Your Project Plan and Smartsheet

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1 USG Managed Services Yur Prject Plan and Smartsheet Change Management Tlkit

2 Cntents 1.0 Purpse Accessing Smartsheet and Yur Prject Plan Smartsheet Lgin Type f Access Updating the Prject Plan <<Institutin>> Prject Plan Overview Clumns t be Updated by Institutinal Prject Manager Additinal Clumns Smartsheet Helpful Hints Sharing Yur Prject Plan Attachments Lcked Clumns/Rws Frequently Used Keybard Shrtcuts in Smartsheet Additinal Smartsheet Resurces v. 1A Cntents 2

3 1.0 Purpse The USG Managed Services prject is designed t mve institutinal Banner systems t the Banner Managed Services (BMS) slutin, hsted by USG Infrmatin Technlgy Services (ITS). This managed services slutin takes n the daily administratin f key enterprise applicatins s that the institutin can fcus their IT resurces n ther strategic pririties. Fr institutins n Managed Services, ITS updates, upgrades, mnitrs and maintains their Banner systems. Each institutin within a chrt will receive their wn prject plan within Smartsheet. By using Smartsheet, we are able t link individual institutinal prject plans int the verall prject plan fr USG Managed Services. This dcument is created fr <<institutin>>. The Prject Manager fr this institutin is <<PM Name>>. v. 1A Purpse 3

4 2.0 Accessing Smartsheet and Yur Prject Plan 2.1 Smartsheet Lgin All Smartsheet access t institutins prject plans will be granted thrugh individuals institutinal addresses. If yu d nt have a Smartsheet lgin, yu will have the pprtunity t create ne when yu are invited t yur prject plan. Yu already have a Smartsheet Lgin: Yu will receive an indicating yur prject plan has been shared with yu. The will include a link directly t yur plan, and yu will be able t see it under yur Hme tab in Smartsheet. Yu d nt have a Smartsheet Lgin: Yu will receive an indicating yur prject plan has been shared with yu. Yur first actin will be t set up yur passwrd. Click the buttn Open in Smartsheet within the t create yur accunt. Create and cnfirm yur passwrd. Yur prject plan will pen within Smartsheet. v. 1A Access 4

5 2.2 Type f Access T pen Smartsheet, enter in yur brwser. Yu are then prmpted t lgin with yur address (user name) and passwrd. Each chrt will have its wn wrkspace. Each institutin s prject plan within that chrt will be hused in that wrkspace. While yu will be able t view anther institutin s prject plan, d nt make any edits t a prject plan that is nt yurs. If yu happen t clse yur prject plan, yu can always access it under yur Hme tab, which is in the upper left crner f the applicatin. Everything that yu have access t within Smartsheet will be listed here. Expand the USG Managed Services Wrkspace, and lcate yur chrt fr Managed Services. v. 1A Access 5

6 3.0 Updating the Prject Plan 3.1 <<Institutin>> Prject Plan Overview The Institutinal Prject Manager is respnsible fr updating their institutin s prject plan n a bi-weekly basis. Institutinal Prject Managers need t update their prject plan by clse f business tw days prir t yur scheduled bi-weekly status meeting. There are five clumns (described in detail in the next sectin) that Institutinal Prject Managers have the ability t edit: Percent (%) Cmplete Estimated Cmpletin Date Actual Start Date Actual End Date Cmments The infrmatin frm each institutin s prject plan, as well as infrmatin gathered frm chrt and institutinal calls will be used t update the verall USG Managed Services Prject Plan and update prject leadership n verall status and any areas f risk. This snapsht depicts all clumns within yur prject plan. Each institutin s prject manager is respnsible fr updating their clumns each week. v. 1A Updating 6

7 3.2 Clumns t be Updated by Institutinal Prject Manager The institutin s prject manager is respnsible fr updating clumns listed belw: A. % Cmplete: We recmmend using nly three values in this clumn. Tasks nt yet started shuld remain at 0% When yu start a task, indicate 50% in this clumn (regardless f hw much f the task may be cmpleted). When yu finish a task, indicate 100% in this clumn. B. Estimated Cmpletin Date Enter when yu believe yur team will be finished. C. Actual Start Date When yu start a task, update this field t the actual start date. D. Actual End Date When yu cmplete a task, update this field t the actual date yur team finished. E. Cmments Use this field if yu wish t recrd any ntes r cmments regarding the task. Prmpts fr Updates: If a task s planned start date has passed, but n updates have been made t the Estimated Cmpletin Date, Actual Start Date, r Actual End Date clumns, then Please Cmplete will appear within the plan. This prmpt fr an update is generated autmatically. Hwever, the institutin s prject manager can verwrite this by entering the apprpriate infrmatin. v. 1A Updating 7

8 3.3 Additinal Clumns The USG Managed Services Prject Team at ITS will update the additinal clumns n an institutin s prject plan: Prgress Indicatr: A clr indicatr depicting task status: Blue: Task is cmplete. Green: Task is in prgress. Yellw: The task s estimated cmpletin date has passed, but there is minimal risk the task will nt be cmpleted in a timely manner. Red: The task s estimated cmpletin date has passed, and there is significant risk the task will nt be cmpleted in a timely manner. Predecessrs: Tasks that must be cmpleted prir t the current task. Planned Start Date, Planned Duratin, and Planned End Date: These fields are determined during the nbarding visit at each institutin. Actual Duratin: This is a calculated field based n the Actual Start Date and Actual End Date clumns. Owner/Lead Assigned: This is the pint f cntact that the USG Managed Services prject team will cntact fr status f the task. The institutin may delegate actual task cmpletin t smene else thugh. Deliverables: This clumn hlds additinal infrmatin t explain what is expected r t prvide clarity fr develpment r design-type items. Instructins: If instructins are needed n hw t cmplete a task, they will be included. v. 1A Updating 8

