DreamTeam Quick Start Guide

Transcription

1 DreamTeam Quick Start Guide

2 Table of Contents About DreamTeam Introducing the Project Manager Tab How to create a new project Create a project from the ground up Create a New Project Based on an Existing Template Project Import a MS Project (.xml) or a.csv file How to add tasks to a project Adding a Summary Task Adding a Subtask Adding a Milestone task How to delete an existing task How to create dependencies Editing the properties of a task Setting a Baselines How to enable timesheets for a project How to edit your project view How to use the Collaborative Calendar How to use Document Manager How to use Timesheet Editor Timesheets Page Filter Toolbar Details Pane Expenses Page Filter Timesheet and Expense Entries Rearrange Columns and Sort Timesheet and Expense Entries Add Timesheet and Expense Entries Edit Timesheet and Expense Entries Delete Timesheet and Expense Entries Submit Timesheet and Expense Entries Unsubmit Timesheet and Expense Entries Import and Export Timesheets and Expenses Print Timesheets and Expenses How to use Workstream Manager Alternative Workstream Views

3 About DreamTeam DreamTeam is the leading project management application on the AppExchange and the best solution for project management, collaborative calendaring and document management inside salesforce.com. DreamTeam provides project management functionality to enable a synchronized view of tasks, events, contacts, users, documents, and folders. DreamTeam is fully compatible with Microsoft Project and Microsoft Outlook. As a result, it s easy to import and export projects between DreamTeam and Microsoft Project and view all of your Microsoft Outlook tasks and events in the DreamTeam Calendar. Introducing the Project Manager Tab Project Manager is the most commonly used application in DreamTeam. Project Manager provides visualization of project tasks via Gantt presentation for experienced Project Managers and/or Calendar presentation for less demanding project scenarios. Whether you are working on a project team to engineer product or a sales team to engineer a sale, DreamTeam projects will be in your comfort zone. Create, update, and manage Workstreams, Projects, Tasks, and Resources. Visualize project status with detailed Gantt Charts and Reports. Before we begin, let s look at the Project Manager UI. There are five key areas that you will commonly use; Area DreamTeam Tabs Main Menu Function Click on a DreamTeam tab to open a DreamTeam integrated application. You can choose from; Project Manager, Collaborative Calendar, Workstream Manager, Document Manager, and Time and Expense. Click the buttons on the Main Menu to add and configure Projects, Tasks and Resources, to change your view and to get help or support. The buttons on the Main Menu will change depending upon which DreamTeam application you are in. Main Toolbar Click on the Main Toolbar options to view a list of available projects, to search for a particular entry, to show project baselines, to change between daily weekly and monthly views, to send notifications to resources and to start a discussion thread. The buttons on the Main Toolbar will change depending upon which DreamTeam application you are in. Index Area Gantt Chart The Index Area shows a list of tasks that have been created through the course of a project. You can create and edit tasks by clicking and typing directly in a cell on the Index panel or by selecting options from the main menu. The Gantt Chart area is displayed on the right-hand side of the screen. A Gantt Chart is a type of bar chart that displays a project schedule. You can change what information is viewed on the right-hand side area by selecting an alternative view from the View button on the Main Menu. Note: You can drag the sliding window from left to right to display more real-estate on the Index Area or more on the Gantt Chart. About DreamTeam - 1

4 DreamTeam Tabs Main Toolbar Main Menu Index Area Gantt Chart About DreamTeam - 2

5 How to create a new project There are three ways to create a new project in DreamTeam; Create a project from the ground up Create a New Project Based on an Existing Template Project Import a MS Project (.xml) or a.csv file Create a project from the ground up If you are a first time user of DreamTeam, you need to create your first project from the ground up. DreamTeam helps you to create a new project easily using the New Project Wizard. The New Project Wizard takes you step by step through the process of creating a new project. 1. Click Projects on the Main Menu and select New Project. The New Project wizard is displayed. In Step 1 of the New Project Wizard, only the Name and Start Date fields are mandatory. All other fields are optional. For the purposes of this example we will discuss each field. 2. Type the name of your project in the Name text box. For this example type, "Install Server". 3. Select the Start Date for the project by clicking on the Dreamfactory Calendar. By default the current date is displayed as the Start Date. 4. Type a useful description of the project in the Description text box. This field is optional. This information is displayed in the Project Properties window. It is useful to identify the work schedule for a project. You can specify any days you are unable to work and those days you can work. About DreamTeam - 3

6 5. Click Edit to view or change the listed vacation days. The Select Vacation Days calendar is displayed On the Select Vacation Days calendar you can see a variety of color-coded days. Color White cell Pink cell Blue cell Gray cell Description All working days All off days Project start date Today s date If you want to change a working day to an off day, or an off day to a working day, click on the calendar cell. The cell will change color to reflect your change. 6. Click OK to close the calendar and save any changes. 7. Click the Work Days calendar to view or change the listed working days. The Default Vacation Days dialog box is displayed. About DreamTeam - 4

