BrightWork Team Member Training Guide

Transcription

1 BrightWork Team Member Training Guide

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3 Contents 1 Training Introduction Who is this Guide For? Training Introduction Prerequisites Suggested Exercises System Requirements SharePoint Basics Lists Libraries Web Parts Sites Site Collections Access and Navigation BrightWork Access Main Navigation Elements Find Your Training Site Find Assigned Work My Work Dashboards My Work Notification on Work Assignment SharePoint Alerts Create a Personal Report Create a Personal Report Toggle between a Personal and Shared Report Reset a Personal Report Manage Assigned Work and Documents Update Progress on Assigned Work Create an Issue Item via Form Entry Use Document Libraries... 31

4 7 Extra Training Resources Published: October 9, 2013 BrightWork 12

5 1 Training Introduction BrightWork is a SharePoint solution for managing work and projects of varying size and type. BrightWork includes a set of project management templates, web parts, dashboards, tools and lists that mimic the reality of the varying degrees of work and project management found in most organizations today. For more information on BrightWork, please see Who is this Guide For? This guide is aimed mainly at team members; however, any member of the organization who will be using BrightWork, and is new to SharePoint, should also start with this guide. 1.2 Training Introduction With automated work assignment s and My Work dashboards, team members never lose sight of their work and no longer have to prepare status reports. Apart from actually doing their work, all team members have to do is keep their work items up-to-date in a web form or an Excel like datasheet. This Team Member training module covers: SharePoint Basics Access and Navigation Finding Assigned Work Create a Personal Report Managing Assigned Work and Documents 1.3 Prerequisites To get maximum benefit from this training, your project manager should have assigned you some work items in the Hardware Upgrade site in the Training Area. You should confirm with your manager that this is the case before commencing the training. BrightWork Team Member Training Guide: Training Introduction Page 5 of 35

6 There are no other prerequisites 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. 1.5 System Requirements To exercise this guide, we recommend that your client machine meets the following system requirements Browser Microsoft SharePoint 2010 requires Internet Explorer 7 or later. You can download the latest version of IE at Microsoft Office Use of the native SharePoint Datasheet view generally requires you to have the 32-bit Microsoft Office 2007 or older client installed. However, there are workarounds for those with a different / no version. Office 2003 or No Office client: Install Microsoft Office Access 2007 Runtime client Download from See for more information. Office Bit Install the 2007 Office System Driver: Data Connectivity Component to use the Datasheet. Download from See HA aspx for more information. BrightWork Team Member Training Guide: Training Introduction Page 6 of 35

7 2 SharePoint Basics SharePoint is a collaboration platform that enables organizations to create intranets and extranets for shared workspaces, information stores and documents. The SharePoint platform consists of the following building blocks: Lists Libraries Web Parts Sites Site Collections What Will I Do? In this section, you will learn about the basic building blocks of SharePoint. 2.1 Lists A SharePoint list is just that it is a list for collecting and representing data in a SharePoint site. Typically, the data is collected via a form and displayed in a list view. BrightWork includes many lists such as Project Tasks, Project Goals and Project Issues. A single item in a list is called a list item. You will generally be assigned your work via a list item in a list like the Project Tasks. Keeping the information in your assigned items up-to-date is very important, as it allows the project manager to maintain oversight of the project. 2.2 Libraries Document libraries are collections of files that you can share with team members. For example, you can create a library of common documents for a project; team members can use their browsers to find the files, read BrightWork Team Member Training Guide: SharePoint Basics Page 7 of 35

