User`s Manual - SCOUT© Suspense Tracker, an enterprise TASK
Contents
1. SCOUT SUSPENSE TRACKER Version 10 0 USER S MANUAL The Projects App HPC COM LLC Help Desk 800 795 1902 Updated February 2011 SCOUT Suspense Tracker V10 0 User s Manual Projects App TABLE OF CONTENTS L WELCOME ese se cccrsatet E E EE O AE a 3 1 0 Features of the Projects App ccccccccccsseccccessccccesececeeececseeceeseusecesauecesseneees 3 2 SCOUT PONS E E EE 3 2 0 Using SCOUT BO OCU e 3 2 1 How Projects differ from General Tasks cccccccsseccccsseecteesececeeeceeeeeeeeeeas 3 2 1 1 Accessing Projects s ssessessesserssessesreserssesresresrrsrrsrrsrrosroressesressessesseeseeseee 3 2 1 2 The Projects Work Space ccccccssseccccsseccccenseccceesececeeeceeeeescceseuecesseneceeseges 4 2 1 3 Creating a New Project ccccsccsseccseccseccseccseccseccssecseccaeetseetseeseeseeesesseees 4 2 1 4 The New Project data inpUt sssessesesrensesreresrrrsssreresrrrrsseeresererssreresrreesseeee 5 213 Tracking Project Status cccccccssseccccssececcesscceceesececseeceeeeuseceseusecessegecessenes 6 2 1 6 Assignee Status Tab sesessesuseresunsersrererurereurerenureresrererunereseurerureresarrersrerenuns 6 2 1 7 Summary Modifying the task data cccccccccssseececeeesecceeeeeeeeeeeeeeeeeeeeeeas 7 2 1 8 FS EEE E EA EEE N A EE A A E E E A EE E 7 2 1 9 SUD le oc A E S 8 21410 ROUNE RUES sana AN 8 2 1 11 Working on a Project as an OPR OCR or AO e2. Actions Test file One txt 27 FEB 2011 16 33 CIV Scout Administrator Remove Rename Test file Three txt 27 FEB 2011 16 33 CIV Scout Administrator Remove Rename Test file Two txt 27 FEB 2011 16 33 CIV Scout Administrator Remove Rename Figure 9 Project Files Tab 2 1 9 Sub Tasks Sub Tasks are the primary difference between Projects and General Tasks A Project is a way of combining General Tasks that are related A sub task within a Project is the same as a General Tasks However only General Tasks that have been created as a subtask of a project will be displayed within a project Only Project assignees OPR OCR AO can create Project sub tasks Assignee Status Sub Tasks 3 Routing Rules Viewing open General Tasks created by Scout Administrator Subject Status Due Date Priority 10 2099 The OCR had added a sub task 31 JAN 2011 10 2098 D E This is the second sub task 31 DEC 2010 10 2097 e N This is the first major sub task in the Project 31 DEC 2010 Task Preview Click the to add or remove a column from the grid Subject The OCR had added a sub task Task 10 2099 Br EFL 20 JAN 2011 Due Date 31 JAN 2011 Tasked By USACIL BUSACIL HQ 26 JAN 2011 Priority M Type Action Item DIV 24 JAN 2011 View Full Details Figure 10 Subtasks within a Project 2 1 10 Routing Rules Copyright HPC COM LLC 2009 g SCOUT Suspense Tracker V10 0 4 User s Manual Projects App The routing rules tab will contain
3. Office AO for any person chosen for the OCR role From The default setting is the name of the logged in user Attachments Choosing to upload attachments is optional This works in the same way as General Tasks Instructions ALCON message This works in the same way as General Tasks SAVE After all fields have been completed click the SAVE button This will open the final assignment choice window the same as in General tasks The choices for ROLE are OPR OCR or Action Office AO Clicking FINISH AND SEND EMAILS starts the Project routing process 2 1 5 Tracking Project Status The application will next display the status tracking page similar to the status tracking page in General Tasks There are five tabs at the top of the page Assignee Status Summary Files Sub Tasks and Routing Rules Figure 5 Tracking Project Status Tabs 2 1 6 Assignee Status Tab The Assignee Status Tab displays all Assignees aiataie by their role There are sub tabs for each role OPR OCR and AO with the respective assignees within that role displayed under each tab The Project Owner will have a button K cv Angenette Cash eo labeled ADD ASSIGNEES and clicking that 14 7 button will allow the project owner to add assignees to the Project at any time Other E Ms Shavonne Fuller Q assignees can add new assignees to the roles 15 of OPR OCR or AO using the Route for Review Figure 6 Assignee Status Tabs and coordination action expla
4. work the same way Subject The same as in General Tasks subject is the title of the Project Originator The same as in General Tasks The default is the name of the logged in user If you are creating this Project on behalf of someone else or creating a Project in Scout based ona Project assigned to you by another organization you may enter that information here SCOUT Suspense Tracker V10 0 4 User s Manual Projects App New Task Classification Unclassified z Priority Medium x Workflow Parallel Subject Subject input form limited to 255 characters 255 remaining CHOOSE AN ORIGINATOR gt Originator Originator Due Date Interest CC YES NO CV YES NO CC CV Action CHOOSE A SUSPENSE TYPE x YES NO To 14 Add OPR 2 Add from MailSet Release Response Release YES NO Response 4 Edit Mailsets 14 Add OCR 7 Add from MailSet Clicking the 38 next to an assignee s name will remove that assignee When assigning in a chain clicking or will move the user up or down in the list From Scout Administrator Scout Admin hpccom com Attachments Add The file upload queue can only accommodate four 4 files at a time If you need to upload more than four 4 attachments please upload them in batches of four ALCON message Instructions ALCON message input form limited to 3500 characters 3500 remaining V Include instruc
