Seavus Project Viewer Task Update
Contents
1. MACEDONIA Seavus DOOEL 11 Oktomvri 33A 1000 Skopje Macedonia Phone 389 2 3097 400 Fax 389 2 3097 414 MACEDONIA Seavus DOOEL Blvd Turisticka 50 4 2 4 6000 Ohrid Macedonia SERBIA Seavus DOO Dorda Stanojevica 12 11000 Belgrade Serbia Phone 381 11 22 894 53 Fax 381 11 22 894 57 SERBIA Seavus DOO Kragujevackog Oktobra 1 7 34000 Kragujevac Serbia Phone 381 34 337 023 Seavus Project Viewer User Manual2. 10h T T VW F Project plan for Getinge mpp Seavus Project Viewer TASK RESOURCE PROJECT VIEW e Bj SEAVUS ADD INS SEAVUS TASK UPDAT Collaboration Update Copy Paste Insert Clear All Resetto Mode Method Selection Value Values Reff Values Collaboration Edit Marked As Completed Com Task Name Duration _ Actual Work Start 1 Software developn 19 5 days 0 hrs 12 23 13 8 00 AIV 2 H Scope 5 5 days 0 hrs 12 23 13 8 00 AIV 3 Determine pi 4 hrs 12 23 13 8 00 AN 4 Secure proje 2 days 10h 12 23 13 1 00 PM 6 Save the changes File Save Update Updating Actual Start For updating the Actual Start of the task team member should use the Actual Start column in the Gantt Chart table Page 27 Seavus Project Viewer User Manual Chapter Example for updating tasks and assignments The process is as follow 1 Select the collaboration project file that contains the tasks should be updated 2 Click on the Collaboration Mode button 3 The first three tasks will be selected for updating The selected project file is collaborative Please select in which mode you want to open the file Collaboration Mode Standard Mode Task Mame Task Mame Secure required resources Secure project sponsorship Secure core resources Review software specifications budget with team Obtain approvals to proceed concept timeline budget Incorporate feedback on software specifications Draft preliminary software specifica
3. Chapter Seavus Project Viewer Task Update In case when comments exist for the assignment you can edit the comments by selecting the Edit comments from the Comment contextual menu Besides inserting comments for the assignment task through contextual menu you can also insert them trough Insert comments P feature which is located within the Task Update ribbon 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 not 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 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 functionality inside the Backstage view File ribbon Page 21 Seavus Project Viewer User Manual Chapter Seavus Project Viewer Task Update Open Save Open
4. Getinge mpp Seavus Project Viewer GANTT CHART TOOLS FILE TASK RESOURCE PROJECT VIEW SEAVUS ADD INS SEAVUS TASK UPDATE FORMAT D v Collaboration Update Copy Insert Clear All Mode Method Selection Value Values Collaboration Edit Marked As Completed Comments Task Task Name Duration Predecessor Resource Name _ Notes Dec2 Mode TE M 1 El Software development p 19 5 days q 2 S E Scope 5 5 days 3 ju Determine project s 4 hrs Product Manage This is test mel I ll Figure 20 Insert notes from Notes column The second process is updating the notes through Task Information window You can insert your notes remarks or additional information regarding the assignments in specially designed Task Update Note field inside the Task Information window The process is as follow Double click on the task s name In the Task Information window select the Notes tab In the Task Update Note field insert your notes Click on the Apply button E LE i as Save the updates File gt Save The look of the Notes tab from the Task Information window is presented on the Figure 21 Page 18 Seavus Project Viewer User Manual Chapter Seavus Project Viewer Task Update Duration wl Estimated Task Update Note Task Notes inserted from the Task Information window for the Getinge mpp project plan Figure 21 Notes tab in the Task Information window Finally task notes can be inserted through Insert
5. Value feature which is located within the Task Update ribbon After clicking on the icon new dialog will appear where you can insert the appropriate value Figure 22 Insert value dialog Insert Comment No matter in which update mode you are working you can insert comments for the updates that are inserted These comments will be sent to the project manager together with the assignment s updates Page 19 Seavus Project Viewer User Manual Chapter Seavus Project Viewer Task Update Copy Selection Paste Clear Updates Insert Value Insert Comments Delete Comments Figure 23 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 23 e Pp Insert Comments You can insert comment for the appropriate update or give reply to the project manager s comment e P Delete Comments Deleting all comments that are inserted for the appropriate updates e Elke 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 Team Member Comment Comment that is inserted by the Team Member Project Manager Comment Figure 24 Insert Comment dialog Page 20 Seavus Project Viewer User Manual
