3. editorial
Managing Projects
Simply
Swift process co-ordination, adherence to schedules, clear
decision-making criteria and minimal organisational expen-
diture- all legitimate desires when managing multiple projects.
Without effective support from unified methods and tools,
however, this is difficult to realise.
Project managers need information to be able to reach decisi-
ons. In a project-oriented work environment, attempts to get
this information can run up against unforeseen and time-con-
suming delays. Wait too long for your information and it‘s no
longer up to date, so decisions end up being made off the top
of your head.
The solution consists of a sensible combination of tools and With Blue Ant and the range of services offered by our part-
methodology for supporting a process-oriented, integrated ners, a solution is available to you. We support you with the
project management. The goal is to free up the project mem- evaluation of necessary modifications, through the provision
ber from research and co-ordination tasks. Only in such an of a standardised multi-project management system incorpo-
environment can you find the consistency and acceptability in rating training and user care.
handling data collection and retrieval that is the hallmark of Make the most of our experience in providing multi-project
good project management. management software.
In the pages that follow, you‘ll find out which Blue Ant func-
tion can give your project management detailed support.
We look forward to working with you!
Norman Frischmuth
Managing Director
3
4. Introducing Successful Project Management
» Blue Ant proved itself superbly compatible with our
«
system layout, our time and activity recording and our
extensive accounting system.
Ing. Josef Bayrhammer, Bereichsleiter,
Porsche Informatik GmbH, Österreich
» Sparkassen Rating and Risikosysteme GmbH now
have a modern planning and reporting tool for
«
no-fuss daily use, with the option of close involve-
ment with partners.
Michael Tobias, Leiter IT,
Sparkassen Rating und Risikosysteme GmbH
4
5. Introducing Successful
Multi-Project Management
It goes without saying that software can only support an already
functioning project management arrangement. The introduction
of a multi-project management software requires a structured
approach. Before this initiation can be carried out, it is important
to examine the internal project management procedures. Our
experience shows that the following basic steps aid a successful
initiation.
Step 1
Develop an introductory concept
In collaboration with the decision-makers in your company, all
procedures that are relevant to project management should be
examined and anything that may have consequences for the
introduction of Blue Ant checked out. The future multi-project
management model is then developed on this basis. In addition,
necessary steps towards integration (e.g. interface configura-
tion) are agreed on and implemented.
Step 2 Step 3
Training and Rollout und Rollout Coaching Phase
All relevant user groups are trained on the basis of introduc- During the introductory phase of Blue Ant, experienced
tory guidelines. Rollout of the Blue Ant system (prepared multi-project management coaches are available to give
according to your instructions) happens in parallel with the individual assistance. This coaching speeds up the introduc-
training. tion process, especially in complex organisational structures.
Step 4
Further "Step by Step" integrations
Sobald die Kernprozesse reibungslos laufen, erfolgt die tiefere
Integration in vorhandene Systeme. Hierbei werden die zahl-
reichen Web Services von Blue Ant genutzt, um Daten in Fremd-
systeme zu übergeben oder Blue Ant mit Daten aus anderen
Systemen zu beliefern.
5
6. integrated and mobile
Integrated and Mobile Multi-Project
Management
To make the entry and evaluation of data easy for project
members to manage, Blue Ant makes a number of access
possibilities available.
These features save time when it comes to data retrieval, and
ensure that current data is available anytime and anywhere.
This enhances performance for data suppliers and
management.
INTERFACES ADD-ONS
Integrated and Mobile
Multi-Project Management
SMARTPHONE-
COMPATIBLE
100% WEB BASED
6
7. Return on investment
An Investment that‘s well worth it
In many project management processes, Blue Ant can help
you to make savings of up to 80%. We reckon that, in total,
process costs can be reduced by an average of 6%.
conventionally with Blue Ant
Work-time Various lists, manual collation and checking, Integrated employee/work-time account, in- 80% *
Recording multiple recording of data in different systems. corporating work-time recording, Controls (for
overtime/holidays), and release mechanisms for
project heads and line managers.
Co Ordinating Telephone requests and responses; requests on Complete electronic request and release pro- 75% *
LEave sheets of paper; checks by line managers, re- cess in one system.
lease/publication by the personnel department.
