.com
  • 26. entered 50%, then it would be expected that 50% of the person’s time is being allocated to this one project. • Edit: In this column, you can click to edit the resource details. • Remove: In this column, you can click to remove the resource from the system. 5.2 Adding a New Resource There are two ways to add a new resource: • Click on the Portfolio tab and select “Resources” • Click on a Project tab and select “Resources” Portfolio Resources When you click on the Portfolio tab and select the Resources button below it, you will see a list of ALL of the resources that have been created to date. To add a new resource, click on the “Add Resource” button and a panel will appear to the right, which allows you to enter the following information: • Active: This selection determines whether the resource is currently Active or Inactive. If they are Active, then they are listed on the available resources list in the Task panel. If they are inactive, then they are not available in the list of resources viewed. • Name: This is the name that you wish to assign to the resource. You should enter a name that distinguishes this resource from the rest. Remember, this name is visible on the resource list, so the more precise you make the resource name, the easier it will be to identify it on the list. • Description: This is a long description of the resource. • Short name: The short name that was entered for the resource. • User Login: This drop down list allows you to select a user login to be associated with the resource. Say for instance that you have a user (bob@bob.com) who you want to assign to tasks. You can create Bob as a Resource on this page, and select Bob’s user login (email address) so that they system knows that whenever you assign Bob to a task, that the resource is actually the same person as the one who logs in using their email address bob@bob.com • Default Rate: This is the default hourly rate for the resource. When you later assign this resource to a project, the default hourly rate will be put in place. Project Resources When you click on the Project tab and select the Resources button immediately below it, the functionality works very much the same as described for the Portfolio Resources tab above. To create add a new resource, click on the “Create New” button and a panel will appear to the right, which allows you to enter the following fields (as described above): • Active • Name • Description • Short name • User Login © Project Manager Online Ltd. 25 www.ProjectManager.com
  • 27. • Default Rate Note: There are two additional fields on this page that are not provided on the Portfolio Resource panel. They are: • Project Rate: By default, the “Default rate” applies to each resource. However if you wish to override this rate on this particular project, then enter in a rate in the “Project rate” field. The Project rate will always override the Default rate, where provided. • Project Allocation: This is the percentage of a person’s time that will be allocated to this project. For instance, if you put in “25%”, then what you are saying is that 25% of this persons time (as marked in their Calendar) will be made available for this project 5.3 Editing Resource Details There are two ways to edit a new resource: • Click on the Portfolio tab and select “Resources” • Click on a Project tab and select “Resources” Portfolio Resources When you click on the Portfolio tab and select Resources, you can edit a particular resource by either clicking on the name of the resource shown, or by clicking on the edit symbol in the Edit column. You can edit any of the following information: • Active: This selection determines whether the resource is currently Active or Inactive. If they are Active, then they are listed on the available resources list in the Task panel, for the Project Manager to allocate against tasks. If they are inactive, then they are not available in the list of resources viewed in the Tasks panel. • Name: This is the name that you wish to assign to the resource. You should enter a name that distinguishes this resource from the rest. Remember, this name is visible on the resource list, so the more precise you make the resource name, the easier it will be to identify it on the list. • Description: This is a long description of the resource. • Short name: The short name that was entered for the resource • User Login: This drop down list allows you to select a user login to be associated with the resource. Say for instance that you have a user (bob@bob.com) who you want to assign to tasks. You can create Bob as a Resource on this page, and select Bob’s user login (email address) so that they system knows that whenever you assign Bob to a task, that the resource is actually the same person as the one who logs in using their email address bob@bob.com • Default Rate: This is the default hourly rate for the resource. When you later assign this resource to a project, the default hourly rate will be put in place. Note: You can also see which projects the resource is currently allocated to. Project Resources When you click on the Project tab and select the Resources button immediately below it, the functionality works very much the same as described for the Portfolio Resources tab above. To edit an existing resource, click on the name of the resource shown, or alternatively you can click on the edit symbol in the Edit column. You can only edit the following fields: © Project Manager Online Ltd. 26 www.ProjectManager.com
  • 28. • Project Rate: By default, the “Default rate” applies to each resource. However if you wish to override this rate on this particular project, then enter in a rate in the “Project rate” field. The Project rate will always override the Default rate, where provided. • Project Allocation: This is the percentage of a person’s time that will be allocated to this project. For instance, if you put in “25%”, then what you are saying is that 25% of this persons time (as marked in their Calendar) will be made available for this project. • You will also see the generic information relating to this resource, in the fields above. It is advisable to only try and change this generic resource information through the Portfolio resource tab, as it applies to all projects that the resource is assigned to. 5.4 Assigning Resources to Projects When you have created a number of resources and you are ready to assign them to your projects, open each project and click on the Resources tab. Then click “Assign Existing” and you will be able to assign an existing resource to your project, creating your project team. On the right hand side, you will see a list of all of the resources from the global resource list. On the left hand side, you will see a list of all of the resources that have been allocated to this project already. You can click on the “Assign” button which is placed alongside each resource, to assign the resource to the project. After you have assigned resources to the project, you can remove resource just as easily. Click on the “Remove” button and this will remove the resource from the project. Note: It doesn’t delete the resource from the system. It simply removes their assignment from the project. You can always re-assign them back to the project if you wish. It is important to know that you cannot allocate resources to tasks (in the Tasks area) unless they have been assigned to the project first. To ensure that you don’t forget to assign your resource to the project, on the panel that allows you to create a new resource, the default checkbox states that they will automatically be assigned to the current project, unless you choose otherwise. 5.5 Assigning Resources to Tasks After you have created new resources and assigned them to your project, you are ready to assign them to tasks in your project. Open the Tasks panel and view your task list first. Then navigate to the task that you wish to assign resource to and click on the relevant task number (on the left hand side) to select the task first. You can then assign resource to your selected task, in two different ways: 1. Scroll across to the “Resource” column for that task and click on the Resource cell for it. You can then choose which resource to allocate to the task. Note: If the Resource column is not visible, you can click on the “Tick” graphic above the “All” graphic on the LHS and use the Column Selector to make the “Resources” column visible. 2. Or more simply, you can scroll to the bottom of the page and look at the Task Information area. Click on the “Resources” tab and then click the relevant “Add” button to add resource to this task. By assigning resources to tasks, you can ensure that you have the right people working on the right tasks, at the right time. © Project Manager Online Ltd. 27 www.ProjectManager.com
  • 29. 6 Time Using the "Time" tab, you can enter timesheets for your projects. Start out by selecting the week that the timesheet is to be entered for and then use the "project", "resource" and "task" drop-downs to select tasks to enter time against. The principle of the "Time" tab is that you are entering time spent completing tasks on the project. So you need to select the tasks first and then enter time against those tasks. The task list will be generated from the "Tasks" tab in ProjectManager.com The "Copy previous week" button allows you to copy the previous week’s timesheet to the current week. If you often complete the same tasks each week, then this useful feature saves you time completing the current week’s timesheet. And lastly, at the bottom of the panel, you can view summary totals of the amount of time entered each day. So if you work a 40 hour week for instance, then you can easily identify the total time entered to date, to make it up to 40 hours for the week. 6.1 Viewing Timesheets When you click on the Time tab, you will be able to view all of the timesheets that have been entered for the project to date. Simply enter in the "Timesheet for the week starting on:" and click "Go" to view that week’s timesheet. At the moment, you can change the time entered for any previous week’s timesheet. However in the future, timesheets will go through an approval process and once approved, only the approver will be able to change previous week’s timesheets in the system. 6.2 Adding a Timesheet To create a new timesheet entry, follow these steps: • Enter the date for the “week starting” and select “Go”. You will immediately view the time entered for that particular week, to date. • Click “Select a project” - to select the project that time will be entered against. You will only see projects that you have access to. The Administrator for your account may have limited your project access, so if you can’t see the projects that you wish to enter time against, then contact your Administrator for the ProjectManager.com service and request that they make the required projects available • Click “Select a resource” - to select the resource that time is being entered against. A resource may not necessarily just be a person. It could be equipment or a meeting room, for instance. • Click “Select a task” – to select the project plan task that time is being entered against. The Task list is the same list as that displayed on the “Tasks” tab, for this project. • Then enter the hours spent by that resource, on those tasks within the specified project. As you enter each hour, the summary totals at the bottom will be updated. At any point, you can click the red “minus” button to remove the timesheet record. • When you are finished, click “Save”. © Project Manager Online Ltd. 28 www.ProjectManager.com