6. available fields Complete Work Complete Actual Work and Actual Start Actual Finish 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 fields 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 6 Complete You can update Complete using the table sheet in the Gantt Chart view as it is presented on Figure 14 UBS Pe Project plan for Getinge mpp Seavus Project Viewer GANTT CHART TOOLS FILE TASK RESOURCE PROJECT VIEW SEAVUS ADD INS SEAVUS TASK UPDATE FORMAT e v Collaboration Update Copy Insert Clear All Resetto Mode Method Selection Value Values Reff Values Collaboration Edit Marked As Completed Comments Task Name Durat
7. project from the shared location you can 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 6 Work Complete You can update Work Complete using the table sheet in the Task or Resource Usage view as it is presented on Figure 10 Page 11 Seavus Project Viewer User Manual Chapter Seavus Project Viewer Task Update e Resource Name Work 5 Work Comnlete 4 El R4 64 hrs 38 e task 5 32 hrs Figure 10 Updating Work Complete The process of updating assignment s Work Complete is more than easy Just perform the following steps 1 2 3 4 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 amp navigate to the desired value or type it in the cell Save the updates File gt Save Besides updating the assignment through table field you can update the assignments trough Insert Value feature which is located within the Task Update ribbon After clicking on the icon new dialog will appear where you can insert the appropriate value Value to be inserted NEN cae Figure 11 Insert value dialog Updatin
8. selected tasks will be pre checked and the opening process will be faster 4 Select the task with ID 4 in SPV 5 Click on the Seavus Task Update ribbon and select the Update Method feature 6 From the drop down list select the Task Actual Duration update method Y P ch 7 Project plan for Getinge mpp 5 E GN TASK RESOURCE PROJECT VIEW SEAVUS A E amp E EL fun Clear All Reset to Mode Method Selection Values Reff Values Collabori Task Percent Complete update method Task Percent Work Complete update method Task Actual Work update method Task Actual Start update method Task Actual Finish update method i Assignment Fercent Work Complete update method Assignment Work update method Figure 34 Page 31 Seavus Project Viewer User Manual Chapter Example for updating tasks and assignments After opening the project file moving the Actual Duration column at the beginning of the table and choosing the update method the project file will look like the image below Les 7s Project plan for Getinge mpp Seavus Project Viewer GANTT CHART T TASK RESOURCE PROJECT VIEW SEAVUS ADD INS SEAVUS TASK UPDATE FORMAT e B EU Collaboration Update Copy Reset to Mode Method Selection Reff Values Collaboration Edit Marked As Completed Comments Task Task Name Duration _ Actual Duration Start Dec 22 13 Mode 1 m El Software developn 19 5 days Odays 12
9. table The process is as follow 1 Select the collaboration project file that contains the tasks should be updated 2 Click on the Collaboration Mode button 3 Select the HR Manager and Product Manager resources Lager Wen The selected project file is collaborative Please select in which mode you want to open the file UM m MEET TEE Egal pel Mea Collaboration Mode Standard Mode Please select time range and resource to create appropriate progress updates 1 13 2014 le To 1 17 2014 le Resource Name Senior PA Analyst R amp D Manager Product Manager PA Manager PA Analyst Marketing Manager Junior PA Analyst HR Manager Es 3 3 E31 E31 S9 E53 1 3 Note If the team members works with same tasks in defined period of time with using the Remember selection check box the selected tasks will be pre checked and the opening process will be faster After opening the project file the project file will look like the image below Page 33 Seavus Project Viewer User Manual Chapter Example for updating tasks and assignments ee US f Project plan for Getinge Assignments mpp Seavus Project Viewer RESOURCE USAGE TOOLS FILE TASK RESOURCE PROJECT VIEW SEAVUS ADD INS SEAVUS TASK UPDATE FORMAT sl Network Diagram sage Filter me I J a EB Zeie E SSE Aa g SE Te Calendar 7 EE Resource Sheet 7 EE Group 7 B Gantt Task Team Sort Show Tables Entire Zoom Timescale Chart
10. 23 13 8 00 AM 2 El Scope 5 5 days 0 days 12 23 13 8 00 AM s amp peemimep ans obr 12 23 13 8 00 AM 3 Secure proje 2 days 12 23 13 1 00 PM 5 S Define prelin 2 days 12 25 13 1 00 PM Figure 35 Next step is to insert value in the Actual Duration cell Thus 1 Double click on the cell for the task with ID 4 2 Insert value for Actual Duration 2d Y P zd S Project plan for Getinge mpp Seavus Project Viewer GANTT C FILE TASK RESOURCE PROJECT VIEW SEAVUS ADD INS SEAVUS TASK UPDATE FO e Ey Collaboration Update Copy Insert Clear All Reset to Mode Method Selection Value Values Reff Values Collaboration Edit Marked As Completed Comments Task Task Name Duration Actual Duration _ Start Dec 22 13 Mode 8 m T W 1 H Software developn 19 5 days Odays 12 23 138 00AM Wm 2 Fl Scope 5 5 days 0 days 12 23 138 00AM Wm 3 Determine pi 4hrs Ohrs 12 23 13 amp 00AM Produ EE Secure proje 2 days ad 12 23 13 1 00 PM 3 Save the changes File Save Updating Project Assignments Updating project tasks is performed using the Resource Usage view Team member can choose the updating method and give proposal for the assignment s progress Page 32 Seavus Project Viewer User Manual Chapter Example for updating tasks and assignments Update Work Complete For updating the Work Complete of the task team member should use the 96 Complete column in the Task Usage
