IBM Marketing Operations OnDemand November 17, Project Manager's Guide

Transcription

1 IBM Marketing Operations OnDemand Noember 17, 2014 Project Manager's Guide

2 Note Before using this information and the product it supports, read the information in Notices on page 63. IBM Marketing Operations OnDemand This edition applies to the Noember 2014 ersion of IBM Marketing Operations OnDemand (product number 5725-E44) and to all subsequent releases and modifications until otherwise indicated in new editions. Copyright IBM Corporation 1996, US Goernment Users Restricted Rights Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM Corp.

3 Contents Chapter 1. The project manager role in IBM Marketing Operations OnDemand.. 1 Terms used in Marketing Operations OnDemand.. 1 How to manage projects with Marketing Operations OnDemand How to track expenses with Marketing Operations OnDemand Chapter 2. How to work with projects in Marketing Operations OnDemand Creating a project Project information fields Reiew Areas and the approal cycle Posting items for reiew Reiew Area fields Version fields Creating simple approals Closing simple approals About approal flows and approal flow templates Approal flow templates Approal flows Creating approal flows Managing approal flows Project schedules Schedule templates Adding a schedule to a project Adding tasks to a schedule Shifting a schedule or task Modifying tasks Adding a predecessor to a task Approal tasks within schedules Creating an approal task within a schedule.. 25 Copying approal tasks Managing schedules and tasks Schedule fields Schedule Setup fields Task fields Libraries Adding a library to a new project Adding a library to an existing project Adding a document to a library Library document fields Adding Discussion Areas Project budgets Adding a budget to a new project Updating a line item Managing a project budget Project security Defining project security Client scenario Managing projects Performing bulk actions on projects Copying projects and work areas How to archie your project Archiing items Viewing archied items Archiing projects Chapter 3. How to work with eents.. 41 Defining types of eents Adding eents Copying a project as an eent Managing eents Chapter 4. How to work with job queues Job Queue form types User roles in the Job Queue feature The Job Queue process How to track Job Queue requests Sorting and filtering requests in your job queue.. 45 Changing the status of a request Chapter 5. How to work with plans, programs, and campaigns Creating plans Creating programs Creating campaigns Adding objecties to plans, programs, and campaigns Adding results to objecties Chapter 6. How to work with estimates 53 Adding an estimate to a project Adding expense items to an estimate Adding time items to an estimate Managing estimates Chapter 7. Generating reports Saing reports and report output Report types Report settings Example reports Notices Trademarks Priacy Policy and Terms of Use Considerations.. 65 Copyright IBM Corp. 1996, 2014 iii

4 i IBM Marketing Operations OnDemand: Project Manager's Guide

5 Chapter 1. The project manager role in IBM Marketing Operations OnDemand The project manager in IBM Marketing Operations OnDemand can perform seeral different roles in your organization. Some common job titles include Traffic Manager, Marketing Manager, Marketing Coordinator, and Director of Marketing. At a minimum, the Marketing Operations OnDemand project manager performs the following tasks: Create new projects in Marketing Operations OnDemand. Manage projects within Marketing Operations OnDemand. Manage the lifecycle of projects and documents, archiing as necessary. Generate reports about project status within Marketing Operations OnDemand. The project manager can also perform the following tasks: Monitor finances in Marketing Operations OnDemand by using plans, programs, and campaigns. Manage cross-project items such as libraries, project accounting, and the eent calendar. The tools and options aailable to project managers in Marketing Operations OnDemand depend on which permissions were assigned by the system administrator. To gain access to additional tools and options, talk to your system administrator. Terms used in Marketing Operations OnDemand Marketing Operations OnDemand is a system of record and a collaboration tool. Within Marketing Operations OnDemand, you can use projects as containers where indiiduals and groups can organize their work. You can use campaigns, programs, and plans to organize projects and allocate project funds for up to a year. Projects Projects can contain any of the following elements: Reiew areas where team members can comment on, collaborate on, and approe creatie items such as images, text, audio, and ideo Discussion areas where team members can talk about and track important issues for a project in a shared location Libraries to store important documents and files for the project Schedules where you can assign and manage tasks and manage time allocation Budgets to manage your expenses As a project manager, you determine which of these elements to include in your projects. Copyright IBM Corp. 1996,

