TeamDynamix Project Manager User Guide. November TeamDynamix Project Manager User Guide rev. 11/2015 Page 1

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1 TeamDynamix Project Manager User Guide November 2015 TeamDynamix Project Manager User Guide rev. 11/2015 Page 1

2 Table of Contents I. Introduction... 3 II. Accessing TeamDynamix... 3 III. Create a Project/Workspace... 5 A. Open a New Project... 5 B. Enter Project Details... 6 IV. Manage a Project A. Resources B. Project Plans Create a Project Plan Adding Tasks to a Plan C. Adding Time Accounts D. Update a Project Status V. Close and Deactivate a Project A. Resources Page B. Project Details Page C. General Page D. Project Details Page E. Project Epilogue Kent State University This information is provided by the Division of Information Services, Kent State University and is proprietary and confidential. These materials are made available for the exclusive use of Kent State University employees, and shall not be duplicated, published or disclosed for other purposes without written permission. TeamDynamix Project Manager User Guide rev. 11/2015 Page 2

3 I. Introduction TeamDynamix is a web-based project management solution that is used to track projects and allow for easy reporting on project status. Clients are also able to access TeamDynamix to view project status as well as submit project and work requests. This User Guide is an overview for Project Managers regarding the creation, status management, and final closing of a project. These basic steps will help to guide Project Managers through the general process of overseeing projects in TeamDynamix. II. Accessing TeamDynamix TeamDynamix is accessed by using your web browser to enter the site: and clicking on the SIGN-IN link in the top, right corner. A prompt page will appear to allow for access as a User, Client, or Administrator, depending on what level of permissions are applicable. Click on the appropriate access link to continue to the log-in screen. TeamDynamix Project Manager User Guide rev. 11/2015 Page 3

4 Information Services personnel will sign in as USERS. The username and password for TeamDynamix should be synchronized with the Kent State University address and password. Complete the log-in process by entering the data into the TeamDynamix entry fields and clicking the SIGN-IN button. TeamDynamix Project Manager User Guide rev. 11/2015 Page 4

5 III. Create a Project/Workspace Creating a New Project/Workspace in TeamDynamix produces a consistent location for the ongoing communication, tracking, and oversight of the process from inception to completion. Tools available include items such as reports and charting of scheduling, expenses, and time and resource management. The first step is to open a new project in order to designate a location for contact and information. A. Open a New Project Once logged into TeamDynamix, the PROJECTS/WORKSPACE APPLICATION TAB displays a list of menu bar options as well as navigation options for pages associated with projects or workspaces. Clicking on the option in the menu bar listed as +NEW, and further selecting PROJECT will open a window for the creation of New Project General Information. TeamDynamix Project Manager User Guide rev. 11/2015 Page 5

6 B. Enter Project Details In the NEW PROJECT GENERAL INFORMATION window, several criteria must be entered to create the project, and additional fields are available for further clarification, and notification purposes. A red asterisk ( ) indicates a required field, and information must be entered, or a selection must be chosen to facilitate the creation of the TeamDynamix Project. The top portion of the General information page contains fields for details consistent will all projects. Additional, numbered sections, may be included in the bottom portion of the form for the request or requirement of information based upon the stated Project Type. Any or all of the numbered sections covered in this guide may appear after the specific Project Type has been selected. A question mark icon being requested. to the right of each field title offers a brief guide to the information that is TeamDynamix Project Manager User Guide rev. 11/2015 Page 6