  • 30. 6.3 Copy a Timesheet If you regularly complete the same tasks for the same projects, then instead of having to complete each timesheet manually each week, simply click the “Copy previous week” button and click “Save”. Here are more details on how to do it: • Enter the date for the “week starting” and select “Go”. You will immediately view the time entered for that particular week, to date. • Click the “Copy previous week” button. This will copy the previous week’s timesheet, over to the current week selected. • Change any of the data in the timesheet, and select “Save” when complete. Using this quick and easy way to copy a previous week’s timesheet, you will save time each week, boosting your efficiency. 7 Expenses Within the “Expenses” tab, you are able to complete Expense Forms for your project. Simply click on “Create New” and enter your expense details. And when you are ready, click “Save” to save the expense details in the system. On this panel, you can enter a variety of different types of expenses, using the “Edit Types” button. And you can enter as many expense types for your project as you wish. The information entered on this panel will be used in the Dashboard, Tasks and Reports tabs, to provide you with summarized information of the current total cost of the project to date. 7.1 Viewing Expenses When you click on the “Expense” tab, you will see a list of all of the expenses that have been entered for your project to date. You can either search for a particular expense, or use the “From” and “To” fields to find the expense you are looking for. The following expense information is provided: • Name: The name of the expense that has been entered • Project: The project that the expense has been assigned against (only visible on Portfolio tab) • Date: The date that the expense occurred • Amount: The amount of the expense 7.2 Add an Expense When you click the “Create New” button on the “Expense” tab, you will be provided with all of the fields needed to create a new expense for the project. The following fields are provided: • Name: The name of the expense that has been entered • Description: A detailed description of the expense incurred © Project Manager Online Ltd. 29 www.ProjectManager.com
  • 31. • Type: The type of expense incurred. Note: administrators can manage their own expense types through the “Edit Types” button • Project: The project that the expense has been assigned against • Task: Where relevant, the task that the expense has incurred against • Date: The date that the expense occurred • Amount: The amount of the expense • Recorded by: The person who is completing this expense form, i.e. you. You can also select to “Amortize across the length of the project”. This means that the expense will be spread across the entire length of the project, as opposed to just apply to the current reporting period (e.g. the current week). For instance, you may wish to amortize the cost of a photocopier across the whole length of the project, so that the full cost of the purchase doesn’t show up in the currently weekly status report. If you want, you can make an expense “recurring”. This means that it will reoccur on the days, weeks, months or years you specify. For instance, the rent for your project office might be due on the 20th of each month. 8 Risks A risk is defined as “a foreseeable event in the future that may impact on the project”. A risk has an associated “Likelihood” and “Impact” rating. These ratings determine how likely the risk is to occur, and in the event that the risk does eventuate, the extent to which it will impact on the project. Examples of risks include: • “That the customer may request changes to the project scope” • “That funding is unavailable when it is required by the project” • “That external suppliers do not produce their deliverables on time” Anyone in the team should be able to identify a project risk, and enter it into the system. When a risk is entered, the Project Manager will want to review the Likelihood and Impact ratings. They will then want to identify a suite of tasks needed to reduce the likelihood of the risk eventuating. These tasks will be entered into the Task panel and each task can be linked to this risk in the Task Information panel (under the “Risk / Issue / Change” tab). When the tasks are completed, the risk likelihood can be reduced on the Risks panel and if applicable, you may wish to delete the risk altogether from the system. For further information, read the following sections which cover: • Viewing risks • Adding a new risk • Editing an existing risk • Assign related tasks © Project Manager Online Ltd. 30 www.ProjectManager.com
  • 32. 8.1 Viewing Risks When you click on the Risks tab, you will see a list of all of your risks for the selected project. If you are clicking it for the first time, then no risks will display until you create your first risk, using the “Add Risk” button. The following fields display in the risk view: • Name • Description • Status • Level • Edit • Delete • Search Note: • The Status field will tell you whether the risk is open or closed. • The Level field tells you whether the risk is low (marked in green), medium (marked in yellow) or high (marked in red). • The Edit field allows you to edit the risk, or to create a new one by copying it. • The Delete field allows you to immediately delete the risk. • The Search field allows you to enter in a string of text and search for that text, within the risk names and descriptions you have entered to date. • You can click on any column in the table, to sort the risks in that order. If you click the column header once, then it will sort the data on that column, in ascending order. If you click it again, it will search in descending order. • You can add as many risks to your project as you wish. 8.2 Add a Risk To add a new risk, simply click on the “Add Risk” button on the risk tab for your project. When you do this, you will see a panel to your right appear. The information contained on this panel is as follows: • Name: This is the name that you wish to assign to the risk. You should enter a name that distinguishes this risk from the rest. Remember, this name is visible on the risk list, so the more precise you make the risk name, the easier it will be to identify it on the list, at a later date. • Description: This is a long description of the risk. You will want to describe in this field, the risk itself, the reason why the likelihood rating has been assigned as it has, and the actual impact on the project, should the risk eventuate. • Raised by: Enter the person who has identified (i.e. raised) the risk, by entering their first and last name. © Project Manager Online Ltd. 31 www.ProjectManager.com
  • 33. • Date Raised: This is the date that the risk was raised. By default, it will be marked with today’s date, but you can by using the Calendar button to the right of the field. • Impact: Identify the impact of the risk to the project. You can mark it as Low, Medium or High. • Likelihood: Identify the likelihood of the risk occurring. You can mark it as Low, Medium or High. • Level: This is a calculated field and it denotes the overall risk level. The level and color shown are based on the highest impact and likelihood setting that you have assigned. For instance, say you mark the risk with a Medium Impact and a Low Likelihood. Then the highest value (the “Medium” assignment) will become the risk “Level”. • Assigned to: Here you can identify the person who will be responsible for mitigating the risk, by assigning it to a team member. Using the drop-down list provided, you can assign it to any of the resources that have been created. • Status: You can choose here, whether the risk should have a Status of Open or Closed. An Open risk is usually one that is still likely to occur, and a Close risk is one that is not likely to occur. When you have completed all of the above fields, click the “Save” button to save the details to the database. You can click the “Cancel” button if you do not wish the details to be stored. 8.3 Edit a Risk If you wish to edit an existing risk, then read how to do it here. Open the project that contains the risk, using the “New Project” page icon on the tab bar. Then when you have the project open, click on the Risk tab. You will see a list of all of the risks that are contained within your project. You can then search for your risk by glancing down the “Name” column (and using the scroll bars, if applicable), or you can enter in the name into the Search field to find it. When you have found your risk, the next step is to open it. To do this, simply click on the risk name (which is marked in blue, and will be underlined). A panel to your right will appear, with the details of your risk included. You can then update any of the details in this panel and click “Save” to save the changes to the database. Here is a list of fields that you can edit: • Name • Description • Raised by • Date Raised • Impact • Likelihood • Level • Assigned to © Project Manager Online Ltd. 32 www.ProjectManager.com