6 Campaigns A campaign is a container for projects. A campaign can contain any number of projects. For example, you can include Banner Ad, Newspaper Ad, Flyer, and projects to each of your campaigns. All expenses in a campaign roll up to the parent program. Programs A program is a container for campaigns. For example, you can create seasonal programs for Spring, Summer, Fall, and Winter for your apparel department. You can then create Beach Time, Christmas in July, and Back-to-School Campaigns for the Summer program. All expenses in a program roll up to the parent plan. Plans A plan is a container for programs. You can create multiple plans as required for your organization. For example, you can create a separate plan for each department. You can hae any number programs within a plan. Example Hierarchy The following diagram shows an example hierarchy of a plan that contains two programs. Each program contains two campaigns, and each campaign contains two projects. You can choose as much or as little hierarchy as your organization needs. How to manage projects with Marketing Operations OnDemand You use Marketing Operations OnDemand to manage indiidual projects and make it easier to collaborate on these projects. You can also use Marketing Operations OnDemand to manage projects across your entire department or across seeral departments. Each project usually contains a schedule with a list of tasks. You can use reports and the global task list to reiew status across multiple projects. This iew helps 2 IBM Marketing Operations OnDemand: Project Manager's Guide

7 you identify bottlenecks and improe your business process. With time tracking, you can see how long tasks take to complete. You can then use this information to improe how you plan your projects. You can upload ersions of a creatie item to a Reiew Area and use the Markup Tool to collaborate on the creatie item. When you hae a final ersion, you can send the item to different departments in your company, such as marketing and legal, to get approal. You can link projects to a calendar to quickly see what projects are going on when. You can also add important eents to the calendar, such as trade shows or seminars, to maintain your department schedule as a whole. Marketing Operations OnDemand includes libraries for your account. You can use them to file documents that eeryone needs to access, such as logo guidelines and corporate images. Tip: You can use as many of these features as you need to manage and improe the workflow in your organization. You can phase in the use of features as your needs change. For example, you can start with one or two people in your marketing organization who manage all of your finances on the project leel. As your organization grows, you can add more leels of tracking complexity by using plans, programs, and campaigns. How to track expenses with Marketing Operations OnDemand You can track expenses with Marketing Operations OnDemand for an indiidual project or across multiple projects. To track expenses within a single project, add a budget to your project. The budget contains line items that group related expenses, such as photography. You can then add actual expenses to each line item. For example, if you hae two photographers and together they send you three inoices, you can add the three actual expenses to your photography line item. Using plans, programs, and campaigns, you can manage your finances across multiple projects. You can make allocations in your plan that trickle down to your projects. When you create a project, you can select a campaign and enter an allocation amount for the project. You can manage a line-item budget to track specific expenses and inoices. As you enter detailed budget information in your indiidual projects, that information is automatically rolled-up into your campaigns, programs, and plans. All of the expenses you add to the project are counted against the allocated amount for the project. Beyond tracking actual expenses and allocated funds, you can also add estimated expenses to your projects. You can then iew reports that compare your estimates to your actual expenses for future planning and allocation. You can modify your plans, programs, and campaigns at any time until they are archied. For example, if you allocate $15,000 a month for adertising for the year, you can reallocate the funds later. To sae setup time, you can copy preiously created plans, programs, and campaigns. Copying a project copies its campaigns. Chapter 1. The project manager role in IBM Marketing Operations OnDemand 3

8 Copying a campaign associates a program to the copied campaign. Copying a program associates a plan to the copied program. Copying a plan also copies any underlying programs and campaigns. Copying plans, programs, and campaigns automatically copies the allocations. Howeer, any budgeted, committed, or actual expenses are not copied. 4 IBM Marketing Operations OnDemand: Project Manager's Guide