Project Gathering all work-times, co-ordination with The release of work-times is automatically 25% *
Settlement the project-head, converting every role and em- carried out in the settlement; specific invoice
ployee into cost; establishing a proofing system records are taken into account.
for work-times
Project No automatic resource co-ordination; having to Project and activity planning with conflict 25% *
planning request absence personally; activity planning in reports based on information such as absences;
Excel or MS Project; having to submit planning automatic resource co-ordination using Resour-
to Accounts ce Manager; searches for available skills/capabi-
lities in the knowledge/skills database.
Task Co-ordination and follow-up by Outlook, E-mail Integrated ticket and task 50% *
MAnagement or off the cuff management,including SLA and chain-of-com-
mand mechanisms.
Project Gathering data and reconstructing it with Central Database, current information, multiple 25% *
Reports Powerpoint reports at the touch of a button.
*Savings with Blue Ant
The reduced process costs yields the following
‚Return on Investment‘ for a concern with 100
employees.
ROI from Blue Ant (purchase version) after 9 months
80
Costs in EUR
40
0
January March May July September November
-40
Month
PM-Cost without Blue Ant PM-Cost with Blue Ant Return on Investment
7
8. PARTICIPANTS
ADMINISTRATOR
Software must fit seamlessly into your existing infrastructure.
The master data must be quickly adaptable and enable an
extensive rights management system. Here, standards like
LDAP or XML play a significant role. Blue Ant is a new
generation web-based software solution. Using web services,
Blue Ant can be connected to any application.
PROJECT HEAD/ RESOURCE MANAGER
Project leaders are managers of time, so they need manage-
ment tools which give them wide-ranging support from the
beginning of the project to its completion. The daily balan-
cing of planning and reality forms the cornerstone of their
activity.
Administrator
Project head
Project manager
and controlling
Project employees
PROJECT EMPLOYEES
Project employees have to take on important tasks within a
project, and time is of the essence. It is vital to have a
platform which facilitates communication with the project
head and the line manager, and also reduces administrative
duties to a minimum. The solution exists, and it is called Blue
Ant.
PROJECT MANAGEMENT AND CONTROLLING
For managers, time is a precious commodity and up-to-date
information is the basis on which important decisions are
made. Only when obstacles are identified early, developments
that affect projects become clear and decision-making
processes happen quickly can projects be implemented on
time, on budget and up to scratch. It is not only necessary to
plan and control a project, but to ensure that the perfor-
mance of it is satisfactory to the client. Daily information
updates, which are available in the project area, provide a
basis for this.
8
9. Functions
You‘ll learn more about Blue Ant‘s various
functions in the pages that follow
Planning Resources Time Recording Tickets and Tasks Travel costs
10 - 11 12 - 13 14 15 16
Checklists Documents Knowledge Project Settlement Project portfolio
17 18 19 20 21
Controlling Administration Add-ons Interfaces
22 23 24 25
9
10. functionS
Planning
Individual project management is the cornerstone of multi-project management. Blue Ant
supports the project head in project planning and project control, allowing the project head
to decide which project members should have which rights entitlements within the project.
The project head can also grant the client access to the project material. All of this combines
to give the project team a unified project platform for communication and interaction when
involved in the day-to-day activity of the project
--Quicklinks--
User: McRoot, Andy (271080/I)
Release 9.0.0.109 PROJECTS PLANNING PROJECT PLAN
Time recording
11 conflicts have arisen.