  • 34. • Status 8.4 Assign Related Tasks After entering your new risks, you can assign tasks to mitigate them. The theory is that to mitigate any risk, you need to complete a suite of tasks to reduce their likelihood and impact. These new tasks will be entered into the Tasks panel. When you enter each task, you will see at the bottom of the Tasks panel and area called “Task Information”. In this area, there is a tab called “Risk/Issue/Change”. In this area, you can assign the risk you created previously, to this task so that you know which tasks are being completed to resolve which risks. If you then click on the Risks panel at the top and open the risk, you will see a list of all of the tasks that you have related to it. The benefit of knowing this information is that you can see how the tasks that were initiated to resolve a risk, are progressing. You will see on the risk tab (in the “Related Tasks” section) the Resource working on each task, the due date for the task and the percent complete. Then when each of the tasks has been completed, you can review the risk and decide whether or not to close it. 9 Issues An issue is defined as “something that is currently affecting the ability of the project to meet its objectives”. An issue has an associated “Impact” and “Priority” rating. These ratings determine the extent of impact on the project, and therefore the overall priority that should be assigned. Examples of issues include: • “Equipment which arrived on site is faulty and had to be returned” • “Staff sick leave has delayed the project by 10 days” • “Poor weather conditions have made the site inaccessible” Anyone in the team should be able to identify a project issue, and enter it into the system. When an issue is entered, the Project Manager will want to review the Impact and Priority ratings. They will then want to identify a suite of tasks needed to reduce the impact that the issue is having on the project. These tasks will be entered into the Task panel and each task can be linked to this issue in the Task Information panel (under the “Risk / Issue / Change” tab). When the tasks are completed, the issue priority can be reduced on the Issues panel and if applicable, you may wish to delete the issue from the system. For further information, read the following sections which cover: • Viewing issues • Adding a new issue • Editing an existing issue • Assign related tasks 9.1 Viewing Issues When you click on the Issues tab, you will see a list of all of your issues for the selected project. If you are clicking it for the first time, then no issues will display until you create your first issue, using the “Add Issue” button. © Project Manager Online Ltd. 33 www.ProjectManager.com
  • 35. The following fields display in the risk view: • Name • Description • Status • Level • Edit • Delete • Search Note: • The Status field will tell you whether the issue is open or closed. • The Level field tells you whether the issue level is low (marked in green), medium (marked in yellow) or high (marked in red). • The Edit field allows you to edit the issue, or to create a new one by copying it. • The Delete field allows you to immediately delete the issue. • The Search field allows you to enter in a string of text and search for that text, within the issue names and descriptions you have entered to date. • You can click on any column in the table, to sort the issues in that order. If you click the column header once, then it will sort the data on that column, in ascending order. If you click it again, it will search in descending order. • You can add as many issues to your project as you wish. 9.2 Add an Issue To add a new issue, simply click on the “Add issue” button on the issue tab for your project. When you do this, you will see a panel to your right appear. The information contained on this panel is as follows: • Name: This is the name that you wish to assign to the issue. You should enter a name that distinguishes this issue from the rest. Remember, this name is visible on the issue list, so the more precise you make the issue name, the easier it will be to identify it on the list, at a later date. • Description: This is a long description of the issue. You will want to describe in this field, the issue itself, the reason why the impact rating has been assigned as it has, and the priority in resolving it. • Raised by: Enter the person who has identified (i.e. raised) the issue, by entering their first and last name. • Date Raised: This is the date that the issue was raised. By default, it will be marked with today’s date, but you can change this using the Calendar button to the right of the field. • Impact: Identify the impact of the issue to the project. You can mark it as Low, Medium or High. © Project Manager Online Ltd. 34 www.ProjectManager.com
  • 36. • Priority: Identify the priority associated in resolving the issue. You can mark it as Low, Medium or High. • Level: This is a calculated field and it denotes the overall issue level. The level and color shown are based on the highest impact and priority setting that you have assigned. For instance, say you mark the issue with a Medium Impact and a Low Priority. Then the highest value (the “Medium” assignment) will become the issue “Level”. • Assigned to: Here you can identify the person who will be responsible for resolving the issue, by assigning it to a team member. Using the drop-down list provided, you can assign it to any of the resources that have been created. • Status: You can choose here, whether the issue should have a Status of Open or Closed. An Open issue is usually one that is still likely to occur, and a Close issue is one that is not likely to occur. When you have completed all of the above fields, click the “Save” button to save the details to the database. You can click the “Cancel” button if you do not wish the details to be stored. 9.3 Edit an Issue If you wish to edit an existing issue, then read how to do it here. Open the project that contains the issue, using the “New Project” page icon on the tab bar. Then when you have the project open, click on the issue tab. You will see a list of all of the issues that are contained within your project. You can then search for your issue by glancing down the “Name” column (and using the scroll bars, if applicable), or you can enter in the name into the Search field to find it. When you have found your issue, the next step is to open it. To do this, simply click on the issue name (which is marked in blue, and will be underlined). A panel to your right will appear, with the details of your issue included. You can then update any of the details in this panel and click “Save” to save the changes to the database. Here is a list of fields that you can edit: • Name • Description • Raised by • Date Raised • Impact • Priority • Level • Assigned to • Status 9.4 Assign Related Tasks After entering your new issues, you can assign tasks to resolve them. The theory is that to resolve any issue, you need to complete a suite of tasks to reduce their likelihood and priority. These new tasks will be entered into the Tasks panel. © Project Manager Online Ltd. 35 www.ProjectManager.com
  • 37. When you enter each task, you will see at the bottom of the Tasks panel and area called “Task Information”. In this area, there is a tab called “issue/issue/Change”. In this area, you can assign the issue you created previously, to this task so that you know which tasks are being completed to resolve which issues. If you then click on the issues panel at the top and open the issue, you will see a list of all of the tasks that you have related to it. The benefit of knowing this information is that you can see how the tasks that were initiated to resolve an issue, are progressing. You will see on the issue tab (in the “Related Tasks” section) the Resource working on each task, the due date for the task and the percent complete. Then when each of the tasks have been completed, you can review the issue and decide whether or not to close it. 10 Changes A change is defined as “a request from a person of authority, to change the scope to the project”. Like an Issue, a change has an associated “Impact” and “Priority” rating. These ratings determine the extent of impact on the project of implementing the change, and therefore the overall priority that should be assigned. Examples of changes include: • Changing the quantity, type or size of deliverables required • Changing the number or skill-set of the project team • Changing the amount of budget available While anyone in the team should be able to identify a project change, only those people authorized should be allowed to enter it into the system. When a change is entered, the Project Manager will want to review the Impact and Priority ratings. They will then want to identify a suite of tasks needed to implement the change. These tasks will be entered into the Task panel and each task can be linked to this change in the Task Information panel (under the “Risk / Change / Change” tab). When the tasks are completed, the change priority can be reduced on the Changes panel and if applicable, you may wish to delete the change from the system. For further information, read the following sections which cover: • Viewing changes • Adding a new change • Editing an existing change • Assign related tasks 10.1 Viewing Changes When you click on the Changes tab, you will see a list of all of your changes for the selected project. If you are clicking it for the first time, then no changes will display until you create your first change, using the “Add Change” button. The following fields display in the risk view: • Name • Description • Description • Status © Project Manager Online Ltd. 36 www.ProjectManager.com
