DreamTeam User Guide. Product Usage and Best Practices Guide. By Adam Buxbaum

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1 DreamTeam User Guide Product Usage and Best Practices Guide By Adam Buxbaum December 9, 2010

2 Table of Contents Introduction... 4 Project Manager... 5 Creating Projects... 6 Managing Resources: Addition and Allocation Adding Multiple Resources to Multiple Projects Adding Resources to a Project Creating and Scheduling Project Tasks Allocating Resources to a Project Task Managing Projects Changing Project Ownership Managing Project Visibility Managing Project Tasks Sharing Projects through Active Links Managing Shared Project Active Links Printing Options Issues/Risks, Action Items & Highlights Managing your Project View Managing Archives Establishing Project Baselines Collapse and Un-Collapse Summary Tasks Customizing a Project Collaboration Tools Project Calendar Calendar Attributes Calendar Views User Time Entry User Expense Entry Documents Page 2 of 151

3 Document Manager Views Working with Folders Working with Documents Sharing Folders & Documents Managing Shared Folders & Documents Filtering Capability Additional Document Manager Functionality Timesheet Editor Projects and Resources Managing Time Entries Managing Expense Entries Importing Time & Expense Entries Generating Timesheets Project Reports Selecting Reporting Criteria Saving Project Reports Portfolio Dashboards Standard Report Cost & Revenue Report Resource Availability Report Resource Leveling Report Time & Expense Report Issues & Risks/Action Items Report Sharing Project Reports Product Support Page 3 of 151

4 Introduction The DreamTeam Suite has five robust web-based applications that dramatically enhance workgroup productivity. The DreamTeam Suite makes it easier for Project Managers to manage projects, share documents, manage timesheets and track progress with detailed reports. All five applications are accessible through the More Apps Menu enabling easy navigation. The five applications include: Projects The Project Manager application provides Gantt chart based project management. Users can create projects, tasks, resource pools, assign resources to project tasks, and easily set task completion. The project manager includes the ability to create read only project portals for users outside of your organization. Calendar The Project Calendar provides a cockpit for project participants to manage their individual activity, including a calendar view of my project tasks, issues & risks, action items, and highlights. Users also log their time and expense from the Calendar application. Documents The Document Manager offers powerful document collaboration capabilities for project teams. Its desktop look and feel enables drag and drop of virtual files/folders, double click launch of virtual files with their associated desktop application, document check-in/out, version control, search, and full desktop synchronization for offline use. Moreover, users can share files with anyone inside or outside of the workspace. Timesheets The Timesheet Editor is a manager focused tool enabling Project Managers to easily manage all time and expense entries that are made into the Time & Expense module on the Calendar. In addition, Project Managers can generate timesheets for any resource. Project Reports Users can generate prebuilt and custom project reports with the Project Reporter. Prebuilt examples include: Portfolio Dashboards, Project Costs, Resource Availability, Resource Leveling, Time & Expense entries, Issues/Risks, Action Items and Highlights. All reports can be exported as a csv file, printed and shared with anyone. The focus of this document is to provide a series of best practices designed to improve the user experience of the DreamTeam Suite. The DreamTeam Suite is currently available on four platforms including: Salesforce.com, Intuit s Workplace, Cisco s WebEx Connect, Windows Azure and Amazon Web Services. Note: Each platform has its own Security Parameters. As a result of being a native application to all four platforms, DreamTeam inherits these Security Parameters, thus abiding by platform specific security rules. Page 4 of 151

5 Project Manager The Project Manager is the hub of DreamTeam where users create and manage projects, tasks, resource pools and more. The Project Manager application contains seven menus that assist the creation and management of the project. These seven menus include: Full Screen Allows users to view the Calendar, Timesheet and Expense modules in a full screen view. (Only applicable on Windows computers) More Apps The More Apps menu enables users to easily navigate between the five applications. Projects The Project menu is where users can create new projects, delete projects, duplicate projects, share projects, change ownership of projects, import and export project files via csv and Microsoft Project, Manage Archives, Establish Baselines and view the Project Properties. Tasks The Task menu is where users can create new tasks, update multiple tasks, delete tasks, copy tasks, select columns, create issues/risks and action items and view task properties. Resources The Resource menu is where users can add new resources, delete resources, assign resources, replace resources and also view the resource properties. View The View menu is where resources can change the view of the Gantt chart to be displayed in a Day, Week or Month view as well as select from one of four options to bring their project data out visually. Support The Support menu is where users can access the various support options including Live Chat, Call Support, Training Movie, Product Support, License Manager and the Suggestion Box. This section focuses on the steps necessary to get a project up and running from project creation to resource allocation. Page 5 of 151

6 Creating Projects Prior to beginning a project it is helpful to identify project attributes such as cost, resource allocation, and time frame. Once you have identified these properties, the final decision to make is how to create the project. All projects are stored within DreamTeam and are accessible from the Projects drop down menu located beneath the More Apps menu. You have the ability to manage their project view by using the Edit Project View command that exists within this drop down menu. This feature is described in detail later in this document. There are three ways to create a project in DreamTeam including: 1. Create a new project from scratch 2. Duplicate an existing project or template 3. Import a project file into DreamTeam via CSV or Microsoft Project 1. Create a new project from scratch The first way to create a project is to create one from scratch. To create a project from scratch simply: A. Click on the Project menu and select New Project. Once selected, a three step New project wizard will appear. It is here that you can specify the details of the project. Page 6 of 151

7 B. The first step of the New Project wizard will appear. Here you can enter the following project properties criteria: Project Name Give the project a name. It is recommended that the name be related to the topic of the project. Setting the Project Start Date Next, you want to set the Start Date of the project. The default Start Date is the day you create the project. You can easily change the Start Date by clicking in the Start Date box and manually editing the Start Date, or by clicking on the calendar icon and selecting the desired date. Note: It is recommended to have all projects begin at 8:00 AM to avoid any time bleed over. Entering a Project Description You have the ability to add a project description if desired. This is an optional feature. To add a description, simply type the description directly into the provided box. Page 7 of 151

8 Setting Project Work Days Next you must identify the work days of the project. To set the work days, simply click on the calendar icon and select the default vacation days. The standard default vacation days are Saturday and Sunday. Once selected, these settings will apply to the project going forward. Setting Vacation Days After project work days have been set, you can set vacation days. Unlike Microsoft Project, DreamTeam sets vacation on the Project Level and not on the Resource Level. To set a vacation or holiday: 1. Click on the Edit button. The project calendar will appear. On the calendar, workdays are displayed in white, vacation days are displayed in pink and the project start date is displayed in blue. 2. To change a work day to a vacation day, simply click on the date and change the color from white to pink. 3. To change a vacation day to a work day click on the day and change the color from pink to white. Page 8 of 151

9 Select a Document Folder You have the ability to associate a project with a Document Folder that resides on the Document Manager. To associate a project with a Document Folder, click on the drop down menu and either create a new Folder or choose from an existing Document Folder. This is an optional feature. Select Account Link As a result of being a native application to each platform, DreamTeam allows you to link your project to any Account within your Org/Workspace. To link your project to an Account, simply click on the magnified glass and select the Account you want to link the project to. Then click the Select button. Select Opportunity Link - As a result of being a native application to each platform, DreamTeam allows you to link your project to any Opportunity within your Org/Workspace. To link your project to an Opportunity, simply click on the magnified glass and select the Opportunity you want to link the project to. Then click the Select button. Page 9 of 151

10 Select Project Type You have the ability to select a Project Type. A project type can be used to group or categorize projects. (Ex: Marketing Projects) The Project Type is a customizable picklist that can be edited. Please refer to the Support Wiki for documentation regarding customizing these picklists. Set Defaults You can also click on the Set Defaults button (located at the bottom of the dialog) to set defaults for future projects. By clicking this button, DreamTeam will remember the default settings and apply them to all new projects that are created. C. The second step of the New Project wizard is the Add Resources dialog. Here you can enter the following resource properties: Page 10 of 151

11 Search for Team Members You can search for Team Members that they would like to add as resources to the project. By clicking on the drop down list in the top left corner users can search by User Name, Contact Name, Project & Task and Resource Skill Type. Search For Team Members by Name You have the ability to search for individual or multiple resources by name. Simply select the appropriate resource type (User or Contact) and then type the name of the resource and click the search button. Users can type the word All to capture all of the Users and Contacts if desired. Add Capital Asset By clicking on the Add Capital Asset button, you can add a Non-Human resource that they would like to track the cost or utilization of during the course of the project. Skill Attributes - On the right hand side of the screen there are two picklists containing pre-populated Skill Types and Skill Levels. These picklists are completely customizable. Page 11 of 151

12 Cost Attributes To manage costs and revenues for the project, DreamTeam allows you to allocate cost rates and attributes to each resource. Cost rates and attributes are described in detail in a later section of this document. Description A small description text box is available for additional notes. Simply click in the box to enter a description. Set Defaults You can also click on the Set Defaults button to set defaults for future projects. By clicking on this button, DreamTeam will remember the default settings and apply them to all new projects that are created. D. The third and final step of the New Project wizard is the Notification dialog. Here you can notify all Selected Team Members that they have been added as a resource to the project. You can select from the following notification properties: Page 12 of 151

13 Send The first notification option allows you to notify all Selected Team Members by sending them an through the embedded Web Services option. Outlook The second notification option allows users to select the Outlook option. This will automatically launch a Microsoft Outlook template that can be customized. Create a To Do The last option is Create To Do. This enables you to create a non-project task. To Dos are tasks that are complimentary to the project that can be viewed on the Project Calendar. (Note: If you are using the Salesforce.com platform, a To Do is a Salesforce task.) 2. Duplicate an existing project or create a project template The second way to create a project is to duplicate an existing project or create a project template. If the sub tasks of your projects are similar for each project, you might want to consider creating a project template. A project template is a collection of default settings such as tasks and resources that are used on all projects. To create a project template, simply create a new project and add the appropriate tasks and resources. Once the template has been created, simply follow the instructions below to duplicate the project: 1. Select the project template from the Projects drop down menu. (Located just beneath the More Apps Menu) Page 13 of 151

14 2. Click on the Project Menu and select the Duplicate Project command 3. Once Duplicate Project is selected, the Enter name dialog box will appear. Here the user must give the new project a new name and then click OK. 4. Once the Ok button is clicked the project will be duplicated. Page 14 of 151

15 3. Import a project file into DreamTeam via CSV or Microsoft Project The final way to create a project is to import a project file into DreamTeam from a different application. You can import project files into DreamTeam from the following formats: A. Import project via csv file DreamTeam allows you to import project files from MS Excel in a csv format. To import a profile file in a csv format: 1. Simply click on the Project menu and select the Import CSV Data command. 2. Once selected, the Open Text File dialog box will appear. Here you can select the csv file they want to import. 3. Next the project file will upload seamlessly into DreamTeam. Note: All imported csv files must have the exact column format as a DreamTeam project or else you will have difficulty importing the file into DreamTeam. Page 15 of 151

16 B. Import from Microsoft Project DreamTeam also enables you to import project files from Microsoft Project. To import a Microsoft Project file into DreamTeam: 1. Simply export the file out of Microsoft Project as a XML file. 2. Next, select the Import Microsoft Project command from the Project Menu 3. Once selected, the Open Text File dialog box will appear. Here you can select the MS Project file they want to import. 4. Once you click the Open button the selected project file will upload seamlessly into DreamTeam. Note: All resources assigned to an imported project file are imported into DreamTeam as a Capital Asset, and must be adjusted to the appropriate resource type after being imported. Page 16 of 151

