KSU/SPSU Consolidation Projects Manager

Transcription

1 KSU/SPSU Consolidation Projects Manager Area Coordinators Information Technology Services Outreach and Distance Learning Technologies 2

2 Copyright 2014 KSU Department of Information Technology Services This document may be downloaded, printed, or copied for educational use without further permission of the Information Technology Services Department (ITS), provided the content is not modified and this statement is not removed. Any use not stated above requires the written consent of the ITS Department. The distribution of a copy of this document via the Internet or other electronic medium without the written permission of the KSU - ITS Department is expressly prohibited. Published by Kennesaw State University ITS 2014 The publisher makes no warranties as to the accuracy of the material contained in this document and therefore is not responsible for any damages or liabilities incurred from its use. 3

3 Table of Content 1. Introduction Learning Objectives Web Browser Requirements Accessing the KSU/SPSU Consolidation Projects Manager Changing Your Password (For SPSU employees) Navigating the Home Desktop Viewing the Current Projects Status Viewing the Consolidation Tracker Status Report Summary Accessing the Full Consolidation Tracker Status Report Running the KSU SPSU Consolidation Tracker Status Report Printing the KSU SPSU Consolidation Tracker Status Report Exporting the KSU SPSU Consolidation Tracker Status Report to Excel Approving or Updating a Project Status Viewing the High Priority Questions, Recommendations, Risks and Issues Summary Approving the High Priority Questions, Recommendations, Risks and Issues Reports Utilizing the Briefcase Uploading Documents Downloading Documents Creating Subfolders in the Briefcase Signing Out Technical Support Monthly Report Checklist

4 1. Introduction The KSU/SPSU Consolidation Projects Manager is a web-based application that provides a solution for managing and tracking the multitude of group-based projects and their related tasks, issues, and documents in one centralized location. It also provides a way to easily share files among the members of project groups. The KSU/SPSU Consolidation Projects Manager can be used by people of all project management skill levels and experience. This document will provide you the necessary information to utilize the system. Note: No physical report has to be submitted. Notified stakeholders will receive the information from TeamDynamix via Learning Objectives This document will enable you to do the following tasks: Accessing the KSU/SPSU Consolidation Projects Manager. Changing your password (for SPSU employees). Navigating the Desktop. Viewing the Current Projects Status. Generating the Consolidation Tracker Status Report for each of your OWG s. Reviewing, approving and commenting on projects statuses. Reviewing, approving, and commenting on high priority questions, recommendations, issues, and risks from OWG s. 3. Web Browser Requirements The KSU/SPSU Consolidation Projects Manager should not be used in Internet Explorer 8; it functions with minor issues in the most recent versions of Internet Explorer. The plan manager requires the installation of the Microsoft Silverlight plug-in. The plan manager does not function in Firefox on the Mac since Mozilla does not support Microsoft Silverlight on their Mac browser. The rest of the application functions normally in Firefox on Macs. Note: Pop-ups must be enabled for this web application. 5

5 4. Accessing the KSU/SPSU Consolidation Projects Manager To access the KSU/SPSU Consolidation Projects Manager, open a web browser and point to the following web address: 1. The KSU/SPSU Consolidation page appears. Click the click here link under the TeamDynamix Login for Cochairs to access the log in screen. Figure 1 Click Here Link for TeamDynamix Log In 2. The log in page appears. Enter your username and password. If you a KSU employee, enter your NetID and NetID password. If you are SPSU employee, enter the following username: user.spsu, where user is your SPSU username, and the password you received for the application. Figure 2 - Log In Screen 3. Click Sign in. Once logged in, your Desktop will appear. 6

6 5. Changing Your Password (For SPSU employees) You must change the temporary password that was assigned to you for first time log in. To change your password: 1. Click the down-arrow next to your username in the upper left corner of the screen. Figure 3 - Down-Arrow 2. Select Change my Password from the list that appears. Figure 4 - Change My Password 3. The Change Password window pops up. Enter your current password in the Old Password field. 4. Enter your new password in both the New Password and the Confirm Password fields. Figure 5 - Change Password Note: The new password must contain between 7 and 20 characters. It cannot be password or your username. 5. When done, click Save. 7

7 6. Navigating the Home Desktop Once logged in, the Home Desktop appears. The Desktop is organized into multiple sections. This dashboard provides an at-a-glance overview of the status of all projects, and displays all high-priority questions, recommendations, issues and risks that pertain to your involvement in the KSU/SPSU Consolidation Project. Figure 6 - The Home Desktop Note the Refresh option below the Desktop tab. The system does not auto-refresh automatically. If needed, click the Refresh button to display updates that may have occurred since you logged in. 7. Viewing the Current Projects Status 1. From the Home Desktop page, go to the Current Projects Status area. You will see a color-coded pie chart The color coding system, which is based on Percent Complete for the entire OWG, is as follows: 0-49% complete: Blue (No Status) 50-74% complete: Red 75-99% complete: Yellow 100% complete: Green 1.2. The numbers given in the legend below the pie chart indicates how many projects fall under each category. (See Figure 7) 8

