Projects

Overview

In this training on projects, we will review general navigation in projects, locating projects, reading and editing sections, viewing project plans, viewing tasks assigned, and updating tasks in a project plan.

Transcript

In this next video, you'll learn how to work with projects and workspaces. Here is the project and workspaces purpose. "In TeamDynamix, a project is a unit of tasks, resources, and information that produces a unique product, service, or result that is marked by the beginning and an end." If it is not, or if it does not have a start and an end date, it's definitely not a project. "A project in the space has many manageable facets, such as a calendar, briefcase, and a project plan. These features give people different views into the data from the projects and workspaces application. In TeamDynamix, project management is done in the Projects/Workspaces application." In this training on projects and workspaces, we will review general navigation in projects and workspaces, locating projects, reading and editing sections, viewing project plans, viewing tasks assigned, and then, last but not least, updating tasks in a project plan. In order to access the functional site offer our TeamDynamix projects and workspaces app We'll go back to our main landing page over here. Once located, our functional user application is also known as TDNext, the user's portal. Go ahead and select Users. From our users portal, once we sign in in the previous prompt, all you have to do is go to this big blue button called application menu also known as the waffle. Go ahead and select the waffle icon, and you'll notice projects and workspaces alphabetically sorted. In my case is here down at the bottom screen. In yours it might be associated somewhere else within a different order, but it's always going to be alphabetically sorted so that the projects and workspaces app. They'll open up a secondary tab, and just like this one over here, I've configured a high level dashboard here or desktop similar to the main global desktop we've seen at the front. You can certainly navigate this dashboard by pulling reports and report sources from left to right and realigning these items. Or if you wanted to edit this desktop, all you have to do is select the edit button, and then from here, you can certainly add the reports accordingly by grabbing them and dragging and dropping these particular elements here within your view, selecting Save, exiting out of this pop up, refresh and there we go. So we've got a nice little dashboard here. You'll also have several other buttons in terms of the navigation; +new button that allows you to create a brand new project, a workspace, risk, issue event, surveys, reports, so on and so forth. Some of these will explore in just a little bit. You can certainly search for reports as well or sorry projects and have the reports feature up here. There's a little navigation button as well that allows you to create project surveys which is something that will not be covered in this training. More importantly, you do have several buttons here. One of those is this managed projects button here. It's just a small little report folder that shows you all the projects that you're managing as well as some TDX default or canned reports that are here within these sub folders. Projects by status report. You can certainly run that and pick up project here from your listing. There are some more time reports, standard reports, standard issue reports. It really depends on what you're needing. Technically, you can go ahead and get started with project management without even having to create some custom reports. A feature we'll explore in just a few minutes. Now, more importantly is here your projects listing under projects and workspaces. because not always will you be the project manager to manage projects, but in some instances, you might actually just participate in a project and this is basically what you'll be doing here. This menu here shows you all the projects that you either participate in as a team member or as an alternate manager or projects that you manage. It's easy to pick a project, such as as ERP application by selecting the name and it'll give you a subsection of project components as you can see here. Managing a team lead or the team that's participating, the feed, the audit history, the announcements. We'll explore some of these as we go along through this training, others feel free to explore on your own after this training. Now, more importantly, what we want to do is, apart from locating all of our projects, we want to probably create our own. So how do we create a quick and easy project, a project that might not have to go through the formal project intake request as we were demonstrating earlier? All you have to do is select the +New button to create a brand new project. Select the Project, and then fill this intake format for the project. Now, please keep in mind, we are creating an active project at this point, not like an intake or kind of an intake part section that we were doing earlier in the client portal so we're going to call this TeamDynamix application implementation. There we go, so again let's pretend we already gotten the green light for getting this project approved. What type is this? This is an ERP project or on application implementation, so select Application Implementation here. What department does this belong under? That's information technology, so let's just type that in here, there we go. Start date is today's date, and it will end in let's say six months. There we go, all right, I'm just going to extend this a little bit longer