User Guide

Table of Contents

Login. 4

Once you have logged in. 4

1.     Your user account information. 4

2.     The menu at the top changes. 4

3.     This is the saved filter drop down. 4

4.     Global Criteria impact 4

5.     The Tabs Bar 5

a.   Dashboard. 5

b.   DAIR Log. 5

c.   Projects. 5

d.   Programs. 5

e.   Meetings. 5

f.    Reports. 5

g.   Chats. 5

Dashboard: 5

DAIR Log: 7

1.     The Filter section. 7

a.   Keyword. 7

b.   Assignees. 7

c.   Status. 8

d.   Item Type: 8

e.   Priority. 8

f.    Opened, Due, Closed. 8

2.     Add Items is a Drop down. 9

4.     The action menu. 9

Projects View: 9

1.     The Filter section. 10

a.   Keyword. 10

b.   Leads. 10

c.   Status. 10

d.   Tier 10

e.   Phase. 11

2.     Create Project 11

b.   Create Using Template. 12

c.   Import from Project File. 12

3.     Column Headers Sorting. 12

4.     Percent Complete. 12

5.     Status. 13

6.     Nest “N” Days. 13

7.     Issues and Risks. 13

8.     Delete. 14

Programs View: 14

Project Detail / Edit: 14

1.     Project Details. 14

a.   Name. 14

b.   Active. 14

c.   Program.. 14

d.   Start Date. 14

e.   End Date. 14

f.    Sponsor 14

g.   Status. 14

h.   Tier 14

i.    Phase. 14

j.    Budget 14

k.   Actual Cost 14

l.    Hours. 14

2.     Save Buttons. 14

a.   Save. 14

b.   Save As. 15

c.   Save As Template. 15

3.     Chat 15

4.     Save/Return. 15

5.     Sub Tabs. 15

a.   DAIR Log. 15

b.   Plan. 15

c.   Meetings. 15

Program Detail / Edit: 15

Task View/Edit: 16

1.     Button Bar 16

a.   Start 16

b.   Complete. 16

c.   Copy. 16

d.   Save. 16

e.   Delete. 16

f.    Return. 16

2.   Task Header Information. 16

a.   Project 16

b.   ID. 16

c.   Send Notification. 16

d.   Task Type. 16

a.   Priority. 17

b.   Impact 17

c.   Complexity. 17

e.   Start 17

f.    Due. 17

g.   Closed. 17

h.   % Complete. 17

i.    Active. 17

3.     Owners / Informed. 18

a.   Owners. 18

b.   Informed. 18

4.     Notes / History. 18

a.   Notes. 18

5.     Check List 18

6.     Attachments. 18

7.     Links. 18

8.     Issues/Risks/Dependencies/Critical Path. 18

a.   Issues / Risk. 19

b.   Critical Path. 19

Reports. 20

1.     Header Area Option. 20

2.     Button Bar 21

a.   Copy. 21

b.   Save. 21

c.   Return. 21

3.     Results Area. 21

 

End of Table of Contents.

 

Login:

You need to login in order to access the system.  Once you have registered or have been added by an existing project manager you will be able to login.

Once you have logged in you will see this screen.  Numbers are explained below:

