Contents Getting Started... 7 Using the P6 Team Member for ios App... 17

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1 P6 Team Member User's Guide Release 8.3 January 2014

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3 Contents Getting Started... 7 About P6 Team Member Interfaces... 7 Installing the P6 Team Member App... 8 Supporting P6 Team Member Web Application Users Known Browser Issues Supporting Updates with Statusing Service Your Role as a Team Member Field Definitions for Dates and Work Units Using the P6 Team Member for ios App Working with the P6 Team Member for ios App Starting the P6 Team Member for ios App for the First Time Starting the P6 Team Member for ios App Working with Tasks in the P6 Team Member for ios App Configuring Application Settings for the P6 Team Member for ios App Configuring Session and Server Settings for the P6 Team Member for ios App Viewing App Version Information Viewing Your Tasks Selecting a Task List View Filtering Tasks by Time Frame Searching for Tasks by Text Refreshing Task Data Starting Tasks Updating Task Progress About Time Spent and Time Left Starring Tasks Completing Tasks Sending About a Task Working with Multiple Tasks in Edit Mode Completing Multiple Tasks in Edit Mode Starring Multiple Tasks in Edit Mode Working with the Discussion Feature Viewing and Posting Discussion Comments Working with Codes and UDFs Viewing and Updating Codes and UDFs Working with Related Tasks Viewing Related Tasks and Contacting Associated Resources Working with Notebooks Viewing Notebook Topics

4 P6 Team Member User's Guide Working with Documents Viewing Documents Contacting Project Document Resources Working with Steps Adding Steps Updating Progress on Steps Deleting Steps About Working Offline Go Offline Manually Using the P6 Team Member for Android App Working with the P6 Team Member for Android App Starting the P6 Team Member for Android App for the First Time Starting the P6 Team Member for Android App Working with Tasks in the P6 Team Member for Android App Configuring Application Settings for the P6 Team Member for Android App Configuring Session and Server Settings for the P6 Team Member for Android App Viewing App Version Information Viewing Your Tasks Selecting a Task List View Viewing Active Tasks Viewing Due Tasks Viewing Overdue Tasks Viewing Starred Tasks Viewing Completed Tasks App Task OP Starting Tasks Updating Task Progress About Time Spent and Time Left Starring Tasks Completing Tasks Sending About a Task Working with the Discussion Feature Viewing and Posting Discussion Comments Working with Codes and UDFs Viewing and Updating Codes and UDFs Working With Related Tasks Viewing Related Tasks and Contacting Associated Resources Working with Notebook Topics Viewing Notebook Topics Working with Steps Adding Steps Updating Progress on Steps Deleting Steps

5 Contents Using P6 Team Member Web P6 Team Member Web Overview Keyboard Shortcuts Tasks Working with Tasks Viewing Tasks Starting Tasks Updating Tasks Sending About a Task Starring Tasks Completing Tasks Discussion Working with Discussions Communicating with My Project Manager Notebooks Working with Notebooks Viewing Notebook Topics Documents Working with Documents Viewing Documents Related Tasks Working with Related Tasks Viewing Predecessor or Successor Tasks Sending to a Predecessor or Successor Task Owner Steps Working with Steps Adding Steps Updating Progress on Steps Codes and UDFs Working with Codes and UDFs Viewing and Updating Codes and UDFs Preferences Configuring My Date, Time, and Unit View Preferences Changing My Password Using Statusing Service About Statusing Service Sending a Welcome to Statusing Service Users Sending Team Members Their Assigned Tasks using Statusing Service Updating the Progress of Tasks Using Statusing Service Statusing Service Task Filter Options For More Information Where to Get Documentation Where to Get Training Where to Get Support

6 P6 Team Member User's Guide Legal Notices

7 Getting Started In This Section About P6 Team Member Interfaces... 7 Installing the P6 Team Member App... 8 Supporting P6 Team Member Web Application Users Supporting Updates with Statusing Service Your Role as a Team Member Field Definitions for Dates and Work Units About P6 Team Member Interfaces The P6 Team Member suite of interfaces is designed for individual contributors, or team members, to record status on their tasks without the need to learn an enterprise project management application. The P6 Team Member interfaces are the P6 Team Member for ios and P6 Team Member for Android apps, P6 Team Member Web, and Statusing Service. These interfaces allow you to quickly access and update your tasks using the platform or device that suits your needs. Your project manager uses P6 to create and update the project schedule and task list. Depending on the project preferences your manager selected when creating the project in P6, the updates you make in P6 Team Member interfaces will either apply immediately or require approval before they are applied to the project. Task assignments in P6 Team Member interfaces are based on work distribution filters, resource assignments, and activity owner designations set by project managers using P6. As a team member, you can use P6 Team Member to view and provide status updates on your assigned tasks. The project manager determines which status fields you can view and edit. These fields may include time spent, time left, % complete, remaining duration, start date, or finish date. You can use P6 Team Member Web and the P6 Team Member for Android and ios apps to: Modify your view to display your task list by project and by current status, including Active, Due, Overdue, Starred, or Completed. You can refine your task list even further by selecting a time frame and entering a term by which to filter your list. Mark a task with a star to signify its importance to you. You can view all your starred tasks in one list when you select the Starred task list view in the app menu. 7

8 P6 Team Member User's Guide View a list of all your steps for a task. Add, edit, or delete steps to reflect your work more accurately, if you are given the privileges by your project manager. You can enter the % complete to show progress on a step. View the codes and UDFs associated with a task for additional information. Update codes and UDFs if your project manager requires you to update task status using these fields. View predecessor and successor tasks related to a task and contact resources associated with related tasks. Communicate with the project manager or other team members through . If a picture helps illustrate your message, you can also take a photo with your device and attach it to your . Communicate with the project manager about a task by viewing and posting messages with the Discussion feature. All messages are saved with the selected task and are visible in P6, P6 Team Member, and P6 Professional connected to an EPPM database. View notebook topics associated with a task for more information about the task. View documents associated with a task and contact resources associated with project documents (P6 Team Member Web and P6 Team Member for ios app only). Work offline (ipad only). When running P6 Team Member on an ipad device, you can go offline manually to download task data from the server and save changes locally until you reconnect. If the connection to the P6 server is lost unexpectedly, all task data accessed during the previous online session will remain available to edit. You can use Statusing Service to: Request a list of your current tasks through using the account associated with your P6 user account. You can request a filtered list of tasks by project; time frame; current status, including Active, Due, Overdue, Completed, or Started; or by all the tasks that you starred. Reply to the you receive with your task list, record your progress, and send your updates. Project managers can use Statusing Service to: Send new Statusing Service users a Welcome that includes the address to the Statusing Service and instructions for requesting a task list and updating the list through . Send team members an request for status updates. Project managers can customize the task list sent to team members using the available filter options. Team members can provide status by replying to the with their updates. Installing the P6 Team Member App Follow these steps to install the P6 Team Member app to your device: 1) Verify with your administrator that the following prerequisites have been met: a. Support for the app has been deployed with your P6 application server. 8

9 Getting Started b. You have a valid user account in P6. c. If you are running P6 Team Member on iphone or Android, verify that your P6 account has at least one module access option enabled. If you are running P6 Team Member on ipad, verify that your P6 account has the Team Member Interfaces module access option enabled. Note: With a P6 user account, you can be assigned to activities as a resource assignment if your user account is associated with a labor resource, assigned to a task as an activity owner, or assigned a Team Member work distribution filter. 2) Download and install P6 Team Member from the Apple App Store or the Google Play Store to your device. 3) Use the following information to log in: a. The URL to the P6 server. b. If your organization uses Single Sign On (SSO), use your SSO username and password. If your organization uses native authentication, use your P6 username and password. If you do not know whether your organization uses SSO or native authentication, contact your administrator. Upgrading Notes - P6 Team Member for ios only If P6 Team Member for ios users upgrade from release 1.1 to a more recent release, starred tasks will not be transferred. Users will need to star their tasks again once the latest version of P6 Team Member for ios is installed. If you upgrade P6 EPPM from release 8.1 to a more recent release, P6 Team Member for ios users' starred tasks will not be transferred. Users will need to star their tasks again once the latest version of P6 EPPM is installed. If your company is running P6 EPPM 8.1 or 8.2, you can install and use this updated version of the app, but you will not be able to use any of the new features of this release. Error Messages If you receive one of the following messages, the SSL certificate on the P6 server is incorrect or missing. Contact your administrator to determine whether you have an SSL certificate that was signed by a trusted authority. ios: "Server URL points to an invalid web application." Android: "Cannot connect to server." Known Issues If you are in a time zone that observes daylight savings time, the hours displayed in your tasks may be incorrect by one hour. 9

10 P6 Team Member User's Guide If P6 EPPM version 8.2 is deployed, users who do not have tasks assigned to them will receive this message in P6 Team Member: Some data failed to load. Refresh to try again. Supporting P6 Team Member Web Application Users In order to perform any of the tasks in this guide using P6 Team Member Web, you will need to verify the following requirements have been met. To support the application for your team at your organization: 1) Verify with your administrator that support for the app has been deployed with your P6 application server. 2) Verify that the following prerequisites have been fulfilled in P6: a. You have a valid user account in P6. Note: With a P6 user account, you can be assigned to activities as a resource assignment if your user account is associated with a labor resource, assigned to a task as an activity owner, or assigned a Team Member work distribution filter. b. Your user account is assigned the Team Member Interfaces module access option. c. You have one or more activity assignments (or tasks) for at least one active project. P6 Team Member Web will show tasks that have not yet started, active tasks, and tasks you completed in the last 30 days. Note: OBS access to a project is not required in order for you to make status updates on your assigned tasks unless you are assigned a Team Member work distribution filter. 3) You will need the following information to log in: a. The URL to the P6 Team Member Web server. b. If using SSO, you will need your SSO username and password. Or, if using native authentication, you will need your assigned P6 username and password. 4) The default language setting is English. To change the language setting: a. Enter the URL for the application in your browser. b. At the end of the URL, enter:?locale=<locale code> The locale codes are as follows: Brazilian Portuguese = pt_br French = fr German = de Italian = it Japanese = ja Korean = ko 10

11 Getting Started Russian = ru Spanish = es Simplified Chinese = zh_cn Traditional Chinese = zh_tw For example, to change the language to German, the URL would be c. Bookmark this URL for future access. Known Browser Issues If you experience an issue working in P6 Team Member Web, review the known issues to determine if your problem has a resolution. General Browser Issues If you experience unexplained behavior, such as the steps in the Steps dialog box not matching the steps in the Steps panel, clear your browser history. Internet Explorer Internet Explorer versions 8 and 9 are not optimized for use with P6 Team Member Web. Oracle recommends using FireFox, Chrome, or Safari instead. The following are a few of the issues you may encounter. "Navigation to the webpage was canceled" in Internet Explorer If you receive the message "Navigation to the webpage was canceled" when sending an in P6 Team Member Web, this is a known issue for Internet Explorer 8 on Windows 7. To work around the issue, perform the following steps: 1) In Internet Explorer 8, select the Tools menu and click Internet Options. 2) In the Internet Options dialog box, click the Security tab. 3) On the Security tab, clear the Enabled Protected Mode (requires restarting Internet Explorer) option and click OK. 4) Restart Internet Explorer. Loss of focus on dialog box in Internet Explorer You can lose focus on a dialog box if you drag the box around the screen too quickly. To prevent this from occurring, slowly drag the dialog box to move it to a different position on the screen. Safari Shortcut key Ctrl+Shift+T does not work when using Safari on a Macintosh 11

