dp User Guide - v2.x - Section 5 Day to Day System Usage
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1. dotProject Version 2 0 2 Basic User Manual Section 5 Day to Day System Usage De Bortoli Wines dotPioqject Mozilla Firefox a O dotProject net dotProject 2 0 1 o FREE SOFTWARE Companies Projects Contacts SmartSearch Resources Tasks Calendar Files Forums Tickets User Admin System Admin Support Contracts Mew ltem Welcome Project Manager Help My Info Todo Today Logout H Tasks Search User Manager Projet E Company All Companies amp Task Filter My Unfinished Tasks z my todo all tasks show inactive tasks tasks per user Assigned Users nish E Last Update ohn Smith and Partners Timesheet Development 24 i P Log 5 i Create Access Crumb and Module Calls projectmanager projectmanager 100 2 FAR A E a a Ta Kar Future Task Started and on time Should have started Qverdue Done You ll also notice that the breadcrumb breadcrumb has changed to all tasks Click on that to reset the display Using Task Logs Task Logs are an integral part of dotProject used to create a log of activities and or reports in relation to the completion of tasks assigned to one or more users Task logs enable you to not only advise other team members of the status of various components of a project but can help to build a substantial database of useful information about processes and procedures used by an organisation dotProject Basic User Guide v2 0 2 compatible Page2. dotProject Version 2 0 2 Basic User Manual Section 5 Day to Day System Usage De Bortoli Wines Table of Contents Day to Day System USAS ira la O A A nb aa tt occa 2 USINQUE NACO TASK aii A T 2 ESA E A A merc enestent ions eecnaenetces 4 a dee eeaie cabal ace eaeea dene hou Matee nsec ti Daye dioes sane egal ees 5 oo A A Meade macatioass T Hours Worked TIME CIO Rss 8 USNI OSE COC CS reren n a O E E 8 EANG a Fask LOG ENUY nicis do 9 Deleting a Task LOG ENVIA E E E estes 9 using Task Update S tai it E EE 9 Sending OUr AS Update AA a a 10 dotProject Basic User Guide v2 0 2 compatible Page 1 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 5 Day to Day System Usage De Bortoli Wines Day to Day System Usage So far we have discussed the set up of project and task information This section of the manual outlines some of the standard day to day features which are used in managing and working with dotProject projects Using Pinned Tasks Pinning tasks is a feature that allows you to nominate tasks that you wish to be able to recognise filter quickly A little bit like the computerised equivalent of highlighting a task on the screen Throughout dotProject tasks and in some of the project displays now there will frequently not in all locations be a column called Pin Within the various task lines you will notice that there is an icon in that column dotProject 7 0 1
3. dotProject net E FREE SOFTWARE Companies Projects Contacts SmartSearch Resources Tasks Calendar Files Forums Tickets User Admin System Admin Support Contracts Hew tem J Welcome Project Manager Help My Info Todo Today Lagout jf Tasks Search e User Managar Project Company all Companies Task Filter My Unfinished Tasks my toda my pinned tasks show inactive tasks tasks per user ein Task Name Task Creator Assigned Users start Date 5 Last Update T John smith and Partners I Timesheet Development Faye E Log 24 P TUNO ENA ee ee projecimanager projectmanager 100 21 07 2005 08 00 zeal 14 hours 03 08 2005 05 00 pm Permissions L r E F Log 5 Yo Bale cate Access Crumb and Module projectmanager projectmanager 100 2 PAR A E a o n ETE Log 5 i Creating the Permissions Model projectmanager projectmanager 100 EUA Key Future Task Started and on time Should have started Overdue Done In the example above you can see the pinned icon This colour greyish indicates that the pinned option is not turned on To show you the difference if you click on any of these icons to turn pinning on for the associated task the image will change as follows dotProject Basic User Guide v2 0 2 compatible Page 2 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 5 Day to Day System Usage De Bortoli Wines dotProj
4. the bottom of the display Cost Code Shows any cost code recorded against the task log Comments Shows the full contents of the Task Log Description field Trash Can Allows you to delete any task logs for which you have permission Task logs are automatically displayed sorted into order down the screen from the first to the last entry This is currently not changeable dotProject Basic User Guide v2 0 2 compatible Page 6 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 5 Day to Day System Usage De Bortoli Wines Adding a Task Log Task logs can be generated using any of the Log options displayed in columns on displays for example like the detailed Project display or in the todo and today listings tabbed flat Files Other resources resting the Permissions Model Not Defined This is the date against which the task log entry will be recorded Automatically Date defaults to TODAY Can be modified by clicking on the calendar icon Will automatically default to the current setting for the task You can update the Progress Progress to indicate how far along the task is Hours Worked See Hours Worked below for more details Enter a Relevant Cost Code for categorising this task log See Cost Codes below for Cost Code more details dotProject Basic User Guide v2 0 2 compatible Page 7 Document Version 1 2 dotProject Versi