11. As Completed Comments e Task Task Name Duration Actua Start xl Mode start S M T W T F S 8 M El Software developn 19 5 days NA 12 23 13 8 00 AM El Scope 5 5 days NA 12 23 13 8 00 AM 3 D e 4 hrs 12 23 13 8 00 AM 4 0 Secure proje 2 days 12 23 13 1 00 PM 5 0 T Define prelin 2 days 12 25 13 1 00 PM s 0 Secure corer 1 day 12 27 13 1 00 PM Figure 33 Next step is to insert value in the Actual Start cell Thus 1 Double click on the cell for the task with ID 4 2 Insert date for Actual Start 23 12 2013 Page 29 Seavus Project Viewer User Manual Chapter Example for updating tasks and assignments T T Project plan for Getinge mpp Seavus Project Viewer TASK RESOURCE PROJECT VIEW SEAVUS ADD INS SEAVUS TASK UPDATE e V Collaboration Update Copy Insert Clear All Resetto Mode Method Selection Value Values Reff Values Collaboration Edit Marked As Completed Commen e Task Task Name Duration Actua Start Dec2 Mode Start SIM L K El Software developn 19 5 days NA 12 23 13 8 00 AM 2 m Scope 5 5 days NA 12 23 13 8 00 AM q 3 0 me Determine pi 4 hrs NA 12 23 13 8 00 AM f 40 3 Secure proje 2days 32 12 2w 12 22 13 1 00PM n enn eli T Go e Define prelin 2 days 4 December 2013 y 6 i CL e E Secure core r 1 day sun Mon Tue Wed Thu Fri Sat S Scopecomplh Odays 24 25 26 27 28 29 30 8 El Analysis Softwa 14 da 1 2 353 4 1 8 7 E 8 9 10 11 13 14
12. SEAVUS Projectviewer If you can see it in Microsoft Project you can see it in Seavus Project Viewer Work with Task Update Team Member for Seavus Project Viewer 11 e i CUu g fa b ER S b p y 4 d BE ge d AO besch Pal A We 4 d A vo A N E B st Web E mr g P d ji D B S i J p A am LP 4 Aii CN A r N d E EN pP gege JA 2 o bead f r vw 1 r Ka i f L Dn A D id wf m d E n f il T xU o g im z se avus Contents Contents INTRODUCTION 4 BENEFITS FROM TASK UPDATE 4 TASK UPDATE RIBBON 6 CREATING UPDATES 9 INTRODUCTION 23 Page 1 Seavus Project Viewer User Manual 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 on a shared location submitted task updates Create Project Update Task or Assignment Accept Reject Page 2 Seavus Project Viewer User Manual The project manager creates a project plan in Microsoft Projec
13. SK UPDATE FORMAT e 3 EL E B d Collaboration Update Copy Paste Insert Clear Al Reset to Marked As Insert Delete Mode Method Selection alue alues Reff Values Completed Collaboration Edit Marked As Completed Comments e Resource Name Work Work Details Complete cs C T w T F 1 EprodutManager 28hrs 0 Wok an m 8h mn Determine 4hrs 09 Work MH Defineprei 16hrs 0o Wok 4h 8h 4h Developde 8hrs 0 wok J J Next step is to insert value in the Work Complete cell Thus 1 From the Update Method button in the Seavus Task Update ribbon select the Assignment Work update method 2 For the Determine Project Scope assignment under the Product Manager resource name the resource enters 4 h for the Actual Work for Monday 3 For the Define Preliminary resource assignment under the Product Manager resource name the resource enters 4 h for the Actual Work for Wednesday and 6 h for Actual Work for Thursday Page 36 Seavus Project Viewer User Manual Chapter Example for updating tasks and assignments ee ee ee its f Project plan for Getinge Assignments mpp Seavus Project Viewer RESOURCE USAGE TOOLS FILE TASK RESOURCE PROJECT VIEW SEAVUS ADD INS SEAVUS TASK UPDATE FORMAT d E E E Ze e pt Cc llak oration Update Copy Paste Insert Clear All Resetto Marked As Insert Delete Mode Method Selection Value Values Reff V
14. alues Completed Collaboration Edit Marked amp s Completed Comments o Resource Name Work 36 Work rette Dec 22 13 Complete ee Ma ee ENERO eee El Product Manager 28hrs 096 e Determine 4 hrs Oe Li Define preli 16 hrs Oe 4 Save the changes File gt Save Page 37 Seavus Project Viewer User Manual Chapter Example for updating tasks and assignments Page 38 Seavus Project Viewer User Manual Chapter Example for updating tasks and assignments l8 SEAVUS HQ MALMOE SE B SALES REPRESENTATIVES NEW YORK USA ZURICH CH DUSSELDORF DE B DEVELOPMENT HUB SKOPJE MK BITOLA MK OHRID MK B DEVELOPMENT AND RESOURCING CENTERS MINSK BY NIS RS BELGRADE RS KRAGUJEVAC RS SWEDEN USA Seavus AB Djaknegatan 2 211 35 Malmoe Sweden Phone 46 40 300 940 Fax 46 40 300 941 SWITZERLAND Seavus GmbH Leutschenbachstrasse 95 8050 Zurich Switzerland Phone 41 76 612 6434 MACEDONIA Seavus DOOEL Kliment Ohridski entrance 5 floor 3 7000 Bitola Macedonia Phone 389 47 220 026 Fax 389 2 3097 414 BELARUS FLLC Seavus 38 Namiga Str office 15 220039 Minsk Belarus Phone 375 17 226 43 44 Fax 375 17 200 95 73 SERBIA Seavus DOO Bogdan Popovic 2 18000 Nis Serbia Phone 381 18 4577 319 Fax 381 18 4577 325 support seavusprojectviewer com www seavusprojectviewer com Seavus USA Inc 2352 Main Street Suite 200 01742 Concord MA USA Phone 1 770 261 1394