12 P6 Team Member User's Guide The keyboard shortcut for changing tabs on the Preferences dialog box, Ctrl+Shift+T, does not work when using Safari on a Macintosh. You must select the tab using a mouse or by tapping the tab, depending on your device. Supporting Updates with Statusing Service Projects may require that P6 users temporarily work in remote locations without access to the private network where the P6 server resides. Diverse project teams may also exist with some members updating their tasks using P6, and others using . In order to support the updating of assignment status by , you will need to verify the following requirements have been met. To support updates for your team at your organization: 1) Verify with your administrator that support for task updates has been deployed with your P6 application server. 2) Verify that the following prerequisites have been fulfilled in P6: a. You have a valid user account in P6. Note: With a P6 user account, you can be assigned to activities as a resource assignment if your user account is associated with a labor resource, assigned to a task as an activity owner, or assigned a Team Member work distribution filter. b. Your user account is configured with at least one module access option. c. Your user account must specify your own unique address. d. You have one or more activity assignments (tasks) for at least one active project. The will show tasks that have not yet started, active tasks in progress, and tasks you completed in the last 180 days. Note: OBS access to a project is not required in order for you to make status updates on your assigned tasks unless you are assigned a Team Member work distribution filter. 3) Download and install any client application or browser to access web mail. 4) Plan your task status by process with your team and manager. For example, consider details such as the timing of updates by versus updates made in P6 or other P6 Team Member interfaces to avoid conflicts. Known Issues Yahoo and Hotmail web clients are not supported. If your address is assigned to one of these accounts, access your account within an SMTP client. When project managers use the Notify request to send a list of tasks to team members, the following time frame options are not supported: Active Today, Due Today, or Completed Today 12

13 Getting Started Active Tomorrow, Due Tomorrow, or Starting Tomorrow Completed Yesterday Instead, you can use: Active in next 1 day, Due, or Completed in last 1 day Active in next 2 days or Due in next 2 days Completed in last 1 day Error Messages You may receive error messages when updating tasks if your application is set to return messages in HTML format. One of the following situations will occur: An will be returned with the message "Date or unit format specified was invalid or missing.". If there is an error in the Time Spent, Time Left, or Remaining Duration fields, an will be returned with a message that the updated value is incorrect because only part of the updated value was parsed by the Statusing Service. The following methods can be used to avoid this issue: When entering task updates, delete the original value in its entirety before entering an updated value. Set the application to reply to messages in text format. Click the Update this task link to update tasks individually. Your Role as a Team Member Your project manager uses P6 to manage your projects. Your responsibilities on a project are broken down into tasks, also referred to as activities or assignments. Once a task is assigned to you in P6, you can view and update your status on it using P6 Team Member for ios, P6 Team Member for Android, P6 Team Member Web, or Statusing Service. Using P6, your project manager sets the fields available for you to view and update in P6 Team Member. Tasks belonging to different projects may allow you to update different fields. Speak with your project manager to determine: Whether you are a resource assignment, an activity owner, or if you are assigned a Team Member work distribution filter. The fields that display in the P6 Team Member interfaces are specific to these roles. Which fields you should edit when providing status updates. How often you need to provide status updates. 13

14 P6 Team Member User's Guide Field Definitions for Dates and Work Units Your project manager uses P6 to set the fields available for you to view and update in P6 Team Member. In P6, a team member is assigned as a resource assignment, an activity owner, or a user with a Team Member work distribution filter. Resource Assignment Finish By The date you are scheduled to complete the task. Finished The date you actually completed the task. Start By The date you are scheduled to begin the task. Started The date you actually began work on the task. Time Left The total working time left to complete the task. Time Spent The actual amount of time spent working on the task. Remaining Duration The period of time required to complete the task based on your current work schedule and additional project commitments. Activity Owner or User Assigned a Team Member Work Distribution Filter % Complete The percentage of the task that has been completed. The calculation of this field depends on the settings your project manager configured in P6. This field is either: Calculated using units or duration. Calculated using the percentage complete from steps. A value you enter based on your own perception of the work you completed on this task. Expected Finish The date you expect work on the task to end. 14

15 Getting Started Finish By The date you are scheduled to complete the task. Finished The date you actually completed the task. Remaining Duration The period of time required to complete the task based on your current work schedule and additional project commitments. Start By The date you are scheduled to begin the task. Started The date you actually began work on the task. Time Spent (Labor) The actual amount of time spent working on the task. Time Spent (Nonlabor) The actual amount of time spent on the task by a nonlabor resource. Time Left (Labor) The total working time left to complete the task. Time Left (Nonlabor) The remaining time required of a nonlabor resource to complete the task. 15

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17 Using the P6 Team Member for ios App In This Section Working with the P6 Team Member for ios App Starting the P6 Team Member for ios App for the First Time Starting the P6 Team Member for ios App Working with Tasks in the P6 Team Member for ios App Configuring Application Settings for the P6 Team Member for ios App Configuring Session and Server Settings for the P6 Team Member for ios App26 Viewing App Version Information Viewing Your Tasks Starting Tasks Updating Task Progress Starring Tasks Completing Tasks Sending About a Task Working with Multiple Tasks in Edit Mode Working with the Discussion Feature Working with Codes and UDFs Working with Related Tasks Working with Notebooks Working with Documents Working with Steps About Working Offline Working with the P6 Team Member for ios App The P6 Team Member for ios app is a native ios application, or app, you can download to your iphone or ipad. The primary function of P6 Team Member is to support remote updates to the status of your tasks. Task data is retrieved from and sent to your organization's central P6 server. The app requires private network access from each mobile device to your organization's hosted Team Member Web Services. For example, your administrator may take care of setting up your access behind a firewall and may require that you establish virtual private network (VPN) access from your device to the server. You should be familiar with the following concepts: 17

18 P6 Team Member User's Guide P6 Team Member Main Areas The app includes three main areas: the app menu, the Task List, and the Details area. Table of P6 Team Member Main Areas Item Description App menu: To access the app menu, tap App Menu in the toolbar at the top of the Task List or swipe right on the Task List. In the app menu, you can select Task List views, set the app to run offline or online (ipad only), change application and server settings, and view information about your P6 Team Member installation. To exit the app menu, tap the App Menu icon again or swipe left on the Task List. 18

19 Using the P6 Team Member for ios App Item Description Task List: The Task List lists tasks that your project manager has assigned to you. Each task is represented by a row that includes its name, percentage complete, and other information. Details area: The Details area includes details and available settings associated with a task. To access the Details area, tap any task in the Task List. In the Details area, you can update task information and star tasks. Tools available in the toolbar also allow you to send task-related and photos and read and post comments. Icons in P6 Team Member The following tables describe P6 Team Member icons. Refer to separate Help or User's Guide topics for details about functions and settings. App Menu and Task List Details Task count Open/close app menu Task locked for editing Task progress indicator, not overdue Task progress indicator, overdue Milestone, not overdue Milestone, overdue Unread discussion comments Task starred Undo unsaved changes to corresponding task Send about task Discussion, no unread comments Discussion, unread comments Send with photo 19

20 P6 Team Member User's Guide Star task Item count Other Add step (Steps) Associated resources (Related Tasks and Documents) Open document in another app (Documents) Compose new discussion comment (Discussion) Starting the P6 Team Member for ios App for the First Time Follow these steps to start the app for the first time. When you return to the app after working in other apps, the last page you were on will appear. Once you configure these settings, you won't need to perform these steps again unless your SSO cookies expire. If your cookies expire, you will need to enter your user name and password again. To start the app: Note: You may need to activate your device's VPN feature to access your company's deployment of P6. Contact your administrator for more information. 1) On the ios Home screen, tap Team Member. 2) On the Welcome to P6 Team Member page, slide the Single Sign On (SSO) switch to either ON or OFF. Note: Team Member Web Services supports LDAP, Native, or SSO mode. Your administrator selects the authentication mode when configuring P6. a. If you turn SSO on: 1. Tap the Server URL field and enter the URL to your server (for example, Specify the server name and port number in the URL. 2. Tap Authenticate. 3. Enter your SSO user name and password. b. If you turn SSO off: 20

21 Using the P6 Team Member for ios App Tips 1. Tap the Server URL field and enter the URL to your server (for example, Specify the server name and port number in the URL. 2. Enter your P6 user name. 3. Enter your P6 password. 4. Tap Done. To access server information in the app which includes the SSO setting, the URL to access the server, and your user name navigate to the app menu, and then tap Settings. Starting the P6 Team Member for ios App When returning to the app after exiting, you do not have to configure any settings. If you are using SSO, you will periodically be prompted to re-authenticate your session per security settings at your organization. You must be connected to a network to start and run the app. 1) On the ios Home screen, tap Team Member. 2) On the P6 Team Member Task List, swipe right or tap App Menu to open the app menu. On the app menu, review the list of task types available, their quantities, and the date and time when you last downloaded task information from the server. Here you can also set the app to run offline or online (ipad only) and open the settings popover. Notes: To refresh the Task List and all available task data, swipe down anywhere on the app menu, exposing the Loading icon. Continue to pull the app menu down until the loading icon spins. Task data from the server will be downloaded to your device. This function is not available when the app is not connected to the P6 server. The app will automatically refresh task information when you start a new session, manually reconnect to the P6 server, or save task changes while connected to the P6 server. Working with Tasks in the P6 Team Member for ios App You can use the app to view and update the status of your tasks and communicate with other project members or your manager. 21

22 P6 Team Member User's Guide App Menu and Task List Features Table of App Menu and Task List Features Item Description App menu: The app menu displays app settings and the available Task List views. In this example, the user has tapped Active. Task List View: In each Task List view, tasks are sorted chronologically by Finish By or Finished date. In each task row, the task's name is listed first followed by the project name then the WBS. The task ID is listed alongside its task's name if the Display Activity ID setting has been set to On in the app menu. Edit Mode: Tap Edit to turn Edit mode on or off. In Edit Mode, you can star or mark multiple tasks complete before saving changes. 22

23 Using the P6 Team Member for ios App Item Description Time Frame Bar: This bar lets you filter your Active, Due, and Completed tasks by specific time frames. Task Progress Indicator: This circular gauge indicates progress with both color shading and a percent value. Whenever the Finish By date occurs in the past, the gauge's color is set to orange. In this example, the task named "Review and Approve Brick Samples" is overdue and its orange progress indicator shows 87%. Locked Project: This icon indicates that the project is locked for editing by a user in P6. Tasks cannot be updated while the project is locked. After a project lock has been released in P6, tasks belonging to the formerly locked project will remain locked in P6 Team Member until you refresh task data. Discussion and Starred Indicators: The Discussion icon indicates the number of unread messages for the task. The Starred icon shows you which tasks you have starred as important or flagged for follow-up. Milestone: The diamond indicates that this task is a start or finish milestone. A milestone represents any significant event or goal in a project. Although milestones are considered a type of task, they have zero duration. At any moment, they are either achieved or not. Some examples of milestones in an office building addition project include Project Definition Complete, Structure Complete, and End Bidding Process. A start milestone only shows a Start By date and a finish milestone only shows a Finish By date. The milestone icon is red when the scheduled Start By or Finish By date has been reached and the milestone is not complete. 23

24 P6 Team Member User's Guide Task List and Task Details Features Table of Task List and Task Details Features Item Description Undo: Tap Undo to undo all unsaved changes. Send an About a Task: Tap to send comments about a particular task to one or more recipients by . Review and Post Comments about a Task: Tap Discussion to post comments and review feedback about your task using the Discussion feature. If there are unread comments, their quantity will appear in the Discussion icon. 24

