Basic User Training PROJECT MANAGEMENT SYSTEM

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PROJECT MANAGEMENT SYSTEM This class will provide training for accessing, setting user preferences and performing tasks in the Project Management System on the Campus of Michigan State University.

1 PROJECT MANAGEMENT SYSTEM This class will provide training for accessing, setting user preferences and performing tasks in the Project Management System on the Campus of Michigan State University. MICHIGAN STATE UNIVERSITY Physical Plant Michigan State University East Lansing, MI Instructor: Diane Schimizzi For Assistance, send to: December 3, 2008

2 Contents 1 Table of Contents Part I 2 1 Accessing... the Project Management System 2 2 Changing... your Password 6 3 Changing... the Date Format 9 4 Changing... how Documents are Viewed 11 5 Transferring... Files between your Computer and the System Notifications of New Tasks 15 7 Away... from the Office 18 8 Acting... as a Proxy 24 9 Getting... Unifier Support 28 Part II Advanced User Settings 29 1 Navigating... the Home Page 29 2 Project... Summary 31 3 Project... Logs 40 4 Accessing... Records 43 5 Managing... Tasks 45 6 Using... umail 53 7 Creating... Reports 56 1

3 Accessing the Project Management System Step 1: Create an Icon on your desktop for the Live website: or, Create a bookmark in your favorites in Internet Explorer.

4 Accessing the Project Management System The Skire Unifier Live Site is now in your favorites dropdown menu. Step 2: Login to the System a. This dialog box will pop up when opening the Live website 3

5 4 If it does not pop up, click Enter and the dialog box will open.

your user name and password will be: username: your first initial and last

6 Accessing the Project Management System b. Enter your username and password: - The first time you log into the system your user name and password will be: username: your first initial and last name (ex. Joe Smith : jsmith) password: username and 123$ (ex. jsmith123$) Now you are logged into Unifier 5

7 6 1.2 Changing your Password Step 1: Click on Preferences Step 2: Click on the Security Tab

8 Changing your Password Step 3: Enter and confirm new password 7

9 8 Password Guidelines:

10 Changing your Password 1.3 Changing the Date Format Step 1: Click on Preferences Step 2: Click on the Options Tab 9

11 10 Step 3: Select a Date Format using the drop-down menu

12 Changing the Date Format 1.4 Changing how Documents are Viewed Step 1: Click on Preferences Step 2: Click on the Options Tab 11

12 Step 3: Use the drop-down menu to select either Native or Unifier Viewer Native Viewer: Any document that is opened within the system will open in it's native format.

13 12 Step 3: Use the drop-down menu to select either Native or Unifier Viewer Native Viewer: Any document that is opened within the system will open in it's native format. An AutoCAD drawing will be opened with AutoCAD. A Word document will be opened with Microsoft Word. *Recommended - Unifier Viewer: All documents opened within the system will open in a viewer regardless of other software on your computer.

14 Changing how Documents are Viewed 1.5 Transferring Files between your Computer and the System The File Transfer Option is used: - To download a document from Unifier to your computer - To upload a document from your computer to Unifier - To attach a document to a process Step 1: Click on Preferences 13

15 14 Step 2. Click the Options Tab Step 3. Use the drop-down menu to choose a File Transfer Option * Recommended: Select Basic

16 Transferring Files between your Computer and the System 1.6 Notifications of New Tasks Step 1: Click on Preferences Step 2. Click on the Options Tab 15

16 Step 3. Choosing an E-mail Notification type: a.

17 16 Step 3. Choosing an Notification type: a. Multiple s Daily: If you would like to receive notifications every time you are assigned a task or have an action to take in Unifier, use the selection boxes to choose the events for which you would like to receive a notification.

18 Notifications of New Tasks 17 b. Single Daily Digest: If you would like to receive only one notification per day, select the "Send notifications in Single Daily Digest" box.