7 Checked items denote non-working days Unchecked items denote working days To change a working day to a non-working day, or vice-versa, click on the checkbox to select or deselect it. You can associate your DreamTeam project with a folder in DreamTeam Document Manager. This means you can easily locate those documents, by project, when managing them from the Document Manager in salesforce.com. You can select an existing folder in Document Manager or create a new folder. The projects can then be easily located and accessed from the Document Manager tab. 8. Select a Document Folder to associate with the new project. DreamTeam Projects can be linked to Salesforce Accounts and Opportunities. This facilitates reporting through the standard Salesforce reporting interface by allowing users to report on project information in conjunction with Account or Opportunity information. Additionally any SalesForce User who has access to that account or opportunity, can view high level information about the project including its start date, completion date, percent complete and whether or not the project is ahead or behind schedule. About DreamTeam - 5

8 9. Click the Account drop-down list. The Select Account dialog box is displayed. 10. Type the name of the Account in the text box and click Search. All Accounts matching your search criteria are displayed 11. Select the Account you want to link your project to. Then click Select. The Account you selected is listed in the Account drop-down list. 12. Click the Opportunity drop-down list. The Select Opportunity dialog box is displayed. A list of all the Opportunities associated with the chosen account are listed in the right-hand display panel. 13. Select the Opportunity you want to link your project to. Then click Select. The Opportunity you selected is About DreamTeam - 6

9 listed in the Opportunity drop-down list. You can define your project as a particular Project type. This enables you to divide projects into a variety of categories. The list of Project Types available from the drop-down list can be edited. Ask your Salesforce Administrator for more information on how to do this. 14. Select a Project Type from the drop-down list. For more information, see the DreamTeam Reference Guide. 15. Ensure the Use tree nesting for tasks like MS Project checkbox is deselected. For more information, see the DreamTeam Reference Guide. 16. Click Next to move to Step 2 of the Wizard. Now we are ready to assign resources to our new project. We aren t yet assigning tasks, but assigning resources. A resource is any person, piece of equipment, or material that is used to complete a project. You can add a person as a resource on a project without having to assign them a task. Adding resources to a project is very useful because it helps you keep track of the time and costs involved in a project. Note: No tasks have been assigned to the project at this point. You can add three types of resources to a project; users, contacts and capital assets. Each resource is represented by a different icon. Icon Resource Users Capital Asset About DreamTeam - 7

10 Icon Resource Contact DreamTeam enables you to search for team members from a variety of categories. The Search criteria you select from the Search for Team Members drop-down box determines what options are displayed on the main search panel. For more information about the search categories, see the table below. Category User Name Description A User is anyone who has a Salesforce.com account. You can search for a team member by typing their user name in the searchable text box. When you select By User Name from the drop-down list the User Name radio button option is selected. You can then type the name of the user in the empty text box and click Search. Contact Name A Contact is anyone who is listed in Salesforce as a contact. You can search for a team member by typing their contact name in the searchable text box. When you select By Contact Name from the drop-down list the Contact Name radio button option is selected. You can then type the name of the contact in the empty text box and click Search. Project & Task You can search for a team member by specific Project and Task. When you select Project and Task from the drop-down list you will see a list of all your projects and tasks displayed in the dialog box. If you click on an individual project or task, it will add all the members who were assigned to that project or task. When you select a team member from a previous project, all the cost information for that team member is inherited from the selected project. You can edit this information for the current project. Resource Skill Type Organizational Role Role & Subordinate Public Group You can search for a team member by their level of skill. When you select Resource Skill Type from the drop-down box, you can select a specific skill and a particular level. All members that match the search criteria are displayed. You can search for a team member based on their role in an organization. You can search for a team member based on their hierarchical role in an organization. You can search for a team member by the list of public groups they belong to. 17. From the drop-down list, select By User Name. The User Name radio button is selected. For the purposes of this example you should add yourself as a user. For our example we will use a sample user. 18. Type a user name or an alternative search criteria in the text box and click Search. You can search by All, Me,?, or an asterisk for a wildcard. All users that match your search criteria are displayed in the Selected Users About DreamTeam - 8

11 dialog box. For the purposes of this example, type "Me" and select your own username from the list. Note: If you want to remove a team member from a project, select the team member and click Remove Selected. Once you have assigned team members to a project, you can define attributes for that team member. These fields are not mandatory. You can assign costs to a team member. This enables you to analyze costs and billing. You can also assign the team member a particular skill type and skill level. Assigning a skill type and skill level enables you to search by this criteria in future and to leverage various Salesforce reports that call out specific skill types and skill levels. For the purposes of this example, we have assigned the user a Skill Type, a Skill Level and a Cost Per Hour. Note: All skill types and skill levels can be edited. See your Salesforce Administrator for more details. About DreamTeam - 9