25 Using the P6 Team Member for ios App Item Description Send an with an Attached Photo: Tap with photo to send an with a new or saved image attached. Status Controls: Tap a field to open its corresponding status controls. Gray fields cannot be edited. Configuring Application Settings for the P6 Team Member for ios App You can adjust the following application settings in P6 Team Member. You can also view these settings and information about your P6 Team Member installation in the ios device settings menu. To configure application settings: 1) Navigate to the app menu. 2) Tap Settings. 3) Edit any of the following settings: Slide the Group by Project switch to ON to group tasks in the Task List by project. When tasks are grouped by project, project groups are alphabetized by project name, and the tasks under each project name are sorted by the Finish By or Finished date field. Slide the Display Time switch to ON to specify the time of day when you mark tasks as started and complete. Tap Units of Time and then select Days and Hours or Hours and Minutes to set the precision of the time controls available when you update task progress. Note: The definition of a day for example, 8h or 10h is calculated for each task based on its assigned project or resource calendar in P6. Slide the Display Activity ID switch to ON to view activity IDs in the Task List. Tap Clear cached documents to remove documents saved in your local cache and free device memory. These are project documents that you recently viewed while connected to a P6 server. This option only appears when you have cached documents. 4) Tap Done. 25

26 P6 Team Member User's Guide Configuring Session and Server Settings for the P6 Team Member for ios App You can adjust the following session and server settings in P6 Team Member. You can also view these settings and information about your P6 Team Member installation in the ios device settings menu. To configure session and server settings: 1) Navigate to the app menu. 2) Tap Settings. 3) Tap Login to another server. 4) Edit any of the following settings: Single Sign On (SSO): Slide this switch to ON to login to your P6 EPPM server using SSO. If you are unsure whether SSO is activated on your network, contact your administrator. Server URL: Tap this field to set or edit the server address. Use the address provided by your administrator. Note: You may need to activate your device's VPN feature to access your company's deployment of P6. Contact your administrator for more information. P6 Username: Tap this field to set or edit your user name. This user name must match your P6 user name. If using SSO, any value in this field is ignored. Password: Tap this field to enter your P6 password. 5) Tap Sign In or Done. Viewing App Version Information You can view information about your P6 Team Member installation on the ios device settings menu. To view information about your P6 Team Member installation: 1) On your device home page, with your other apps, tap Settings. 2) Tap Team Member. 3) The Version row indicates the P6 Team Member version on your device. 4) Tap About to view the P6 Team Member Build ID, the Build number of the P6 release that corresponds to your P6 Team Member installation, and copyright information of your P6 Team Member installation. 26

27 Using the P6 Team Member for ios App Viewing Your Tasks By default, active tasks populate the Task List. In the app menu, you can view the available task list views, including Active, Due, Overdue, Starred, and Completed. The name of each view is followed by the number of tasks it contains. If a task list view includes no assigned tasks, its label will show 0 as its count (for example, Overdue 0). If you choose a view with no assigned tasks, no tasks will appear in the Task List. After choosing a task list view, you can refine your task list even further by entering text in a search bar at the top of the Task List. You can also filter tasks in the Active, Due, or Completed Task List views by time frame. Your assigned tasks are displayed on the Task List, where you can see the progress of each non-milestone task by viewing its progress indicator. If your task list extends beyond the display area, swipe up to view any additional tasks. Selecting a Task List View Task list views help keep your tasks organized by reducing the number of tasks in the Task List. With views, you can filter tasks by completion status, starred status, or due date. The name of the active view is always displayed in the navigation bar above the Task List. To select a task list view: 1) Navigate to the app menu. 2) Under My Tasks, review the following views and the number of tasks in each view: Active: Tasks that are assigned to you that you have not yet started or have started but have not yet completed. Due: Tasks with a Finish By date equal to today's date or any future date that occurs within the next two months. Overdue: Tasks with a Finish By date prior to today or project milestones with a Start By date prior to today. Starred: Unfinished tasks you have marked with a Star to indicate that they are important or favorites. Completed: Tasks you have completed in the last 30 days. Pending (ipad only): All tasks with saved or unsaved changes made offline. This task list view is only visible when working offline. 3) Tap one of the preceding status categories. Filtering Tasks by Time Frame You can filter the Active, Due, and Completed task list views by time frame to further refine your task list. To filter your Active, Due, or Completed task list view by time frame: 27

28 P6 Team Member User's Guide 1) Swipe right or left on the Time Frame bar at the top of the Task List to view all available time frame categories. 2) Tap one of the available time frame categories to select it. Tips In addition to swiping left and right on the time frame bar, you can double-tap any time frame to open the Time Filter popover, where you can choose from all available time frames. Searching for Tasks by Text You can search for tasks in the Task List by text that may appear in task IDs, task names, any parent WBS element s name up to and including the top-level (Project) WBS element, code names, code values, user defined field names, or user defined field values. This operation only returns tasks already listed in the Task List, so you should select the appropriate task list view and time frame filter before searching for tasks. To search for tasks by text: 1) Tap the search bar at the top of the Task List. If the search bar is not visible, flick up until it becomes visible. 2) Enter your search text. 3) Tap Search. Note: To clear the Search filter, tap the search bar and then tap Cancel. Refreshing Task Data When connected to a P6 server, you can update task information displayed in P6 Team Member. Note: This function is not available when working offline (ipad only) or when no connection to the P6 server is available. To refresh the Task List and all available task data: 1) Navigate to the app menu. 2) Swipe down anywhere in the app menu to expose the Loading icon. Continue to pull the app menu down until the loading icon begins to spin. Task data from the server will be downloaded to your device. Note: The app will automatically refresh task information when you start a new session or manually reconnect to the P6 Team Member server. 28

29 Using the P6 Team Member for ios App Starting Tasks After you review your tasks, you can indicate that you have started work on them. To mark a task as started: 1) In the Task List, tap the task you want to update. 2) View the Project name, WBS, and Start By date to verify that this is the task you want to mark as started. 3) Tap Start. 4) Tap Save to accept the default Started value. To select another actual start date, adjust the time controls, if enabled, before you tap Save. Note: You cannot set the Started date to a date that is later than the current date. Updating Task Progress After you have marked a task as started, you can update its progress in fields specified by your project manager. To update a task: 1) On the Task List, tap the task you want to update. 2) Tap the field you want to update and adjust its value using the spinning time controls. You cannot edit fields with gray text. 3) Tap Save. Note: Tasks marked with an asterisk (*) on the Task List have been modified, but their changes have not been saved. Time Left is automatically updated once you update Time Spent. Manually update Time Left if the amount of time remaining on the task differs from Time Left minus Time Spent. You cannot set the Finished date to a future date. Tips Once a task is marked complete, you cannot return it to the Active task list, but you can update the Start date, Finished date, and Time Spent fields. You cannot update tasks in projects that are locked. About Time Spent and Time Left The following rules apply to the relationship between the Time Spent and Time Left labor and nonlabor fields in the P6 Team Member app: 29

30 P6 Team Member User's Guide Changes to Time Left do not affect Time Spent. Time Left and Time Spent will always be greater than or equal to zero. If Time Left is greater than zero, any changes you make to Time Spent will automatically update Time Left. For example, if you increase Time Spent from three hours to four hours, then the software will deduct one hour from Time Left. If you change Time Spent from three hours to two hours, then the software will add one hour to Time Left. If Time Left is equal to zero, changes to the value of Time Spent will not affect Time Left. Note: If you increase Time Left once it reaches zero, changes to Time Spent will update Time Left until it reaches zero again. Depending on the project and activity settings in P6, changes to Time Spent or Time Left may cause a change to the Finish By field value (the Finish Date in P6). You will not see this change until you tap Save. If there was a change, the new value will be shown in the refreshed task list. Starring Tasks You can mark a task with a star to designate it as an important or favorite assignment and track it in a separate task list view with other starred tasks. To star a task: 1) In the Task List, tap the task you want to star. 2) Tap Star. The icon's color will change from white to gold ( Star). 3) Tap Save. Tips To unstar a task, repeat the preceding steps. You cannot star a completed task or a task that is in a locked project. No one else will see which tasks you marked with a star. The starring feature is not available when a task is assigned through a Team Member work distribution filter. Completing Tasks After you have marked a task as started and updated its progress to reflect work performed, you can mark it as complete to indicate that your work on the task is finished. To mark a task as complete: 1) On the Task List, tap the task you want to update. 2) Tap Mark Task Complete. 30

31 Using the P6 Team Member for ios App 3) Tap Save to accept the default Finished value. To select another actual finish date, adjust the time controls, if enabled, before you tap Save. Notes: When you mark a task as complete, any Time Left will automatically be added to the Time Spent. You cannot remove the finish date after you tap Save. Contact your manager or administrator if you need to restore data that you cannot edit. Sending About a Task You can send about a task to one or more recipients and attach an optional photo. To send comments and a photo about a task: 1) In the Task List, tap a task. 2) Tap , or tap with Phototo attach a photo to your message. 3) If you tap with Photo: a. Tap Choose Existing Photo to select an existing photo on your device. b. If your device is equipped with a camera, tap Shoot Photo to take a new picture. 4) In the form, specify the recipients. 5) Enter your custom message above the auto-inserted activity information. For example, you might provide an explanation for your status update or an additional description to accompany a photo. 6) Tap Send. Tip itself is not provided by the P6 Team Member app. The app uses your device's application and its settings and contacts. If you experience a problem sending , check the outbox in your application or consult your network administrator. Working with Multiple Tasks in Edit Mode To help you mark multiple tasks as complete or starred, the P6 Team Member app includes a multi-task Edit mode that can be activated with the Edit button on the Task List toolbar. In Edit mode, you can select multiple tasks before designating all of them as complete or starred. 31

32 P6 Team Member User's Guide If you mark multiple tasks complete and then discover that they were marked complete by mistake or additional work effort is required, your manager can use P6 to manually remove the finish date. Table of Details for Edit Mode Item Description Edit in Edit Mode: Tap Edit to start Edit Mode. Cancel Edit Mode: Tap Cancel to exit and cancel changes made in Edit Mode. Task Selected: In Edit Mode, tap the small circles on the left-hand side of task icons to mark or unmark tasks. 32

33 Using the P6 Team Member for ios App Item Description Mark Selected Tasks Complete: Tap Complete to mark selected tasks as completed. Star Selected Tasks: Tap Star to star selected tasks. If you only select starred tasks in Edit mode, they will all be unstarred when you tap Star. If you select at least one starred task and at least one unstarred task in Edit mode, all selected tasks will be starred when you tap Star. Completing Multiple Tasks in Edit Mode You can mark multiple tasks complete. Updating multiple tasks simultaneously is faster than marking tasks complete one at a time. However, you should avoid marking tasks complete by mistake since you cannot remove the Finished date from tasks marked complete. Note: Contact your manager or administrator if you need to restore data that you cannot edit. For example, if you mark multiple tasks complete and then discover that they were marked complete by mistake or that additional work effort is required, your manager can use P6 to manually remove the finish date. To mark multiple tasks complete: 1) In the Task List, tap Edit. 2) In Edit mode, tap the tasks you have completed. The application temporarily marks each selected task with the Selected icon. 3) Tap Complete. 4) Tap Save. Note: You cannot set Finished dates when marking multiple tasks complete at once. The Finished date for the tasks will be the date on which you marked them complete. Starring Multiple Tasks in Edit Mode You can mark a specific task with a star to signify its importance compared to your other tasks. Starring multiple tasks simultaneously is faster than starring tasks individually. 33

34 P6 Team Member User's Guide Note: You cannot star a completed task or a task in a locked project. To mark multiple tasks with a star: 1) In the Task List, tap Edit. 2) In Edit mode, tap the tasks you want to star. The application temporarily marks each selected task with the Selected icon. 3) Tap Star. 4) Tap Save. Tips: To unselect a task in Edit mode, tap it again. If you only select starred tasks in Edit mode, they will all be unstarred when you tap Star. If you select at least one starred task and at least one unstarred task in Edit mode, all selected tasks will be starred when you tap Star. Working with the Discussion Feature Use the Discussion popover to communicate with your project manager about a task. Messages from all team members assigned to a task are displayed in that task's Discussion popover. 34

