Tutorial 1 Teamwork Work Plan Setup V2.0


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Tutorial 1 Teamwork Work Plan Setup V2.0

  1. 1. Clearvale Tutorials Tutorial 1 Teamwork Work Plan Setup
  2. 2. Introducing “Clearsoft” <ul><li>Clearsoft is a fictitious software company used throughout these tutorials. </li></ul><ul><li>Clearsoft are using Clearvale to create the Clearsoft Connect network to enable it’s employees and customers to communicate more effectively. </li></ul>
  3. 3. 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>
  4. 4. What do I need to do? <ul><li>I have been tasked to organize Clearsoft’s Annual User Conference </li></ul><ul><ul><li>I am team leader and need to get other colleagues involved in the organization. </li></ul></ul><ul><li>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. </li></ul><ul><li>I need to be able to define </li></ul><ul><ul><li>Tasks </li></ul></ul><ul><ul><li>Deadlines </li></ul></ul><ul><ul><li>Metrics to measure the progress of the activities </li></ul></ul><ul><li>Once the User Conference has been organized and completed I will assign bonuses based on the performances of the people involved. </li></ul>
  5. 5. What do I need to do? <ul><li>Initially, the overall tasks I need to create and assign are to: </li></ul><ul><ul><li>Create a blog to gather feedback from customers regarding subject areas to cover during the User Conference. </li></ul></ul><ul><ul><li>Create a User Conference community and invite those involved in the organization of the User Conference. </li></ul></ul><ul><ul><li>Set up the information infrastructure within the community that will hold all the required documentation. </li></ul></ul>
  6. 6. How can Clearvale help? <ul><li>Clearvale provides a project management tool called Teamwork. </li></ul><ul><li>With Teamwork you can: </li></ul><ul><ul><li>Create project plans. </li></ul></ul><ul><ul><li>Create goals and tasks. </li></ul></ul><ul><ul><li>Assign people to carry out goals and tasks and monitor their progress. </li></ul></ul><ul><ul><li>Create reports . </li></ul></ul>
  7. 7. Planning the project <ul><li>The project will be implemented as follows: </li></ul><ul><ul><li>Project plan name: User Conference </li></ul></ul><ul><ul><li>Major tasks: </li></ul></ul><ul><ul><ul><li>Create a blog that will be active for one month and monitor it. </li></ul></ul></ul><ul><ul><ul><li>Create and set up a Clearsoft User Conference community </li></ul></ul></ul><ul><ul><ul><ul><li>Invite members: they will have one week to register. </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Define page layout of community. </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Define documentation infrastructure. </li></ul></ul></ul></ul><ul><ul><ul><li>Organize User Conference logistics. </li></ul></ul></ul><ul><ul><ul><li>Gather and prepare presentation materials. </li></ul></ul></ul><ul><ul><ul><li>Do a trial run of the User Conference. </li></ul></ul></ul>
  8. 8. How to: Create a project plan from community <ul><li>Teamwork is accessible via a community or network home page </li></ul><ul><ul><li>Go to your community and from the community directory select Teamwork. </li></ul></ul><ul><ul><li>Select to Manage then use the Add button to create your project plan. </li></ul></ul>
  9. 9. How to: Create a project plan from network home page <ul><li>Teamwork is accessible via a community or network home page </li></ul><ul><ul><li>To create and work with Teamwork plans the network administrator will have had to place the Teamwork plans widget on the network home page. </li></ul></ul><ul><ul><li>Locate the widget and select to view all. </li></ul></ul><ul><ul><li>Select the Manage tab then use the Add button to create your project plan. </li></ul></ul>
  10. 10. How to: Create a project plan <ul><li>Provide: </li></ul><ul><ul><li>Plan name. </li></ul></ul><ul><ul><li>Start and end dates. </li></ul></ul><ul><ul><li>State whether the plan is active (you will set it to archived when the end date arrives) </li></ul></ul><ul><ul><ul><li>If plan is archived it will not be usable. </li></ul></ul></ul><ul><ul><li>Share the plan so that other members of the team see and update the project. </li></ul></ul><ul><ul><li>Provide a plan description. </li></ul></ul><ul><ul><li>Save. </li></ul></ul>
  11. 11. How to: Set check points <ul><li>Before defining tasks and goals you must define some Checkpoints. </li></ul><ul><li>The status of the User Conference project will be checked once a week, every Friday: </li></ul><ul><ul><li>Set recurrence to Fri. </li></ul></ul><ul><ul><li>Leave 1 week(s). </li></ul></ul><ul><ul><li>Generate dates. </li></ul></ul><ul><li>Remove any dates that are not required (eg: 25 December) </li></ul><ul><li>With Additional Dates you may add some more checkpoint dates. </li></ul><ul><li>Save. </li></ul>