8 them, and make comments. Users with Microsoft Office 2003 Professional and above can check out and edit the files as if they resided on a local or network drive. 2.3 Web Parts A Web Part is a part of a webpage in a SharePoint site that acts like a window into information (e.g. data in lists, documents in libraries etc.) that is contained inside or outside the site. Web Parts are very useful in project management for displaying reports, charts and other executive summaries. The most important web part in BrightWork is BrightWork Reporter. The Reporter web part displays information from multiple lists in multiple sites (e.g. the My Work report that you will learn about later). 2.4 Sites A site is a container for a group of related lists (e.g. project information) and web parts (e.g. reports), where your team can work on projects, conduct meetings and share information. Sites can have sub-sites, for example, your organization can use sites, sub-sites and top-level sites to separate projects from project offices. 2.5 Site Collections A site collection is a container for a group of SharePoint sites. Site collections generally have the same owner and share administration settings (e.g. security settings). Site collections, such as the BrightWork site collection, are created from SharePoint Central Administration. Note: Your organization may also have a portal. This is a type of site collection. What Did I Do? In this section, you learned about the basic building blocks of SharePoint. BrightWork Team Member Training Guide: SharePoint Basics Page 8 of 35

9 3 Access and Navigation What Will I Do? In this section, you will learn about the SharePoint and BrightWork navigation options. 3.1 BrightWork Access BrightWork uses standard SharePoint security. You go to a URL and enter a username and password. 3.2 Main Navigation Elements The main navigation elements that will be used in this guide are called out in the below screenshot. BrightWork Team Member Training Guide: Access and Navigation Page 9 of 35

10 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. 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. BrightWork Team Member Training Guide: Access and Navigation Page 10 of 35

11 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). 3.3 Find Your Training Site To find your training site: 1. Click Training Area on the Top Link bar. 2. Click Allure Bays Project Office on the Quick Launch. 3. Click Hardware Upgrade on the Project Hierarchy web part. What Did I Do? In this section, you learnt about the SharePoint and BrightWork navigation options. BrightWork Team Member Training Guide: Access and Navigation Page 11 of 35

12 4 Find Assigned Work If you are used to a project management environment, where work is assigned and managed via , you will know that keeping track of this work can be an arduous task. BrightWork makes this very easy by providing four ways to find your assigned work: My Work Dashboards My Work Notification on item assignment SharePoint Alerts What Will I Do? In this section, you will learn about the various ways you can find your assigned work in BrightWork. 4.1 My Work Dashboards The My Work reports, available from a link on the Quick Launch, are reports that display and link to all the work items owned by or assigned to the logged in user (i.e. you!). Unlike standard SharePoint views, it can display work items from multiple lists and sites in a single report To access this report, click My Work Reports on the Quick Launch of the Hardware Upgrade site. BrightWork Team Member Training Guide: Find Assigned Work Page 12 of 35

13 Note: If your manager has not assigned you any work items for this training, the report will be blank. The My Work report also includes the ability to select another user and view their assigned work items. Some other reports are also available from the default My Work report set, including: My Work Due Soon Displays the work of the logged in user due in the next 7 days and allows the selection of another user from a drop-down menu and/or the specification of a different Date Due. My Overdue Work Displays the work of the logged in user due today or earlier and allows the selection of another user from a drop-down menu. My Gantt Displays the work of the logged in user in a Gantt style report and allows the selection of another user from a drop-down menu. My Work Modifications Displays the items you have been the last modifier of in the last seven days and allows the selection of another user from a drop-down menu and/or the specification of a different Modified Since date. BrightWork Team Member Training Guide: Find Assigned Work Page 13 of 35

14 4.2 My Work Reports such as the My Work report can be ed automatically and from the report user interface Scheduled Notifications It is possible that the project manager will have an automated setup so that you receive an summary of your work items for one or more projects on a periodic basis (e.g. every Monday morning). All you need to do is to click the relevant link to get back to the work item or list of items. BrightWork Team Member Training Guide: Find Assigned Work Page 14 of 35

15 My Work As well as being ed on a scheduled basis, the My Work report (and other reports) can also be ed from the interface. Note: If the My Work report is empty, click Work on the Quick Launch and the Open Work report. 1. Click in the My Work report to activate the Reporter Tools ribbon and click the button. 2. Click Browse to open the people picker dialog. 3. Enter the first letter in your name in the find field and click Return on your keyboard. BrightWork Team Member Training Guide: Find Assigned Work Page 15 of 35