  • 38. • Level • Edit • Delete • Search Note: • The Status field will tell you whether the change is open or closed. • The Level field tells you whether the change level is low (marked in green), medium (marked in yellow) or high (marked in red). • The Edit field allows you to edit the change, or to create a new one by copying it. • The Delete field allows you to immediately delete the change. • The Search field allows you to enter in a string of text and search for that text, within the change names and descriptions you have entered to date. • You can click on any column in the table, to sort the changes in that order. If you click the column header once, then it will sort the data on that column, in ascending order. If you click it again, it will search in descending order. • You can add as many changes to your project as you wish. 10.2 Add a Change To add a new change, simply click on the “Add change” button on the change tab for your project. When you do this, you will see a panel to your right appear. The information contained on this panel is as follows: • Name: This is the name that you wish to assign to the change. You should enter a name that distinguishes this change from the rest. Remember, this name is visible on the change list, so the more precise you make the change name, the easier it will be to identify it on the list, at a later date. • Description: This is a long description of the change. You will want to describe in this field, the change itself, the reason why the impact rating has been assigned as it has, and the priority in resolving it. • Raised by: Enter the person who has identified (i.e. raised) the change, by entering their first and last name. • Date Raised: This is the date that the change was raised. By default, it will be marked with today’s date, but you ca change this using the Calendar button to the right of the field. • Impact: Identify the impact of the change to the project. You can mark it as Low, Medium or High. • Priority: Identify the priority associated in resolving the change. You can mark it as Low, Medium or High. • Level: This is a calculated field and it denotes the overall change level. The level and color shown are based on the highest impact and priority setting that you have assigned. For instance, say you mark the change with a Medium Impact and a Low Priority. Then the highest value (the “Medium” assignment) will become the change “Level”. © Project Manager Online Ltd. 37 www.ProjectManager.com
  • 39. • Assigned to: Here you can identify the person who will be responsible for resolving the change, by assigning it to a team member. Using the drop-down list provided, you can assign it to any of the resources that have been created. • Status: You can choose here, whether the change should have a Status of Open or Closed. An Open change is usually one that is still likely to occur, and a Close change is one that is not likely to occur. When you have completed all of the above fields, click the “Save” button to save the details to the database. You can click the “Cancel” button if you do not wish the details to be stored. 10.3 Edit a Change If you wish to edit an existing change, then read how to do it here. Open the project that contains the change, using the “New Project” page icon on the tab bar. Then when you have the project open, click on the change tab. You will see a list of all of the changes that are contained within your project. You can then search for your change by glancing down the “Name” column (and using the scroll bars, if applicable), or you can enter in the name into the Search field to find it. When you have found your change, the next step is to open it. To do this, simply click on the change name (which is marked in blue, and will be underlined). A panel to your right will appear, with the details of your change included. You can then update any of the details in this panel and click “Save” to save the changes to the database. Here is a list of fields that you can edit: • Name • Description • Raised by • Date Raised • Impact • Priority • Level • Assigned to • Status 10.4 Assign Related Tasks After entering your new changes, you can assign tasks to resolve them. The theory is that to resolve any change, you need to complete a suite of tasks to reduce their likelihood and priority. These new tasks will be entered into the Tasks panel. When you enter each task, you will see at the bottom of the Tasks panel and area called “Task Information”. In this area, there is a tab called “change/change/Change”. In this area, you can assign the change you created previously, to this task so that you know which tasks are being completed to resolve which changes. If you then click on the changes panel at the top and open the change, you will see a list of all of the tasks that you have related to it. The benefit of knowing this information is that you can see how the tasks that were initiated to resolve a change, are progressing. © Project Manager Online Ltd. 38 www.ProjectManager.com
  • 40. You will see on the change tab (in the “Related Tasks” section) the Resource working on each task, the due date for the task and the percent complete. Then when each of the tasks have been completed, you can review the change and decide whether or not to close it. 11 Reports When you click on the Reports tab, you will notice that a number of reports are available for use. These reports allow you to view the status of your project and portfolio, from a single place. A summary of each report follows: • Portfolio Status Report: Shows you the health of your entire portfolio, based on whether your projects are on time and under budget. Resources, risks, issues, changes and tasks are also factored in when determining your portfolio health. • Project Status Report: This report provides an overview of the status of your project. It helps you determine whether you are currently on time and under budget, and it also gives you a list of all of the overdue tasks that need to be completed. • Project Plan: Helps you determine whether your project is on track and when it is likely to be completed. It provides an overview of your schedule and tells you when each task is planned to be finished. • Project Variance: Tells you how your current schedule compares to the baseline and planned views of the project. This will help you identify whether or not you’re going to deliver your project on time. • Resource Plan: Shows for the remainder of the project, the amount of time that your team are “allocated” to tasks, vs. the time that they have available (“capacity”) in their calendars. • Resource Allocation: Helps you see at a glance whether your project resources are over or under utilized. Each resource is listed and their utilization rates are displayed, so you know who is too busy and who is not busy enough. 11.1 Portfolio Status This report shows you the health of your entire portfolio, based on whether your projects are on time and under budget. Resources, risks, issues, changes and tasks are also factored in when determining your portfolio health. The report displays the following information when viewed: • Project: This is the name of the project. • Schedule Variance: This is the difference between the work (i.e. effort) that as been completed to date versus the work that should have been done to date. • Tasks Overdue: The number of tasks that are not marked as 100% complete but have passed their Planned Finish Date. • Budget Variance: The planned cost of the work performed minus actual cost of the work performed. • Over-allocated Resources: This tells you whether the amount of work that has been allocated to your resource, exceeds the amount of time that they have available. • Issues: The number of open issues across all of your projects. © Project Manager Online Ltd. 39 www.ProjectManager.com
  • 41. • Risks: The number of open risks across all of your projects. • Changes: The number of open changes across all of your projects. 11.2 Project Status This report provides an overview of the status of your project. It helps you determine whether you are currently on time and under budget, and it also gives you a list of all of the overdue tasks that need to be completed. Summary Information This is the information provided at the top of the report. It summarizes the overall progress of the project to date. The fields include: • Name: This is the name of the project, as entered on the Project Details panel. • Description: A shortened version of the full description of the project, as entered on the Project Details panel. • Project Manager: The name of the Project Manager, as entered on the Project Details panel. • Budget: The overall budget assigned to the project, as entered on the Project Details panel. • Start Date: The start date for the project, as entered on the Project Details panel. • Finish Date: The finish date for the project, as entered on the Project Details panel. • Cost: Tells you whether or not your current total project cost is under budget. • Schedule: Tells you the number of days you are currently ahead of or behind schedule. • Resources: Tells you whether or not your resources are over-allocated. • Open Issues: The number of open issues within this project. • Open Risks: The number of open risks within this project. • Open Changes: The number of open changes within this project. Tasks In the tasks section of this report, you can see information relating to tasks which are overdue, and those which are due this week. This data is taken from the Tasks panel for this project. The fields include: • WBS: This stands for “Work Breakdown Structure” and is a common project management term. It is the unique number assigned to this task that allows it to be recognized differently from the rest. • Name: The name of the task. • Planned Start: The planned start date for the task. • Planned Finish: The planned finish date for the task. • Planned Effort: The amount of planned effort for the task. • Actual Effort: The actual amount of effort spent completing the task. © Project Manager Online Ltd. 40 www.ProjectManager.com
  • 42. • Actual Start: The actual start date for completing the task. • % Comp: The percentage of the task that is currently complete. • Assigned To: The person assigned to complete the task. Risks In the risks section of this report, you can see information relating to risks which are overdue, and those which are due this week. This data is taken from the Risks panel for this project. The fields include: • Name: The name of the risk. • Date Raised: The date that the risk was raised. • Date Due: The date that the risk is due to be resolved by. • Impact: The level of impact that the risk will have on the project. • Likelihood: The likelihood of the risk eventuating. • Status: The status of the risk, as either “Open” or “Closed”. • Assigned To: The person assigned to mitigating the risk. Issues In the risks section of this report, you can see information relating to issues which are overdue, and those which are due this week. This data is taken from the Risks panel for this project. The fields include: • Name: The name of the issue. • Date Raised: The date that the issue was raised. • Date Due: The date that the issue is due to be resolved by. • Impact: The level of impact that the issue has on the project. • Priority: The priority in resolving the issue. • Status: The status of the issue, as either “Open” or “Closed”. • Assigned To: The person assigned to resolving the issue. Changes In the changes section of this report, you can see information relating to changes which are overdue, and those which are due this week. This data is taken from the Changes panel for this project. The fields include: • Name: The name of the change. • Date Raised: The date that the change was raised. • Date Due: The date that the change is due to be resolved by. • Impact: The level of impact that the change has on the project. • Priority: The priority in resolving the change. • Status: The status of the change, as either “Open” or “Closed”. • Assigned To: The person assigned to resolving the change. © Project Manager Online Ltd. 41 www.ProjectManager.com