Percent complete New Action View Imp./Exp. Reports Quicklinks Help
Vouchers
Level 3
Absences
WBS Gantt Network plan Dependencies
Projects
Sept 2011 Oct 2011 Nov 2011
Dashboard
Checklists 36 37 38 39 40 41 42 43 44 45 46
1 - Relaunch www.yourdomain.com
Documents
1.1 MS - Go
Main information 1.2 MS - Kickoff meeting
Project profile 1.3 Project Management
Team calender 1.4 MS - Wirframes/Key Screens
Parameters 1.5 Further specification
Planning 1.6 MS - Acceptance Specification
1.7 - Developement
Resources
1.7.1 Technical project management
Project plan
1.7.2 Developement
Baseline 1.7.3 Technical documentation
Risks 1.7.4 Coordination
Project control 1.7.5 Bugfixing
Reporting 1.8 Documentation / handbooks
1.9 Quality Assurance
Extras
1.10 MS - System installation
Service
Project head plans assignments
1.11
1.12
Adding Content
Acceptance Test
Comparison of target/
Tickets 1.13 MS - Acceptance task passed
budget and time Knowledge 1.14 MS - Going live
actual work costs in
General Reporting
Releases
Management
the budget
Administration
Support
management
Fig. Gantt Chart of a Project
Employee records Employee records Settlement of
work-times and work-times and approved work
progress progress
Project planning
4 Quick and easy project creation using wizards and 4 Settlement methods (proactive and retroactive), in-
template management cluding critical paths and configurable conflict reports
4 Options to use classical or agile planning methods 4 Options to create any number of baselines using
4 Simple processes for creating and editing project plans current planning and/ or other baselines
using MS Excel 4 Options to create any number of links between
4 Import function of all project data from templates, activities throughout the multi-project structure
projects and MS Excel 4 Displays showing main and sub-project structures -
4 Definition of standard, project or individual role cost- including all activities – accessible in either WBS or
rates up to activity level Gantt form
4 Options to invoice for each activity 4 Options to link documents and activities
4 Planning interfaces compatible with MS Project 4 Definition of employee, project or individual cost-rates down
4 Each activity and planned cost can be invoiced to the level of activities
10
11. functions
Budget and quote management
4 Top down budget allocations for main and sub-projects, in 4 Invoice proposals with payment deadlines for settlement
fiscal terms or as man-days according to quotes or on the basis of actual data
4 Creating any number of quotes with status freely 4 Quick definition of budgets through the transfer of ‘plan’
defined as fixed-price or cost-indexed and ‘actual’ files
4 Quote values on the basis of project plans or freely 4 Budget calculation through provision of turnover rate
defined positions 4 Free definition of costs and investment types and their
structure
All key project data at a --Quicklinks--
User: McRoot, Andy (271080/I)
glance – in real time and Release 9.0.0.109 PROJECTS DASHBOARD
without manual data Intern
Quicklinks
All calculations have the current date as a basis
Action View Report Quicklink Help
preparation. This source of Time recording
Percent complete
Status Development Work-times
information can be expanded Vouchers Time
100
Importieren
% complete
0,00 PT MD Settled
Absences Costs 50
100.00% Actual work 73,63 PT MD Released
by means of individual status Projects
Profitability
98.36% Actual percent complete
96.72% Percent complete plan
0,00
0,00
PT
PT
Open
Declined
Dashboard
0
reports, and it can also be Checklists Time
Current completion...
Documents
Main information
rendered as a pdf document Project profile Activities Milestones Ressources Documents
Team Calendar
or a slide presentation. The Parameters
11 Completed 0 Requested
Planning No milestones exist. No documents exist.
1 In progress 11 Reserved
project planning and control Project control
Reporting
0 Open 0 Contacts
processes are mutually Extras To trend analysis... View project participants... to the documents...
Tickets
Quotes Vouchers Invoice
dependent. For this reason, Knowledge
Controlling Open 0,00 Allocated 17 Target invoice 41.273,00
Confirmed 41.273,00 Not allocated 0 Settled 34,868,46
Blue Ant makes information Releases
Management
Total 41.273,00 Total 17 Open 6.404,53
relevant to controlling Administration
Create quotation... View costs...
Support
available within the project
plan.
Fig. Project cockpit
Project controlling
4 Changing project status, with workflows and entitlements 4 Costs and budget controls
4 Freely configurable status reports 4 Adjusting planned values to work-values swiftly and simply
4 Generating key figures (profitability, turnover, margins) 4 Drawing up project settlements for clients
4 Dashboard to enable control over all information and links 4 Directory of changes made throughout the project
4 Prognoses of work volumes required, and milestone trend 4 Archiving of projects
analysis 4 Own report generator
4 Performance overview using comparisons (preallocations, 4 Providing project information and key data via Smartphone
plans, baselines, actual, estimated) Blackberry Curve 8310 and Blackberry Pearl 8100
4 Tabular or graphic overview of development work or
remaining development work
11
12. functionS
Resources
Unlimited work-time models, a variety of public holiday
calendar options, and individual skill profiles enable resources
to be deployed simply, quickly and efficiently. The reservation
process is given sterling support courtesy of integrated leave
management, and this means that any potential staff
shortages can be quickly identified.
