Senior Executive. Training Guide

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3 Table of Contents 1 Introduction Who is this Guide for? Pre-Requisites Suggested Exercises System Requirements Getting Started BrightWork Site Collection Home BrightWork Help Templates Area Projects Area Portfolios Area Training Area Sample Area Admin Main Navigation Elements About the BrightWork Templates Cross Project Reporting Report Types Chart Reports Gantt Reports List Item Reports Metrics Resource Reports Project Management Reports Project My Work Work Issues... 17

4 3.2.5 Resourcing Configure Project Reporting Create a Personal Report Toggle between a Personal and Shared Report Reset a Personal Report Share Reports a Report Print a Report Export a Report to Excel Export a Report to Excel Using a Web Query Reporter Tools Sharing and Configuration Options Portfolio Reporting Create a Portfolio Add Sites to Your Portfolio Extra Training Resources Published: October 9, 2013 BrightWork 12

5 1 Introduction This guide introduces the cross-project reporting features available with BrightWork. For more information on BrightWork, please see Who is this Guide for? This guide is aimed mainly at Senior Executives and Program Managers who need to maintain oversight of work and projects in the organization, but who will not be directly involved in assigning or managing these items. Note: If you are new to SharePoint and BrightWork, we recommend that you complete the Team Member Training Guide before this guide. If you need to be more directly involved in managing projects, we recommend that you complete the Project Manager Training Guide before this guide. 1.2 Pre-Requisites There are no pre-requisites for this training session; however, reviewing the overview movie below would be advantageous. 3 Minute Overview Movie: Suggested Exercises Occasionally you will see some suggested optional exercises that you should be able to complete on your own, based on what you have learned to date. 1.4 System Requirements To exercise this guide, we recommend that your client machine meet the following system requirements. Microsoft SharePoint 2010 requires Internet Explorer 7 or later. You can download the latest version of IE at Program Manager Training Guide: Introduction Page 5 of 36

6 IE 10 users should add the site to their Compatibility View list click the link to the below blog post for more information. Program Manager Training Guide: Introduction Page 6 of 36

7 2 Getting Started 2.1 BrightWork Site Collection This section will describe a number of important pages and areas in your BrightWork site collection. We will use the left to right layout of the Top-Link bar to do this Home The Home page includes a number of important links. Hover over a link for more detail BrightWork Help The BrightWork reference help enables advanced users to customize and configure their BrightWork site Templates Area This is where the Project and Portfolio site templates that come with BrightWork are stored and maintained Projects Area This is where you create and manage your projects. You can have more than one Projects Area Portfolios Area This is where you can create special groups of projects for custom reporting purposes Training Area This is where you will complete this guide Sample Area This is a Project Area with sample data to give you an idea of how BrightWork can be used to manage projects Admin Click this link to enter the Project Share Online Admin Area. If you are not in a Project Share Online site, this option will not be available. Program Manager Training Guide: Getting Started Page 7 of 36

For example, you can jump from a project to a project office. Click to expose the Navigate Up tree.

8 2.2 Main Navigation Elements The main navigation elements that will be used in this guide are called out in the below screenshot. The Navigate Up enables you to jump to any level in the hierarchy above where you are currently. For example, you can jump from a project to a project office. Click to expose the Navigate Up tree. Site Breadcrumbs show you where you are in the site and provide a quick way of getting back to the site home page. Program Manager Training Guide: Getting Started Page 8 of 36

With Breadcrumbs on a list view page, the name of the list and the name of the view are displayed and you can access the other views associated with the list, as shown below.

