Project Management made easy

Transcription

1 Project Management made easy

2 Contents Introduction pg 3 Customisation & Reports pg 5 Objectives, Risks and Activities pg 7 Incident Management Module pg 9 Run Sheet Module pg 11 Key Features pg 12 Key Benefits pg 14 Costs, Clients and Contact pg 16

3 Project management software everyone can understand WeTrack provides a new way to manage projects. Born out of the London 2012 Olympic Games, WeTrack is our custom-built project management web application. With extensive design and development it combines all the best parts of a tasking system with a full risk and issues register. We believe that project management software is only useful when the information put into the system is up-to-date and accurate, and that information then drives further work. For this reason, WeTrack was built from inception with the end-users in mind. Everything about WeTrack has been built to allow the people on the ground to enter project risks, update their progress against pre-defined objectives and then share the results with those that need to see it. WeTrack is ideally suited for medium to complex projects with a fixed deadline, especially where a traditional project management team is unavailable or requires augmenting. WeTrack can help you lay out what s important for you, assign these to departments and then easily track how risks and issues identified are affecting your preparations.

4 Bespoke for our clients No two events or companies work in exactly the same way so WeTrack is customised for each client, complete with branding, language alterations and website subdomain. All your departments, venues, events reference codes and management structure are incorporated into the system on set up. With different editing rights, role-based permissions and confidentiality settings, you can be sure that sensitive information isn t being misused or adjusted incorrectly. Reporting We know how important reporting is! Whether it s at the front line, to senior management or to external stakeholders everyone wants up-to-date and relevant information, presented in an understandable way. All parts of We Track, including the diverse set of inbuilt reports can be ed, printed or shared in the click of a button. You can even have the reports you are most interested in ed to your inbox automatically on a frequency that suits you! Not the report that you need? Every client of We Track is entitled to one further customised report. Other specialised reports can, of course, be coded into the system and these will be charged at cost.

5 Objectives, Risks and Activities The system has three main components: Objectives, Risks and Activities. Objectives (or tasks) and their associated sub-objectives form the backbone of the system. These are assigned (for example) to venues, sports and departments and given their priorities, start dates, due dates, action owners, descriptions and other tags as defined by the client. These are rated as Red, Amber or Green (RAG), with Blue when they are complete, and provide the main basis for monitoring the project over time. Identifying and monitoring risks is vital to any project. We Track makes it easy for those with access to upload risk information into the system. It also links these risks to the objectives they impact, ensuring that there is continuity between those identifying the risks and those delivering the objectives that may be impacted. Invitations to update the objective RAGs can be sent centrally to members of each project or department. This can be either for a general update or to report on a specific activity (e.g. a simulation exercise or a test event) allowing the management to get reports on detailed parts of the preparation process.

6 Incident Management Module The incident Management (IM) module is an extension of the WeTrack risk and issues section. Specifically designed for large events, it allows incidents to be raised, assigned to individuals and closed off in real time. Furthermore, since the module has the same look and feel as WeTrack, your employees do not have to learn how to operate a new system, allowing a seamless transition from the longer term risk management to the hour by hour incident management. The IM dashboard is personalised for each user, based on their role and permissions. Here the user can see all the incidents that are pending or closed off, and have links to raising an incident or go to the reporting suite. Favourite views and filter settings can be saved. Raising an incident is almost identical to raising a risk. Put in the key information including: title, description, priority, likelihood and the venues/departments affected and the system will carry this information to those that need to know about it. Once an incident has been raised it goes to a central monitoring team. Here the team can approve (and thereby notify the action owner), amend or delete the incident. This can be done inline or the incident can be opened for further information. The incidents appear in real time and the central team can apply filters so that they can focus on different areas or priorities. Once the action owner has completed the incident, they mark it as closed. This closes off the incident throughout the system (changing its state to blue), notifying both the central management system and the person raising the issue, it can be reopened at any time. Reporting on how many incidents have been opened and, crucially, remain open over a date range for an event is important for ensuring its success. The reporting features here are similar to the reporting features elsewhere; choose your report type, set the filters and date ranges, then save as a favourite or get the pdf version ed straight to your inbox.