  1. Your user account information shows up. If you click on the My Account information you will be taken to the account update screen. You can update password, email, personal preferences and contact information. If you click on the Logout link you will be logged out of the system.
  2. The menu at the top changes as well by adding the ADMIN menu for access to administrative functions.
  3. This is the saved filter drop down.  You can set any filter including the Global Area plus specific Task filters and save the filter to a name of your choice. Then you can quickly jump between filters to work on the items that are specific to your filter needs.
  4. Global Criteria impact all of the Tabs below, so if you set an organization, Program or Project filter that will be in effect for the DAIR Log, Projects, Programs, and Meetings Tabs.
  5. The Tabs Bar:  This is where you drill down to specific Activites.
    1. Dashboard – have reports show how you like in one page, you can save as many different views as you like
    2. DAIR Log – This is a list of all the Tasks that you have access to.  There are 12 different types of tasks
    3. Projects – This is the list of all projects that you have access to. It shows the current status and percentage complete.  Keep in mind the Status is reflective of organization setup (ie. Percent complete or score based).
    4. Programs – This is the list of all programs reflecting the average of all projects associated with each program.  Same information as the Projects screen but for programs.
    5. Meetings – reflects all meetings that you have access to. In order to have access to a meeting, you have to be a presentor, or informed person.  You can also get access to a meeting if you are assigned a task that is part of that meeting. The meetings purpose is to allow you to track minutes and tasks.  Any tasks added in meetings also show up in the DAIR log and Project plans if you want.
    6. Reports – This is where you create all of the reporting that you need to present updates to team members and stakeholders.  You can copy reports and change filters and then add them to the Dashboard.
    7. Chats – This is reflective of any chat that you are associated with. So if you own or are informed of a task, project, program or meeting and a conversation is started with any one of those items it will show up.  There is an option to show only your chat’s and that will hide anything that you have not personally commented on.  There is another check box that will allow you to show only open tasks with conversations.

Dashboard:

The Dashboard is the area that you can view any set of reports that you like. So if you can create a report that report can show up on a dashboard

  1. Once you have a Dashboard laid out you will save it here. Just select Save As and give it a name.  If you want to copy a Dashboard, you can Save As and give new name then arrange and Save.  Whatever the name of the dashboard is in this drop down will be saved. 
  2. If you save a Dashboard with this box checked that dashboard will be your primary (default) dashboard when you login and view the dashboard tab.
  3. In order to add a report you click this button and any reports that you are listed as an editor of will show up. You can select one or all of the reports to be added.
  4. A Note allows you to paste text and graphics so you can personalize the dashboard with company logos and such.
  5. Once a report is added is shows up on the Dashboard grid.  This is a 10x10 pixel grid that you can resize and move any of the reports around. Once you have the layout the way you want make sure to save the dashboard.
  6. The three icons within the Report allow you to
    1. Jump to the DAIR log with the active filter for that report
    2. Jump to the report in edit mode so you can modify that report directly
    3. Delete the report from this dashboard. *Note this does not delete the report, just removes it from the dashboard.

 

 

 

DAIR Log:

Type

Value

Description

DAIR ItemType

decision

Decision

DAIR ItemType

action

Action

DAIR ItemType

issue

Issue

DAIR ItemType

risk

Risk

DAIR ItemType

question

Question

DAIR ItemType

outcome

Outcome

DAIR ItemType

defect

Defect

DAIR ItemType

enhancement

Enhancement

DAIR ItemType

deliverable

Deliverable

DAIR ItemType

milestone

Milestone

DAIR ItemType

schedule

Schedule

DAIR ItemType

changerequest

Change Request

DAIR ItemType

Seperator

Summary

The DAIR Log is really a list of all tasks that you have access to. There are 12 types of tasks:

To the left are all of the types of tasks. As a system admin you can modify the labels for each task type as well as add new ones or delete them.  The only task that is system controlled is the Summary task.  That is automatically assigned for any task that is listed as a parent within a project plan. So if you indent a task below, the non-indented task will become a summary item.  Which means it will take on the Start date of the earliest child task as well as the End date of the latest Child task.  It’s task type will automatically change to Summary.  If a task was a summary item and you remove or un-indent it’s child tasks that task will become a schedule type.

 

 

 




 

 

 

  1. The Filter section is key to narrowing down the tasks that you see. You can filter on the following items:
    1. Keyword: This is a “contains within” filter and will “AND” with the other filter fields. So if you put in “CP” Any items that have the letters CP in the Keyword field will show up in the task list.
    2. Assignees: This is the Owner field in the task.  Any user that you select will filter for them being in the Assignee or the informed field of that task. It shows you everything that that user has access to as well as what you have access to. So you might not see all of their tasks if you do not have access to them. When you start typing a name in this list it will search by contains so you can use first name or last name.  Start with only 3 letters and see what it comes up with.
    3. Status: Depending on how you have elected to calculate status (% or Score) the resulting status is displayed for each task.  This allows you to see only particular items within a certain status. You can select multiple task status to display.