here. There we go. Now, it will ask you to fill out several other fields, such as a description, a desired goal life date or any other custom attributes we've filled in here. As you can see, it's highly adaptable to our organization's needs by adding some of these custom fields and technically that is all you need to. I'll go over the time and expenses in just a second with you. Select Save once you're finished. Our project has been saved and this project has come up looking like this. Now, once a project has been created, you'll notice that we have another menu here on the left-hand side. These are the project sections here as it pertain to this application. So this project's application, I'm going to expand my window out, but this is a general details view. It tells you who is the manager and several other general information here on the left hand-side, going from top to the bottom. Depending on how much we filled out, obviously it will contain more information or less. On the left hand-side is a general navigation tab, such as the general information tab. The general information tab or the general tab as we sometimes call allows you to go back to to make edits on the intake. To change the project name, to extend maybe the date by little bit from February until in April, sorry, from April until maybe May, June, July and complete all of the other fields. You'll notice that our time and expense section is here where we can record additional time and expense content or advance section which allows us again to record some of the TDX the default fields here or default attributes as to who's the sponsor. Is this pertaining to a particular service we offer? Is this part of a specific portfolio? If you have a portfolio, you can certainly tag this project with that. Does it belong into a program, the sub level of a portfolio? What are the classification here? Is this a small project, big project, medium project? Whatever it might be, some of these custom fields you can certainly adjust and then once you're finished always save. There are also going to be a several project settings here on the left-hand side, which you can explore by going to the settings tab, and then you can change some of the settings in terms of how to display on the client portal. Do you want this project to be visible on the client portal? How are time and expenses approved? What is the update of the task method? How are we managing this project? We're doing resource management, as well as several other options. And the last, but not least, away from the sections you can certainly manage some of these project components as they display in the sub menu previously under the project name and we'll explore that in just a few seconds. So announcements, briefcase, calendar, contacts, issues. Let's go ahead and actually explore that next. I'm going to go ahead and close out this popup screen. I'm going to do a refresh here to refresh my screen. It kind of kick me out to the main directory; that's fine. I'll just select projects in the workspaces here. and here's our project/TeamDynamix application implementation right here on the left-hand side. I'm going to Manage and here is our sections piece again. Here are the details on the right-hand side, and now you can see there are several other sections that I can complete Please note that this menu will only display to you on the left-hand side along with all these other projects, if you participate in a project as a team member or if you are the lead such as I'm a project manager so I get the manager's tab here. There are several other things that you can do from the managers tab. For instance, you can go ahead and add resources, add other team members participating this project. Select Resource, select Actions add a resource, and let's say I am going to add Aaron here, Alexa the president, my colleague Charlene the CFO and then Gray VP advancement. select Next, select Save and all of these folks have been added to this project. so now I can go ahead and assign them tasks which I will do in just a minute. Now, sometimes I will need to have somebody back me up on this project as an alternate manager, please note that they have to have the enterprise license. I go into Action, Change Manager and let's say we want to promote Aaron to be our alternate manager so that our alternate manager can basically do all the actions as I am doing them as a project manager, but they're just my backup. So select Save, there we go, a project manager can do everything that an alternate project manager can do. They both all the same, the alternate manager, the only difference is they cannot take me off of the project since I am the primary manager here, but they can basically do anything else. They can create projects They can create a participate or create plans, action items, tasks, as well as assign those tasks to others. so this is a really, really nice view to viewing the project resources and how they can participate. So keep in mind, if you have a colleague who cannot see your project, there might be a chance that you have not added them as a team member or as an alternate manager to your project. Once you do ask them to refresh and they should have full access to your project. You can always look at this team tab on the left-hand side under the components and see who's participating in your project. Again, if your co-worker is missing that means we haven't added them yet. Go back to Manage, go over here. Go to Resources and add your resources accordingly under this actions button. There's also another section called the feed. The feed is basically your audit history of every single task and action