7 Run Sheets Module Another module created for event management industry, the Run Sheet module has been designed for listing the key activities on a particular day, including who is responsible for it, when it will take place, where it will take place, and any other information that is useful to know. In contrast to the traditional way of creating Run Sheets, where an administrator finds the relevant information from multiple sources and enters it manually on to a spreadsheet, WeTrack Run Sheets can take the information from many different sources and aggregate them together automatically to form the master Run Sheet, saving many hours work and reducing a lot of human error. After a run sheet template has been created for a venue/department on a day, the primary users of each department at that venue are asked to enter their key activities on a straightforward form. These are combined automatically into the template, sorted in ascending time order. Once all the information is contained in a Run Sheet it can be marked as complete. The Run Sheet can be edited by those with permission. New activities can be added or existing activities can be modified or deleted as needed. Each of the activities can be published to the venue master list (a combination of the most important activities of each department on a particular day) in a click of the button. Every Run Sheet can be published and downloaded as an xls or branded pdf. This will contain all the information that has been entered during the creation and editing phases, again sorting it by the time the activity starts. It is natural that some departments and/or venues will have more activities than others. We have created a report that will allow users to see how many tasks each department has at each venue on a particular day and this is a useful indicator of whether they have entered all their duties or not. In addition, each run sheet can be marked as Complete, tuning the number of tasks in the report to green.

8 Summary of Key Features Web-based and easy to use A simple web application means there will be a better uptake of staff entering and using information, whether they are at their desks or on their tablet computers. When combined with an internal messaging system and document upload space, WeTrack will be the central depository for a project s progress in your organisation. Excellent sharing of information Let internal and external stakeholders see what you want them to see by in the click of a button, or download the reports to fit into a presentation. Preparing reports is a time-consuming process but using WeTrack allows you to present reports consistently and easily, providing confidence in their accuracy and content. Red, Amber and Green rating system Using this RAG system allows comparison of different areas across an organisation with an intuitive rating system. Exact definitions of the ratings can be determined by you and uploaded to help icons on your system, ensuring everyone understands what s meant by each. Totally bespoke for your event Objectives are designed for you, on a time scale that suits the project. A consultant from WeTrack will be on site to guide you through the installation and setup phases. Subsequently, we can help with training and offer advice on getting the most out of WeTrack. Full risks and issues register See what s affecting your project, ranked by priority, department or due date. Risks and issue can be assigned to individuals or departments, updated as required and closed out when appropriate. Full tracking of the number of risks opened or closed in a given time period is a useful indicator of the project s general course. Internal algorithms do the work By allowing our system to automatically aggregate the state of the objectives and risks present, you can be certain the calculation of the overall project state is reliable and free from (too much) human interpretation. This independence further increases the robustness of the result and reports.

9 Summary of Key Benefits Relevant to our sector Everyone will understand Reduces workload on project managers Accessed on any connected PC, tablet or smartphone Secure online audit trail and real-time updates Puts the action owners back in control Actively encourages work Save time, money, frustration and risk in delivering your events

10 Costs and Contact information Unlike many project management systems that charge by the user, we believe that organisations shouldn t be penalised when more people use the system. In fact, it s only when a system s use becomes widespread does its full potential materialise. As such, we charge a flat rate, giving an organisation unlimited storage space and user profiles. The system has allowed us to communicate alterations within the event schedule more efficiently whilst giving live information on the state of the build at the touch of a button, as well as help simplify discussions relating to intricate schedules of the event with venues, sponsors, contractors, and local authorities. Project management teams are expensive; by creating WeTrack in a manner that allows Paul Dunstan Assistant Ops Director, The Ryder Cup Europe everyone to be responsible for updating their parts of the project we are confident WeTrack can offer large savings to your company. Call: +44 (0) info@wetrack.com Web: Facebook: Twitter:

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