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36 P6 Team Member User's Guide Table of Details for the Discussion Feature Item Description Unread Comments: The Unread Comments icon displays in the Task List when you have unread comments. Launch Discussion Popover: On the Task Details page, tap to launch the Discussion popover. Discussion Discussion Popover: Review messages posted by your project manager or other team members assigned to the task. Post a Message: Tap Compose to post a message. Viewing and Posting Discussion Comments You can have a conversation about a task with your project manager using the Discussion feature. The conversation is saved with the task and is available for future reference. To send a message to your project manager: 1) In the Task List, tap a task to which you want to post a comment or a task with comments you want to read. If a task on the Task List has unread comments, the number of unread comments will appear in the Discussion icon. 2) Tap Discussion. 3) Review messages and tap Compose to type a message. 4) Tap Save. 5) Tap outside of the Discussion popover to close it. Tips If there are other team members assigned to the task, you will also see their conversations in the Discussion popover. Your project manager uses P6 to view and respond to messages you post. Anyone who has access to a task in P6 can view its conversations. 36

37 Using the P6 Team Member for ios App Working with Codes and UDFs Codes and user defined fields (UDFs) are used to provide you with or gather information about a task. They can provide details like the department for which you perform the task or the project phase in which the task is performed. Codes and UDFs can also be used to track information about a task, such as delivery dates or purchase order numbers. Codes and UDFs are selected by your manager at the project level, so every task you have within the same project will have the same list of codes and UDFs. 37

38 P6 Team Member User's Guide Table of Details for Codes and UDFs Item Description View Codes and UDFs list: If your task includes codes and UDFs, the Codes and UDFs option, with the number of codes and UDFs provided, is visible. Tap Codes and UDFs. Codes and UDFs: The control for each field depends on the type of input it requires. A control may be a calendar selector, spinner, selection list, or input field. Codes and UDFs that are gray are for information only and cannot be updated. Viewing and Updating Codes and UDFs Codes and UDFs provide additional information about your tasks. Your project manager may require you to update this information. To view and update codes and UDFs: 1) In the Task List, tap the task you want to update. 2) Tap Codes and UDFs, if available. 3) A code or UDF will be selectable if you have privileges to update it. Codes and UDFs that are gray are for information only and cannot be updated. Select a field and use the controls for the field to update its value. 4) Tap Save. Tips The range for integers is -2,147,483,647 to 2,147,483,647. The range for numbers is -1,000,000,000, to 1,000,000,000, Working with Related Tasks Related tasks are the tasks that have logical start or end relationships with your assigned tasks. Predecessor tasks are required to start or finish before the selected task has started or finished. Successor tasks are required to start or finish after the selected task has started or finished. These relationships are set by your project manager in P6. Use Related Tasks to view predecessor and successor tasks and communicate with resources assigned to those tasks. 38

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40 P6 Team Member User's Guide Table of Details for Related Tasks Item Description View Related Tasks: If your task includes related tasks, the Related Tasks row is visible. Tap Related Tasks. Predecessor & Successor Lists: Tap Predecessors to view the list of predecessor tasks or Successors to view the list of successor tasks. Associated Resources: If a task is associated with resources, it will display the Associated Resources icon. Tap a predecessor or successor task to view its associated resources. Resources Popover: Tap an assigned resource to compose an message to that resource. Write your message above the automatically generated task information in the body of the message. Viewing Related Tasks and Contacting Associated Resources You can view and contact resources assigned to a task's predecessor and successor tasks. This can help you better manage your progress with respect to the overall project plan. To view a task's related tasks and contact resources assigned to related tasks: 1) On the Task List, tap a task. 2) Tap Related Tasks. If your tasks has no related tasks, this row will not be available. 3) If a task has resources assigned, the Associated Resources icon displays. Tap a task to view a list of resources assigned to that task. 4) In the Resources popover, tap a resource you would like to contact. Note: The feature is only available if the resource has an address assigned in P6. 5) Compose your message. 6) Tap Send. 40

41 Using the P6 Team Member for ios App Working with Notebooks Notebooks are collections of notes from your project manager providing additional information on your task. Each notebook has a different subject and is identified by a topic name. For example, you could have two notebooks, one called Objectives and another called Constraints. The Objectives notebook topic might provide a list of the main goals to strive for when working on the task. The Constraints notebook topic could include information on obstacles or roadblocks that you need to be aware of as you progress through your task. In P6 Team Member, you can use Notebooks to view additional information relevant to your task. 41

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43 Using the P6 Team Member for ios App Table of Details for Notebooks Item Description View Notebooks: If your task includes notebook topics, the Notebooks row is visible. Tap Notebooks. Notebook Topic List: Tap a notebook topic to view its contents. Notebook topics and contents are determined by your project manager. Notebook Contents: Different notebook topics contain different kinds of information about the tasks to which they are assigned. Viewing Notebook Topics View notebook topics to review additional information about your tasks. To view a task's assigned notebook topics: 1) In the Task List, tap a task. 2) Tap Notebooks. If it is not available, no notebook topics have been assigned. 3) In Notebooks, tap a notebook topic. 43

44 P6 Team Member User's Guide Working with Documents Use Documents to access documents associated with your tasks. How you access documents is determined by how the documents are stored in P6. If a document is stored in a content repository, it will appear in a Project document list and you can access it directly. If a document is stored in a file share or on the web, it will appear in a Work Product document list and you can access it by copying its location into Safari. 44

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46 P6 Team Member User's Guide Table of Details for Documents Item Description View Documents: If your task includes documents, the Documents row is visible. Tap Documents. Project & Work Product Document Lists: Project documents are stored in a content repository and open in a new popover. Tap Project to open the Project document list. Then tap a document name to open it. Work Product documents are stored in file shares; selecting them copies a file path, which you can then paste into Safari. Tap Work Product to open the Work Product Document list. Then tap a document name to copy its file path. Associated Resources: Tap Associated Resources next to a project document to view a list of users who created or modified the document. Contact Popover: Resources listed in blue have associated addresses. Tap a blue resource name to compose an to that resource. Viewing Documents You can view documents that provide additional information about your task. To view a document: 1) In the Task List, tap a task. 2) Tap Documents. If no documents are assigned to the task, this row will not be available. 3) Tap a document link. Documents under the Product heading will open in a new popover, where you can tap Action to open the document in another app. If you select a document under the Work Product heading, the app will copy the document location, which you can then paste into Safari to access the document. 4) Tap Done. Note: When you open a document, it is saved in a local cache. This enables you to open recently opened documents offline if your connection to the P6 server is lost. 46

47 Using the P6 Team Member for ios App Contacting Project Document Resources You can contact resources who created or modified Project documents. To contact a resource who created or modified a Project document: 1) On the Task List, tap a task. 2) Tap Documents. If no documents are assigned to the task, this row will not be available. 3) Tap Associated Resources next to a document name under the Project heading. Note: If your task does not have any Project documents, the Project heading will not be available in Documents. 4) Tap the name of the resource you would like to contact. 5) Compose your message. 6) Tap Send. 47

48 P6 Team Member User's Guide Working with Steps Steps are used to break tasks down into more granular levels of detail. When an assigned task includes steps, it is important to update them when updating the task. Depending on the settings configured by your project manager, you may have privileges to add, edit, and delete steps. 48

49 Using the P6 Team Member for ios App Table of Details for Working With Steps Item Description View Steps: If your task includes steps, or if you have privileges to add steps, the Steps option is visible. Tap Steps. Select Step: Tap a step name to open its details in the Edit Step popover. Add a Step: If you have privileges to add and delete steps, the Add Step button is visible. Tap Add Step, enter a step name, and then tap Done. Delete a Step: If you have privileges to add and delete steps, swipe left or right on a step row and tap Delete to remove the step. Alternatively, tap a step and then tap Delete Step in the Edit Step popover. Edit Step Popover: Here you can view and update details about a step. Tap % Complete and use the spinner to select the percentage complete, then tap Done. If you have privileges to add and delete steps, you can also edit the name of the step and delete the step on this popover. Adding Steps Add steps to a task to specify the activities or process required to complete it. To add a step to a task: 1) On the Task List, tap the task you want to update. 2) Tap Steps. 3) Tap Add Step. 4) Tap the Name field and enter a name for the step. 5) Tap Done. 6) Tap Save. Tips Step names must be unique. If you do not see the Steps option on the task details page, or if you do not see the Add Step button on the Steps page, then you do not have privileges to add steps to the task. 49

50 P6 Team Member User's Guide Updating Progress on Steps An assigned task may include a list of steps to complete. To update progress on a step: 1) In the Task List, tap the task you want to update. 2) Tap Steps. If you do not see the Steps option in the Task Details area, you do not have any steps to complete on this task and you do not have privileges to add steps to this task. 3) Tap a step name. 4) Tap % Complete and adjust the spinner to reflect the amount of work completed on this step. 5) Tap Done. 6) Tap Save. Tips Depending on the settings configured by your project manager, the % Complete of each task may be calculated using steps. Steps either have equal weight or are weighted according to the effort required to complete them. If you do not see the Steps option in the Task Details area, you do not have any steps to complete on this task and you do not have privileges to add steps to this task. Deleting Steps You can delete steps that are no longer required. To delete a step: 1) In the Task List, tap the task you want to update. 2) Tap Steps. 3) Swipe left or right on the step you want to delete and tap Delete. Alternatively, you can tap the step you want to delete and then tap Delete Step in the Edit Step popover. 4) Tap Save. Tips If the Add Step button is not visible in Steps, then you do not have privileges to delete steps from the task. 50

51 Using the P6 Team Member for ios App About Working Offline You may only work offline in P6 Team Member when the app is running on ipad. While working offline in P6 Team Member, you can edit and save task data on your device without an internet connection. But which data is available to update depends on whether you went offline manually using the Go Offline button in the app menu or unexpectedly lost your connection to the P6 server. When you tap Go Offline, all available task data is downloaded to your device and you can edit it as if the app were connected to the P6 server. However, when the application's connection to the P6 server is interrupted, only the data you accessed while connected to the P6 server will be available for editing. When P6 Team Member is offline, the Pending Task List view is available on the app menu. The Pending Task List view includes all tasks with saved or unsaved changes that have been made offline. Whether you disconnected from the P6 server manually or automatically, you must tap Go Online in the app menu to manually reconnect to the P6 server and upload changes made offline. Go Offline Manually You may only work offline in P6 Team Member when the app is running on ipad. You should go offline manually if you expect to disconnect from the internet or the P6 server. To go offline manually: 1) Navigate to the app menu. 2) Tap Go Offline. 3) Tap OK. Task data will be downloaded to your device. Changes will be saved locally until you manually reconnect to the P6 server. Note: To reconnect to the P6 Team Member Web server, navigate to the app menu and tap Go Online. If a connection is available, saved task data will be uploaded to the P6 EPPM server. 51

52 P6 Team Member User's Guide Using the P6 Team Member for Android App In This Section Working with the P6 Team Member for Android App Starting the P6 Team Member for Android App for the First Time Starting the P6 Team Member for Android App Working with Tasks in the P6 Team Member for Android App Configuring Application Settings for the P6 Team Member for Android App. 59 Configuring Session and Server Settings for the P6 Team Member for Android App Viewing App Version Information Viewing Your Tasks Starting Tasks Updating Task Progress Starring Tasks Completing Tasks Sending About a Task Working with the Discussion Feature Working with Codes and UDFs Working With Related Tasks Working with Notebook Topics Working with Steps Working with the P6 Team Member for Android App The P6 Team Member for Android app is a native Android application, or app, you can download to your Android device. The app's primary functionality is to support remote updates to the status of your tasks. Task data is retrieved from and sent to your organization's central P6 server. The app requires private network access from each mobile device to your organization's hosted Team Member Web Services. For example, your administrator may take care of setting up your access behind a firewall and may require that you establish virtual private network (VPN) access from your device to the server. 52