--Quicklinks--
User: McRoot, Andy (271080/I)
Release 9.0.0.109 ABSCENCES ANNUAL CALENDAR
Time recording
Percent complete Quicklinks Help
Vouchers
Absences
Year 2011 Show
Annual calender
Weekly calender
Request January February March Record absence
Overview Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su
Absence Leave
- - - - - 1 2 - 1 2 3 4 5 6 - 1 2 3 4 5 6
Projects When Whole day
3 4 5 6 7 8 9 7 8 9 10 11 12 13 7 8 9 10 11 12 13
Date from 17.10.2011
Service assign- 10 11 12 13 14 15 16 14 15 16 17 18 19 20 14 15 16 17 18 19 20
ments to date 21.10.2011
17 18 19 20 21 22 23 21 22 23 24 25 26 27 21 22 23 24 25 26 27
Time: Start
24 25 26 27 28 29 30 28 - - - - - 28 29 30 31
Tickets Time: Finish
31 - - - - - -
Knowledge Project Leave
Short description
General reporting April May June
Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Comment
Releases - - - - 1 2 3 - - - - - - 1 1 2 3 4 5
4 5 6 7 8 9 10 2 3 4 5 6 7 8 6 7 8 9 10 11 12
Management
11 12 13 14 15 16 17 9 10 11 12 13 14 15 13 14 15 16 17 18 19
Administration 18 19 20 21 22 23 24 16 17 18 19 20 21 22 20 21 22 23 24 25 26
Support 25 26 27 28 29 30 - 23 24 25 26 27 28 29 27 28 29 30 Comment only visible to editor
30 31 Request Plan
Employee plans July
Mo Tu We Th Fr Sa Su
August
Mo Tu We Th Fr Sa Su
September
Mo Tu We Th Fr Sa Su Request taken into
- - - - 1 2 3 1 2 3 4 5 6 7 - - - 1 2 3 4
Leave statistics 2011
leave 4 5 6 7 8
11 12 13 14 15 16 17
9 10 8 9 10 11 12 13 14
15 16 17 18 19 20 21
5 6 7 8 9 10 11
12 13 14 15 16 17 18
Contractual leave
Current leave correction 0,0
26,0 account in budget
18 19 20 21 22 23 24 22 23 24 25 26 27 28 19 20 21 22 23 24 25 ∑ Current year‘s leave 26,0
25 26 27 28 29 30 31 29 30 - - - - - 26 27 28 29 30 - -
Remaining leave from previous year
Remaining leave approved 0,0
0,0 management
October November December Remaining leave expired 0,0
Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Remaining leave still open 0,0
- - - - - 1 2 1 2 3 4 5 6 - - - 1 2 3 4
Total leave 26,0
3 4 5 6 7 8 9 7 8 9 10 11 12 13 5 6 7 8 9 10 11
Planned 9,0
10 11 12 13 14 15 16 14 15 16 17 18 19 20 12 13 14 15 16 17 18 Requested 0,0
17 18 19 20 21 22 23 21 22 23 24 25 26 27 19 20 21 22 23 24 25 Approved 21,5
Remainder -4,5
24 25 26 27 28 29 30 28 29 30 - - - - 26 27 28 29 30 31 -
31 - - - - - -
Feedback via
Planned Requested Approved Declined Non-working Day
Fig. Release process - leave Smartphone
Email to line Email to line
Employee requests Line manager/ Entry in the leave
manager/ manager/
leave supervisor calendar
supervisor supervisor
approves/declines
Functions of resource planning
4 Any number of work-time calendars/ work-time models can 4 Employee, project and company forecasts
be defined for employees 4 Support for resource planning thanks to the resource mana-
4 The option to document the skills available in the company ger, by means of required skill definitions
4 Planning resource deployment 4 Formation of project team calendar
4 Skill definition for all employees (knowledge management) 4 Managing contacts, including organisation and cost-centre
4 Resource searches based on required capabilities structures
4 Automatic inclusion of reservation periods in the calculation 4 Definition and settlement of service times
4 Swift, cyclical reservation of employees using the reservation 4 Definition of cost-rates of employee including historicising
plan 4 Quick allocation of cost-rates through employees of a given
4 Simulation of employees position
12
13. Functions
Working more efficiently with
Blue Ant
Conventionally with Blue Ant
Processing time: 37 minutes, avg. 8 mins avg.