item that's been happening here inside of this project management application. Please note, not only can you see the audit history of this entire project, but you also have a comments button here that allows you to comment to your coworkers by simply choosing the person that you want to notify. In this case, I might want to notify Charlene say, hi, Charlene, planning on getting us all together next week for a kickoff meeting, and you would go on and and on and by me selecting Charlene here as is CC and selecting Save and e-mail will go out to Charlene. Please note that you can also mark comments as private; that means they're not visible in TD client to your client users. You can still notify somebody via e-mail by including a client user such as Alexa, the president here. They'll still get that e-mail, but they cannot see this comment in the client portal. As you know, once you create a project you can also look at the project inside of the client portal if somebody on the external side is participating with you on this project. Select Save, and again external, they're still a client user. They're simply just a client in the client portal. A quick peek there for you, It's going to be located over here. I'm go back to my client portal and as you can see here projects and workspaces If you're a client user, you can always participate in a TeamDynamix application implementation by looking over here, but you are more kept on the outskirts of the project versus being a functional user on the TD net site. Let's go back to our client services TDNext environment and explore some of these other components. You can make always an announcement by selecting the +new button and mention today's golife day, et cetera. By adding an announcement here, you can actually notify users that are part of your project by this notified button or you might have seen this early in the desktop module that had an announcements report that will then prominently feature this announcements; announcement until maybe I set an expiration date, maybe a week only for golife week and the rest is then set in stone. There's some other really neat or nifty features here, one of those is the briefcase. So the briefcase is your file repository. I'm going to call this the project management folder or project resources folder, there we go. Folder, create, I can create multiple folders by the way, not just one, but let's play with one. Select +New, upload a file from my computer. Select Browse, there we go. So maybe there's some training guides, some project status procedure, et cetera. I can select open and select those three files. I can pick and choose to notify my team members if I like. If not, I can certainly select upload and my team members can simply go into this TeamDynamix application folder and read or download these as necessary. There are other folders or files that you might share with them. Simply come back in here, I believe I had a few here, under I think I had a project charter document. There we go another helpful tool, upload, done. It's located here. The nice thing is not only at the folder level, but also at the file level, you can apply additional security layers where you might not want to have somebody the capabilities to delete this file from your project or be able to modify it or maybe don't even want to read the folder or the document. So you can even completely hide certain levels of folders. However, I believe in big transparency, so if you are creating a project with resources and documents that should typically be accessible to everyone, you might not want them to be able to delete the folder from your project. That's maybe something that you can certainly think about at the folder level by selecting the +new button or at the file level, by selecting the Security tab right here and executing the same actions. Apart from that, there is also a brief calendar; that's going to include all the action steps for your team. A context list that you can use to record all of your contexts for your organization, such as maybe you are working with a third party As you know, third parties will not be able to participate within your project unless they are TeamDynamix client users. Issues law that allows you to record any action items, any issues, any questions related to your project that are not necessarily part of the actual project plan. For instance, I might have login issues on my project. So I'll type in login issues. I'll type into category. I type the priority and it's open. so I'm going to say, cannot log into the admin environment of TDX? So basically I'm creating a mini ticket on my issues log. I can make somebody responsible for it. so maybe it's Gray of advance. I'll notify Gray via e-mail, and then I can also say, hey, apart from Gray, Alexa President, please note that I cannot log into my TDX environment, specifically in the admin dashboard. Go ahead and select Save, and then an issue with log item has been created against this project which means that just like a ticket, currently it's open, it needs to be resolved. As soon as you have this result, all you have to do is open it up. Either you or whomever is working with you, update the particular issues log item, and change it to close, postpone or whatever it might be that it needs changed to. Maybe there is the currently in process, so on so forth. It really is a nice little space to use to record anything else that's an issue or an additional action item that was maybe not recorded on the project plan. Think about this, also. If you're project manager and you do a lessons learned meetings at the very end of your project, once it's complete, this