17 Managing Resources: Addition and Allocation Resources are generally defined as people, equipment and materials used that contribute to the completion of the tasks on a project. Identifying and allocating the proper resource is critical to achieve the goals of the project. DreamTeam enables Project Managers to easily manage their resources on both the project and task levels. DreamTeam currently, supports three different types of resources including: Users A User is a resource who belongs to the Company s Org or Workspace, which has the appropriate login credentials and license to access DreamTeam on that platform. Users have complete access to all five applications and can be shared across multiple projects. Contacts A Contact is a catch all for other resources. A contact can be a customer, partner, contractor, or anyone who does not have a DreamTeam license that you want to allocate to the project. Contacts are primarily used as place holders for external resources that are allocated to the project. Note: On Salesforce.com, the resource must first be added as Contact in the Salesforce Org. For all other platforms, resources must be added in the Database application that is accessible from the More Apps menu. Capital Assets A Capital Asset is usually a non-human resource that you want to track the cost or utilization of during the course of a project (e.g., a laptop). A Capital Asset can also be used to manage a team or a group of resources. Page 17 of 151

18 Adding Multiple Resources to Multiple Projects DreamTeam now allows Project Managers to easily manage their resources and assign them to multiple projects from one dialog box. The Manage Resource Pool command has been added to the Resource Menu. This feature allows you to easily select multiple resources (Users, Contacts and Capital Assets) and assign them to multiple projects at the same time. To use the Manage Resource Pool feature, simply follow the directions below: 1. Click on the Resource Menu and select the Manager Resource Pool command 2. Once selected, the Manage Resource Pool dialog box will appear. Here is where you can select the desired resource(s) that are assigned to the current project in the box on the left and then select the project(s) that you want to assign them to from the box on the right. Page 18 of 151

19 Projects that appear in the Other Projects box that are displayed in bold have a resource name that matched the selected resource. This means that this particular resource is already a resource on that project. Projects that appear in the Other Projects box that are displayed in gray have a resource that conflicts with one of the selected resources. This means that there already is a resource with that name but it could be a different resource type. 3. Once you have selected the projects you want to assign the selected resource(s) to, click the Assign button. Page 19 of 151

20 Adding Resources to a Project Upon creating, duplicating or importing a project into DreamTeam, you must first add the desired resources to the project. Adding a resource to project can be done at any time and is very easy to do. Allocating resources to a project can be accomplished in DreamTeam in the following ways: 1. Manually add a resource to a project 2. Add a resource to a project from a Resource Pool 1. Manually add resources to a project The first way to add a resource to a project is to manually search for and add each resource. The second step in creating a project is to add resources to the project. To manually add a resource to a project: 1. Select what type of resource you want to add (User or Contact) from the Search for Team Members drop down menu in the upper left corner of the dialog box. You can also add resources by Project and Task and by Resource Skill Type from this drop down menu as well. Page 20 of 151

21 2. Next, type the name of the desired resource in to the search box and click the search button. To obtain all of the Users or Contacts in your Org/Workspace simply type the word All in to the search box and click the search button. You can also use an * or? as additional search options. Note: To add a Capital Asset, simply click on the Add Capital Asset button on the bottom of the dialog box. This will return a list of all of the resources associated with the resource type selected. Once the resource names are populated, select the ones you want to add to the project from the Found Team Members box and then click the green arrow to move them to the Selected Team Members box. Page 21 of 151

22 3. Once you have added the resources to the Selected Team Members box, you can then assign both skill and cost attributes to each resource directly in the dialog box. Once you are finished click the Next button to proceed to the notification screen. 2. Add a resource to a project from a Resource Pool - The second way to add a resource to a project is to select them from a Resource Pool. In order to make this process as easy as possible, a recommended best practice is to create a project titled Resource Pool that contains all of the Resources with their skill and cost attributes prepopulated. To create a Resource Pool: 1. Create a new Project by selecting New Project from the Projects drop down menu Page 22 of 151

23 2. Once selected, the three step Project creation wizard will appear. Give the project the name a name with Resource Pool in the title. 3. Click the Next button to proceed. 4. Next, click on the drop down menu in the upper left corner under Search for Team Members and select By User Name to add Users and By Contact Name to add Contacts. Page 23 of 151

24 5. Once you have selected the resource type, type the name of the resource in the Search for box on the left and then click the Search button. To add all Users and Contacts, simply type the word All in the search box and click the search button. This will populate a list of all of the users and contacts in the Found Team Members box. Note: If you type the word All when adding Contacts, DreamTeam will populate a list of all of the Contacts in your Org/Workspace. It is recommended when adding Contacts to search for the resource individually. 6. Once you have added the resources to the Selected Team Members box, you can then assign both skill and cost attributes to each resource directly in the dialog box. Once you are finished click the Next button to proceed to the notification screen. Page 24 of 151

25 7. Once you have created your Resource Pool, to add multiple resources to a project simply click on the drop down menu under Search for Team Members in the upper left corner of the dialog and select By Project & Task. This will populate all of the resources from the Resource Pool with their skill and cost attributes already intact. Page 25 of 151

26 Creating and Scheduling Project Tasks At its core, a project is a set of tasks. Each task represents a piece of work that must be done to complete the project. Tasks can cover a wide range of durations and should be ordered in sequence to the steps necessary to complete the project. The structure of the task list will determine the depth of the project plan. It is here that the user determines the depth of the project plan. DreamTeam provides the ability to break projects into phases making it easier to track each piece individually. Each phase of the project should start with a Summary Task that enables the user to see the progress of that phase. In order to have all of the phase s rollup to a Master Level view, you must use the indent feature with each Summary Task. DreamTeam enables you to create three types of tasks. These tasks can be created in any order, it is recommended to start each project phase with a Summary Task. The three types of tasks supported include: 1. Summary Task A Summary Task is a parent task that inherits the characteristics of all of the subtasks that fall beneath it. The Summary Task summarizes the earliest start and the latest finish date of the subtasks it inherits. It also summarizes the completion percentage of these subtasks. 2. Subtask Subtasks are the working tasks that comprise a project. Each subtask has a start date, an end date and a duration which dictates the length of the task. Users can easily create dependencies by linking subtasks to other subtasks on the project. Linking of tasks is described in detail later in this document. 3. Milestone Milestones are subtasks that serve as a reference point that marks a major event during the course of the project and is used to monitor the progress of the project. Milestones have zero duration and can be created to represent an external task (i.e., a user can create a milestone to designate the completion of contract signage.) Milestones are displayed as diamonds on the Gantt chart. Creating and scheduling a project task is easy to do in DreamTeam. You can create and schedule tasks in a number of ways including: 1. Create and schedule a project task from the Task Properties 2. Create and schedule a project task on the Index 3. Create and schedule a project task on the Gantt chart Page 26 of 151

27 1. Create and schedule a project task from the Task Properties The first way to create and schedule projects tasks is through the Task Properties. The Task Properties enables you to easily create and schedule project tasks in the following two ways: A. Access the Task Properties by right clicking on the Index and selecting New Task from the menu The first way to create a task is to right click on the index and select the New Task command from the menu. Once selected, the Task Properties dialog will appear. Here the user can populate the following properties to create the task: Task Name Give the task a name. It is recommended that the name be related to the topic of the project. Page 27 of 151

28 Type Users can add a Priority Type by selecting the priority level from the drop down menu in the top left corner of the dialog box. Task Description Users can add a Task Description by simply clicking into the Task Description box and typing the description. This description is stored in the Task Properties. Resources Here is one of the places that a User can add a resource to the task. Simply, click on the plus button to add a resource, the pencil to edit a resource and the minus button to remove a resource. Links Here a user can easily link the task to another task by either clicking the drop down menu and selecting the desired task or simply typing the index number of the selected task in the Links box. Indent Here a user can add an indention to a task name. The indention dictates the spacing of the task name. Page 28 of 151

29 Subtask Here a user can indicate if the task is a Summary Task or a Subtask. By checking this box, this signifies that the task is either a subtask or a milestone. Un-checking the box will create a Summary Task. Billable Here a user can indicate if a task is billable or not. Note: If a task is marked as billable, a Revenue figure will be calculated and displayed in the Reports module. Constraint Here a user can add a constraint and Constraint Date to a task. Users can select from the following list of constraints: Completion Here a user can set the task completion by dragging the scroll bar across to the appropriate completion percentage. Task Approval Users can set the task approvals for the individual task by clicking on the clipboard icon. Task Approvals is described in detail later in this document. Page 29 of 151

30 Task Dependency Users can select from one of the following three task dependency options determining the scheduling of the task. 1. Work The most common way to schedule time is using the work dependency. Work is the default task dependency. Work is simply a number of hours, days or weeks that you are going to book the resource to complete the task. (Ex: A task that has duration of 3 days that will fully book the resource for 8 hours each day.) 2. Units Units is an amount of work spread out evenly over the duration of a task. (Ex: 8 hrs. of work with a duration of 2 days. 4 hrs. /day for 2 days) Using the Units task dependency will calculate a utilization percentage to each resource displayed in parentheses next to each resources name. 3. Duration Duration is an amount of work divided equally among the resources allocated to the task. Duration is calculated dynamically based on the resource availability. (Ex: Say three resources are allocated to a task. The first two resources can complete their portion of the work in the first 4 hours of the task. However, the third resource was not able to complete their portion for 2 days. As a result, the task would extend 2 days until the third resource can complete their portion of the task.) Page 30 of 151

31 Set Defaults Users can easily set the defaults for future tasks by clicking on the Set Defaults button. Once set, DreamTeam will apply the default to all new tasks that are created. B. Click on the Task Menu and select the New Task command - The second way to create a task is by clicking on the Task Menu and selecting New Task. Once selected, the Task Properties dialog will appear. Here the user can populate the same properties listed above. Page 31 of 151

32 Allocating Resources to a Project Task Once resources have allocated to the project, you can begin to assign these resources to specific tasks on the project. The goal is to assign the proper resource to the task. To help accomplish this goal, DreamTeam provides a number of resources aimed to make resource allocation easier. These options include: 1. Allocate a resource from the Task Properties 2. Use the Assign Resource feature 3. Use the Replace Resource feature 1. Allocate a resource from the Task Properties The first way to allocate a resource to a project task is from the Task Properties dialog. You can easily add resources to a task by clicking on the plus sign icon directly above the Resources box. Once selected, the Add Resources dialog appears with a list of the resources on the left and the Micro Level Resource Availability Calendar in the top right, and three drop down menus in the top left. Page 32 of 151

33 These three drop down menus, allow you to filter by Skill Type and Skill Level if desired, as well as the ability to select the contents displayed in the Micro Level Resource Availability Calendar on the right. The Micro Level Resource Availability calendar displays resource utilization through color coded boxes. Each box contains a list of project tasks and a list of events that you can see which displays the resources availability. In the top left, the third drop down menu allows you to decide whether to display project tasks only, events only or both. Note: The events discussed above can be viewed and created in the Project Calendar. If you are using the Salesforce platform, these events are Salesforce events. All project tasks are displayed in blue, while all events will be displayed in purple. Clicking on the blue box will display the project, task, hours and utilization percentage for each day. Page 33 of 151

34 While clicking on the purple box will display the subject, location and duration of the event. The resources dialog box on the Task Properties also enables you to edit resources from the task by clicking on pencil icon and remove resources from the task by clicking on the minus sign icon. When clicking on the minus sign icon, the following dialog box will appear prompting you to select the resources that you want to remove from the task. Simply select the desired resource and then click the Delete button. Page 34 of 151