5. the left hand side of most task log listings Deleting a Task Log Entry Task logs are deleted from the main task log tab as displayed above There is a delete icon the garbage can at the right hand side of each entry Click on that to remove the task log Using Task Updates Regardless of whether you are logging hours against Tasks the use of the complete setting will assist you in keeping track of the progress of individual tasks and therefore the project as a whole The process of deciding the actual complete can be an arbitrary one as it is ultimately the team member who will set how far progressed the task is Whether or not that is an accurate assessment will depend on a number of factors outside the control of dotProject accuracy of the team member s assessment external factors that affect the target completion date etc Regardless of the arbitrary issues the use of the complete flag will give the Project Owner and Manager some indication of the progress of a project as a whole The complete of a task can be set by editing the task and updating the field in the task header however this is not recommended nor ideal as no task log is recorded and hence no history of the job accumulated Ideally a task log is generated that includes a description of why or how the assessment of completion has been arrived at and updating the setting at the same time as outlined above in Creating Task Logs dotProject Basic User Gu
6. 4 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 5 Day to Day System Usage De Bortoli Wines Task Log Tab Task logs are displayed on their own tab in the Task Detail Display and in some reports daProject Mozilla Firefox Project Task Task Parent Owner Priority Web Address Milestone Progress Time Worked Dates and Targets Start Date Finish Date Expected Duration Target Budget Task Type tabbed flat 30 08 2005 11 59 arn Timesheet Development Creating the Permissions Model Timesheet Access and Permissions projectmanager normal ho 15 1 67 11 08 2005 08 00 am 17 08 2005 12 00 am 6 hours 0 00 Software Developrient Task Logs New Log Files Other resources Creating the Permissions Model 30 08 2005 01 59 pm 4 30 08 2005 02 00 pm Mormal Log IM Pre Question Creating the Permissions i odel proje cmanager ee 0 42 Hassan Massoudy hassan ysmith com au Dependencies Tasks depending on this Task Create Access Crumb and Module Calls Description A permissions model is required as per the specification document ses attached Files page 10 Project Contacts Hame Email Phone Department Mary Smith msmithi jsmith comau PP Initial Investigation ef requirement completed Checked out all the H required development tools Commenced code outlini
7. ect net FREE SOFTWARE La Forums Tickets User Admin System Admin Support Contracts New ltem Help My Info Tado Today Logout Companies Projects Contacts SmartSearch Resources Tasks Calendar Files Welcome Project Manager J Tasks Search A User Manager Project E Company All Companies my todo my pinned tasks show inactive tasks tasks per user Pin P ne aor Assigned Users start Date John Smith and Partners Timesheet Development 24 Last Update Pe gt Log 24 dr Access and projectmanager projectmanager 100 2L 07 2005 08 00 am 14 heures 03 06 2005 05 00 pm F llo 5 a Access Crumb and Module prajectmanager projectmanager 100 2 HERE ee ee ed Le Log 5 Creating the Permissions Model projectmanager projectmanager 100 AAA am 6 hours Key Future Task Started and on time Should have started E Overdue Done As you can see from this example the Pinned option for the Task Create Access Crumb and Module Calls is now green Once you have any number of pinned tasks options such as my pinned tasks in the breadcrumbs on the Main Task Module screen and the options provided at the top of the todo and Today displays can be used to just list those tasks that you have pinned for example using the my pinned tasks option above would change this task listing to Document Version 1 2 dotProject Basic User Guide v2 0 2 compatible Page 3
8. ide v2 0 2 compatible Page 9 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 5 Day to Day System Usage De Bortoli Wines Sending Out Task Updates Task updates can be automatically emailed out as Task Logs are generated tabbed flat Files Other resources resting the Permissions Model ot Defines El Under the task log description field you will see the option Email Log to Turning on one or more of the possible recipients will mean that the task log that you create will be automatically sent out via email and the task log itself updated to show the date time and recipients of the email To select the recipients of the task log you can tick on off any of the three options Task Assignees Task Contacts Project Contacts or alternatively you can use the option Other Contacts to manually add email addresses dotProject Basic User Guide v2 0 2 compatible Page 10 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 5 Day to Day System Usage De Bortoli Wines dotProject will automatically filter the outgoing updates to ensure that accidentally duplicated addresses only receive one copy of the task log Once the recipients have been selected and the task log saved the email is queued for sending from dotProject and the task log will be updated at the end of the text you have entered with a date time of sending and the ful