8 2. Click any colored segment of the pie chart to view the projects that have the selected status. Figure 7 Current Projects Status 3. The Projects window pops up. For more information on an OWG, click the title of the project in the Project column. Figure 8 - Projects 4. The Project Explorer window appears. View the details of the project, and then close the window. 5. Repeat steps 3 and 4 for additional projects. 6. When done, close the Projects window. 9

9 8. Viewing the Consolidation Tracker Status Report Summary From the Home Desktop page, go to the Consolidation Tracker Status Report area. You will see the overall status of each OWG as well as the comments entered during the latest status update. Figure 9 - Consolidation Tracker Status Report Area 9. Accessing the Full Consolidation Tracker Status Report The Consolidation Tracker Status Report allows you to view the details and status of all tasks associated with your OWG s. The following explains how to run, print, and export the report. 9.1 Running the KSU SPSU Consolidation Tracker Status Report 1. Go to the Analysis tab. Figure 10 - Analysis Tab 2. The Reports page appears. Click KSU SPSU Consolidation Tracker Status Report under the Tasks Reports category in the left sidebar. Figure 11 - Consolidation Tracker Status Report Link 10

10 3. Click the green Run button near the top of the screen. Figure 12 - Run Button 4. The Consolidation Tracker Status Report is generated. Click any task name in the Title column to view its details. Figure 13 - Task Name in Title Column 5. The Task Detail window appears. The Icons next to Details indicate the status of the task. Figure 14 Status Icons A green square indicates that the task is in progress. A red circle indicates that the task is overdue. A check mark indicates that the task is complete. An exclamation point indicates that there are issues associated with the task. 6. When issues are present for the task, the number of issues is indicated on the Issues tab. Click the Issues tab to view all questions, recommendations, risks, and issues for the task. Figure 15 - Issues Tab 11

11 7. The Task Issues window opens. Click the name of the question/recommendation/risk/issue in the Title column to view its details. Figure 16 Task Issues 8. The Issue Detail window appears. When done reviewing, close the Issue Detail window. 9. When done reviewing other issues, close the Tasks Issues window. 10. To close the KSU SPSU Consolidation Tracker Status Report, click the Desktop tab. 9.2 Printing the KSU SPSU Consolidation Tracker Status Report 1. Go to the Analysis tab. 2. The Reports page appears. Click KSU SPSU Consolidation Tracker Status Report under the Tasks Reports category in the left sidebar. 3. Click the green Run button near the top of the screen. 4. The Consolidation Tracker Status Report is generated. Click the green Print button. 5. Adjust any print job settings as needed, and then click OK to print. 9.3 Exporting the KSU SPSU Consolidation Tracker Status Report to Excel 1. Go to the Analysis tab. 2. The Reports page appears. Click KSU SPSU Consolidation Tracker Status Report under the Tasks Reports category in the left sidebar. 12

12 3. Click the green Run button near the top of the screen. 4. The Consolidation Tracker Status Report is generated. Click the green Actions button. 5. Select Export to Excel from the drop-down list that appears. Figure 17 - Export to Excel 6. The report will be downloaded to your computer in the Excel.xlsx format. 10. Approving or Updating a Project Status 1. From the Home Desktop, go to the Consolidation Tracker Status Report area. Figure 18 - Consolidation Tracker Status Report Area 2. Click the name of the OWG to be approved or updated in the Name column. 13

13 Figure 19 - OWG Name 3. The Project Explorer window pops up. Click Update Status. Figure 20 - Update Status Button 4. The Update Project Status window pops up. Review the information for the following required fields: New Status, Overall PCT Comp, and Comments. Optionally, there may be a description in the KSU SPSU Opportunity text area. Figure 21 - Update Project Status 14

14 5. In the New Status section, please use the following color coding system, which is based on Percent Complete for the entire OWG, when verifying the status: 0 49% complete: Blue (No Status) 50 74% complete: Red 75 99% complete: Yellow 100% complete: Green 6. If needed, enter a new status and adjust the overall percent complete. 7. In the Comments section, enter the following statement: Monthly status report is ready for review, and any other pertinent information for the stakeholders. 8. Only if changes were made: in the Notification area, be sure to select the following stakeholders: Consolidation Accreditation Team Randy Stuart 9. Click Save near the top the window. Figure 22 - Notification 10. The status gets updated. Close the Project Explorer window. Note: No physical report has to be submitted. Stakeholders will run your edited OWG report after receiving notice that it is ready for review. 11. Viewing the High Priority Questions, Recommendations, Risks and Issues Summary From the Home Desktop page, go to the High Priorities area. You will see four categories that contain all high priority questions, recommendations, risks, and issues for your OWG s. Figure 23 - High Priorities Area 15