9 With Breadcrumbs on a list view page, the name of the list and the name of the view are displayed and you can access the other views associated with the list, as shown below. The Top Link Bar generally provides access to the top-level areas and main elements in a BrightWork site collection. In the example below, you can see the Top Link Bar brings you to areas such as BrightWork Help, the Project Requests area, the Portfolio area and the Templates area. BrightWork Tabs are unique to BrightWork. This extra level of SharePoint navigation provides access to multiple pages with a common grouping. In BrightWork, they generally link to report pages. In the example shown above, the tabs link to different Project report pages. The Quick Launch provides the navigation for the current site and as such, all of the links are generally to SharePoint lists, document libraries and web part pages. If the project site has sub-sites, links to these sites will also be available on the Quick Launch. You can think of the Quick Launch as a menu into the project management process of the project at hand. The Hierarchy web part displays and links to all the sites underneath it in the hierarchy. The web part is generally available on the home page of a multiple project site or available from a link on the Quick Launch (e.g. Web Hierarchy View). Program Manager Training Guide: Getting Started Page 9 of 36

2.3 About the BrightWork Templates In BrightWork, a template is essentially a SharePoint site that you copy when creating a project site or another template.

10 2.3 About the BrightWork Templates In BrightWork, a template is essentially a SharePoint site that you copy when creating a project site or another template. BrightWork ships with the templates depicted in the Project, Portfolio and Everyday Work Management Spectrum diagram below. What defines the location of a template on the spectrum is the amount of project management in the template; generally, this is determined by the number of lists in the template and the complexity of those lists. See for more information about the BrightWork Templates. Program Manager Training Guide: Getting Started Page 10 of 36

3 Cross Project Reporting BrightWork includes a number of cross-list and cross-site report types that can be used across a range of scenarios. What Will I Do?

11 3 Cross Project Reporting BrightWork includes a number of cross-list and cross-site report types that can be used across a range of scenarios. What Will I Do? In this section, you will learn about the different report types available in BrightWork. 3.1 Report Types BrightWork Reports can take data from multiple lists in multiple sites and display this data in a variety of ways. There are four basic report types: Chart Gantt List Item Resource Usage Chart Reports Chart Reports display data from lists in visual reports such as Pie or Bar chart. Program Manager Training Guide: Cross Project Reporting Page 11 of 36

12 3.1.2 Gantt Reports A Gantt chart provides a graphical illustration of items in a schedule that helps to plan, coordinate, and track specific tasks in a project. Cross-Project Gantt Project Level Gantt showing tasks imported from Microsoft Project Program Manager Training Guide: Cross Project Reporting Page 12 of 36

3.1.3 List Item Reports A BrightWork list item report is similar to a SharePoint view, except, like all BrightWork reports, it can show data from multiple lists in multiple sites. 3.1.4 Metrics BrightWork Business Intelligence reports take data from multiple sources such as lists, reports 3.

13 3.1.3 List Item Reports A BrightWork list item report is similar to a SharePoint view, except, like all BrightWork reports, it can show data from multiple lists in multiple sites Metrics BrightWork Business Intelligence reports take data from multiple sources such as lists, reports Resource Reports Resource Usage reports display how much work has been assigned and allocated in a calendar-like view. The report shows the hours allocated to a particular item and to the grouping(s) (e.g. Assigned To, Role, List Name, Project etc.) selected on the reporter settings page. Program Manager Training Guide: Cross Project Reporting Page 13 of 36

14 Program Manager Training Guide: Cross Project Reporting Page 14 of 36

You should take some time to explore the way the data in these projects report up to these dashboards. 3.2.

15 3.2 Project Management Reports BrightWork templates include a series of reports that show data from multiple lists and projects. Some reports are displayed on the project or project office home page; however, the majority of reports are accessed from the Quick Launch. The various reporting dashboards are described below. You should take some time to explore the way the data in these projects report up to these dashboards Project The Project reports, available from the tabs on site home pages (highlighted below), display high-level information about the project(s). If your focus is on high-level detail, these are the reports you will most likely be interested in. 1. Click Sample Area on the Top Link bar and then IT (PO) on the Project Hierarchy web part. Program Manager Training Guide: Cross Project Reporting Page 15 of 36

2. Explore the various reporting dashboards available from the tabs on the site home page. 3.2.2 My Work The My Work reports display various reports relating to the items assigned to the logged in user.

