Client Portal Training

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1 Client Portal Training Signing In 1. Go to and click on Team Dynamix Client or from your browser, go to 2. Click on SIGN-IN located in the top right hand corner 3. Click on the Client Portal box Tip: You may bookmark this page in order to go directly to this Sign In page in the future. 4. Sign in using your assigned sign in (username = your full University address, including and what follows, as shown in the campus directory). Note: We will be moving to SacLink authentication soon. Changing Your Password Tip: If you cannot sign in or have forgotten your password, please contact an administrator (Lucinda, Greg P. or Dan B.) We will be moving to using your SacLink Login and password in the near future, but until we do, you may change your project management system password at any time. We encourage you to change your password the first time you sign into Team Dynamix. Note: Changing your password in the Team Dynamix Project Management System does not affect your SacLink password. 1. In the upper right hand corner of your screen, click your name. 2. Click Change My Password. 3. Follow the instructions on the screen. Home Desktop After Sign in your Home Desktop is displayed. Each desktop widget contains information about each project that are a member of. Below is a list of each widget on your desktop and a brief description of their purpose. A more detailed information on how to interact with information in the more important widgets follows later in this document. Announcements Any important announcements from a Project Manager or Team Member about a project. As a client, you can only view announcements. My Tasks These are tasks that have been assign to you. Your tasks will begin to be displayed on the tasks start date, and will continue to be displayed until your task is 100% complete. Information about your tasks includes: Task Name, the anticipated start date and due date, the estimated number of hours required to complete your task, and the progress you have made on the task in the form of percent complete. There may be one or more persons assigned to a task. See the section titled Viewing the Project Plans to view all the tasks assigned to you regardless of the tasks start date. Tip: you may click on the task name to launch a window that displays more detailed information about the task and allows you to interact with the task.

2 My Issues These are issues associated with a particular project that have been assigned to you for research and/or resolution. Information about an issue includes: the project name, the Title of the issue its status (Open, In Progress, Postponed, or Closed) and the Due Date. Issues may be associated with a project as a whole or with a particular task in a project. There may be one or more persons assigned to an issue. Tip: you may click on the Issues Title to launch a window that displays more detailed information about the issue and allows you to interact with the issue. My Flagged Items You may flag Tasks, Issues, or Files in the Briefcase as a reminder that they require action or that they are important. Any item that you have flagged will show up in this widget. My Issues Chart -- A chart showing how many issues that are assigned to you and their current status. Issues -- A list all the issues associated with a particular project, this list includes issues assigned to you and issues assign to other project team members. Information about an issue includes: the project name, the Title of the issue its status (Open, In Progress, Postponed, or Closed) and the Due Date. Tip: you may click on the Issues Title to launch a window that displays more detailed information about the issue and allows you to interact with the issue. Tasks A list of all the tasks for the project, this list includes tasks assigned to you, and tasks that have been assigned to others. Task begin to be displayed on the tasks start date, and will continue to be displayed until your task is 100% complete. Information about your tasks includes: Task Name, the anticipated start date and due date, the estimated number of hours required to complete your task, and the progress you have made on the task in the form of percent complete. There may be one or more persons assigned to a task. Tip: you may click on the task name to launch a window that displays more detailed information about the task and allows you to interact with the task. Briefcase Contains all of the files for all of the project for which you are a member. You may download the file directly by clicking on the download icon next to the file name. Links Contains links to resources of interest or importance to the project. Examples of links may include: links to training videos, a vendors knowledge bases etc. Contacts A listing of the contact information of the team members for all of the projects for which you are a member. Issues Summary Chart A pie chart of the number of issues and their status for all the projects for which you are a member. Tasks and Issues Viewing Project Tasks 1. From the My Tasks or the Tasks Widget on your Home Desktop, click on the task that you want to view. This allows you to view more detailed information about the task, such as other team members that are assigned to the task or any new items in the tasks feed. From here you can also be notified when a task is started and the progress on the task by clicking Add Alerts on the right hand side of the window. You may also add or remove the task to your My Flagged Items