7 Information may be typed directly into the entry fields, or a Look-up Icon ( access a list of options. ) may be available to Project Name ( ) A brief name must be entered to identify the project. Sponsor This field is used to identify the sponsor of the project. Acct/Dept ( ) The name of the account or department is entered, or the Look Up icon may be used to locate the appropriate part of the organization under which the project falls. This field should automatically populate based on the Sponsor. Service The Service field is used to associate the project with a specific service in the service catalog. If a new service is selected and it is associated with an active project request type, the Type will also be updated to match. Type ( ) - The Type field is used to identify the nature of the work being done on the project (i.e. implementing software, upgrading software, development, A/V installation, New building). Portfolios - Portfolios are used to specify in which project portfolio this project belongs. It is representative of the division requesting it and the time of its active development. (Ex: AA and 2H 2015 Project List) All that are appropriate should be selected and multiple selections are allowed. Classification - The Classification is used to categorize the work being performed. Classifications are defined by the organization but are typically "Maintenance", "Operations", or "Projects". TeamDynamix Project Manager User Guide rev. 11/2015 Page 7

8 Priority ( ) In the Project Details section, the priority is stated in terms of: Emergency *Strategic *Compliance 1 High Priority 2 Process Improvement/Important 3 - Convenience Start Date ( ) - The Start Date is the estimated date the project is to begin. End Date ( ) - The End Date is the estimated date the project is to be completed. New Status ( ) The New Status field will default to New. This field will be used later when updating the project status. Health The Health field will default to None and will be used later to update and communicate the timeliness of the project. Description - The Description provides a quick overview of the purpose and objectives of the project. TeamDynamix Project Manager User Guide rev. 11/2015 Page 8

9 Requirements - A requirement is a condition or capability that is required to be present in a product, service, or result to satisfy a contract or other formally imposed specification. Total Estimated Hours - Total Estimated Hours is the total number of hours expected for the project to be completed, including time for all department staff included in the project. (I.E.: Developer, Project Manager, Business Systems Analyst, Quality Assurance, Trainer, Server, and Infrastructure). Budget - Time Budget is the total amount of money planned to be spent on this project for resources time. Expenses Budget is the total amount of money planned to be spent on this project for expenses like flights, hotels, equipment etc. My Total Hours ( ) indicates the expected time the Project Manager will work on the project. At Kent State University, Project manager hours should be included in the project total; this field should state 0. My Rate would note the chargeable rate, but is not used at the university. Project Template - Applying a template will build the workspace with the project structure of the template. This may include standard briefcase structures, standard documents, standard project plans, issue management structures, and standard project links or contacts. Templates can be built to emulate successful project methodologies or processes and then easily applied to new projects. Mode - A choice must be made as to whether the project will be a Standard Project or an Agile Project. TeamDynamix Project Manager User Guide rev. 11/2015 Page 9

10 Client Portal Visibility - These settings govern who can see details for this project in Client Portal. In the KSU IS department, the third option is to be the default selection. Time and Expense Approval The manager of the individual resource should approve their time and expenses on a weekly basis. Update Task Method Project completion may be measured by percent completed or number of hours until completion. In the KSU IS department, Users Set %... should be the default selection. TeamDynamix Project Manager User Guide rev. 11/2015 Page 10

11 Resource Management - "Manage by Plan" may be selected if resource allocations are to come from task assignments. "Manage by Project", the KSU IS department default, should be selected if resources are to be allocated at the project level regardless of whether they are assigned to specific tasks. Manage by Project is generally used for traditional waterfall projects, and Manage by Plan is most often used for Agile projects. Resource Schedule Editing Three options are available for schedule editing by resource Pool Managers. Resource pool managers are given access to: (1) edit schedules, (2) request schedule changes but edits require Project Managers approval, or (3) the KSU IS department default, resource pool managers are unable to edit schedules. Options The second, fourth, and fifth item will be selected by default, though additional access items can be selected, or default items removed from the options section: Update the start date, end date, and estimated hours based on the projects plan. Add all new project members to the project contact list. Allow project-level time entry. In the KSU IS department, this should be a default. Notify me when the assigned hours for plans exceed the scheduled hours for this project. Notify me when the estimated hours for plans exceed the estimated hours for this project. TeamDynamix Project Manager User Guide rev. 11/2015 Page 11