15. as follow 1 Select the collaboration project file that contains the tasks should be updated 2 Click on the Collaboration Mode button 3 The first three tasks will be selected for updating Page 23 Seavus Project Viewer User Manual Chapter Example for updating tasks and assignments The selected project file is collaborative Please select in which mode you want to open the file Collaboration Mode Standard Mode Task Mame Task Name Secure required resources Secure project sponsorship Secure core resources Review software specifications budget with team Obtain approvals to proceed concept timeline budget Incorporate feedback on software specifications Draft preliminary software specifications Develop preliminary budget E LI LI LI LI Remember selection Note If the team members works with same tasks in defined period of time with using the Remember selection check box the selected tasks will be pre checked and the opening process will be faster 4 Select the task with ID 4 in SPV 5 Click on the Seavus Task Update ribbon and select the Update Method feature 6 From the drop down list select the Task Percent Complete update method Y u VW gt Project plan for Getinge mpp 5 FILE TASK RESOURCE PROJECT VIEW SEAVUS e z ELE EK B Collaboration Update Copy Paste Insert Clear All Reset to Mode Method Selection Value Values Reff Value Collabori Task Percent Complet
16. ate Copy Paste Insert Clear All Resetto Mode Method Selection Value Values Reff Value Collabori Task Percent Complete update method e Task Percent Work Complete update method i v Task Actual Work update method l 1 2 Task Actual Start update method 3 o Task Actual Finish update method 4 o Task Actual Duration update method 3 Assignment Percent Work Complete update method 6 Assignment Work update method Figure 30 Page 26 Seavus Project Viewer User Manual Chapter Example for updating tasks and assignments After opening the project file moving the Actual Work column at the beginning of the table and choosing the update method the project file will look like the image below Y T E Project plan for Getinge mpp Seavus Project Viewer TASK RESOURCE PROJECT VIEW SEAVUS ADD INS SEAVU e Ey Collaboration Update Copy Insert Clear All Resetto Mode Methods Selection Value Values Reff Values Collaboration Edit Marked As Compl Task Name Duration Actual Work Start 1 Software developn 19 5 days 0 hrs 12 23 13 8 00 AN H Scope 5 5 days 0 hrs 12 23 13 8 00 AN 3 Determine pi 4 hrs 12 23 13 8 00 AM 4 Secure proje 2 days 12 23 13 1 00 PM 5 Define prelin 2 days 12 25 13 1 00 PM Figure 31 Next step is to insert value in the Actual Work cell Thus 4 Double click on the cell for the task with ID 4 5 Insert value for Actual Work
17. e Figure 6 Collaboration 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 Task Update ribbon in the Collaboration group as it is presented on Figure 7 e B Collaboration Update Mlode Method e Collaboration Figure 7 Collaboration option in Seavus Add in ribbon In case you are working with Standard Graphic User Interface the position of this feature in the Tools menu is presented on Figure 8 Page 9 Seavus Project Viewer User Manual Chapter Seavus Project Viewer Task Update Project Custom Layer Progress Lines Links Between Projects Customize Options Collaboration Mode User Profiles Language Graphic User Interface Style Figure 8 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 9 The selected project file is collaborative Please select in which mode you want to open the file Collaboration Mode Standard Mode Plea
18. e update method e Task Percent Work Complete update method Task Actual Work update methad Task Actual Start update method Task Actual Finish update method Task Actual Duration update method w m e Figure 28 After opening the project file moving the Complete column at the beginning of the table and choosing the update method the project file will look like the image below Page 24 Seavus Project Viewer User Manual Chapter Example for updating tasks and assignments T k e T Project plan for Getinge mpp Seavus Project Viewer GANTT CHART TOOLS TASK RESOURCE PROJECT VIEW SEAVUS ADD INS SEAVUS TASK UPDATE FORMAT af Find Calibri Ho 56 ER g Fin m nm SF GoTo Uy e Ar Info Notes Details B Iv amp Hyperlink S Font E Properties Editing e Man Task Name Duration _ Complete _ Start bec 22 15 Mode T El Software developn 19 5 days 095 12 23 13 8 00 AM pz El Scope 5 5 days 096 12 23 13 8 00 AM Determine pi 4 hrs 12 23 13 8 00 AM T Secure proje 2 days 12 23 13 1 00 PM wel Define prelin 2 days 12 25 13 1 00 PM uli DO M bh Figure 29 Next step is to insert value in the Complete cell Thus 1 Double click on the cell for the task with ID 4 2 Insert value for Complete 25 3 Save the changes File gt Save Note The presented process is the same when updating the 6 Work Complete Update Updating Actual Work For updating the Actual Work of the task team membe
