KeyedIn Projects Project Manager User Guide

Transcription

1 KeyedIn Projects Project Manager User Guide Version 2.0 July 27, 2012 Project Manager User Guide KeyedIn Solutions, Inc.

2 Welcome to the Project Manager User Guide. This user guide will provide you with a brief overview of how to manage projects in KeyedIn Projects and how to collaborate with project team members. As a Project Manager you play a key role in ensuring that projects are delivered on time and to budget and that your organization becomes more effective at planning and delivering projects through improved team collaboration and knowledge sharing. By managing your projects in KeyedIn Projects you will help the business to: Improve Project Cost Control Improve Project Delivery through accurate progress tracking Deliver Projects on Time and to Budget Improve Customer Satisfaction through improved efficiency Implement more effective project planning Improve Project Delivery efficiency through improved knowledge sharing and collaboration Improve Cash-flow and Automate Client Billing KeyedIn Projects is extremely quick and easy to use and you will be up and running in no time. This document provides a series of useful hints and tips on... How to add projects, resources and roles How to plan project tasks and assign resources How to submit resource requests How to manage risks and issues How to manage change How to collaborate with Project Team Members How to share and manage documents How to review project progress How to manage project budgets How to enter and approve project time How to enter expenses and submit them for authorization How to access reports and define your report favorites How to Search for timesheet, expense, task and assignment data How to create user defined filters How to configure KeyedIn Projects to your individual needs Project Manager User Guide 2

3 Contents Welcome to the Project Manager User Guide Contents... 3 Project Management Process... 7 Logging in to KeyedIn Projects... 8 Overview of the User Interface... 9 Tabbed Interface... 9 Accessing the Tabs Getting Help Setting up the Project Management System for your Business Setting up Projects Setting up Roles Setting up Resources Setting up Logins Managing Projects in KeyedIn Projects Overview of the Project Tab Planning Projects and Managing Tasks Overview of the Task Plan View Essential Task Tab Tools Manipulating the Task Plan View Entering Tasks using the Task Panel Manipulating Tasks using the Toolbars Grouping Tasks Linking Tasks Importing, Exporting and Copying Tasks Assigning Resources and Creating Resource Requests Project Manager User Guide 3

4 Advanced Assignment Features Managing Risks Overview of the Risk Tab Using the Risk Tab Adding Risks Defining your Risk Mitigation Plan Closing Risks and Updating Progress Converting Risks to Issues Managing Issues Overview of the Issues Tab Using the Issues Tab Adding Issues Defining your Issue Resolution Plan Closing Issues and Updating Progress Managing Change Requests Overview of the Change Requests Tab Using the Change Requests Tab Adding Change Requests Approving Change Requests Collaborate with Project Team Members Communicate Tab Overview Using the Communicate Tab Adding To Do Actions Adding Progress Updates Log Lessons Learned Manage Project Documents Project Documents View Project Manager User Guide 4

5 Using the Documents Tab Adding a Project Document Project Status Reporting Status Reporting Tab Using the Status Reporting Tab Adding a Project Status Report Approving Timesheets and Expenses Setting up Project Budgets Using the Budget Search View Adding Budgets Creating Budgets from Plans Managing Project Team Schedules Overview of the Scheduling Tab Creating Resource Lists Scheduling View Overview Using the Scheduling View Calendar View Overview Using the Calendar View Utilization View Overview Adding Assignments Searching for Resource Requests icalendar Integration Managing and Reviewing Project Progress Project Review Screen Review Task Progress Entering Timesheets Direct Timesheet Entry View Project Manager User Guide 5

6 Adding Time in the Direct Timesheet Entry View Advanced Timesheet Entry Options Entering Expenses Expense Entry View Adding Expenses in the Expense Entry View Submitting Expenses Time and Expense Compliance Managing your Project Workload via the My Work Tab Viewing Planned Work and Deadlines on the My Work Tab View Project Status and Alerts Creating Project Lists Manage My Change Requests across Projects Managing My Actions on the Communicate Tab Accessing your Documents Manage My Project Status Reports Reporting Running Reports and Adding Report Favorites Filtering, Grouping and Sorting Reports Searching for Data Setting up Filters Configuring KeyedIn Projects Project Manager User Guide 6

7 Project Management Process KeyedIn Projects provides a very simple process for managing projects. As a Project Manager you will be responsible for managing the entire project management process, from planning projects, through to assigning resources, managing project progress and submitting project status reports. Whether you are new to project management or a seasoned professional, KeyedIn Projects is designed to make the process of managing projects easy. This User Guide focuses on the basic principles of project management, for more advanced features such as demand planning, project prioritization and detailed financial management please see our Portfolio Manager user guide. Assemble Team Define Objectives / Scope Create Project Plan Allocate Resources Costs and Risk Manage Progress Analyze Status Adjust Plans and Manage Change Close Project Diagram 1: Simplified Project Management Process KeyedIn Projects provides a quick and easy to use tool for managing your projects in a consistent, standardized method, by managing projects in KeyedIn Projects, you will benefit from... A better understanding of slipping deliverables or potential missed milestones A real time picture of task progress More accurate future planning based on the actual effort required to perform specific tasks More agile decision making based on a real time view of project progress and cost Improved project delivery and effectiveness through shared knowledge and a more collaborative working environment Reduced impact of sick or absent resources Project Manager User Guide 7

8 Logging in to KeyedIn Projects When your user account for KeyedIn Projects was created you will have received an containing your User Name and Password along with this user guide. You will need these details to access the system. Screenshot 1: KeyedIn Projects Login Screen Logging in To log in visit: User ID: enter your user ID into the field provided, Your User ID is usually your address. Password: Enter the password provided in your welcome . On first logging into the system you will be requested to change your password. Please note: this password must contain at least 2 Capitals, 2 Lower Case and 2 Numbers, although this may seem complicated, it is a requirement of our security audits and ensures the system offers the highest level of security to your business. Forgotten Password If you have lost your login details or you have forgotten your password you will need to reset your password. To reset your password either select the Forgotten your Password? link on the login page or visit: On entering your user ID you will be forwarded a link via to confirm you are the actual user. Click this link to input and confirm your new password. Project Manager User Guide 8

9 Overview of the User Interface To ensure the system is quick and easy to use your user profile has been restricted to provide limited functionality when you first log in. The system is extremely easy to use and there are a number of features available to help you use the system in a quick and efficient manner. Tabbed Interface As a Project Manager you will have 8 tabs available when you log into the system, these include: Screenshot 2: Tabbed Interface Overview My Work Easily view your time and expense compliance, as well as a cross project view of all of your planned work and deadlines. Project Centrally manage all Project data including tasks, risks, issues, change requests, documents and project status. Scheduling Easily view the work schedule of all Project Team Members. Time The Time Tab is where you will enter all of your timesheets. Expense The Expense Tab is where you will enter all of your expenses and submit expenses for authorization. Reports The Reports Tab enables you to easily access and run reports in the system. Search The Search Tab enables you to search for, locate and update previous time and expense entries as well as view tasks and assignments. Please note: If you require additional features or functionality, please contact your system administrator who will be able to update your user profile. Project Manager User Guide 9

10 Accessing the Tabs As you navigate KeyedIn Projects, you will notice that there are several methods of accessing information via tabs. The Diagram below provides an illustration of the different ways in which a user can interact with the tabs. Main Tabs Click on the Main Tabs to quickly access the underlying functionality Sub Tabs Click on sub tabs to navigate to the individual functional areas within the main tabs Tab Menus Where a large number of options or favorites may be presented, tab menus are displayed Diagram 2: Different Methods of Accessing Tabs Project Manager User Guide 10

11 Getting Help There are a number of resources available to help you use KeyedIn Projects, these include tutorial movies, talk to a solution expert, user manuals, free training webinars, blog posts and an interactive user forum. You can access these resources in several ways: Via the Login Page Register for the latest webinars View Tutorial Movies Access the User Forum View Blog Posts Via the Help Menu Access Online Help Access Tutorial Movies Support Queries Access the User Forum Via the User Interface Talk to a Solution Expert Access Tutorial Movies Diagram 3: How to Get Help in KeyedIn Projects Project Manager User Guide 11

12 Setting up the Project Management System for your Business Although the database received with your trial system provides enough data for you to successfully evaluate KeyedIn Projects, there are a few very simple steps which you can follow to setup and personalize KeyedIn Projects to your Business needs. As a Project Manager you have the ability to quickly add projects, roles and resources. This section provides a quick overview on how to create these records. A few features are available to help you quickly add reference data. Auto-Searching You can quickly select existing values by typing the first few characters of the record you require into the Auto-Search enabled fields. Based on the characters entered, a drop down list will be displayed containing all valid records. Add Button If you need to create a related record when creating a new record. For example, you may need to add a new client when adding a new project, where available click the Add icon, a modal form will pop up allowing you to add the related records. Search Button Use the Search Button to locate existing records. Drop Downs Where limited values are available, drop down fields enable you to quickly select your required value. Information Icon Wherever the Information Icon is displayed a tooltip is available which explains how to use the associated field. Simply hover your mouse over the icon to view the tooltip. Mandatory Fields All mandatory fields are identified in KeyedIn Projects by a red asterix. Diagram 4: How to Get Help in KeyedIn Projects Project Manager User Guide 12

13 Setting up Projects Projects are used in KeyedIn Projects to track all of the work you perform for your clients. All tasks, risks, issues, change requests and documents are recorded against projects in the system. To help you familiarize yourself with KeyedIn Projects we recommend that you create a project for your own businesses and follow this user guide to populate your project data. Adding Projects To add a new project: Select the Projects option from the Admin Tab drop down menu. Click the Search Button on the Projects Search screen to see if your project has already been created. Click the Add Project link and select whether you wish to add a blank project or create one from an existing template, the Add Project view will be displayed for either choice. Specify the Description of your Project. Select the Client which relates to this project, to do this simply type the first character of the client in the cell, a list of all existing clients will be displayed. If your required client is not available, click the Add Button to add a new client. Select the Working Time from the drop down field. Populate the Location, Manager and Sponsor fields if you would like to report across any of these values. Select the Chargeable field if you would like users to record chargeable time and expenses against this project. On the Planning Tab, specify whether you wish to track time against tasks or assignments. Click Save and Close to add your Project. Screenshot 3: Adding Projects Top Tip: When you create a new project in KeyedIn Projects you will be prompted to create a blank project or to use a project template. To speed up the process of adding projects, simply select the Task Planning project template. All of the default values will be set by the template. Project Manager User Guide 13

14 Setting up Roles Roles are used in KeyedIn Projects to create Resource Requests or to analyze Resource Capability. Roles represent the different types of resources you utilize on Projects. For example, as a Creative Agency you may employ Designers, Copy Writers and Web Developers. However, a Software House may utilize Developers, Business Analysts and Testers. You can set up any number of roles in KeyedIn Projects. Creating new roles is easy; simply select the Roles option from the Admin Tab drop down menu. Adding Roles To add a new role, simply: Enter a suitable code for the role. Provide a Description. Select a Department. Select the Working Time. On the finance tab specify the cost and charge rates for the role. Click Save and Close to complete. Screenshot 4: Adding Roles Please Note: If you wish to utilize KeyedIn Projectss Project Portfolio Management functionality you will need to provide each role with a Forecast Planning Rate on creation. Forecast Planning Rates are added via the Financial Tab. Project Manager User Guide 14

15 Setting up Resources Resources are used in KeyedIn Projects to represent all of your employees, contractors or freelancers. All time, expenses, assignments, actions, risks and issues in KeyedIn Projects are logged against a Resource. If you wish to charge out your time or if you wish to analyze project costs in KeyedIn Projects, when you create a new resource record you will need to provide them with a cost and charge rate, these are added on the Financial tab. Adding Resources To add a new Resource: Select the Resource option from the Admin Tab drop down menu. Click the Search Button on the Resource Search screen to see if your resource has already been created. Click the Add Resource link and select whether you wish to add a blank resource or create one from an existing template, the Add Resource view will be displayed for either choice. Specify the Description of your Resource. Specify the Department. Provide the resource with a Primary Role; this is the user s role in the business such as Project Manager, Designer or Trainer. Select the Working Time from the drop down field. Select the Resources Cost Centre. Populate the Line Manager and Location fields if you would like to report across any of these values. If you require your users to record time and expenses please ensure that they are licensed to use the Professional Service Automation functionality. On the Financial Tab, specify the Standard and Overtime Cost and Charge rates for your resource. Click Save and Close to add your new Resource. Screenshot 5: Adding Resources Top Tip: if your organization doesn t track overtime, simply use the same cost and charge rates for standard time and overtime. Project Manager User Guide 15