12 1 PROJECT DETAILS KSU Status ( ) A beginning project status must be selected from the options in the drop-down box. The status of Not Started may be used for projects that are established prior to the quarterly project planning meeting. Primary Division ( ) The University Division must be selected. Scope ( ) The estimated size of the project must be stated, from Small to Very Large, based upon the estimated number of hours to completion. Small Total Hours Medium Total Hours Large Total Hours Very Large Total Hours TeamDynamix Project Manager User Guide rev. 11/2015 Page 12

13 Project Justifications/Outcome In this field the project justifications for why it should be done and final objectives should be noted. This information may be used for project prioritization. Reason for Changing the Due Date - If the Due date is being changed, a specific reason for the change should be entered. 2 AGILE PLANNING INFORMATION This section will be available for entry of information upon the creation of the project in TeamDynamix, and will be discussed later in this document. TeamDynamix Project Manager User Guide rev. 11/2015 Page 13

14 3 STATUS COMMENTS Internal Comments - Project Manager internal comments about the project are noted here. TeamDynamix Project Manager User Guide rev. 11/2015 Page 14

15 4 EO QUARTERLY STATUS INFO (KIPLINGER REPORTS) EO Project Title The Executive Officer Project Title must be clear and concise. EO Class Select a class using the drop-down list the project classification corresponding to the appropriate University initiative. EO Project Type - Select from the drop-down menu a descriptor from the project type list to specify the developer group. EO Value A level of importance should be selected from the EO Value drop down list. EO Project Description (Kiplinger) Type a short, but concise, description of what is expected to be accomplished by the project, written in the past tense. It is important to be concise due to a character limit on the report. This is also used to justify the need for the project. EO Formal Status Description - This field should be filled with a detailed description of what should be accomplished by the project completion. TeamDynamix Project Manager User Guide rev. 11/2015 Page 15

16 Legacy Project ID If necessary, a project ID from an Access database may be included. Legacy Request Date The request date from the legacy Project ID may be entered. Once all TeamDynamix required fields and additional fields as required departmentally are completed, clicking the SAVE button at the top of the window will establish the project as opened. TeamDynamix Project Manager User Guide rev. 11/2015 Page 16

17 When the New Project/Workspace has been created and saved, it will be issued a Project ID number which appears under the project name in the work area and in the title bar of the web page. The Project Name should be edited to include this ID number at the end as not all pages list an ID column. Clicking on the General tab retrieves the project information and allows for the updating of project data. The ID number should be typed at the end of the project name and the Save button selected to add the number to the title of the project. The ID number added to the Project Name assists in the management of the project. TeamDynamix Project Manager User Guide rev. 11/2015 Page 17

18 IV. Manage a Project Now that the project has been created in TeamDynamix, the application can be used to manage the process of organizing efforts and tracking progress. In the PROJECTS APPLICATION tab, the MANAGE PROJECTS page is the hub for project administration activity. Adding project members, creating workflows, and analyzing time and expenses are some of the actions to be taken by the Project Manager through the MANAGE PROJECTS page. A. Resources Resources must be assigned to a project to facilitate the staffing of a project. This will allow the Project Manager to assure the proper roles are included in the staff as well as assign hours to the employee from their availability to avoid over-booking of time. Selecting the MANAGE PROJECTS page from the navigation menu on the left will display a MANAGE PROJECTS window in the work area, listing all of the currently active projects for the Project manager. From the list, the project is selected by clicking on the project name. Doing so will open a new window with the project details and allow the Project Manager to update and edit the selected project. TeamDynamix Project Manager User Guide rev. 11/2015 Page 18

19 The PROJECT DETAILS window displays the general status of the project as a snapshot at the top of the view and more detailed information as the user scrolls down the page. Additional tools are accessed through the navigation menu on the left to allow the Project Manager to analyze and act on the project. Selecting the RESOURCES page will display the current allocated resources for the project as included in the project creation and allow the Project Manager to add additional resources by clicking on the ACTIONS button at the top of the window. TeamDynamix Project Manager User Guide rev. 11/2015 Page 19

