Seavus Project Viewer Task Update
Contents
1. SEAVUS Projectviewer THE COMPLETE VIEWER FOR MS PROJECT Working with Task Update Contents INTRODUCTION BENEFITS FROM TASK UPDATE CREATING UPDATES MAKE YOUR PROJECT COLLABORATIVE PROCESSING RECEIVED TASK UPDATES MAP CUSTOM FIELDS IMPORT UPDATES 13 15 18 19 Overview Overview Team members who do not need to alter project plans use Seavus Project Viewer to view the tasks they have been assigned But wouldn t it be better to know the progress status of each task in real time as well Seavus Project Viewer is the only viewer for Microsoft Project that provides a collaborative environment for project teams without server installation The process of sharing is very simple e The project manager creates a project plan in Microsoft Project and uploads it on a shared location e Team members open the project plan with Seavus Project Viewer and report task progress or assignment progress Completed Work Complete or Actual Work e The project manager then opens the project plan and accepts or rejects submitted task updates Create Project Update Task or Assignment Page 1 Seavus Project Viewer User Manual Overview With this very simple task update process teams can easily introduce a collaborative project environment where they can e Get real time project status e Continually evaluate team s performance e Build knowledge for future projects The project s categories tha2. company s network In order to use task update you must have e Seavus Project Viewer with Task Update feature installed on your computer e Microsoft Project and Seavus Add in for Microsoft Project installed on Manager s Computer file previously marked as collaborative by project manager located on a shared location e Read write permissions to the shared location Benefits from Task Update Since collaboration between the Project Manager and his Team members is essential for successfully running projects Seavus Project Viewer Task Update can be great tool for reaching this goal Page 3 Seavus Project Viewer User Manual Chapter Seavus Project Viewer Task Update Seavus Project Viewer Task Update can help companies to decrease their costs easily track their projects and have better overview of their projects Moreover you can avoid useless e mail communication with your project manager Creating Updates When you are opening a project file from a shared location if collaboration is enabled on it you should get a popup asking you how you would like to open the file You have two options e Collaboration mode if you choose this option you ll be able to create you updates e Standard mode if you choose this option your project plan will be opened without editing options Collaborative File The selected project file is collaborative Please select in which mode you want to open the file Figure 1 Co
3. These comments will be sent to the project manager together with the assignment s updates Delete Comment Clear Value Figure 9 Comment menu Pointing the mouse cursor over cell and clicking on the right mouse button a context menu will pop up with the following options Figure 9 Page 10 Seavus Project Viewer User Manual Chapter Seavus Project Viewer Task Update e Insert Comments You can insert comment for the appropriate update or give reply to the project manager s comment e Delete Comments Deleting all comments that are inserted for the appropriate updates e Clear Value You will delete entire set of information that is connected for the appropriate assignment updates and comments The dialog that wills pop up after you select the Insert Comments feature is presented on the figure below Add Comment Team Member Comment Comment that is inserted by the Team Member Project Manager Comment Figure 10 Insert Comment dialog In case when comments exist for the assignment you can edit the comments by selecting the Edit comments from the Comment contextual menu Note You can t insert comment until you don t update the assignment Indicators Column By clicking on the icon in the indicators column you can e Reset to referent values Your updates will be reset to the referent values they had before making any changes e Clear all values All of you updates that you made but did no
4. start making updates Resource and Task Usage views contain two types of fields e General assignment fields in the left panel e Time phased fields in the right usage panel If using collaborative project file you will be able to edit Work complete in the left panel or Actual Work and Actual Overtime Work time phased in the right usage panel Updating Work Complete You can update Work Complete using the table sheet in the Task or Resource Usage view as It is presented on Figure 5 a Resource Name Work Work Complete 4 E R4 64 hrs 38 task 5 32 Ars A Figure 5 Updating Work Complete The process of updating assignment s Work Complete is more than easy Just perform the following steps Select the assignment that you want to update Click with the mouse in the appropriate cell of the Work Complete column Using the cell s spinner navigate to the desired value or type it in the cell a eS Save the updates Seavus Add ins gt Task Update group gt Save Updating Actual Work Updating the Actual Work and Actual Overtime work is done in the right part of the Resource Usage or Task Usage view as it is presented on Figure 6 Page 7 Seavus Project Viewer User Manual Chapter Seavus Project Viewer Task Update Figure 6 Updating Actual Work To update assignment s Actual Work and or Actual Overtime Work follow the next procedure 1 Select the assignment that you want to update Click