15 Note: All Questions, Recommendations, Risks, and Issues with a High priority status will be moved up to Dr. Papp for review. 12. Approving the High Priority Questions, Recommendations, Risks and Issues Reports To run the High priority Questions, Recommendations, Risks and Issues reports, please follow the steps below: 1. Go to the Analysis tab. Figure 24 - Analysis Tab 2. The list of reports appears on the left side. Click on a High Priority report name under Issue Reports. In our example, we are selecting the High Priority Recommendations Report. Figure 25 - Issue Reports 16

16 3. Click the green Run button, near the top of the screen. Figure 26 - Run Button 4. The report is displayed on the screen. To review, approve, and comment on any of the high priority questions, recommendations, issues, and risks, click their name in the Title column. Figure 27 - Title Column 5. The Issue Detail window pops up. Review and then click the green Comment button to add your comment. Figure 28 - Comment Button 17

17 6. A text box appears. Add your comment. Figure 29 - Comment 7. Click the green Save button. The selected stakeholders will then receive an Close the Issue Detail window. 18

18 13. Utilizing the Briefcase The Briefcase is used for document management and sharing. Project files can be uploaded and downloaded Uploading Documents 1. Click the Briefcase tab near the top left of the screen. Figure 30 - Briefcase Tab 2. The Briefcase appears. Click the KSU SPSU Consolidation Workspace folder under Folders on the left of the screen. 3. Click the subfolder that appears. Figure 31 Folders Figure 32 - Subfolder 19

19 4. A toolbar should appear near the top of the screen, and any document that is already attached to the project will be displayed on the page. Click the Add Files icon on the toolbar. Figure 33 - Add Files 5. The Add Files window pops up. You may use the Drag and Drop function or click Choose Files to browse, select, and upload one or more files to the Briefcase. 6. Important: Select the check mark(s) in the Publish column to make the file(s) available to the other stakeholders on the workflow. 7. Click Upload Files. Figure 34 - Publish Column Figure 35 - Upload Files 20

20 8. The Would you like to notify Users about this new Document? message appears. Click Yes or No. 9. The files now appear in the Briefcase Downloading Documents 1. Click the Briefcase tab near the top left of the screen. Figure 36 - Briefcase Tab 2. The Briefcase appears. Click the KSU SPSU Consolidation Workspace folder under Folders on the left of the screen. 3. Click the subfolder that appears. Figure 37 - Folders Figure 38 - Subfolder 21

21 4. Documents are now displayed in the center of the screen. Click the Download icon in front of the name of the document to be downloaded. Figure 39 - Download Icon 5. The document will download through your web browser Creating Subfolders in the Briefcase You may want to create subfolders to organize your content. 1. Click the Briefcase tab near the top left of the screen. 2. The Briefcase appears. Click the appropriate project folder under Folders on the left of the screen. 3. A subfolder called Consolidation Forms appear. Click the subfolder. 4. A toolbar should appear near the top of the screen, and any document that is already attached to the project will be displayed on the page. Click the New Folder icon on the toolbar. Figure 40 - New Folder Icon 5. A subfolder called New Folder appears on the left side of the screen under the KSU SPSU Consolidation Workspace folder. 22

22 Figure 41 - New Folder 6. Type a name for the subfolder, and then press Enter. 7. The subfolder is now available in the Briefcase. 14. Signing Out To log out from the system, click Sign Out in the upper right corner of the screen. Figure 42 - Sign Out Technical Support For additional help, please contact the KSU Service Desk at or service@kennesaw.edu. SPSU employees: Please identify yourself as SPSU employee when contacting the KSU Service Desk. 23

23 Monthly Report Checklist 1. Review Area OWG's... o Consolidation Tracker Tasks and their current status. o High Priority Questions, Recommendations, Risks, and Issues. o Current OWG Status...green, yellow, red, and determine if they have been placed correctly. 2. Run Reports... o Consolidation Tracker Tasks o High Priority Issues o High Priority Recommendations o High Priority Questions o High Priority Risks 3. Approve and Comment... o High Priority Issues o High Priority Recommendations o High Priority Questions o High Priority Risks Note: No physical report has to be submitted. Stakeholders will receive the information through TeamDynamix. 24