16 Setting up Logins Logins provide your users with access to KeyedIn Projects. To ensure KeyedIn Projects is as intuitive as possible for your end users we have created a series of template logins which provide common types of access to the system. We strongly advise that you create users based on our predefined login templates, as this will save time and ensure each of your users has access to a role based user guide. Adding Logins To add a new Login: Select the Login option from the Admin Tab drop down menu. Click the Search Button on the Login Search screen to see if your Login has already been created. Click the Add Login link and select the Add from template option. Select the template login from the list provided. Specify the Description of your Login. Specify the User ID, this should be a valid address for the Login. Enter and confirm a Password. In the Own Resource field select or add the Resource record associated with this login. Specify the Startup Page for the Login. Click Save and Close to add your new Login. Screenshot 6: Adding Login Accounts Top Tip: By creating your users from the pre-defined template logins you will be removed from the comprehensive security and permissions KeyedIn Projects offers. If you need to setup your own login types, please refer to the system help for further explanations on how to create Login Profiles and Login Groups and how to define login permissions. Project Manager User Guide 16

17 Managing Projects in KeyedIn Projects Managing Projects in KeyedIn Projects couldn t be easier. As a Project Manager, our intuitive user interface provides you with complete focus on the progress and performance of your projects, enabling you to deliver projects on time and to budget in a controlled and predictable manner. You can easily access all of your project data via the Project Tab. Overview of the Project Tab The Project Tab in KeyedIn Projects provides you with a central hub for managing all of your project data such as tasks, risks, issues, change requests, documents and your communication with Project Team Members. The Project tab has been split into sub tabs to make navigating the system and analysing specific project data easy. Screenshot 7: Project Tab Overview Please Note: The Sub Tabs available on the Project Tab can be manipulated by your system administrator. The tabs represented in this user guide represent those configured for the Project Manager Template login. If you wish to add or remove sub tabs from your project managers please contact your system administrator. Project Manager User Guide 17

18 There are 8 sub tabs on the Project tab, these are: Tasks Easily create simple task lists, plan projects, specify dependencies, schedule resources and review project progress. Risks Centrally manage all of your project risks, specify your risk mitigation plan and analyze risk status. Issues Easily manage a central log of all project issues and create and manage your issue resolution plan. Change Requests Quickly raise and manage the status of Change Requests for your projects. Communicate Easily collaborate with your project team members; view discussions, progress updates and lessons learned. Documents Centrally manage all Project Documents. Project Status Standardize your project status reporting, quickly update project stakeholders in a standardized manner. Approvals Quickly and easily approval of all timesheets and expenses associated with your projects. Diagram 5: Project Tab Sub tabs Project Manager User Guide 18

19 Planning Projects and Managing Tasks Whether you are new to Project Management or a seasoned professional, the Tasks Sub Tab provides you with the ability to create simple task lists for your projects or to create comprehensive project plans which includes tasks, milestones, deliverables and constraints. You can easily assign resources to any of the tasks you create in KeyedIn Projects and track the progress of Project team Members. Overview of the Task Plan View All Tasks are created via the Task Plan View in KeyedIn Projects. The task plan view has been designed to be quick and easy to use and incorporates many highly intuitive features such as keyword navigation and drag and drop task creation and linking. To help users understand and use the task plan the screen is split into 4 distinct areas. Screenshot 8: Task Plan View Toolbar Provides a series of tools designed to help you manipulate the task view, add new tasks and assign resources. Task Panel Quickly create tasks in this spreadsheet type view using nothing more than your keyboard. Gantt Chart View a visual representation of your plan, easily add new tasks, reschedule tasks, extend tasks and link tasks using your mouse. Assignments Easily view and assign resources to tasks in the lower panel. Please Note: There are a number of ways in which you can use the task plan view. This user guide is designed to familiarize you with its key features and provide a basic method of planning tasks. For further information on more advanced features please refer to the systems help files. Project Manager User Guide 19

20 Essential Task Tab Tools Before you begin planning a project in KeyedIn Projects you must first check out the required project plan. This locks the plan and will warn any other users with permission to manage this project, that you are updating the plan. There are a number of tools that are essential to the use of the task plan view Check In/Check Out You must Check Out a plan to edit the tasks, no other user can edit the plan when it is checked out. When you Check Out a Project, additional toolbar options will appear which can be used to edit the plan. To provide other users with the ability to edit the plan you must Check In the plan. Save Click the Save icon to save any updates to your project plan. The Save icon will only be available to Checked Out plans. Rollback You can use the rollback icon to undo any changes to the plan since it was last saved. Plan Configuration Quicky specify the Plan start date, any new tasks will automatically default to the planned start date. Turn on or off the Keep Outline numbers up to date feature. Turning off outline numbers speeds up the performance of large plans. Diagram 6: Essential Toolbar Features Project Manager User Guide 20

21 Manipulating the Task Plan View There are a number of features available in KeyedIn Projects which enables you to change the look and feel of the Task Plan. These include: Zoom In and Zoom Out Zoom In and Out between a weekly, monthly or quarterly gantt chart. Change Column Widths Position your mouse between columns in the task panel, using your left mouse button drag out the column widths to the desired size. Show/Hide Columns Right Click on any column heading in the Task Panel to reveal the Choose Columns option. Select the Choose Columns option then select which Tasks you wish to display. Resize the Task Panel Place your mouse pointer between the Task Panel Scrollbar and Gantt Chart Scrollbar, using your left mouse button drag the panel to your desired position. Resize the Gantt Height Click the Gantt Chart Height Resize tool with your left mouse button and drag the Gant Chart to the required height. Diagram 7: Manipulating the Task Plan View Project Manager User Guide 21

22 Entering Tasks using the Task Panel Adding new tasks into KeyedIn Projects is quick and straightforward. Using the Task Plan simply enter the following task details. Task Name Enter a textual description for the task. Duration Specify the duration, the duration is the length of the task and will automatically set the start and end date of the task. Start Change the Start date if required using the date picker. Finish Change the Finish date if required using the date picker. Effort Enter the effort for the task, this is the amount of work required to complete the task. Enter 0 effort to create a milestone. Predecessors Enter the Task ID (displayed in the left hand column) of any predecessors, separate task ID s using; if there are multiple predecessors. The start and end date of the task will be updated to represent the dependency Screenshot 9: Entering Task Details Top Tip: You can quickly create a new task by dragging out a task in an empty row of the Gantt Chart; this will automatically define the start date, finish date and duration of the task. A start no earlier constraint will be placed on the task on the start date. Project Manager User Guide 22

23 Manipulating Tasks using the Toolbars The toolbar contains a number of useful tools to help you manipulate your plan, these include: Add Row Click the Add Row icon to add an empty task row to the bottom of the plan. Repeat this process to add multiple rows. Insert Row Above Click this icon to add a row above the selected task. Simply click the task bar or any of the task details to select a row. Selected rows are highlighted in blue. Insert Row Below Click this icon to add a row above the selected task. Simply click the task bar or any of the task details to select a row. Selected rows are highlighted in blue. Delete Selected Tasks Use the delete selected tasks icon to delete single or multiple tasks. To select a single task simply click the task bar or any of the task details to select a row. To select multiple rows, place a check in the task select box at the far left of the task panel. Diagram 8: Manipulating Tasks using the toolbars Top Tip: You can also access these tools by right clicking on either the task panel or against a row in the Gantt chart. Project Manager User Guide 23

24 Grouping Tasks For larger project plans, as part of your work breakdown structure you may need to group tasks, for example, you may wish to group tasks into phases. To achieve this, KeyedIn Projects provides a number of tools to help you group tasks and to navigate grouped tasks. Screenshot 9: Grouped Tasks Please Note: KeyedIn Projects enables you to nest Grouped Tasks, for example, grouped tasks can include grouped tasks. This is useful for organising tasks in larger project plans, as Grouped Tasks can be expanded and contracted to maximize your use of screen space which allow you to easily focus on specific tasks. Project Manager User Guide 24

25 The grouping of tasks is carried out using the toolbar, the following tools are available: Indent To indent a single task, simply select the task and click the indent icon. If you wish to indent multiple tasks, simply select all of the required tasks and click indent. Outdent To outdent a single task, simply select the task and click the indent icon. If you wish to outdent multiple tasks, simply select all of the required tasks and click indent. Expand All Click the Expand All icon to expand all task groups. Collapse All Click the Collapse All icon to collapse all task groups, only summary tasks and non grouped tasks will be displayed in the Gantt chart. Expand/Collapse an Individual Group Click the folder icon against a summary task to expand or collapse the task group. Diagram 9: Task Grouping Tools Project Manager User Guide 25

26 Linking Tasks An essential part of managing any project is specifying the dependencies; dependencies define the sequence and relationship between tasks in your plan. As a Project Manager, by defining your dependencies you can easily create your project timeline and critical path. Specify a Predecessor A quick and simple way to define a dependency is to enter any predecessors for the task in the task panel. Simply enter the ID of the desired task in the predecessors field. Use a ; to specify multiple predecessors. Edit Task Dependencies Double click a Task in the Task Plan to open the Task Edit View. Select the Predecessors Tab. Use the drop down field to select any predecessing tasks and specify the relationship type. Link Tasks using Drag and Drop Quickly create Finish to Start task dependencies by dragging relationships between tasks in the Gantt Chart. Simply click the task you wish to link with your left mouse button then drag the link to the required task. Diagram 10: Linking Tasks Please Note: If you have no prior experience of specifying task dependencies and would like to learn more, please refer to our tutorial movies and system help. In addition to task dependencies KeyedIn Projects also allows you to add constraints to tasks. You can create a constraint by dragging a task to your required start date or by editing the task details. Please refer to the help files for additional information on adding constraints. Project Manager User Guide 26

27 Importing, Exporting and Copying Tasks KeyedIn Projects includes a powerful capability to import and export project plans. As standard, the system will allow you to import and export project plans to and from MS Project. In addition, plans can be copied from existing projects and template projects in KeyedIn Projects. Copying tasks from template projects is extremely useful if you wish to base a plan on a previously successful project or if your organization provides you with specific task templates that must be included in your project plans. Copy Plan from another Project To copy a plan from an existing project, simply click the Copy Plan from another Project icon. Select the project to copy the tasks from. Select whether to include role based assignments. The Tasks will be copied into the existing plan starting on the project start date. Import Plan from MS Project To import a MS Project Plan, use the Browse button to select the Project Plan on your local computer. Specify whether you wish to include resource assignments. Click Upload to review a summary of the import. Clcik Complete to complete the import. Export Plan to MS Project Click the Export Plan to MS Project icon. Specify your filename. In the Task Planning options select whether to export Tasks, Roles and Resources and Assignments. Click Export and Save your file to the desired location. Diagram 11: Import, Export and Copy Functions Please Note: If you require further information on importing and exporting MS Project plans please refer to the help files. Top Tip: To speed up future planning you can quickly create task based plans for template projects; simply select the template project in the Task Plan view. This is useful for quickly importing all tasks associated with a specific project management methodology, standardising tasks or for quickly importing tasks associated with different phases of projects. Project Manager User Guide 27

28 Assigning Resources and Creating Resource Requests The final feature of the Task Plan view is the ability to assign resources to tasks or to create role based resource requests. As a Project Manager it is your responsibility to ensure your plan is effectively resourced so that any tasks and milestones are delivered on time. Depending on your organization you may or may not have the ability to assign resources to tasks. Commonly, where a resource management function exists project managers will not have the ability to assign resources but instead can notify resource managers of their resource requirements by assigning roles to tasks. Whether you have the ability to assign resources or roles to tasks, all resource assignments are carried out using the toolbar and the assignments grid highlighted. Screenshot 10: Assigning Resources to Tasks Assigning resources or roles to tasks is easy in KeyedIn Projects, simply use the tools and process described below to add your assignments: Project Manager User Guide 28

29 Add Assignment Select the Task in either the Task Panel or Gantt Chart where you wish to add the assignment. Click the Add Assignment icon to add a new assignment row, clcik multiple times to add multiple resources/roles. Select/Search for Resource Click the Select icon to manually select the resource or role to assign to the task. Click the Search icon to find suitable and available resources based on the task details. Assignment Description Defaults the assignment description to the task description. Enter a suitable description for the assignment if it is different to the task. Duration The duration will default to the task duration. Start/Finish Displays the Start and End date of the assignment. Use the date pickers to change the dates if required. Effort Displays the effort assigned to the task. Manually enter a new value if required or use the Calculate button to calculate the available working time in the assignment period Confirmed Specify whether this is a confirmed or provisional assignment. Only confirmed assignments are used when calculating a resources utilization. Diagram 12: Assigning Resources Project Manager User Guide 29