5. 0 as it is presented on Figure 14 t Make Collaborative Bp Get Updates 4 Options GD Heip Custom Toolbars Figure 14 Before making the project plan collaborative project manager can select the updating method i e which project categories will be updated e Tasks e Assignments 1 The updating method can be selected in the lower part of the Make Project Collaborative dialog as it is presented on Figure 15 Make Project Collaborative Click on the table cells next to project s name in order to change the Collaboration status and Updating mode Project Name Collaborative Reporting Mode Figure 15 Make project collaborative By enabling collaboration on your project file your Team members that have installed Seavus Project Viewer with Task Update feature will be able to send updates about actual work they spent on the specific tasks or complete of the task Constraints using the Make Project Collaborative feature Page 14 Seavus Project Viewer User Manual Chapter 2 Task Update Toolbar in MS Project During the process of making project collaborative Microsoft Project will pop up message for saving the project file s Do not use this saving process if you want to 1 Change the Microsoft Project version when working with Master Project example Master project is created in Microsoft Project 2007 and you want to re save in version 2010 2 When working with password protected files Processin
6. MS Project Chapter 2 Task Update Toolbar in MS Project In this section you will learn y Make project collaborative v Receive project s updates In order to be able to use Task Update option in your Microsoft Project you need to have installed the Seavus Add in for Microsoft Project Seavus Project Viewer Task Update options in the Seavus Add in for Microsoft Project toolbar is an option available to the Project Managers that enables them to e Enable collaboration on the Project file mpp they have created e To receive task updates from the Team members on their assigned tasks e Accept Reject the received task updates and update the mpp file by applying the changes The MPP file that will be collaborative must be saved on shared folder accessible by both Project Manager and Team members Both parties should have read write privileges on the shared folder Make your project Collaborative First step that you need to do is to enable collaboration on your project file stored in shared folder To do that open your file with Microsoft Project that has previously installed Seavus Add in for Microsoft Project with Task Update options and simply click on the Enable Collaboration icon in the toolbar in case for Microsoft Project 2007 or Make Page 13 Seavus Project Viewer User Manual Chapter 2 Task Update Toolbar in MS Project Collaborative feature in the Add Ins ribbon in case for Microsoft Project 201
7. field In case the selected field is already in use you can select another field from the list Complete Work Complete Actual Work Reported feid et Difference feld a l Graph indicator Figure 18 Map tab in Options dialog Note The same procedure is for Complete and Actual Work fields Import Updates Import Updates feature located in the Import Updated tab from the Options windows allows you to buy pass the Get Update dialog and directly import in Gantt table When the check box in front of the feature is selected the updated will be presented in the Get Updated dialog where project manager can decide which updates will be accepted and which one will be rejected The look of the Map tab within the Options dialog is presented on Figure 19 Page 19 Seavus Project Viewer User Manual Chapter 2 Task Update Toolbar in MS Project Task Update Options Before inserting the tasks updates in the Gantt table you have to define the Custom Fields that will present the reported values To select the Custom Fields go to the Mapping tab in this dialog The updates will be inserted directly in the Gantt table Figure 19 Import Updated tab Page 20 Seavus Project Viewer User Manual
8. g received Task Updates The Project Manager can view all newly received and untreated task updates from all Team members by clicking on the Get Updates icon amp in the toolbar menu for in case for Microsoft Project 2007 2003 or by clicking on the same action in the Add Ins ribbon in case for Microsoft Project 2010 Receiving Assignment Updates The Project Manager has several filtering options to get only the updates that meet the desired criteria The project manager can filter by e Project name e Task name e Resource name The updates that will be accepted will be colored green and those assignments that are rejected will be colored red Page 15 Seavus Project Viewer User Manual Chapter 2 Task Update Toolbar in MS Project Task Name Resource Name Mark Assignment as Completed Me ae ss ee a es es ee E E a Pan Te dl a I E MOOSE amp I i I None Default Update Work Complete Update Actual Finish Comments Team Member Project Manager Reject Figure 16 Get Assignment Updates window in MS Project Project manager can insert comments regarding the accepted and rejected assignments and these comments will be available for reading to the team members Receiving Task Updates Updating the project plan can be done using one of the following techniques e Using the Get Updated dialog or e Directly to be inserted in the Gantt table and inside the Gantt chart project manager