       
    4. Item Type:  As listed above, you can filter for specific Item types or multiple ones or all:
       
    5. Priority: You can filter on the three priority types.


 

  1. Opened, Due, Closed: Are all Date Driven Fields that you can filter on. You have a large choice of predefined options.  The key on this is the Next N days allows you to have a running number instead of a specific week. 

 

As an example if you chose 7 days, that number will always be 7 days from the time that you run a report or filter, so it is not next week it is a flowing window that is always up to date.


 

  1. The last two checkboxes have to do with Critical Path and Dependencies. 
    1. The first one is “Only include items that have dependencies”.  This means that if a different tasks requires this task to complete then this task will show up in this filter.  This does not show the dependent task but the task that this task is dependent upon.
    2. The Second one is “Only include Critical Path Items.  This means the reverse of i. you will see items that others are dependent on. So they impact the schedule if they do not finish. Otherwise known as critical path items.

 

  1. Add Items is a Drop down that allows you to add a DAIR item.  There are 3 ways to add an Item from this screen

    The New item is a blank item that you fill in. 

The From Template pulls from all items that are part of the templates
Import from CSV allows you to import a list of items from Excel

 

  1. You can click on any of the column headers and you will change the sort order. Click again to change Ascending vs. Descending.
     
  2. The action menu applies to all of the items that are in the current filter.  If you select individual items then the action item will apply only to those selected items.  If you do not have anything selected then all of the results will be applied to.  If you do not select specific tasks or select all tasks then the only menu options that are active are the first 4. You can tell because the options are greyed out when they are not available and bold when they are:
           

This screen is to narrow your tasks to see what you want to edit.  Once you see the task you want to edit or drill down to just click on the description of the item.  If you see  in the last column of the item it means there is a Chat conversation associated with this item.

Projects View:

In the Projects Screen you can view all of the projects that you have access to. You should be seeing a familiar pattern here.

  1. The Filter section is key to narrowing down the projects that you see. You can filter on the following items:
    1. Keyword: This is a “contains within” filter and will “AND” with the other filter fields. So if you put in “Software” Any projects that have the word “Software” in the name will show up.
    2. Leads: This is the admin field in the project header.  Any user that you select will filter for them being in the Admin field of that project.  When you start typing a name in this list it will search by contains so you can use first name or last name.  Start with only 3 letters and see what it comes up with.
    3. Status: Depending on how you have elected to calculate status (% or Score) the resulting status is displayed for each task.  This allows you to see only particular projects within a certain status. You can select multiple task status to display.
       
    4. Tier: If you are tracking projects by a Tiering system you can see specific Tier types:

    5. Phase:  You can also track what phase the project is in. This is managed by the project manager and they will update accordingly.
  2. Create Project: There are 3 ways to create a project.

    You have to have a name, Program that this project will be apart of and a method of populating the project. 
    1. Empty Project is just that, there is header information about the project but no tasks. You will add them as needed.
    2. Create Using Template will allow you to choose from available templates for this organization.

       
    3. Import from Project File: This will allow you to export a MS Project to an XML format. Then just select that XML file to import and all of the tasks will be imported into this project.

 

  1. Column Headers Sorting: You can click on any of the column headers and you will change the sort order. Click again to change Ascending vs. Descending.
     
  2. Percent Complete: This reflects the average of all tasks for this project vs. the Average of what all of the tasks should be at.  So if there are 10 tasks and 9 of the 10 tasks are complete and the last task is 50% complete it’s project completion is 95% out of 95% complete assuming that last task was supposed to be 50% complete as of this date.  If that last task was supposed to be 75% complete the project would be 95% out of 98%. The Percent Complete has two options, to calculate on open items only or all items.  This can really impact the display of these numbers. As the last example shows, if there is only 1 task left that is open and it is 50% complete but should be 75% complete then if you use open items only the project status will look like this: 50%/75% instead of using all tasks which would be 95% / 98%.
 