  12. 12. How to: Manage a work plan <ul><li>The ‘pencil’ icon allows you to change the details you supplied on the previous slide. </li></ul><ul><li>With the ‘calendar’ icon you can define checkpoints for your project. </li></ul><ul><li>With the Excel spreadsheet icon you can export some project data to a spreadsheet. </li></ul><ul><li>The ‘rubbish bin’ icon is for deleting the plan. </li></ul>
  13. 13. How to: Create and assign Top Goals, subgoals and tasks <ul><li>In Teamwork you can define three levels of activity </li></ul><ul><ul><li>Top goals, subgoals and tasks. </li></ul></ul><ul><li>Go to My Objectives and select the Plan you wish to work with. </li></ul><ul><li>From the main area right click with your mouse and select to create the appropriate item </li></ul><ul><ul><li>If the plan is empty you may only create a Top Goal. </li></ul></ul>
  14. 14. How to: Create Top Goals <ul><li>As shown on the previous page select to Add top goal </li></ul><ul><ul><li>Top goals are automatically assigned a number. </li></ul></ul><ul><ul><li>You need to provide a name. </li></ul></ul><ul><ul><li>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 </li></ul></ul><ul><ul><ul><li>You will see how to do this soon. </li></ul></ul></ul><ul><ul><li>The reviewer will review the progress of the top goal </li></ul></ul><ul><ul><li>You will define start and due dates for this top goal. </li></ul></ul><ul><ul><li>You will assign a priority (the weight in %) to this top goal. </li></ul></ul><ul><ul><li>Save. </li></ul></ul>
  15. 15. How to: View Top Goals <ul><li>When you have finished defining your top goals you may visualize a summary of the plan from My Objectives tab: </li></ul><ul><li>The ones who’s status is Accepted are those ‘accepted’ by the assignee. </li></ul><ul><li>The New ones are still to be accepted by the assignee. </li></ul>
  16. 16. How to: View and accept assignments <ul><li>You are Jason Heggs and wish to view and accept the goals assigned to you. </li></ul><ul><li>Open the Teamwork widget from the network home page or from within the appropriate community and go to the Dashboard tab. Selecting the appropriate plan you will see goals and tasks assigned to you. </li></ul>
  17. 17. How to: View and accept assignments <ul><li>To accept the goal assigned you will go to the My Objectives tab. </li></ul><ul><li>Highlight the goal to accept / decline and right click. </li></ul><ul><li>Select to Accept the goal. </li></ul><ul><li>To decline the goal select the Change Status option. </li></ul><ul><li>The goal will now look like this from the plan administrators point of view. </li></ul>
  18. 18. How to: Create Subgoals <ul><li>You now wish to break down a top goal into subgoals. </li></ul><ul><li>Select the top goal to which you wish to add details from the My Objectives tab. </li></ul><ul><li>Right click and select Add subgoal. </li></ul><ul><li>Provide details as you did for the top goal </li></ul><ul><ul><li>Numbering will commence from the top goal number and will be assigned automatically. </li></ul></ul>
  19. 19. How to: Create Subgoals <ul><li>The weights of all the subgoals should not exceed the weight assigned to the top goal </li></ul><ul><li>Save. </li></ul>
  20. 20. How to: view subgoals <ul><li>From the My Objectives tab you can now see the sub goals and who they are assigned to. </li></ul><ul><li>To view goals and tasks assigned to someone else go to the Switch View area and select a different member. </li></ul>
  21. 21. How to: Create tasks <ul><li>Finally you wish to identify the single tasks involved in completing a goal. </li></ul><ul><li>From My Objectives select the goal or sub goal and right click. </li></ul><ul><li>Select Create Task. </li></ul>
  22. 22. How to: Create tasks <ul><li>Task numbering is automatic and will carry on from the above level. </li></ul><ul><li>Give the task a name. </li></ul><ul><li>Provide a start and due date. </li></ul><ul><li>Weight indicates the level of importance of this activity compared to the others within the same goal or subgoal. </li></ul><ul><li>The total weights of the tasks must not exceed the weight of the goal one level up. </li></ul>
  23. 23. How to: Create tasks <ul><li>Assignee and reviewer have the same meaning as for top goals and subgoals. </li></ul><ul><li>Completion date will indicate the date the task is completed (could be different to due date). </li></ul><ul><li>To further refine the details of the task select the + button next to activity and add appropriate descriptions. </li></ul><ul><li>Save </li></ul>
  24. 24. How to: View project plan summary <ul><li>From the Dashboard it is possible to view a summary of the project plan so far. </li></ul><ul><li>This is the view seen by the project plan administrator </li></ul>
  25. 25. How to: View project plan summary <ul><li>From the Dashboard it is possible to view a summary of the project plan so far. </li></ul><ul><li>This is the view seen by a project member </li></ul>
  26. 26. 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>