16 4. Double-click your name and click OK. 5. Enter a Subject and Body message. 6. Click Send. BrightWork Team Member Training Guide: Find Assigned Work Page 16 of 35

17 You should receive an similar to the one below. BrightWork Team Member Training Guide: Find Assigned Work Page 17 of 35

18 4.3 Notification on Work Assignment s may be sent to you every time you are assigned an item see below for a sample . Click the link in the to open the item. Note: notification on assignment is an optional setting that the project manager may or may not enable. BrightWork Team Member Training Guide: Find Assigned Work Page 18 of 35

19 4.4 SharePoint Alerts If your project manager has not enabled auto- on item assignment, you can sign up for alerts yourself on a list by list basis. Alerts are a standard SharePoint feature; however, every list in BrightWork includes extra tailored alert options specific to that list. 1. Click Issues Update on the Quick Launch. 2. Click List Alert Me Set alert on this list. BrightWork Team Member Training Guide: Find Assigned Work Page 19 of 35

20 3. Select the appropriate option (e.g. An Issue is assigned to me) and click OK. What Did I Do? In this section, you learned about the various ways you can find your assigned work in BrightWork. Suggested Exercise Create an Alert on the Tasks list. BrightWork Team Member Training Guide: Find Assigned Work Page 20 of 35

21 5 Create a Personal Report 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. 5.1 Create a Personal Report The My Work report you saw in the previous exercise was created to serve a quite particular purpose to show the logged in user the open work items assigned to them; however, you may have a need for a report that is not included in the available set a report that suits just your needs. To meet this need you can create a personal report. This report will be visible only to you and you will be able to toggle between it and the default version of the report. For example, the Overdue Items report from the Hardware Upgrade site home page shown here shows items for all users. It would be more useful to you if it just showed you the items relevant to you. 1. Click anywhere in the Overdue Items report to activate the Reporter Tools ribbon for the report. BrightWork Team Member Training Guide: Create a Personal Report Page 21 of 35

22 2. Click the Filters button. 3. Create the below filter: a. Select Assigned To from the Column Name menu. b. Select is equal to from the Comparison Type menu. c. Enter [Me] in the Comparison Value field. Note: For information about creating filters, click the Help link in the Filter Settings dialog. 4. Click OK. BrightWork Team Member Training Guide: Create a Personal Report Page 22 of 35

23 The Report will load and show only the items assigned to you. Next, you will customize the report a little more to meet your needs 5. Click in the report again to activate the Reporter Tools ribbon. 6. Click the Columns button and unselect the Status (Icon); Status Indicator (Icon); and Assigned To Columns. 7. Select the % Complete column. 8. Click OK. BrightWork Team Member Training Guide: Create a Personal Report Page 23 of 35

24 The report will load with your personal settings. This is the default report that loads when you visit the page. 5.2 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. Click the Shared button to toggle back to the original shared version. BrightWork Team Member Training Guide: Create a Personal Report Page 24 of 35

25 5.3 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. 4. Click the Filters button in the Personalize this Report section. 5. Click the Reset button. BrightWork Team Member Training Guide: Create a Personal Report Page 25 of 35

26 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. BrightWork Team Member Training Guide: Create a Personal Report Page 26 of 35

27 6 Manage Assigned Work and Documents As explained above, you will find the work that you need to do on My Work reports or in notifications. What Will I Do? In this section, you will learn how to keep the details of your work items up-todate and how to log issues and use document libraries. 6.1 Update Progress on Assigned Work As a team member, your main responsibility is updating the progress on your assigned work items (and of course to do your actual work!). It is important you do this regularly, as it means the project manager will have the most up-to-date information and be able to manage the project accordingly. If you do this regularly, it means you will no longer have to prepare status reports, as the project manager will be able to use the BrightWork reports to see how your assigned work is progressing. You can update work items one by one in a list or simultaneously update multiple items using the Datasheet view Form Based Update Form based update means using the form belonging to the list. In this exercise, you will update progress on a single work item and mark the item as an issue. 1. Click Tasks Update on the Quick Launch. BrightWork Team Member Training Guide: Manage Assigned Work and Documents Page 27 of 35