20 From the drop-down list that appears, choosing ADD RESOURCES takes the user to an entry window for the selection of the employees to be included to work on the project. Typing a full or partial name in the NAME LIKE field will search for a particular employee if it is known who will be assigned to the project. If the individual is not known, a search can be completed by RESOURCE POOL and an UNASSIGNED RESOURCE can be added to the project. Once the resource has been selected, clicking the NEXT button will show the scheduling page. An estimated number of hours per week/month for the duration of the project should be entered into the Schedule fields at the bottom of the window. Clicking the SAVE button will submit the request for the resource to the Resource Manager for approval and assignment of the resource to the project. Once approved, the Project Manager receives an notification and the resource appears active. TeamDynamix Project Manager User Guide rev. 11/2015 Page 20

21 Assigned resources can be edited by opening the RESOURCES page and clicking on the name of the resource to open the project details for the selected employee. If an update is made to increase the number of hours on the project, an additional approval by the Resource Manager will be required. Resources requested as Unassigned can be delegated to an employee, and as a result, remove the unassigned status. New resources can be requested after the start of the project as necessary. Following the same steps will process the request for additional or different resources. B. Project Plans Project Plans are created to easily view the breakdown of project tasks. Projects may have many different Plans that are independent from one another, each having their own tasks, dates, and resources. Plans may be edited as needed by means of Checking Out the plan, making appropriate changes and Checking In the plan for associated team members to see the updates. 1. Create a Project Plan With the project open, the Plans link in the left navigation bar will lead to the Plan Manager where a new plan can be created. Click the NEW button to enter the plan details. TeamDynamix Project Manager User Guide rev. 11/2015 Page 21

22 A Name must be created for each plan in the first field of the NEW PLAN window. A description of the plan and what it is to accomplish should be entered in the Description field. The project type of plan must be selected; either a CARD WALL PLAN (FOR AGILE PROJECTS) or a WATERFALL PLAN (FOR WATERFALL PROJECTS). Card Wall plans are designed to manage simple plans with only one resource assigned to each task, and the plans are worked by collaborative teams. Waterfall plans are designed to manage complex plans such as those with shared task responsibility, having multiple resources assigned to an individual task. It is not possible to convert plans from Card Wall to Waterfall or vice versa. The features of each type of project plan should be considered before creating a new project plan. Users have the option of Checking Out a plan upon its inception, to immediately add tasks and designate resources. TeamDynamix Project Manager User Guide rev. 11/2015 Page 22

23 2. Adding Tasks to a Plan To manage plans on the task level, individual tasks may be added to plans, and resources assigned. From the Plans page, the specific plan can be accessed by clicking on the name of the plan. This reveals a window showing the details of the plan and access to management and editing of the plan as needed. To make changes to a plan, the plan must first be Checked-Out so that others involved may not make edits simultaneously. When changes are finished, the plan will be Saved and Checked-In to return it to the available status. The Check out option in the ribbon bar allows for changes to be made to the plan. The Check out button will change to Save & Check in while the plan is in the editable mode. TeamDynamix Project Manager User Guide rev. 11/2015 Page 23

24 Clicking in the available cell in the Title column will activate the cell and the Task name can be entered. Using the tab key to forward the curser to the Start Date column will prefill the task details, which may need to be updated, most commonly the End Date in particular. Clicking in the task cell of the Resources column, will display a dropdown box of available resources for the project. From here resources may be selected and assigned to the task. TeamDynamix Project Manager User Guide rev. 11/2015 Page 24

25 If multiple resources are chosen, the resource responsibility will be noted by percentage in the Resources column. When all pertinent information has been included for the task, the task may be saved to the plan by clicking on the Save & Check in button in the ribbon bar. The task is now saved as part of the plan and will appear on the resource timesheet. TeamDynamix Project Manager User Guide rev. 11/2015 Page 25