Having to tie up valuable resources unnecessarily, (Line managers, Valuable resources only briefly
project heads) involved
Different means of communication One means of communication
Process cost per request ca. 50 EUR Process cost per request ca
11 EUR
con- with
PROCESsing TIMEs
ventional Blue Ant
Planning leave
4 Complete request
1 min. 1 min.
4 Sending to LM/PH
2 min. -
Approval/Refusal by LM
4 LM checks release
5 min. 5 min.
4 Agreement of LM 10 min. -
4 Follow-up phone call 10 min. 2 min.
4 Informing EE 2 min. -
Publication
1 min. -
4 Backoffice informieren
1 min. -
4 Entry in leave file
Entry in budget management
4 Balanching systems
5 min. -
37 min. 8 min.
Functions of reaource planning
4 Leave and absence management including approval
processes
4 Availability of absence overviews via Smartphone, Blackberry
Curve 8310 and Blackberry Pearl 8100
4 Comparison of leave and absences with MS Exchange
13
14. functions
Time Recording
Work-time recording is one of the things that form the basis of an economically-sound
evaluation of all projects. Blue Ant supports all participants of a project with a variety of
recording options. All recorded work-times are forwarded to the relevant responsible party
for approval and settlement. Automatic validations are a valuable aid when recording and
editing work-times.
The integrated time-recor- User: McRoot, Andy (271080/I)
--Quicklinks--
ding permits feedback about Release 9.0.0.109 Time recording
Time recording
the work done on both Percent complete Action Report Quicklink Help
Vouchers
projects and tickets. Absences
Single Day Week
Date 14.12.2011
Projects December 2011 Duration 3,5
Service Mo Tu We Th Fr Sa Su Ticket
assignment Project Relaunch Customer Website
- - - 1 2 3 4
Tickets Activity 1.7.1 Technical project management
5 6 7 8 9 10 11 Plan/actual work in hrs % - complete Estimate in hrs
Knowledge 48:00 / 20:30 99 48,00
12 13 14 15 16 17 18
General Reporting State
19 20 21 22 23 24 25 Task implemented activity
Releases
26 27 28 29 30 31 Comment
Management Billable
Administration Save
Compulsory field: Input required
Support
Date Day Start Finish Break Duration Ticket Project Prj-no. Aktivity
12.12.2011 Mo 08:00 16:00 16:00 Consult Project (agile) 00003 Roll Out
13.12.2011 Tu 08:00 13:00 13:00 Consult Project (agile) 00003 Roll Out
14.12.2011 We 08:00 09:19 09:19 Serice Request 00002 SAP FI/CO
Hochladen We
15.12.2011 09:19 11:19 11:19 Consult Project (agile) 00003 Roll Out
15.12.2011 Th 08:00 12:00 12:00 Consult Project (agile) 00003 Roll Out
16.12.2011 Th 12:00 16:30 16:30 Relaunch Customer Website 00007 Technical project managemen
16.12.2011 Fr 08:00 09:00 09:00 Consult Project (agile) 00003 Roll Out
00:00 25:49
Fig. Time Recording
Work-time recording and work-time management
4 Work-time recording with calendar function and weekly 4 Configurable overbooking for each activity
overview 4 Indirect cost centres for the precise calculation and
4 Quick and precise recording thanks to the stopwatch settlement of work-times
functionality 4 Freely selectable release processes for work-times
4 Recording of work-times for other employees 4 Collective work-times
4 Option to report completion of working weeks 4 Deadline rules for work-times
4 Recording of estimated excess and remaining work 4 Checking completion of work-times according to the work-
4 Overtime account, including carry-over option time model
4 Recording time using either from/to (times of day) or 4 Locking the calendar week once completion has been repor-
durations ted
14
15. functions
Tickets & Tasks
Thanks to the ticket system integrated into Blue Ant, it is
possible to collate, edit and survey all tasks, whether they
arise in the course of projects or not. The fully-integrated
ticket system links those aspects of everyday work that resist
easy planning to the overall project plan.