30 Advanced Assignment Features A number of advanced features are available to help you manage resources in KeyedIn Projects. For example, the Map Role Based Assignments tool enables you to easily replace a selected role on a project with a physical resource. This is especially useful if you have created your plan using project templates as you can quickly assign a named resource to all tasks allocated to the project manager. Advanced tools include: Map Role Based Assignments Simply select the Map Role Based assignments icon. In the pop up window, simply select the resource you require against each role. Select the date range across which you wish to replace the roles and click save. Replace Selected Resource To change the resources assigned to particluar tasks simply select the required assignments in the assignment panel. Click the Change Selected Assignments Resoure icon. Use the search facility to select the resource you wish to assign to the selected assignments. Split Assignment To split an assignment, simply select the required assignment in the lower panel. Click the Split Assignment Icon. Select the date where you wish to split the assignment. Delete Selected Assignments To delete assignments simply select the required assignments in the lower panel. Click the delete assignments icon. Diagram 13: Advanced Resource Assignment Tools Project Manager User Guide 30

31 Managing Risks The Risks Sub Tab provides a central point to manage all of your risks and your risk mitigation plan items. As a Project Manager the Risks tab provides you with complete visibility of all of your project risks and their associated status. Risks are an important mechanism for identifying any potential delays or issues with your projects. With KeyedIn Projects you can also create a risk mitigation plan and assign actions to your project team members to manage out risk. Any risk actions assigned to your project team members will automatically be displayed on their planned work and deadlines. Overview of the Risk Tab The Risk Tab provides a quick and efficient way to manage all of your project risks, key features include: Key Features The risk tab enables you to easily: View a summary of your Risks and Mitigation Plan actions. View all, closed and open risks. View all, closed and open risk mitigation actions. Quickly identify any overdue risks. Import Risks from Risk Templates. Export Data to MS Excel. Easily Add new risks and risk mitigation plan actions. Amend and Delete existing risks. Screenshot 11: Managing Risks in KeyedIn Projects Please Note: The details of each risk have been configured using custom fields based on a standard risk management methodology. If you would like to capture additional information about your risks please contact your system administrator who will be able to add additional custom fields. Project Manager User Guide 31

32 Using the Risk Tab A series of features are available to help you manage risks on the Risk Tab, these include: Add Click the Add Button to enter a new risk. See Adding Risks for more details. Import Click the Import Button, then select the project or template that you wish to import risks from, optionally include mitigation plan items and specify a default date for the risk identification date. View Details In the Summary Panel, click on the total risks or mitigation plan actions displayed in the Total, Closed, Open or Overdue cells. The associated risks or risk action will be displayed in the lower panel. Amend Click the risk code or the amend icon to open the risk for editing. Delete To delete a risk or risk action, simply click the delete icon in the lower panel. Diagram 14: Using the Risk Tab Project Manager User Guide 32

33 Adding Risks Adding new risks into KeyedIn Projects from the Risk Tab is quick and easy, simply follow these simple steps: Enter your Title Provide a textual description of your risk. Impact Date Enter the Date that the risk is likely to impact the project or convert to an issue. Probability Estimate the probability of the risk occurring. Impact Specify the likelihood of the risk impacting the cost, timescale or quality of the project. Description/Contingency Enter a detailed description of the risk and any contingency. Attachments Use the Attachments tab to store any supporting documents. Screenshot 12: Adding Risks Please Note: If you have the appropriate permissions you can also change which project this risk effects and who owns the risk. These are set to the current project and your own resource by default when adding risks from the Risk Sub Tab. Project Manager User Guide 33

34 Defining your Risk Mitigation Plan When adding risks or updating risks in the system you can easily create a Risk Mitigation plan for the associated risk. This is useful for providing yourself and other project team members with specific risk actions to help prevent the risk or to manage out risk. Adding Risk Actions from the Risk Sub tab is easy, simply: Screenshot 13: Adding Risk Mitigation Actions Select the Action Type Select the type of action, simply enter the first letter of the Action Type or if you are unfamiliar with the data use the search icon. By default a single Mitigation action is configured in the trial database. Select Owner By default all new risk actions will be set to your own resource. If you wish to add risk actions for other project team members change the owner field to the desired resource. Select your Status By default all new risk actions are set to open. As you manage your risk actions in the system, when a risk action is closed you will need to amend the risk action and set the status to closed. Set the Due Date Specify the data when this risk action needs to be completed. Enter a Description Provide a detailed description of the risk action in the text field provided. Please Note: If you wish to add an order to your risk mitigation actions the step field enables you to order actions using a numerical value. Project Manager User Guide 34

35 Closing Risks and Updating Progress As a project manager an essential part of managing risks is to close out risks and update progress. Where a risk can t be closed KeyedIn Projects also provides the ability to convert a risk into an issue. To close a risk and add a progress note, simply: Adding a Note To add a note updating your progress, open the required risk, then simply select the Notes Tab, click the Add Button, provide a Title and Description for your note and click save. Closing a Risk To close a risk, open the required the risk, then on the general tab, in the status field, update the status from open to closed. Screenshot 14: Closing Risks Please Note: Risk Actions can also be closed using the same process. Project Manager User Guide 35

36 Converting Risks to Issues There will be occasions when you are managing risks in KeyedIn Projects when you are unable to mitigate the risk and it will become an issue. To help you manage this process seamlessly in KeyedIn Projects we have provided the ability to easily create an issue based on an existing risk. To create a new issue from an existing risk, follow these simple steps: Step 1: Add your Issue On the Risk Tab use the summary panel to locate your required risk, you can also use the Risk Search to locate a specific risk. Against the details of your risk click the Add Issue Link. A new issue will be created containing the same details as the risk you have created the issue from. You will notice that the Associated Risk field contains the Risk from which this issue was created. Enter your Description To complete the creation of your new issue, provide a textual description for your issue. Screenshot 15: Assignment Edit View Project Manager User Guide 36

37 Managing Issues KeyedIn Projects Issue Management functionality ensures that all issues are pursued in a proactive manner. Issues can easily be created from your risks or entered from new. To ensure issues are managed in a quick and efficient manner an Issue Resolution Plan can be defined for each issue with actions allocated to specific project team members. Overview of the Issues Tab The Issues Tab provides a quick and efficient way to manage all project issues, key features include: Key Features The Issues tab enables you to easily: View a summary of your Issues and Issue Resolution Plan actions. View all, closed and open Issues. View all, closed and open Issue Resolution Plan actions. Quickly identify any overdue Issues. Import Issues from Issue Templates. Export Data to MS Excel. Easily Add new Issues and Issue Mitigation Plan actions. Amend and Delete existing issues. Screenshot 16: Issues Tab Please Note: The details of each issue have been configured using custom fields based on a standard risk and issue management methodology. If you wish to convert risks to issues in KeyedIn Projects and retain the information associated with your risks, please ask your system administrator to ensure any additional custom fields created against risks are also available to issues. Project Manager User Guide 37

38 Using the Issues Tab A number of features are available to help you manage Issues on the Issue Tab, these include: Add Click the Add Button to enter a new issue. See Adding Issues for more details. Import Click the Import Button, then select the project or template that you wish to import issues from, optionally include resolution plan items and specify a default date for the issue created date. View Details In the Summary Panel, click on the total issues or resolution plan actions displayed in the Total, Closed, Open or Overdue cells. The associated issues or issue actions will be displayed in the lower panel. Amend Click the issue code or the amend icon to open the issue for editing. Delete To delete an issue or issue action, simply click the delete icon in the lower panel. Diagram 20: Using the Issues Tab Project Manager User Guide 38

39 Adding Issues Adding issues is quick and easy in KeyedIn Projects, simply: Enter your Title Provide a textual description of your issue. Select the Associated Risk If your Issue is the outcome of a risk then you can use the Associated Risk field to select which risk the issue is an outcome of. Impact Specify the likelihood of the issue impacting the cost, timescale or quality of the project. Description/Solution Enter a detailed description of the issue and proposed solution. Attachments Use the Attachments tab to store any supporting documents. Screenshot 17: Adding Issues Please Note: If you have the appropriate permissions you can also change which project this issue effects and who owns the issue. These are set to the current project and your own resource by default when adding issues from the Issues Sub Tab Project Manager User Guide 39

40 Defining your Issue Resolution Plan When adding issues or updating issues in the system you can easily create an Issue Resolution plan. This is useful for providing yourself and other project team members with specific actions for resolving issues. Adding Issue Actions from the Issue Sub tab is easy, simply: Select the Action Type Select the type of action, simply enter the first letter of the Action Type or if you are unfamiliar with the data use the search icon. By default a single Issue Resolution action is configured in the trial database. Select the Owner By default all new issue actions will be set to your own resource. If you wish to add issue actions for other project team members change the owner field to the desired resource. Select your Status By default all new issue actions are set to open. As you manage your issue actions in the system, when an issue action is closed you will need to amend the risk action and set the status to closed. Set the Due Date Specify the date when this issue action should be completed. Enter a Description Provide a detailed description of the issue action in the text field provided. Screenshot 18: Maintaining Issue Resolution Plans Project Manager User Guide 40

41 Closing Issues and Updating Progress As a project manager an essential part of managing issues is to close issues and update your progress. To close an issue or to add a progress note, simply: Adding a Note To add a note updating your progress, open the required risk, then simply select the Notes Tab, click the Add Button, provide a Title and Description for your note and click save. Closing an Issue To close an issue, open the required issue, then on the general tab, using the status field; update the status from open to closed. Screenshot 19: Closing Issues Project Manager User Guide 41

42 Managing Change Requests KeyedIn Projects provides the ability to centrally manage and store all Change Requests raised against a project. For example, a change request may be driven by your customer where they wish to change a feature in a product you are producing. Generally whatever the reason for the change request there will be effort associated with implementing the change, a potential internal cost and a potential additional charge to the customer. As a project manager it is important to manage change as it provides the necessary information you require to understand where you are at in a project compared to where you thought you would be. Each change request provides useful information for future planning and improving your project management effectiveness. Overview of the Change Requests Tab The Change Requests sub tab is used to store and manage all of your Change Requests, key features include: Key Features Easily manage all project change requests, key features include: Centrally View all Project Change Requests. Easily Add New Project Change Requests. Quickly filter change requests by date logged, resource and status. Easily view the status of Project Change Requests. Screenshot 20: Change Requests Tab Please Note: The details of each change request have been configured using custom fields based on a standard change management process. If you wish to capture additional data against a change request or remove fields, please ask your system administrator to update the change request custom fields. Project Manager User Guide 42

43 Using the Change Requests Tab A number of features are available on the Change Request tab to help you manage project change requests, these include: Using Filters Easily filter by Date Logged, Resources and Approval Status. Add Click the Add Project Change Request Button to quickly add a new record. Amend Click the Amend icon to open the associated record. Clone Click the Clone Icon to duplicate the associated record, all values will be coopied from the underlying record. Delete Click the Delete icon to remove the associated record. Diagram 16: Using the Change Requests Tab Project Manager User Guide 43

44 Adding Change Requests Adding a Change Request into KeyedIn Projects is extremely easy, simply: Screenshot 20: Adding Change Requests Select the Priority Use the drop down menu to select the priority from the list. Enter the Effort If applicable, enter the estimated effort in days to implement the change. Internal Cost If applicable, enter the cost to your business in your local currency to implement the change. Charge If the change is requested by your customer and will be chargeable, enter the potential Charge in your local currency. Change Details Enter a suitable description for the change request. Attachments Attach any supporting documents. Please Note: The effort (days), internal cost and charge fields have been created using custom fields. If your organization wishes to track different or additional information against change requests your system administrator will need to configure additional custom fields or remove the existing values. Project Manager User Guide 44

45 Approving Change Requests An important step in the change management process is to approve or reject change requests. To keep the trial system simple we have added a couple of simple fields for you to update the status of any change request. Once updated the Approval fields will become read only. To approve or reject a change request, simply: Select the Approval Status Using the drop down menu select whether you wish to accept or reject the change request. Enter your Approval Reference Provide a suitable textual approval reference, for example, initials and date. Screenshot 21: Approving a Change Request Please Note: If your business requires to change the Approval Status of change requests after they have been approved or rejected you will need to change the behaviour of the Approval field. Please contact your system administrator to request the field behaviour change. Project Manager User Guide 45

46 Collaborate with Project Team Members As a Project Manager it is important that you manage your workload, keep project team members informed of your progress and share your knowledge with other team members. All of these actions provide critical data for managing the progress of projects and for improving the effectiveness and efficiency of your organizations project management process. Communicate Tab Overview The Communicate Tab provides a central hub for managing all of the To Do Actions, Lessons Learned and Progress Updates logged against your project by project team members. Key Features Key features of the Communicate Tab include: View all Communication in a central repository. Easily filter Communication by Resource. Easily filter on To Do Actions, Lessons Learned and Project Updates. Filter by action status including To Do, In- Progress, Completed and Overdue. Filter Actions by Date Range. Add new To Do Actions, Lessons Learned and Project Updates. Screenshot 22: Communication Tab Overview Top Tip: The Communicate Tab in KeyedIn Projects has been configured using KeyedIn Projectss Action Management functionality and custom data views. If there is additional project information you wish to communicate or additional fields you wish to capture on the forms, please inform your System Administrator who will be able to update the configuration Project Manager User Guide 46