9 Status: The USG Managed Services prject team will update this field based n yur updates, as well as infrmatin frm yur biweekly calls. Nt Started In Prgress Cmplete Pending Review Pending Respnse Status Ntes: This clumn includes any additinal infrmatin t explain the indicated status fr a task. v. 1A Updating 9

10 4.0 Smartsheet Helpful Hints This sectin cntains helpful hints fr wrking within Smartsheet. 4.1 Sharing Yur Prject Plan Prject Managers have the ability t share their prject plan with ther members f their institutin. Frm yur pen prject plan, click the Share buttn in the upper right crner. In the Invite Cllabratrs field, enter the addresses f thse individuals yu wish t invite. In the Permissins drpdwn, select the apprpriate permissin: Editr can share Editr cannt share Viewer The Subject line cntains the name f the sheet yu are sharing alng with the permissin yu selected. Enter a message t be sent with the s that the individual knws why yu are sharing this with them. Select the Share Sheet buttn. Smartsheet s the individuals with the invitatins. v. 1A Helpful Hints 10

11 4.2 Attachments Attachments can be attached t a line (task) within yur prject plan. Attach an item: On the rw yu want t attach an item, hver ver the third clumn t display the paperclip icn (Attach a file t this rw). Select the paperclip icn. Drag and drp the file r use the Attach buttn t search fr and select the item t attach. After attaching all items, select the Clse buttn. v. 1A Helpful Hints 11

12 View an attachment A paperclip in the third clumn f a rw indicates there is an attachment fr that rw. Hver ver the paperclip t see the attachment names. Select the paperclip icn. Select the file name t dwnlad/pen the item. View all attachments n a Smartsheet T view all attachments fr yur entire prject plan (nt just by task), select the paperclip icn in the right tlbar f Smartsheet. All attachments will be listed in the Sheet Attachment Summary bx. Select a file name t dwnlad/pen the item. v. 1A Helpful Hints 12

13 4.3 Lcked Clumns/Rws If yu see a lck icn t the left f a clumn r at the tp f a rw, that means that clumn r rw is lcked and cannt be edited with yur permissins. If yu see smething that needs t be changed, please cntact the USG Managed Services prject team 4.4 Frequently Used Keybard Shrtcuts in Smartsheet PC Shrtcut Mac Shrtcut Descriptin Ctrl + X Cmmand + X Cut Ctrl + C Cmmand + C Cpy Ctrl + V Cmmand + V Paste Can cpy data within a sheet in Smartsheet r between sheets. Yu can cpy rws, cells, frmulas, hyperlinks and hierarchy. Cpying a rw des nt cpy its assciated attachments r cmments. Ctrl + S Cmmand + S Save Tip: If yu have cpied a multi-line cell in Excel r ther prgram, duble-click n the cell in Smartsheet befre pasting it in t prevent the lines frm spilling ver int the cells belw. F2 Fn + F2 Enters edit mde n a selected cell. Ctrl + Z Cmmand + Z Und the previus actin since last save. Ctrl + Y Cmmand + Y Red the previus actin since last save. Ctrl + D Cmmand + D Fill dwn. Useful when a clumn cntains a frmula that yu want t use in every cell in that clumn. Ctrl + F Cmmand + F Find infrmatin within a sheet. Ctrl + G Cmmand + G Display the G T Rw windw t navigate t a specific rw in the sheet. Hme Hme G t the first cell f the current rw. End End Mve t the last cell f the current rw. Ctrl + Hme Cmmand + Hme Takes yu t the tp left cell f a sheet. Ctrl + End Cmmand + End Takes yu t the bttm right f a sheet. v. 1A Helpful Hints 13

14 PC Shrtcut Mac Shrtcut Descriptin Ctrl + ] (right bracket) Ctrl + [ (left bracket) Cmmand + ] (right bracket) Cmmand + [ (left bracket) Indent the rw. Outdent the rw. Ctrl (r ALT) + Enter Cmmand + Enter Inserts a carriage return r line break in Text/Number cells Alt Optin + 8 Inserts a bullet pint in the cell. t t Inserts tday s date. +n (plus sign and a number) -n (minus sign and a number +n (plus sign and a number) -n (minus sign and a number yes yes Yesterday s date tm tm Tmrrw s date Enters a date n days frm tday s date. Enters a date n days befre tday s date. last week last week The current date -7 days next week next week The current date +7 days sun mn tue wed thurs fri sat sun mn tue wed thurs fri sat The date crrespnding t the day f the week in the current week. Fr example, if tday s date is 7/5/18, typing mn will return 7/2/ Additinal Smartsheet Resurces Smartsheet has many resurces t help yu learn mre abut using the tl. Here are three vides that will help yu get started with Smartsheet: Infrmatin fr New Cllabratrs ( infrmatin-fr-new-cllabratrs) Smartsheet Overview Vide ( Smartsheet Supprt Resurces ( Select Help in the upper right crner t access additinal infrmatin. v. 1A Helpful Hints 14

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