12 You can assign capital assets to a project. A capital asset is any physical asset, like a computer, an office, a server etc. 19. Click Add Capital Asset. You can type the name of the asset and assign it a value or cost. About DreamTeam - 10

13 20. Click Next when you have configured all the necessary options. Step 3 of the Wizard opens. When you finish assigning team members to a project, you can alert them to their role via phone call, an or you can create a task for them in Salesforce. Note: A task is created for a Salesforce User, but not for a Salesforce Contact. Notification Place Call Send s Action Click this button if you have a TAPI phone dialer connected to your Salesforce Org. A call is automatically made to each team member. Click this button to automatically launch MS Outlook or your default client. The address of each team member is populated in the address field. The content of the can be configured in the Notify Team Members fields. You can edit the Subject, Date, Priority, Status, and Text fields. Create Task Click this button to create a Salesforce task for Salesforce Users. Only Salesforce users are alerted to the tasks, contacts are not notified. Note: You can open the Notification at any time by clicking on the Notification button on the Project Manager screen. 21. Click Done to close the Wizard and save your settings. You are now ready to start building on your project. You can start adding a range of tasks to your project. For more information, see How to add tasks to a project on page 15. Create a New Project Based on an Existing Template Project You can create a new project based on an existing project. The existing project can be used as a template and all entries and options can be edited on the duplicated version. However, you can only create a new project from an existing project if you previously created a project and it is listed in DreamTeam. If you are a first time user to the DreamTeam application, this option is not available. About DreamTeam - 11

14 1. Select a the project you want to duplicate from the Project drop-down list. All the projects you previously created are displayed in the drop-down list. For this example we will select "My Second Project". 2. Select Projects > Duplicate Project. An Enter Name dialog box appears with the name of the existing project. About DreamTeam - 12

15 3. Select the current name and click Delete. 4. Type the name of the new project in the text box. For the purposes of this example, we will type Documentation. The name of the new project is displayed in the Project drop-down list. About DreamTeam - 13

16 Import a MS Project (.xml) or a.csv file You can create a new project by importing an existing.csv file that matches the DreamTeam data layout. If the format does not match an error will occur. You can also import a Microsoft Project file that has been saved in.xml format. Let s look an example of importing a Microsoft Project file in.xml format. 1. Click Project > Import Microsoft Project on the Main Menu. 2. Locate the Microsoft Project (.xml) you want to import and click Open. About DreamTeam - 14

17 Your Microsoft Project is successfully imported into DreamTeam How to add tasks to a project Tasks are typically added after resources have been assigned to a project. There are three types of DreamTeam tasks; Summary Tasks, Sub Tasks and Milestones. The tables below defines each type of DreamTeam task. Task Type Summary Task Definition A Summary Task shows the sum of the duration, completion, start and end dates for a group of tasks. A Summary Task always appears in the Index Area in bold text. Subtask Milestone A Subtask is any task that needs to be completed during a project. A Milestone is used to identify a significant date during the course of a project or to identify that a set of tasks have been completed. A Milestone is represented by a diamond shaped icon. About DreamTeam - 15

18 The graphic below shows the various icons used to represent the various tasks. Summary Task Milestone Subtasks About DreamTeam - 16

19 Adding a Summary Task For this example, lets open the new project we created using our Wizard (Install Server) and add new tasks. 1. From the Project drop-down list, select Install Server 2. Select Index row 1, this is where we want to begin adding our tasks. You must select an index row before you add a task, if you don t an error will occur. About DreamTeam - 17

20 3. Select Tasks > New Task from the Main Menu. About DreamTeam - 18

21 The New Task dialog box is displayed. 4. Type the new task name in the Task Name text box. This is our Summary Task, for this example type Project Summary". About DreamTeam - 19

22 5. Deselect the Subtask checkbox to indicate this is a Summary Task and not a Subtask 6. Click Save to close the dialog box. The new Summary Task is displayed About DreamTeam - 20

23 The Task Name Project Summary appears on the Index area stating that the project duration is 5 days, this duration is a default calculation and will be changed when we add subtasks. The row on the Gantt Chart appears in red because we haven t yet added any subtasks. This is normal behavior and not an error. The Summary Task needs a set of Subtasks before it can make any calculations. Adding a Subtask Let s continue our example by adding a series of subtasks to our project. 1. Right-click on the second row of the Index Area and select New Task. This is an alternative way of adding new tasks rather than selecting Tasks > New Task from the Main Toolbar. About DreamTeam - 21

24 The New Task dialog box is displayed 2. Type Purchase Server in the Task Name textbox. 3. Leave the Subtask checkbox selected. This explicitly defines this task as a Subtask. The Subtask checkbox About DreamTeam - 22