35 2. Use the Assign Resources feature The second way to allocate resources to project tasks is by using the Assign Resources command. Accessible by either right clicking on the specific task on the index or by clicking on the Resource menu, the Assign Resources command enables you to easily assign multiple resources to multiple tasks. Once selected, the Assign Resources to Tasks dialog box will appear. Here you can select the desired resources in the first box and the tasks you want to allocate them to in the second box. Once the resources and tasks have been selected, then you must choose from one of two allocation options: 1. Replace all current assignments Selecting this option will replace the existing resources with the selected resources on the selected tasks. 2. Merge with current assignments Selecting this option will merge the new resources with the existing resources already on assigned to the task. Page 35 of 151

36 3. Use the Replace Resource feature The third way to allocate resources to a task is by using the Replace Resources command. Accessible through the Resources Menu, the Replace Resources command enables you to easily replace and reallocate a resource with a different resource to an individual or multiple tasks. Page 36 of 151

37 Managing Projects Once a project has been created, the next step is to manage each aspect of the project. This section discusses features that assist you with managing the other aspects of the projects. Topics discussed include project ownership, project visibility, task management, sharing projects, printing options, issues & risks management, archiving projects and more. Changing Project Ownership The user that created the project is considered the Project Manager according to DreamTeam. Being the project owner allots certain capabilities to the Project Manager including: the ability to delete a project, delete a task and approve or reject time and expense entries. The current owner of the project is the only person able to change the ownership of a project. Once ownership of the project is changed, so does the ownership of all of the tasks on that project. Note: Any new tasks created after ownership is changed, is owned by the creator of the task. To change ownership of a project: 1. Select the desired project and then click on the Project Menu and select the Change Owner command 2. Once selected, the Change Owner dialog box will appear, displaying the project owner s name in the box on the right. Simply select the new owner and click change. Page 37 of 151

38 Managing Project Visibility Project Managers can dictate project visibility of the users that are assigned to the project. These settings apply to the Project Manager, Project Calendar, Project Reporter and Timesheet Editor Applications. The Project Manager is the only person who can set these visibility settings. To set Project Visibility settings: 1. Select the desired project 2. Click on the Projects Menu and select the Project Visibility command. 3. Once selected, the Project Visibility dialog box will appear for the selected project. Here the Project Manager can choose which users they want to provide read and or write access to the project. To remove project visibility, simply uncheck the box next to the users name. Once visibility is removed, the user will not be able to see that project and any tasks on that project. Page 38 of 151

39 Managing Project Tasks Project plans are always in a continuous state of adjustment and change. As a result of all of these moving parts, DreamTeam provides you with a number of ways to easily manage tasks on a project including: 1. Linking project tasks 2. Mass Update 3. Edit Tasks from Task Properties 4. Edit Tasks directly from Index 5. Edit Tasks directly on Gantt chart 6. Setting Task Completion 1. Linking project tasks DreamTeam enables you to easily link tasks that are dependent upon other tasks. You can link tasks either in the Task Properties by clicking on the drop down menu next to the Links box and selecting the task they want to link it to. Or simply by typing the index number of the task they want to link it to in the box titled links. You can also link tasks together directly on the Gantt chart by holding the mouse down on the first task and then dragging a line to the second task and letting go. If the link is successful a green arrow will appear. Page 39 of 151

40 Lastly, you can also create a more advanced link. You can create a Lead Formula to have the task begin a number of days after the completion of the first task; or a Lag Formula to have the task begin prior to the completion of the first task. 2. Mass Update You can easily edit an individual task or multiple tasks through the Mass Update command from the Tasks Menu. Here you can easily edit multiple tasks simultaneously. Once selected, the Task Properties: Multi-Task Update dialog box will appear. The following Task Properties can be edited: Page 40 of 151

41 Type- You can change the Priority Type by clicking on the drop down menu next to Type and selecting the appropriate type. Change Approvals You can easily change the Task Approvals for individual or multiple tasks by checking the Change Approvals box and then clicking on the clipboard to make the appropriate changes to the Task Approvals. Links You can easily Add or Replace existing link by selecting the task and then selecting the appropriate option. Indent You can easily Add, Subtract or Replace an indention by selecting the task and then selecting the appropriate option. Billable - You can easily determine if a task is billable or not by selecting the task and then selecting the appropriate option. Page 41 of 151

42 Constraint You can easily add a task constraint by selecting the appropriate constraint from the drop down menu and then adding the appropriate time and date. Complete You can easily set the completion percentage for an individual task or multiple tasks. Simply uncheck the No Change box and set the completion percentage accordingly. Dependent You can easily change the dependency for multiple tasks by simply selecting the appropriate task dependency. 3. Edit Tasks from Task Properties You can also edit tasks from the Task Properties. Simply select an individual task, and select the Task Properties. From within the Task Properties, you can edit the following properties: Page 42 of 151

43 Task Name You can adjust the task name. Type You can add a Priority Type by selecting the priority level from the drop down menu in the top left corner of the dialog box. Task Description You can add a Task Description by simply clicking into the Task Description box and typing the description. This description is stored in the Task Properties. Resources You can add, edit or remove a resource to or from the task by selecting the appropriate button. Links You can easily link the task to another task by either clicking the drop down menu and selecting the desired task or simply typing the index number of the selected task in the Links box. Indent You can add an indention to a task. Page 43 of 151

44 Subtask You can indicate if the task is a Summary Task or a Subtask. By checking this box, this signifies that the task is either a subtask or a milestone. Un-checking the box will create a Summary Task Billable You can indicate if a task is billable or not. Note: If a task is marked as billable, a Revenue figure will be calculated and displayed in the Reports module. Constraint You can add a constraint and Constraint Date to a task. You can select from the following list of constraints: Completion You can set the task completion by dragging the scroll bar across to the appropriate completion percentage. Task Approval You can set the task approvals for the individual task by clicking on the clipboard icon. Task Approvals is described in detail later in this document. Dependency You can select from one of the following three task dependency options. The dependency is what determines the scheduling of the task. Page 44 of 151

45 4. Edit Tasks directly from Index DreamTeam enables you to easily edit tasks directly from the Index as well. From the index, you can make the following edits: A. Edit the Task Type You can edit the task type by either un-checking the task to make it a Summary Task or keeping it checked to designate a subtask or milestone. B. Edit the Task Name You can edit the Task Name by simply clicking on the task name and then making the appropriate changes and clicking enter. C. Edit the Duration You can edit the duration by simply clicking in the duration column and making the appropriate change. The user can use shortcuts like +3d to add 3 days if desired. Page 45 of 151

46 D. Edit the Start Date You can edit the start date of a task either by clicking on the column and manually changing the start date or by clicking on the Calendar Icon and selecting the desired date. E. Edit the End Date - You can edit the end date of a task either by clicking on the column and manually changing the end date or by clicking on the Calendar Icon and selecting the desired date. F. Edit Links You can edit a link by either removing the existing link or adding a link to the link column on the index. G. Edit Complete Percentage - You can edit the completion percentage by either removing the existing percentage or typing the correct completion percentage in to the Complete column on the index. Page 46 of 151

47 H. Edit Index Columns You can easily edit the columns displayed on the index by right clicking on the index and selecting Select Columns. Once selected, the Select Columns dialog box will appear. You can easily add, remove and reorder the columns to create the desired column layout. 5. Edit Tasks directly on Gantt chart Lastly, you have the ability to edit tasks on the Gantt chart as well. You are able to edit the following properties on the Gantt chart: A. Edit Task Duration You can easily edit the duration of a task by dragging the task either forwards to extend the task duration or backwards to decrease the task duration. Original Task Page 47 of 151

48 Extended Task Reduced Task B. Set Task Completion You can also easily set the Task Completion on the Gantt chart by clicking on the left side of the task and then dragging the bar across the task from left to right changing the color from pink to blue. Active Task Completed Task Page 48 of 151

49 6. Setting Task Completion DreamTeam enables you to easily Set Task Completion in a couple of ways including: A. Set Task Completion on the Gantt chart B. Set Task Completion from the Task Properties C. Set Task Completion on the Index D. Provide permission for a resource to set task completion on the Project Calendar. A. Set Task Completion on the Gantt chart You can also easily set the Task Completion on the Gantt chart by clicking on the left side of the task and then dragging the bar across the task from left to right changing the color from pink to blue. Active Task Completed Task Page 49 of 151

50 B. Set Task Completion from the Task Properties You can set task completion from the Task Properties by dragging the scroll bar across the screen to the desired completion percentage. C. Set Task Completion on the Index You can set task completion directly on the index by simply typing the completion percentage number into the Complete column. Before After Page 50 of 151

51 D. Provide permission for a resource to set task completion on the Project Calendar. By clicking on the clipboard icon on the Task Properties, the Project Manager is also able to provide permission to resources to set task completion on the Project Calendar. Once selected, the Task Approvals dialog box will appear. Here the Project Manager can select from one of the following options: Anyone Any team member on project Any team member on task One particular team member Nobody Page 51 of 151

52 Once given permission, the resource can go to the Project Calendar and set task completion in one of the following two ways: 1. Dragging the scroll bar across The resource can click on one of the tasks assigned to them and drag the scroll bar across the dialog box. 2. Checking the box on the List View - The resource can also set task complete by checking the box on the far right side of the List View. Page 52 of 151

53 Sharing Projects through Active Links Possessing the ability to share project data and progress is essential for Project managers. Through a feature called Active Links, DreamTeam enables Project Managers to create read only project portals for you outside of their organization; thus enabling customers and vendors to easily view and keep abreast of the status of the project. To share a project: 1. Select the specific project that they would like to share 2. Click on Project Menu and select the Share Project Link command. 3. Once selected, the Share a Project Link dialog box will appear. Here you must complete the following properties: Page 53 of 151

54 Login Credentials First you must enter their password in the Login Credentials box in the top left corner. Note: If you are using the Salesforce.com platform you must add your Security Token to the end of your password, or you can add the following IP Address to your supported IP Addresses in Salesforce Security Controls: Security Features- The box underneath the Login Credentials box enables you to require a password needed for access to the link and also the ability to set the expiration to the Link. Delivery Options The next step is to select the desired Delivery Options. You can choose from the Web Service , Microsoft Outlook or Copy to Clipboard Subject You have the ability to customize the Subject line of the link You can add multiple address in the box. Page 54 of 151

55 Message The message area enables you to customize the outgoing message. Note: Do not remove the link from the message box. Send Now To send the link, simply click on the Send Now button and the link is sent. Once the is sent, the end user will receive an with a link on it. The end user must click on the link, upload an Active X Control and then they will be able to see the Read Only view of the selected project. An example of the is below. Page 55 of 151

56 Managing Shared Project Active Links Once you have created shared links of your projects, DreamTeam allows you to easily manage those Active Links through the Manage Project Links command located in the Projects Menu. Once selected, the Previously Shared Links for Project Manager dialog box will appear displaying the following information regarding the shared links: Subject The subject of the Active Link is displayed here. Page 56 of 151

57 To The address the link was sent to be displayed here. Created On The date the link was created is displayed here. Expires On The expiration date assigned to the link is displayed here. Last Visit The last time the end user looked at the link is displayed here. Hits The number of times the end user accessed at the link is displayed here. Page 57 of 151

58 Printing Options DreamTeam provides you with a number of different ways to bring your project data out visually through three print and export options. In addition to sharing a project using an Active Link, DreamTeam enables users to bring their project data out visually as well. By selecting the Print Project command from the View Menu, the Project Print & Export dialog will appear. Here users can select from on the following options to bring their project data out visually: Print Single Selecting the Print Single option will print a small project out on a single page. Print Multiple Selecting the Print Multiple option will print a large project out to multiple pages so the user can assemble it offline. Save Picture Selecting the Save Picture option enables the user to save the project as a JPEG, BMP, GIF or Photoshop file which can then be added to an or a PowerPoint. Page 58 of 151