26 C. Adding Time Accounts With resources and tasks added to a project, tracking the actual time spent on particular tasks is important in order to maintain both momentum and accountability. To assure proper accounting of resource time and effort, Time Accounts are needed to allow for recording of time worked into appropriate categories. Clicking the Time Accounts page link produces a screen for selecting what type of accounts to be included for the project. Many options are available and several will most likely be needed, depending on the types of projects. Standard accounts used by KSU IS Project Managers are: Project Code Promotion Project Development Project Meeting Project Planning Project Support Project Testing Project training Other accounts that are often used at KSU IS are: Project Request Gathering & Analysis Project Implementation TeamDynamix Project Manager User Guide rev. 11/2015 Page 26

27 Clicking on an account type in the box will select the option. Holding the [Ctrl] key while clicking allows for additional selections to be made. Clicking the Add button completes the process. The selected Time Accounts will now be part of the project in TeamDynamix and will be available to be chosen by the Resource when entering time and effort on a project, to clearly express time allocation. Each Account may be Activated or Deactivated by using the Edit link in the Edit column of the Time Accounts window, and utilizing the check box that appears. Similarly, the account may be deleted entirely by clicking the Delete link for the appropriate account in the Delete Column. TeamDynamix Project Manager User Guide rev. 11/2015 Page 27

28 D. Update a Project Status An important facet of any project is constant and consistent communication regarding the status of the project among all persons involved. TeamDynamix is built to aid in generating effective communication through the ability to easily share the reports of progress being made on projects. Again the project can be accessed from the: PROJECTS /WORKSPACES TAB > MANAGE PROJECTS/WORKSPACES PAGE>selecting the project in the work area. This will display the PROJECT DETAILS page. Clicking on the green UPDATE STATUS button opens the update window. TeamDynamix Project Manager User Guide rev. 11/2015 Page 28

29 Several items can be updated in reference to the project status. NEW STATUS If the overall status has changed, it can be noted here as changed from New, to In Process, or On Hold. HEALTH The timeliness of the project is indicated by the HEALTH STATUS based on the estimated completion date. The Health status can be selected as No Status, Green, Yellow, or Red. PERCENT COMPLETE The completion percentage of the overall project can be noted in this field. Percentages should be entered in increments of 5. COMMENTS Any necessary comments about the project may be typed in this free form entry field. NOTIFICATION This field allows for selection of who will be notified about the status updates. NOTIFY OTHER PEOPLE This field allows for selection of others on the project to be notified about the status updates. OTHER ADDRESS Additional people can be added to the notification list by entering addresses, separated by commas. TeamDynamix Project Manager User Guide rev. 11/2015 Page 29

30 General Notes on Project Status PERCENT COMPLETE is a subjective indicator and is not necessarily based on estimated or actual hours. Other project statistics are available including Issues, Tasks, Actual Hours, and more that will assist the Project Manager in determining the percent complete From the navigation menu on the left, the FEED page will display the full history of the project status updates. Weekly reminders are automatically sent from TeamDynamix to the Project Managers TeamDynamix Project Manager User Guide rev. 11/2015 Page 30

31 V. Close and Deactivate a Project Project Managers need to Close and Deactivate projects that have been completed or cancelled. These two separate actions are needed to note that the project is no longer active and also to assure that is no longer accessible to updates or edits. Once a project is closed, users will no longer be able to access documents, issues, plans, tasks, or any other items associated with the project. Several items need to be addressed in TeamDynamix to assure that all reports pertaining to the project properly express the finality of the project. To do so, the project is accessed through the MANAGE PROJECTS/WORKSPACES module, by clicking on the project name to open the project. A. Resources Page Resource hours that had been allocated to the project but had not been or will not be utilized, must be removed from the project. Access the project resources through the Resources Module. TeamDynamix Project Manager User Guide rev. 11/2015 Page 31