19 Away from the Office If you go on Vacation or will be out of the office for an extended period of time and are unable to log into Skire, set a Proxy to move your tasks along for you until you return. Full Access is granted to your Proxy for all projects, programs and user-defined reports. Exception - your Proxy cannot change your password. Exception - your Proxy cannot grant proxy access to another user. Your proxy will not receive notifications of your tasks. Your proxy must login as such to view your Task list. Your proxy must be proactive in looking for tasks that are assigned to you. Step 1: Click on Preferences

20 Away from the Office Step 2: Click on the Proxy Tab 19

21 20 Step 3: Identifying the person who can perform your tasks in your absence Note: You can only select one person to perform your tasks.

22 Away from the Office Select your Proxy: 21

23 22 Step 4: Select the period for which you will need a Proxy If you do not know the dates, you can simply change the status (see below) and leave your proxy open ended. Step 5: Set the Status When your Proxy is Active, any task they perform in the system will be recorded as being done on your behalf.

24 Away from the Office Step 6: Editing Proxy Settings 23

25 Acting as a Proxy If you are acting as a Proxy for another user, the following applies: Full Access is granted to you for all projects, programs and userdefined reports. Exception - you cannot change the other person's password. Exception - you cannot grant additional proxy access to another user. You will not receive notifications of the person's tasks. You must be proactive in looking for tasks that are assigned to the other person. To access the other person's tasks while they are away: Step 1: Login to the system as yourself first Step 2: Click on Preferences

26 Acting as a Proxy Step 3: Click on the Proxy Tab 25

27 26 Step 4: Click on the person who assigned you as their Proxy in their absence. You are now logged in as the other person and can access their tasks. Note that the system indicates the status of your login.

28 Acting as a Proxy 27 To log out as the other person, then, Your Proxy session will end, but you will still be logged into Unifier under your own user name.

29 Getting Unifier Support Contact Support by one of the following methods: Send to Call

30 Getting Unifier Support 2 Advanced User Settings 2.1 Navigating the Home Page When you login, your Home page will appear: To access an individual project: 29

31 30 This is your Home Page for a specific project:

project. Each user is able to create a personalized view of a project.

32 Project Summary Project Summary The Project Summary provides a snapshot of the overall project. Each user is able to create a personalized view of a project. There are two available views of the Project Summary: User View - default, editable view Standard View - non-editable Step 1: Access the Project Summary

33 32 The following screen will appear. It is called the Summary - User View. This view can be modified. Switch to the other view:

34 Project Summary 33 The following is the Summary - Standard View. This view cannot be modified; it is established by a Project Administrator when the project is created in Unifier.

35 34 Step 2: Personalize your User Summary Page for a Project Custom Blocks: To add a Custom block, you must first create a User-Defined report. See Creating User-Defined Reports in the Advanced User Settings.

36 Project Summary Standard Blocks: To add a Standard block, you can select from pre-created reports. First, select a Data Type: 35

37 36 Next, select the item to Report On:

38 Project Summary The Report Name and Block Title are entered by the system: 37

39 38 You can select how the information will be shown, either with a Bar Chart, Pie Chart or Table.

40 Project Summary 39 You can select how the values will be shown, either by Actual Value or Percent distribution of total:

41 40 In this example, the following data block now appears in the User View: 2.3 Project Logs A Project Log acts as a filing cabinet for business process records for each project. Project Logs are found within each project:

42 Project Logs To view a business process log in alternate ways: To sort the records in a business process log: 41

43 42 To search within a business process log: then, fill in the search data:

Project Logs, and select the business process.

44 Accessing Records 2.4 Accessing Records To view a record of a business process within a Project: Step 1: Go to the Project Logs, and select the business process. Step 2: Open the record To create a record of a business process within a Project: Step 1: Go to the Project Logs, and select the business process. Step 2: Create a new record by first viewing a log for the specific business process: 43

45 44 Or, create a new record by selecting the business process from a dropdown list:

Managing Tasks 2.5 45 Managing Tasks Your Tasks logs display business process-related tasks in which you are being requested to participate.