25 is always selected by default 4. Click Add to assign a resource to the task. The Add Resources dialog box is displayed. The Add Resources dialog box shows a list of all the resources that have been assigned to this project. When you select a single resource, you can see a bar chart displayed on the right hand side. The bar chart represents how many hours per day the resource is utilized or free. Time is color coded in the bar chart. About DreamTeam - 23

26 Red > the resource is utilized more than 8 hours on that particular day Yellow > the resource is utilized 8 hours on that particular day Green > the resource is utilized less that 8 hours on that particular day. Select a colored bar to see exactly how the time for that day is being utilized. In the example below we have selected the red bar. We can see from the results in the table that Ciara is utilized a total of 16 hours that day, 8 hours on the Purchase Server task and 8 hours on the Install Server task 5. Ensure Ciara is highlighted in the Resource panel. Despite the user being over utilized, we will go ahead and assign the user to a task in our project. Click Select. Ciara has been added as a resource for the Purchase Server task. For the above example we recommend you add yourself as a Resource in the project. About DreamTeam - 24

27 6. Type 1 in the Duration text box. Leave the drop-down list as Days. This represents the duration we anticipate this task to take before completion. About DreamTeam - 25

28 7. Click Save. The first subtask is displayed. For the purpose of this example we will add another subtask and assign a resource to that subtask. 8. Right-click on row 3 and select New Task. About DreamTeam - 26

29 9. Type Install Server in the Task Name text box. 10. Leave the Subtask checkbox selected. 11. Place the cursor in the Resources display panel and type Ciara. Since we already know Ciara is an available resource, we can simply type this name in the display panel. About DreamTeam - 27

30 12. Type 2 in the Duration text box 13. Click Save. The second subtask is displayed. Drag the slider across from the Index Area to the Gantt Chart to display all details of the Subtask in the Index Area. About DreamTeam - 28

31 Adding a Milestone task A Milestone task is created the same was as any other task. A Milestone task denotes the completion of a set of tasks or a significant point in a project. For the purpose of this example, we will assume you have added one more subtask to your sample project. We will assume you added the following Subtask: Task > Customer Review Duration> 1 day Team Member > Brian Let s continue building on this example and add our Milestone. 1. Place your cursor in row 5 and type Customer Accepts Config. Typing directly into a cell is another way to create a task. You can also edit existing data by typing directly in a cell. About DreamTeam - 29

32 2. Press Return or Tab to move to the next cell in the row. By default, the Duration is set to 5 days. 3. Place your cursor in the Duration cell and type 0 zero. About DreamTeam - 30

33 4. Press Enter or Tab. The Duration is set to Milestone. If you drag the slider window across you can see the Milestone is represented by a diamond on the Gantt Chart. About DreamTeam - 31

34 How to delete an existing task At some point your may need to delete tasks you previously created. The tasks in your project may have changed or been dropped completely. Let s look at how you can delete existing tasks from your project. 1. Select the row you want to delete in the Index Area. For this example, select Customer Review. You must always select a task/row before you can delete anything. About DreamTeam - 32

35 2. Click Tasks>Delete Tasks from the Main Menu. The Delete Tasks box is displayed The Customer Review Subtask is highlighted. If you decide you want to delete a different Subtask, select it from the list. Use your keyboard and press Shift or Ctrl-click to select multiple tasks to delete. About DreamTeam - 33

36 3. Click Delete to delete the selected Subtask. A Delete Confirmation dialog box is displayed. 4. Click Yes to confirm you want to delete the selected subtask. The Customer Review subtask has been deleted from the project. About DreamTeam - 34

37 Let s look at an alternative way of deleting tasks. 5. Right-click on the task you want to delete and select Delete Task. For this example right-click on Customer Accepts Config. About DreamTeam - 35

38 The Delete Tasks dialog box is displayed. 6. Click Delete to confirm you want to delete the Customer Accepts Config task. A Delete Confirmation dialog box appears About DreamTeam - 36

39 7. Click Yes to confirm you want to delete the task. The tasks you deleted are removed from the Project How to create dependencies Dependencies are links between different tasks. Dependencies dictate that one task is dependant on another task. For example, task 2 cannot begin until task 1 has been completed. The value you type in the Link field, defines the row you are linking this task to. This task can t begin until that task has ended. Let s continue building on our previous example. We want to create a dependency for the Install Server Subtask. 1. Right-click on the Install Task in the Index Area and select Task Properties. About DreamTeam - 37