is a nice list or logged pull to see all of the issues you've encountered so you learned from this experience. And making sure that we no longer make those same mistakes in the future project. Billing section, is a nice section that allows you to add links as they relate to your project. maybe links to your KB, to your knowledge base. So, for instance, I'm just going to select the TeamDynamix support side and all I have to do is call it solutions.TeamDynamix.com. Category is general, by the way, I can add additional categories anytime you see the plus blue button, and I'm going to notify Charlene one more time. Save, so that Charlene knows if she ever needs TDNext support on this project, she simply has to go down here and this is a link that we've added. Again, you can add multiple links. Team members can add links. team members can add documents, et cetera. There's also a little risk registry here that allows you to manage your risks. It's easy to create a risk by saying resources or let's say lack of resources, pretty common across organizations. Categories, general, Is this a threat? It absolutely is. What is our response strategy? We going to accept that that we do have lack of resources and I can further investigate and add more and more component. What is the probability for this to be happening? Very high. What is the impact? Also very high. And what is an urgency? That got automatically defaulted here for you. I can associate this risk to somebody to help them manage or help me manage this risk by maybe the VP of advancements because it's the VP of advancements project, and then I can notify folks on this. I can either use a generic notify to notify anybody that's on this project. I can say notify other people to notify not only people on my project, but anybody within on my organization and then if I have a third party, I can certainly e-mail insert in here My TeamDynamix consultant, getting this taken care of. I'm going to exit out of this 'cause I definitely do not wish to receive an e-mail. Select Save, and a risk has been created in the background, pulling it also up into this risk registry. So think about this as another space on your project like the issues log, where you can record risks and help you manage them. This risk registry basically is more of a visual of what we've just created based on the probability and impact that it has. Look at it, it's located right over here in red. Red means, this is a high risk, So we definitely need to manage it very thoroughly, making sure that this does not become an issue. If anything isn't yellow or it gets added to the yellow section between the probability and the impact it has that we've indicated on the intake form. It's definitely something you want to keep a close eye on or making sure it doesn't happen. Otherwise, it might become a red risk. And if it's not really anything that's impactful, it'd be located in green. If a probability or impact has not been determined else, simply added to the gray section. Just like an issues log item, the recommendation here is to open up the risk, and once you've managed the risk, all you have to do is just select Actions, Update and just like that, keep it closed. so it'll be removed, it will not be removed from the project, but it'll literally be closed and no longer it needs to be managed. There are a couple more things that I'm want to going to show you, and one of the most important parts of your project is the plans section. So when you have a project plan, it is basically the heart of the project. It indicates all the different action items that need to happen on a project. I've actually created a template for this. So I'm going to insert that instead of actually creating it from scratch, but once we've created a project plan from a template can still go in and modify. Please notify your TeamDynamix system administrator to assist you with creating templates in case you are not familiar on how to do that process. All I have to do is select +New. I am going to call this the TDX application implementation Waterfall Plan. Do not need a description It is a type of a waterfall. Waterfall is more of a traditional project management plan. It's got all the details, the detailed work breakdown structure, also known as a WBS with all of your details highlighted. You can also create a card wall plan which is more of a agile approach to managing projects by what we call cards or some of you might know them as Kanban boards. Let's go ahead though do the traditional approach 'cause it does give you a lot more features Do we have a TeamDynamix project template? Yes, we do. We don't want to create everything from scratch each time. Select Save, done. I'm going to have to pick the application implementation template I've created, there we go. Select Create, almost there with my 14 template tasks. Close this out, done; here we go. Now, that we've created our first project plan called the waterfall plan, let's go ahead and explore it. Select the Waterfall Plan. The plan manager will open up and you will now need to edit the plan by checking it out over here in the upper right hand-side to make changes to it. You can certainly do some changes by simply utilizing the the locked in menu. But ultimately in order to make changes to the plan, it's easiest to check it out. Maybe you want tocall it something else. So when you're initiating a project, maybe you want tocall it projects charter signed. In the planning stages, do you define your project plan that needs to be done? Schedule kickoff meeting with your stakeholders, hold the kickoff meeting; that's usually a big milestone. So let's market as such. So I'll