16 2. Explore the various reporting dashboards available from the tabs on the site home page My Work The My Work reports display various reports relating to the items assigned to the logged in user. They also allow the selection of another user from a drop-down menu. Click My Work on the Quick Launch. If you need to focus on the performance or workload of an individual employee or team member, this is a useful report. Program Manager Training Guide: Cross Project Reporting Page 16 of 36

17 3.2.3 Work Click Work on the Quick Launch. The Work Reports display information about all the work items in the projects. As a senior manager, you will probably be interested in the Overdue Work report and the Unassigned Work report! These two reports enable you to see what work is late and what work is not being focused on Issues The Issues Reports display all the items created with the Issues list and all the items in other lists that have had their Issue Indicator checkbox selected. All work items have an Issue Indicator checkbox and an Issue Description field. This enables team members to let management know that there is an issue with one of their work items. Program Manager Training Guide: Cross Project Reporting Page 17 of 36

Note: Resource reports are not available on the loosely structured templates such as Project Lite because work effort is not tracked at a

18 3.2.5 Resourcing The Resourcing reports display information about the availability of Project Team members. When team members are over-allocated, the impacted time-period is highlighted on the report. Note: Resource reports are not available on the loosely structured templates such as Project Lite because work effort is not tracked at a task level. What Did I Do? In this section, you learned about the different cross-project and cross-list report types available in BrightWork. Program Manager Training Guide: Cross Project Reporting Page 18 of 36

4 Configure Project Reporting As you should now be aware, BrightWork comes with an extensive set of cross-project reports. These reports are setup in a generic way.

19 4 Configure Project Reporting As you should now be aware, BrightWork comes with an extensive set of cross-project reports. These reports are setup in a generic way. As a senior manager, you will no doubt have your own specific reporting needs. What WILL I Do? In this exercise, you will create and work with a personal report. 4.1 Create a Personal Report As you have just seen, BrightWork includes a large number of reports that enable you to get a good understanding of what is going on in all projects in your organization. BrightWork also allows you to create a personal report to fit your specific needs. You can toggle back to the default shared report as needs be. 1. Click the Project Summaries report header on the Business Project Office (PO) home page. Clicking the report header is how to make the Reporter Tools ribbon appear for a BrightWork report. 2. Click the Columns button in the Personalize this Report section. 3. Unselect Priority (Icon); Status Indicator (Icon); Time; and Cost. 4. Select 1 from the Position from Left menu for the Project Link column and change the column width to 200 and click OK. Program Manager Training Guide: Configure Project Reporting Page 19 of 36

20 Your personal report should now look something like the below. 5. Click the Filters button. Program Manager Training Guide: Configure Project Reporting Page 20 of 36

6. Select Finish Date and is less than or equal to and enter [Today]+30. Note the Alert under Valid? This indicates that there is something wrong with the filter. 7.

21 6. Select Finish Date and is less than or equal to and enter [Today]+30. Note the Alert under Valid? This indicates that there is something wrong with the filter. 7. Mouseover the Alert symbol to get a possible explanation. As you can probably see, the comparison value should be [Today+30]. 8. Enter [Today+30] in the Comparison Value field. 9. Click OK. Now you should have a personal report that focuses on projects due to finish in the next 30 days! 4.2 Toggle between a Personal and Shared Report It is very important to remember that the personal report is the report that will load first whenever you visit the page. There will be no indication of this when you land on the page. The only way to tell if a report is actually a Personal one is to click on the report header to expose the Reporter Tools ribbon. If the displayed report is a personal one, the Personal button will light up. Program Manager Training Guide: Configure Project Reporting Page 21 of 36

Click the Shared button to toggle back to the original shared

22 Click the Shared button to toggle back to the original shared version. 4.3 Reset a Personal Report You can easily reset a personal report back to its default state by clearing your personal settings. 1. Click Columns in the Personalize this Report section. 2. Click Reset. 3. Click OK to confirm. Program Manager Training Guide: Configure Project Reporting Page 22 of 36

In this section, you learned how to personalize a report.