9 Chapter 2. How to work with projects in Marketing Operations OnDemand Creating a project Before you create a project in Marketing Operations OnDemand, you must collect certain information. If you do not know what to collect, see your Marketing Operations OnDemand system administrator for your internal guidelines. The following list describes some of information you might need for your project: Details to comply with your internal processes: Job Number Company Group Budget notes Custom fields Project description or project brief document Project start and end dates The need for a Reiew Area to reiew creatie items The need for templates for schedules, budgets, and approal flows Any files to include in a project library Who is inoled with the project, their roles, and what permissions they need You can hae Marketing Operations OnDemand users who are outside of your company. For example, if you hire graphic designers on a contract basis, you can gie them read and write access to the Reiew Area without allowing them to iew or edit budget items. You can create the project een if you do not hae all of this information from the beginning. You can update any of this information after you create the project. Work with your system administrator to create templates and define custom fields. There are three ways to create a project: Create a project from the dashboard, copy an existing project, and use a fulfilled project form, if Job Queue forms are enabled by your system administrator. Before you begin Start your project in one of the following ways: To create a project, from the dashboard or Projects page, click New Project. To copy an existing project, in the project, select Actions > Copy. When you copy a project, you copy the project security. You can choose which other elements to copy, such as the budget, Discussion Areas, and Reiew Areas. If you copy the budget, only the budget and line items are copied. If enabled for your account, you can use a job queue form to automatically create a project. Job queue forms are created by your system administrator and are customized for your implementation. Job queue forms are described in the System Administrator Guide. Copyright IBM Corp. 1996,

10 Adding work areas as you create a project is not required. You can add work areas after you create the project. Howeer, if you do not create work areas when you create the project, a warning message is displayed. Complete the following steps to create a project. 1. Complete the Project Information fields. Information that you need to create a project is described in Project information fields on page To add an area where creatie items are reiewed, click Add Reiew Area. The files that can be uploaded to the Reiew Area can be in the form of a document, a ideo, or an audio file. You can upload files to the Reiew Area at any time. You can add multiple Reiew Areas to the project at any time. Information about uploading reiew items and adding Reiew Areas are described in Reiew Areas and the approal cycle on page To add a schedule to the project, click Add schedule. Select a template and add a title. You can add multiple schedules to the project at any time. You can add schedule templates to the project at any time. Information about schedules is described in Project schedules on page To add a project library, click Add Library. You might need a project library if you hae documents to include in the project, such as stock photos or company logos. You can add multiple libraries to the project at any time. Information about adding project libraries and adding documents to libraries are described in Libraries on page To add a Discussion Area, click Add Discussion Areas. Type a title and description for each Discussion Area. Information about Discussion Areas is described in Adding Discussion Areas on page To add a budget template, click Add Budget. Add a budget template if you are using Marketing Operations OnDemand to track budget items. You can add a budget template after you create the project. Information about using projects for budgeting is described in Project budgets on page To inform users that there is a new project, select the Notification check box. 8. Optional: Select Sae as default. This option saes any custom fields and work areas. So the next time you create a project, these customizations are included. 9. Click Create. The Security page opens. 10. To define the project security, complete the following steps. a. Select the team members and what permissions each has in the project. b. Define the work area security. c. Click Sae. 6 IBM Marketing Operations OnDemand: Project Manager's Guide