Actual PCT

Should be PCT

Task 1

100%

100%

Task 2

100%

100%

Task 3

100%

100%

Task 4

100%

100%

Task 5

100%

100%

Task 6

100%

100%

Task 7

100%

100%

Task 8

100%

100%

Task 9

100%

100%

Task 10

50%

75%

Average

95%

98%

 

  1. Status: Depending on how you have elected to calculate status (% or Score) the resulting status is displayed for each Project.  Note that this allows you to see only particular items within a certain status. In the above example the status based upon open items only will be Behind Schedule or even trending late, however if you use all items it would be tracking.  That is a big perception. The system default is to use open items only for the status calculation as you need to focus on what is left and not what was done.  This is updated in the Organization settings:
  2. Nest “N” Days:  The N is definable at the system settings.  This will automatically show the top 3 needs attention items across the entire Project.  This is using the Score of every tasks and showing the 3 highest scoring tasks.  This takes into account all of the variables used to calculate status including Priority, Impact, Complexity, Percent Compete Variance to what the Percent complete should be. If you hover your mouse over the item the full description will show.
  3. Issues and Risks: This is the same as the Next N Days which shows Tasks, however this focuses on Issues and Risks only.  It takes the same scoring system and shows the top 3 Issues/Risks. You can also hover over the item and see the contingency field for this Item.
  4. Delete:  The “X” that shows up in the last column allows you to delete this project. Note that if you do this the tasks that are contained within this project will be deleted as well.  In order to delete a program, you will have to delete all associated projects first.

Programs View:

The Programs View is basically the same view as the Projects view, except that everything shown represents the roll up of all projects to the program level.

 

Project Detail / Edit:

  1. Project Details:
    1. Name: This is the project name as it will show on al l lists and references to this project
    2. Active: If this is not checked there will not be any actives allowed to apply work to this project. No new tasks, no time assignments
    3. Program:  this is the program that this project is associated to.  You will be able to add dependencies from other projects assigned to this program.
    4. Start Date: what is the date that this project started (based upon budget)
    5. End Date: When is the expected finish for this project? (based upon budget)
    6. Sponsor: What person within the organization makes the financial decisions regarding this project? (who holds the purse strings)
    7. Status: this is auto calculated based upon all tasks within the project.
    8. Tier: The Tier of this project based upon the corporate standards for classification of project importance and impact.
    9. Phase: What phase is this project in? This is user definable.
    10. Budget: What is the approved Budget that we will show Burn rates against?
    11. Actual Cost: This will be a calculated cost based upon Time applied to Tasks.
    12. Hours: This is a Calculated Time based upon all Tasks associated with this project
  2. Save Buttons:
    1. Save will save the header information for all of the fields described in the section above.
    2. Save As allows you to copy this project to a new project. The original one will still be available.  All tasks will also be copied over and attached to the new project name. You will essentially have duplicate projects.  This is very useful to duplicate projects that have different PM’s or slightly different tasks but have a generic starting point.
    3. Save As Template: Similar to Save As, however this creates a System template using all of the tasks associated with this project and assigns durations from the start date. So there are not Start and Stop times, just durations. Then when you create projects from this templates it will create start and stop times based upon the durations of each task. It will be able to be re-used by anyone associated with this organization and with rights to create projects.
  3. Chat:
    1. This is the Collaborative Chat that is specific to this project. Only folks that have rights to view the project detail will be able to contribute to this chat. So Admins and Observers can add chat messages as well as task owners.
  4. Save/Return:
    1. The Save and Return buttons are the same but located in two locations so they are easily accessible from the top or the bottom depending upon where the user might be scrolling at.
    2. Save: Saves all content in the header area as well as any changes to tasks that were made in the Plan sub tab of the project view.  Changes to the DAIR Log Tasks view happen immediately.
  5. Sub Tabs – These Tabs show all associated items associated with this project:
    1. DAIR Log: This is the same view as the primary DAIR Log Tab, but auto filtered for this project. All functionality available from the Main DAIR Log is available here including the action menu.
    2. Plan: This is a TAB that takes you to the Gantt view project management. You will be able to update and view this project visually as well as assign dependencies.
    3. Meetings: All meetings associated with this project will show here. This is the same as the main meetings tab, but filtered for meetings within this project.