47 Using the Communicate Tab A number of features are available to help you manage actions on the Communicate tab. Filter Data Quickly filter by Date Range, Resource, Action Type and Status. By default data will be displayed for your own resource. Add New Actions Use the buttons provided to add new To Do, Project Update and Lessons Learned actions. View Status Easily idenfity whether actions are Overdue, To Do or Completed. Amend Actions Click the Amend icon or any of the action details to open the record to update the status or any other details. Clone an Action Use the Clone icon to quickly assign an identical action to a different resource. Delete an Action Use this link to delete an action, you will only be able to delete actions you have created. Diagram 17: Using the Communicate Tab Project Manager User Guide 47

48 Adding To Do Actions As a Project Manager the communications tab enables you to easily manage and analyze all of the To Do actions raised against your project and to add new To Do Actions into the system. To Do Actions provide a quick and efficient tool for setting personal reminders in KeyedIn Projects or for providing other team members with tasks and actions outside of the core project plan. For example, you may require somebody to update a document or to update a meeting agenda. As a Project Manager the Communicate tab provides you with complete visibility into whether these actions have been progressed and completed and how they relate to all of the communication occurring on the project. Adding a new To Do Action is extremely easy, follow these 4 simple steps: Select Resources By default your own resource will be used for any To Do Actions you add. Use the Resource field to select a different resource or to add multiple resources as required. Specify the Required Date Use the calendar tool to select the due date. Select the Project Use the Project field to select the required project Enter the Details Enter the action details as required. Attach any Supporting Documents You can use the Attachments tab to easily add any documents to this action which will help the resource complete the action. Click Save and Close to complete. Screenshot 23: Adding To Do Actions Project Manager User Guide 48

49 Adding Progress Updates As a Project Manager one of your key responsibilities is to keep Project Stakeholders up to date with project progress and to analyze any progress updates submitted by your project team members. The communication tab provides a central repository of all progress updates submitted against your project by all project team members. Progress Updates enable you to communicate any significant achievements or progress on the project. For example, you may want to notify the project team that you have not received a deliverable from a supplier or you know it s going to be delayed. This way, as the Project Manager you can raise a Project Issue or update the task plan accordingly. All progress updates can easily be incorporated into your project status reporting process. Adding Progress Updates in KeyedIn Projects is quick and easy. Simply click the Add Progress Update button on the Communicate sub tab of the Project tab and then: Select the Project Use the Project field to select the required project. Enter the Details Enter the details of your progress update as required. Attach any Supporting Documents If you have any supporting documents which add further information to your project update simply attach them via the Attachments tab. Click Save and Close to complete. Screenshot 24: Progress Update Top Tip: In some businesses, progress updates are submitted at the end of each week allowing project managers to review the information prior to submitting their project status report. If your business does not have a formal process, try to get into a regular habit of updating your progress. All communication is good communication. Project Manager User Guide 49

50 Log Lessons Learned KeyedIn Projects Lessons Learned feature provides a useful mechanism for logging any insights that you gain whilst working on a project which can be shared with other project team members or can usefully be applied to future projects to improve delivery. Lessons learned are important to any project and provide a mechanism to retrospectively look at the performance of a project and assess where improvements can be made. Logging Lessons Learned in KeyedIn Projects is quick and easy. Simply click the Add Lesson Learned button on the Communicate sub tab of the Project tab and then: Select the Project Use the Project field to select the required project. Enter the Details Enter the details of your Lesson Learned. Attach any Supporting Documents If you have any supporting documents which add further information to your lessons learned simply attach them via the Attachments tab. Click Save and Close to complete. Screenshot 25: Logging Lessons Learned Please Note: Lessons learned are configured using our Action Management functionality and Custom Data Views, if you wish to capture further information against a Lesson Learned action please contact your system administrator who will be able to add the required field. Project Manager User Guide 50

51 Manage Project Documents KeyedIn Projects provides a central repository of all project documents stored against a project. As a Project Manager you are able to access and view existing documents as well as upload your own documents. Storing documents in KeyedIn Projects offers a number of benefits to the project, including providing all team members with real time access to vital project information. In addition, storing documents centrally reduces the administration time associated with searching for and locating documents on your organizations network. Project Documents View The Documents tab provides a central hub for managing and downloading all of the Documents stored against your project by all project team members. Key Features Key features of the Documents tab include: View all Project Documents in a central repository. Easily filter Project Documents by Resource. Easily filter by document type. Filter Actions by Date Range. Add new Project Documents. Screenshot 26: Documents Tab Overview Top Tip: As well as providing a central repository of all project documents, as a Project Manager you can also attached documents to any action in the system to provide supporting documentation. Project Manager User Guide 51

52 Using the Documents Tab A number of features are available to help you manage documents on the Documents tab. Filter Data Quickly filter by Date Range, Resource and Document Type. Add New Document Use the Add Project Document button to upload a new document. Download the Document Click the Document Attachment field containing the link to the required document to download it. You cannot check in or check out the document for editing in this way. Amend Document Click the Amend icon to update the details of the attached document, you check documents in and out for editing by accessing them through the project document action. Clone a Document Use the Clone icon to quickly clone the project document record. This is especially useful it you wish to submit a new version or a revision to a document. Delete a Document Use this link to delete a project document from the system. Diagram 18: Using the Documents Tab Project Manager User Guide 52

53 Adding a Project Document Adding a new project document into KeyedIn Projects is quick and easy, simply: Select the Project Use the Project field to select the required project. Enter the Details Enter the action details as required. Select the Document Type Use the drop down field to select the project document type. Most common project documents are available; contact your system administrator to add any document types not listed. Attach the Document Use the link provided to Upload your Document. Provide a Description Enter a textual description of the document or details of any revisions/changes you have made. Click Save and Close to complete. Screenshot 27: Uploading a Project Document Please Note: Once a document has been uploaded and saved you can use the edit action to check in and check out your documents for editing. When checking in the document the system will prompt you to save the document as new major or minor version. Project Manager User Guide 53

54 Project Status Reporting An important part of managing projects is to provide project stakeholders with a regular report on the status of projects in an understandable format. The Project Status Reporting tab enables you to create regular status updates for your project indicating the status of the Budget, Deliverables and Resourcing. Project Status reports are easy to produce and ensure your organization has a standardized and consistent way of communicating project status. Status Reporting Tab The Project Status Reporting tab enables you to easily add new status reports and analyze existing reports. Key Features Key features of the Project Status Reporting tab include: View all Project Status Reports in a central repository. Easily filter Project Status Reports by Resource. Filter Actions by Date Range. Add new Project Status Reports. Easily Clone existing Project Status Reports. Screenshot 28: Status Reporting Tab Top Tip: The Status fields available on the Project Status Report are configured using KeyedIn Projectss custom fields and custom data views functionality. We have provided these fields as an example of the common statuses our customers track. If you wish to define your own status fields, please contact your system administrator who has permissions to add and amend custom fields. Project Manager User Guide 54

55 Using the Status Reporting Tab A number of features are available to help you manage Project Status Reports, these include: Filter Data Easily filetr project status reports by the date logged and by resource Add New Status Report Click the Add Project Status Report Button to Add a new Project Status Report Amend Status Report Click the Amend icon to change the details of a Project Status Report Clone Status Report Duplicate an existing Project Status Report by clicking the clone button Delete a Status Report Click the Delete icon to remove the associated Project Status Report Diagram 19: Using the Project Status Reporting Tab Project Manager User Guide 55

56 Adding a Project Status Report Adding a new project status report into KeyedIn Projects is quick and easy, simply: Select the Project Use the Project field to select the required project. Update the Delivery Status Use the drop down field to select the status that best describes your project at this point in time. Enter any supporting notes or additional information into the text field supplied. Update the Resource Status Use the drop down field to select the status that best describes your resources at this point in time. Enter any supporting notes or additional information into the text field supplied. Update the Budget Status Use the drop down field to select the status that best describes your budget at this point in time. Enter any supporting notes or additional information into the text field supplied. Screenshot 29: Adding a Project Status Report Please Note: The fields available on the project status report have been configured using custom fields in KeyedIn Projects. Your system administrator will be able to add or remove the fields you require to tailor the project status reporting process to your exact needs. Project Manager User Guide 56

57 Approving Timesheets and Expenses As a Project Manager it is your responsibility to approve the time and expenses that resources record against your project. This coupled with your ability to review task and assignment progress ensures you have complete visibility of all of the effort carried out on your project, along with all expenditure and you have a real time view of project progress. We suggest that Timesheet Approval is carried out as part of your weekly or monthly project review and status reporting process. Approvals Tab The Approvals tab provides a central hub for managing all of your timesheet and expense approvals in KeyedIn Projects. Key Features Key features of the Approvals tab include: View all time recorded against your project broken down by resource. View all expenses recorded against your project broken down by resource. Easily by Department. Easily filter by Resource. Filter data by Date Range. Quickly drill down into Approved, Unapproved and Disapproved time and expenses. Quickly Approve any unapproved time and expenses. Screenshot 30: Project Based Time and Expense Approval Please Note: Depending on your organization timesheet and expense approval process, some resources time and expenses may already appear as approved on your projects, this is due to your organization allowing line managers to approve time and authorize expense claims against all projects. Project Manager User Guide 57

58 Using the Approvals Tab A number of features are available to help you manage project based time and expense approvals. Filter Data Use the auto search or advanced search fields to select a specific resource or department to filter on. Use the date slection tool to restrict the data to a specific date range. Expand Data Click the + icon to expand data. Click the - icon to collapse data. View Details Click the hours or expenditure displayed in the Approved, Unapproved or Disapproved cells to view the underlying details. Approve Time and Expenses Click the approve icon to approve all unapproved timesheets or expenses. Order Data Click the Department or Resource fields to order data. Diagram 20: Using the Approvals Tab Project Manager User Guide 58

59 Approving Time and Expenses Approving timesheets from the project approvals screen couldn t be easier, simply: \ Select the Time and Expenses Using the checkbox against each record select which time or expenses you wish to approve. Click the check box in the header row to select all records. Select your Operation Using the drop down field select whether you wish to approve or disapprove the time or expenses. Approve Click the Approve button to update the selected records. Screenshot 31: Approving Timesheets Project Manager User Guide 59

60 Setting up Project Budgets To help you measure the performance of your people and projects, as part of KeyedIn Projectss time and expense management functionality a basic budgeting tool is available. The Time and Expense Budgeting functionality enables you to create time, expense, cost and revenue budgets for different projects, resources, roles and activities. Time and Expense Budgets are useful for tracking information such as Project Cost Budgets, Revenue Caps and Expense Allowances. Any number of Time and Expense Budgets can be created in the system. To access the Time and Expense Budgeting functionality, simply select the Budgets option from the Time and Expense Group in the Search Menu. Screenshot 32: Time and Expense Budgets Top Tip: KeyedIn Projects includes an advanced Budgeting feature as part of the Project Portfolio Management functionality whereby users can create resource and expenditure forecasts for each project and easily roll them up into weekly or monthly project budgets. See the Project Portfolio Management user guide for further information on the advanced budgeting functionality. Project Manager User Guide 60

61 Using the Budget Search View There are a number of features available on the Budget Search view to help you manage your Time and Expense Budgets in KeyedIn Projects, these include: Add New Budget Click this link to create a new budget. Recalculate Actuals Click this link to Recalculate the Actuals for all budgets selected in the budgets search. Delete Selected Budgets Click this link to permanently delete any selected budgets. Copy to Project Click this link to copy the selected budgets to a different project. Display Use the drop down menu to swith between viewing time, cost and revenue budgets. Amend Click the Amend icon at the end of each budget record to open and edit the underlying details. Clone Budget Click the clone the budget record, this will craete a duplicate budget which can be amended. Diagram 21: Using the Budget Search View Project Manager User Guide 61

62 Adding Budgets Creating new Time and Expense Budgets is really easy in KeyedIn Projects. From the Budget Search view select the Add a new Budget link, then follow these simple steps to create your budget. Screenshot 33: Creating a Budget Enter a Description Provide your budget with a description. Select the Budget Timeframe If your budget is time constrained enter a start and/or end date for the budget. If your budget doesn t have a timeframe leave these fields blank. Select the Project All Budgets must relate to a project, use the select tool to pick the project to use with this budget. Define your Budget Criteria Use the By field to define your additional budget criteria. Select between Activity, Resource and Role then select the record you wish to base the budget on. Select your Budget Type Select whether you wish budget Time, Expense or Time and Expense. Enter the Budget Values Enter the hours, time cost, time charge, expense cost and expense charge into the fields available. Different fields will be available dependent on the budget type you selected. Click Save and Close to complete the Budget. Project Manager User Guide 62

