Tutorial 2 Teamwork Work Plan Tracking


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Tutorial 2 Teamwork Work Plan Tracking

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