Individual ticket templates User: McRoot, Andy (271080/I)
--Quicklinks--
can be used to draw up a Release 9.0.0.109 TICKETS DETAILS
Quicklinks
variety of ad hoc permuta- Time recording Back New Action Send Report Help
tions of project business. Percent complete Number
Creator
2151
McRoot, Andy (271080/I) on 06.01.11 17:18
Plan (h) 05:00
Actual (h) 00:00 (00:00)
Target deadline 27.09.11 13:00
Desired completion date 27.09.11 13:00
Vouchers
Absence
General Documents Work-times History
Projects
Service Edit tickets
assignments
Designation Please check on furniture ABCD346 in Hall 1
Tickets
Status New Priority B
Knowledge
Plan (hrs)
General reporting
Releases Client
Client Sample Enterprise Contact McRoot, Andy (271080
Management
E-Mail m.zellmer@proventis.net
Administration
Support Project
Project AZ-Mobile-01 Activity
Topic & Team
Subject Blue Ant Responsible SE Blue Ant
Team Ticket Doe, Jon (0000/I)
Service Level Argreement (SLA)
SLA Request Type Request
Target completion 09/27/2011 13:00 PM Desired completion date 09/27/2011 13:00 PM
date
Reaction time 06/30/2011 17:00 AM Warning time 07/11/2011 11:00 AM
Participiants
Participiants --- Division---
Ressource Workflow Plan (hrs) Actual(h) Fertigstellung Plan Follow up
McRoot, Andy (271080/I) 00:00 09/27/2011 13:00 AM
Double click to add new participants
Comment Internal Creator
Double click for new commentary
Save
Fig. Ticket recording
Functions of ticket and task management
4 Free workflow configurations showing responsibilities 4 Configuring escalation and warning mechanisms
and news 4 Copying tickets in new or existing activities
4 Supporting support teams 4 Creating and editing tickets via email, through any email
4 Order of work and tasks for participants displayed account, including Domain White Lists
4 Supporting reminder functionalities 4 Full integration in work-time recording, project planning,
4 Quick and easy recording thanks to ticket templates evaluation and controlling
4 Drafting of Service Level Agreements, incorporating 4 Escalation via Smartphone Blackberry Curve 8310 and Black-
support time, reaction and warning times, and berry Pearl 8100
settlement types.
15
16. functions
Travel costs
Travel costs represent not only costs involved in a project,
they also generate additional organisational work. Vouchers
have to be checked, expenses refunded and travel cost
settlements entered. Blue Ant’s travel cost module gives you
invaluable assistance for all of this.
--Quicklinks--
The integrated travel cost User: McRoot, Andy (271080/I)
VOUCHERS COLLECTIVE VOUCHERS
recording allows you to enter Release 9.0.0.109
Time recording
vouchers, and directs you to Percent complete Cancel Help
Vouchers
places where you can Absences Collective Vouchers
Collective Vouchers type
administer checks and Projects Travel cost Collective Voucher no
Project Sample MZ EZ Vouchers for McRoot, Andy
Service
Comment
approval procedures – the assignments
Tickets
project head or the back Knowledge Attachment Upload
General Reporting
office, for example. The Releases
Record individual vouchers
Voucher type Expenses Description expenses
export of data ensures that Management From 07.11.2011, 09:30 Activity 1.5 Customer desire