11 Information about project and work area security is described in Project security on page Optional: If you selected Notification (step 7), the Notify page displays. Select recipients, make any other changes to the defaults, and click Sae. Project information fields The project information fields contain the information that defines your project. Note: Your system administrator can add help text for all fields to describe what is required for your implementation. When aailable, the name of the field is a link that displays the help text in a help window. The following table describes the standard fields that define a project. Field Project Title Job Number Company Description Required. Name of the project, up to 80 characters. Must be unique. Unique number that identifies this project. Your system administrator can set this field to be manually entered or automatically generated, with or without the ability to modify the automatically-generated number. Company or client that is associated with this project. The company name can be used for sorting, grouping, and reporting. The list of companies is defined by your system administrator. To add a company, contact your system administrator. This field can be renamed "Client" in your account. Your system administrator can ask the IBM serices personnel to make this change. Campaign Optional. Campaign that is associated with the project. This field is aailable if you hae access permissions to campaigns and if your account is using campaigns to manage budgets across multiple projects. Allocation Optional. Amount of money that is budgeted for this project. This field is aailable if you hae access permissions to campaigns and if campaigns are configured for use. Summary Brief File Brief description of the project. This summary displays on the project tab and can contain up to 1333 characters, or approximately 200 words. Files that contain information about your project that all project members can see. If you need to limit access to this information, add a project library where you can manage indiidual user access. You can add one brief file when you create the project. You can add more brief files after you create the project. Group List of classifications for your project that is defined by your system administrator. Chapter 2. How to work with projects in Marketing Operations OnDemand 7

12 Field Status Show Team Start Date, End Date Budget Notes Custom fields Description Project status. Default alues are In Progress, Complete, Pending, and Canceled. These alues can be changed by your system administrator. Indicates whether team member names are displayed on the project page. Project start and end dates. These dates are not affected by any schedules in the project. Notes that are isible to all members of the project. Your system administrator can add up to 94 custom fields for your account. Custom fields are displayed below Budget Notes. You can hae the following number and types of custom fields: 50 character fields, which include character fields, select lists, and radio buttons 8 decimal fields 8 date fields, which appear with a date selection help 8 currency fields, which appear in the currency that is defined in your account 8 number fields, which are whole numbers 8 check boxes 4 large text fields Reiew Areas and the approal cycle To reiew items such as creatie images, ideos, sound clips, and websites, post them to a Reiew Area in a project. A Reiew Area is the container that holds ersions of a creatie item for reiew. A ersion is a specific instance of the creatie item. In general, you should create one Reiew Area for each item you are reiewing. Howeer, you can hae multiple ersions of the same item in a Reiew Area. After you upload the creatie item, you can request approal from reiewers. You can create a single-step approal or a multiple-step approal flow. When you create the approal or approal flow, you start it from the Reiew Area where you uploaded the creatie item. If you hae multiple ersions, you must specify the ersion for which you are creating the approal. You do not need to request approals, but if you do, you must choose either a single-step approal or a multiple-step approal flow for each approal cycle. You can hae as many approal cycles as you need. For example, you might start an approal cycle for an image. The marketing director, who was not part of the design process but is integral to the approal process, does not approe the image. Therefore, you close the approal as Not Approed. You go through a second round of design, upload the updated ersion, and hae a second approal cycle. This time, seeral people Approe with Changes. You close the approal as Not Approed so the final set of changes can be made. For the third reiew, eeryone approes and you can close the approal as Approed. 8 IBM Marketing Operations OnDemand: Project Manager's Guide

13 For each iteration of the approal cycle, you can choose whether a simple, single-step approal is sufficient or whether a more complex, multiple-step approal flow is needed. There are no restrictions on the use of either type or of mixing them. For example, you might start with a simple approal and, when that is completed, you can create a multiple-step approal that inoles marketing and legal. Similarly, you might start with multiple-step approal. If only the last step was not approed, you might run the next approal cycle as a simple approal with just the reiewers who did not approe the first reiew. All approals hae response options of Approed and Not approed. The system administrator can allow the additional response of Approed with changes. In addition, the system administrator can allow comments for any of these response options. These options are set at the account leel, so work with your system administrator to define your approal options. Note: Before you start an approal cycle in a reiew area, archie all comments. Posting items for reiew You can upload items for reiew to a Reiew Area in a project at any time. You can add a Reiew Area to an existing project from the Project page, if you hae the correct permissions. Permission to post an item to a Reiew Area is configured on an indiidual or project basis. You can upload to the Reiew Area.zip files that contain.pdf,.gif,.jpg (RBG only),.png, and.html files. The following file types are supported by the Markup tool:.pdf.gif.jpg (RBG only).png.html.qt.mo.mpg and.mpeg.mp3.wa.swf Instead of uploading a file, you can select a file from a library or proide a link to a web page. Tip: To reiew a file, upload the file as a ersion in the Reiew Area. Use the URL link to reiew web pages. If you proide a link to a file, the Markup Tool will not work. To post creatie items for reiew, complete the following steps. Chapter 2. How to work with projects in Marketing Operations OnDemand 9

