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Tutorial 1   Teamwork   Work Plan Setup
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Tutorial 1 Teamwork Work Plan Setup

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Tutorial 1   Teamwork   Work Plan Setup Tutorial 1 Teamwork Work Plan Setup Presentation Transcript

  • Clearvale Tutorials Tutorial 1 Teamwork Work Plan Setup
  • Introducing “Clearsoft”
    • Clearsoft is a fictitious software company used throughout these tutorials.
    • Clearsoft are using Clearvale to create the Clearsoft Connect network to enable it’s employees and customers to communicate more effectively.
  • Tutorial episodes
    • Work plan setup.
    • Work Plan Tracking and Scoring.
    • Quarterly Work Plan Performance Evaluation and Bonus Assignment.
  • What do I need to do?
    • I have been tasked to organize Clearsoft’s Annual User Conference
      • I am team leader and need to get other colleagues involved in the organization.
    • I need to define a plan, tasks and activities to delegate to the various members of the group who will participate in the organization of the User Conference.
    • I need to be able to define
      • Tasks
      • Deadlines
      • Metrics to measure the progress of the activities
    • Once the User Conference has been organized and completed I will assign bonuses based on the performances of the people involved.
  • What do I need to do?
    • Initially, the overall tasks I need to create and assign are to:
      • Create a blog to gather feedback from customers regarding subject areas to cover during the User Conference.
      • Create a User Conference community and invite those involved in the organization of the User Conference.
      • Set up the information infrastructure within the community that will hold all the required documentation.
  • How can Clearvale help?
    • Clearvale provides a project management tool called Teamwork.
    • With Teamwork you can:
      • Create project plans.
      • Create goals and tasks.
      • Assign people to carry out goals and tasks and monitor their progress.
      • Create reports .
  • Planning the project
    • The project will be implemented as follows:
      • Project plan name: User Conference
      • Major tasks:
        • Create a blog that will be active for one month and monitor it.
        • Create and set up a Clearsoft User Conference community
          • Invite members: they will have one week to register.
          • Define page layout of community.
          • Define documentation infrastructure.
        • Organize User Conference logistics.
        • Gather and prepare presentation materials.
        • Trial run of User Conference.
  • How to: Create a project plan from community
    • Teamwork is accessible via a community or network home page
      • Go to your community and from the community directory select Teamwork.
      • Select to Manage then use the Add button to create your project plan.
  • How to: Create a project plan from network home page
    • Teamwork is accessible via a community or network home page
      • To create and work with Teamwork plans the network administrator will have had to place the Teamwork plans widget on the network home page.
      • Locate the widget and select to view all.
      • Select the Manage tab then use the Add button to create your project plan.
  • How to: Create a project plan
    • Provide:
      • Plan name.
      • Start and end dates.
      • State whether the plan is active (you will set it to archived when the end date arrives)
        • If plan is archived it will not be usable.
      • Share the plan so that other members of the team see and update the project.
      • Provide a plan description.
      • Save.
  • How to: Manage a project plan
    • The ‘pencil’ icon allows you to change the details you supplied on the previous slide.
    • With the ‘calendar’ icon you can define checkpoints for your project.
    • Calendar icon
    • The ‘rubbish bin’ icon is for deleting the plan.
  • How to: Manage a project plan
    • Before defining tasks and goals you must define some Checkpoints.
    • The status of the UC project will be checked once a week, every Friday:
      • Set recurrence to Fri.
      • Leave 1 week(s).
      • Generate dates.
    • Remove any dates that are not required (eg: 25 December)
    • With Additional Dates you may add some more checkpoint dates.
    • Save.
  • How to: Create and assign Top Goals, subgoals and tasks
    • In Teamwork you can define three levels of activity
      • Top goals, subgoals and tasks.
    • Go to My Objectives and select the Plan you wish to work with.
    • From the main area right click with your mouse and select to create the appropriate item
      • If the plan is empty you may only create a Top Goal.
  • How to: Create Top Goals
    • As shown on the previous page select to Add top goal
      • Give the goal a number and a name.
      • The Assignee is the person in charge of carrying out the top goal. The assignee will have to accept the assignment in order for the activity to commence
        • You will see how to do this soon.
      • The reviewer will review the progress of the top goal
      • You will define start and due dates for this top goal.
      • You will assign a priority (the weight in %) to this top goal.
      • Save.
  • How to: View Top Goals
    • When you have finished defining your top goals you may visualize a summary of the plan from the dashboard tab:
    • The ones who’s status is accepted are those ‘accepted’ by the assignee.
    • The New ones are still to be accepted by the assignee.
  • How to: View and accept assignments
    • You are Jason Heggs and wish to view and accept the goals assigned to you.
    • Open the Teamwork widget and go to the Dashboard tab. Selecting the appropriate plan you will see goals and tasks assigned to you.
  • How to: View and accept assignments
    • To accept the goal assigned you will go to the My Objectives tab.
    • Highlight the goal to accept / decline and right click.
    • Select to Accept or Decline the goal.
    • The goal will now look like this from the plan administrators point of view.
  • How to: Create Subgoals
    • You now wish to break down a top goal into subgoals.
    • Select the top goal to which you wish to add details from the My Objectives tab.
    • Right click and select Add subgoal.
    • Provide details as you did for the top goal
      • Numbering will commence from the top goal number.
    • Save.
  • How to: view subgoals
    • From the My Objectives tab you can now see the subgoals and who they are assigned to.
    • To view goals and tasks assigned to someone else go to the Switch View area and select a different member.
  • How to: Create tasks
    • Finally you wish to identify the single tasks involved in achieving a goal.
    • From My Objectives select the goal or subgoal and right click.
    • Select Create Task.
  • How to: Create tasks
    • Provide an item number (numbering will carry on from the above level).
    • Give the task a name.
    • Provide a start and due date.
    • Weight indicates the level of importance of this activity compared to the others within the same goal or subgoal.
  • How to: Create tasks
    • Assignee and reviewer have the same meaning as for goals and subgoals.
    • Completion date will indicate the date the task is completed (could be different to due date).
    • To further refine the details of the task select the + button next to activity and add appropriate descriptions.
    • Save
  • How to: View project plan summary
    • From the Dashboard it is possible to view a summary of the project plan so far.
    • This is the view seen by the project plan administrator
  • How to: View project plan summary
    • From the Dashboard it is possible to view a summary of the project plan so far.
    • This is the view seen by a project member
  • Next
    • Work plan setup
    • Work Plan Tracking and Scoring
    • Quarterly Work Plan Performance Evaluation and Bonus Assignment