19. esented example generis resources are used in the project plan but in the reality you will assign real resources from your team The process of updating assignment s work is identical whether there are generic or real resources in the project plan Collaborative File The selected project file is collaborative Please select in which mode you want to open the file rli eee Ears Tee jq TIE Collaborauon Mod standard Mode Please select time range and resource to create appropriate progress updates From 1 13 2014 ls To ifiz 2014 Er Resource Mame Senior PA Analyst R amp D Manager Product Manager PA Manager PA Analyst Marketing Manager Junior PA Analyst HR Manager I E Fl Fl E E 3 Updating Assignment s work is based on company s and team s working etic which means that every person from the working team updates its own assignments The process is as follow 1 Select the collaboration project file that contains the tasks should be updated 2 Click on the Collaboration Mode button 3 Select the HR Manager and Product Manager resources Page 35 Seavus Project Viewer User Manual Chapter Example for updating tasks and assignments After opening the project file the project file will look like the image below e Weeer Ee Y T gt Project plan for Getinge Assignments mpp Seavus Project Viewer RESOURCE USAGE TOOLS FILE TASE RESOURCE PROJECT VIEW SEAVUS ADD INS SEAVUS TA
20. from SharePoint Figure 25 Save Updates functions in Seavus Add ins ribbon The same functionality is located in the File menu Edit View Insert Forme Open Ctrl O Recent Files Close Ctrl F4 Open from SharePoint Ctrl 5 Pack Custom Layer Figure 26 Save Updates in File menu and in the Standard Toolbar Standard w x r uB eigiEeRiISEI es 89993 e Figure 27 Save Updates in Standard toolbar When your updates are saved your project manager can review and accept or reject them Page 22 Seavus Project Viewer User Manual Chapter Example for updating tasks and assignments Chapter 3 Example for updating tasks and assignments In this section you will learn v How to update task and assignments Introduction The project plan is created project s resources are assigned to the tasks and placed on shared location where the team members have access for viewing and updating The example project plan is the same plan that is described in the Work with Task Update Project Manager document In this chapter all updated methods will be presented and explained Updating Project Tasks Updating project tasks is performed using the Gantt Chart view Team member can choose the updating method and give proposal for the task s progress Updating 6 Complete For updating the Complete of the task team member should use the 6 Complete column in the Gantt Chart table The process is
21. g 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 12 Page 12 Seavus Project Viewer User Manual Chapter Seavus Project Viewer Task Update Figure 12 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 2 Click 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 File gt Save Updating Tasks Updating Tasks from the project plans starts with the dialog presented on Figure 13 4 The selected project file is collaborative Please select in which mode you want to open the file Collaboration Mode Standard Mode Task Name Secure required resources Secure project sponsorship Secure core resources Review software specifications budget with team Obtain approvals to proceed concept timeline budget Incorporate feedback on software specifications Draft preliminary software specifications Develop preliminary budget E E L E C LI W Figure 13 Select tasks Page 13 Seavus Project Viewer User Manual Chapter Seavus Project Viewer Task Update After selecting the tasks form the dialog you can report progress on project s tasks using the following
22. gt ConductneeSdays Im 16 17 18 19 20 21 10 Draft prelimi 3 days 22 24 25 26 28 299 30 3i d 3 4 ii T Develop prel 2 days Today 12 27 2013 12 Roawiowr cofna A hre mm Gales d j 3 Save the changes File Save Note The presented process is the same when updating the Actual Finish Updating Actual Duration For updating the Actual Duration of the task team member should use the Actual Duration column in the Gantt Chart table The process is as follow 1 Select the collaboration project file that contains the tasks should be updated 2 Click on the Collaboration Mode button 3 The first three tasks will be selected for updating Page 30 Seavus Project Viewer User Manual Chapter Example for updating tasks and assignments d EA The selected project file is collaborative 7 Please select in which mode you want to open the file Collaboration Mode Standard Mode Task Mame Secure required resources Secure project sponsorship Secure core resources Review software specifications budget with team Obtain approvals to proceed concept timeline budget Incorporate feedback on software specifications Draft preliminary software specifications Develop preliminary budget LIEIETJETETIEIISI E Note If the team members works with same tasks in defined period of time with using the Remember selection check box the