14 1. On the New Project page or the Project page, add a Reiew Area by clicking New Reiew Area. 2. Complete the fields. 3. Upload a ersion of the creatie item to the Reiew Area by selecting Actions > New Version. Reiew Area fields When you add a Reiew Area to a project, you need to complete the Reiew Area fields. The following table describes the Reiew Area fields. Field Title Description Default Security Description Required. Name for the reiew area such as "Ad copy," "Brochure Layout," or "Client Reiew." Optional. Brief description of the Reiew Area. If you control who iews a Reiew Area, you can include some of this information here. For example, "Contract graphic designers cannot iew this reiew," or "Contact Pete Engman to upload a new ersion." Indicates whether all project members are allowed to iew this Reiew Area. If you do not select this option, after you create the Reiew Area, you can select who can iew, comment on, or manage the Reiew Area. This option is aailable only when you add a Reiew Area to an existing project. Notification Original File Indicates whether team members are informed that there is a new Reiew Area in an existing project. Indicates whether you will include a link to the original file in the Reiew Area. This option is useful for some types of multimedia and.pdf files. The Markup tool conerts.pdf files into images that can be annotated. Enable this option if, for example, project members need to send the file to someone without access to the Reiew Area. Do not select this option if access to the file is not needed and to ensure that all project members use the Markup tool. Version fields When you add a ersion to a Reiew Area, you need to complete the ersion fields. The following table describes the ersion fields. 10 IBM Marketing Operations OnDemand: Project Manager's Guide

15 Field Reiew Version Description Enable Markup tool Width Height Common Values PDF Rendering Notification Description Select the item to be reiewed: Browse to select a file to upload. You can select any type of file. If the file type is not supported by the Markup tool, you can still add notes, todos, and approals to the ersion. Howeer, there is no link to the Markup tool. Browse to select a file from any library in the system. This option is aailable when you add a ersion to an existing Reiew Area only. Type one URL per line to link to content hosted on a web serer. Number identifying the ersion. This option is aailable only when you add a ersion to an existing Reiew Area. If you do not supply a number, this number is automatically populated and increments for each new ersion you upload. Optional. Description for this ersion. For example, "First draft" or "Reised file with all approed comments taken into account." Indicates whether you want to enable the Markup tool for reiewing this file. This option is aailable only when you add a ersion to an existing Reiew Area. This option is enabled by default when you create a new Reiew Area and upload a file. For.swf files only, defines the width and height of the ideo. Valid alues are pixels. Common Values is a list of often used widths and heights. This option is aailable only when you add a ersion to an existing Reiew Area. When you create a new Reiew Area, these alues are automatically detected. The Markup tool conerts.pdf files to an image. Select the format and the resolution, such as PNG image(s) and 100 dots per inch. In general, the defaults are acceptable. Marketing Operations OnDemand conerts.pdf files to images for use inside of the Markup tool. Print-ready.pdf files display at a lower resolution than the original file. Select Original File in the Reiew Area if you need your reiewers to see the.pdf files at the original resolution. Note: An acceptable file size is 1100 by 1100 pixels. The file must be RGB not CMYK. Indicates whether to inform team members that a ersion was added in a Reiew Area. Creating simple approals If your approal process requires a single step, you can use a simple, single-step approal. Note: If your approal process requires multiple steps for reiew and approal, create a multiple-step approal flow. Approal flows are described in About approal flows and approal flow templates on page 12. Chapter 2. How to work with projects in Marketing Operations OnDemand 11