28 2. Select Edit Item from a list item s drop down menu. OR Click on the item to open it in the popup dialog and click Edit Item on the list item s tool bar. 3. Make some changes, including updating the % Complete and selecting the Issue Indicator and adding an Issue Description. 4. Click Save. Note: Selecting the Issue Indicator means that the task item will now display in Issue reports: this is a useful way of notifying the Project Manager that an item requires further attention. BrightWork Team Member Training Guide: Manage Assigned Work and Documents Page 28 of 35

29 6.1.2 Datasheet Based Update The Datasheet is a spreadsheet-like view that facilitates updating multiple items simultaneously. 1. Select Active Tasks (Datasheet) from the View menu of the Tasks list. 2. Experiment with the Datasheet interface it is quite similar to a spreadsheet in that you can drag and drop values down a column. 3. Make changes to multiple items. 4. Click in the last empty line of the Datasheet to apply your changes. 5. Click Update Tasks on the Quick Launch to return to the default view for the list. Note: Occasionally, due to browser or Microsoft Office setup, the datasheet-drag feature may not be available. If this happens, just update each item one by one. BrightWork Team Member Training Guide: Manage Assigned Work and Documents Page 29 of 35

30 6.2 Create an Issue Item via Form Entry Not all project issue relate to specific work items and you may need to create a specific issue item about something that threatens the success of the project. 1. Click Issues Update on the quick Launch. 2. Click Add new item. 3. Fill out the form with some details. 4. Make yourself the assignee and your manager the owner. 5. Click Save. BrightWork Team Member Training Guide: Manage Assigned Work and Documents Page 30 of 35

31 6.3 Use Document Libraries Document libraries are collections of files that you can share with team members. Users with Microsoft Office can check out and edit the files as if they resided on a local or network drive Upload to a Document Library 1. Click Documents on the Quick Launch. 2. Click Documents Upload Document. BrightWork Team Member Training Guide: Manage Assigned Work and Documents Page 31 of 35

32 3. Click Browse, navigate to a Word document on your computer, select it and click Open. 4. Click OK. BrightWork Team Member Training Guide: Manage Assigned Work and Documents Page 32 of 35

33 6.3.2 Edit a Document in a Library 1. Select Edit in Microsoft Office Word from the item menu. 2. Click OK. 3. Enter your login credentials, if asked. 4. Make some modifications to the document and save and close it. 5. Click Check In on the document menu. BrightWork Team Member Training Guide: Manage Assigned Work and Documents Page 33 of 35

34 Note: For more detailed information about document libraries, please visit What Did I Do? In this section, you learned how to keep the details of your work items up-to-date and how to log issues and use document libraries. Suggested Exercises Update several columns in a Task item via Form Entry. Update several columns in a Task item using the Datasheet View. Create a new Issue via Form Entry. BrightWork Team Member Training Guide: Manage Assigned Work and Documents Page 34 of 35

35 7 Extra Training Resources Congratulations on completing the team member training you should now be able to work collaboratively on projects in the BrightWork environment! We have provided the resources below to make it easier for every user to learn how to use BrightWork. Training Document (this document) This document should enable a team member to gain a good understanding of BrightWork. The document includes a mix of explanations and exercises. Training Webcast A detailed webcast recording with a careful explanation of the specifics steps involved, delivered in a recorded session in class format (coming soon). Role-Based Customer Training Pages Our website includes a page that provides links to further role-based training. Customer Training Page URL: 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: BrightWork Support Please support@brightwork.com if you have any questions. BrightWork Team Member Training Guide: Extra Training Resources Page 35 of 35