23. iew as It is presented on Figure 23 Page 15 Seavus Project Viewer User Manual Chapter Seavus Project Viewer Task Update T T ka F7 Project plan for Getinge mpp Seavus Project Viewer GANTT CHART TOOLS TASK RESOURCE PROJECT VIEW SEAVUS ADD INS SEAVUS TASK UPDATE FORMAT e E E Fr Collaboration Update Copy Insert Clear All Reset to Insert Mode Method Selection Value Values Reff Values t Collaboration Edit Marked As Completed Comments Task Task Name Duration Start Finish Actual Start Predecessc Dec 22 Ej Mode S M T 1 El Software developn 19 5 days 12 23 138 00 AM 1 17 14 12 00 PM NA NM em El Scope 5 5 days 12 23 138 00AM 12 30 13 12 00 PM NA pem 3 e Determine pi 4hrs 12 23 13 8 00AM 12 23 13 12 00PM 12 12 2013 w i gt tm Secure proje 2 days 12 23 13 1 00 PM 12 25 13 12 00 PM 4 December 2013 5 FAT ER af ER Define prelin 2 days 12 25 13 1 00 PM 12 27 13 12 00 PM Sun Mon Tue Wed Thu Fri o S Secure corer 1 day 12 27 13 1 00 PM 12 30 13 12 00 PM 24 25 26 7 28 29 EN Scope compl 0 days 12 30 13 12 00 PM 12 30 13 12 00 PM i a d SR hs 2 Conduct nee 5 days 12 30 13 1 00 PM 1 6 14 12 00 PM 22 23 mM 5 27 10 e Draft prelimi 3days 1 6 141 00PM 1 9 14 12 00 PM di EE EU Today 12 26 2013 11 Develnn nrel davs 1 9 14 1 00 PM 1 13 14 12 00 PM ara Figure 16 Update Actual Start of the task The process of updating
24. ion Start Finish Complete Dec 22 13 bul Cm r Task Mode e El Software developn 19 5 days 12 23 133 00 AM 1 17 14 12 00 PM El Scope 5 5 days 12 23 138 00AM 12 30 13 12 00 PM e E Determine pi 4 hrs 12 23 13 8 00 AM 12 23 13 12 00 PM Secure proje 2 days 12 23 13 1 00 PM 12 25 13 12 00 PM Define prelin 2 days 12 25 13 1 00 PM 12 27 13 12 00 PM ul tu f Figure 14 Update 6 Complete Page 14 Seavus Project Viewer User Manual Chapter Seavus Project Viewer Task Update 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 6 Complete column 1 2 3 Using the cell s spinner navigate to the desired value or type it in the cell 4 Save the updates File gt Save Besides updating the assignment through table field you can update the assignment s trough Insert Value feature which is located within the Task Update ribbon After clicking on the icon new dialog will appear where you can insert the appropriate value Value to be inserted Po Cancel Figure 15 Insert value dialog Updating Actual Start Actual Finish When updating task s dates you are able to update only one date either Actual Start Date or Actual Finish Date You can update task s Actual Start Actual Finish using the table sheet in the Gantt Chart v
25. oid useless e mail communication with your project manager Page 5 Seavus Project Viewer User Manual Chapter Seavus Project Viewer Task Update Chapter 2 Seavus Project Viewer Task Update In this section you will learn v About the Task Update ribbon v How to update task and assignments Task Update ribbon Task Update ribbon is a dynamic ribbon that appears next to the View ribbon when the Task Update add in is installed within Seavus Project Viewer It contains set of functions that allows users to update tasks and assignments insert or delete comments regarding their daily activities view the comments that are inserted by project managers etc Y P gt Praject plan for Getinge mpp Seavus Project Viewer GAR FILE TASK RESOURCE PROJECT VIEW SEAVUS ADD INS SEAVUS TASK UPDATE e BR SEE E pT Collaboration Update Copy Paste Insert Clear All Resetto Marked As Insert Delete Mode Method Selection Value Values Reff Values Completed Collaboration Edit Marked As Completed Comments Figure 1 Task Update ribbon in Seavus Project Viewer Collaboration group The look of the Collaboration group in the Compare Project ribbon is presented on the figure below Page 6 Seavus Project Viewer User Manual Chapter Seavus Project Viewer Task Update e Collaboration Update Mode Method Collaboration Figure 2 Collaboration group in Task Update ribbon The features that are implemented in Collabo
26. on is presented on the figure below Marked As Completed Marked As Completed Figure 4 Marked As Completed group in Task Update ribbon The features that are implemented in Comments group are Feature Description Marked As Completed Marked the assignment as 100 complete although there Ww are still days left for completing it Comments group The look of the Comments group in the Task Update ribbon is presented on the figure below PP Insert Delete Comments Figure 5 Comments group in Task Update ribbon The features that are implemented in Comments group are Feature Description pp Insert Opens the Add comments widow where user can insert its comments regarding the task assignment and reads the comments that are inserted by the project manager Delete Deletes previously inserted comments for the task assignment Page 8 Seavus Project Viewer User Manual Chapter Seavus Project Viewer Task Update 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 The selected project file is collaborative Please select in which mode you want to open the file Standard Mod