kickoff meeting. We'll market as a milestone by using this diamond button here and it will add this little diamond icon here. Why does it help? Well, if you mark or flag something as a milestone, it's that one day event that will highlight something significant on your project. Typically, within a project or within different sprints, you're trying to always get that milestone to completing a particular section of your project. We also divide this project plan into the PMO process groups, initiating, planning, executing, monitoring, controlling, closing. So you'll notice it's that several action items that are referring or as we know them as tasks that are referring to that process group. You don't have to create a project plan as a process group, but I think this is a good way to get started, especially if you're pretty new to project management and you're not sure how to create project plans yet. There's also, of course, tons of resources out there with project management type templates or project plan templates, specific for application implementation. This is something set standard or similar that I would personally use. For instance, you can certainly change the dates any point in time. Maybe it needs to be a little bit longer. We can certainly change the dates out and it will adjust my plan accordingly, and all the subsequent dates as you've noticed. Why did it change my subsequent dates? Because I've created a dependency via what we call the predecessors. The predecessors are basically tasks that need to be completed for the next task to start. There's a of ways to manage it. You can start task in parallel, start-to-start, start-to-finish. But in general, let's look at this very high level, very simple. so for instance, for the defined project plan to start, I need to have my project charter signed first. Where do I know how I got this number two here? The number two the defining a project or starting that task is actually the number over here; the row number and it'll go on. So, in order to schedule a kickoff meeting I must have made sure that my project plan has been completed, so on and so forth. I've created basically a variety of dependencies here on a previous task, getting this to a specific or creating basically, then ultimately again , not only that but creating dependencies allows you to see the true closeout date. So hopefully I'll be done by May or sorry by August 24, in the year of 2022. This is a one day duration task. I can add different priorities to these tasks. I can certainly highlight that here. I'll change the color of the button. I can add some estimated hours, actual hours. I can start working on these tasks. But ultimately, after I create the plan with all of its tasks and all of its dependencies, I get to start to assign these tasks, very important. If you don't assign tasks so anybody your project basically will sit there and nothing will happen. It's very easy to assign a task by double clicking in through the field, right next to the action item Let's say we're going to assign Serkan to this task and we're going to assign Serkan and several other team members these tasks by simply checking their names or what I usually do is like the copy and paste, Control C; highlight that, in that way it's a little bit easier and faster to actually get all of these users in. Now, maybe all of our team members are responsible for the execution state. You can copy and paste here. And then what I really like is, if you want to be a little bit more agile, you can click on the resources button Here, on the right-hand side, scroll down just a little bit and say, well Serkan is responsible for a lot of these activities, I can drag and drop's name or anybody's name here and basically assign them to tasks. Another way to manage that and basically do the same. so as you can see, I've assigned a bunch of tasks here to my users. I can now say while Serkan already started working on signing the project charter, so this part is maybe 90% done. I might already have gone ahead and started working on the project plan. So 10% on schedulings, maybe 5%, we're not quite there yet and then we haven't started the kickoff meeting. so it's very, very easy to go to the project or to each task at this very high level and mark each task as complete. Once you're finished, do a select check in, done. But, let's say I could actually go in here and right mouse click on define the project plan, and select Update, instead and say I am down about 80%. and I'm not going to notify anybody off this update. But I could say, technically I should notify Serkan and some several other team members that I've worked on this task, select Save, done. The project will be updated here as well. You'll notice that as a functional user of TeamDynamix, there's many ways to do basically the same action. Some people prefer to check it out. That's my preferred method. If you only have one task, you don't necessarily need to check out the project plan, especially if you're just- All right, you're not even responsible for all of these tasks. So there's many ways to manage it. What else I would like to show you here though is looking at the Gantt chart function or chart function in general. so the nice thing is as you're creating dependencies between tasks, These predecessor tasks, TDX will create this little visual for you up again chart. Those of you who are more advanced project management users, notice that each chart or each action item or task is listed here in a nice Gantt format. It's basically like a duration or a lengthy bar that shows you how long this task will take. It'll also show you the dependencies between