Once you have downloaded the Project Management app from the
Application Store,
you can import
the downloaded file as usual. Keep the setting
Import with permissions
so that all portlets, pages and data groups are already provided with the
correct permissions.
During the import, you can automatically create the required
Project Management user groupsas a new object
or assign them to existing user groups.
For the app, users are divided into three groups each with different
permissions:
Projektmanagement-GF (for the management)
Projektmanagement-PM (for project managers)
Projektmanagement-MA (for project members)
If you imported the Project Management application with permissions,
these groups have already been created. Add your users to these groups
as members
as appropriate. In principle, you should add every user, who will use the app,
to the Intrexx portal user group "Users". This ensures that data from the
user management
of the portal can be read when adding project resources, for example.
Click here
for more information about this.
4. Configure application portlets
Project Management contains three predefined portlets.
These portlets filter the project information for the three user groups.
Projects MNG (view of all current projects)
Projects PM (view of own projects for project managers)
Projects of Others (view of project tasks that have been assigned to employees)
Log in to the portal in the browser with a user who is a member of the user group
"Projektmanagement-GF" and open the Project Management app.
The portlet will now be shown on the homepage.
If you log in with a user from the "Projektmanagement-PM" or "Projektmanagement-MA"
group, you can add the other portlets here. In this way, every user is
provided with the the information relevant to them.
5. Time record portlet
The "Time record" portlet allows the time expended on a task to be entered
in a convenient manner. Log in with a member of the user group
"Projektmanagement-GF".
Add the "Time record" portlet to your portal start page. If the portlet is not
selectable, check whether the user has the corresponding permissions and
whether you are on the portal homepage.
The portlet will now be shown on the portal homepage.
6. Administration
Log in to the portal in the browser with a user who is a member of the user group
"Projektmanagement-GF" and open the Project Management app. Open the menu
"Administration"
This page contains the general settings, settings for drop-down lists and
an overview of the project resources.
The entries in the drop-down lists on different edit pages in the Project
Management can be administrated here.
Tasks group
Opens a dialog where task groups can be defined. Each task group can be
assigned an individual color for its display in the
Gantt diagram. If you wish to change an existing
task group, please click on the corresponding link in the "Task group"
table column. Save your changes.
Resource types
The resource types are managed here. These are used to categorize
resources.
Statuses defined here will manage the progress of tasks
and/or the progress made on the entire project. The keys for the three
statuses "New", "In process", and "Completed" cannot be changed.
However, it is possible to add additional statuses to the list.
When entering a new status, please take note of the following status
ranges in order to assign it a rank that makes sense
New Key 150 (validity range 125-174)
In Process Key 250 (validity range 225-274)
Completed Key 350 (validity range 325-374)
Open Status less than 275
Completed greater than/equal to 325
Customers
Projects can be assigned to customers entered here.
For internal projects, use the customer "in-house".
Percent
The assignment of a resource to a project will be set here as a percentage.
Units of cost
Define the units of cost for the use of resources for tasks here.
This area will allow you to define whether the start and/or end date of
newly created or changed tasks and
time recordings
will affect the project start or end date.
Aufgabe verschiebt Projektbeginn
Task moves project begin
Tasks whose start date lie before the beginning of the project will move
the project begin date to the start date of the task
with this setting.
Task moves planned project begin
Tasks whose start date lie before the start date of the project will
move the planned project begin to the start date of the
task with this setting.
Task moves planned project end
Tasks whose end date lie after the project end will move the planned project
end to the end date of the task with this setting.
Time recording moves project begin
Time recordings, whose start
dates lie before the start date of the project, will move the project start
date to the start date of the time recording with this setting.
Time recording moves current project status
Time recordings,
whose end dates lie after the date of the last change to the project, will
move the date for the last change to the project to the end date of the
time recording with this setting.
Time recording moves task start
Time recordings,
whose start dates lie before the start date of a task,
will move the start date of the task to the start date of the
time recording with this setting.