63 Creating Budgets from Plans Because you are using KeyedIn Projects Project Management functionality to Plan Projects, you can quickly create an overall effort budget and any role based budgets for the project by selecting the Create Budgets from Plan option on the Budget search view. To create a budget from the plan, simple follow these 3 simple steps. Step 1 Select the Create Budgets from Plan Option Select the Create Budget(s) From Plan option on the Budget Search View. Step 2 Select your Project Use the field provided to select your project. Step 3 Create your budgets Click the Create Budgets button to create an overall effort budget for the project and any role based budgets. Screenshot 34: Creating a Budget from a Plan Please Note: Role based budgets will be created based on the roles assigned to your tasks or based on the primary role of the resources assigned to your tasks. Project Manager User Guide 63

64 Managing Project Team Schedules As a Project Manager KeyedIn Projects provides you with the ability to view the resource schedules and calendars of the resources working on your projects. Understanding the utilization and availability of the resources working on your projects is essential for ensuring you make the correct resourcing decisions which enable you to deliver your projects on time and to budget. It s not just important to understand what projects these resources are working on, it s vital to have a complete overview of each project team members overall work commitments, this way you can avoid resourcing conflicts or not taking over commitments or travel into account when assigning effort. Overview of the Scheduling Tab The scheduling tab enables you to easily view the assignments of your project team members across all projects or filtered to display only the assignments for a selected project. Screenshot 35: Scheduling Calendar Tab Project Manager User Guide 64

65 There are 3 sub tabs on the Scheduling tab available to Project Managers: Schedule Provides a time line based view of resources assignments. The scheduling view enables you to easily drill down into each resources assignmnets by project and task. Calendar Provides a weekly view of resource assignments. Easily view resource availability and analyse assignments by status and chargeability. Utilization Easily view a monthly or weekly breakdown of project team members resource utilization. Drill down into each resource to get a summary of their total assignments by project. Diagram 22: KeyedIn Projects Scheduling Views Project Manager User Guide 65

66 Creating Resource Lists In order to view assignments in the Scheduling views you will need to create a Resource List or add new resources to an existing list. To create or update a resource list follow the steps below: Select an Existing Resource List Using the Resource List drop down menu select your required list from the options provided. If your required resource is not in the list, you will need to add it to your list, see the instructions below. Create a New Resource List If you wish to create a new list based on an existing list, from the Actions menu select the Save As... option To create a new empty list select the Create Empty List Option. Enter the Name of your Resource List into the field provided and click the Save Button. Add a Resource to a List To add a resource to an existing list, select the list from the Resource List Drop Down. Next Click the Add Resources... option available from the Resource List Actions Button. Diagram 23: Creating Resource Lists Please Note: You can set up as many resource lists as you require and an individual resource can be included in multiple lists. We recommend that to keep the system quick and easy to use that you create lists for business groups such as teams, departments or project teams. Top Tip: To remove a resource from a list, simply select the Remove from List icon displayed next to each resource in the Calendar view. Project Manager User Guide 66

67 Scheduling View Overview The Scheduling View provides a Gantt style view of resource assignments by day and can display up-to an 8 week period. The view is designed to provide you with a complete overview of all resource assignments and their status with the ability to filter on a specific project or to drill down into each resources assignment by project task. Key Features Key features of the Scheduling View include: Quickly create resource lists to view different project teams or departments. View assignments for up-to 8 weeks. Drill down into each resource assignments by task and by project. Colour code by assignment status or chargeability. Quickly add new resource assignments. Screenshot 36: Scheduling View Please Note: In order to view resource schedules you need to create resource lists, resource lists can be created for any resource you have permission to view assignments for in the system. As a Project Manager we recommend setting up Resource lists for any projects which you are working on plus your own personal calendar. Project Manager User Guide 67

68 Using the Scheduling View A number of features are available to help you manage resource assignments on the scheduling view, these include: Show Summary Rows Select the Show Summary Rows for Expanded Resources if you wish to display the assignments against a resource when drilling down into a resources assignment details. Filter by Project Use the field or search tool provided to select a project to filter on. Color Scheme Switch the color scheme between assignment status and chargeability. Date Navigation Easily navigate to the current week or navigate backwards and forwards between weeks. Easily selected the number of weeks to display in the Scheduling view. View Assignment Details Click the + icon against each Resource to view the resources project and tasks assignment details. View Resource Information Click the information icon against a resource to view their roles, skills and assignments. Add an Assignment Click an empty cell against a resource to add a new resource assignment. By clicking in an expanded row, you can quickly assign resources to a specific project and task combination. Diagram 24: Using the Scheduling View Project Manager User Guide 68

69 Calendar View Overview The Calendar view provides a weekly view of resource assignments enabling you to view more detail on each resources assignments. The Resource Calendar view is especially useful for viewing your own assignments or for getting an overview of your project team s entire workload in a particular week. Key Features Key features of the Calendar View include: Quickly view your weekly work schedule. Easily view the schedule of other project team members. Quickly navigate between weeks. Easily identify confirmed and provisional work. Easily identify chargeable and non chargeable work. Quickly identify availability. Easily search for suitable resource requests. Quickly add new assignments. Screenshot 37: Calendar View Please Note: In order to view resource schedules you need to create resource lists, resource lists can be created for any resource you have permission to view assignments for in the system. As a Project Manager we recommend setting up Resource lists for any projects which you are working on plus your own personal calendar. Project Manager User Guide 69

70 Using the Calendar View A number of features are available to help you manage assignment in the Calendar tab. These include: View Availability Easily view the amount of time scheduled for each resource on each day. Filter by Project Only display assignments for the selected project for the resources displayed. Color Scheme Switch the color scheme between assignment status and chargeability. Date Navigation Easily navigate to the current week or navigate backwards and forwards between weeks. View Assignment Details Click the + icon against each Resource to view the assignment details. Search for Requests Click the search icon against an expanded resource to view suitable role based assignments. Add an Assignment Click the add icon to quickly add a new resource assignment. Diagram 25: Using the Calendar View Project Manager User Guide 70

71 Utilization View Overview The Utilization view is ideal for analysing the weekly or monthly utilization and capability of the resources which work on your projects. Using the utilization view you can easily drill down into each resource to view the amount of effort you have allocated to each project in the period (week or month): Key Features Key features of the Utilization View include: Easily view the utilization, capability, availability and allocations of selected resources. Drill down to view the project allocations of each resource by period. Colour code utilization. Search for suitable resource requests to fulfil resource availability. View in weekly or monthly format. Quickly add new resource assignments. Screenshot 38: Utilization View Please Note: In order to view resource schedules you need to create resource lists, resource lists can be created for any resource you have permission to view assignments for in the system. As a Project Team member we recommend setting up Resource lists for any projects which you are working on plus your own personal calendar. Project Manager User Guide 71

72 Using the Utilization View A number of features are available to help you use the utilization view. Show Use the show drop down menu to select between displaying Utilization, Allocations, Availability and Capability. Color Scheme Hover your mouse over the color scheme in the Utilization mode to view the different color scheme bands. Date Navigation Use the date navigation tool to move backwards and forwards by weeks or months or go to the current week. View Weeks or Months Select whether to view data in weeks or month and how many periods to view. You can view up to 8 periods. View Assignment Details Click the + sign to expand a resource to view the total effort allocated to each project. Search for Requests Click the search icon to indentify any role based resource requests that this resource has the skills and availability to perform. Add an Assignment Click the Add Assignment icon to add a new assignment. Diagram 26: Using the Utilization View Project Manager User Guide 72

73 Adding Assignments As a Project Manager you have the ability to create new assignments for your own resource and for the resources working on your projects. There are a number of different ways assignments can be added from the different resource scheduling views; however, the fundamentals of adding an assignment remain the same. When you add a new assignment the Add Assignment view will be displayed, to add your assignment simply: Screenshot 38: Assignment Edit View Select the Required Project Use the drop down menu to select your required project. Select the Task If the selected project has a task based project plan you will need to select which task you are going to assign the resource to. For direct scheduling projects the Non Task Related option will automatically be populated in the task field. Enter your Description Provide a textual description of your assignment. Set the Assignment Status Specify whether this Assignment is Confirmed or Provisional. Select a Resource Select your required resource or use the Search option to select your required resource. Specify the Start and End Date Use the tools provided to select your required start and end dates and times. Calculate the Effort Simply enter your effort directly into the cell or use the Calculate button to set the effort based on your start and end dates. Please Note: Direct Scheduling projects allow you to make resource assignments without the need to set up task based plans. Direct Scheduling projects are useful for scheduling meetings and appointments or for making other project team members aware of times when you are unavailable. Project Manager User Guide 73

74 Searching for Available Resources from the Add Assignments View When you are adding an assignment, at the resource selection stage you are presented with the ability to search for a suitable resource. When you search for a suitable resource the system will use the details of the assignment to identify any available resources that have the role, skills and or availability to carry out the assignment. Screenshot 39: Assignment Edit View General Tab Use the General Tab to set the start and end date of the search, the minimum availability required in days and to define any department, resource or location filters you require to apply to the search. Roles Tab Use the Roles tab to define the Role you require to perform the assignment. Where the underlying task has a role based request the role fields will be automatically populated for you. Skills Define the skill requirements of your search. Results View the results of your search by Resource and Availability. Click the name of the Resource you wish to assign to complete the assignment. Project Manager User Guide 74

75 Searching for Resource Requests As a Project Manager when you create your project plans you can allocate Roles to tasks in order to create resource requests. Resource requests are useful if you are at the stage of estimating the cost of the project and you do not need to allocate physical resources at this stage. In addition, your organization may have a formal resource request process whereby project managers request resources and resource managers fulfil the requests. If you are creating resource requests in the system, both the Calendar View and Utilization view offer a search facility where you can locate role based resource assignments which resources can perform. This is useful for finding work for underutilized resources. Whether you search for role based resource requests from the calendar view or from the scheduling view the process of assigning a resource is the same. Select the Role Based Assignment Click the Assign Resources icon highlighted in the screenshot opposite to allocate a resource to the assignment. Enter your Effort Enter the amount of effort to assign to the role based assignment in the field provided. Select the Assignment Status Select if the assignment is confirmed or provisional. Screenshot 40: Role Based Assignment View Please Note: If the project to which you are trying to assign resources to role based assignments is checked out you will not be able to assign the resources and a system message will be displayed to inform you. Project Manager User Guide 75

76 icalendar Integration KeyedIn Projects includes icalendar integration as standard; this is useful for displaying your actions and assignments in MS Outlook or other calendar applications which support the icalendar format. Two links are provided to publish your public or private calendar. To configure icalendar integration, follow these simple steps: Step 1 Open the My Defaults page From the My Setting menu select the My Defaults option. The My Defaults Page will be displayed. On this page will be 2 links, one for your Private icalendar and one for your Public icalendar. Step 2 Integrate your Calendar Depending on the Calendar application you are integrating with the process may differ. For desktop versions of MS Outlook, simply click the link of the Calendar you wish to share. You will be prompted to open your calendar, at which point your assignments and actions will now be displayed in the Calendar view of MS Outlook. For other applications which support icalendar integration you may have to perform a manual process. Simply copy the URL provided on the My Defaults page and past it into the appropriate area of your calendar application. Screenshot 41: icalendar Integration Project Manager User Guide 76

77 Managing and Reviewing Project Progress As a Project Manager you are responsible for maintaining your project plan and reviewing the progress of tasks. KeyedIn Projects provides a number of ways for you to track the progress of your projects including time tracking against tasks and assignments, updating task and assignment per cent complete, managing budgets and submitting progress updates. Through the utilization of these tools, as a Project Manager you are well equipped to ensure all of your projects are delivered on time and to budget. Project Review Screen The Project Review Screen provides a central point for you to review the progress of the tasks and assignments that build up your project plan. As your project team members update their timesheets and update there per cent complete against tasks and assignments, you can use the Project Review screen to analyze each task and assignment and have final decision as to whether a task is completed or the actual per cent complete which you wish to make visible to project stakeholders. You can access the Project Review screen from the Task Sub Tab which is accessed via the Projects Tab. Screenshot 42: Project Review Screen Key Features Key features of the project review screen include: Analyze Planned vs. actual vs. remaining task effort. Analyze and update the % complete of each task. View the progress of each individual resource assigned to each task. Navigate through periods. Choose to show All Tasks, Complete Tasks, Incomplete Tasks, Tasks Requiring Completion and Tasks Finishing the selected period. Project Manager User Guide 77