27. pn 19 5 days 12 23 13 8 00 AM 1 17 14 12 00 PM 0 days 2 H Scope 5 5 days 12 23 138 00AM 12 30 13 12 00 PM 0 days 3 e Determine pi 4hrs 12 23 138 00AM 12 23 13 12 00 PM Pr 4 e Secure proje 2days 12 23 13 1 00PM 12 25 13 12 00PM 3 ad M 5 e Define prelin 2days 12 25 131 00PM 12 27 1312 00PM 4 pp 6 Secure corer 1day 12 27 131 00PM 12 30 13 12 00PM 5 HF Figure 18 Update Actual Duration To update task s duration perform the following steps 1 Select the task that you want to update 2 Click with the mouse in the appropriate cell of the Actual Duration column 3 Type the appropriate value 4 Save the updates File gt Save Besides updating the assignment through table field you can update the assignment s trough Insert Value feature which is located within the Task Update ribbon After clicking on the icon new dialog will appear where you can insert the appropriate value Value to be inserted Figure 19 Insert value dialog Updating Notes There are three possibilities to update task s notes The first one is updating the notes through Notes column much similar like updating the parameters in the Custom Text Page 17 Seavus Project Viewer User Manual Chapter Seavus Project Viewer Task Update Fields columns Double click on cell from the Notes column where you want to add note and start typing The updating process is presented on Figure 20 T T ch S Project plan for
28. r should use the Actual Work column in the Gantt Chart table The process is as follow 1 Select the collaboration project file that contains the tasks should be updated 2 Click on the Collaboration Mode button 3 The first three tasks will be selected for updating Page 25 Seavus Project Viewer User Manual Chapter Example for updating tasks and assignments d The selected project file is collaborative bhe Please select in which mode you want to open the file Collaboration Mode Standard Mode Task Name Task Name Secure required resources Secure project sponsorship Secure core resources Review software specifications budget with team Obtain approvals to proceed concept timeline budget Incorporate feedback on software specifications Draft preliminary software specifications Develop preliminary budget E LI LI LI LI Note If the team members works with same tasks in defined period of time with using the Remember selection check box the selected tasks will be pre checked and the opening process will be faster 1 Select the task with ID 4 in SPV 2 Click on the Seavus Task Update ribbon and select the Update Method feature 3 From the drop down list select the Task Actual Work update method T u Project plan for Getinge mpp 5 FILE TASK RESOURCE PROJECT VIEW SEAVUS Z e E zr D tx Collaboration Upd
29. ration group are Feature Description o Collaboration Mode Turn on Turn off the collaboration feature within Seavus LZ Project Viewer E Update Method Change the updating method from Update Assignments T into Update Tasks and vice versa When changing the updating method all previously created updates for the current update method will be deleted Edit group The look of the Edit group in the Task Update ribbon is presented on the figure below Copy Paste Insert Clear All Resetto Selection Value Values Reff Values Edit Figure 3 Edit group in Task Update ribbon The features that are implemented in Edit group are Feature Description Copy Selection Copy the value from the selected cell in the Gantt Chart view or in Usage views Delete Insert the copied value in the selected field s In case of multi selection where fields from different columns are selected the value will be copied in the those fields from which the value is copied Insert Value Opens the Insert Value dialog where you user can insert the appropriate value for updating selected task s assignment s el gu Clear All Values Deletes the created updates for selected task s assignment s E Reset to Referent Resets all updates to the referent value JS Values Page 7 Seavus Project Viewer User Manual Chapter Seavus Project Viewer Task Update Marked As Completed group The look of the Marked As Completed group in the Task Update ribb