53 Using the P6 Team Member for Android App You should be familiar with the following concepts. Table of Key P6 Team Member for Android App Elements Item Description Navigation Bar: Each page has a navigation bar that includes the appropriate controls for managing tasks and navigating the app. For example, after viewing a task's details, tap Back to return to the list of Active tasks. When you update a task, the navigation bar on the Task Details page will display a Save button. When you change app settings, the navigation bar on the Settings page will display a Save button. You can cancel your changes by tapping Back without saving. Main Viewing Area: In this example, the Task Details page is open. On the Task Details page, the name of the task appears in the top cell with its details appearing in the cells below it. All content, including tables or lists of tasks and date/time selection controls, appears in this main viewing area. 53

54 P6 Team Member User's Guide Item Description Menu: Accessible with the Menu button at the top of certain pages, the menu contains controls that enable you to perform specific functions. In the preceding example image, the menu presents controls for sending , attaching a photo to an , and reviewing and responding to Discussion comments. As you tap through the app, each successive page presents more detailed information. For example, tapping Active on the Home page will open a list of your active assigned tasks on the Task List page. Tapping a task on the Task List page will open its details on the Task Details page, where you can record status updates before navigating back to the Task List or Home pages. Starting the P6 Team Member for Android App for the First Time Follow these steps to start the app for the first time. When you return to the app after working in other apps, the last page you were on will appear. Once you configure these settings, you won't need to perform these steps again unless your SSO cookies expire. If your cookies expire, you will need to enter your user name and password again. To start the app: Note: You may need to activate your device's VPN feature to access your company's deployment of P6. Contact your administrator for more information. 1) On the Android Home screen, tap Team Member. 54

55 Using the P6 Team Member for Android App 2) On the Welcome to P6 Team Member page, slide the Single Sign On (SSO) switch to either ON or OFF. Tips Note: Team Member Web Services supports LDAP, Native, or SSO mode. Your administrator selects the authentication mode when he or she configures P6. a. If you turn SSO on: 1. Tap the URL field and enter the URL to your server (for example, Specify the server name and port number in the URL. 2. Tap Authenticate. 3. Enter your SSO user name and password. b. If you turn SSO off: 1. Tap the URL field and enter the URL to your server (for example, Specify the server name and port number in the URL. 2. Enter your P6 user name. 3. Enter your P6 password. 4. Tap Sign In. To access server information in the app which includes the SSO setting, the URL to access the server, and your user name navigate to the Home page in the app, tap Menu, and then tap Settings. Starting the P6 Team Member for Android App When returning to the app after exiting from it, you do not have to configure any settings or login again, but if you are using SSO, you will periodically be prompted to re-authenticate per security settings at your organization. You must be connected to a network to start and run the app. 1) On the Android Home screen, tap Team Member. 2) On the P6 Team Member Home page: a. Review the list of the types of tasks available, their quantities, and the date and time when you last downloaded this task information from the server. 55

56 P6 Team Member User's Guide Notes: To update the Home page and all task data by downloading any changes from the server to your device, tap Refresh on the Home page. The app will automatically refresh the Home page when you return to it from another page, start a new session, manually reconnect to the P6 server, or save task changes. Working with Tasks in the P6 Team Member for Android App You can use the app to view and update the status of your tasks and to communicate with other project members or your manager. Table of Primary Task List Details Item Description Home Page: This page displays the five types of task lists available and the number of tasks in each list. In this example, the user has tapped Active. 56

57 Using the P6 Team Member for Android App Item Description Task List Page: In this example, the user has tapped Active on the Home page to display active tasks on the Task List page. On the Task List page, each task is represented by a row that includes its name, percentage complete, and other information. Tap Search to filter tasks by text that may appear in task IDs, task names, related WBS elements, codes, and user defined fields. In this example, tasks are grouped by project. You can group tasks by project in the P6 Team Member Settings menu. Time Frame Bar: This bar enables you to filter your Active, Due, or Completed tasks by a specific time frame. Locked Project: This icon indicates that the project is locked for editing by a user in P6. Tasks cannot be updated while the project is locked. After a project lock has been released in P6, tasks belonging to the formerly locked project will remain locked in P6 Team Member until you refresh task data. Task Progress Indicator: This circular gauge indicates progress with both color shading of the portion complete relative to the whole and an actual percentage value. Whenever the Finish By date occurs in the past, the chart's color is set to red. The Define System Requirements task in this example is overdue and its orange progress indicator shows 42% with orange shading in its circle. Milestone: The diamond indicates this task is a start or finish milestone. A milestone represents any significant event or goal in a project. Although milestones are considered a type of task, they have zero duration. At any moment, they are either achieved or not. Some examples of milestones in an office building addition project include Project Definition Complete, Structure Complete, and End Bidding Process. A start milestone only shows a Start By date and a finish milestone only shows a Finish By date. The milestone icon is red when the scheduled Start By or Finish By date has been reached and the milestone is not complete. 57

58 P6 Team Member User's Guide Item Description Discussion and Starred Indicators: If a task has unread messages, the number of unread messages is displayed with the Discussion icon. The Starred icon shows you which tasks you have starred as important or flagged for follow-up Table of Primary Task Features Item Description Viewing Tasks: After viewing the list of tasks, tap a specific task to view its details. The Task Details page displays the task, WBS and project names; the Start By/Started and Finish By fields; time control fields; and the starred indicator. Your project manager uses P6 to customize additional fields available for you to view and update. In this example, the Time Spent field is available to update. 58

59 Using the P6 Team Member for Android App Item Description Updating Tasks: You can edit a task to reflect updates to its status over time. For example, you can update the Time Spent or Time Left fields, indicate that a task is complete, or mark a special task with a Star to track it separately. When you make a change to a task, the Save button appears on the Task Details page. Note: If the project is locked, you can view the task, but you will have to wait until the project lock is released to provide status on the task. After the project lock has been released in P6, the task will remain locked in P6 Team Member until you refresh task data. Configuring Application Settings for the P6 Team Member for Android App You can adjust the following application settings in P6 Team Member. To configure application settings: 1) On the Home page, tap Menu and then tap Settings. 2) Edit any of the following settings: a. Slide the Group Tasks switch to ON to group tasks on the Task List page by project. b. Slide the Display Time switch to ON to view and edit the time of day when a task starts or finishes. c. Tap Units of Time and then select either Days and Hours or Hours and Minutes to set the precision of the time controls available when you update task progress. Note: The definition of a day for example, 8h or 10h is calculated for each task based on its assigned project or resource calendar in P6. d. Slide the Display Activity ID switch to ON to view activity IDs in the Task List. 3) Tap Save. Configuring Session and Server Settings for the P6 Team Member for Android App You can adjust the following application settings in P6 Team Member. To configure session and server settings: 1) On the My Tasks page, tap Menu and then tap Settings. 2) Edit any of the following settings under Server Information: Single Sign On: Slide this switch to ON to login to your P6 EPPM server using SSO. If you are unsure whether SSO is activated on your network, contact your administrator. 59

60 P6 Team Member User's Guide Server URL: Tap this field to set or edit the server address. Use the address provided by your administrator. P6 User name: Tap this field to set or edit your user name. This user name must match your P6 user name. If using SSO, any value in this field is ignored. 3) Tap Save. Viewing App Version Information You can view information about your P6 Team Member installation on the About page. To view information about your P6 Team Member installation: 1) On the Home page, tap Menu. 2) Tap About to view the following information: Version: The version number of the P6 Team Member installation on your device. Build ID: The ID of the P6 Team Member build installed on your device. Build : The earliest version of P6 with which your P6 Team Member installation is compatible. Viewing Your Tasks By default, active tasks populate the Task List page. On the Home page, you can view the available task list views, including Active, Due, Overdue, Starred, and Completed. The name of each view is followed by the number of tasks it contains. If a task list view includes no assigned tasks, its label will show 0 as its count (for example, Overdue 0). After choosing a task list view, you can refine your task list even further by entering text in a search bar at the top of the Task List page. You can also filter tasks in the Active, Due, or Completed Task List views by time frame. Your assigned tasks are displayed on the Task List page, where you can see the progress of each non-milestone task by viewing its progress indicator. If your task list extends beyond the display area, swipe up to view any additional tasks. Selecting a Task List View Task list views help keep your tasks organized by reducing the number of tasks in the Task List. With views, you can filter tasks by completion status, starred status, or due date. The name of the active view is always displayed in the navigation bar above the Task List. To view a summary of your tasks: 1) Navigate to the Home page: 2) Review the summary. It lists the types of tasks currently assigned to you and the quantity of each type in the list. This includes: 60

61 Using the P6 Team Member for Android App Active: Tasks that are assigned to you that you have not yet started or have started but have not yet completed. Due: Tasks with today's date set as the Finish By date. Overdue: Tasks with a Finish By date, or Start By date for start milestones, prior to today. Starred: Tasks you have marked with a or favorites. Completed: Tasks you have completed in the last 30 days. 3) Tap one of the preceding status categories. Star to indicate that they are important Note: Tap Refresh to update the Home page with the current counts for each task list from the server to your device. The date and time when you last refreshed this task information from the server appears below the summary. Viewing Active Tasks You can view your active assigned tasks. To view all your active tasks: 1) On the Home page, tap Active. 2) Tap one of the time frame filters at the top of the Task List page to view tasks that are or will be active during that time frame. Swipe left or right on the time frame bar to view all available time frames. 3) Tap a task to view its details, and then tap Back to return to the list. 4) Tap Back when you are finished. Viewing Due Tasks You can view all the tasks that you are scheduled to finish. To view your due tasks: 1) On the Home page, tap Due. 2) Tap one of the time frame filters at the top of the Task List page to view tasks that are due during that time frame. Swipe left or right on the time frame bar to view all available time frames. 3) Tap a task to view its details, and then tap Back to return to the list. 4) Tap Back when you are finished. 61

62 P6 Team Member User's Guide Viewing Overdue Tasks You can view a list showing only your overdue tasks. A task is overdue if its planned finish date occurs in the past and it is not yet marked complete. To view overdue tasks: 1) On the Home page, tap Overdue. 2) Tap a task to view its details and then tap Back to return to the list. 3) Tap Back when you are finished. Viewing Starred Tasks You can view the tasks you marked with a star. To view starred tasks: 1) On the Home page, tap Starred. 2) Tap a task to view its details and then tap Back to return to the list. 3) Tap Back when you are finished. Tips No one else will see which tasks you marked with a star. The starring feature is not available when a task is assigned through a Team Member work distribution filter. Viewing Completed Tasks You can view the tasks you completed in the last 30 calendar days. To view completed tasks: 1) On the Home page, tap Completed. 2) Tap one of the time frame filters at the top of the Task List page to view tasks that were completed during that time frame. Swipe left or right on the time frame bar to view all available time frames. 3) Tap a task to view its details and then tap Back to return to the list. 4) Tap Back when you are finished. App Task OP You can search for tasks in the Task List page by text that may appear in task IDs, task names, any parent WBS element s name up to and including the top-level (Project) WBS element, code names, code values, user defined field names, or user defined field values. This operation only returns tasks already listed in the Task List page, so you should select the appropriate task list view and time frame filter before searching for tasks. To search for tasks by text: 62