9. ish to use the time clock click on the start option to start the clock recording time At any stage you can click on stop to record the current amount of time and before you update and submit the task log clicking on start and stop will continue to accumulate time against that record Once you have submitted the record you cannot edit the task log and continue to use the clock to accumulate time Remember that closing your browser window will close the clock and time accumulated will be lost Using Cost Codes Cost Codes are non prescriptive user configurable categorisation codes that can be assigned to a task log Creating a cost code is simply a matter of entering whatever you wish to use in the cost code field for example DO NOT BILL FREE SPECIAL etc dotProject Basic User Guide v2 0 2 compatible Page 8 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 5 Day to Day System Usage De Bortoli Wines Alternatively if cost codes have already been generated then you can use the dropdown arrow to select from the pre existing cost codes Once you enter the cost code then it will be transferred into the setting field to the right of the selection field Cost codes are reported via the Task Logs report and are used in the add on module Invoicing Editing a Task Log Entry Task logs can be edited once they are generated from the Task Logs tab using the notepad edit icon on
10. l recipient list dotProject Basic User Guide v2 0 2 compatible Page 11 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 5 Day to Day System Usage De Bortoli Wines Appendix A Glossary of Terms Many of these terms are standard Project Management terms which may or may not be used within dotProject at present The glossary is a very large listing so it has been made available online at http sites sakienvirotech com dp_docs tiki tiki index php page Glossary dotProject Basic User Guide v2 0 2 compatible Page 12 Document Version 1 2
11. ng Emailed 30 08 2005 12 41 12 to pm sakicom au pm sakicom au projectmanager 0 00 projechmanager Total Hours 1 25 1 67 This is a question which will be emailed out to the assigned users on this task This has alse been flagged as a problem so that it is obvious in the listing Emailed 30 08 7005 14 00 17 to pm s4ki cam 4au Project Manager hassan ysmith com au Hassan Massoudy Another log this one providing a further update to the project progress of Mo need to email it out Edit Icon Click on the notepad to go straight to editing the contents of a Task Log Date The date and time at which the task log was generated The date can be set when creating the task log but the time is automatic Ref Shows the Task Log reference setting if used Reference is a key you can use to categorise task logs Summary Shows the summary as entered on the task log The red shaded task log is indicating that the Problem option was ticked on for that particular task log URL Shows any URL recorded in the task log dotProject Basic User Guide v2 0 2 compatible Page 5 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 5 Day to Day System Usage De Bortoli Wines User Shows the login name of the person who generated the task log Hours Shows the hours recorded against each task log with the total hours for the task at
12. on 2 0 2 Basic User Manual Section 5 Day to Day System Usage De Bortoli Wines This is the end date set up for the task when it was initially established You can modify this if required if you have finished the task later or earlier than originally Task s End Date expected or if the end date requires adjustment because you will not be completed by the originally scheduled date Click on the calendar icon to select a new date This field automatically defaults to the Current Task name for the purposes of having some entry in that field and as an absolute default for reporting purposes Summary You can adjust this summary description if required by over typing editing Reerence Optional drop down to categorise the task log URL Optional URL for a web address Option to send a copy of the task log via email to one or more of the options tick to Email Log to select See Sending Out Task Updates below for more details This is a description for the task update This field is mandatory and must contain Description some information Tick this option on to display the task log summary colour highlighted in the task log Problem listing provided as a flag Hours Worked Time Clock The hours worked option can be used either as a recording method or via the pop up clock If you wish to use the option manually when entering a task log you can enter the number of hours worked against that log If you w
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