16 To create a single-step approal, complete the following steps. 1. In the Reiew Area, click New Approal. Note: When you select Resole open items, you archie all notes and scribbles related to the ersion. 2. On the Approal page, enter a title. 3. Optional: Select Lock to lock the ersion. Locking the ersion preents reiewers from adding annotations within the ersion of the creatie item in the Reiew Area. Leae the ersion unlocked if you want reiewers to enter comments using the Markup tool. 4. Enter a description. 5. Select a due date. 6. Select the required reiewers. 7. Optional: Select Notification to notify reiewers of the new approal. 8. Optional: Select the option to automatically close the approal when all reiewers hae approed. If you select this option and all reiewers approe, the approal closes automatically. If a reiewer responds with Approe with changes or Not approed, the approal does not automatically close. 9. Click Create. Closing simple approals After you create a simple approal, you may need to manually close the approal. If you hae seeral items for reiew in the same Reiew Area, use the drop-down menu in the Actions column for the reiew items. To close a simple approal, complete the following steps. 1. In the Action column for the approal, select Close Approal from the drop-down menu for the approal. 2. Select a Resolution. 3. Proide comments for the resolution, if needed. 4. Click Update. The resolution that you select is independent from the responses of your reiewers. Eery reiewer could respond with Not Approed and you can still select the Approed resolution. About approal flows and approal flow templates An approal flow is a series of dependent steps for approing creatie items. Each step has a due date and must hae at least one approal box. Each approal box, referred to as an approal, must hae at least one person who is assigned to reiew the creatie item. Note: Approal flow templates can be created only by system administrators. 12 IBM Marketing Operations OnDemand: Project Manager's Guide

17 If your approal process requires just a single step for reiew and approal, you should create a simple approal. Simple approals are described in Creating simple approals on page 11. You can use a template to create a multiple-step approal process in which reiewers for each step are alerted when the preious step completes. A step that closes with a resolution of Not Approed stops the approal flow and the subsequent steps are stopped. A step that completes with a resolution of Approed alerts the reiewers in the next step. In the approal flow, approals are displayed as boxes. The approal flow allows you to control which approals occur serially and which occur in parallel. Serial approals are displayed as a series of boxes, one approal box for each step. Parallel approals are displayed as a column of multiple boxes. Each column equates to one step in the approal flow. Sample approal flow The following graphic shows a sample approal flow with three steps: Marketing Approal, Legal Approal, and Compliance Approal. The approal flow is set to close automatically. Step one is set to All Must Approe. Assigned approers hae not been selected from the list of aailable approers. Role of reiewers Reiewers respond to approals within an approal flow the same way they would respond to a single-step approal. The account-leel configuration settings determine the aailable responses and whether comments are allowed with each type of response. Chapter 2. How to work with projects in Marketing Operations OnDemand 13

18 Approal flow templates Using templates for common approal flows can streamline the approal flow process and might proide greater consistency and predictability of approal durations. For example, you want to hae both the Marketing and Legal departments approe promotional material before it is published. You can create a two-step approal process with the auto-close option. In step one, the material is approed by the Marketing department. The Legal department is automatically notified that step one has completed successfully. The Legal department approes the material, and the approal flow closes automatically. System administrators create the approal flow templates. The template defines the following information: The number of steps The duration of each step The approals within each step Whether the reiew item ersion is locked during the approal cycle Locking the ersion preents reiewers from adding annotations within the ersion of the creatie item in the Markup tool. These properties sere as default settings only and can be edited when the template is applied to a reiew item in a Reiew Area. When you apply an approal flow template, you cannot add or delete steps or approals, but you can disable any unnecessary approals or steps. Approal flows Project managers create approal flows in Reiew Areas by first choosing a template. Project managers can use the approal flow as defined and simply assign reiewers for each approal within each step. Alternatiely, they can modify the approal flow by performing any of the following actions: Disable an approal or step that is not needed. Change the name or description of approals. Change the duration of a step. Indicate whether the ersion is locked. You must select automatic or manual closure. If you select manual closure, you must close each step and the approal flow. If you select automatic closure, each step closes automatically when it is approed and the approal flow closes when the last step is approed. For each step, you must also select whether all reiewers must approe or if just one reiewer can approe for the step to be approed. When the approal flow is started, alerts are automatically sent to each reiewer in step one of the approal flow. If step one completes successfully, alerts are sent to reiewers in step two. When a step is successfully approed, an alert is sent to the approal flow owner and all managers of the Reiew Area. If any reiewer responds Not Approed, an alert is sent to the approal flow owner and Reiew Area managers. 14 IBM Marketing Operations OnDemand: Project Manager's Guide