63 Using the P6 Team Member for Android App 1) On the Task List page, tap Search in the navigation bar. 2) Enter your search text in the Search Tasks field. As you type, the Task List displays tasks that match your search text. 3) Tap a task or tap Cancel to end your search. Starting Tasks After you review your tasks, you can indicate that you have started work on them. To mark a task as started: 1) On the Home page, tap Active, Due, Overdue, or Starred. 2) On the Task List page, tap the task you want to update. 3) On the Task Details page: a. View the project name, WBS, and start by date to verify this is the task you want to start. You cannot edit these fields. b. Tap Start to indicate your work on this task has just started. In the Set Start Date popover, tap Set to accept the original value, or slide the day/month and time controls, if enabled, to select a different actual start date, and then tap Set. 4) Tap Save. Note: You cannot set the Started date to a date that is later than the current date. Updating Task Progress After you have marked a task as started, you can update its progress in fields specified by your project manager. To update a task: 1) On the Home page, tap Active, Due, Overdue, or Starred. 2) On the Task List page, tap the task you want to update. 3) On the Task Details page, tap the field you want to update and adjust its value using the spinning time controls. You cannot edit fields with gray text. 4) Tap Set. 5) Tap Save. Note: Time Left is automatically updated once you update Time Spent. Manually update Time Left if the amount of time remaining on the task differs from Time Left minus Time Spent. You cannot set the Finished date to a future date. 63

64 P6 Team Member User's Guide Tips Once a task is marked complete, you cannot return it to the Active task list, but you can update the Start date, Finished date, and Time Spent fields. You cannot update tasks in projects that are locked. About Time Spent and Time Left The following rules apply to the relationship between the Time Spent and Time Left labor and nonlabor fields in the P6 Team Member app: Changes to Time Left do not affect Time Spent. Time Left and Time Spent will always be greater than or equal to zero. If Time Left is greater than zero, any changes you make to Time Spent will automatically update Time Left. For example, if you increase Time Spent from three hours to four hours, then the software will deduct one hour from Time Left. If you change Time Spent from three hours to two hours, then the software will add one hour to Time Left. If Time Left is equal to zero, changes to the value of Time Spent will not affect Time Left. Note: If you increase Time Left once it reaches zero, changes to Time Spent will update Time Left until it reaches zero again. Depending on the project and activity settings in P6, changes to Time Spent or Time Left may cause a change to the Finish By field value (the Finish Date in P6). You will not see this change until you tap Save. If there was a change, the new value will be shown in the refreshed task list. Starring Tasks You can mark a task with a star to designate it as an important or favorite assignment and track it in a separate task list view with other starred tasks. To star a task: 1) On the Home page, tap Active, Due, or Overdue. 2) On the Task List page, tap the check box for one or more tasks, tap Menu, and then tap Star. Note: You can also star individual tasks on the Task Details page. On the Task Details page, tap Star. The icon's white color will change to gold ( Star). Tap Save. 3) Tap Back when you are finished. 64

65 Using the P6 Team Member for Android App Tips To unstar a task, repeat the preceding steps. You cannot star a completed task or a task that is in a locked project. No one else will see which tasks you marked with a star. The starring feature is not available when a task is assigned through a Team Member work distribution filter. Completing Tasks After you have marked a task as started and updated its progress to reflect work performed, you can mark it as complete to indicate that your work on the task is finished. To mark a task as complete: 1) On the Task List page, tap the task you want to update. 2) Tap Mark Task Complete. 3) In the Set Finish Date popover, tap Set to accept the default Finished value, or slide the day/month and time controls, if enabled, to select another actual finish date, and then tap Set. 4) Tap Save. Notes: You can mark multiple tasks as complete at once. On the Task List page, tap the check boxes on the tasks you have completed, and then tap Menu, Complete. When you mark a task as complete, any Time Left will automatically be added to the Time Spent. You cannot remove the finish date after you tap Save. Contact your manager or administrator if you need to restore data that you cannot edit. Sending About a Task You can send about a task to one or more recipients and attach an optional photo. To send comments and a photo about a task: 1) On the Home page, tap Active, Due, Overdue, Starred, or Completed. 2) On the Task List page, tap the check box in front of the task name, tap Menu, and then tap or Send photo. 65

66 P6 Team Member User's Guide Note: You can also access from the Task Details page. Tap Menu, and then tap or Send photo. 3) These steps apply only if you tap Send photo to attach a photo image to your message. a. Tap Choose existing to select an existing photo on your device. Alternatively, if your device is equipped with a camera, tap Take photo to take a new picture. 4) On the form: Tip a. Specify the recipients. b. Enter your custom message above the auto-inserted activity information. For example, you might provide an explanation for your status update or an additional description to accompany a photo. c. Tap Send. itself is not provided by the P6 Team Member app. The app uses your device's application and its settings and contacts. If you experience a problem sending , check the outbox in your application or consult your network administrator. Working with the Discussion Feature Use the Discussion dialog box to communicate with your project manager about a task. Messages from all team members assigned to a task are displayed in that task's Discussion popover. 66

67 Using the P6 Team Member for Android App Table of Details for the Discussion Feature Item Description When you have unread comments for a task, the number of unread comments displays alongside the Discussion icon on the Tasks page. To access the Discussion page, tap Menu and then tap Comment. Review messages posted by your project manager or other team members assigned to the same task. Post a question, answer, or general information about the task for your project manager or other team members assigned to the task to view. Viewing and Posting Discussion Comments You can have a conversation about a task with your project manager using the Discussion feature. The conversation is saved with the task and is available for future reference. To send a message to your project manager: 1) On the Home page, tap Active, Due, Overdue, Starred, or Completed. 2) On the Task List page, tap the check box in front of the task name with unread comments or a task you want to post a comment to, tap Menu, and then tap Comment. Note: You can also access the Discussion page from the Task Details page. Tap Menu and then tap Comment. 3) On the Discussion page, review messages and tap the Type Comment field to enter a message. 4) Tap Send. 5) Tap Back when you are finished. Tips If there are other team members assigned to the task, you will also see their conversations on the Discussion page. Your project manager uses P6 to view and respond to messages you post. Anyone who has access to the task in P6 can view its conversations. 67

68 P6 Team Member User's Guide Working with Codes and UDFs Codes and user defined fields (UDFs) are used to provide you with or gather information about a task. They can provide details like the department for which you perform the task or the project phase in which the task is performed. Codes and UDFs can also be used to track information about a task, such as delivery dates or purchase order numbers. Codes and UDFs are selected by your manager at the project level, so every task you have within the same project will have the same list of codes and UDFs. Table of Details for Using Codes and UDFs Item Description Viewing Codes and UDFs list: If your task includes codes and UDFs, the Codes and UDFs option with the number of codes and UDFs provided is visible. Tap Codes and UDFs. Updating Codes and UDFs: The control for a field depends on the type of input required. A control may be a calendar selector, spinner, selection list, or field for text or numerical input. Codes and UDFs that are gray indicate they are informational only and cannot be updated. 68

69 Using the P6 Team Member for Android App Viewing and Updating Codes and UDFs Codes and UDFs provide additional information about your tasks. Your project manager may require you to update this information. To view and update codes and UDFs: 1) On the Home page, tap Active, Due, Overdue, or Starred. 2) On the Task List page, tap the task you want to update. 3) On the Task Details page, tap Codes and UDFs. 4) On the Codes and UDFs page: a. A field will be selectable if you have privileges to make updates to the code or UDF. Select a field and use the controls for the field to make an update. b. If you made updates, tap Done to accept the changes. 5) On the Task Details page, tap Save. Tips The range for integers is -2,147,483,647 to 2,147,483,647. The range for numbers is -1,000,000,000, to 1,000,000,000, Working With Related Tasks Related tasks are the tasks that have logical start or end relationships with your assigned tasks. Predecessor tasks are required to start or finish before the selected task has started or finished. Successor tasks are required to start or finish after the selected task has started or finished. These relationships are set by your project manager in P6. Use Related Tasks to view predecessor and successor tasks and communicate with resources assigned to those tasks. 69

70 P6 Team Member User's Guide Table of Details for Related Tasks Item Description View Related Tasks: If your task includes related tasks, the Related Tasks option is visible. Tap Related Tasks. Predecessor & Successor Lists: Tap Predecessors to view the list of predecessor tasks or Successors to view the list of successor tasks. Associated Resources: If a task is assigned labor resources or an owner, it will display the Associated Resources icon. Tap the Associated Resources icon on a predecessor or successor task to view its labor resources and owner assignments. Resources Popover: Tap an assigned resource to compose an message to that resource. Write your message above the automatically generated task information in the body of the message. Viewing Related Tasks and Contacting Associated Resources You can view and contact resources assigned to a task's predecessor and successor tasks. This can help you better manage your progress with respect to the overall project plan. To view a task's related tasks and contact resources assigned to related tasks: 1) On the Task List, tap a task. 2) Tap Related Tasks. 3) If a task is associated with resources, it will display the Associated Resources icon. Tap a task to view a list of resources assigned to that task. 4) In the Resources popover, tap a resource you would like to contact. If that resource is associated with an address in P6, a popover containing icons for installed apps appears. 5) Tap the icon for the app you will use to compose your message. 6) In your app, compose and send your message. 70

71 Using the P6 Team Member for Android App Working with Notebook Topics Notebooks are collections of notes from your project manager providing additional information on your task. Each notebook has a different subject and is identified by a topic name. For example, you could have two notebook topics, one called Objectives and another called Constraints. The Objectives notebook topic might provide a list of the main goals to strive for when working on the task. The Constraints notebook topic could include information on obstacles or roadblocks that you need to be aware of as you progress through your task. In P6 Team Member, you can use Notebooks to view additional information relevant to your task. Table of Details for Notebooks Item Description View Notebook Topics: If your task includes notebook topics, the Notebook Topics option is visible. Tap Notebook Topics. Notebook Topic List: Tap a notebook topic to view its contents. Notebook topics and contents are determined by your project manager. Notebook Contents: Different notebook topics contain different kinds of information about the tasks to which they are assigned. 71

72 P6 Team Member User's Guide Viewing Notebook Topics View notebook topics to review additional information about your tasks. To view a task's assigned notebook topics: 1) In the Task List, tap a task. 2) Tap Notebook Topics. If it is not available, no notebook topics have been assigned. 3) In Notebook Topics, tap a notebook topic. 4) Tap the left and right arrows at the top of the Notebook Topics page to cycle through Notebook Topics. 5) Tap Back when you are finished. Working with Steps Steps are used to break tasks down into more granular levels of detail. When an assigned task includes steps, it is important to update them when updating the task. Depending on the settings configured by your project manager, you may have privileges to add, edit, and delete steps. Table of Details for Using Steps Item Description Viewing Steps: If your task includes steps, or if you have privileges to add steps, the Steps option is visible on the Task Details page. Tap Steps. 72

73 Using the P6 Team Member for Android App Item Description Updating Step Percentage Complete: Tap a step name. Use the spinner to select the percentage complete and tap Set. If you have privileges to add, edit, and delete steps, you can also update the name of the step on the Step Details page. Adding a Step: If you have privileges to add, edit, and delete steps, the Add button is visible. Tap Add. On the Step Details page, enter a step name. Delete a Step: Tap the check box for a step and tap the step. Delete to remove Adding Steps Add steps to a task to specify the activities or process required to complete it. To add a step to a task: 1) On the Home page, tap Active, Due, Overdue, or Starred. 2) On the Task List page, tap the task you want to update. 3) On the Task Details page, tap Steps. 4) On the Steps page, tap Add. 5) On the Step Details page: a. Tap the Step Name field and enter a name. b. Tap Done to accept the new step. 6) On the Steps page, tap Done to accept all changes made to the steps. 7) On the Task Details page, tap Save. Tips Step names must be unique. If you do not see the Steps option on the Task Details page or the Add button on the Steps page, then you do not have privileges to add steps to the task. To delete a step, tap the check box in front of the step name and tap Delete. Updating Progress on Steps An assigned task may include a list of steps to complete. To update progress on a step: 1) On the Home page, tap Active, Due, Overdue, or Starred. 2) On the Task List page, tap the task you want to update. 73