each task and ultimately from a timeline perspective, telling you when it will go live. It's kind of very nice to see it in that visual format. Now, please note that visual format will only come up for you, if you created predecessors like this one here, and you can always collapse that or make it go away by selecting the Gantt button one more time and it's gone. You can always do create different views, resource allocation views on a project plan. Who's been associated to what? You can see I think Serkan is here, letter S assigned to put off quite a bit of tasks here, but again, feel free to explore these different views. You can configure your columns if you don't want to see the estimated or actual dates, you can hide those. You can manage custom columns by calling field one. another text field. Maybe go live, date or something like that. There's many ways you can leverage some of these different features. So again some of these can be changed, can be removed, can be updated. There we go, our project plan looks a lot smaller compared to the defaults they were in there before. You can always export your plans out to an Excel. to a TD plan or to an MS Projects XML Let's say you're starting with this particular plan and you've developed a really, really great template or project one that you can think oh wait, I can make this actually to a plan template; export this view out and then again, if you have not done this before work with your TeamDynamix administrator to create templates that you can use then for other projects down the road versus having to upload it directly from your computer. This is what we have here on waterfall plans. Let's take a look at another form of a project plan and that is the plan of a card wall. Let's go ahead and create a card wall sample template by selecting +New, give it a title, TDX application implementation card wall plan. So card wall plan is more for agile projects. You think about you've got a card or a board that has not bunch of cards or sticky notes you write on a white board of some sort and you're shoveling these items from left to right, completing your items. This is basically what a card wall is; it's a nice listing or it looks very similar to a swim lane plan. And I'm going to go ahead, and I don't think I've got a big template here, yeah figured. Let's use the IT template here, default, close it and now we've got the card wall plan here. All you have to do is open up the card wall plan and here it is. Here are all of your lists; new list, in process, completed, on hold. So the goal is here to add cards to it. So we had a planning card or planning parent task. This could be a card for you or a testing card. This is where you do your UAT testing, UAT testing card. Maybe you have a deployment card. Maybe you have a card that's focused on resource management. Again, there could be all these different cards that you could create as a project manager here and assign those to your team members. Those are all the card we're going to create. But under planning, let's go ahead and open that card, and once you open it, you basically have the same functionality as a waterfall, but more in a card format. You have to start and end date, priority. You can assign it to Serkan to complete or anybody else on the team, and Alexa maybe. You've got the variety of options here. You can make different colors here of cards to maybe signify a red for maybe important or higher priority items, so on and so forth. Again like save as you're making these updates. You have a feed just like the project feed to initiate comments here; to communicate those to your team members, Hey Charlene, you are in charge of this planning card. And we're just making a little task here for her, Save. And then if you want to record more of the detail tasks similar to a waterfall plan, you could say, schedule kickoff meeting. You could say, hold kickoff meeting. And then you can also say prior to that probably, even, plan logistics for kickoff meeting. So you can certainly add these in here. The order really doesn't matter, but you can adjust them as needed. The goal is here Let's say Charlene has planned the logistics when she's done, check; schedule the kickoff meeting, check. As you can see this little bar here will dynamically go up and give the card a percent complete. You'll also notice there's several other tabs such as the work tab allowing you to record your time, an attachments tab allowing you to record attachments to a project and then an issues tab allowing you to record issues as to this particular card. Now, once you're finished working on the actual card, you can certainly go back to the card tab and exit out of here, but you'll notice the system already automatically made some adjustments in the background Ultimately, the goal of a card wall plan is having all your cards listed here under the new state, or new swim lane and move them over to process when you start working on them. Once you're finished with updating all of these tasks, you should be going over here and marking them as complete or drag them over to the completed state. It's a very, very important concept. Do your lists have to be in this order? Not at all, you can change them, but this is where it naturally makes sense to go from left to right. And then, of course, you can add additional lists. Please note as you're adding additional lists, those cannot be deleted. Those can always be deactivated. Let's say I want to work on the UAT. Instead of double clicking on the UAT card, I want to go to the resources tab and say, Serkan, you're responsible for UAT. Using more of this more of this agile approach to assigning