59 Issues/Risks, Action Items & Highlights All projects are challenged by issues and risks. It is inevitable that things happen during the course of a project. There are some that can be controlled and others that cannot. DreamTeam enables users to easily manage any Issues & Risks that occur during the course of the project. In addition, users have the ability to create Action Items to address any issues and risks that occur. Issues and Risks can be added to both the project and task level. DreamTeam also enables resources to create and log Highlights associated with the project. Adding Issues & Risks, Action Items and Highlights to your project and task is easy to do. Issues & Risks To create an Issue or Risk, navigate to the project and task properties and click on the Issues / Risks button. Once clicked, the Issues /Risks for Project dialog will appear. Here users can log any issues & risks that they encounter during the project. Page 59 of 151

60 To log a new issue or risk follow the instructions below: 1. Click on the New button in the bottom left, and then complete applicable sections. On the right hand side of the dialog box is where users can select whether it is an issue or a risk, the status of the issue/risk, in addition to setting the priority and severity levels. The issue or risk can be assigned an Owner by clicking on the magnified glass on the right and selecting the appropriate owner. You can also enter an Issue Raised Date and a Resolved by Date from the dialog. Action Items - In order to manage these issues and risks, users can create Action Items and assign ownership to assist in the tracking of the Issue or Risk. Action Items can be created by clicking on the Action Item button in the bottom left corner of the Issues & Risks dialog box; Page 60 of 151

61 Clicking on the Action Items button in the Task Properties or by right clicking on a task on the index and selecting the Action Items command from the popup menu. Once selected, the Action Item for Issue or Task dialog box will appear where you can create the Action Item. This dialog allows you to select an Owner, set the Due Date and Status as well from the panel on the right. Page 61 of 151

62 Highlights Users can also add Highlights to the project. A Highlight is an event whether positive or negative that the user wants to report on. (Ex: a highlight could be that the project was completed early and under budget.) To add a Highlight to a project: 1. Click on the Project Menu and select the Project Properties. 2. Once in Project Properties, click on the Highlights button. 3. Once selected, the Project: Highlights dialog box will appear. Here you can create new highlights and save them by selecting the appropriate button. Page 62 of 151

63 Managing your Project View DreamTeam enables users to dictate and manage the projects they want to add to their project view. Note: The Project View is set based on the local computer so it is recommended to edit your project view if you are using DreamTeam on multiple computers. To manage your project view: 1. Navigate to the top left hand corner of the screen 2. Click on the Project drop down box which contains all of the active projects in the users project view. 3. Click on the drop down menu and select from the following three options: 1. Selected Projects 2. Filter Projects 3. All Projects Select Projects The first option is Select Projects. Choosing the Select Projects command will open the Select projects dialog box. Here you can select which projects you want to add to your project view. To add the projects you want to add to your project view: 1. Select the desired project from the Found Projects dialog box Page 63 of 151

64 2. Next click on the green arrow to move these projects to the Selected Projects and then click Select. You can also remove projects from your project view by performing the opposite. 3. The click the Select button to return to the Index In addition, you can also search for specific projects by typing the name in the search dialog on the left. Users can search by Project Name, Project Type, Creation Date, Modification Date, Project Owner, and Project Creator and by Project Modifier from the Search for Projects drop down menu in the top left of the dialog box. Users can edit their project view at any time. Page 64 of 151

65 Filter Projects The second option is Filter Projects. DreamTeam allows you to filter for specific project criteria. 1. Simply select the Filter Projects option 2. Then create your desired filter 3. Click the Filter button when done All Projects The third and final option is to select All Projects. This will automatically add all of the projects in your Org/Workspace into your project view. Page 65 of 151

66 Managing Archives Once a project has been completed, users can easily archive a project to open additional room for new projects. There are no limits as to how many projects can be archived. Note: Only active projects can be reported on through the Project Reports. To Archive a project: 1. Click on the Project Menu and select the Manage Archives command. The Manage Archives dialog box will appear with a list of Active Projects on the left and Archived Projects on the right. 2. Select the project to be archived from the Active Projects box 3. Click the green arrow to move it to the Archived Projects box and then click OK. Page 66 of 151

67 To Activate an Archived Project: 1. Select the project from the Archived Projects box 2. Click the blue arrow to activate the project and then click OK. Page 67 of 151

68 Establishing Project Baselines Before the user starts tracking project tasks, they may want to establish a baseline to be able to compare any changes made to tasks during the course of the project. A baseline is a number of reference points (start date, end date) that can be set to record the original project schedule. As adjustments are made to the project, establishing a baseline will enable the user to measure these adjustments. To establish a baseline, simply select the desired project and then select the Establish baseline command from the Project Menu. Once selected, the Establish baseline dialog box will appear confirming that the user wants to establish a baseline. To view the baseline and all changes made, simply check the box titled Show Baselines located next to the Projects drop down menu and a gray shadowed area will appear displaying any changes that were made to tasks during the course of the project. Page 68 of 151

69 Collapse and Un-Collapse Summary Tasks Similar to Microsoft Project, DreamTeam allows you to collapse and un-collapse Summary Tasks directly on the Gantt chart. Collapsing Summary Tasks allows you to display the Summary Task and not the sub tasks. To collapse or un-collapse a Summary Task Page 69 of 151

70 Customizing a Project To assist you in tailoring the project display to meet your needs, DreamTeam allows you to customize certain aspects of the application. You can add custom fields to the DreamTeam Custom Objects, which can then be displayed on the Index. There are five picklists in DreamTeam that can be customized to meet the customer needs. These five picklists include: Project Type The Project Type allows you to group projects together for classification and reporting purposes. Project Type is selected on the Project Properties. Ex: You can group all Marketing related projects together and then report on them from the Project Reporting module. Skill Level A Skill Level can be assigned to each resource on a per project basis from the Resource Properties. Skill Type You can assign a specific Skill Type associating that resource for a specific job title. Task Type The Task Type is displayed on both the Time & Expense modules. You can select the task type when logging time or expenses on the Timesheet/Expense menus on the Calendar. You also have the ability to customize the columns on the Index. To customize the column display on the Index, simply right click on one of the Column titles and choose Select Columns from the popup menu. Page 70 of 151

71 Once selected, the Select Columns dialog box will appear. Here you can add, remove and reorder the columns displayed on the Index. In addition, any custom fields added to the DreamTeam Task custom object can be added as columns on the Index. All custom fields will appear in bold in the Select Columns dialog. Lastly, you can populate the default fields by clicking on the Default button if desired. Three fields have been added to allow you to display if a task has an Issues & Risk, Action Item or Threaded Discussion tied to it. By adding the Has Action Items, Has Issues/Risks and Has Discussions fields to the Selected Task Fields box that will add three columns to the index that will display these components in columns on the index. Page 71 of 151

72 Collaboration Tools From the ability to share a project mentioned earlier, to notifying resources about projects, tasks, DreamTeam provides a number of collaboration tools to assist you in managing your projects. One of these tools is the ability to add a Threaded Discussion to a project or task. A Threaded Discussion enables the Project Manager or any project team member to initiate a conversation regarding a specific topic. To create a Threaded Discussion, simply select a task from the index and right click on that task, and select the Threaded Discussion command from the menu. Once selected, the Threaded Discussion dialog will appear. Here you can easily add new topics, post replies to, edit and delete exiting topics right from the dialog. In addition you can notify other team members by clicking on the envelop icon in the top right of the dialog. You can also copy Threaded discussions by clicking the Copy button and paste the contents into a word document if you want. You can also see if a task has a Threaded Discussion tied to it from the column on the Index. Page 72 of 151

73 Project Calendar The second application is the Project Calendar. Accessed from the More Apps menu, the Project Calendar is where project participants go to see the project tasks they have been assigned to, any issues & risks, action items and highlights that they have created and more. The Project Calendar is a participant cockpit enabling users to easily view and manage their individual activity and project schedule. The Project Calendar consists of six menus to assist users with managing their project schedule, in addition to logging time and expenses against the project tasks they are assigned to. These six menus include: Full Screen Allows users to view the Calendar, Timesheet and Expense modules in a full screen view. (Only applicable on Windows computers) More Apps The More Apps menu enables users to easily navigate between the five applications. Calendar The Calendar menu displays all of the user s project tasks, issues & risks, action items, highlights, to dos, and events in one of four different views including Day, Week, Month and List Views. Timesheets The Timesheet menu is where users can log any time against project and tasks that they have been assigned to. Users can also link those timesheets to a Case, Account and Opportunity. Expenses The Expenses menu is where users can log any expense against project and tasks that they have been assigned to. Users can also link those expenses to a Case, Account and Opportunity. Support The Support menu is where users can access the various support options including Live Chat, Call Support, Training Movie, Product Support, License Manager and the Suggestion Box. Page 73 of 151

74 Calendar Attributes Upon first accessing the Project Calendar, the user is presented with the Month View, displaying a number of selected calendar attributes. Each attribute is color coded to depict a specific status. On the left hand side of the screen are a number of check boxes that allow users to add additional elements to their Calendar. The Calendar attributes include: Project Tasks Project Tasks displays tasks that the user has been assigned to on projects. Users can choose to display Non Started Tasks (displayed in Pink), In Process Tasks (displayed in Pink and Blue), Incomplete Tasks (displayed in Pink), Completed Tasks (displayed in Blue) and All Tasks. Issues/Risks Issues and Risks displays any Issues & Risks the user created and added to projects and tasks. Issues & Risks are displayed in dark red on the Calendar. Users can choose to display Not Started Issues/Risks, In Progress Issues/Risks, Unresolved Issues/Risks, resolved Issues/Risk and All issues/risks. Page 74 of 151

75 Action Items Action Items displays any Action Items the user created and added to projects and tasks. Action Items are displayed in green on the Calendar. Users can choose to display Not Started Action Items, In Progress Action Items, Incomplete Action Items, Completed Action Items and All Action Items. Highlights - Highlights displays any Highlights the user created and added to the project. Highlights are displayed in yellow on the Calendar. To Dos To Dos are tasks that the user can create that are not project tasks, but more complimentary or additional tasks. To Dos are displayed in Orange on the Calendar. Events Events are meetings that can be added to the Calendar. These meeting can be project related. Events are displayed in Purple on the Calendar. More Users More Users enables users to see calendar attributes assigned to multiple users on the Calendar. Page 75 of 151

76 Calendar Views The Project Calendar provides users four different views of their calendar. These views include: Month View The Month View provides a 30/31 day calendar view of all project tasks, issues & risks, action items, highlights, to dos, and events. Users can select the Month View by clicking on the 31 icon on the top right of the screen. Week View The Week View enables provides a 7 day view of all project tasks, issues & risks, action items, highlights, to dos, and events. Users can select the Week View by clicking on the 7 icon on the top right of the screen. Page 76 of 151

77 Day View - The Day View enables provides a day view of all project tasks, issues & risks, action items, highlights, to dos, and events. Users can select the Day View by clicking on the 1 icon on the top right of the screen. List View DreamTeam also offers a List View similar to Microsoft Outlook that enables users to see all project tasks, issues & risks, action items, highlights, to dos, and events in a list format. To access the List View, simply click on the icon with lines on it located to left of the Day View icon. The List View allows users to drag and drop the columns so they can configure their desired view. In addition, if given permission by the Project Manager, the List View provides users the ability to set task completion by checking the check box on the far right side. Once checked, the task will be 100% complete. The List View can be seen in a Day, Week or Month format as well. Page 77 of 151

78 The List View allows users to easily sort the multiple columns simultaneously. To sort multiple columns, follow the instructions below: 1. Go to the Project Calendar 2. Click on the List View. 3. Once on the List View, right click on one of the column headers and select the Sort Multiple option. 4. Once selected, the Sort DreamTeam Task Fields dialog box will appear. Here you can select the fields you want to sort by and also if you want to sort them in an Ascending or Descending order. 5. Once you have finished choosing the fields you want to sort, click OK. 6. Once you click OK, the column headers will display a little triangle containing the sorting order Page 78 of 151

