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Tutorial 2   Teamwork   Work Plan Tracking
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Tutorial 2 Teamwork Work Plan Tracking

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    Tutorial 2   Teamwork   Work Plan Tracking Tutorial 2 Teamwork Work Plan Tracking Presentation Transcript

    • Clearvale Tutorials Tutorial 2 Teamwork Work Plan Tracking
    • Tutorial episodes
      • Work plan setup.
      • Work Plan Tracking.
      • Quarterly Work Plan Performance Evaluation and Bonus Assignment.
    • What do I need to do?
      • I have already created a project Plan using Teamwork to plan and monitor the activities involved in organizing Clearsoft’s User Conference.
      • The organization is in progress and I, as the project manager, need to monitor the progress of the activities and identify any possible bottleneck and issues.
      • In the project set up I decided that I would check progress on a weekly basis every Friday.
      • For the sake of the exercise I will monitor the progress of tasks assigned to other members of the team.
    • What do I need to do ?
      • I will check the progress of the following tasks assigned to the Top Goal: Gather and prepare presentation materials
        • Gather roadmap materials
          • Assigned to and accepted by Jason Heggs
        • Gather customer success stories
          • Assigned to and accepted by Andrea New
      • The first checkpoint is relative to 20 th November
      • Clearvale’s Teamwork tool has been used to set up the project for the organization of the Clearsoft User Conference and to coordinate the team involved in the organization.
        • Weekly checkpoints have been defined to monitor progress.
      • Activities (called Goals and Tasks) have been defined and assigned to members of the team.
      • Goals are generally made up of a series of Tasks which can be monitored in terms of progress.
        • Each goal has a Completion rate (in terms of %)
      • At each checkpoint date it is possible to see how much progress has been made (the Actual progress) with respect to what the planned progress should be (the Target progress).
        • Based on the progress of the tasks the Completion rate of the Goal(s) above will be updated accordingly.
      How can Clearvale help ?
    • How to: view task details
      • In the list of Goals and Tasks we can see that Jason and Andrea have accepted to perform the tasks assigned to them.
      • By double-clicking on each Task line (or by right-clicking and selecting Edit Task) each member will see the details of each task (see following slide).
    • How to: view task details
      • Weight is the importance of this task.
      • F & T are the planned start and end dates for the task.
      • The bottom part of the screen shows the checkpoints defined when the Plan was created.
      • For each checkpoint date you can define the Plan (targeted) Complete Ratio and the Actual Complete Ratio.
    • How to: manage task progress
      • Sign into the Clearsoft network as Jason Heggs and access Teamwork via
        • The home page OR
        • The appropriate community.
      • Once in Teamwork go to My Objectives and view the Task details as mentioned before.
    • How to: manage task progress
      • The dates for this activity are from 18 th November to 30 th November as shown in the From .. To fields.
      • In the bottom part of the Task detail screen Jason will move the arrow to indicate the % of the task he would like to have reached when that checkpoint date arrives (the Plan Complete Ratio).
      • In this example he plans to complete the task by 27 th November .
    • How to: manage task progress
      • By the end of the week terminating in 20 th November Jason has completed 25 % of the Task.
      • To show this he will move the arrow to 25% on the Actual Complete Ratio bar.
    • How to: manage task progress
      • Andrea has also been managing her progress chart for the task assigned to her
        • Her task starts 18 th November and ends 18 th December
        • Each week she plans to get 25% of the Task completed. One week she will be on vacation so she will not make any progress. However she plans to finish before the Due date.
        • The progress chart looks like this:
    • How to: Check for overall progress
      • You, as project manager , now wish to check progress on the checkpoint date (20 th November).
      • You open your Teamwork Plan and go to My Objectives.
      • You will see a summary of all the Goals and Task.
      • The ones you are interested in for now are numbered 4, 4.1 and 4.2.
    • How to: Check for overall progress
      • From the list of Goals and Tasks, double-click on the Goal to see the % Completion of the overall Goal
      • In this case and at this checkpoint date it is 25%.
    • How to: Check for overall progress
      • To see more detail about progress click on the bar on the far right-hand side.
    • How to: Check for overall progress
      • You see from here that Gathering customer success stories is a Task that is going well.
      • The Gather road map materials task is, however, not on schedule.
      • With this information you can intervene to resolve the problem.
    • How to: Complete a task
      • To specify that a task is completed, start by editing the details of the task.
      • Highlight the task line and double-click or right-click and select Edit Task.
        • Only the Task Assignee can specify the Task is Complete.
      • There are two ways to set a set a Task as completed:
        • By setting the completion date in the top part of the details screen.
        • By setting the Complete button in the bottom part of the screen.
    • How to: Complete a task
      • By setting the completion date the target and actual ratios are not affected
    • How to: Complete a task
      • By selecting the Complete button the Actual Complete Ratio is set to 100%
      • The date is set to the current date.
      • The Task is considered closed.
    • Next
      • Work plan setup
      • Work Plan Tracking
      • Quarterly Work Plan Performance Evaluation and Bonus Assignment