users to these tests and their names abbreviated by the first and last name will be down here at the bottom. You also might want to delete a card. You'll notice there's not a deletion card. If you want to delete a card you need to market archive First, selecting Archive button, Confirm. You no longer need that task. Go to the stack sandwich icon over here. Show archive cards, They'll display this red hidden menu. And now if there's anything either drag it outside the archives or I can say I no longer need this. Please delete this card or the entire archive. So you've got a nice little bit of a functionality here in terms of managing these archive cards. The common question we often get asked is what's the difference between a waterfall versus card wall? Please go ahead and select this in the stack sandwich icon and it'll give you a detailed listing in this KB article Card wall on waterfall and when to use which. The differences are highlighted here. So ultimately the card wall plan features are that you have start/end dates which are optional. Where, in a waterfall plan, you must have start/end date. You can do real time updates by drag things left and right. Drag and drop features pretty common there. You've got a subtask checklist. You can color code the different tasks. However, look at the waterfall plan, it's definitely a little bit more for those traditional project managers of you. There's a check in and check out. You can have milestones so you can shift tasks. Tasks end and start dates are required. You can have dependencies. You can even have external dependencies to different projects inside of TeamDynamix. You can have parent/child tasks. You can export the plans and you can do so much more. So if you're following more of the traditional approach, you would definitely use the waterfall plan. Now, it is pretty common though in the project management world, especially using a TeamDynamix to have a combination of multiple plans. You might create a waterfall plan which is traditional plan for more of the executives, They want to see very, very high level plan with some big milestones start and end, et cetera. And then you might create a Card wall plan for your technicians or your team members working on the project. 'Cause usually developers or technicians like the agile drag and drop principle where they can mark things complete as needed, so on and so forth So it does definitely not hurt to have a combination of both or just one plan. I've also worked with clients in the past where we've created a phase one as one plan. and then we've added multiple other versions or phases just down below; completely up to you how you want to manage these. But I definitely have at least one single plan with every project even if it's just a handful of tasks. The last feature I would like to explore with you on the Projects/Workspaces tab is the managed tab, one more time One of the primary duties as a project manager besides, of course, creating a project is maybe to deactivate the project. Apply a project template, try apply baseline; add resources from here, copy or close your project. These are some powerful features, Feel free to explore them offline and specifically apply a project template is really nice where you can not only template out the project plan, but your briefcase repository can be templated out with all your project charter documents. So that every project manager is successful. All of your issues can be standardized All of your links can be standardized, so on so forth. The other though duty of a project manager is to update their project periodically by the update button. So every two weeks or I prefer actually every week, if it's an active project to go in here, and say this project is currently in process. what is the project health? We're doing pretty good so it's in project green, right in the health. You don't have to use the health, but it's an optional feature here. Anything yellow, obviously might need. If we don't watch out, this might be project might derail, and red usually means it's probably derailed or maybe we've lost a bunch of resources, whichever select as like green and then I usually copy the complete from my project plan. and say 5% complete. Project kick off took place 3-1-2021. As part of next steps, we will start working on administrative configurations. Again, whatever you would like to put in here. I also use this section here or this comments field to put in my meeting minutes. Then you get to notify. Anytime I do a project update, actually either you notify all folks that are part of this project by selecting that blue heads icon or exit icon If you just want to notify Alexa here. You can notify other people so other people from our organization, such as Miles. Maybe I want to let Miles know about this particular project. Then you can also, of course, notify other people. Let's say you've got Serkan. Serkan is not a client user, but he's an external vendor. So you can certainly type in my e-mail address here and send notifications. Apart from that, the update button gives you also an opportunity to update all of your custom fields as they're on the form. Do you have to go in here to update it or you don't, but it's certainly a capability, and then all you have to do is select Save, project will be updated. You'll notice it's now in process. We change the status and your latest and greatest project status update will be performed here at the bottom. And this will bring us to all the activities related to the project

 

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Article ID: 655
Created
Tue 5/31/22 10:54 AM
Modified
Fri 11/4/22 10:10 AM