30. s Usage a Other Views Planner C Other Views Outline Project e Task Views Resource Views Data Zoom Resource Name Work Work Add New Column IE Dec 22 13 Complete ae a an ed a Ge e E Product Manager 28hrs 0 wok h h Determine 4 hrs Define prel 16 hrs Develop de 8 hrs Next step is to insert value in the Work Complete cell Thus 1 Double click on the Determine Project Scope assignment under the Product Manager resource 2 Insert value for Work Complete 39 Deeg Oo Luss ee Project plan for Getinge Assignments mpp Seavus Project Viewer RESOURCE FILE TASK RESOURCE PROJECT SEAVUS ADD INS SEAVUS TASK UPDATE FO e B ZAS B ation Update Copy Paste Insert Clear All Reset to Marked As Mode Method Selection Value Values Reff Values Completed Collaboration Edit Marked amp s Completed Comments oe Resource Name Work 3 Work Add New Column Details Dec 22 13 Complete NE TUNI M El Product Manager 28hrs 0 Work Lol Ab Acu mE Actu o0 Determine 4 hrs Work 4h Ach Acu o0 Define prel 16hrs Work Acdu Ove Acti 3 Save the changes File gt Save Page 34 Seavus Project Viewer User Manual Chapter Example for updating tasks and assignments Update Assignment s Work When updating Assignment s work team member must choose its name in the Collaboration File dialog presented on the image below In the pr
31. se select time range and resource to create appropriate progress updates Wow anms Hr e mp D Resource Mame R1 R2 R3 R Remember selection Continue Figure 9 Selecting resources and time range Page 10 Seavus Project Viewer User Manual Chapter Seavus Project Viewer Task Update 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 096 or bigger than 100 e You can report time or progress on tasks that has no assigned resource Unassigned tasks e he updates can be created only on work resources e You can insert comments regarding the updates Updating via Task Usage and Resource Usage Views After you have opened the
32. t and uploads it Team members open the project plan with Seavus Project Viewer and report task progress or assignment progress Completed Work Complete or Actual The project manager then opens the project plan and accepts or rejects 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 that are available for updating are presented on the diagram below Task Update Feature Custom Text Update Assignment Update Task Update Gantt Chart views Resource Usage view Task Usage Gantt Chart view f 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 3 Seavus Project Viewer User Manual Chapter Sea
33. task s date 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 Actual Start Actual Finish column 1 2 3 Using the cell s drop down LJ navigate to the desired date 4 Save the updates File gt Save Besides updating the assignment through table field you can update the assignment s trough Insert Value feature which is located within the Task Update ribbon After clicking on the icon new dialog will appear where you can insert the appropriate value Value to be inserted 12 12 2013 08 00 AM 4 December 2013 Sun Mon Tue Wed Thu 24 25 26 27 28 1 2 3 4 5 8 9 10 11 15 16 17 18 19 22 23 25 26 20 30 31 1 2 Today 12 24 2013 Figure 17 Insert value dialog Page 16 Seavus Project Viewer User Manual Chapter Seavus Project Viewer Task Update Updating Duration You can update task s duration using the table sheet in the Gantt Chart view as it is presented on Figure 18 T u q e F Project plan for Getinge mpp Seavus Project Viewer GANTT CHART TOOLS TASK RESOURCE PROJECT VIEW SEAVUS ADD INS SEAVUS TASK UPDATE FORMAT e Collaboration Update Copy Paste Insert Clear All Reset to Mode Method gt Selection Value Values Reff Values Collaboration Edit Marked As Completed Comments B Task _ Task Name Duration Start Finish Predecessor _ Actual Durat Re Mode 1 H Software develo
34. tions Develop preliminary budget E E L LI LI _ Remember selection Note If the team members works with same tasks in defined period of time with using the Remember selection check box the selected tasks will be pre checked and the opening process will be faster 4 Select the task with ID 4 in SPV 5 Click on the Seavus Task Update ribbon and select the Update Method feature 6 From the drop down list select the Task Actual Start update method Page 28 Seavus Project Viewer User Manual Chapter Example for updating tasks and assignments T P ka gt F Project plan for Getinge mpp 5 FILE TASK RESOURCE PROJECT VIEW SEAVUS e A E E Collaboration Update Copy Reset to Made Method Selection Reff Value Collabor Task Percent Complete update method e Task Percent Work Complete update method Task Actual Work update methad Task Actual Finish update method Task Actual Duration update method gu RB C HM LB bi G i S Gi Figure 32 After opening the project file moving the Actual Start column at the beginning of the table and choosing the update method the project file will look like the image below Ulum Project plan for Getinge mpp Seavus Project Viewer GANTT CHART TOOLS TASK RESOURCE PROJECT VIEW SEAVUS ADD INS SEAVUS TASK UPDATE FORMAT e B B v Collaboration Update Copy Reset to Mode Methods Selection Reff Values Collaboration Edit Marked
35. vus Project Viewer Task Update Chapter 1 Seavus Project Viewer Task Update In this section you will learn Y 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 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 4 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 av
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