79 User Time Entry You can now effortlessly log all of project related time directly into the Timesheet Menu on the Calendar. You can easily log, save and submit all time entries all from one interface. You can log time on a daily basis or all at once. Timesheets can easily be linked to a Case, Account, and Opportunity and even to a Custom Object regardless of platform. To log time simply select the task, then click in the box of the appropriate day and enter the desired amount of time. Once you have entered your time, you are presented with of the following options: 1. Hit the right arrow key on your keyboard to log time for another day that week 2. Click the save button to save the time entered for that day 3. Check the submitted check box on the far right to submit the time entry 4. Click on the Description tab at the bottom of the screen to enter in a description, select a task type, and link the timesheet to a Case, Account, and Opportunity or to a Custom Object. (Note: In order to enter a description, or link the timesheet to one of the objects mentioned above, you must click on the time entry first, otherwise the Description tab will be grayed out. Once you have entered and submitted your time, the time is grayed out and can no longer be edited. Entries displayed in green means that the time has been approved, while entries displayed in red mean that the time has been rejected. Also note that there is a gray line at the bottom of the screen where you can see totals entered by day and week. Page 79 of 151

80 User Expense Entry Similar to logging time against a task on a project, DreamTeam also enables you to log any expenses you have incurred against a project. To log an expense, you must first click on the Expense Menu. Instead of hours, you are logging a monetary figure into the box of the appropriate day. Once you have entered your time, you are presented with a couple of options including: 1. Hit the right arrow key on your keyboard to log an expense for another day that week 2. Click the save button to save the expense entered for that day 3. Check the submitted check box on the far right to submit the expense entry 4. Click on the Description tab at the bottom of the screen to enter in a description, select an expense type, and link the expense to a Case, Account, and Opportunity or to a Custom Object. (Note: In order to enter a description, or link the expense to one of the objects mentioned above, you must click on the expense entry first, otherwise the Description tab will be grayed out. Once you have entered and submitted your expenses, the expense entry is grayed out and can no longer be edited. Entries displayed in green means that the expense has been approved, while entries displayed in red mean that the expense has been rejected. Also note that there is a gray line at the bottom of the screen where you can see totals entered by day and week. Page 80 of 151

81 Documents The third application is the Document Manager. The Document Manager is a rich web application with a desktop look and feel. This application has robust features for professional document collaboration including; check-in/out, lock-out of works in progress, versioning, bi-directional desktop synchronization, ad-hoc portals for users outside of the workspace, context sensitive shortcut menus, and advanced filtering functionality. The Document Manager consists of five menus that assist users with managing their folders and documents. These five menus include: Full Screen Allows users to view the Calendar, Timesheet and Expense modules in a full screen view. (Only applicable on Windows computers) More Apps The More Apps menu enables users to easily navigate between the five applications. Folders The Folders menu enables users to easily upload and download folders, create sub folders, share folders and synchronize folders. Documents The Documents menu enables users to easily upload and download documents, share documents, create new versions of a document, launch a document in its native application and more. Support The Support menu is where users can access the various support options including Live Chat, Call Support, Training Movie, Product Support, License Manager and the Suggestion Box. The Document Manager provides a new interface for managing documents and folders on all four platforms. All of the documents and folders are stored within the Platforms document storage facility. Page 81 of 151

82 Document Manager Views The Document Manager provides you with five views to look at the folders and documents including: Full Screen Mode The first view is in the Full Screen Mode. This enables you to take advantage of the entire screen real estate for viewing their document repository. To access the Full Screen Mode, simply click on the Full Screen button and the document manager will encompass the entire screen provide more real estate to work with. Icon/List View The second view is the Icon/List View. This provides you with two views to look at your documents including a List View and an Icon View. To switch between the List and Icon Views simply click on the icons on the top of the screen. To access the List View click on the Icon that displays four lines. To access the Icon View, click on the icon that displays six boxes. Forward/Backward Navigation By adding a pair of toggle buttons, the Document Manager allows for easy browsing between folders by clicking on the forward and backwards buttons. Filtered Views The Document Manager enables you to create a single or cascading set of document filters. To create a filter, simply click on the button in the top right corner of the screen and then increase or decrease the size of the filter by using the + and - icons to the right. You have the ability to create simple or complex filters and can search by project, by name, by size, and more. Tool Tip Views The final view is the Tool Tip View. By moving the mouse over a document or a folder, a small yellow dialog will appear displaying high level information including Name, Type, Last Modified Date, time and size. Page 82 of 151

83 Working with Folders The Document Manager enables you to easily create folders and manage the contents of these folders. To create a new folder, you must simply click on the Folders menu and select the New Folder command. Once selected, the New Folder dialog box will appear. You can simply give the folder a name and click save. It will automatically create a subfolder under the current highlighted folder. If you want to create a top level folder just click on create root folder checkbox prior to clicking save. You can always reorder folders later via drag and drop or unmake subfolder in the folder menu. The Document Manager provides a couple of simple ways for you to upload a folder. 1. The Document Manager allows you to easily upload entire folder/subfolder trees including all of its contents with a single click. Simply click on the Upload folder button at the bottom of the screen. Page 83 of 151

84 The following dialog will appear: Once selected, the entire folder will be uploaded, creating the subfolder tree, and loading all of the folders contents. 2. You can also upload a folder by selecting the Upload Folder command from the Folders menu. Here, the Browse for Folder dialog box will appear prompting you to select the folder you want to upload. Once selected, the folder and all of its contents will automatically be uploaded. Page 84 of 151

85 Working with Documents Working with documents is easy using the Document Manager. The application provides a number of effortless techniques to assist users in the creation and management of their documents. The Document Manager provides three simple ways for you to upload documents: 1. Via the right click menus in the documents pane when a folder is selected. 2. Via the upload document option in the Document menu. 3. Via the quick access button (upload: file) at the bottom of the screen Page 85 of 151

86 Once selected, the Upload Document dialog will appear. The default option is to upload the document from your desktop. Click the browse button to search for documents on your desktop. Once found, simply click the open button in the desktop browse dialog. At this point the document is pre-loaded. You can add keywords and a description if you like, rename, upload to a different folder, or just click save to upload. Note: On any of the desktop interoperability commands you may receive the following dialog prompting you to grant permission to upload the document: This is an extra security measure to confirm that your web folders will be interacting with your desktop folders for this command. Once you accept this by clicking grant, you will not be prompted with this dialog again unless there has been an upgrade to the application. Page 86 of 151

87 Once a document has been uploaded, you are provided with some powerful editing tools including: 1. Ability to launch virtual files in their associated desktop application 2. Document Versioning 3. Document Check-in/Check out 1. Ability to launch virtual files in their associated desktop application The first powerful editing feature is the ability to launch virtual files in their associated desktop application and make edits directly into the document. There are two ways to launch a document: A. Simply double click on the document and it will automatically launch into its associated desktop application. B. Right click on the document and select the open document command C. Once selected, the Open Documents dialog box will appear and then the document will open in its native application at which time the user can then make the appropriate edits to the document. Page 87 of 151

88 2. Document Versioning The second powerful editing tool is the ability to create multiple versions of a document. The Document Manager provides straight forward versioning. Once you are finished editing a document, simply save the changes and then exit out of the editing application (e.g. Word, Excel, PowerPoint, etc.). When you return to the document manager you will see the following dialog indicating that the document is ready to be uploaded: You now haves the opportunity to create a new version of the document by clicking on the make new version button, or replace the original document with the changes that you just made by clicking on the replace original button, or discard the changes made by clicking on the remove from list button. At any point you can close the dialog by clicking done or the red X in the top right of the box. You can also reopen this Launched Documents dialog box by clicking on the show open documents button located at the bottom right of the screen. You can also create a new version of the document using the by simply right clicking on the document in the main interface and selecting the make new version command. Page 88 of 151

89 3. Document Check in/check out A check in and checkout system has been added to the Document Manager. Once you launch a document, that document is considered checked out and does not permit other users to directly access the document. If a user attempts to open, delete, create a new version, replace, or synchronize a folder that has been checked out by a different user they will receive the following popup message: Below is a list of rules that manage the check in and checkout process. 1) Delete Document Users can delete a document that nobody has checked out. Users can delete a document that you have checked out. Users can NOT delete a document that someone else has checked out. 2) Replace Document Users can replace a document that you have checked out. Users can replace a document that nobody has checked out Users can NOT replace a document that someone else has checked out. 3) Make Child Version The ability to create a Child Version of a document is only allowed when parent and child document are both checked in. 4) Make New Version Users can make a new version of a document that you have checked out Users can make a new version of a document that nobody has checked out Users can NOT make a new version of a document that someone else has checked out. 5) Unmake Version The ability to unmake a version is only allowed when parent and child document are both checked in. Page 89 of 151

90 6) Open Document A document cannot be opened if someone else has it checked out. If a user already has the document checked out, they have the option to overwrite the current version or not. The Document Manager doesn't allow the user to check out two documents with the same name at the same time. Users can double click the Open Documents list to launch document with the associated application. 7) Document Properties Users can NOT edit properties for checked out documents. 8) Download Folder Users can NOT download a folder that contains one or more checked out documents. 9) Synchronize Folder Users can NOT sync a folder that contains one or more checked out documents. 10) Drag and Drop Users can NOT move a document to a new folder if the document is checked out. 11) Active Links Documents menu shows Launch Document for read-only links, Open Document/Show Open Documents for read-create links. Page 90 of 151

91 Sharing Folders & Documents Access to documentation is essential in today s business world, and possessing the ability to share documents and folders with anyone is extremely valuable as well. As a result, the Active Links feature has been added to the Document Manager, enabling you to create ad-hoc portals for users outside of the workspace. The Document Manager provides you with the ability to dictate access to these shared documents and folders. To share a document or a folder, simply right click on any document or folder and select the Share Document/Folder Link command. Once selected, the Share a Document/Folder Link dialog will appear where you must complete the following properties: Page 91 of 151

92 Login Credentials First you must enter your password in the Login Credentials box in the top left corner. Note: If you are using the Salesforce.com platform you must add your Security Token to the end of your password, or you can add the following IP Address to your supported IP Addresses in Salesforce Security Controls: Security Features- The box underneath the Login Credentials box enables you to add some security features to the link. You can add a password to the link and also set an expiration date for the link. In addition, you can easily provide the following access privileges to the end user. Read Only Providing Read Only access only allows the user to read the document. Read and Create Providing Read and Crate access enables the end user to make new versions but not update or delete existing documents. Full Access Providing Full Access - enables users to update shared documents, upload new documents and make new document versions. Page 92 of 151

93 Delivery Options The next step is to select the desired Delivery Options. You can choose from the Web Service , Microsoft Outlook or Copy to clipboard. Subject You have the ability to adjust the Subject line of the link You can add multiple address separated by comma in the dialog. Message The message area enables you to customize the outgoing message. Note: Do not remove the link. Send Now Simply click on the Send Now button when finished. Page 93 of 151

94 Managing Shared Folders & Documents You also have the ability to easily manage any active links through the Manage Document/Folder Links command. To Manage a Document/Folder link: 1. Right clicking on the document or folder and select the Manage Document/Folder Links command. 2. Once selected, the Previously Shared Links for Document Manager or the name of the Shared Folder dialog will appear displaying the following: Subject The subject of the Active Link is displayed here. To The the link was sent to is displayed here. Page 94 of 151