40 The Task Properties dialog box is displayed. There are a number of properties that can be edited. In this Quick Start Guide, we will only cover some of the key properties. Task Type Type Definition You can choose from a variety of task types. Setting a task type enables you to segment and categorize your tasks. This is useful if you want to run a report based on a particular task type or if you have a large number of tasks. The task types can be set and changed by your Salesforce administrator. Task Description Resources Task Name Links Index Subtask Billable Set a brief description to explain what your project involves. This is useful for others viewing or using the project. Add or change the resources assigned to a task. Click the Add button and select an additional resource. Alternatively, you can delete the existing resource from the task and replace that resource with someone else. Edit the current task name by changing this field. Set or edit links and dependencies for the existing task. Move the task to a different index line by changing the Index number in this text box. Make a task a Subtask by selecting this checkbox or make the task a Summary Task by deselecting this checkbox. Select the Billable checkbox to make the task a billable event. % Complete Slider Drag the slider bar to update the percent complete for the task About DreamTeam - 38

41 Task Type Duration Definition Set the time you expect it will take for the task to be completed. 2. Click the Links drop-down box to display the available links list The Install Server subtask (identified with the number 3 because it is the third index row) is dependent on the Purchase Server subtask (identified with the number 2). This means we cannot install the server until it has been purchased. Subtask 3 is linked to Subtask Select 2) Purchase Server from the drop-down list About DreamTeam - 39

42 4. Click Save. The Install Server subtask is now linked to the Purchase Server subtask. 5. Place your cursor in row 4 and type the following in the listed fields: Customer Review in the Task column (click Enter) 1 in the Duration column (click Enter) 3 in the Link column (click Enter) Ciara in the Team column (click Enter) About DreamTeam - 40

43 You can also add Advanced Dependencies to tasks. For more information on Advanced Dependencies, speak to a DreamTeam Support Engineer. Editing the properties of a task You can edit the properties of a task at any time. Let s look at an example of editing the properties of an existing task. 1. Select the task you want to edit, in this example Purchase Server. Select Tasks > Task Properties on the Main Menu. About DreamTeam - 41

44 The Task Properties dialog box is displayed. 2. Edit any of the properties you want to change. 3. Click Save to save your edits and close the dialog box. All changes will be reflected on the main Index page. Note: You can also access the Task Properties dialog box by right-clicking on a task and selecting Task Properties. Setting a Baselines Once you create a project you may want to create a snapshot of that project as it currently stands, this is called a baseline. The baseline records the current start and finish dates for the various tasks and the project as a whole. This information is stored in Salesforce.com and can be accessed via a custom report. To set up a baseline for a project; About DreamTeam - 42

45 1. Click Project > Establish Baseline from the Main Menu. 2. Confirmation box appears asking if you are sure you want to create a Baseline. 3. Click Yes to confirm you want to establish a baseline for the project. You won t notice any visible changes to your project on the Gantt Chart. A baseline has been established, but it is not yet shown. About DreamTeam - 43

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47 4. Select the Show Baselines check box. Drop shadows appear A drop-shadow appears showing the start and finish dates for the tasks. If you should change the duration of a task, the original start and end dates will be illustrated with a drop-shadow and the new dates are illustrated by a pink bar. 5. Select the Purchase Server task and change the duration from 1 day to 0.5 day by typing directly in the Duration text box. About DreamTeam - 45

48 6. Click Tab or Return to save your changes. You will notice the pink bars have shifted by 0.5 of a day because the Purchase Server task has taken less time than was originally allocated for the task. The drop-shadow has moved to illustrate the original start and end dates for the task. About DreamTeam - 46

49 How to enable timesheets for a project Enabling Timesheets is part of the PMO edition of DreamTeam. You can enable timesheets and set task approvals requiring team members to submit timesheets for all their assigned tasks. You can set the criteria for the submission of timesheets and determine who can update the progress of tasks using timesheets To enable timesheets and set task approvals, follow these steps. 1. Select Tasks > Task Approvals from the Main Menu. About DreamTeam - 47

50 The Task Approvals dialog box is displayed. 2. Select Require timesheets for task check box. The remaining options are enabled when you select the Require Sheets for Task check box. About DreamTeam - 48

51 The table below describes each of the available options. Task Approval Require Timesheets for task Allow out of bounds entries Allow entry of lump hours Show planned work Automatically set completion Who is authorized to set the percent complete when the task is clicked. Description Select this option to make it mandatory for all team members to submit timesheets for their tasks. Select this option to enable team members to submit timesheets against a task after a task has been finished. Select this option to enable team members to submit hours on a weekly basis as opposed to just a daily basis. Select this option to ensure team members are sent details of all the tasks they have been assigned to. Select this option so that when users submit a time sheet, the project plan is updated and a task is marked complete. You can control who can update the progress of a task from Collaborative Calendar. By default any team member assigned to a task can update the progress of a task. You can change these default options. Note: If you select One particular team member, a list of all team members for that project are displayed. Select only one team member from the list. Set All Click Set All to update the properties for all the existing tasks. If you create another task you will have to set separate approvals for that task. How to edit your project view The default view for any project in DreamTeam is Gantt Chart view. However, you can change this view and monitor your data, costs, revenue etc in a variety different ways. You can choose from four different project views offered on the drop-down menu, however you can create customized Salesforce reports, see your Salesforce Administrator for more information: Project View Gantt Chart Cost Report Resource Report Project Dashboard Description A Gantt Chart is a type of bar chart that displays a project schedule or time line. This report displays any cost, revenue, or profit information, broken down by task. This report shows how team members and resources have been utilized in your project. You can see exactly how much revenue a resource is generating. This report shows the percent complete for a project and if a project is on time or behind schedule. To change your project view, follow these steps: About DreamTeam - 49

