TeamDynamix Project Manager User Guide · 2016-02-03 · TeamDynamix Project Manager User Guide rev. 11/2015 Page 5 III. Create a Project/Workspace Creating a “New Project/Workspace”

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

TeamDynamixProject Manager

User Guide

November 2015


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 ................................................................................................................................ 18

A. Resources ........................................................................................................................................ 18

B. Project Plans.................................................................................................................................... 21

1. Create a Project Plan ................................................................................................................... 21

2. Adding Tasks to a Plan ................................................................................................................ 23

C. Adding Time Accounts .................................................................................................................... 26

D. Update a Project Status .................................................................................................................. 28

V. Close and Deactivate a Project ........................................................................................................... 31

A. Resources Page ............................................................................................................................... 31

B. Project Details Page ........................................................................................................................ 33

C. General Page ................................................................................................................................... 34

D. Project Details Page ........................................................................................................................ 36

E. Project Epilogue .............................................................................................................................. 38

©2015 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 .


I. Introduction

TeamDynamix is a web-based project management solution that is used to track projects and allow foreasy reporting on project status. Clients are also able to access TeamDynamix to view project status aswell 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:

www.teamdynamix.com

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.

http://www.teamdynamix.com/

www.teamdynamix.com


Information Services personnel will sign in as USERS.

The username and password for TeamDynamix should be synchronized with the Kent State University e-mail address and password. Complete the log-in process by entering the data into the TeamDynamix entry fields and clicking the SIGN-IN button.


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.


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 to the right of each field title offers a brief guide to the information that is being requested.


Information may be typed directly into the entry fields, or a Look-up Icon ( ) may be available to access a list of options.

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".


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.


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.


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.


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.


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 – 40-99 Total Hours

Medium – 100-499 Total Hours

Large – 500-1999 Total Hours

Very Large – 2000 + Total Hours


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.


3 STATUS COMMENTS

Internal Comments - Project Manager internal comments about the project are noted here.


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.


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.


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.


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.


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.


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 e-mail notification and the resource appears active.


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.


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.


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 editablemode.


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.


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.


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


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.


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.


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 EMAIL ADDRESS – Additional people can be added to the notification list by

entering e-mail addresses, separated by commas.


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 email reminders are automatically sent from TeamDynamix to the Project Managers


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.


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.


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.


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.


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.


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.


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.


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.


http://www.kent.edu/is/training

mailto:[email protected]

http://www.kent.edu/is/training

Documents

TeamDynamix Project Manager User Guide · 2016-02-03 · TeamDynamix Project Manager User Guide rev. 11/2015 Page 5 III. Create a Project/Workspace Creating a “New Project/Workspace”