9. llaboration dialog If you have opened the project file in one mode and you want to change the mode while working you can always select or unselect the Collaboration mode option If you are working in Ribbon Graphic User Interface the option for activating deactivating the Collaboration mode is located in the Seavus Add in ribbon in the Task Update group as it is presented on Figure 3 Jpdate Collaboration Mode m save Updates Figure 2 Collaboration option in Seavus Add in ribbon Page 4 Seavus Project Viewer User Manual Chapter Seavus Project Viewer Task Update In case you are working with Standard Graphic User Interface the position of this feature in the Tools menu is presented on Figure 3 Project Custom Layer Progress Lines Links Between Projects Customize Options Collaboration Mode Google Apps User Profiles Language Graphic User Interface Style Figure 3 Collaboration option in Tools menu After you have opened the project file in Collaboration mode you can create your updates by using either the Resource Task Usage views or Gantt Chart Updating Assignments Updating Assignments process is performed on those assignments for which the resources are selected from the dialog box that is presented on Figure 4 Page 5 Seavus Project Viewer User Manual Chapter Seavus Project Viewer Task Update Collgetration Mode Please select time range and resources t
10. o create appropriate progress updates From 1 18 2011 al To 1 24 2011 E Resource Name Resource Name r4 Figure 4 Selecting resources and time range You can report time and progress on working days beginning from the start date of the project till the finish date of the project The updating can be done in Work complete or Actual Work and or Actual Overtime Work With Seavus Project Viewer Task Update your project plan is flexible enough so you don t have to worry about missing a day out of work or forgetting to send updates e You can report more work than the planned work and planned overtime work for the proper day e You can report time or progress for incoming days or for days in the past out of the task s time range e You can report overtime work even if your project manager did not planned overtime work e You cannot create updates out of project s time range Your updates must be within the start and end date of the project e You cannot report Work complete smaller than 0 or bigger than 100 e You can report time or progress on tasks that has no assigned resource Unassigned tasks e The updates can be created only on work resources e You can insert comments regarding the updates Page 6 Seavus Project Viewer User Manual Chapter Seavus Project Viewer Task Update Updating via Task Usage and Resource Usage Views After you have opened the project from the shared location you can
11. s e General task fields in the left panel If using collaborative project file you will be able to edit Complete Work complete and Actual Work in the left working panel i e in the Gantt Chart table Updating Complete You can update Complete using the table sheet in the Gantt Chart view as it Is presented on Figure 5 Page 9 Seavus Project Viewer User Manual Chapter Seavus Project Viewer Task Update mm View testing Seavus Project Viewer Gantt Chart fools File Task Resource Project View Seavus Add ins Format Hide Properties V save T Zoom Out f ar a Task Profile Entry Page search Chart F Fw Mad ITy Data Bar l Export T Break Seavus Charts Custom Layer User Profile Custom Forms Page Break Search i Task Task Name 36 Work Actual Duration Mode Comolete Comolete Work 90 hrs 29 days 5 chen a eee n E Ww M P ron sos 12r Figure 8 Update Complete The process of updating assignment s Work Complete is more than easy Just perform the following steps Select the task that you want to update Click with the mouse in the appropriate cell of the Complete column Using the cell s spinner navigate to the desired value or type it in the cell SE Save the updates Seavus Add ins gt Task Update group gt Save Insert Comments No matter in which update mode you are working you can insert comments for the updates that are inserted
12. t are available for updating are presented on the diagram below Task Update Feature Assignment Task Update Update i p Resource Task Usage Gantt Chart Usage view view views Assignment update Team Members can update the assignments in the project plan using the Resource Usage or Task Usage view Project Manager will view this updates using the Get Updates functionality in Microsoft Project that is already developed accept or reject them and the project plan will be updated Task Update Team Members can update the assignments in the project plan using the Gantt Chart view and the fields that are prepared for this purpose Project Manager will view this updates using the Show Updates in Gantt Chart functionality in the Gantt Chart tablet that will be developed Page 2 Seavus Project Viewer User Manual Chapter Seavus Project Viewer Task Update Chapter 1 Seavus Project Viewer Task Update In this section you will learn v Detailed features of the entire application Introduction With Task Update option in Seavus Project Viewer the users now have the ability to collaborate with project managers so they will have up to date information about the current status of the project tasks and track if all assignments in the project plan are finished on time Team members that are using Seavus Project Viewer and Project Managers using Microsoft Project can collaborate with only shared location in their