52 1. From the Main Menu, select View > Cost Report. 2. Click Export to export this data to a.csv file. 3. From the Main Menu, select View > Resource Report. About DreamTeam - 50

53 4. Click Export to export the report to a.csv file. 5. From the Main Menu, select View > Project Dashboard. How to use the Collaborative Calendar The Collaborative Calendar allows you to view and update DreamTeam Project Tasks. In addition to this you can also create, view and edit Salesforce Tasks and Salesforce Events. Any Salesforce Tasks or Salesforce Events created in the DreamTeam Collaborative Calendar can also be seen on the Salesforce.com Home Page The Collaborative Calendar has two main purposes: Resources can go to their Collaborative Calendar and see any tasks that are assigned to them Managers or Team Leaders can see all tasks that are assigned to other users and resources Let s look at an example of configuring Collaborative Calendar. About DreamTeam - 51

54 1. Select the Collaborative Calendar tab on DreamTeam. The Collaborative Calendar is displayed. 2. From the Projects drop-down list select All Projects and All Tasks. All associated projects and tasks are displayed on the Calendar. About DreamTeam - 52

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56 From the Users menu, select Me and Tasks. This will display only tasks assigned to you. On the Calendar you can see there are tasks colored in pink and blue. Blue tasks are 100% complete Pink tasks are less than 100% complete. About DreamTeam - 54

57 3. Hover your mouse over a particular task to display a rollover with detailed information about the task. About DreamTeam - 55

58 4. Click on a particular Task to view the properties of that task. 5. Click on the Notification (envelope) icon to send a notification to team members regarding the progress of your task. In the Send Notification dialog box, you can determine who and how your notification is sent. Click Done to close the dialog box. About DreamTeam - 56

59 6. In the Project Task completion dialog box, click Discussion to start a threaded discussion. Type your message in the dialog box and click Done. The Threaded Discussion is attached to the task in your project. Other members of the project can view and reply to your message. 7. Return to the Project Manager tab and select the project Install Server from the Project drop-down list. If you select Purchase Server task - the task to which we just added a discussion - a discussion icon appears to show you have a discussion associated with this task. About DreamTeam - 57

60 8. Click this button to open the Threaded Discussion. 9. Click New Comment to add a new comment to the task. About DreamTeam - 58

61 Now let s go back to the Collaborative Calendar tab and look at the other view options. 1. Select the List View checkbox. About DreamTeam - 59

62 The Calendar displays all tasks in list order instead of being ordered by date on the Calendar. You can rearrange the columns in List view. 2. Select the Project Name column and drag it to the end of the list of columns. About DreamTeam - 60

63 You can also change the order of the rows in the Calendar. 3. Right-click on the Task Name column and select Sort Ascending. The tasks are arranged into ascending alphabetical order. About DreamTeam - 61

64 How to use Document Manager Document Manager extends the capabilities that exist in Salesforce.com. You can launch documents in external applications. You can make changes to the documents and then save them back into Salesforce. Let s look an example using Document Manager. 1. Click on the Document Manager tab. A list of all the documents stored in your Salesforce account are displayed. 2. Select the document you want to open. In this example we will select the Install Server.csv file. About DreamTeam - 62

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66 3. Double-click on the document. The document opens in Excel. 4. Select an entry on the Excel sheet and modify it. For this example we will select the percent complete for the project and change it to 100%. About DreamTeam - 64

67 5. Click Save to save changes. A confirmation dialog box appears to confirm you want to save changes. 6. Click Yes to confirm you want to save changes. You will return to the Document Manager screen and see a Launched Documents dialog box requesting which document you want to upload. You can choose to upload your new document and replace the original document, you can create a new version of the document, retaining the original, or you can remove the new document from the list. 7. For this example, select Make New Version and click Done. The new document is listed in Document About DreamTeam - 65

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69 8. Right-click on the new document to view a list of available menu options. You will notice there are a number of menu options available. For more information, see the DreamTeam Reference Guide. You can start a Threaded Discussion for this document. The details of which will be sent to all the team members. Just select Threaded Discussion from the drop-down menu. How to use Timesheet Editor Timesheet Editor is an intuitive, easy to use timesheet and expense grid that enables employees to quickly enter time and expenses without having to master a complex tool. Timesheet Editor is divided into two main parts, one for timesheets and one for expenses. About DreamTeam - 67