3 widget by clicking Flag or Unflag, also on the right hand side of the window. You may comment on the task by clicking the Comment button on the bottom right hand portion of the window. Tip: Once you save a comment it cannot be updated, edited, or deleted! Updating or Completing Project Tasks As a Client Portal user you cannot add time, percent complete, or status text directly to the task. You must add a comment to the task and make sure your Project Manager is notified of the comment. Your Project Manager will ensure your update get reflected against the task that has been assigned to you. Please use the instructions below to submit your update. 1. From the My Tasks or the Tasks Widget on your Home Desktop, click on the task that you want to view or Update. 2. In the Feed Section of the window click the Comment button. 3. Click Notify and select your project manager, you may also select other team members that wish to notify of your update. 2. In the Text Box type the update, make sure you include the amount of time you have spent on the task since your last update (hours) and the percent complete (0-100%). Then click Save. Tip: Once you save a comment it cannot be updated, edited, or deleted! 4. Your Project Manager will be notified of the Update and will make sure your update is correctly reflected on your task. Viewing Project Issues 1. From the My Issues or the Issues widget on your Home Desktop, click on the Issue Title that you want to view. This allows you to view more detailed information about the issue, such as team members that are assigned to the issue or any new items in the issues feed. From here you can also be notified when the status of the issues changes by clicking Add Alerts on the right hand side of the window. You may also add or remove the task to your My Flagged Items widget by clicking Flag or Unflag, also on the right hand side of the window. You may comment on the issue by clicking the Comment button on the bottom right hand portion of the window. You may also add attachments to the issue by clicking on the Add Attachments link. Tip: Once you save a comment it cannot be updated, edited, or deleted! Updating or Closing Project Issues 1. From the My Issues or the Issues widget on your Home Desktop, click on the issue that you want to view or Update. 2. Click the Update Issue link. 3. Under New Status, select the appropriate status (Open, In Process, Postponed, or Closed). 3. In the Comments text area, input your update. 4. Click Notification and select your project manager, you may also select other team members that wish to notify of your update. 5. Click Save. Tip: Once you save your update it cannot be edited, or deleted! Creating New Project Issues

4 It is important that all users feel free to create a new issue whenever something happens or a question arises that may have an impact on the project, no matter how minor. 2. Click on the project Name that for which you want to create a new issue. 3. Click Issues on the Ribbon Bar just below the project name. 4. Click New button. 5. Fill in the Issue Title. 6. Select a Category for the issue. If the Category does not exist, click the plus sign next to the Category dropdown box, create an appropriate Category, and then select it. Note: Categories are only local to the project. 7. Select the Priority for the issue. 8. Select the appropriate status of the Issue. Make sure the Notify the project manager of this issue checkbox is checked. 9. Provide a Description for the Issue. 10. Input a Start Date and estimated End Date for the issue. These are optional fields. Projects You may view a list of the projects and the various project details for which you are a resource 2. Click on the project Name that wish to view. Viewing the Project Status and Project Details This page allows you see view the progress of a project in the form of a progress bar, project stop light and the most recent update as provided by the project manager. It allows you to view general information about the project such as: the project start and end dates, a project Description, Requirements, who the project manager and project sponsor is, as well as other information about the project. 1. Once you have selected the plan to view (see above), click on Details on the ribbon menu below the project name. 2. Use the scroll bar to scroll through the various details. Viewing the Project Feed 1. The project feed is a log of everything that has happened with the project, including all project, issue and task updates. Project team members can comment on each feed entry or make place comments directly into the Feed. Tip: Once you save a comment it cannot be updated, edited, or deleted! 1. Once you have selected the plan to view (see above), you will automatically be directed to the project feed. If you have navigated away from the feed you can click on Feed on the ribbon menu below the project name. 2. Use the scroll bar to scroll through the various feed entries.

5 Viewing the Project Plans By viewing the project plan you can see all of the tasks assigned to you regardless of their start date. You can also see that status and % complete of the project as a whole, each milestone as well as each task. In addition, you can see who is assigned to each task, the estimated hours for the task as well as the actual hours spent on the task. 2. Click on the project Name that wish to view. 3. Click on Plans near the top right portion of the window. 4. Click on the Name of the plan that you wish to view. 5. A new project plan window will be displayed. Tip: If there is a right arrow icon to the left of the task or milestone Title there are task underneath it. Click on the arrow to expand the list of tasks and/or milestones.

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