13. t saved will be cleared and you will have the possibility to create new updates e Mark assignment as completed If you finish you task earlier you can always mark it as completed This option will not add hours or percent complete to you task but will notify your project manager that your task is finished Page 11 Seavus Project Viewer User Manual Chapter Seavus Project Viewer Task Update e Change update method If you started to update an assignment with Work complete the editing fields in the right usage panel will be disabled Saving updates When you are finished updating all you have to do is to save your updates You can do that by using the Save Updates feature inside the Task Update group a rc i i wy hae Walter EM Save Updates Collaboration Mode Figure 11 Save Updates functions in Seavus Add ins ribbon The same functionality is located in the File menu Seavus Project Viewer View testi File Edit View Insert Format m Open Recent Files Close Ctrl F4 Import from Export to Figure 12 Save Updates in File menu and in the Standard Toolbar Figure 13 Save Updates in Standard toolbar When your updates are saved your project manager can review and accept or reject them If this option is disabled it means that you do not have any newly created updates Page 12 Seavus Project Viewer User Manual Chapter 2 Task Update Toolbar in
14. ue from the project plan After clicking on the Get Updated feature the updates will be placed directly in the Gantt table Map Custom fields Mapping the custom fields in Microsoft Project is necessary in order to choose which fields will be presenting the values that are reported in Seavus Project Viewer The mapping is performed in two cases e When starting to work with the Task Update method for first time the custom fields are not defined e When the once defined fields have being put in use containing data for the project plan To map the field for presenting the reported values follow the next procedure 1 Select the Options feature 2 In the Mapping tab select the radio button before the Project s field that is used for task reporting a In case you are working with the Complete field clicks the radio button in front of Complete b Select the Project s custom field that will present the Reported Complete type Number c Select the Project s custom field that will present the Difference Complete type Number d Select the Project s custom field that will present the Graphical Indicator type Text 3 Click on the Ok button The look of the Map tab within the Options dialog is presented on Figure 18 Page 18 Seavus Project Viewer User Manual Chapter 2 Task Update Toolbar in MS Project Task Update Options Map fields Select which Microsodt Project s field will contain Seavus custom reporting
15. will perform the necessary changes Receive Updates via dialog When working with the Task Update method phe Project Manager has several filtering options to get only the updates that meet the desired criteria The project manager can filter by e Project name e Task name Page 16 Seavus Project Viewer User Manual Chapter 2 Task Update Toolbar in MS Project The updates that will be accepted will be colored green and those assignments that are rejected will be colored red The look of the Task Updating dialog is presented on Figure 17 Project Name Task Name Curr Perc Compl Rep Perc Compl Curr Perc Work Compl Rep Perc Work Compl Curr Act Work Pep Act Work Comments Team Member Project Manager Reject Figure 17 Get Task Updates window in MS Project View Updates in Gantt table When working with the second technique project manager will view 3 columns in the Entry table in the Gantt Chart e Reported field e Difference field e Graphical Indicators Reported field contains the values that are reported by the team members using the Task Update feature in Seavus Project Viewer Reported field Difference gives numerical difference between the Reported value and the value from the project plan Page 17 Seavus Project Viewer User Manual Chapter 2 Task Update Toolbar in MS Project Graphical Indicators gives visual presentation of the difference between the Reported value and the val
16. with the mouse in the appropriate cell of the Actual Work and or Actual Overtime Work row in the time phase data 3 Insert the appropriate value in the cell Save the updates Seavus Add ins Task Update group gt Save Updating Tasks Updating Tasks from the project plans starts with the dialog presented on Figure 1 Collaboration Mode Please select tasks to create appropriate progress updates Task Name m E E E m m C Fl E Figure 7 Select tasks After selecting the tasks form the dialog you can report progress on project s tasks using the following available fields Complete Work Complete and Actual Work Page 8 Seavus Project Viewer User Manual Chapter Seavus Project Viewer Task Update With Seavus Project Viewer Task Update your project plan is flexible enough so you don t have to worry about missing a day out of work or forgetting to send updates e You cannot report Complete and Work complete smaller than 0 or bigger than 100 e You can report time or progress for incoming days or for days in the past out of the task s time range e You cannot create updates out of project s time range Your updates must be within the start and end date of the project e You can insert comments regarding the updates Updating via Gantt Chart Views After you have opened the project from the shared location you can start making updates Gantt Chart views contain only one category of field
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