70 You can use the Timesheet Editor to: Filter Timesheet and Expense Entries Rearrange Columns and Sort Timesheet and Expense Entries Add Timesheet and Expense Entries Edit Timesheet and Expense Entries Delete Timesheet and Expense Entries Submit Timesheet and Expense Entries Unsubmit Timesheet and Expense Entries Import and Export Timesheets and Expenses Print Timesheets and Expenses About DreamTeam - 68

71 Timesheets Page The Timesheet page can be divided into five main parts. These are described in the table below. Toolbar Main Menu Bar Description Use the Main Menu Bar to open the Timesheet Editor in Full Screen/Restore Screen mode. You can access all other DreamTeam applications. You can access the Timesheets or Expenses page. You can access a variety of Support options. Filter Toolbar Display Pane Details Panel Bottom Toolbar Use the Filter Toolbar to filter the timesheets or expenses that are displayed on the Display Pane. You can filter by date, project or resource. Shows all the timesheets or expenses that match your filter criteria. Use the Details Panel to create, edit or submit and unsubmit timesheets or expenses. Use to import, export or print timesheets and expenses. Main Menu Bar Filter Toolbar Details Panel Display Panel Bottom Toolbar About DreamTeam - 69

72 When the Timesheet page is first displayed there may already be timesheets displayed. By default, the Filter Toolbar is set to: Date Filter> This Week Project Filter > My Projects Resource > Me Any timesheets that match these filter criteria are shown on the Display Pane. If you select the checkbox beside a timesheet, the details of that timesheet are displayed in the Details Panel. Filter Toolbar You can use the Filter Toolbar to: Find timesheets that fall within a certain time span or search for timesheets that match specific dates Search for timesheets assigned to All Projects, No Projects or to Selected Projects Search for timesheets that are assigned to you or a particular Resource Details Pane The Details Pane displays the details of any selected record. It also enables you to edit those details and Save changes. About DreamTeam - 70

73 Fields Date Billable Time / Amount Description Shows the date the timesheets or expenses were created. This checkbox shows whether a task has been set as billable or non-billable. The setting is determined by what was originally set in Project Manager when the task was originally created. You can overwrite the original setting. A dialog box is displayed to determine whether or not you want to overwrite the original record. This field will be called Time if you are on the Timesheets page and Amount if you are on the Expenses page. If the field is Time, you can set the hours or minutes that a task took to complete. If the field is Amount, you can set the total amount of the expense. Project Resource Task Type Description Notes The name of the selected Project, if any. The name of the Resource assigned to the Project. The Task, if any, for which the time or expense applies. The type of task that was carried out. This can be No Task. You can select a task type from the drop-down list. A brief description of the timesheet or expense entry. Notes to accompany the timesheet or expense entry. Expenses Page The Expenses page follows the same layout as the Timesheets page. You can filter expenses by date, by project and by resource. If you select a particular expenses entry, the details are displayed in the Details Panel. About DreamTeam - 71

74 The following sections will walk you through the steps required to work with DreamTeam Timesheet Editor. Filter Timesheet and Expense Entries You can filter the timesheets or expense entries that appear in main Display Pane by Date Range, Project, and Resource. For this example we will filter timesheets. The steps are the same for filtering Expenses. 1. Select a Date Range from the drop-down list. 2. Select a Project Filter from the drop-down list. My Projects show entries for DreamTeam Projects to which you are assigned tasks. All Projects shows entries for all DreamTeam Projects. No Projects shows all entries that haven t been assigned to a specific project. Select Projects enables you to show entries for specific DreamTeam Projects. Select a Project and click the Add arrow. Click Save to save your changes. 3. Select a Contact, Resource or User Filter from the drop-down list. All Timesheets shows entries logged by all Resources, Contacts, and Users for the selected DreamTeam About DreamTeam - 72

75 Projects. All Resources shows entries logged by all Resources for the selected DreamTeam Projects. No Resources will show all entries that are not associated with a Resource. Select Resources shows entries for specific Resources. Select a Resource and click the Add arrow. Click Save to save your changes. Select Contact shows entries for a specific Contact. Select User shows entries for a specific User. Me shows all entries assigned to you About DreamTeam - 73

76 4. Once you have selected your filter criteria, click Display to view entries that match your filter criteria. Rearrange Columns and Sort Timesheet and Expense Entries The Timesheet Editor allows you to rearrange column order to suit your individual needs. Simply drag and drop a column to the desired position. You can also sort timesheet and expense entries into ascending or descending order by clicking a Column header e.g., Project, Billable, etc. Add Timesheet and Expense Entries Timesheet Editor makes it very easy to add new timesheets and expenses. For this example we will add a new Timesheet: About DreamTeam - 74