95 Created On The date the link was created is displayed here. Expires On The expiration of the assigned link is displayed here. Last Visit The last time the end user looked at the link is displayed here. Hits The total amount of time the end user accessed the link is displayed here. You also have the ability to preview delete or copy the link to a clipboard. Simply right click on the link and selecting the desired option from the menu. Page 95 of 151

96 Filtering Capability The Document Manager provides powerful indexing and intuitive search options to ensure that you quickly find the folders and documents you are looking for. To create a filter: 1. Click on the button to create a single or cascading set of document filters. This will display the filter toolbar on top of the screen. 2. Next, click on the + to add additional filters or to subtract filters. Clicking when there is only one filter visible will hide the filter views. You have the ability to filter for the following options: Name Description Keywords Created Date Modified Date Size Created By Project Name Project Type Page 96 of 151

97 Additional Document Manager Functionality In addition to the ability to share documents and folders, upload full folder trees from your desktop and create a single or cascading filter to search for documents and folders, the Document Manager provides some additional functionality to enhance the user experience. This additional functionality includes: 1. Bi-directional Desktop Synchronization 2. Rich Drag and Drop functionality 3. Context Sensitive Shortcut Menus 4. One Click Command Buttons 1. Bi-directional Desktop Synchronization The Document Manager offers powerful synchronization capabilities with the desktop. To synchronize a folder (and its subfolders): A. Right-click on the desired folder and select the synchronize option. If this is the first time you are synchronizing, you will first be prompted to grant permission to allow the document manager to read files from any system folder. Page 97 of 151

98 B. Once granted, the Browse for Folder dialog box will appear allowing you to select the desktop folder that you want to sync with. There are three types of syncs that can be accomplished including: Bi Directional Sync This option will synchronize both folders and the documents within those folders Web to Desktop Sync This option will synchronize the documents from the Web folder to the Desktop folder Desktop to Web Sync This option will synchronize the documents from the Desktop folder to the Web folder. To perform a Bi-Directional Sync: 1. Click on the green arrow to display dual arrows in the middle. Page 98 of 151

99 To perform a Web to Desktop Sync: 1. Click on the green arrow where the arrow is point from Web to Desktop. To perform a Desktop to Web Sync: 1. Click on the green arrow where the arrow is point from Desktop to Web. 2. Rich Drag and Drop functionality Folders and documents can easily be moved via drag and drop. Hold down the left mouse button on the target document/folder and drag and drop to its new location. Page 99 of 151

100 3. Context Sensitive Shortcut Menus The Document Manager contains a number of context sensitve shortcut menus interspersed in the applications, make it easier to perform certain functions. (ex: sharing folders and documents, document versioning, etc ) 4. One Click Command Buttons The Document Manager has added a number of One Click Command Buttons throughout the main interface to make it easier to manage your documents and folders. Page 100 of 151

101 Timesheet Editor The fourth application is the Timesheet Editor. The Timesheet Editor is tailored to assist Project Managers with managing all time and expense entries that are entered by project participants into the Time & Expense module. Project Managers can edit, approve and reject all time & expenses entries, in addition to being able to easily generate timesheets for resources. The Timesheet Editor consists of four menus and six tabs to assist Project Managers manage all time and expense submissions. These four menus include: Full Screen Allows users to view the Calendar, Timesheet and Expense modules in a full screen view. (Only applicable on Windows computers) More Apps The More Apps menu enables users to easily navigate between the five applications. View The View menu enables users to easily navigate between the six tabs. Support The Support menu is where users can access the various support options including Live Chat, Call Support, Training Movie, Product Support, License Manager and the Suggestion Box. These six tabs include: Projects & Resources This tab enables the Project Manager to select their search criteria. This dialog is broken into four boxes including: Projects, Resources, Users and Contacts. Timesheet Entries This tab enables the Project Manager to manage all time entries. Expense Entries This tab enables the Project Manager to manage all expense entries. Import Timesheets This tab enables the Project Manager to import all external timesheets. Import Expenses This tab enables the Project Manager to import all external expenses. Generate Timesheets - This tab enables the Project Manager to generate timesheets for any resource or actually log time for any resource. Page 101 of 151

102 Projects and Resources The first tab in the Timesheet Editor is the Projects and Resources tab. This is where the Project Manager is able to select which projects and resources he wants to view timesheets for. The Projects and Resources tab is broken into four segments including: Projects Project Manager can choose which projects they want to manage time for. Project Managers can choose from the following options: Resources Project Managers can choose which resources that want to manage time for. All resources selected here are resources assigned to a project that have also been assigned to a task on that project and logged time against that task. Project Managers can choose from the following options: Page 102 of 151

103 Users Project Managers can choose to see if any Users have logged time where they were resources on the Project but not a task on the project. Contacts - Project Managers can choose to see if any Contacts have logged time against a project via csv file. The Project Manager can easily create a saved group containing the selected criteria for multiple usages. Simply select the desired criteria from the drop down menus and then click the Save button on the left hand side of the screen. Once the group is saved, the group will be displayed in the Saved Groups box on the left side of the screen. The purpose of the Saved Group is to have easy access to the same criteria if the Project manager is managing time entries frequently. (Ex: Weekly, Monthly, etc ) Page 103 of 151

104 Managing Time Entries Once the Project Manager has selected their desired criteria to see the timesheet entries, all they have to do simply click on the Timesheet Entries tab. The client generates a list of timesheets entered for the specified time frame. The default View is This Week, however once the Project Manager edits that View, then it will remember the last view selected. The Timesheet View provides the Project Manager with the ability to set their desired criteria through the three drop down menus as the top of the screen. The first drop down menu allows the Project Manager to select their desired time frame. Page 104 of 151

105 The second drop down menu allows the Project Manager to specify what type of time entries they want to view. The types of entries that Project Manager can select from include: All Entries All Saved Entries All Submitted Entries All Approved Entries All Rejected Entries All Billed Entries All Unbilled Entries All Billable Entries All Non-Billable Entries The third drop down menu allows the Project Manager to select all timesheets that have a task type associated with it. This list is completely customizable. To manage any timesheets entered into the Time & Expense module: 1. Select the Projects and Resources that you want to see entries for on the Projects & Resources Tab. 2. Click on the Timesheet Entries tab 3. Adjust the dates from the drop down menu to reflect the desired dates. 4. Select the timesheet they want to review Page 105 of 151

106 5. Once selected, the panel on the right hand side of the screen will populate with all of the timesheet information. Here the Project Manager is able to edit any of the following timesheet properties: Date Here the Project Manager can review the date the timesheet was entered. Time Here the Project Manager can review the amount of time entered. Billable/Billed Here the Project Manager can dictate if the timesheet is Billable and also Billed to the Customer. Here Project Managers can indicate if the time entry has been billed to the customer. To edit simply check or un- check the appropriate box. Status Here the Project Manager can Approve and Reject the timesheet Type Here the Project Manager can edit the Task Type. Page 106 of 151

107 Project Here the Project Manager can see the project the timesheet is logged against. Task Here the Project Manager can review the task the timesheet is logged against. Resource Here the Project Manager can review the resource that logged the timesheet. If the resource logged time against the Project only, then the name of the user who logged the time will be displayed in the User column and not in the Resource column. In order to have the resources name be displayed in the resource column, the user must be assigned to the task and the project. Description Here the Project Manager can review the description entered by the User. Notes Here the Project Manager can review the notes entered by the User. Case Here the Project Manager can review if the timesheet has been linked to a Case. Account - Here the Project Manager can review if the timesheet has been linked to an Account. Page 107 of 151

108 Opportunity Here the Project Manager can review if the timesheet has been linked to an Opportunity. Custom Object - Here the Project Manager can review if the timesheet has been linked to a Custom Object. You also have the ability to configure the display of the Timesheets Entries tab by either reordering columns using drag and drop functionality, or by editing the columns themselves. To edit the columns on the Timesheet Entries tab simply right click on one of the columns titles and select the Edit Fields command from the popup menu. Once selected, the Edit Fields dialog box will appear. Here you can pick and choose which fields you want displayed as columns on the Timesheet Entries tab. Page 108 of 151

109 Managing Expense Entries Once the Project Manager has selected their desired criteria to see the expense entries, all they have to do simply click on the Expenses Entries tab. The client generates a list of expenses entered for the specified time frame. The default View is This Week, however once the Project Manager edits that View, then it will remember the last view selected. The Expenses View provides the Project Manager with the ability to set their desired criteria through the three drop down menus as the top of the screen. The process of managing expense entries is exactly the same as managing time entries listed above. Page 109 of 151

110 Importing Time & Expense Entries DreamTeam allows those resources that do not have a DreamTeam license (Contacts and Capital Assets) to log time and expenses against the projects and tasks they are assigned to by completing a csv file generated by the Project Manager. These time & expense entries are then able to seamlessly import in to the Timesheet Editor through the Import Timesheets and Import Expense Entries tabs. To import timesheets or expenses entered by Non DreamTeam users into the Timesheet Editor, simply click on the Import Timesheet or Import Expenses tab. Once the interface appears, click on the Select File button. Once clicked, the Open Text File dialog box will appear prompting the user to select the csv file. Once selected, the csv file will automatically be imported into the Timesheet Editor and all time and expense entries will be uploaded into the interface and appear in red. Then the Project Manager is able to approve or reject those imported time and expense entries. Once approved, all entries are redistributed to the Timesheet Entries or Imported Expenses tab. Page 110 of 151

111 Generating Timesheets The final tab in the Timesheet Editor is the Generate Timesheets tab. This tab enables the Project Manager to generate timesheets for all tasks that resources have been assigned to. Once these timesheets are generated, then the Project Manager can either export them out as a csv file or log the time directly into the Timesheet Editor on behalf of the resource. To generate a timesheet, all the Project Manager has to do is click on the Select Resource button at the top of the screen and the Select Resource dialog box will appear. Here the Project Manager selects a resource and then clicks the Generate button. All generated timesheets will appear in pink indicating that no time has been entered as of yet for these timesheets. From this interface, the Project Manager can then either log time on behalf of the resource through the panel on the right hand side of the screen; or click on the Export button in the bottom left and export the timesheets out as a csv file. Once the csv file is generated, then the Project Manager can the file to the resource. The resource can then enter their time and save it in the csv file. Then send the completed csv file back to the Project Manager; at which time the Project Manager will use the Import Timesheets tab to import the Timesheets into the Timesheet Editor. Page 111 of 151

112 Project Reports The Project Reports is a comprehensive reporting module that enables users to create reports focusing on all aspects of their project data including: Portfolio Dashboards, Project Status, Cost and Revenue, Resource Availability, Time and Expense Entry, Issues & Risks, Acton Items and Highlights and more. In addition, users are able to create custom reports using the Standard Report. Similar to the Project Manager and Document Manager, Project Reporting leverages the active links feature, allowing users to share reports with anyone inside or outside their company. The Project Reports consists of four menus and eight tabs to assist the user acquire the information they are looking for. These four menus include: Full Screen Allows users to view the Calendar, Timesheet and Expense modules in a full screen view. (Only applicable on Windows computers) More Apps The More Apps menu enables users to easily navigate between the five applications. View The View menu enables users to easily navigate between the seven report tabs. Support The Support menu is where users can access the various support options including Live Chat, Call Support, Training Movie, Product Support, License Manager and the Suggestion Box. These eight tabs include: Projects & Resources The Projects and Resources tab is where the user can select which projects and which resources they want to include in their reports. Portfolio Dashboards The Portfolio Dashboards provides 9 different dashboards where users can see the following information at a Portfolio level: Project Completion, Project Schedule, Project Revenue, Project Cost, Project Profit, Project Hours, Issue Status, Risk Status and Action Item Status. Standard Report The Standard Report is a build your own report that enables the user to set their project views (by Projects, Tasks and Resources) and then add specific Project, Task and Resource related fields to the report. Page 112 of 151