5. editable Originator USACIL Due Date 31 JAN 2011 cc E CV E CC CV Action Action Item Release E Response E ALCON Message A Main Project with several sub tasks Instructions Entered By Scout Administrator Figure 8 Project Summary Tab 2 1 8 Files Clicking the files tab displays a table listing any uploaded attachments for this project The ADD and ADD FROM TEMPLATES buttons allow project owners and project assignees to add attachments to the project The table displays the name of the attachment the date it was uploaded it and who uploaded it The user who upOloaded the file also has action links to Copyright HPC COM LLC 2009 7 SCOUT Suspense Tracker V10 0 User s Manual Projects App REMOVE or RENAME the file A feature of Scout is the full version tracking capability Uploaded files with names identical to previously uploaded files will not overwrite the previous file Instead a number will be appended to the file name to track which version of the same named files have been uploaded and when Assignee Status Files 3 Sub Tasks 3 Routing Rules Task Details Task 10 2096 Subject A Main Project with several sub tasks Status Open Priority Medium Add from Templates The file upload queue can only accommodate four 4 files at a time If you need to upload more than four 4 attachments please upload them in batches of four Viewing Uploaded Files Name Uploaded Uploaded By
6. ined later in this manual There are four columns in the table listing assignees The assignee name the status of the assignment for that assignee the assignee s role and Actions links that allow the Project owner to replace or remove that assignee Copyright HPC COM LLC 2009 6 Cc SCOUT Suspense Tracker V10 0 o User s Manual Projects App OPR 4 OCR 1 Assignments EE TT EEG Assignee Status b5 cv Angenette Cash Tt Suspense Emailed on 13 DEC 10 Replace 14 22 Remove Figure 7 Assignee table 2 1 7 Summary Modifying the task data Clicking the summary tab displays the data that was entered when the project was created The project owner will have the ability to modify the data by changing the input and clicking the Save button Only the Project owner may modify the project data The Project owner may also delete the project If a project is deleted or closed before an assignee has completed a task those incomplete assignees will receive notification emails informing them of the project deletion or closure Assignee Status Summary Files 0 Sub Tasks 3 Routing Rules Please complete the form below Mandatory fields marked ACTIONS YOU CAN TAKE Task Details Task 10 2096 il To delete this entire suspense click here eazy i DELETE THIS TASK Priority Medium You may make changes to the editable fields in this form Note Subject A Main Project with several sub tasks that some fields are not
7. pertinent information only if your organization has provided routing rules for projects 2 1 11 Working on a Project as an OPR OCR or AO A project assignee will have Action links available depending on role Comment This works the same as in General Comment Tasks Entering a comment will automate an Refuse email to the Project owner Create Sub Task Refuse This works the same as in General Complete Tasks Refusing an assignment will automate an Route for Review Coord l Redelegate email to the Project owner Redelegate Offline Create Sub Task This will open the New General Task input form A sub task is a General Figure 11 Assignees Actions Task Complete This works the same as in General Tasks Entering a complete will automate an email to the Project owner Route for Review and Coordination and Re Delegate This allows an Assignee to add an OCR or AO to the overall project Re delegate offline This works the same as in General Tasks This allows assignment to someone who does not have access to Scout by using email as the assignment medium Copyright HPC COM LLC 2009 9