78 Navigating and Filtering the Project Review Screen There are a number of features available to help you navigate and use the project review screen, these include: Check In/Check Out You will need to Check Out the Project if you wish to make changes and save them. Remeber to check the project in after carrying out a review in order for other users to update progress data. Filter Tasks Use the Show Drop Down field to filter your tasks to display All Tasks, Completed Tasks, Incomplete Tasks, Tasks Requiring Completion or Task Finisihing in the selected period. Filter Date Select the date range to display using the calendar tool. Use the Period Navigation Tool to navigate backwards and forwards through periods. Expand Tasks Click the + sign expand a task to view the resource assignments. Click the - system to collapse each row. Click the + or - sign in the header row to expand or collapse all assignment rows. Select Tasks Use the Check Box to select tasks. Use the Check Box in the header row to select all Tasks. Diagram 27: Navigating the Project Review Screen Project Manager User Guide 78

79 Review Task Progress The Planned Work and Deadlines view provides a number of features to help you manage your assignments and to do actions. Key features include: Update Actuals Click the Update Actuals icon to update the timesheet actuals for any tasks selected in the project review screen. Click the Update Actuals for Project icon to update the timesheet actuals for all tasks in the project. Update Percent Complete Enter your percent complete into the cell provided for each task. Complete Selected Tasks To complete a Task, either set the Percent complete to 100% or select the tasks you wish to complete and click the Complete Selected Tasks icon. Rollback Use the rollback option to undo any changes you have made in this sessio.n You will not be able to rollback any changes after the project review has been saved. Save Click the Save Icon to save your project review. Diagram 28: Updating Task Progress in the Project Review Screen Project Manager User Guide 79

80 Entering Timesheets As a Project Manager it is important that you and your team members track your time against the project and tasks you work on. This will allow you to assess the progress of projects and to make more informed decisions on task effort and duration in future. To make timesheet entry quick and easy, you have been provided with the direct timesheet entry view. Simply click on the Time tab to access the direct timesheet entry view. Direct Timesheet Entry View The following screenshot provides a quick overview of the features available in the direct timesheet entry view. Key Features Key features of the Direct Timesheet Entry Interface include: Quickly view your weekly timesheet entries. Easily enter time by typing directly into cells. Easily navigate between cells using your keyboard. Quickly navigate between weeks. Easily Add Timesheet Rows. Quickly Import Rows from the Previous Weeks. Quickly update your project restrictions. Easily flag work as chargeable or non chargeable. Easily record time against tasks and assignments. Easily add Notes to Timesheet entries. Easily Print your Weekly Timesheet. Quickly identify approved Timesheets. Screenshot 43: Direct Timesheet Entry View Please Note: This view is designed to enable you to record time against different project and activity combinations by simply selecting your desired project and activity and entering your hours directly into the cells. In addition, if your organization uses KeyedIn Projects Project Management functionality, you can optionally record time against tasks and assignments. Project Manager User Guide 80

81 Adding Time in the Direct Timesheet Entry View Entering time is extremely quick and easy in KeyedIn Projects. To add time, simply follow the 5 steps below. Step 1: Adding Rows to your Timesheet If the project and activity combination you require is not available you will need to add a new row to your timesheet. Simply click the add row icon to add a new row. Repeat this process to add as many rows as you require for differenct Project, Activity and Chargeable combinations. Step 2: Selecting Project, Activity and Task Combinations In the Project Field click the Down Arrow and select the required project from the list provided. In the Activity Field click the Down Arrow and select the required activity from the list provided. In the Task/Assignment Field click the Down Arrow and select the required task from the list provided. Step 3: Enter Time Select the cell that corresponds to the Day of the Week and Project and Activity combination you require. Update the chargeable field if you need to flag project work as non chargeable. Enter your desired hours into the selected cell. Step 4: Enter Notes Click the triangular icon in the top right of the required cell to add notes. In the pop up screen provided enter your notes. Step 5: Save your Timesheet When you are happy with the entries you have input, simply click the Save icon. Diagram 29: Five Step Time Recording Process Project Manager User Guide 81

82 Advanced Timesheet Entry Options In addition to the standard functions required to enter your timesheet. KeyedIn Projects offers a series of advanced options to assist with entering time or to help users track time against tasks and assignments when required. Copy Timesheet From Previous Week The Import from Previous week option enables you to import all timesheet rows from the previous week. Simply click the Icon to Import the timesheet rows. Add Additional Projects When new projects are added to the system they may or may not automatically appear in your projects list. To add a Project which is not available, simply click the Add... link then Search for and select the desired project. If the project you require is not available, please contact your system administrator or project manager. Show/Hide the Tasks/Assignments field When managing projects in KeyedIn Projects the ability to create task based plans and assign resources is provided. Projects can easily be configured to allow the recording of time against tasks or assignments. To record time against tasks or assignments, click the configuration icon and select the Show Tasks/Assignments option. Import Tasks and Assignments When the Direct Timesheet Entry view is showing tasks and assignments the Import from Task Planning icon is displayed. Simply click this icon to create Timesheet Rows containing your Assignments. The system will automatically create a row for each Assignment and will specify the associated project in the project field. Locked Timesheets Timesheet rows in KeyedIn Projects can become locked, these rows will show a padlock symbol and will be greyed out. Timesheet rows will be locked if they have been approved or invoiced or are part of a timesheet lock. Timesheets recorded in other time recording views may also be locked. Diagram 30: Advanced Time Recording Options Project Manager User Guide 82

83 Entering Expenses As well as entering timesheets into KeyedIn Projects, as a Project Manager you have been provided with the ability to record expenses and submit them for authorization and payment. Expense entry is carried out via the Expense Entry View. Simply click on the Expense tab to access the expense entry view. Expense Entry View The following screenshot provides a quick overview of the features available in the expense entry view. Key Features Key features of the Expense Entry View include: Quickly view your weekly expense entries. Easily enter multiple expenses on a single day. Quickly navigate between weeks. Quickly update your project restrictions. Easily flag expenses as chargeable or non chargeable. Easily add Notes to Expense entries. Easily Print your Weekly Expenses. Quickly identify approved expenses. Easily view daily and weekly expenditure. Screenshot 44: Expense Entry View Top Tip: This view is designed to enable you to record expenses against different projects and expense types. By clicking the Grid By option presented at the top of the screen you can switch between viewing projects or expense types down the left hand side of the grid. For example, if you record lots of different expenditure against a single project, as a user it will be more efficient for you to display Expense Types down the left hand side of the grid. By specifying a default project you will then only need to enter the expense cost to complete an entry. Project Manager User Guide 83

84 Adding Expenses in the Expense Entry View Entering expenses is extremely quick and easy in KeyedIn Projects. To add an expense, simply follow the 4 steps below. Step 1: Click the Add Expense Link Locate the cell that corresponds to the project and day of the week where you wish to add your expense. Click the + sign to add a new expense. You can add multiple expense entries for different expense types on each day. Step 2: Complete the Expense Details Select the required expense type from the drop down list. Enter the Amount. Specify whether the expense is chargeable to the project. Enter any notes. Step 3: Save the Expense Click Save and close to save the expense and return to the expense entry view. If you wish to record multiple expenses click the "Entry screen stays open after save" option and use the Save option. Click Close when you have finished entering your expenses. Step 4: View the Expense Details To view the details of your expense entries simply click the values displayed in the cells. The details of your entries will be displayed in the lower panel. You can use the icons on the right hand side to Amend or Delete your expense entries. Diagram 31: Four Step Expense Recording Process Project Manager User Guide 84

85 Submitting Expenses Once you have entered your expenses you are then able to submit them for authorization and payment. The Expense Claim Search View provides this ability. To access the Expense Claim Search view simply select the Claims option from the drop down menu on the Expenses tab. To submit an Expense Claim, follow these few simply steps: Step 1 In the Expense Claim Search view click the Add a new Claim link, highlighted in the screenshot opposite. Step 2 The Add Claim view will appear, any expenses that you have entered into the system that you have not previously claimed in the date range displayed will be included. Step 3 Use the Amend icon to update any details and use the Check Boxes provided to select which expenses to include in the claim. Step 4 Click Save to submit your expenses for Authorization and Payment. Screenshot 45: Creating an Expense Claim Top Tip: If you need to produce an expense claim for a particular client, project or expense type you can filter down the expenses displayed using the Filter Tab. In addition, if your organization requires a paper copy of your expense claim, you can select to print a copy when the claim is saved or by clicking the PDF icon which will be available on the claim edit view once the claim has been saved. Project Manager User Guide 85

86 Time and Expense Compliance The My Work Tab in KeyedIn Projects provides you with basic information on the status of your current timesheets and expenses, whether you have any disapproved time or expenses in the system and how your expense claims are progressing. Under the My Summary Panel on the My Work Tab the following links and information are provided. Timesheets The Timesheet Group highlights: The total number of hours you have entered this week, click the hyperlink to navigate to your weekly timesheet. The number of hours of disapproved time you have in the system. Click the hyperlink to view and amend the disapproved time. Claims The Claims section provides details on the status of any expense claims you have submitted. The group highlights: The number of and value of any outstanding claims you have submitted that are awaiting authorization. The number and value of any paid claims. The number and value of any rejected claims. The number and value of any claims where payment has been refused. Each line in the Claims group is hyperlinked and will navigate you to the Claims Search screen which will automatically be filtered to display the underlying records. Screenshot 46: Timesheet Compliance Please Note: Your organization will have pre-defined rules as to how timesheets are approved and are expenses authorized. If you have any questions or queries over the timesheet and expense compliance information displayed, please contact your system administrator. Project Manager User Guide 86

87 Managing your Project Workload via the My Work Tab KeyedIn Projects has been designed to make the process of managing your project workload as quick and as easy as possible. The My Work Tab provides you with a single point to view all of your work across all of the projects which you manage and work on. The My Work tab should be used on a day to day basis to analyze and carry out your project workload, this is different to the Project Tab which should be used to plan and manage a single project. Viewing Planned Work and Deadlines on the My Work Tab The Planned Work and Deadlines element of the My Work Tab provides an overview of your Resource Assignments, Risk Mitigation Items, Issue Resolution Plan Items and any To Do Actions which you may have been allocated in the system. Assignments are either Tasks to which you have been assigned, or appointments. To Do Actions are basic notes which you can add into the system to prompt you to take action at a specific point in time. All of your assignments and to do actions are presented in a weekly calendar format for easy navigation. Screenshot 47: Planned Work and Deadlines Please Note: The Planned Work and Deadlines view is designed to only display your current workload; all assignments will be displayed, Risk Mitigation plan items will be displayed on their impact date, Issue Resolution Plan Items will be displayed on their due date and To Do actions will be displayed on their due date. Project Manager User Guide 87

88 Using the Planned Work and Deadlines View The Planned Work and Deadlines view provides a number of features to help you manage your assignments and to do actions. Key features include: Select a Resource The Planned Work and Deadlines element will default to your Own Resource. To change the Resource, simply use the search tool provided. Show Option Use the Show option to filter the data displayed in the calendar. Select to view All or filter on Assignments or To Do Actions. Add New Record Use the Add button to add a new Assignment or a new To Do Action. Change Date Use the Date Navigation tool to move backwards and forwards by a week at a time. Use the Go To Current Week option highlighted to navigate to the current week. Edit Data Click on a To Do Action in the Calendar to update the underlying record. Click on an Assignment in the grid to update the assignment details and percent complete. Diagram 31: Using the Planned Work and Deadline View Project Manager User Guide 88

89 Adding New Assignments As a Project Manager you have the ability to create new assignments from the planned work and deadlines view. This is useful for scheduling any meetings or appointments that you wish to make other project team members aware of, or where you wish to indicate that you are unavailable. Adding a new assignment from the Planned Work and Deadlines view is extremely easy. Simple click the Add button and select the Add Assignment option in the Planned Work and Deadlines view. The assignment edit view will be displayed, to add your assignment simply: Select the Required Project Use the drop down menu to select your required project. If the required project is not available, click the Add Button to add it to your list. Enter your Description Provide a textual description of your assignment. Set the Assignment Status Specify whether this Assignment is Confirmed or Provisional. Specify the Start and End Date Use the tools provided to select your required start and end dates and times. Calculate the Effort Simply enter your effort directly into the cell or use the Calculate button to set the effort based on your start and end times and dates. Screenshot 48: Assignment Edit View Please Note: Permissions control which Projects you are able to make assignments to in the system. If a project is not available in your list and you do not have the ability to add the project to your list this means you do not have permission to maintain assignments for this project. To get the project added to your list; please contact your system administrator. Project Manager User Guide 89

90 Update Assignment Progress As a Project Team Member, it is vital that you update the progress of any of tasks you have been assigned to. This is extremely easy to achieve in KeyedIn Projects via the Planned Work and Deadlines element. The Planned Work and Deadlines element is configured to always display incomplete tasks. This means that you will always have assignments displayed where your input into task progress is required. To update your Assignment Progress follow these 3 simple steps: Step 1 Edit the Required Assignment To edit the assignment where you wish to update your progress simply click on the assignment in the Planned Work and Deadlines Calendar. The Edit Assignment View will be displayed. Step 2 Update your Percent Complete As highlighted in the screenshot opposite, on the Assignment Edit Screen simply update the Percent Complete field of the assignment Step 3 Save and Close If you are happy with the progress estimate you have entered into the Percent Complete field, click Save and Close. By saving your Percent Complete the Project Review screen will automatically be updated to display your progress on this task assignment. Once a project manager completes a task it will no longer be displayed in your Planned Work and Deadlines. Screenshot 49: Update Assignment Progress Please Note: In order for a user to update the percent complete of an assignment the Project will need to have been flagged as allowing the Update of Percent complete against assignments. If there is no percent complete field available against an assignment, please update the settings on the planning tab of the project record. Project Manager User Guide 90