113 Cost & Revenue Report The Cost & Revenue Report enables the user to report on the Planned Cost, Planned Revenue and Planned Profit reported by Project, Task and Resource. In addition, if the user selects Projects and Tasks only, there is a check box that adds the Actual, Planned and Remaining hours to the report. Resource Availability Report The Resource Availability Report enables users to view the utilization of all Project resources reported by Day, Week, Month or Quarter. In addition, users can also report on Total Cost, Total Revenue and Total Profit reported by Day, Week, Month or Quarter. Resource Leveling Report The Resource Leveling Report enables users to report on how a resource is allocated across multiple projects. The report allows users to see Total Hours, Average Hours, Maximum Hours and Minimum Hours reported by Day, Week, Month or Quarter. Time & Expense Report The Time & Expense Report enables the user to report on all time and expense entries that have been entered into the Time & Expense module. In addition, the report will show Actual Cost, Actual Revenue and Actual Profit broken down by Projects, Tasks and Resources reported by Day, Week, Month and by Quarter. Issues & Action Items Report The Issues & Action Items Report enables users to report on all Issues & Risks, Action Items and Highlights that are tied to a project or a group of projects. All reports can be saved for frequent usage, exported out as a csv file, printed and shared. Page 113 of 151

114 Selecting Reporting Criteria Upon accessing the Project Reports module, the first tab you see is the Projects & Resources tab. Here you can select the criteria that they want to include in the reports. You can also easily save this criterion for frequent usage and are able to share these reports with anyone using the Active Links feature. To select your reporting criteria, follow the steps below: 1. Select the projects you want to report on by clicking on the drop down menu in the Projects box and select from one of the following options: All Projects Selecting this option is display a list of all projects in DreamTeam. My Projects Selecting this option will display a list of projects that the user is a member of. Owned Projects Selecting this option will display a list of projects the user is the owner of. Select Projects Selecting this option enables the user to select specific projects they want to report against. Selecting multiple projects can be accomplished by with the Ctrl-click or Shiftclick methods. When selecting this option, the Select Projects dialog will appear. Here is where users can select the projects they want to report on from the Available Projects box and move them over to the Selected Projects box by clicking on the green arrow. To remove a project, simply select the project and click the blue arrow. Page 114 of 151

115 Filter Projects Selecting this option enables users to create a filter for specific project related data. Users have the ability to select single or cascading set of Project filters (ex: Show me projects that are 100% complete.) 2. Once you have selected the projects, next you must select the resources you want to report on. Similar to the Projects selection, click on the drop down menu in the Resources box and then select from the following options: All Resources This option will display a list of all resources including Users, Contacts and Capital Assets. My Resources This option will display a list of all resources that the user is associated with. Select Resources Selecting this option enables the user to select specific resources they want to report against. Selecting multiple resources can be accomplished by with the Ctrl-click or Shift-click methods. When selecting this option, the Select Resources dialog will appear. Here is where users can select the projects they want to report on from the Available Projects box and move them over to the Selected Projects box by clicking on the green arrow. To remove a project, simply select the project and click the blue arrow. Page 115 of 151

116 Filter Resources - Selecting this option enables users to create a filter for specific project related data. Users have the ability to select single or cascading set of Project filters (ex: Show me only Lead Engineers.) Once you have selected your Projects and Resources click on the desired report tab. Page 116 of 151

117 Saving Project Reports Users have the ability to easily save the reporting criterion in the case that they run reports on a frequent basis, in addition to being able to save the exact formatting of each of the reports. To save the reporting criterion, the user must simply click on the save button on the left side of the screen. Once the user clicks the Saved button, the Save Report dialog box will appear. Here you can give the Report Group a name, a description, and also designate if the reports are private or not. If you designate the Saved Reports as a Private Report, only the person who created the Saved Report Group would have access to this group. Page 117 of 151

118 Portfolio Dashboards The first reporting option on the Project Reporter application is the Portfolio Dashbaords. The Portfolio Dashboards provide users with visibility to the following nine portfolio reports: Project Completion Project Schedule Project Revenue Project cost Project Profit Project Hours Issue Status Risk Status Action Items Status The dashboard also allows users to view data by clicking on specific projects. All results are displayed in the table at the bottom of the dashboard. Hold the control key to select multiple projects. Below is detailed information about each of the Portfolio Dashboards. Project Completion This report displays the completion percentage for your entire portfolio. Page 118 of 151

119 Project Schedule This report displays the project schedule for your portfolio. Green indicates that the project is ahead of schedule. Yellow indicates that the project is either a little ahead or a little behind schedule. While red indicates that the project is behind schedule. Project Revenue This report displays the planned revenue and actual revenue for your entire portfolio. Blue displays Planned Revenue. Red displays Actual Revenue. Page 119 of 151

120 Project Cost This report displays the planned cost and actual cost for your entire portfolio. Blue displays Planned Cost. Red displays Actual Cost. Project Profit This report displays the planned profit and actual profit for your entire portfolio. Blue displays Planned Profit. Red displays Actual Profit. Page 120 of 151

121 Project Hours This report displays the planned and actual hours for your entire portfolio. Planned hours are calculated from task duration on the Gantt chart, while actual hours are calculated based on time entered into the Time & Expense module. Blue means Planned Hours. Red means Actual Hours. Issue Status This report displays the status of the issues for your entire portfolio. Green means that the issue has been resolved. Yellow means that the issue is in process. Red means that the issue has not started as of yet. Page 121 of 151

122 Risk Status This report displays the status for the risks for your entire portfolio. Green means that the issue has been resolved. Yellow means that the issue is in process. Red means that the issue has not started as of yet. Action Item Status This report displays the status of the action items for your entire portfolio. Green means that the issue has been resolved. Yellow means that the issue is in process. Red means that the issue has not started as of yet. Page 122 of 151

123 Standard Report The second reporting option on the Project Reporter application is the Standard report. This report enables you to easily create custom reports. This report allows you to create a report that includes any Project related fields, Task related fields and Resource related fields that are displayed based on the selected Report View. The default report view is by Projects; however, you have the ability to choose how the report is displayed by Tasks and Resources as well, or any combination of the three views. To change the Report View, simply select the view option from the drop down menu and a list of that specific view will appear. (Ex: If you select to view the data by Projects, Tasks and Resources, then you want to select Projects from the first drop down menu, Tasks form the second and Resources from the third. Once you have selected your desired View, then you can add specific Project related fields, Task related fields and Resource related fields by clicking on the appropriate button. All selected fields displays the selected data in a column on the report. Project Fields The first option is to add Project related fields. Here you can click on the Project Fields button and then select fields from the list of Available Project Fields. Simply select the desired filed and click the green arrow to add it to the Selected Project Fields box. To remove a field, select the Field and click the blue arrow to move it to the Available Project Fields box. Page 123 of 151

124 Task Fields - The second option is to add Task related fields. Here you can click on the Task Fields button and then select fields from the list of Available Task Fields. Simply select the desired filed and click the green arrow to add it to the Selected Task Fields box. To remove a field, select the Field and click the blue arrow to move it to the Available Task Fields box. Resource Fields - The third option is to add Resource related fields. Here you can click on the Resource Fields button and then select fields from the list of Available Resource Fields. Simply select the desired filed and click the green arrow to add it to the Selected Resource Fields box. To remove a field, select the Field and click the blue arrow to move it to the Available Resource Fields box. Page 124 of 151

125 Once you have finished selecting the Project, Task and Resource related fields, each of the selected fields will be displayed as columns on the report. Each project is displayed by a gray line. Each task is displayed by a light blue line. Each Resource is displayed by a white line. Like all of the reports, the Standard Report can be easily saved, exported out as a csv file or printed. To save a report, simply create the report to the desired format and then click on the Projects & Resources tab at the top of the screen. Once back on the Projects & Resources tab, click on the Save button and retype the name of the Saved Group and the Project Reports will be saved. Every time you click on the Saved Group and then on the Standard Report tab, the report will automatically be generated based on the saved settings. The Standard Report also allows you to display the results of the Standard Report in either a Bar Chart or a Pie Chart. To access the bar chart or the pie chart, simply click on the appropriate icon on the right side of the screen. Page 125 of 151

126 Below is a screen shot of a Bar Chart displaying Total Row Index by Project Name Below is a screen shot of a Pie Chart displaying Total Complete By Project Name Page 126 of 151

127 You have the ability to edit the chart components for both the Bar Chart and the Pie Chart by clicking on the blue hyperlink on the top of the screen and editing the chart components. Once you have clicked on the blue hyper link, the following dialog boxes will appear. Bar Chart Components Pie Chart Components Page 127 of 151

128 Cost & Revenue Report The third reporting option on the Project Reporter application is the Cost & Revenue Report. This report enables you to view the Planned Cost, Planned Revenue and Planned Profit for the projects selected on the Projects and Resources tab. The default view of this report displays a list of the Projects and the Planned Cost, Planned Revenue and Planned Profit. You can also add Tasks and Resources to the View menus by selecting the option from the second and third drop down bar s respectively. In addition, the Cost & Revenue Report also enables users to add any project, task or resource related fields, in addition to actual hours, planned hours and remaining hours. To add a project, task or resource field to the report, simply click on the appropriate button and add the field the same way you would add it to the Standard Report. Actual Hours are derived from the actual hours entered and submitted into the Time & Expense module. The Planned Hours are derived from the duration of each task on the Gantt Chart. The Remaining Hours is calculated by subtracting Planned Hours minus Actual Hours. Page 128 of 151

129 To add the actual, planned and remaining hours, you must first select your desired projects from the first drop down menu. Then check the box titled Show Actual & Planned Hours immediately to the right of the drop down menus. The actual, planned and remaining hours are only displayed when projects and or projects and tasks are selected from the View menus. Note: In order for DreamTeam to calculate the Planned Revenue column, the task must be a billable task and the resource must have a Billable Rate allocated to them on the Resource Properties. Page 129 of 151

130 Resource Availability Report The fourth reporting option on the Project Reporter is the Resource Availability Report. This report is the most flexible report that enables you to look at the utilization of all resources at any time in the past present or future. The Resource Availability Report allows you to report on Hours Worked (Planned Hours), Total Cost, Total Revenue and Total Profit reported by day, week, month or quarter. To run the report, simply select your desired criteria from the following options: Dates First you must select the date range that you want to report on. Simply click on the drop down menu in the top left of the screen and select the appropriate date range. Fields Once you have selected the desired date range, you can add any project, task or resource related fields to the report by clicking on the appropriate button and adding the fields similar to the way you add fields to the Standard Report. Options Once you have added any project, task or resource related fields to the report, you are provided with two drop down menus of options to choose from. The first drop down menu allows you to choose to report on Hours Worked, Total Cost, Total Revenue and Total Profit. Page 130 of 151

131 The second drop down menu allows you to choose to report by Day, Week, Month or Quarter. View - Once you have selected the appropriate Dates and Options, and then the user must select how they want the information to be displayed. The Resource Availability Report also allows you to display any tasks that long descriptions, tasks that do not have any resources assigned to them as well as resources that are not assigned to a task by checking the two boxes in the middle of the screen. Once all of the criteria have been configured, the report will display the total amount of planned hours broken down by Project, Task and Resource and reported by day, week, month or quarter. Page 131 of 151

132 If a resource has been over booked and is allocated more than 8 hours on a particular task, the hours allocated will be displayed in red. In addition, the report displays totals by project on the project line, by day at the bottom of the screen and also by Totals of the month in the last column. The Resource Availability Report can be viewed in one of the following three report views: Tabular Bar Chart Pie Chart Tabular View The Tabular View allows you to see the utilization of your resources at any point time (past, present or future) reported by day, week, month or quarter in a table. Bar Chart The Bar Chart view allows you to report on the results in a bar chart. Simply click on the bar chart icon in the top right corner to access the bar chart. Information displayed in the bar chart is tied to the option selected in the first view menu. The screenshot below displays project info only. Page 132 of 151