Time recording moves current task status
Time recordings,
whose end dates lie after the date of the last change to a task,
will move the date of the last change of a task to the end date of
the time recording with this setting.
Sum costs and time
Adds together recorded expenditures for projects and tasks.
Cost recording increases status of project
When entering expenditures, the project status will be raised to the defined value.
The standard value is "250", which corresponds to a status of "In Process".
When entering an expense, the status of the project will automatically be set to
"In Process".
Cost recording increases the status of a task
When entering expenditures, the task status will be raised to the defined value.
The standard value is "250", which corresponds to the status "In Process". If an
expense is entered for a new task,
the status of the task will automatically be set to "In Process".
6.2.2. Reports
Show archived projects
This setting will include archived projects in all reports.
Show completed projects
This setting will include completed projects in all reports.
6.2.3. Miscellaneous
The currency for recording costs in projects will be defined here.
Select the desired currency from the drop-down list.
By clicking on "OK", all settings will be saved.
6.3. "Resources overview" tab
All project resources will be managed on this tab.
Filter
Shows a drop-down list that allows you to filter the table by
resource type.
Enter resource
Opens a dialog where a new resource can be created.
User import
Her, you can search for users that have been defined in the
Users module
for the portal. If you leave all fields blank here and click on "Search", the
full list of all users will be shown that you can select a user from.
Resource ID, Resource name, ID code, email
These fields are filled in automatically after a user import.
Type
Determine the resource type here.
Add data record
Opens the Resource type dialog
where you can add a new resource type directly from here.
Cost per unit
The costs that arise for each booked unit can be defined here.
Unit
Select the unit ("Hour", "Day") aus.
Description
The resource can be provided with a description here.
7. Create project
Log in to the portal in the browser with a user who is a member of the user group
"Projektmanagement-GF" and open the Project Management app. Click on the
link "I want to..." on the homepage.
Select "Create a new project" from the menu. This will open the wizard
for creating a new project.
7.1. Project data
Project number
Enter a project number here.
Description
Provide the project with a title here.
Customer
Select the customer
who the project relates to. Select the entry "in-house" for internal projects.
Status
The status of a new project will automatically be defined as "New".
Plan
Start, End
Enter the planned start and end date of the project
Costs
Enter the planned costs. Click on "Next".
7.2. Resources
Distribute resource
Select a resource that will be used for the project.
Project tasks can only be delegated to a user
if they are defined as a resource here and have the corresponding
permissions.
New resource
Opens a dialog
where a new resource can be entered directly from here.
ID code, email, description
These are automatically populated with the data from the
Administration.
Distribution (in %)
Defines the percent of the resource that will be assigned to the project.
OK
When you click on "OK", the resource will be shown in the table below
the edit fields. As long as you do not click on "Next", you can assign
additional resources.
7.3. Tasks
Click here for more information about the entries in this dialog.
OK
Multiple tasks can also be defined here, provided you do not click on "Next".
7.4. Misc
Project manager, Deputy
Select the project manager and their deputy here.
Project manager email, Deputy email
These are automatically populated with the data from the
Administration.
Warning when overdue
The project will be shown on the homepage and on
the Project tab with a
icon if the end date
expires without being completed.
Warning ... days before project deadline
The project will be shown on the homepage and on
the Project tab with a
icon
Finish
Saves the project.
8. Homepage
Depending on your permissions, you will see
different information on the homepage of the Project Management application,
if the corresponding application portlet
has been configured.
8.1. Portlet GF
Projects
All running projects are listed here, if a member of the user group
"Projektmanagement-GF" is logged in to the portal.
Milestones
Every task that has been marked as a mileston is shown here.
The course of the project is shown graphically here.
Reiter "Archiv"
This page lists all archived projects. These can be filtered by date.
8.2. Portlet PM
If a member of the "Projektmanagement-PM" user group is logged in to the portal,
the homepage looks something like the picture above. Project managers
can only view projects that they have been assigned to as the project manager
or deputy. The "Tasks" area contains a list of all project tasks.