  • 43. 11.3 Project Plan This report helps you determine whether your project is on track. It provides an overview of your schedule and tells you when each task is planned to be finished. The information in this report is similar to the Project Status Report, with the difference being that this report shows you ALL tasks, risks, changes and issues – and not just those which are due this week or overdue (as are shown in the Portfolio Status Report). The report displays the following information: Summary Information This is the information provided at the top of the report. It summarizes the overall progress of the project to date. The fields include: • Project Planned Start Date: The planned start date for the project. This is the date of the first task in your project plan, on the Task panel. • Project Planned Finish Date: The planned finish date for the project. This is the end date of the last task in your project timeline, on the Task panel. • Total Planned Effort: The total amount of planned effort for each task. • Total Planned Cost: The total cost of all planned tasks, based on the cost of the effort required to complete them. • Project Actual Start Date: As you enter actual effort against your planned tasks, this is the date of the first task that you enter effort against. • Project Estimated Finish Date: The estimated finish date for the project. • Total Actual Effort To Date: The total number of hours of actual effort entered against the tasks in your project plan. • Total Actual Cost To Date: The cost of the total actual effort completed. Tasks In the tasks section of this report, you can see information relating to tasks which are overdue, and those which are due this week. This data is taken from the Tasks panel for this project. The fields include: • WBS: This stands for “Work Breakdown Structure” and is a common project management term. It is the unique number assigned to this task that allows it to be recognized differently from the rest. • Name: The name of the task. • Planned Start: The planned start date for the task. • Planned Finish: The planned finish date for the task. • Planned Effort: The amount of planned effort for the task. • Actual Effort: The actual amount of effort spent completing the task. • Actual Start: The actual start date for completing the task. • % Comp: The percentage of the task that is currently complete. • Assigned To: The person assigned to complete the task. Risks In the risks section of this report, you can see information relating to risks which are © Project Manager Online Ltd. 42 www.ProjectManager.com
  • 44. overdue, and those which are due this week. This data is taken from the Risks panel for this project. The fields include: • Name: The name of the risk. • Date Raised: The date that the risk was raised. • Date Due: The date that the risk is due to be resolved by. • Impact: The level of impact that the risk will have on the project. • Likelihood: The likelihood of the risk eventuating. • Status: The status of the risk, as either “Open” or “Closed”. • Assigned To: The person assigned to mitigating the risk. Issues In the risks section of this report, you can see information relating to issues which are overdue, and those which are due this week. This data is taken from the Risks panel for this project. The fields include: • Name: The name of the issue. • Date Raised: The date that the issue was raised. • Date Due: The date that the issue is due to be resolved by. • Impact: The level of impact that the issue has on the project. • Priority: The priority in resolving the issue. • Status: The status of the issue, as either “Open” or “Closed”. • Assigned To: The person assigned to resolving the issue. Changes In the changes section of this report, you can see information relating to changes which are overdue, and those which are due this week. This data is taken from the Changes panel for this project. The fields include: • Name: The name of the change. • Date Raised: The date that the change was raised. • Date Due: The date that the change is due to be resolved by. • Impact: The level of impact that the change has on the project. • Priority: The priority in resolving the change. • Status: The status of the change, as either “Open” or “Closed”. • Assigned To: The person assigned to resolving the change. 11.4 Project Variance This report tells you how your actual progress compares to the planned and baseline views of your project. This will help you identify whether or not you’re going to deliver your project on time. The report allows you to view: © Project Manager Online Ltd. 43 www.ProjectManager.com
  • 45. • Actual to Planned: This is the difference between the actual and planned progress. • Actual to Baseline: This is the difference between the actual and baseline progress. • Planned to Baseline: This is the difference between the planned and baseline progress. The information provided on this report tells you for each task, the: • Start Diff: This shows the difference (“Diff”) between the two Start dates. For instance, if looking at “Actual to Planned” then it tells you the difference between the actual start date and the planned start date. • Finish Diff: This shows the difference between the two End dates. For instance, if looking at “Actual to Planned” then it tells you the difference between the actual end date and the planned end date. • Effort Diff: This shows the difference between the amount of effort consumed. For instance, if looking at “Actual to Planned” then it tells you the difference between the actual effort consumed vs. the planned effort consumed. • Duration Diff: This shows the difference between the two durations. For instance, if looking at “Actual to Planned” then it tells you the difference between the actual duration and the end duration. • %: This tells you the current percent complete of the task Note: The options “Actual to Baseline” and “Planned to Baseline” only appear if you have baselined your project. To create a project baseline, click on the “Baseline” button on the Task panel. 11.5 Resource Plan This report shows for the remainder of the project, the amount of time that your team are “allocated” to tasks, vs. the time that they have available (“capacity”) in their calendars. The report displays the following information when viewed: Summary information This is the information displayed at the top of the report: • Name: The name of the project, as entered on the Project Details panel • Description: The description given to the project, as entered on the Project Details panel • Start Date: The start date for the project, as entered on the Project Details panel • Finish Date: The finish date for the project, as entered on the Project Details panel • Resources: The number of resources that have been created for the project to date Detailed information This is the information displayed in the body of the report: • Project Team/Resource: This is the name of the resource that the data in the columns beside it, applies to © Project Manager Online Ltd. 44 www.ProjectManager.com
  • 46. • % Allocated: The percentage of the total time for the resource that has been allocated to the project. This information was entered on the Resources panel when the resource was initially created • Capacity: A calculation of the total amount of time that the resource has available to do work on the project (at the time they were first created), based on the number of working days made available (for the duration of the project) in their resource calendar • Allocated: When you allocate a resource to tasks (in the Tasks panel), some of their time is allocated to completing the tasks specified. So this column tells you the total amount of time that each resource has been allocated against tasks in the project plan. • Variance: This tells you the difference between the Capacity and Allocated fields for each resource. If there is a positive variance, then the resource has been under-allocated by that amount. And if there is a negative variance, then the resource has been over-allocated by that amount. 11.6 Resource Allocation This report tells you who is too busy, and who is not busy enough on the project. This is based on the number of tasks and the amount of work you have assigned to them. If you assign more work than a person is able to complete in a working day, then you have “over-allocated” them work. If you have assigned them less work than they have available hours to complete, then they are “under-allocated”. You can assign a resource work by allocating them to tasks in your project plan, under the “Tasks” tab. Every time you allocate a resource to a particular task, the number of hours needed to complete that task are added to their workload (i.e. allocation). The system knows how many hours they have available to work (from their calendar), so it’s easy for the system to identify whether your staff are under or over allocated. The report shows you the following information: • Capacity: This is the total number of hours that the resource has available, according to their calendar and the percentage of their time that you have allocated them to this project. For example, if the resource has no holidays planned in a five day week and was 100% allocated to the project, then their “capacity” for the week would be 40 hours. • Allocation: As described above, this is the total amount of time that is required to complete the tasks that they have assigned to. If they are the only resource assigned to complete 5 tasks in a week and each task takes 10 hours, then their “allocation” would be 50 hours. • Variance: The variance is the difference between the capacity and allocation. If the figure is negative, then the resource is over-allocated for that period. Using the example above, if they have capacity to complete 40 hours of work and they are allocated to complete 50 hours, then they are over-allocated by 10 hours - so you need to ask them to work another 10 hours this week, or reduce the number of tasks that they are assigned to them, by 10 hours. © Project Manager Online Ltd. 45 www.ProjectManager.com