 

Program Detail / Edit:

  1. The program view is the same as the Project view however it is applicable to the general information about the program. You will have all projects associated with this program available to filter.
  2. You also have the ability to assign cross project dependencies from the Plan View Sub Tab within the program view.
  3. Meetings are filtered for all meetings associated with any projects within this program.

 

Task View/Edit:

  1. Button Bar:
    1. Start – This will fill the start date with the current date only if the start date is empty.
    2. Complete – this will fill in the closed date. If there is already a value there it will give you a warning and you can overwrite the date with today’s date.
    3. Copy – This will copy the task to a new task without the history notes and chats.  Everything else is duplicated including the dependencies.
    4. Save – This will save all changes and move the Notes field to the History showing what fields changed.
    5. Delete – This will delete this task
    6. Return – This will take you back to the screen that you were in previously. So if you clicked on a task from a report or from a DAIR Log from within a Project/Program it will take you back to that location.
  2. Task Header Information:
    1. Project – This is the project that this task is associated with.
    2. ID: - this is the task id.  When viewing ID’s in the system the first portion of the task id is the project and the second is the task id. The display here is just the task id.
    3. Send Notification – If you select this box you will send an email to anyone that is associated with this task as an owner or an informed person. Be careful not to send too many emails.
    4. Task Type –  There are 12 types of tasks:

Type

Value

Description

DAIR ItemType

decision

Decision

DAIR ItemType

action

Action

DAIR ItemType

issue

Issue

DAIR ItemType

risk

Risk

DAIR ItemType

question

Question

DAIR ItemType

outcome

Outcome

DAIR ItemType

defect

Defect

DAIR ItemType

enhancement

Enhancement

DAIR ItemType

deliverable

Deliverable

DAIR ItemType

milestone

Milestone

DAIR ItemType

schedule

Schedule

DAIR ItemType

changerequest

Change Request

DAIR ItemType

Seperator

Summary

 

To the left are all of the types of tasks. As a system admin you can modify the labels for each task type as well as add new ones or delete them.  The only task that is system controlled is the Summary task.  That is automatically assigned for any task that is listed as a parent within a project plan. So if you indent a task below, the non-indented task will become a summary item.  Which means it will take on the Start date of the earliest child task as well as the End date of the latest Child task.  It’s task type will automatically change to Summary.  If a task was a summary item and you remove or un-indent it’s child tasks that task will become a schedule type.

 

 

 

 

 

 

 

 

 