The other tabs available here only display data relating to the project.
8.3. Portlet MA
If a member of the "Projektmanagement-MA" user group is logged in to the portal,
project details cannot be modified. The project tasks
of the respective employee are shown in the "Tasks" area. Employees
cannot create new projects. Furthermore, the overviews are limited and
only provide data entered by the employee themselves. Other tabs
are not available.
9. Project details
The tabs available here are based on your permissions,
when you click on a project name on the homepage.
This opens the project details.
9.1. "Project" tab
Project details
The planned start and end date and all costs are shown in the "Plan" column.
All costs accrued in the progress of the project, that have been entered via
receipts or time recordings,
will be collated in the "Actual" column. The actual start and end data is
identified from the tasks.
"Tasks" provides information about the
Sum of all tasks (1st number)
Number of open tasks (2nd number)
Number of overdue tasks (3rd number)
The numbers are separated by a slash.
Offene Tasks
The "Open tasks" table will show all incomplete tasks. Clicking on a link to a
task will open the task for editing, provided you have
permission. You will be notified of overdue tasks
in the last column and of the the task status
in the column before. Completed tasks are not listed here but on the
Tasks tab.
9.1.1. "I want to" menu
The link "I want to..." at the top right opens a menu with additional
functions. This menu also depends on the permissions of the logged-in user.
Change the project details, Archive the project
Opens the "Details" dialog where the project data can be edited, deleted,
archived or retrieved from the archive.
Opens a page where all projects, which have been assigned this customer,
are listed.
9.2. "Gantt" tab
On this tab, all project tasks will be displayed graphically. The current day
will be highlighted in color. If the mouse cursor is placed over a task, its
details will be shown as a quicktip. Completed
tasks are presented with a green bar.
Period
If you enter a date here, the chart will show the number of days, which you
enter in the second field, from this date.
Show / Hide legend
Shows or hides the legend, respectively.
9.3. "Resources" tab
On this page, all resources will be shown. New resources
can be assigned to the project with a distribution.
9.4. "Tasks" tab
On this page, all project tasks will be shown. New tasks
can be defined via the link "Enter new task".
9.5. "Memos" tab
Enter new memo
Clicking on the "Enter new memo" link will show the edit fields.
Subject, Description
The subject and text for the memo can be written here.
Email recipients
Two lists will be shown after clicking on this link.
Not selected
Contains the email addresses that the memo will not be sent to.
Selected
Contains the email addresses that the memo will be sent to.
Move left / right
Moves the email addresses from one list to the other.
OK, OK + email
Saves the memo or saves the memo and sends the content to the specified
recipients, respectively. Saved memos are listed in a table at the bottom
of the page.
Filter
Shows the fields that can be used to filter the saved memos by
subject and date.
9.6. "Documents" tab
Add a new document
A new document can be added by clicking on this link.
Name
Enter a name for the new document here.
Document
Click on "Browse" to select a document for upload.
OK
Saved documents are listed in a table at the bottom
of the page.
9.7. "Expenditure" tab
Enter time record
Shows a dialog
where new time expenditures can be recorded.
Saved time expenditures are listed in a table at the bottom
of the page.
Enter expense
Shows a dialog
where a new expense can be recorded.
Saved expenses are listed in a table at the bottom
of the page.
9.8. "Reports" tab
Milestones, Resource costs, Resource costs with expenses, Tasks by employees
Click on one of these links to open the corresponding
report.
Project tasks can be defined or edited at different points in the project.
The edit page described here can be access via the
"I want to..." link on the
"Project" tab.
10.1. Create task
Milestone
If a task is marked as a "Milestone", a start date will not be entered.
Task
Enter the task here.
Resource
Select the resource who should be responsible for the task.
Is entered automatically, as soon as the task is in process.
Status
When a new task is created, the status is automatically defined as "New".
If you are a member of the user group "Projektmanagement-PM" (Project managers),
you can edit the status of the task to "In Process" or "Completed".