Administration To 11.11.2011, 16:00 Overnight funds 96,00
the accounts department can Support Country Destination Germany Deductions 0,00
Currency EUR Gross 96,00
receive the relevant entries VAT in % Ust in % Less VAT
Net 96,00
automatically. Billabale v Invoice 96,00
Expenses Refunded
Current attachment: business_ex Deductions for free sustenance
Attachment Upload • business_expenses.pdf 0,2MB
Date Duration Overnight funds Deductions Amount
07.11.11 14:29 12,00 0,00 12,00
Add
08.11.11 24:00 24,00 0,00 24,00
09.11.11 24:00 24,00 0,00 24,00
10.11.11 24:00 24,00 0,00 24,00
11.11.11 15:00 12,00 0,00 12,00
96,00 0,00 96,00
Save
Fig. Travel cost recording
Functions of travel cost recording
4 Option to define any number of collective vouchers and 4 Simple updating of expenses and kilometre flatrates by
voucher types means of importing
4 Individual workflows for collective voucher types 4 Quick and simple recording or voucher and travel costs
4 Free configuration of controlling elements in project settlement.
4 Country-specific expenses, kilometre flat-rates, VAT rates 4 Export of voucher entries
and archiving.
16
17. functions
Checklists
Small tasks and reminders do not belong in the project plan, as they would only expand it
unnecessarily. These small but nonetheless important tasks are found in the checklists
developed specifically for them. Checklists indicate important standards in the projects, and
help to ensure that these are kept to. There is no real limit to how many checklists can be
created for projects, imported or individually amended.
Work directives issued during User: McRoot, Andy (271080/I)
--Quicklinks--
project meetings can be Release 9.0.0.109 PROJECTS CHECKLISTS
Time recording
swiftly recorded within the Percent complete New Action Imp./Exp. Reports Quicklinks Help
Vouchers Project number: 02078 From: 05.01.2011 Project type: Reference project
project, and allocated to the Absences
Project name: In House Training
Project status: C-Realization
By: 03.09.2012 Currency: EUR
working hours in: h
relevant responsible party. If Projects
Only show open tasks Show only my to-dos Show shortened description
Dashboard
Search
there are project templates in Checklists
Hide Save Delete Reduce
Documents
which typical reminders or Main information
Blog
Product A [0/15] Project- initialisation[0/2]
Last changed:
task settings have already Project profile
Team calendar Order. To-Do For Description Status von
Briefing on new product McRoot, Andy McRoot, Andy
been defined, these are then Parameters
Planning
1
functionalities (2710180/I)
McRoot, Andy
4 weeks before release Open
(2710180/I)
10.10.2011
1 Update of admin manual & user Open McRoot, Andy 10.10.2011
made available to the project Project control manual (2710180/I) (2710180/I)
1 Update marketing material McRoot, Andy Does the User manual include all new Open McRoot, Andy 10.10.2011
Reporting (2710180/I) features (2710180/I)
Extras
as checklists. Service
1 Update Administrations
manual
McRoot, Andy
(2710180/I)
Does the administration manuel include all
new features
Open McRoot, Andy
(2710180/I)
10.10.2011
assignments 1 Update Installation manual McRoot, Andy Does the administration manual include all Open McRoot, Andy 10.10.2011
(2710180/I) new features (2710180/I)
Tickets Create short update McRoot, Andy McRoot, Andy
1 Open 10.10.2011
information for customers (2710180/I) (2710180/I)
Knowledge
1 update training papers McRoot, Andy Open McRoot, Andy 10.10.2011
General Reporting (2710180/I) (2710180/I)
1 Verification of the Update Info McRoot, Andy Should be checked by marketing depart- Open McRoot, Andy 10.10.2011
Releases (2710180/I) ment and partner department (2710180/I)
1 Updating the positions in Doe, John (12/I) Open McRoot, Andy 10.10.2011
Management marketing material (2710180/I)
Administration 1 Update Website Doe, John (12/I) Open McRoot, Andy 10.10.2011
(2710180/I)
Support 1 Updating of customer Doe, John (12/I) New features include Open McRoot, Andy 10.10.2011
contracts (2710180/I)
1 Upload the new Version in- Doe, John (12/I) upload the new version in the download Open McRoot, Andy 10.10.2011
cluding Dokumente area (2710180/I)
1 Customer Mailing Smith, Jane (2/I) Open McRoot, Andy 10.10.2011
(2710180/I)
1 Partner Mailing Smith, Jane (2/I) Open McRoot, Andy 10.10.2011
(2710180/I)
1 Update LinkedIN/XING/ Smith, Jane (2/I) Open McRoot, Andy 10.10.2011
Twitter/Facebook/Youtube (2710180/I)
Aufgaben einer Checkliste
Description of checklist functions
4 Options to define as many checklists and tasks as required
in the project
4 Free allocation of tasks and reminder functions
4 Tasks can be completed simply
4 Completed tasks are automatically forwarded
4 Templates can be defined
17
18. functions
Documents
Blue Ant’s document management system enables the
management of project-specific documents which have been
created, changed or deleted by project members. The
documents are provided with header data in a menu tree, so
that they can be easily retrieved using a search mechanism.