23 4. Click the Filters button in the Personalize this Report section. 5. Click the Reset button. 6. Click OK to confirm and the report will now default back to the Shared version. What Did I Do? In this section, you learned how to personalize a report. Suggested Exercise Think about your actual personal reporting needs, and select and personalize a report accordingly. Program Manager Training Guide: Configure Project Reporting Page 23 of 36

5 Share Reports BrightWork reports can be shared in various ways; reports can be printed, emailed and exported. Note: The sharing options available depend on the report type; see Error!

24 5 Share Reports BrightWork reports can be shared in various ways; reports can be printed, ed and exported. Note: The sharing options available depend on the report type; see Error! Reference source not found. on page Error! Bookmark not defined. for more information on the sharing options available with each report type. What Will I Do? In this section, you will learn how to a report and how to setup an Excel report that is refreshed (from a web query) a Report You may need to contact a team member regarding their My Work report or you may need to send information higher up the chain. Note: Reports can only be ed to addresses that exist in the active directory or list of users added to the site collection. 1. Click Work on the Business Project Office Quick Launch. 2. Click in the Work Due Soon report header to activate the Reporter Tools ribbon. 3. Click the button. Program Manager Training Guide: Share Reports Page 24 of 36

25 4. Click the Browse button. 5. Enter the first letter of your name and click Enter on your keyboard. 6. Double-click on your name and click OK. 7. Enter a Subject and a message. 8. Click Send. Program Manager Training Guide: Share Reports Page 25 of 36

26 You should shortly receive an like the one below in your inbox. Program Manager Training Guide: Share Reports Page 26 of 36

Click in the Work Due Soon report header to activate the Reporter Tools ribbon. 2.

27 5.2 Print a Report Need to rush to a meeting without your laptop? Just print the relevant report. 1. Click in the Work Due Soon report header to activate the Reporter Tools ribbon. 2. Click the Print button in the Share section of the Reporter Tools ribbon. 3. Ensure you have the correct printer selected and click Print. Program Manager Training Guide: Share Reports Page 27 of 36

5.3 Export a Report to Excel Many managers live and breathe with

28 5.3 Export a Report to Excel Many managers live and breathe with Microsoft Excel. Fortunately, you can export BrightWork reports to Excel. 1. Click in the Work Due Soon report header to activate the Reporter Tools ribbon. 2. Click Export To Excel on the Reporter Tools ribbon. 3. Click Open. 4. Click Yes. The Excel file will open. Program Manager Training Guide: Share Reports Page 28 of 36

5.4 Export a Report to Excel Using a Web Query BrightWork also enables you to create a web query that establishes a refreshable data connection with a

This means you can do things like combine live data from BrightWork with data from other sources and use Excel to analyze this data. 1.

29 5.4 Export a Report to Excel Using a Web Query BrightWork also enables you to create a web query that establishes a refreshable data connection with a selected report that will update every time you open the Excel file. This means you can do things like combine live data from BrightWork with data from other sources and use Excel to analyze this data. 1. Click in the Work Due Soon report header to activate the Reporter Tools ribbon. 2. Click Export To WebQuery. 3. Click Open. 4. Click Enable. 5. Enter your Username and Password and click OK. Program Manager Training Guide: Share Reports Page 29 of 36

30 6. Click Data and select Refresh data when opening the file. 7. Save and close the file to a suitable location. Now, whenever you open this file, it will automatically update with the latest information from the report. Note: Reporter Tools filters, like you added previously, are not supported when exporting report data all the data returned by the uncustomized report will be exported. What Did I Do? In this section, you learned how to share report data via , print and Microsoft Excel. Suggested Exercise Use the reporter toolbar to print a report. Program Manager Training Guide: Share Reports Page 30 of 36