8. ssssssesessensssrrresrrrssrreresrrereeseene 9 LIST OF FIGURES Figure 1 Projects navigation lINK sesssrsruseesisseriisrasnevessissisinian iinei E EENEI 3 Figure 2 Projects Work Space TADS cecaxacussavencecarectesnastueoteenctecsnesseciiuinesaustaseardieeevacheusseneeionanen 4 Figure 3 Created New Pro lel eccscennurcaoisirnnrn tecni ean aE 4 FHeure4 New Project input TOMI inscenat 5 Fe re 5 Tracking Project status TaS esscr e A 6 Heure c AS ienee Status TIDS r nee eee eee eee ee 6 Headers A SEA e IDE E S 7 FIGURES Project Summary TaD asresten AA 7 Feared PIO TEIS TID oae E A ceca aiadoreedecmneneiaae stasis 8 Feu re 10 SUDTASKS withina Projet aesirisiisiirucre eiaa 8 Pieure 11 Assignees ACtiONSeuceceennnidannia a a A 9 Copyright HPC COM LLC 2009 Cone SCOUT Suspense Tracker V10 0 User s Manual Projects App WELCOME Welcome to SCOUT Suspense Tracker V10 0 an easy to use yet extremely powerful web based suspense task tracking tool that will provide solutions to all of your organization s task tracking needs This manual covers one of the optional applications within SCOUT Suspense Tracker V10 0 Projects 1 0 Features of the Projects App With SCOUT Projects you can e Create a project with or without subtasks e Assign a project to an Office of Primary Responsibility OPR or an Office of Collateral Responsibility OCR e Attach upload documents or any files to any project e Automatically no
9. tify assignees via email in parallel or chain order e Track the project and project sub tasks progress comments acceptance declines or completions e Create staff packages with routing lists and digital signatures e Track status review approve assign re assign info only e Create customizable reports stoplight charts or metrics 2 SCOUT Projects This training session assumes that students are familiar SCOUT Suspense Tracker V10 0 and have already attended a training session on the General Tasks application or have hands on experience creating and working on General Tasks in SCOUT Suspense Tracker V10 0 2 0 Using SCOUT Projects AL How Projects differ from General Tasks Projects and General Tasks are closely related but there are significant differences Projects usually have sub tasks general tasks that are all part of a project While a project may only have a single task associated with it that is not the optimum use of the Project application Projects also have a concept of an Office of Primary Responsibility OPR and an Office of Collateral Responsibility OCR Ae ie Accessing Projects 7 Click on the Projects App link in the left hand menu to access the Projects Figure 1 Projects App This will display the standard Work Space page navigation link Copyright HPC COM LLC 2009 3 SCOUT Suspense Tracker V10 0 User s Manual Projects App 2 1 2 The Projects Work Space All of your Projec
10. tions in the automated e mail Figure 4 New Project input form Originator Due Date This is the overall due date of the Project Sub tasks in the project may have different due dates Interest Choose whether or not a senior manager CC or a deputy senior manager CV should be included in the task by choosing Yes or No in the Interest area You may leave the defaults at No if you choose Choose a Suspense Type Choosing a Suspense Type is required The choice should reflect the general category of the project Release Response Choose whether or a response to this project is a requirement for final completion You may leave the defaults at No if you choose To OPR Choose the Office of Primary Responsibility OPR for the project This works in the same way as choosing assignees for a General Task Copyright HPC COM LLC 2009 SCOUT Suspense Tracker V10 0 User s Manual Projects App To OPR Choosing the Office of Primary Responsibility OPR for the project is required This works in the same way as choosing assignees for a General Task You will have the opportunity after saving the project to change the role to Action Office AO for any person chosen for the OPR role To OCR Choosing the Office of Collateral Responsibility OCR for the project is optional This works in the same way as choosing assignees for a General Task You will have the opportunity after saving the project to change the role to Action
11. ts will appear in tables in the Work Space window In the Projects Work Space there are four tabs at the top of the Work Space Window The first tab Assigned to includes all of the Projects currently assigned to you The second tab Created by lists all the Projects you have created that are en Teen currently open and active The third tab Figure 2 Projects Work Space tabs Completed lists all of your assigned Projects you have completed The fourth tab Closed lists all Projects you created that you have closed 2 1 3 Creating a New Project By clicking the New Project button in the upper right part of the Work Space page you can begin the process of creating a new Project Search Log out Entered as Scot SACIDC 27 FEB 20 E New Project FS Stam in Act as Save as Home Task Preview Click the to add or remove a column from the grid Subject Announcements Figure 3 Create a New Project Copyright HPC COM LLC 2009 4 con 2 1 4 The New Project data input Fill in the form to create a new project Classification Choose the classification of the project from the dropdown window This is a required choice The available choices will depend upon the classification of the network Priority Choose the priority of the project Default choices are Low Medium and High Administrators add other choices Workflow These choices are the same as in General Tasks parallel and chained and
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