91 Adding New To Do Actions To Do Actions provide a quick and efficient tool for setting personal reminders in KeyedIn Projects or for providing other team members with tasks and actions outside of the core project plan. For example, you may require somebody to update a document or to update a meeting agenda. Essentially, To Do Actions reduce your need to individuals with requests as any To Do Actions created in KeyedIn Projects will automatically be displayed in the users Planned Work and Deadlines calendar. Unlike s, this means as a Project Manager you have complete visibility into whether these actions have been progressed and completed. It also provides project managers with an understanding and insight into the level of collaboration that is required outside of the project plan. In many cases this will aid the Project Manager with future planning. Adding a new To Do Action is extremely easy, follow these 4 simple steps: Select Resources You can create a To Do Action for individual or multiple resources. If you wish to create a To Do Action for a single resource simply type the first few characters of the resource name into the cell and use the drop down menu to select your resource. For multiple resources select the Add Multiple option and use the Add button to select the required resources. Specify the Required Date Use the calendar tool to select the due date. Select the Project Use the Project field to select the required project. Enter the Details Enter the action details as required. Click Save and Close to complete. Screenshot 50: Adding To Do Actions Project Manager User Guide 91

92 Completing To Do Actions In order to keep the entire project team up to date with the progress of your To Do actions you have been provided with the ability to complete actions. Completing actions from the My Work Tab, Planned Work and Deadlines is extremely easy. How to complete a To Do Action To complete a To Do Action, simply: Locate the To Do Action in the Planned Work and Deadline Calendar. Click the To Do Action. The Amend Action view will be displayed. Using the Status field drop down menu change the status from To Do to Completed. Screenshot 51: Completing To Do Actions Top Tip: You can easily get a list of any overdue actions directly from the My Work Tab. In the My Summary element a section is provided for Overdue tasks. This element provides a count of the number of overdue actions your resource has in the system. By clicking the link provided, the Action Search view will be displayed containing all overdue actions. From here you can easily amend or complete the overdue actions. Project Manager User Guide 92

93 Adding Risk Mitigation Actions The Planned Work and Deadlines view also provides the ability to add new Risk Mitigation Plan Items; these are the actions which you must take to manage out risk. To add a new Risk Mitigation Plan Item from the Planned Work and Deadlines element, simply: Screenshot 52: Adding Risk Mitigation Actions Select the Project Use the field provided to select the appropriate project. Select the Risk From the drop down list select the risk that is action relates to. Select the Action Type Select the type of action, by default a single Mitigation action is configured in the trial database. Select Owner Use the tools provided to change the owner if required. Select your Status Use the drop down field to select the status. By default all new risk actions are set to open. Set the Due Date Specify the data when this risk action needs to be completed. Enter a Description Provide a detailed description of the risk action in the text field provided. Please Note: If you wish to add an order to your risk mitigation actions the step field enables you to order actions using a numerical value. Project Manager User Guide 93

94 Adding Issue Resolution Plan Items You can also Add Issue Resolution Plan Items from the Planned Work and Deadlines view. Issue Resolution Plan Items are the actions you must take to resolve the issue. Adding a new Issue Resolution Plan Item is extremely easy, follow these simple steps: Select the Project Use the auto search field to select your required project. Select the Issue Select the Issue this Issue Resolution Plan Item relates to. Select the Action Type Select the type of action, by default a single Issue Resolution action is configured in the trial database. Select the Owner By default all new issue actions will be set to your own resource. If you wish to add issue actions for other project team members change the owner field to the desired resource. Select your Status Select the status of the issue from the drop down field. Set the Due Date Specify the date when this issue action should be completed. Enter a Description Provide a detailed description of the issue action in the text field provided. Screenshot 53: Adding Issue Resolution Plan Actions Project Manager User Guide 94

95 View In-Progress Actions and Overdue Actions To help you keep Actions up to Date, the My Work Tab also provides a breakdown of the number of In-progress and overdue actions you have in the system In Progress Actions In progress actions are any action type in the system where the status is set to In-progress. Overdue Actions Overdue actions are any actions in the system with a To Do status or due date where the required by date has passed. Screenshot 54: In Progress and Overdue Actions By clicking on the In Progress or Overdue action hyperlinks, you will navigate to the Actions Search view, which will display the relevant actions. Screenshot 55: Action Details Managing In Progress and Overdue Actions A number of features are available on the Action Search View to help you manage your in progress and to do actions. These include: Project Manager User Guide 95

96 Amend Click the Amend icon or the action date to open the record to update the status or any other details. Clone Use the Clone icon quickly assign an identical action to a different resource. Add Related Add a new action that relates to the selected action, this is useful for generating related conversations. Select Use the check boxes available to select multiple actions. Use the check box in the title row to select all. Delete Selected Actions Use this link to delete any selected actions, you will only be able to delete actions you have created. Add New Click the Add a new Action link to add a new action, the adding actions section for further information. Return to My Work Click the Hyperlink provided to return to the My Work Summary page. Diagram 32: Managing In Progress and Overdue Actions Project Manager User Guide 96

97 View Project Status and Alerts As a Project Manager you will probably be managing or working on more than one project at any time. The My Work Tab provides a cross project view of all of the work you have been allocated or are managing. This is useful for viewing your complete workload and differs from the Project Tab where you are focused on managing all of the workload associated with a particular project. To help you manage your cross project workload the My Projects Sub Tab provides you with an overview of your projects current status and any associated alerts. My Projects View The My Projects view provides a snap shot of the status of each of the projects you manage along with a breakdown of any alerts and required action. The My Projects Sub tab is designed to be used in tandem with the Project Tab, whereby, any of the alerts and notification you select on the My Projects tab will navigate you to the relevant data on the Projects Tab. Screenshot 56: My Projects Tab Overview Project Manager User Guide 97

98 Creating Project Lists In order to view data on the My Projects Sub Tab you will need to create a Project List. To keep the system quick and easy to navigate, as a starter we recommend that you create lists for the projects you manage and the projects you work on. To create a project list follow these 3 simple steps below: Select an Existing Project List Using the Project List drop down menu select your required list from the options provided. If your required project is not in the list, you will need to add it to your list, see the instructions below. Create a New Project List If you wish to create a new list based on an existing list, from the Actions menu select the Save As... option. To create a new empty list select the Create Empty List Option. Enter the Name of your Project List into the field provided and click the Save Button. Add a Project to a List To add a project to an existing list, select the list from the Project List Drop Down. Next Click the Add Projects... option available from the Project List Actions Button. Diagram 33: Creating Project Lists Please Note: You can set up as many project lists as you require and an individual project can be included in multiple lists. Project Manager User Guide 98

99 Using the My Projects Tab A number of features are available to help you manage your project workload on the My Projects Sub Tab. View Tasks Click the Task Count to view incomplete tasks for the project. Click the Task Count in Brackets to view to view any overdue incomplete tasks. View Risks Click the Risk count to view any open risks. View Mitigation Plan Items Click the Mitigation Plan Items count to view all open Mitigation Plan Items. Click the Mitigation Plan Items in Brackets to view all overdue Mitigation Plan Items. Issues Click the Issues count to view any Open Issues. Issue Resolution Plan Items Click the Issue Resolution Plan Items count to view all open Issue Resolution Plan Items. Clcik the Issue Resolution Plan Items in Brackets to view any overdue Issue Resolution Plan Items. View Project Status Easily view the Budget, Delivery and Resource Status from your last submitted Project Status Report. View the number of days since you last created a Project Status Report. Diagram 34: Using the My Projects Sub Tab Project Manager User Guide 99

100 Manage My Change Requests across Projects In contrast to the Project Tab which enables you to manage all of the Change Requests associated with a particular project. The Change Requests Tab on the My Work Tab focuses you on any change requests that you have been allocated in the system across any of the projects you manage or any of the projects which you are currently working on. A change request may be driven by your customer where they wish to change a feature in a product you are producing. Generally whatever the reason for the change request there will be effort associated with implementing the change request, a potential cost and a potential additional charge to the customer. As a project manager it is important to manage change as it provides the necessary information you require to understand where you are at in a project compared to where you thought you would be. Each change request provides useful information for future planning and improving your project management effectiveness. Change Requests View The Documents tab provides a central hub for managing and downloading all of the Projects you have access to in KeyedIn Projects. Key Features Key features of the Change Request tab include: View all your Change Requests across all Projects. Easily filter by Project. Easily filter by Approval Status. Filter by Date Range. Add new Change Requests. Screenshot 57: Managing Change Requests via the My Work Tab Using the Change Requests Tab A number of features are available to help you manage change requests. These include: Project Manager User Guide 100

101 Using Filters Easily filter by Date Logged, Project and Approval Status. Add Click the Add Project Change Request Button to quickly add a new record. Amend Click the Amend icon to open the associated record. Clone Click the Clone Icon to duplicate the associated record, all values will be copied from the underlying record. Delete Click the Delete icon to remove the associated record. Diagram 35: Using the Change Requests Tab Project Manager User Guide 101

102 Adding a Change Request Adding a Change Request into KeyedIn Projects is extremely easy, simply: Screenshot 58: Adding Change Requests Select the Priority Use the drop down menu to select the priority from the list. Select the Project Select your project using the tools provided. Enter the Effort If applicable, enter the estimated effort in days to implement the change. Internal Cost If applicable, enter the cost to your business in your local currency to implement the change. Charge If the change is requested by your customer and will be chargeable, enter the potential Charge in your local currency. Change Details Enter a suitable description for the change request. Attachments Attach any supporting documents. Please Note: The effort (days), internal cost and charge fields have been created using custom fields. If your organization wishes to track different or additional information against change requests your system administrator will need to configure additional custom fields or remove the existing values. Project Manager User Guide 102

103 Approving Change Requests An important step in the change management process is to approve or reject change requests. To keep the trial system simple we have added a couple of simple fields for you to update the status of any change requests. Once updated the Approval fields will become read only. To approve or reject a change request, simply: Open the Required Change Request On the Change Request tab, use the amend icon to open the Change Request which you wish to Approve. Select the Approval Status Using the drop down menu select whether you wish to accept or reject the change request. Enter your Approval Reference Provide a suitable textual approval reference, for example, initials and date. Screenshot 58: Approving a Change Request Please Note: If your business requires to change the Approval Status of change requests after they have been approved or rejected you will need to change the behaviour of the Approval field. Please contact your system administrator to request the field behaviour change. Project Manager User Guide 103

104 Managing My Actions on the Communicate Tab The Communication tab provides a central point where you can manage all of the communication you have with other team members across both the projects you manage and the projects you work on. This is different to the Project Tab where you can view all of the communication for a single project by all Team Members. KeyedIn Projects enables you to easily track any form of communication, to get you started we have configured the ability to add To Do Actions, Lessons Learned and Progress Updates into the trial system. Communicate Tab Overview The Communicate Tab provides a central hub for managing all of the To Do Actions, Lessons Learned and Progress Updates assigned to your resource in the system. From the Communicate tab you can easily update the status of existing actions as well as add new actions into the system.. Key Features Key features of the Communicate Tab include: View all Communication in a central repository. Easily filter communication by Project. Easily filter on To Do Actions, Lessons Learned and Project Updates. Filter by action status including To Do, In-Progress, Completed and Overdue. Filter Actions by Date Range. Add new To Do Actions, Lessons Learned and Project Updates. Screenshot 60: Managing your Communication Top Tip: The Communicate Tab in KeyedIn Projects has been configured using KeyedIn Projectss Action Management functionality and custom data views. If there is additional project information you wish to communicate or additional fields you wish to capture on the forms, please inform your System Administrator who will be able to update the configuration. Project Manager User Guide 104

105 Using the Communicate Tab A number of features are available to help you manage actions on the Communicate tab. Filter Data Quickly filter by date Range, Project, Action Type and Status. By default data will be displayed for your own resource. Add New Actions Use the buttons provided to add new To Do, Project Update and Lessons Learned actions. View Status Easily idenfity whether actions are Overdue, To Do or Completed. Amend Actions Click the Amend icon or any of the action details to open the record to update the status or any other details. Clone an Action Use the Clone icon to quickly assign an identical action to a different resource. Delete an Action Use this link to delete an action, you will only be able to delete actions you have created. Diagram 36: Using the Communicate Tab Project Manager User Guide 105