74 P6 Team Member User's Guide 3) On the Task Details page, tap Steps. 4) On the Steps page, tap a step name. 5) On the Step Details page: a. Tap % Complete and adjust the spinner to reflect the amount of work completed on this step and tap Set. b. Tap Done to accept the changes. 6) On the Steps page, tap Done to accept all changes made to the steps. 7) On the Task Details page, tap Save. Tips Depending on the settings configured by your project manager, the % Complete of each task may be calculated using steps. Steps either have equal weight or are weighted according to the effort required to complete them. If you do not see the Steps option on the Task Details page, you do not have any steps to complete on this task and you do not have privileges to add steps to this task. Deleting Steps You can delete steps that are no longer required. To delete a step: 1) On the Home page, tap Active, Due, Overdue, or Starred. 2) On the Tasks page, tap the task you want to update. 3) On the Task Details page, tap Steps. 4) On the Steps page, tap the check box in front of the step name and tap Delete. 5) Tap Done to accept the deletion. 6) Tap Save. Tip If the Add button is not visible on the Steps page, then you do not have privileges to delete steps. 74

75 Using P6 Team Member Web In This Section P6 Team Member Web Overview Tasks Steps Codes and UDFs Preferences P6 Team Member Web Overview P6 Team Member Web is a status reporting application, which enables you to communicate status on your work quickly and efficiently. From P6 Team Member Web, you can: View only your assigned tasks. Provide status updates on your tasks. The project manager customizes the status fields in your view. These fields may include time spent, time left, % complete, remaining duration, start date, and finish date. Modify your view to display your task list by project and by current status, including Active, Due, Overdue, Starred, or Completed. You can refine your task list even further by selecting a time frame and entering a term by which to filter your list. Mark a task with a star to signify its importance to you. You can view all your starred tasks in one list when you select the Starred task list view in the app menu. View a list of all your steps for a task. Add, edit, or delete steps to more accurately reflect your work, if you are given the privileges by your project manager. You can enter the % complete to show progress and mark a step as complete when you finish a step. View the codes and UDFs associated with a task for additional information about the task. Update codes and UDFs if your project manager requires you to update task status using these fields. View predecessor and successor tasks related to a task and contact resources associated with related tasks. Communicate with the project manager or other team members through . Communicate with the project manager about a task by viewing and posting messages in the Discussion dialog box. All messages are saved with the selected task. View notebook topics associated with a task for more information about the task. View documents associated with a task and contact resources associated with project documents. 75

76 P6 Team Member User's Guide Keyboard Shortcuts You can access functions in P6 Team Member Web using the following keyboard shortcuts. Global Action Open the Preferences dialog box Open the Help Log out of the application Open the Projects filter list Open the Status list Open the Time frame list Focus on the Filter field Start the search for the filter Clear the Filter field Save Cancel Move to the next element Confirm a selection Shortcut Ctrl+Alt+P Ctrl+Alt+H Ctrl+Alt+L Ctrl+Alt+1 Ctrl+Alt+2 Ctrl+Alt+3 Ctrl+Alt+4 Ctrl+Alt+G Ctrl+Alt+R Ctrl+Alt+Enter Esc Tab Enter Dialog Boxes Action Close the dialog box Open the Help Shortcut Ctrl+Alt+X Ctrl+Alt+H Task Pane Action Focus on the task list Move up and down the task list Start a task Shortcut Ctrl+Alt+T Up and down arrows Ctrl+Alt+S 76

77 Using P6 Team Member Web Open Discussion dialog box Send an Star a task Complete a task Open Notebooks dialog box Open Documents dialog box Open Related Tasks dialog box Ctrl+Alt+D Ctrl+Alt+E Ctrl+Alt+F Ctrl+Alt+C Ctrl+Alt+N Ctrl+Alt+O Ctrl+Alt+J Progress Panel Action Focus on the Start By field in the progress panel Undo an action Shortcut Ctrl+Alt+Y Ctrl+Alt+Z Steps Panel Action Shortcut Focus on the Steps panel Ctrl+Alt+U Undo an action Ctrl+Alt+Z Open More link Ctrl+Alt+M Select Complete Step Ctrl+Alt+C Add a step Ctrl+Alt+A Steps Dialog Box Action Shortcut Select Complete Step Ctrl+Alt+C Add a step Ctrl+Alt+A Delete a step Ctrl+Alt+R Codes and UDFs Panel Action Focus on Codes and UDFs panel Shortcut Ctrl+Alt+I 77

78 P6 Team Member User's Guide Select More link to open the Codes and UDFs dialog box Undo an action Ctrl+Alt+M Ctrl+Alt+Z Documents Dialog Box Action View a document Send an to the person who created the document Send an to the person who most recently modified the document Focus on the Documents tab Focus on the Work Product Documents tab Shortcut Ctrl+Alt+V Ctrl+Alt+E Ctrl+Alt+Q Ctrl+Alt+P Ctrl+Alt+W Preferences Dialog Box Action Switch between Date and Time settings and Password settings Shortcut Ctrl+Alt+T Tasks As a task owner, you are responsible for communicating progress by statusing your tasks in P6 Team Member Web. A task might also be referred to as an activity or an assignment. Each task has start and finish dates as well as fields used to show your progress. These fields are customized by your project manager using an application called P6. 78

79 Using P6 Team Member Web Working with Tasks The task pane is your main work area. Use this area to view your assigned tasks. When you select a task in the task pane, all panels on the right, which include the progress panel, Steps panel, and Codes and UDFs panel, display information for the task. Use the progress panel to update your tasks to show progress. Table of Screen Highlights Item Description Use one or more of the filtering options to display only the tasks that you want to see in your view. Projects: Reduce the number of tasks in your view by displaying only tasks for the selected projects. Status: View the tasks that are currently Active, Due, Overdue, Completed, or Starred. Time frame: View your tasks by a specific time frame, such as Today, Tomorrow, or Next Week. Filter: Use the search filter to locate tasks by project name, WBS, Task ID, or by any other field available in the task pane, except for the date fields. 79

80 P6 Team Member User's Guide Item Description Task pane: Select a task to review in the task pane and update the status of your task using the progress, steps, and codes and UDFs panels. From the task pane you can indicate you started the task, send an , mark the task as important by starring it, mark the task complete, open the Discussion dialog box, view Notebook topics, view Related Tasks, or view Documents related to your task. An italicized task heading with an asterisk indicates a change has been made but not saved. Note: WBS (work breakdown structure) is a project management term used for the logical breakdown and arrangement of tasks in a project. The WBS path helps you to understand exactly where your task fits within the scope of the project. Start button: Select the start button to indicate progress on the task has begun. Once you select start, the progress fields are editable. The start button is red when the task is overdue. Progress panel: Use this area to communicate dates and time worked. The fields available in your view are set by your project manager. Progress indicator: Provides a visual representation of your progress on the task. The indicators are color coded to allow you to view your progress at a glance. Green: The finish date for the task has not been reached. Red: The finish date for the task has been reached and the task is now overdue. Discussion: Launches a dialog box where you can communicate with your project manager, or another team member assigned to the same task, regarding the selected task. A number on the Discussion icon indicates the number of unread messages. Launches an in your application, providing task details from the tasks pane. Use this to send your project manager or another team member an . Star Task: Select the star to indicate that this task is important to you. For example, you can star all your high priority tasks. Or, you can star all tasks you are currently working on to make it easier to view your current workload. Note: The star is not available if you are assigned to tasks through a Team Member work distribution filter. Complete Task: Select the check mark when you have finished work on the task. 80

81 Using P6 Team Member Web Item Description Documents: Opens a dialog box listing all documents that are associated with the task. The link only appears when documents are available for you to view. Notebooks: Opens a dialog box with notes from your project manager about the task. The link only appears when notebook topics are available for you to view. Related Tasks: Opens a dialog box displaying tasks that have a relationship with your task. The link only appears when there are predecessor or successor tasks identified for your task. Milestone: Indicates this task is a start or finish milestone. A milestone represents any significant event or goal in a project. Although milestones are considered a type of task, they have zero duration. At any moment, they are either achieved or not. Some examples of milestones in an office building addition project include Project Definition Complete, Structure Complete, and End Bidding Process. A start milestone only shows a Start By date and a finish milestone only shows a Finish By date. The milestone icon is red when the scheduled Start By or Finish By date has been reached and the milestone is not complete. Locked Project: Indicates the project is locked for editing by a user in P6. Tasks cannot be updated until the project lock is released. Save or Cancel control panel: The control panel slides up from the bottom when a change is made displaying the number of tasks that have been updated. Viewing Tasks The application automatically displays all active tasks assigned to you by your project manager. The tasks are ordered by the earliest Finish By date. There are filtering and project selection options that can be used in combination to enable you to refine your list and status your tasks more efficiently. To modify your task view: 1) View tasks for a select group of projects by selecting the Projects list and choosing one or more projects. Once you make your selection, select another area of the application to close the list, or press Esc. 2) Set your filtering preferences by selecting one of the following options in the Status list. 81

82 P6 Team Member User's Guide Active: Displays all tasks that are currently assigned to you and are not marked complete. Due: Displays all the tasks that you are scheduled to complete today. Overdue: Displays all active tasks where the current date is past the due date. Completed: Displays all tasks that were marked complete and the Finished date is within the last 30 days. Starred: Displays all active tasks that you starred. Starred tasks signify importance. For example, you can star all your high priority tasks. Or, you can star all tasks you are currently working on to make it easier to view your current workload. 3) Select a Time frame option to customize the list to a specified period of time. For example, if you select All projects where the Status equals Due and the Time frame is This Week, then you will see the tasks for all your projects that are due this week. Note: You cannot choose a Time frame when the Status option is Overdue or Starred. 4) Enter search criteria in the Filter field to locate a task or group of tasks and press Enter or select Go. The search retrieves matches for tasks that include all words entered in the Filter field. Starting Tasks After you start working on a task, report your progress. To start a task: Note: The fields displayed in your view are customized by your project manager. Not all fields mentioned here are available in your view and there may be additional fields in your view not mentioned in the procedure. Discuss with your manager the fields you need to update to provide status on your tasks. 1) Select a task. 2) Select Start (Ctrl+Alt+S). 3) In the progress panel: a. Update the Started date field, if you started the task on a date other than the scheduled date. Note: You cannot set the Started date to a date that is later than the current date. b. Enter your status. For example, Time Spent or % Complete. 82

83 Using P6 Team Member Web Note: If Time Left is greater than zero, the amount of time added to Time Spent will be deducted from the amount in Time Left. If Time Left is zero, then there is no change to this field. 4) Select Save (Ctrl+Alt+Enter). Tips As you make updates to your work units, your progress is shown in the progress indicator in the task pane. You can mark a task complete without indicating progress. When you mark a task that has not been started as complete, the task is automatically marked as started, the planned dates become the started and finished dates, and the time left becomes the time spent. If your task is a milestone, you are not presented with a start button. For a milestone, select Complete Task (Ctrl+Alt+C) and update the Started date for a start milestone, or the Finished date for a finish milestone. Updating Tasks Update your tasks to record your progress. To update a task: Note: The fields displayed in your view are customized by your project manager. Not all fields mentioned here are available in your view and there may be additional fields in your view not mentioned in the procedure. Discuss with your manager the fields you need to update to provide status on your tasks. 1) Select a task. 2) In the progress panel: a. Enter your status. For example, Time Spent, % Complete, or Remaining Duration. Notes: If Time Left is greater than zero, the amount of time added to Time Spent will be deducted from the amount in Time Left. If the Time Left is zero, then there is no change to this field. If the % Complete field is disabled, your percent complete is automatically calculated using steps. b. Update your Finish By or Expected Finish date, if necessary. 3) In the Steps panel, update % Complete for your assigned steps, if applicable. 4) Select Save (Ctrl+Alt+Enter). 83