133 You can easily adjust the bar chart properties by clicking on the blue hyperlink at the top of the chart and opening the Edit Chart Properties dialog box. Pie Chart The Pie Chart view allows you to view the report results in a pie chart. Simply click on the pie chart icon in the top right corner to access the pie chart. Information displayed in the pie chart is tied to the option selected in the first view menu. The screenshot below displays project info only. You can easily adjust the pie chart properties by clicking on the blue hyperlink at the top of the chart and opening the Edit Chart Properties dialog box. Page 133 of 151

134 Resource Leveling Report The fifth reporting option on the Project Reporter is the Resource Leveling Report. This report enables you to look at the how a resource is allocated across multiple projects. To run this report, simply select the desired time frame you want to report on from the Dates drop down menu in the top right. Next select the resource from the resource box. You can select to display allocation for Users, Contacts or Capital Assets by simply clicking on the Show Users drop down menu. Once the resource is selected, the Total Hours that the resource has been allocated to will be displayed in a matrix broken down by project and task. By un-checking the Show Task check box, you can remove the task list. Page 134 of 151

135 All completed tasks can also be displayed if the Show Completion check box is checked. In addition, if you select to report by week, month or quarter, you are also able to display Average Hours, Maximum Hours and Minimum Hours. To display Average Hours, Maximum Hours or Minimum Hours, simply click on the first drop down menu next to Options. Average Hours Page 135 of 151

136 Maximum Hours Minimum Hours All tasks that are between 0 and 8 hours will appear in green. All tasks that are allocated between 8 and 12 hours will appear in yellow. All tasks that are allocated between 12 and 16 hours will appear in red. Tasks that are displayed in blue are complete. Page 136 of 151

137 Time & Expense Report The sixth reporting option on the Project Reporter is the Time & Expense Report. Here you can view all Time and Expenses that has been entered and submitted into the Time & Expense module. Similar to the other reports, you are able to select your desired time frame from the Dates drop down menu. Once you have selected the time frame, you can then add project, task and resource related fields to the report by clicking on the appropriate button and adding the fields similar to the way you add them on the Standard Report. Once the fields have been added, they will be displayed as extra columns on the report. Page 137 of 151

138 Next, choose to display Timesheets or Expenses from the first drop down menu next Options. Directly next to this drop down menu is a second drop down menu where you can select from the following list of entries: All Entries Selecting this option will display all Saved, Submitted, Approved, Rejected, Billed, and Unbilled, Billable and Non-Billable time and expense entries. All Saved Entries Selecting this option will display all Saved time and expense entries. All Submitted Entries Selecting this option will display all Submitted time and expense entries. All Approved Entries Selecting this option will display all Approved time and expense entries. All Rejected Entries Selecting this option will display all Rejected time and expense entries. All Billed Entries Selecting this option will display all Billed time and expense entries. All Unbilled Entries Selecting this option will display all Unbilled time and expense entries. All Billable Entries Selecting this option will display all Billable time and expense entries. All Non-Billable Entries Selecting this option will display all Non-Billable time and expense entries. Once the desired date range and options have been selected, next you can choose how the information will be displayed by selecting the appropriate views. Similar to the other reports, you can select to have the time & expense report displayed by Project, Task and by Resource in any combination. Page 138 of 151

139 Lastly, by clicking on the Users & Contacts button, you can dictate what resource related entries you want to add to the report. Here you can select to hide all entries associated with users and contacts, show the entity if the user or contact is a project resource or show all entries associated with users and contacts. The last option is the default option. You have the ability to add Planned Hours, Planned Cost, Planned Revenue and Planned Profit to the report by checking the Show Planned Cost & Revenue box next to the Dates drop down menu. You can only select this option when All Dates are selected. If this option is selected, the report will display Actual Hours, Actual Cost, Actual Revenue and Actual Profit in addition to the Planned Hours, Planned Cost, Planned Revenue and Planned Profit. Page 139 of 151

140 Once all of the criteria have been selected, the report will display the following information: Project This column displays the project that the time or expense entry has been made against. Task - This column displays the task that the time or expense entry has been made against. Resource This column displays the Resource that entered the time or expense entry. User This column displays the User name of the resource that entered time or an expense against a project where they were a resource assigned to the project but no to any tasks on that project. Contact This column displays the name of any Contacts that have entered time or expenses via csv file. Date This column displays the date of the task that the time or expense was entered for. Time Logged This column displays the actual amount of time or expense entered. Actual Cost This column displays any Actual Costs calculated from the time or expense entry. These cost figures are derived the cost attributes entered for each resource in the Actual column on the Resource Properties on the Project Manager application. Actual Revenue - This column displays any Actual Revenue calculated from the time or expense entry. These cost figures are derived the cost attributes entered for each resource in the Billing column on the Resource Properties on the Project Manager application. This column will be populated only if the time or expense entry is marked as a billable entry. Actual Profit - This column displays any Actual Profits calculated from the time or expense entry. These cost figures are derived by subtracting the Actual Cost column from the Actual Revenue column. Planned Hours This column displays the planned hours of the task derived from the Gantt chart. Planned Cost - This column displays any Planned Costs calculated from the time or expense entry. These cost figures are derived the cost attributes entered for each resource in the Actual column on the Resource Properties on the Project Manager application. Planned Revenue - This column displays any Planned Revenue calculated from the time or expense entry. These cost figures are derived the cost attributes entered for each resource in the Billing column on the Resource Properties on the Project Manager application. This column will be populated only if the time or expense entry is marked as a billable entry. Planned Profit - This column displays any Planned Profits calculated from the time or expense entry. These cost figures are derived by subtracting the Planned Cost column from the Planned Revenue column. Page 140 of 151

141 Status This column displays the status of the time or expense entry. The entry can display Saved, Submitted, Approved or Rejected. Billable This column displays if the time or expense entry is checked Billable or not. Billed This column displays if the time or expense entry is checked Billed or not. Type This column displays a Task Type if selected Description This column displays any descriptions entered by the user. Notes This column displays any notes entered by the user. Case This column displays if the time or expense entry was linked to a Case. Account - This column displays if the time or expense entry was linked to an Account. Opportunity - This column displays if the time or expense entry was linked to an Opportunity. Custom - This column displays if the time or expense entry was linked to a Custom Object. The Time & Expense report also allows you to display this data in either a Bar Chart or a Pie Chart. To access the Bar Chart or the Pie Chart, simply click on the appropriate report icon on the right side of the dialog. Page 141 of 151

142 Below is a screen shot of a Bar Chart displaying Time Logged By Project Name Below is a screen shot of a Pie Chart displaying Actual Cost By Project Name In addition, you can also create bar chart that displays Actual vs. Planned costs. Simply click on the Bar Chart icon and then again on the blue hyperlink and select the fields you want to compare in the chart properties. Page 142 of 151

143 You have the ability to edit the chart characteristics by simply clicking on the blue hyperlink at the top of the screen. Once selected, the bar chart properties dialog box will appear. Here you can select the fields you want to compare from the Numeric Field box. To select multiple fields, simply click to select one field and then hold the control key down to select a second field. You can also choose to have the chart displayed as bars or cylinders, as well as stacked and to show depth by checking the appropriate box on the right. Page 143 of 151

144 Issues & Risks/Action Items Report The seventh and final reporting option on the Project Reporter s the Issues & Risk/Action Items report. This report enables you to report on all Issues & Risks, Action Items and Highlights added to projects. When running this report, you must select the desired criteria from the five drop down menus. These five drop down menus include: Action Items Status - The first drop down menu enables you to select the Action Item Status. Here you can select from the following options: Not Started, In Progress and Completed. Action Item Date The second drop down menu enables you to select the Action Item Date. Here you can select from the following options: Overdue, Due This Week, Due This Month and Due this Quarter. Page 144 of 151

145 Issue Status The third drop down menu enables you to select the Issue Status. Here you can select from the following options: Not Started, In Progress and Resolved. Issue Type The fourth drop down menu enables you to select the Issue Type. Here you can select either Issues or Risks to be displayed in the report. Issue Priority The fifth drop down menu enables you to select the Issue Priority level. Here you can select from the following options: Medium, High and Low. Issue Severity The sixth and final drop down menu enables you to select the Issue Severity level. Here you can select from the following options: Medium, High and Low. Once all of the criteria have been selected, the report will display the following information: Project This column displays the project that the Issue & Risks, Action Item or Highlight has been added to. Task This column displays the task that the Issue & Risks, Action Item or Highlight has been added to. Highlight This column displays the Highlight that was added to the project. Issue This column displays the Issue or Risk that was added to the project or task. Page 145 of 151

146 Action Item This column displays the Action Item that was added to the project or task. Owner This column displays the name of the Owner of the Issue & Risk, Action Item and Highlight. Created Date This column displays the created date of the Issue & Risk, Action Item and Highlight. Resolved By This column displays the Resolved By Date if entered for the Issue & Risk, Action Item and Highlight. Due Date This column displays the Due Date of the Issue & Risk, Action Item and Highlight. Status This column displays the status of the Issue & Risk, Action Item or Highlight. Type This column displays if the entry is either a risk or an issue. Priority This column displays the Priority level assigned. All High entries will be displayed in red, Medium entries will be displayed in gray and Low entries will be displayed in green. Severity This column displays the Severity level assigned. All High entries will be displayed in red, Medium entries will be displayed in gray and Low entries will be displayed in green. Description This column displays any descriptions entered relating to the Issue & Risk, Action Item or Highlight. Impact This column displays any impacts entered relating to the Issue & Risk, Action Item or Highlight. Resolution - This column displays any resolutions entered relating to the Issue & Risk, Action Item or Highlight. Users can also add specific project and task related fields to the report by clicking on the appropriate button and adding the fields similar to the way you add fields to the Standard Report. Page 146 of 151

147 Sharing Project Reports Similar to the Project Manager and Document Manager, the DreamTeam Suite has added the Active Links feature to the Project Reports. This feature enables you to generate reports and then easily share them with anyone inside or outside of your company. You have the ability to choose to share all of the six reports, or any combination of the reports using the active links feature. Before sharing a project, the user must first create a Saved Group. To share a report or a number of reports, you must simply, right click on the Saved Group. Then you must select the Share Report Link command. Once selected, Share a Report Link dialog box will appear. Here you must complete the following properties: Login Credentials First the user must enter their password in the Login Credentials box in the top left corner. Note: If you are using the Salesforce.com platform you must add your Security Token to the end of your password, or you can add the following IP Address to your supported IP Addresses in Salesforce Security Controls: Page 147 of 151

148 Security Features- The box underneath the Login Credentials box enables you to require a password and also set the expiration to the Link. In addition, here is where you select which reports you want to share by checking the box of the appropriate report. All reports are strictly in a Read Only format. Delivery Options The next step is to select the desired Delivery Options from the drop down menu. You can choose from the Web Service , Microsoft Outlook or Copy to clipboard. Subject You have the ability to adjust the Subject line of the link You can add multiple address separated by comma in the dialog. Message The message area enables you to customize the outgoing message. Note: Do not remove the link. Page 148 of 151

149 Send Now Simply click the Send Now button to send the message. You also have the ability to easily manage any active links through the Manage Report Links command. Once selected, the Previously Shared Links for Project Reporter dialog will appear displaying the following: Subject The subject of the Active Link is displayed here. To The the link was sent to is displayed here. Created On The date the link was created is displayed here. Page 149 of 151

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