106 Adding To Do Actions As well as being able to add To Do Actions directly to the Planned Workload and Deadlines section of the My Work tab, as a Project Manager you will also be able to manage all of your To Do Actions centrally via the Communicate Tab. To Do Actions provide a quick and efficient tool for setting personal reminders in KeyedIn Projects or for providing other team members with tasks and actions outside of the core project plan. For example, you may require somebody to update a document or somebody to update a meeting agenda. As a Project Manager the Communicate tab provides you with complete visibility into the To Do Actions you have been assigned by yourself and other team members. To manage all of the To Actions associated with all Project Team Members working on a specific project please use the communicate Sub Tab on the Project Tab. Adding a new To Do Action is extremely easy, follow these 4 simple steps: Select Resources By default your resource will be used for any To Do Actions you add. Use the Resource field to select a different resource or to add multiple resources as required. Specify the Required Date Use the calendar tool to select the due date. Select the Project Use the Project field to select the required project. Enter the Details Enter the action details as required. Attach any Supporting Documents You can use the Attachments tab to easily add any documents to this action which will help the resource complete the action. Click Save and Close to complete. Screenshot 61: Adding To Do Actions Project Manager User Guide 106

107 Adding Progress Updates As a part of your Project Management responsibilities you will be required to produce a regular project status report. The key to feeding information into the project status report is to encourage your team members to submit regular progress updates for the project. The Communicate sub tab provides visibility of all of the progress updates you have submitted across all of the projects you manage or work on in the system. Adding Progress Updates in KeyedIn Projects is quick and easy. Simply click the Add Progress Update button on the Communicate sub tab of the My Work tab and then: Select the Project Use the Project field to select the required project. Enter the Details Enter the action details as required. Attach any Supporting Documents If you have any supporting documents which add further information to your project update simply attach them via the Attachments tab. Click Save and Close to complete. Screenshot 62: Entering Progress Updates Project Manager User Guide 107

108 Logging Lessons Learned KeyedIn Projects Lessons Learned feature provides a useful mechanism for logging any insights that you gain whilst working on a project which can be shared with other team members and can usefully be applied to future projects to improve delivery. Lessons learned are important to any project and provide a mechanism to retrospectively look at the performance of a project and assess where improvements can be made. Logging Lessons Learned in KeyedIn Projects is quick and easy. Simply click the Add Lesson Learned button on the Communicate sub tab of the My Work tab and then: Select the Project Use the Project field to select the required project. Enter the Details Enter the action details as required. Attach any Supporting Documents If you have any supporting documents which add further information to your lessons learned simply attach them via the Attachments tab. Click Save and Close to complete. Screenshot 63: Logging Lessons Learned Please Note: Lessons learned are configured using our Action Management functionality and Custom Data Views, if you require to capture further information against a Lesson Learned please contact your system administrator who will be able to add the required field. Project Manager User Guide 108

109 Accessing your Documents KeyedIn Projects provides a central repository of all project documents. As a Project Manager you have the ability to manage documents in two locations. From the Documents sub tab on the My Work tab you can view and manage all of the documents you have stored against projects in KeyedIn Projects. Alternatively, as we have previously illustrated you can manage all of the documents stored against a project by all resources from the Project tab. Project Documents View The Documents tab provides a list of all of the documents you have stored against different projects in KeyedIn Projects. From here you can filter out specific documents and add new documents. Key Features Key features of the Documents tab include: View all Project Documents in a central repository. Easily filter Project Documents by Resource. Easily filter Project Documents by Project. Easily filter by document type. Filter Actions by Date Range. Add new Project Documents. Screenshot 64: Managing Project Documents Top Tip: As well as providing a central repository of all project documents, as a Project Manager you can also attached documents to any action in the system to provide supporting documentation. Project Manager User Guide 109

110 Using the Documents Tab A number of features are available to help you manage documents on the Communicate tab. Filter Data Quickly filter by Date Range, Project and Document Type. By default data will be displayed for your own resource. Add New Document Use the Add Project Document button to upload a new document. Download the Document Click the Document Attachment field containing the link to the required document to download it. You cannot check in or check out the document for editing in this way. Amend Document Click the Amend icon to update the details of the attached document, you check documents in and out for editing by accessing them through the project document action. Clone a Document Use the Clone icon to quickly clone the project document record. This is especially useful it you wish to submit a new version or a revision to a document. Delete a Document Use this link to delete a project document from the system, you can only delete actions you have created. Diagram 37: Using the Documents Tab Project Manager User Guide 110

111 Adding a Project Document Adding a new project document into KeyedIn Projects is quick and easy, simply: Select the Project Use the Project field to select the required project. Enter the Details Enter the action details as required. Select the Document Type Use the drop down field to select the project document type. Most common project documents are available; contact your system administrator to add any document types not listed. Attach the Document Use the link provided to Upload your Document. Provide a Description Enter a textual description of the document or details of any revisions/changes you have made. Click Save and Close to complete. Screenshot 65: Uploading a Project Document Please Note: Once a document has been uploaded and saved you can use the edit action to check in and check out your documents for editing. Project Manager User Guide 111

112 Manage My Project Status Reports The Status Reporting tab on the My Work tab provides you with access to all of the status reports you have submitted across the different projects you work on. Project Status Reports enable you to keep project stakeholders informed of the status of each of your projects in consistent and understandable format. Status Reporting Tab The Status Reporting Tab provides a breakdown of all Status Reports created by you in the system. From here you can easily filter status reports and add new reports. Key Features Key features of the Project Status Reporting tab include: View all Project Status Reports in a central repository. Easily filter Project Status Reports by Resource. Filter Actions by Date Range. Add new Project Status Reports. Easily Clone existing Project Status Reports. Screenshot 65: Viewing and Managing My Project Status Reports Top Tip: As well as providing a central repository of all project documents, as a Project Team Member you can also attached documents to any action in the system to provide supporting documentation. Using the Status Report Tab A number of features are available to help you manage Project Status Reports, these include: Project Manager User Guide 112

113 Filter Data Easily filter project status reports by the date logged and by project. Add New Status Report Click the Add Project Status Report Button to Add a new Project Status Report. Amend Status Report Click the Amend icon to change the details of a Project Status Report. Clone Status Report Duplicate an existing Project Status Report by clicking the clone button. Delete a Status Report Click the Delete icon to remove the associated Project Status Report. Diagram 38: Using the Status Report Tab Project Manager User Guide 113

114 Adding a Status Report Adding a new project status report into KeyedIn Projects is quick and easy, simply: Select the Project Use the Project field to select the required project. Update the Delivery Status Use the drop down field to select the status that best describes your Delivery at this point in time. Enter any supporting notes or additional information into the text field supplied. Update the Resource Status Use the drop down field to select the status that best describes your Resource at this point in time. Enter any supporting notes or additional information into the text field supplied. Update the Budget Status Use the drop down field to select the status that best describes your Budget at this point in time. Enter any supporting notes or additional information into the text field supplied. Screenshot 66: Adding a Project Status Report Please Note: The fields available on the project status report have been configured using custom fields in KeyedIn Projects. Your system administrator will be able to add or remove the fields you require to tailor the project status reporting process to your exact needs. Project Manager User Guide 114

115 Reporting The Reports tab provides a central repository of all of the reports you have permission to view in KeyedIn Projects. To get a list of your reports, simply click the Search Button highlighted in the screenshot below. If you need to restrict the reports displayed simply use the filters provided. Screenshot 1: Viewing Reports Top Tip: Initially you will only have limited reports available to your user profile. However, as you receive access to more reports, to speed up your usage you may wish to set up additional report filters. You can then search for reports based on your own criteria. A quick and easy way to search for reports is by Group. See the Setting up Filters section for guidance on how to create your own personal filters. Project Manager User Guide 115

116 Running Reports and Adding Report Favorites From the reports tab, you can easily Run Reports and Add Reports to your Favorites menu. Key functions include: To Run Reports Locate the report you wish to view Click the Print Icon to access the Report Definition See the Filtering, Grouping and Sorting Reports section for further details To Add a Report to your Report Favorites List Identify the required Report Click the Star Icon to add the report to your favorites list View your Favorite Reports View your favorite reports by selecting the drop down menu displayed on the Reports Tab Click the Report Name to run the report Diagram 1: Accessing Reports Project Manager User Guide 116

117 Filtering, Grouping and Sorting Reports When you run a report in KeyedIn Projects you are provided with the ability to filter, group and sort the report, as well as specify how you wish the report to be output. The following options are available to help you filter the information displayed on your report. Screenshot 2: Filtering Reports Report Filters Use the drop down field to select any pre-defined report filter or use the [New Filter] option to create a new filter. Report Title This free text field provides the title displayed when viewing the report. Dates Use the fields or date pickers provided to select the date range to report over. Filter Data Depending on the report definition, you may have the ability filter on specific data. As illustrated by Project Codes in the screenshot opposite, if you wish to filter on specific records ensure you place a check in the {Project} Code Is In field against the data you wish to filter. A multi select box will then appear where you can add and remove your selections. Report Options Use the options available to suppress repeating values, display group and grand totals and choose your desired report output. Run Report Click the Run Report button to display the report. Top Tip: To save time when running the same reports regularly you can create your own personalized report filters. To create a new filter simply click the New Filter link, then select which parts of the definition to include in your filter, for example, you may wish to ignore the date fields if you wish the filter to use the default settings. Finally, define the appropriate criteria and click Save Filter. This filter will now be available each time you run this report. Project Manager User Guide 117

118 Searching for Data The Search tab provides quick access to search for transactional data in KeyedIn Projects. Depending on your permissions in the system you will be able to search across various data, as a Helpdesk Team Member you have the ability to search on clients, contacts, helpdesk incidents and helpdesk incident related actions. From the search screen you will be able carry out various functions such as adding new records, amending existing records, and deleting selected records. To Access the Search Screen Simple click the Search Tab A list of all areas where you have permission to search for data will be displayed Click the appropriate hyperlink To Filter Data Use the Drop Down field to select from pre-defined filters Use the New Filter option to define your own filters Enter your Filter Criteria in the Fields displayed and click Search to update the records Using the Operations Click the Add Link to add a new record Click the Amend Icon at the end of each row to perform operations specific to that record Use the Check Box at the end of each row to select then delete or approve multiple records Diagram 2: Searching for Data Top Tip: Filters make finding data in KeyedIn Projects quick and efficient. We have already set up some common filters for you, however if there is data that you need to find on a regular basis we recommend creating your own filters. Project Manager User Guide 118

119 Setting up Filters Throughout KeyedIn Projects you have the option to define and save your own filters. Filters are designed to speed up the system in two ways, firstly, they allow you to locate records quickly, and secondly, they reduce the number of records returned in searches which ensures the system runs fast. Wherever filters are displayed in the system you have the option to select a previously saved filter or to create your own new filter. To Create a New or Edit an Existing Filter To Edit an existing filter, select the required filter from the drop down list then select Edit Filter To create a new filter simply click the New Filter link Add a Filter Name In the Filter Name field provide a unique description for the filter This Name will be displayed in the filter drop down menu Filters are displayed in chronological order, if you wish to display filters in a particlular order please prefix them with a number Select your Filter Criteria Ten fields are provided for you to define your filter criteria, the first two fields will always be displayed on the search page Use the first 2 fields to define variables which may change each time you search Use the remaining 8 hidden fields to define fields which remain constant through searches, such as the active status of records Save and Use your Filter When you have completed defining your filter criteria click the Save and Use button If you wish to edit the criteria you have defined, click the Edit Filter link on the Search Screen Filtering Data When filtering data by description, type the description directly into the text field When filtering on codes or dates, use the Select button to find the appropriate record When filtering on an option, such as Chargeable, enter yes or no into the search field Diagram 3: Setting up Filters Project Manager User Guide 119

120 Configuring KeyedIn Projects To speed up the use of KeyedIn Projects and to ensure you can see all of the projects and activities that you can work on, the My Settings Menu provides a series of links that can be used to personalize the system. Key Features From the My Settings Menu you can perform the following functions: Change your Password Specify your Defaults Screenshot 3: Accessing My Settings Change Password Select this option if you wish to change your password. To change your password: Insert your Current Password into the field provided Enter your New Password into the field provided Confirm your New Password Click Change Password to Complete Please Note: Passwords must contain 2 numbers, 2 lower case, and 2 upper case characters. Screenshot 4: Change Password Project Manager User Guide 120

121 System Defaults Select this option to provide a default project, activity and expense type for users who are accessing this functionality in the system. This enables users to automatically populate the project, activity and expense field with a default value, which reduces the clicks required to enter time and expenses. To specify your defaults: Click the Select icon to the right of the field you wish to update. Use the Search form to select the required Project, Activity and Expense Type. You can change your defaults at any time to reflect your current workload. Screenshot 5: My Defaults Project Manager User Guide 121