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Jan 2010 Tutorial 2 Teamwork Work Plan Tracking

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Second tutorial to begin using Clearvale's Teamwork feature.

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Jan 2010 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>Work plan performance evaluation and bonus assignment. </li></ul>
  3. 3. What do I need to do? <ul><li>I have already created a work 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 bottlenecks and issues. </li></ul><ul><li>In the work plan set up I decided to check progress every Friday. </li></ul>
  4. 4. What do I need to do ? <ul><li>I will check the progress of the following task in the Top Goal: Gather and prepare presentation materials </li></ul><ul><ul><li>Prepare roadmap materials </li></ul></ul><ul><ul><ul><li>Assigned to and accepted by Jason Heggs. </li></ul></ul></ul><ul><ul><ul><li>This assignment commences at the beginning of February and there are checkpoints every Friday until the planned Due date (end of March). </li></ul></ul></ul><ul><li>I will also check the progress of the following tasks in the Subgoal: Define community page layout </li></ul><ul><ul><li>Add Forums, DocuVault and Newest Items widgets </li></ul></ul><ul><ul><ul><li>Assigned to and accepted by Gabriella Jarratt. </li></ul></ul></ul><ul><ul><ul><li>These assignments commence at the beginning of 4 th January and there are checkpoints every Friday until the planned Due date (end of January). </li></ul></ul></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>Assignments (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 you can 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 , Jason and Gabriella have accepted the tasks assigned to them. </li></ul><ul><li>By double-clicking on each Task line, each member will see the details of each task (see following slide). </li></ul>
  7. 7. How to: View task details Use the tabs to see more details about the task.
  8. 8. How to: View task details <ul><li>To view tasks and goals assigned to a different member go to the My Objectives tab and select the member from the Switch View area </li></ul><ul><ul><li>In this case we can see the assignments given to Jason Heggs. </li></ul></ul>
  9. 9. How to: Manage task progress <ul><li>Now 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>
  10. 10. How to: Manage task progress <ul><li>The dates for this activity are from 2 nd February to 31 st March. </li></ul><ul><li>Go to the % Complete tab. In the bottom part of the 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 ). </li></ul>
  11. 11. How to: Manage task progress <ul><li>In this example he plans to have completed 20% of the task by the third checkpoint for this task. </li></ul>
  12. 12. How to: Manage task progress <ul><li>To show the actual progress of completion for each task, Jason will move the arrow in the % Complete bar. </li></ul><ul><li>In this case the task is in the future so the bar cannot be moved. </li></ul>
  13. 13. How to: Manage task progress <ul><li>Gabriella has also been managing her progress chart for the tasks assigned to her </li></ul><ul><ul><li>One of her tasks starts 4 th January and ends 31 st January. </li></ul></ul><ul><ul><li>The task is simple and quick to accomplish so she plans to complete it within the first two weeks of assignment. </li></ul></ul>
  14. 14. How to: Manage task progress <ul><li>However due to unforeseen circumstances Gabriella manages to complete 10% of this task assigned by the end of the first week and at the first checkpoint date. </li></ul><ul><li>This displays in the chart in the % Complete tab. </li></ul>
  15. 15. How to: Check for overall progress <ul><li>As project manager you wish to check progress on a checkpoint date (15 th January). </li></ul><ul><li>Open your Teamwork Plan and you will be taken to the My Objectives page. </li></ul><ul><li>You will see a summary of all the Goals and Tasks . </li></ul><ul><li>The ones you are interested in include: </li></ul>
  16. 16. How to: Check for overall progress <ul><li>From the list of Goals and Tasks , you can see the % completion. </li></ul><ul><ul><li>The task are completed as follows by this checkpoint date: </li></ul></ul><ul><ul><ul><li>2.2.1. : 10% </li></ul></ul></ul><ul><ul><ul><li>2.2.2. : 10% </li></ul></ul></ul><ul><ul><ul><li>2.2.3. : 20% </li></ul></ul></ul><ul><ul><li>The overall subgoal, Define community page layout , is 13% complete by this checkpoint date. </li></ul></ul>
  17. 17. How to: Check for overall progress <ul><li>The calculation of the %Complete for Define community page layout is carried out as follows: </li></ul><ul><ul><li>Totals of weight * % completion / total weight </li></ul></ul><ul><ul><ul><li>(5*10) + (5*10) + (5*20) = 200 </li></ul></ul></ul><ul><ul><ul><li>200 / 15 = 13 </li></ul></ul></ul>
  18. 18. How to: Check for overall progress <ul><li>The overall Top Goal, Create and setup user conference community is calculated as being 3% complete by this checkpoint date. </li></ul>
  19. 19. 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><ul><ul><li>In this way it is possible to see which assignments are active for this period and their progress in terms of planned and actual completion. </li></ul></ul><ul><ul><ul><li>Actual is shown in blue and planned in orange. </li></ul></ul></ul>
  20. 20. How to: Check for overall progress <ul><li>You see from here that the completion of the tasks is behind schedule . </li></ul><ul><ul><li>By the 15 th the tasks should be completed but they are far behind completion date. </li></ul></ul><ul><ul><li>With this information you can intervene to resolve the problem . </li></ul></ul>
  21. 21. 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 it and select Task Detail . </li></ul><ul><ul><li>Only the task assignee can specify the task is complete. </li></ul></ul>
  22. 22. How to: Complete a task <ul><li>There are two ways to 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><ul><li>This however does not set the status of the task as being completed. </li></ul></ul></ul><ul><ul><li>By setting the Complete button in the bottom part of the screen </li></ul></ul><ul><ul><ul><li>In this way you set the task status as completed. </li></ul></ul></ul>
  23. 23. How to: Complete a task <ul><li>By setting the completion date the actual ratios are not affected </li></ul>
  24. 24. How to: Complete a task <ul><li>By selecting the Complete button the % Complete is set to 100% </li></ul><ul><li>The Completion Date is set to the current date. </li></ul><ul><li>The task is considered closed. </li></ul>
  25. 25. Next <ul><li>Work plan setup. </li></ul><ul><li>Work plan tracking. </li></ul><ul><li>Work plan performance evaluation and bonus assignment. </li></ul>

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