  • 47. 12 Documents The “Documents” panel allows you to create a library of files and documents, for each project you undertake. You can use this panel as your “central file store” for all of your project documentation. Before you start uploading all of your project documents, you are best to create a folder structure for each project. This will enable you to structure your document hierarchy, so that you can later find documents related to specific projects, much more easily. See the Help page “Using the folder hierarchy” for more information. You can then use the menu bar across the top, to add files to your new folders, from your PC or server. You can easily upload files into the documents area, by clicking on the “Add File” button. You can also use the menu bar to search for files you have added in the past, as well as navigate your document hierarchy. See the Help section “Using the menu bar” for more information on this topic. In the lower left hand corner a panel will appear from time to time, called “Details”. This area shows you all of the various versions of the document that exist. If you have multiple versions of a document, then this panel will appear and allow you to open them, as you wish. See the Help topic “”Using the details area” for more information. And lastly, the search feature at the top allows you to search for files that you have added previously. It uses the file name to perform the search. See the Help topic “Using the search feature” for more information. 12.1 Using the Folder Hierarchy When you sign up, you receive a large amount of document storage space for free. So why not go ahead and use it to create your own project document library? You can do this in the “Documents” panel. Note: While the Documents area looks like it is particular to a single project, we have made it generic to all projects. This way, no matter what project you’re in, you can click on the “Documents” panel to see all of the document files stored in your account. By default, your folder hierarchy will be empty. We suggest setting up a new folder hierarchy that becomes your online Project Library. If you create a new folder for every project you undertake, and you create folders for past projects as well, then you will be able to keep all of your project document files in one place. Here is what your completed Project Library could look like: © Project Manager Online Ltd. 46 www.ProjectManager.com
  • 48. You can create a folder hierarchy like this in 3 simple steps: 1. Click on the “Add” button in the menu bar, to add your first folder. (We suggest that your top level folders become your project names, as shown in the example above). Then click on the “Add” button again to continue to add folders to your library. Every folder should be for a project. 2. The next step is to create sub-folders under the top level folders you have just created. Click on each Project folder and click the “Add” button to add sub- folders. We suggest making it so that you have a sub-folder for every phase in your project. That way, your team can look back through past projects and easily find documents, as they will know which project and which phase in the project lifecycle (e.g. Initiation, Planning, Execution, Closure) it will have been created and stored in. 3. The last step is to populate your new project library, by adding files to each folder, from your PC or server. Simply upload all of your project files into this online project library, using the “Add File” button. 12.2 Using the Menu Bar At the top of the Documents panel, you will see a comprehensive menu bar, helping you manage your project documentation. Here is a list of the entire menu features provided: • Navigate Back: Allows you to return to the previous view of your documents area. This feature will not undo any changes that you have made, it will simply restore the previous view that you had before you clicked through to the new screen. • Navigate Forward: Allows you to go forward to the screen you were just in. The navigate back and forward features work the same as Internet Explorer and Firefox, allowing you to navigate backward and forwards through the site, making it quicker to go to places that you have been before. • Navigate Up: If you are buried deep in a folder structure and you want to click to go to the next level up, then click this button. • Search & Find: Use this feature to search and find documents in your store. This function will search across all of your folders. It has been described in more depth in the Help page titled “Using the search feature”. • View Details: If you happen to have brought up a view that is unfamiliar to you (e.g. the Search button view) and you want to return to the normal folder details screen, then click this button. • Add: To add a new folder to your existing folder structure. This function has been described in more depth, in the Help page titled “Using the folder hierarchy”. • Add File: Use this button to upload a file from your PC or server, into this online document store. The document will be stored in the folder you have selected. • Download: To download a selected file to your PC or file server. First select the file and then click “Download”. You can choose the target location and then download your file quickly and easily. • Move: User this feature to move files form one location to another. Select the file you wish to move and then click the Move button. You can then select the target folder that you wish to move the file to. • Delete: To delete a file, simply select it and click the “Delete” button. © Project Manager Online Ltd. 47 www.ProjectManager.com
  • 49. Did you know that you can also access most of these menu functions by right mouse clicking on any selected file? This makes using the document store quick and easy. 12.3 Using the Details Area When you click on a document that you have uploaded into your Documents store (on the Documents panel), you will notice that a Details panel appears on the lower left hand side. In this area, the following information is displayed, for your selected document: • Document title • Document type • Document size • Document date Immediately below this is the “Revisions” area. In this area, you will see any revisions to your document. The way this works is that if you import a file into the document store (from your PC or file server) that has the same name as an existing document, then a revision to the document is recorded. When this happens, the old version that was showing in the main documents panel will move to the Revisions area, and the new document you have imported will display in the main documents panel instead. If you wish to revert the old version back to the main documents panel, then you can do so by clicking on the “Revert” button at any time. 12.4 Using the Search In the Documents panel, you can search for documents by clicking on the Search button in the menu bar. When you do this, a Search panel will appear below it. In this panel you can type in a search term (such as a document file name, or a file type by entering *.doc for instance) and then click “FIND” to find the relevant document. For advanced users, you can also narrow down your search in two ways: Searching by date In the “Date” area, you can use the Calendar controls to select a date range and search: • Before the date entered • Between the first and second dates entered • After the date entered Searching by Size In the “Size” area, you can enter a document file size range in kilobytes and search for files which are: • Less than the size entered • More than the size entered • Between the lower and higher values entered The search results will display in the main display panel. When you’re finished searching, you can click “return to folders” at the top to return to the original file view off the Documents panel. © Project Manager Online Ltd. 48 www.ProjectManager.com
  • 50. 13 Administration The Administration features are under the “main menu” which is the big round button at the top left of your screen. When you click on this round button, you will have the following options to select from: • New Project: If you wish to create a brand new project, then select this option. You will be able to enter your project details and then create a new task list. • Open Project: You can click this option to open an existing project. When you select it, a list of all of your existing projects will become visible. You can then click on a project to open the details immediately. • Recent Projects: To view a list of all of your most recent projects, select this option. You will see a list of the projects that you have most recently worked on. If you select one of the projects in the list, then you will be able to immediately open that project’s details and continue working on it. • Sign Up: If you are a trial user, then the Sign Up page will be visible here. You can choose this option to sign up as a paid subscriber to ProjectManager.com • Account: In the Accounts area, you can view your account settings, as well as your payment details and personal alerts. If you want to allow more users to access your account, or use more document storage, then this is the place for you. • Users: The Users panel is the place that you can see and administer your user details. You can change your user email address and even reset their password. • Calendar: The Calendar panel allows you to determine which days are working days, non-working days, public holidays and personal holidays for your team. As you change your calendar days, the resource “Capacity” is affected, determining how many days and hours the resource has the capacity to complete, for your projects. • Profile: In the Profile panel, you can update your personal details for your own user account. You can also change your password for your personal user login to ProjectManager.com Further Help relating to these pages are provided in the following sections (see the Help menu to the left). 13.1 Sign Up When you click on the “Sign up NOW” button at the top, you will be taken to the Sign Up page. This page is also accessible under the big main menu button at the top of your screen. The Sign Up page is the place that you can sign up to become a paid subscriber to ProjectManager.com When you sign up, you will have unlimited access to the features, functions and document storage provided by this smart online software. The following information is provided on this page: Account Setup: • Number of (user) licenses: Please select the number of user licenses you require. Each user will be provided with a unique login, so that they can access this software from anywhere in the world, at any time. © Project Manager Online Ltd. 49 www.ProjectManager.com