46 Managing Tasks Managing Tasks Your Tasks logs display business process-related tasks in which you are being requested to participate. You can have two types of tasks that appear in your Tasks logs: You are part of a business process workflow and are required to take some sort of action. You have been invited to join a Discussion Group by another user who is requesting assistance with drafting comments or markups on a business process. These are indicated as being sent for Discussion in the Task log. Tasks that are late - have passed their due date - are shown in the log in red. To view all tasks assigned to you, across all your projects:

47 46 To view only tasks associated with a specific project:

48 Managing Tasks Finding the Task Status Step 1: View the Task Details The form for each record contains a tab labeled "Task Details". Step 2: Note the Step Name which describes the current task 47

49 48 Step 3: View a list of the steps in the process

50 Managing Tasks Step 4: View the workflow for the business process 49

50 Saving a Draft of your Task At any time while filling out a business process form (whether creating a new one or responding to a task), you can save your work as a Draft and return to it later.

51 50 Saving a Draft of your Task At any time while filling out a business process form (whether creating a new one or responding to a task), you can save your work as a Draft and return to it later. The record remains in your Drafts log until you sent it. In addition, if you initiate a discussion group, the business process remains in your Drafts log (the log displays a Yes in the Discussion column) until the discussion group ends. There are two levels of Drafts log; the company-level log lists all of your drafts across projects, and project-level Drafts log lists project-specific drafts. To save a draft copy of the Business Process form: A draft copy of the form, with your edits so far, is saved in your Drafts log.

Managing Tasks 51 To View your Drafts Defining Alerts You can create customized alerts to alert you to a condition or event in Unifier that you specify.

52 Managing Tasks 51 To View your Drafts Defining Alerts You can create customized alerts to alert you to a condition or event in Unifier that you specify. For example, you might set up an alert that will send you an or umail message letting you know a task is late. Alerts are created by creating an Alert-type user-defined report. See Creating Reports section in the Advanced User Settings.

53 52 Drafts and Timeout The Project Management System will time out after 60 minutes of inactivity All unsaved work is lost No warning is given If the system is timed-out, you will see a pop-up window with an Alert saying "Your login session has expired. Please login again".

54 Using umail Using umail umail is an internal Unifier feature that allows Unifier project team members to communicate with each other and maintain a record of the communications. The umail interface is similar in functionality to common programs such as Microsoft Outlook. umail supports file attachments, and can be sent between project team members and to external addresses. External cannot be sent directly to umail. To Access project umail Step 1: Open a Project Step 2: Click on umail in the Navigator - folders include Drafts, Inbox, Sent Items, Deleted Items and Public Items To View umail Messages Step 1: Open a Project Step 2: Click on umail in the Navigator Step 3: Click on Inbox

55 54 To Create a New Message

56 Using umail 55

56 2.7 Creating Reports User-Defined Reports Consists of:

runtime notes Choosing report format Step 1: Open a Project

57 Creating Reports User-Defined Reports Consists of: Defining query parameters Choosing projects to include Adding runtime notes Choosing report format Step 1: Open a Project Step 2: Navigate to Reports - User-Defined Step 3: Create a new report

58 Creating Reports Step 4: Select Data Type Step 5: Select Report Type 57

59 58 Step 6: Fill in General Tab Step 7: Define Data Elements

60 Creating Reports To add Elements... then, select a specific data element to include in the report 59

61 60 To add Functions... then, design the formula, date difference or date add function by filling out the appropriate fields. Formula fields:

62 Creating Reports Date Difference fields: Date Add fields: After data elements and functions are added, re-design as needed: 61

63 62 Step 8: Set Query You can define query parameters that users can input at report run time.

64 Creating Reports 63

65 64 Step 9: Design Layout

66 Creating Reports Step 10: Set Permissions Step 11: Set Schedule 65

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