84 P6 Team Member User's Guide Tips If Time Spent is disabled, either you did not select Start to indicate progress has begun or the task is a milestone. As you make updates to your work units, your progress is shown in the progress indicator in the task pane. You can mark a task complete without indicating progress. When you mark a task that has not been started as complete, the task is automatically marked as started, the planned dates become the started and finished dates, and the time left becomes the time spent. Sending About a Task To communicate with your project manager or team members about a task, send an from the task pane. The will include the project name, task name and ID, WBS, and codes and UDFs. Additional fields may display depending on the settings your project manager configured for the project. To send an 1) Select a task. 2) In the task pane, select (Ctrl+Alt+E). Tips You must have an client installed to use this feature. Starring Tasks You can mark a task with a star to designate it as important and track it in a separate list with other starred tasks. To star a task: 1) Select a task. 2) In the task pane, select Star Task (Ctrl+Alt+F). 3) Select Save. Tips When a task is marked complete, it is removed from the Starred view. You cannot star a completed task. No one else will see which tasks you marked with a star. The starring feature is not available to users assigned Team Member work distribution filters. Completing Tasks Mark a task complete when you have finished your work for the task. 84

85 Using P6 Team Member Web To mark a task complete: 1) Select a task. 2) In the task pane, select Complete Task (Ctrl+Alt+C). 3) In the progress panel: a. Update the status fields. b. Update the Finished date if the finish date is not the scheduled Finished by date. 4) Select Save. Tips Note: You cannot set the Finished date to a date past the current date. Once you complete a task, you cannot return the task to an active state. However, you can update the started date, finished date, or actual work units for a completed task. If your task entry is a milestone, select Complete Task (Ctrl+Alt+C) and update the Started date for a start milestone, or the Finished date for a finish milestone. Discussion The Discussion dialog box provides a way for you to communicate with your project manager when working on a task. The messages to and from your project manager are saved with the task so you can refer back to the conversation at a later time. 85

86 P6 Team Member User's Guide Working with Discussions Use the Discussion dialog box to communicate with your project manager about a task. If more than one team member is assigned to the same task, all messages are captured in the same dialog box for that task. Table of Screen Highlights Item Description Filter your view options. Choose to show All messages, or Sent or Received messages. Sort by the most recent postings or earlier postings. Review all messages posted by you, your project manager, or another team member assigned to the same task, depending on your filter settings. Bold text indicates the message is new since the last time the dialog box was opened. Post a question, answer, or general information about the task for your project manager or other team members assigned to the task to view. 86

87 Using P6 Team Member Web Communicating with My Project Manager You can have a conversation about a task with your project manager using the Discussion dialog box. The conversation is saved with the task and is available for future reference. To send a message to your project manager: 1) Select a task. 2) In the task pane, select Discussion (Ctrl+Alt+D). 3) In the Discussion dialog box, type a message and select Post. Tips If there are other team members assigned to the task, you will also see their conversations in the dialog box. Your project manager uses P6 to view and respond to messages you post in the Discussion dialog box. Anyone who has access to the task in P6 can view the conversations. Notebooks Notebooks are collections of notes from your project manager providing additional information on your task. Each notebook has a different subject and is identified by a topic name. For example, you could have two notebooks and the notebook topics could be called Objectives and Constraints. The Objectives notebook topic might provide a list of the main goals to strive for when working on the task. The Constraints notebook topic could include information on obstacles or roadblocks that you need to be aware of as you progress through your task. 87

88 P6 Team Member User's Guide Working with Notebooks Use the Notebooks dialog box to view additional information relevant to your task. Table of Screen Highlights Item Description Topic: Information your project manager shares that is relevant to the task is divided into separate notebook topics. Select a topic name to view the notes for the topic. Description: The description area includes all the notes for the selected notebook topic. These notes can include text, links, and pictures. To launch a link, right-click on the link and open it from the shortcut menu. Viewing Notebook Topics View notebook topics to review additional information about your task. To view a notebook topic: 1) Select a task. 2) In the task pane, select Notebooks (Ctrl+Alt+N). 3) In the Notebooks dialog box, select a Topic name. 88

89 Using P6 Team Member Web Tips The Notebooks link is only visible when notebook topics are available for your task. Documents Your project manager can associate documents to your task to provide you with additional information relevant to the task. Documents can include plans, forms, reports, templates, or any type of document that is important as you complete your work. Working with Documents Use the Documents dialog box to access documents associated with your task. How you access documents is determined by how the documents are stored in P6. If documents are stored in a content repository, you can access the document directly. If documents are stored on a file share, you can access them by copying the location to your browser. If your company is using one method to store documents, you will not see the tabs in this dialog box. 89

90 P6 Team Member User's Guide Table of Screen Highlights Item Description Documents tab: Documents available from this tab are stored in a content repository. You can access a document by selecting a document name. You can the document creator or the last person who modified the document by selecting the person's name if the name is underlined. Work Product Documents tab: Documents available from this tab are stored on a local file share. You can access the document by copying the path to your browser. Viewing Documents View documents to review additional information about your task. To view a document: 1) Select a task. 2) In the task pane, select Documents (Ctrl+Alt+O). 3) In the Documents dialog box, select the Documents (Ctrl+Alt+P) or Work Product Documents (Ctrl+Alt+W) tab. On the Documents tab, select the document name. On the Work Product Documents tab, select the file location for the document, copy the location, and paste the location in a browser. Note: If the tabs do not display, either select the document name or copy the document location and paste the location in a browser, depending on the options presented in the dialog box. Tips The Documents link is only visible when documents are available for your task. Related Tasks Related tasks are the tasks that have a logical start or end relationship with your assigned tasks. Predecessor tasks are required to start or finish before the selected task has started or finished; successor tasks are required to start or finish after the selected task has started or finished. These relationships are set by your project manager in P6. 90

91 Using P6 Team Member Web Working with Related Tasks Use the Related Tasks dialog box to view predecessor and successor tasks and communicate with the task owners. Table of Screen Highlights Item Description Predecessors: View progress on predecessor tasks to determine if you can begin your task on time. Successors: View the tasks that have a dependency on you finishing your assigned task. Progress indicator: Use the progress indicator to determine how much work has been done on a task. The color indicates the state of the task and the shading represents the percent complete. Gray - Not started Green - In progress Red - Overdue Milestone: The milestone icon indicates this is a start milestone if it is under Predecessors and a finish milestone if it is under Successors. 91

92 P6 Team Member User's Guide Item Description Dates for Predecessors: Start By/Started and Finish By/Finished: Use these dates along with the progress indicator to determine when the predecessor task will complete. Start By: Use the milestone date to determine when the milestone is scheduled to begin. Dates for Successors: Start By/Started and Finish By/Finished: Use these dates to determine when a successor task is scheduled to begin and end. Finish By: Use the milestone date to determine when the milestone is scheduled to be complete. Task owners: View the name of the people responsible for the task. Send an to the task owner to communicate project status. For example, the owner of a predecessor task to request additional information on a task, or notify a task owner of a successor task of a potential issue that could delay the start of their assigned task. The feature is only available if the task owner has an address assigned in P6. Viewing Predecessor or Successor Tasks Use the Related Tasks dialog box to view information on tasks that have a relationship with your assigned task. To view predecessor or successor tasks: 1) Select a task. 2) In the task pane, select Related Tasks (Ctrl+Alt+J). 3) In the Related Tasks dialog box: a. View the owners of the tasks and the start and finish dates. b. For Predecessor tasks, view the progress indicator to gauge how much work remains before you can begin your task. For Successor tasks, view which tasks are scheduled to begin after your work is complete. View the progress indicator to determine if the task owner began work on the task. Tips If you do not have any predecessor or successor tasks, this link will not display. 92

93 Using P6 Team Member Web Sending to a Predecessor or Successor Task Owner To communicate with the person responsible for a task that begins before or after your assigned task, you can send an from the Related Tasks dialog box. To send an 1) Select a task. 2) In the task pane, select Related Tasks. 3) In the Related Tasks dialog box, select the task owner's name. Tips You must have an client installed to use this feature. You will not be able to send an if either of the following conditions exist: An owner has not been assigned to the task. The task owner does not have an address assigned in P6. Steps Steps are used to break a task down into a more granular level of detail. When your assigned task includes steps, be sure to provide status for the steps when updating the task. Depending on the settings configured by your project manager, you may have privileges to add, edit, and delete steps. 93

94 P6 Team Member User's Guide Working with Steps Use the Steps panel to view your assigned steps and report your progress. Open the Steps dialog box to add, edit, and delete steps. The add, edit, and delete functionality is only available if your project manager has turned this setting on for the project. Table of Screen Highlights Item Description % Complete: Enter your percentage complete as you progress through each step. Step Completed: When you are finished with a step, select Complete Step (Ctrl+Alt+C), or enter 100 in the % Complete field. Delete: The Delete icon is visible when you select a row. To delete a step, select Delete (Ctrl+Alt+R) and then Save. Add Step: Select Add (Ctrl+Alt+A) to create a new step. The new step appears at the bottom of the list. Adding Steps Add steps to a task to list the activities or the process used to complete a task. To add a step to a task: 1) Select a task. 2) In the Steps panel: a. Select Add (Ctrl+Alt+A). 94

95 Using P6 Team Member Web 3) In the Steps dialog box: Tips a. Enter a name for the step. b. Select Save (Ctrl+Alt+Enter). If you do not see the Add button in the Steps panel, then you do not have privileges to add steps to the task. To delete a step, select the step and then select Delete (Ctrl+Alt+R). Updating Progress on Steps Update your steps to record your progress. To update progress on a step: 1) Select a task. 2) In the Steps panel: Tips a. Select More (Ctrl+Alt+M) to view all steps, if all steps are not visible. b. In the % Complete field, enter a percentage value for your work complete. c. If you are finished with the step, either: Enter 100 in the percentage field. Select Complete Step (Ctrl+Alt+C). d. Select Save (Ctrl+Alt+Enter). Depending on the settings configured by your project manager, your % Complete for the task may be calculated using steps. Steps either have equal weight or are weighted according to the effort required to complete the step. You can begin reporting progress on your steps for a task before you start the task. If you do not see the Steps panel, you do not have any steps to complete on this task and you do not have privileges to add steps to this task. Codes and UDFs Codes and UDFs (user defined fields) are used to provide you with, or to gather, information about a task. Codes and UDFs can be used to provide you with details about a task, such as which department you will be performing the work for or what phase of the project the task is being performed in. Codes and UDFs can also be used to track information about a task, such as delivery dates or purchase order numbers. Working with Codes and UDFs Use the Codes and UDFs panel to view or update information about a task. 95

96 P6 Team Member User's Guide Codes and UDFs are selected by your manager at the project level, so every task you have within the same project will have the same list of codes and UDFs. Depending on the project or the practices at your organization, you may or may not be required to update the codes or UDFs. Table of Screen Elements Item Description Codes and UDFs panel: The control for a field depends on the type of input required. A control may be a calendar selector, dialog box, drop down list, or require text or numerical input. Codes and UDFs that do not have selection controls are informational only and cannot be updated. A More link appears when there are additional codes or UDFs for you to view or update. This link opens the Codes and UDFs dialog box displaying the full list of codes and UDFs. Viewing and Updating Codes and UDFs Codes and UDFs provide additional information about your tasks. Your project manager may require you to update this information. To view and update codes and UDFs: 1) Select a task. 2) In the Codes and UDFs panel: a. Review the codes and UDFs. If a More (Ctrl+Alt+M) link is available, select it to view additional codes and UDFs. b. A field will be selectable if you have privileges to make updates to the code or UDF. Select a field and use the controls for the field to make an update. 96