  • 51. • Document Storage: You will receive a lot of document storage for free, when you sign up. However if you require more document storage than that allocated, select the amount you require here. • Calculate Price: When you click this button, the total monthly price will be calculated. Your card will be debited this amount each month, until you cancel your account. Payment details: • My details: Please enter your personal details so that we can administer your account. Your details include your full name, company name (if applicable), telephone number and address. • My payment: These are the payment details for your monthly subscription. Please enter your credit card details and recheck them to ensure that they are accurate. • Terms and conditions: Read the terms and conditions provided on the lower half of this page. • Sign me up now: When you click this button, we will record your personal details and process your payment. Note: We do not keep a record of your credit card details on our servers. This information is retained by our bank, in a secure facility. Our payment mechanism ensures that there is no risk to your credit card payment details, making the process safe and secure. Note: After you have completed this signup page, the “Sign Up Now” button at the top will disappear and the Sign Up page will be removed. You can then increase and decrease your user license and document storage amounts, through the “Accounts” page, which is shown when you click the big round main menu button. 13.2 Account In the Accounts area, you can view your account settings, as well as your payment details and personal alerts. If you want to allow more users to access your account, or use more document storage, then this is the place for you. The following information is provided: Users: • Total Licenses: The total number of user licenses in your account. If you are in trial mode, then this will be the number of users that we have allocated you for free, for your first month. If you are a paid subscriber, then this is the number of users that you have signed up for. Each user gets a unique login and they will be able to help you collaborate on projects. • Licenses used: On the “Users” panel (when you click the big round button at the top), you can see all of the users who currently have access to your account. As you sign up for and assign more users, the number of “license used” will increase. • Remaining: This is the difference between your Total Licenses and your Licenses used. Document Storage: • Total Storage: Shows the total amount of document storage associated with your user account. • Storage used: Shows the amount of storage that you have used, by uploading documents into your user account. © Project Manager Online Ltd. 50 www.ProjectManager.com
  • 52. • Remaining: Calculates the total amount of storage remaining, as the Total Storage less the Storage Used. Change Settings: • Number of licenses: Here you can change the number of user licenses associated with your account. • Document Storage: Here you can change the total amount of document storage assigned to you account. Payment details: • Primary Credit Card: The primary card is the first card that we will use to debit your monthly payment. If the primary card fails at any time, then by adding a secondary card, we can debit that card instead. • Secondary Credit Card: As mentioned above, the secondary card is the card that can be debited, in the event that your primary card fails to process. Alerts: • “I’ve used more than 80% of my allocated disk space”: Emails you when you have nearly exceeded your total allowable amount of disk space. • “There’s been a problem with my credit card payment”: Emails you when there is any problem with your credit card. • “My credit card is due to expire (within 1 month)”: Every credit card has an expiry date. When your card is almost ready to expire, we will email you to tell you about it. Cancel Account If you click on this button, you can contact us about cancelling your account. 13.3 Users The Users panel is the place that you can see and administer your user details. You can change your user email address and even reset their password. When you first open the Users page, you will see a “User Licenses” panel on the left. This panel shows you the total number of user licenses that you have purchased (as per the “Accounts” page). It also shows you the number of user licenses used (i.e. allocated to people) and the number available for use. If you have a user license available for use and you wish to allocate it to a person, then click the “Add New User” button. A panel will appear on the right, which allows you to add their first and last names, along with their email address. When you click “Save and Invite”, the system will then send the user an email telling them how to login, using their email address and the temporary password shown. In the centre panel is a list of all of your users within your account. If you have just signed up as a single user, then only your details will be shown there. You will notice along the top that the user list is grouped into folders, to handle larger user volumes. You can click on any folder and it will show you the users who have a first name that falls within the folder category. The categories are grouped by the first letter of the user’s first name. You can also search for a user by typing in their name and clicking the search button, on the top right. The “Edit” button allows you to edit a users details, and the “X” will delete a user from the system. © Project Manager Online Ltd. 51 www.ProjectManager.com
  • 53. Editing a users details You can edit user details in either of two ways. As described above, you can click the edit button alongside the person’s name, and you can also click on the person’s name, to edit their user information. When you do so, a panel on the right hand side will appear. In this panel, the following information is provided: • First and Last Name: This is the name of the user that you have assigned. • Email Address: This field is the persons email address that will be used by them, to log into their account. The email address is entered into the “Username” field on the login screen. • Status: This field tells you the status of the users account. There are four statuses, as follows: o Invited: This is when you have added a new user and they have been automatically sent an invite email, along with their login details. o Active: As soon as the new user logs in, their status will be set to Active so that you know that they are up and running. o Locked: If one of your users tries to log in three or more times in a row with the wrong login details, then they will be locked out. Their status will change here to “Locked” and a button will appear which says “Unlock User”. You can click on this button to unlock their account, so that they may log back in again. This process helps ensure that the security of your account is not compromised. • Last Login: This is the last date that the user logged in to the system. It helps you to know who logged in and when, so that you know if a data record goes missing, who may have deleted it. • Reset Password: At any time, you can reset a user password. When you click this button, the system will automatically email the user with their new temporary password. This password will be visible on the screen, until the user changes it. It is not possible for you to view a non-temporary user password, as this will be confidential to your user. 13.4 Customers This feature of ProjectManager.com allows your Customers to access your projects for free. Most Project Managers deliver projects for a particular customer. So this smart software allows you to give your Customer access to your projects, to be able to view their status online whenever they want. This saves you having to produce reports for projects and send them to your Customer. Instead, your Customer can login and see the project status themselves. Your Customer will be able to access the following pages for each of the projects you select: Dashboard, Tasks and Reports. So they can’t access your Risks, Issues, Changes and Documents pages as these are usually confidential to a project. Also, they can only access your project in “read-only” mode. They can’t change any of the project data, thereby protecting your projects from unauthorized changes. Assigning Customers Logins To allow one or more of your customers to access your projects, click on the big round menu button on the top left and select “Customers”. Then click “Add Customer” and complete the customer details. Select the projects you wish them to have access to, and © Project Manager Online Ltd. 52 www.ProjectManager.com