19 Note: All alerts are goerned by the indiidual user's alert settings, which are defined in the user profile. Steps are due at midnight of the specified date. If the due date passes and the step has not yet completed, late notifications are sent. Reiewers who hae not yet responded will receie late notifications as configured in their user profiles. Approal step completion An approal step can complete in any of the following ways: Behaior Typical Result Typical next step Any reiewer in the step rejects the approal. Any reiewer in the step approes with changes. You selected One Must Approe and one reiewer approes the step. Or you selected All Must Approe and all reiewers approe the step. The approal step remains open for additional responses. An alert is sent to the approal flow owner and the Reiew Area manager. The approal flow does not moe to the next step. The approal step remains open with an Approed with changes status. An alert is sent to the approal flow owner and the Reiew Area manager. The approal flow does not moe to the next step. The approal step is completed and alerts are sent to reiewers in the next step. If this is the last step in the approal flow, the resolution of the approal flow changes to Approed. Either the approal flow is automatically closed or the approal owner must manually close it. Alerts are sent to the approal owner and the Reiew Area manager to indicate that the step has completed. If the approal flow closes automatically, an alert is sent to the approal owner and the Reiew Area manager. The approal owner closes the approal flow with a resolution of Not approed, manages any required rework, and creates a new approal. The approal owner can either: Copy the preious approal flow, which retains the assigned reiewers and any changes to the approal template. Create a new approal flow by choosing a new approal flow template and assigning reiewers. Create a new simple approal and assign reiewers. The approal owner closes the approal flow with a resolution of Approed with changes, manages any required rework, and creates a new approal. No action is required by the approal owner. The approal owner might optionally modify subsequent steps. For example, if step 1 was originally gien two days to complete but completes in one day, the approal owner might want to extend the duration of step 2 by one day to keep the original deadline for step 2. Chapter 2. How to work with projects in Marketing Operations OnDemand 15

20 Behaior Typical Result Typical next step The approal owner or Reiew Area manager manually closes the approal step before all reiewers hae responded. The approal step is complete and the reiewer specifies whether the step is approed or not approed. If the step is approed, alerts are sent as if all reiewers had approed. If this step is the last step in the approal flow, the approal flow is completed with an Approed status. If the step is rejected, the approal flow is closed with a Not approed status and all appropriate alerts are sent. Note: An approal step might be manually closed in any of the following situations: A sufficient number of positie approals hae been collected. The due date has arried and a decision is needed. A reiewer is not aailable and the approal needs to moe forward. An early termination of the step or flow is required. No additional action is required if approed. If not approed, the approal owner must take the same steps as if one of the reiewers had rejected the approal, such as perform rework and create a new approal. Creating approal flows Project managers apply approal flow templates to create multiple-step approals for creatie items in Reiew Areas. System administrators who hae Manage all Content security permission can create approal flow templates. Project managers can modify an approal flow after they select the template in a Reiew Area but cannot add approals or steps. Contact your system administrator if you need changes made to a template. Examples of modifications include disabling unnecessary approals and steps and changing the duration of a step. Complete the following steps to create an approal flow for a creatie item in a Reiew Area. 1. In a Reiew Area, select Actions > New Approal Flow. 2. In the Refers To field, select the ersion of the delierable that you want to submit for approal. 3. On the New Approal Flow page, select the appropriate template from the Based On drop-down list. 4. Optional: Change the title and description so it is appropriate for the creatie item. Tip: Make the title and description unique so it is easier to identify approals on the My Approals page. 5. Select whether to automatically or manually close each step and the approal flow. 6. Optional: Edit the template before you use it. Edit step names or descriptions. 16 IBM Marketing Operations OnDemand: Project Manager's Guide