32 For each resource on the project with allocated but unworked hours, the individual resource must be accessed from the RESOURCE PAGE and the fields in the EDIT SCHEDULE row must be: CHANGED TO ZERO for future months, or EDITED TO TIME WORKED for the current month, in order to remove the future hours from the project to be closed. The SAVE button must be clicked to complete the update. TeamDynamix Project Manager User Guide rev. 11/2015 Page 32

33 B. Project Details Page From the Project Details overview, the project closing can begin by clicking on the UPDATE STATUS button at the top of the page, opening a status change window. The PERCENT COMPLETE field should be updated to indicate 100% completion. The SAVE button must be clicked to complete the update. TeamDynamix Project Manager User Guide rev. 11/2015 Page 33

34 C. General Page The General Page is separated into three sub-sections which can be easily located by scrolling down the page, or using the links in the navigation pane on the left. On the GENERAL page, the END DATE field must be changed to the date the project will be closed. In the PROJECT DETAILS section of the GENERAL page, the Status must be changed to Complete or Cancelled as appropriate. Again, the SAVE button must be clicked to complete the update. TeamDynamix Project Manager User Guide rev. 11/2015 Page 34

35 The next section that requires an update is the EXECUTIVE OFFICER QUARTERLY STATUS INFORMATION. The EO Status Description and EO Formal Status Description will be prefilled with text from fields entered at the project creation. At this point, the statements should each be checked to make certain they are both written in past tense, as the project will be closed. If they were not written in the past tense initially, they should be edited so now to reflect that the project is closed. Again, the SAVE button must be clicked to complete the update. TeamDynamix Project Manager User Guide rev. 11/2015 Page 35

36 D. Project Details Page Once the GENERAL page and RESOURCE page have been updated for the closing of the project, the status of the PROJECT DETAILS can be updated to close the project. On the PROJECT DETAILS page, clicking the green ACTIONS button displays the drop-down selection menu from which CLOSE can be chosen. This will open the Close Project window and allow for entry for the final steps as well as options for comments and feedback. Many of the required fields will prefill with data entered preciously. This information should be checked for accuracy and validity, and edits made as necessary. TeamDynamix Project Manager User Guide rev. 11/2015 Page 36

37 In the close Project window, on the PROJECT DETAILS page there are three items to address in the area marked Choose the closed project status and health before the SAVE button can be clicked to complete the final closing of the project. 1. In the ACTIVE section, the radio dial button for INACTIVE must be marked in order to allow for proper completion of time reporting. This should be left as ACTIVE until all time has been reported for the project, as time entry cannot be completed in the INACTIVE status. If all time reporting is complete, the status can be changed to INACTIVE. Otherwise, leave the project marked as ACTIVE and Deactivate the project at a later time. 2. The NEW STATUS field must be noted as CLOSED, with the addendum of EXCEEDED EXPECTATIONS, MET EXPECTATIONS, or DID NOT MEET EXPECTATIONS, or noted as CANCELLED. This will automatically change the PERCENT COMPLETE field to 100%. 3. Comments must be added regarding the project status. Finally click the SAVE button to close the project. TeamDynamix Project Manager User Guide rev. 11/2015 Page 37

38 E. Project Epilogue In some instances, the project may be closed though some resources have not completed entering time against the project. If that occurs, the project may be, as seen on the prior page, closed but Active. When all time worked on a project has been entered, the project can be made Inactive without the need to reopen it. Returning to the Project Details overview page, clicking on the ACTIONS button reveals the drop-down menu from which DEACTIVATE may be selected. Since the project had previously been closed, Deactivating the project will finalize the completion of the project. TeamDynamix Project Manager User Guide rev. 11/2015 Page 38

39 TeamDynamix Project Manager User Guide rev. 11/2015 Page 39