  1. Priority – This is the assigned priority of this task. This is used in calculating the score based upon the organizations preferences in percentage of weight for this task.
  2. Impact – This is the assigned impact of this task. This is used in calculating the score based upon the organizations preferences in percentage of weight for this task.
  3. Complexity – This is the assigned complexity of this task. This is used in calculating the score based upon the organizations preferences in percentage of weight for this task.
  4. * Note that Low equates to a 1, Medium to a 2 and High to a 3. 
  5. Start – This is the Date that this task is expected to start.  This date will be changed automatically if it is assigned as a dependent task to another task.
  6. Due – Based upon the expected completion date.  This will change if there are tasks that this is dependent upon based upon the duration of the task.
  7. Closed – The actual completion date of this task.
  8. % Complete :
    1. Calculated – This is what the percent complete should be based upon the start date/ due date and number of days that have passed since the start date.
    2. Manual – This is the percentage entered by the PM or SME/Owner of the task. This is used to calculate the status of the task.
  9. Active – You can place a task as
    1. Active – Currently included in all status calculations from task to organzation
    2. On hold – Excluded from all status calculations. A task that is on hold is expected to complete but the start/end date is unknown and we don’t want to impact the status.
    3. Abandoned – Excluded from all status calculations.  This task is not expected to complete and we do not want to reflect it in any status calculations, however we do want so show it was thought of and presented/tracked.
  1. Owners / Informed :
    1. Owners – Sometimes this is referred to as assigned to, however it is meant to show the person responsible for completing this task. It can be multiple people if you want to split up that responsibility.  If there is not a specific person to assign you should assign one of the standard roles so you can get an idea of resource requirements. Owners have full rights to edit this task. Keep in mind any edits are documented in the history with the fields that were changed and what the old value was and what the new value is.
    2. Informed – These are people that need to be updated on the progress and status of this task. They will be notified whenever a chat or send email is selected.  They will not be able to edit the task, unless they have rights at the project/program or organization levels. They will be able to participate in the chats.
  2. Notes / History:
    1. Notes – whenever you want to document progress or updates on this task enter that information in the notes. Once this is saved, it will move the notes to the history field with the current date and time along with the fields that were updated. The history field is just that, a history of all activity on this task regarding updates and notes. As you scroll down on the history you will be going back in time looking at older updates.
  3. Check List – Check List Items are check off boxes that you can track within a task. If you do not need to track notes individually or items that require start and end dates then add them as checklist or sub tasks of this task.  This is for view only and has no impact to status calculation.
  4. Attachments – You can attached many types of documents including images, documents, spreadsheets and PowerPoints etc…  Keep in mind that when you attach a document it will be stored on the server.  There is a limitation on the amount of documents that will be stored on the server.  Only users that have access to this task will have access to this attached document. When attaching a document you can either drag and drop it from your explorer window into the box or click on the box and select a file from your local computer. Once uploaded you will see a thumbnail of the item.

 

  1. Links - We have found it is better to use the Links area and link to document repository locations with hyperlinks. You can link to any item, folder even reference materials as long as it is a valid web address.

 

  1. Issues/Risks/Dependencies/Critical Path
    1. Issues / Risk – If an item type is issue or risk there are two additional fields that show up (Impact Description and Contingency). These are for reporting purposes as well as keeping up with standard project Management methodologies
    2. Critical Path - If this task is dependent upon another task(s) or if other tasks are dependent on this task (it is a critical path item) those tasks will show up in the section below attachments and links.  This impacts the filter criteria.








       

 

 

Reports:

 

  1. Header Area Options
    1. Options – This area allows you to give general description of the report as well as define the type of report that it will be.
      1. Title – This will show up on the dashboard header
      2. Report Type –
        1. Table – This is a list of rows showing what ever records match your filter and the fields that you have selected in the fields tab
        2. Grouping – Not used at this time. (future release)
        3. Availability – allows you to define if this report is visible to other users in the server environment. You can have it visible to only you, a specific organization or all organizations on a server.
        4. Description – Should be a detailed description of the purpose of this report along with any filters that you have applied.
        5. Delivery Method – Not used at this time (future release)
        6. Start Time / Start Date – will be used as part of the delivery method (future release)
        7. Recurrence – will be used as part of the delivery method (future release)
        8. Editors – folks that will have visibility to this report and be able to edit it.
        9. Viewers – folks that will have visibility but cannot edit.
        10. Creator – the person that created this report or copied it from another report.
           
    2. Filters – This is the same filtering capability that you have in the DAIR log view. Any of the date related fields have drop down.





       
    3. Fields – You can select what fields you want to show up in your report. This only applies to report types of Table. Just drag the field you want to put in the active columns or the available columns.  Once you see a yellow box show up that means you can release your mouse and the field will be dropped.  Just drag between the two boxes.
       
  2. Button Bar 
    1. Copy – Will duplicate all three areas of the report ( Options, Filters, Fields) and change the name to copy of …
    2. Save – Will save the report with all of the current settings in Options, Filters, Fields.
    3. Return – Will return to the last area of the site you were in prior to the reports.  Could have been dashboard, or reports list.
    4. * Note if you want to delete a report you do that from the report list.
       
  3. Results Area - When you first load the report or click on the refresh or Save button this area will reflect the results of your header options (Filter and Fields).  So if you add fields or filters you will need to refresh the report to see the results.
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