  • 54. click “Save & Invite. The system will then email them a login to your account. They will gain read-only access to the Dashboard, Tasks and Reports pages for those projects selected. Managing Customers Logins Once you have assigned new Customer logins, there are a variety of tasks that you can complete, to manage their account. Here’s what you can do: • Delete their Login: If you wish to delete their login, then in the panel which displays a list of all of the Customers, click the small trash can icon on the right. • Reset their Login: If your customer has forgotten their password, then you can reset their login by clicking on the Customer and on the right, selecting “Reset Password”. The system will then send an email to the Customer, which provides their new login details. • Change their Projects: If you want to grant or remove the projects that a Customer has access to, then click on the Customer name and under the “Project Access” section, tick or untick the relevant projects. When you click “Save”, it will add or remove the respective projects from the customers account. Tips & Hints Here are some tips and hints for managing Customers: • The username you assign must be unique. • Only Administrators and Project Managers can assign Customer logins. Team Members are unable to assign Customer Logins. • You can add as many Customer logins as you want for free. It does not affect the number of Users that you have signed up for. • If your Customer wants full access to your projects and you are happy to provide this, then delete them as a Customer and instead allocate them as a User. • When you assign a new Customer, their User Name and their Email address must be different. This is because in the future, they may wish to sign up for the ProjectManager.com service, and if they do, then their email address will be used as their login. • Your Customers can change their passwords by clicking on the large round menu button and selecting “Profile”. 13.5 Calendar The Calendar panel allows you to determine which days are working days, non-working days, public holidays and personal holidays for your team. As you change your calendar days, the resource “Capacity” is affected, determining how many days and hours the resource has the capacity to complete, for your projects. Here is a more detailed description of the Calendar page features: Select Your Calendar • There are two types of Calendars. The “Global” calendar is the calendar that is the default calendar for all of your project resources. In this calendar, you can set the standard working days in the week and assign public holidays. © Project Manager Online Ltd. 53 www.ProjectManager.com
  • 55. • The second type of calendar is the “resource” calendar. When you click the “Select” drop down list, you will see a list of all of the resources in your account. You can choose a single resource and then view the calendar particular to that resource only. • Note that the calendars provided are generic and relate to all projects. Select working days: • For the resource selected, you can determine which days in the week are working days and which are not. By default, Monday through Friday will be set as working days, for each resource. You can click on each day by ticking and unticking it with your mouse, to determine whether the day should be a working or non-working day. When you click “Set”, the days in the calendar beside it, will be updated. • Note: Please be careful when applying changes in this area, as they effect every day in your calendar. If you change a Friday to be a non-working day for instance, then every Friday in the system for this resource will be set as non- working. Add a public /personal holiday • Here you can enter a date range (“from” date and “to” date) and click “Add” to add a public or personal holiday. • If you are viewing the “Global” calendar, then you can set a “public” holiday for all resources in your account. • If you are viewing a calendar for a particular resource, then you can set a “personal” holiday and click the “Add” button to apply it to your personal resource calendar. Other tips: • Did you know that you can click on the individual days in the Calendar itself, to make those days a working or non-working holiday? • If you make a change to one calendar and you wish to view another, you will need to save the calendar first. • The arrows at the top of the Calendar itself, allow you to navigate backward and forwards a month, or a year, as you wish. This speeds up the time needed to enter public and personal holidays. 13.6 Profile In the Profile panel, you can update your personal details for your own user account. You can also change your password for your personal user login. You can open the User Profile page by clicking on big round main menu button and selecting “Profile”. The User Profile page will appear, showing you your own personal details currently captured in the system. There are two panels on this page, as follows: Personal Details Here, you can change your name, email address and physical address. Note: • It is important that your “Email 1” address is 100% accurate, as this is the address that is used on the login page, to access this system. © Project Manager Online Ltd. 54 www.ProjectManager.com
  • 56. • There is a second email address provided. Please populate this field, as it provides an alternative means of contacting you, should your first email address fail. • The physical address is the address that we use to send you free products from time to time. We will not give this address to any third parties (see our Privacy Policy on our website), so please keep this address up to date at all times. Change Password On this panel, you can change your password that you use to log in with. To do this, first enter your existing password, then enter your new password and re-enter it a second time in the following field, to ensure that we have captured it correctly. Auto Save Tasks On this panel, you can set up your account to automatically save your project plans at a selected duration. When you switch auto save on, the system will fire the auto save feature on the tasks page at the specified time span regardless of whether you have been actively changing your tasks or not. Please note: • You must log out and then back into the system for changes to the Auto Save Tasks setting to take affect. 13.7 Settings The purpose of the “Settings” panel is to allow customize your interaction with the system. In the future, this panel will allow you to configure and customize the entire system, so that you can turn on and off, various features as you wish. You will even be able to add new fields to forms, as well as add your own company branding. But for now, the Settings panel simply allows you to maintain your Customer Account details, so that we have a single record of your contact details, should we need to get in touch with you. Please make sure that your Primary and Secondary emails are always kept up to date and are accurate. Please note that changing the country for your Customer Account will change the culture (currency sign, date format etc.) of your entire account. This gets set up the next time you log on to the system. 13.8 Security If you want to assign different access rights to different types of users within your account, then you can do it using the "Role" field on the User panel. To access this panel, click on the big round menu button and select "Users". Then click on a particular user in your account and on the right hand side, you assign the user a "Role". The three roles available are: Administrator, Project Manager and User, as defined below: Administrator: • The Administrator has full access to all parts of the system. More than one administrator can exist and the role can be transferred from one user to another. • At least one administrator must exist for an account at any given time. • As an Administrator, you can view all projects and use all of the features available within ProjectManager.com • Only the Administrator can assign new users to the system. © Project Manager Online Ltd. 55 www.ProjectManager.com
  • 57. Project Manager: • The Project Manager has full use of the system, except that they cannot: o View projects that have been hidden from them, by the Administrator o Assign new users or change the account settings o Change the global calendar • Only the Administrator has the right to perform these functions. • However as a Project Manager you can create as many projects as you wish. When you create a new project, you will immediately gain full access rights to that project by default. • You will also have full access to the Dashboard, Tasks, Resources, Time, Expenses, Risks, Issues, Changes, and Reports tabs. Team Member: • As a Team Member, you have restricted access to the projects that you are authorized to view. • You can make full use of the Time, Expenses, Risks, Changes and Issues panels. • You also have read only access to the Resources and Details panels. • Typically, this role is used for: o Team Members - who simply need to track their time and expenses on a project, and enter risks, changes and issues when they come across them o Customers - who may wish to view the progress of a project without needing to change the project details o Suppliers - who may also need to enter time, expenses, risks, issues or changes Administer security If you are the Administrator - then the best time to assign a role to a user is when you first create the new user account. You can choose their role and then determine which projects they should have access to, as shown in the following screenshot: © Project Manager Online Ltd. 56 www.ProjectManager.com
  • 58. If you are a Project Manager - then you can assign user access to projects you are authorized to view. Simply click on the "Details" panel and add or remove users for the list on the right hand side. Note: You can’t prevent users with "Administrator" access from accessing your projects. See the example below. Security for documents – In the "Documents" panel, the folders are also secured. Whenever a new project is created, a new sub-folder is added to the 'Projects' folder. This sub-folder has the same name as the project and cannot be deleted, renamed or moved. This way, you always know which documents are associated with which projects. And more importantly, you will know who has access to it, because whoever has access to the Project will have access to the Project document folder. © Project Manager Online Ltd. 57 www.ProjectManager.com
  • 59. If an entire Project is deleted, then any documents associated with that project will be moved to the "Deleted Projects" folder which looks like a trash can. Only administrators have access to this folder. This allows recovery of documents from deleted projects. Any folders created outside of the 'Projects' folders are considered 'global' and are accessible by anyone within your customer account. © Project Manager Online Ltd. 58 www.ProjectManager.com

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