Current status
Displays the date of the last change
Costs
The costs of the relevant expenses are added
together here.
A task can be delegated to a different employee by clicking on the "Delegate" link.
OK + E-Mail
Sends a notification to the employee who the task was delegated to.
This is only possible if the email address has been defined in the
resource administration
and the email service
tool has been configured.
11. Time recording
11.1. Time record portlet
The time expenditure for a task can be quickly and easily entered here.
Click here for more information
about how to add this to the portal home page.
click on the icon here,
if you wish to begin a time recording.
The icon shows that the
time recording for a task is currently active. If you wish to stop the
recording, please click on the icon again.
The start and end of the recording will be shown in a popup window.
Additionally, based on the data that you have entered in the resources
administration, it will calculate the costs of the recorded time.
In the "Booking text" field, a description of the time recording
can be entered. Save the recorded time expenditure by clicking on "OK".
11.2. Manually record a time expenditure
Time expenditures can be entered manually at different points in the project,
for example on the "Project" tab or via the
I want to... link.
Project
The project can be selected here
Task
The task that the time expenditure is being recorded for can be selected here.
Resource
Select the resource.
Units
Enter the number of units used.
Information
Provides information about the resource's units and costs
as defined in the administration.
On
The current date is entered automatically but it can be edited.
Amount
The amount can be entered here.
Calculate amount
Calculates the costs from the selected unit and the costs defined
for the resource in the administration.
12. Record expenses
Expenses can be recorded at different points in the project,
for example on the "Project" tab or via the
I want to... link.
Project
The project can be selected here
Task
The task that the expense is being recorded for can be selected here.
This report shows the planned status of all projects.
Plan status with tasks
In addition to the planned status of the project, a list of all tasks
will be provided here.
Actual status
Here the status, start, end, current costs, and the balance of the actual
status will be reported.
Actual status with tasks
As well as an overview of the actual status, all tasks will be listed here.
Plan - Actual comparison
In this report, the planned status of all projects will be compared
to the actual status and given as the balance.
Plan - Actual comparison with tasks
All tasks will be listed here in addition to the "Plan – Actual comparison".
Task groups - Planned
In this report, the planned start and end dates of task group tasks will be given.
Task groups - Actual
In this report, the actual start and end dates of task group tasks will be given.
Task groups with tasks - Planned
In addition to an overview of grouped tasks, all relevant tasks will be listed (Plan status).
Task groups with tasks - Actual
In addition to an overview of grouped tasks, all relevant tasks will be listed (Actual status).
Milestones
This report lists the milestones for all projects.
Tasks not yet begun
Here you will have an overview of all tasks that have not yet been started.
Tasks in progress
Here you will have an overview of all tasks with the status "In Process".
Closed tasks
Here you will have an overview of all completed tasks.
Resource costs
This report gives the costs of all recorded time expenditures and expenses.
Resource costs with tasks
Additionally to the costs, all tasks will be listed here as well.
Resource costs with tasks and expenditures
With this report, you will see an overview of all costs, tasks, and
expenditures of individual projects.
Cost overruns
This report will inform the user of the balance when costs exceed the planned budget.
Cost overruns with tasks
In addition to a report of cost overruns, all tasks will be listed here.
Tasks by employee
This report informs the user of task delegation in regard to individual users.
Overused resources
With this report, you can be made aware of overused resources. In it,
the distribution of the resource to the individual projects, in
connection with the tasks, will be considered. An overuse will occur
when a resource has more than one task in the same time frame to process,
and has a workload of over 100% between the tasks.
13.2. Project-related reports
The project-related reports are available via the "Reports" tab on the project details page.
Milestones
In this report, in addition to status and plan- and actual status,
all milestones of the project will be analyzed.
Resource costs
This report will inform you of the existing project costs. It will refer
to recorded time expenditures and all receipts per task.
Resource costs with expenditures
Additionally, information about the details of the expenditures will be given here.
Tasks by employee
This report will inform you of the task distribution to the individual resources of the project.