The document filing system User: McRoot, Andy (271080/I)
--Quicklinks--
within Blue Ant makes it Release 9.0.0.109 PROJECTS DOCUMENTS
Quicklinks
possible to administer Time recording New Quicklinks Help
Percent complete Project number: 02078 Start: 05.01.2011 Art Project: Reference project
project-related material in a Vouchers
Project name: In House Training 2011
Project status: C-Realisierung
End: 03.09.2011 Currency: EUR
working hours in: h
central location. By allocating Absence -- Templates-- Import
Projects
individual documents to
Project Folder Edit Folder
Dashboard 1. Specifications
Checklists 2. Change request Document name Sample change request
activities, you give the project Documents Sample change request Description
Main information Protocoll
participants partial access to Project profile Transport
Steckbrief
important information. Team calendar
Parameters
URL
Position
www.proventis.net
2. Change Request
Successive versions keep track Planning
Project control
Activity 1 Relaunch www.yourdomain.co.uk
1.1 MS - Go
1.2 MS - Kick off meeting
of the changes and maintain Reporting 1.3 Project management
1.4 Further specifications
Extras
1.5 MS - Acceptance specifications
an archive of the individual Service
assignments
2 Developement
2.1 Technical project management
document groups. Tickets Rights All may read
Project members may read
Knowledge
project members my write
General reporting Project membersmay delete
Releases Save
Management
Administration
Support
Fig. Allocating documents to activities
Functions of document management
4 Freely configurable file structure for projects and templates
4 Integration into projects at the touch of a button
4 Storage for multiple documents
4 Option to link documents and activities
4 Unlimited key word search for fast retrieval of documents
4 Free allocation of editing rights
4 Versioning of all documents
4 Storage of documents in tickets
18
19. functions
Knowledge
Knowledge maps give you the option to switch between the target profiles and the actual
capabilities of employees. At the same time as you are creating a new project employee in the
system, the skills of these employees are identified in the employee management section. The
employee profile can be updated at regular intervals to reflect the increasing knowledge and
capability of the employee.
Blue Ant allows for the User: McRoot, Andy (271080/I)
--Quicklinks--
management of resources on Release 9.0.0.109 GENERAL REPORTING EMPLOYEE KNOWLEDGE RESULT
Time recording
the basis of their particular Percent complete Back Update Report Help
Vouchers Evaluation form: Abgleich Soll/Ist-Profil Employee type: All Location: All
skills. This information is Absences
Profil:
Employee:
Software developer
All
Division: All Position: All
available both to for resource Projects
Service Table view Spiderweb view Line chart view
management itself and also assignment
Tickets DB 2
to project managers, to help Knowledge Windows
English
General reporting
identify suitable project Utilisation
Turnover
resources. Employee Unic Mac OSX
Absences
Activities
Work-time
evaluation
Week completed SQL
Max DB
Costs
Knowledge
Projects
Releases
Management
Administration Ruby MySQL
Support
Pythos Oracle
Postgres Perl
Is_Profile Target_Profile
Fig. Comparison of Target and Actual profiles
Knowledge maps for more transparency in the project
4 The knowledge tree can be freely defined
4 Target profiles can be created for employees
4 Allocation of skills and defined characteristics about employees
4 Option to search resources by skills
4 Knowledge map in the form of bar diagrams, network diagrams
or line diagrams
4 The option to archive and historicise changes to skills to show
learning curves
19