31 5.5 Reporter Tools Sharing and Configuration Options The table below displays the options that are available from the Reporter Tools ribbon for each report type. Chart Gantt List Item Resourcing Actions Refresh Report Mode Shared Personal Personalize this Report Columns Grouping Sorting Filters Totals Show/Hide Show Grouping Show Totals Share Export to Excel Export to XML Export to Web Query Print Print Preview Shared Settings Configure Reporter Settings Shared Columns Shared Grouping Shared Sorting Shared Filtering Shared Totals Program Manager Training Guide: Share Reports Page 31 of 36

32 6 Portfolio Reporting In BrightWork, a portfolio is a collection of project sites that you have created for your own reporting purposes. The Project Office Portfolio template contains the same reports as the Project Office. To understand the significance of this, click Sample Area on the Top Link bar and click on some of the Report links in the Quick Launch. You will notice that all the reports contain data from all the sites under the project office. The bottom-up, hierarchical reporting, is fine for this scenario; however, imagine a scenario with lots of project offices and lots of sites. You may have a need to only report on a selection of projects in the hierarchy, e.g. see the highlighted sites in the Project Hierarchy web part to the right. To report on these sites you could add them to a Portfolio. What Will I Do? In this section, you will learn how to create reporting portfolios and how to add sites to these portfolios. Program Manager Training Guide: Portfolio Reporting Page 32 of 36

33 6.1 Create a Portfolio To create a Portfolio: 1. Click Portfolios Area on the Top Link bar. 2. Click Site Actions Create Portfolio. 3. Give the Portfolio a Title we suggest using your name and / or initials. Note: The URL name field is automatically populated based on the Title you enter. 4. Leave Create an empty portfolio selected to use the Project Office Portfolio template. 5. Click Create. Program Manager Training Guide: Portfolio Reporting Page 33 of 36

34 6.2 Add Sites to Your Portfolio 1. Click Add new item on the Portfolio Projects web part. 2. Click Browse. 3. Hit Return on your keyboard. 4. Select the Morocco (ITPM) site and click OK. 5. Click OK again. 6. Click Add new item and add the Hardware Upgrade (PStd) and SharePoint Hyper-V Deployment (PL) sites to you Portfolio. Program Manager Training Guide: Portfolio Reporting Page 34 of 36

35 7. Click the Portfolio Home on the Quick Launch. You will see that the portfolio now reports on the sites you added to it. Note: Portfolios also allow you to add a Project Office to a portfolio and have all its subsites appear in the portfolio reports without having to add them individually. Any subsites subsequently added to the Project Office will automatically appear in the Portfolio. What Did I Do? In this section, you learned how to create reporting portfolios and how to add sites to these portfolios. Suggested Exercise Add the Help & Support (IO) to your Portfolio and make it report on subsites. Program Manager Training Guide: Portfolio Reporting Page 35 of 36

36 7 Extra Training Resources Congratulations on completing the Program Manager training you should now have an understanding of the cross-project reporting options available in BrightWork. See below for some extra resources that you may find useful. BrightWork Support Site The BrightWork Support site includes a Technical Blog and a Forum. Use the search on the site to see if your issue has been addressed before in the blog or in the forum. If you have any questions, you can post them in the Forum where experienced BrightWork staff and other BrightWork users will provide you with answers. Support Site URL: BrightWork Help As well as being available from inside BrightWork, the BrightWork help is also available at a stand-alone URL. BrightWork Help URL: Contact BrightWork Support Please support@brightwork.com if you have any questions. Program Manager Training Guide: Extra Training Resources Page 36 of 36

BrightWork Team Member Training Guide

BrightWork Team Member Training Guide Contents 1 Training Introduction... 5 1.1 Who is this Guide For?... 5 1.2 Training Introduction... 5 1.3 Prerequisites... 5 1.4 Suggested Exercises... 6 1.5 System