77 1. Click the Plus + button on the Bottom Toolbar to add a new entry. A new highlighted row appears in the main Display Panel. Details Panel is enabled About DreamTeam - 75

78 Note: You cannot enter text directly into a cell, you must add any entry details using the side Details Panel. 2. On the side Details Panel enter all the information for the new entry. The Project, Task, and Resource fields are not mandatory. 3. Click Save to save your changes. The new timesheet is displayed on the Display Pane. New entry is displayed About DreamTeam - 76

79 Note:. You can log time and expenses not associated with projects, tasks, and resources. Edit Timesheet and Expense Entries You can only edit timesheets and expense entries that have not been submitted. To edit an entry, follow these steps; 1. Select the checkbox beside the record you want to edit. 2. Edit the record details in the side Details Panel. Edit entry details About DreamTeam - 77

80 3. Click Save to save all your changes. Entry details are changed Delete Timesheet and Expense Entries You can only delete Timesheets and Expenses that have not been submitted. The Delete button is disabled for submitted entries. To delete one or more entries: 1. Select the row or rows you want to delete in the main Display Pane by selecting the checkboxes beside a record. 2. Click the Minus - button on the Bottom Toolbar. A Confirmation dialog box is displayed to check you want to About DreamTeam - 78

81 delete the selected record Click Yes to confirm you want to delete the selected entry. The selected entry is removed from the Display Pane. Submit Timesheet and Expense Entries When you submit Timesheets or Expenses they are sent to the Project Manager for the project. To submit timesheets or expenses, follow these steps; 1. Select the checkbox beside the record you want to submit. You can submit multiple records at one time. About DreamTeam - 79

82 Ensure the records you want to submit have been saved. You cannot submit any records that haven t been saved correctly. 2. Click Submit Entries. 1 Unsubmitted entry 2 About DreamTeam - 80

83 All submitted records are marked as Yes in the Submitted column on the Display Pane. Entry marked as submitted Submitted entries cannot be edited or deleted unless they are unsubmitted. Unsubmit Timesheet and Expense Entries You can only unsubmit entries if you are a DreamTeam Project Manager or if the entries you've logged are not associated with any DreamTeam Projects. To unsubmit timesheet and expense entries, select the entries you want to unsubmit and click the Unsubmit Timesheets or Unsubmit Expenses button. To unsubmit one or more entries: 1. Select the row or rows you want to unsubmit in the main display pane by clicking on the checkboxes. About DreamTeam - 81

84 2. Click Unsubmit Timesheets or Unsubmit Expenses button. 1 2 All unsubmitted records are marked as No in the Submitted column on the Display Pane. Entry marked as unsubmitted About DreamTeam - 82

85 Unsubmitted entries can be edited and submitted again or deleted. Import and Export Timesheets and Expenses You can import and export timesheets and expenses that are in Comma Separated Value (.csv) format. Click Import on the Bottom Toolbar to import timesheets or expenses from a.csv file on your computer. Click Export on the Bottom Toolbar to export timesheets or expenses to a.csv file and save the file to your computer. Print Timesheets and Expenses You can print the list of Timesheets or Expenses that are displayed on the main Display Pane. To print the list of Timesheets and Expenses, click Print on the Bottom Toolbar. How to use Workstream Manager Workstream Manager is a dashboard that enables you to group projects together and analyze their progress. Let s create a workstream and view the various types of reports. 1. Select the Workstream Manager in DreamTeam and from the main menu, select New Workstream. About DreamTeam - 83

86 The Workstream Manager dialog box appears. From here you can set your Workstream projects. 2. Type the name of the Workstream in the Name text box. For this example Priority Issues. This Workstream will be the title for your group of projects. 3. From the Available Projects list, select all the projects you want to include in the Priority Issues Workstream. You can select multiple projects by holding down the Ctrl key. About DreamTeam - 84

87 4. Click the Green Arrow icon to move the projects to the Selected Projects list. 5. Click Save to close the dialog box. You can now see a detailed dashboard for your Workstream as a whole and each project within that Workstream. About DreamTeam - 85

88 On the Dashboard view the following color codes tell you of the status of a project or Workstream. Green = Project is on time Red = Project is severely behind schedule Amber = Project is slightly behind schedule. Alternative Workstream Views You can view workstream data in a number of different ways. 1. From the Main Menu select View > Report View. You can see a dashboard report for your projects. About DreamTeam - 86

89 2. From the Main Menu select View > Drill-Down View. You can see a drill down view for your Workstream. You can view any highlights, Issue/Risks, or Action Items that need to be addressed for this project. For more information on Workstream Manager, see the DreamTeam Reference Guide. About DreamTeam - 87