21 Edit approal names or descriptions. Edit step durations. Change ersion locking. 7. If an approal in a step is not needed, you can select it in the Flow Oeriew and click Disable Approal. Disabling an approal grays out the box and strikes through the approal name so it is not included in the approal flow. If you disable all approals within a step, the step is effectiely disabled. 8. For each step, select whether all reiewers or just one reiewer must approe. 9. Add at least one reiewer for each approal. The list box on the left side displays the aailable reiewers, who are all members of the current reiew area. The box on the right side displays the list of selected reiewers. Select names and use the arrows to moe them from one side to the other. Note: If you do not see the name of the reiewer in the left side, update the security of the project or the Reiew Area to include that person. 10. Click Sae when you are done. Results Alerts are sent to the reiewers in step one of the approal flow. Managing approal flows After the approal flow is created, reiewers receie alerts and the approal process begins. Project managers manage the approal flow for a reiew item in the Reiew Area. The Reiew Area for an approal flow displays the status, the due date of the actie step, and the approals for the current step. To manage approal flows, complete any of the following steps. For an actie approal flow, you can select any of the following actions: Option Close Approal Flow Modify Description For the Resolution, select Approed, Not Approed, or Canceled. If the method to close the approal flow (set in the template) is Manual, then you must manually close the approal flow. Note: You might want to manually close the approal flow early, after you receie a Not Approed from any reiewer without waiting for all other reiewers to respond. You might want to modify the approal flow to change the approal durations, the reiewers, or deactiate approals that might no longer be needed. You can modify only upcoming steps, not the actie step. To change the actie step, select Modify from the specific approal action menu. Chapter 2. How to work with projects in Marketing Operations OnDemand 17

22 Option Copy Delete Description If you upload another ersion of the delierable, you can copy the preious approal flow, including which indiiduals must approe each step. Permanently remoes the approal flow from the Reiew Area. Note: If an approal flow is closed, the only menu options aailable are Copy and Delete. For closed approals, you can click Show all approals to display the details of the step and the approals. For steps in the approal flow, you can select any of the following actions: Option Send Notification Close Approal Description Sends notifications to all reiewers in the current approal step. For example, you can use this option to send reminders that the approal date is coming due or to proide additional reiew instructions. If the approal flow was not configured to close automatically after all reiewers hae responded, you must manually close the approal. If the approal flow was configured with automatic close, you can still manually close an approal step at any time and choose the final disposition. When you approe the step, the approal flow automatically adances to the next step, if another step exists. If you are closing the last step of an approal flow, the entire approal flow is closed with the disposition you choose. Note: You might want to close an approal if the reiewer is on acation and you decide that the person's approal is not needed. Modify You might want to modify the current step to change the approal deadlines (durations) or the reiewers or to deactiate approals that are no longer needed. Project schedules A schedule is a set of tasks to be completed in a project. When you create a project, you can add one or more schedules to the project to organize all of the work that needs to be done for the project. Project managers and project members with permission to manage a schedule can add tasks at any time. Each task in a schedule can be assigned to a member of the project. If you proide a start or end date for the task, Marketing Operations OnDemand automatically sends alerts that remind project members of what needs to be done. You can use the schedule as a way to track milestones. If you enable time tracking, you can use tasks to monitor how much time people spend for billing or resource management purposes. Tasks can include approal tasks, which are single-step approals. Tasks can be as comprehensie as you need them for your organization. You can proide descriptions for tasks so that others know what each task entails. 18 IBM Marketing Operations OnDemand: Project Manager's Guide

23 Examples: If eeryone in your organization knows what "Design and layout" means in relation to a banner ad, then you can define the task as "Design and layout". A task that you define as "Approe by Legal" might inole seeral steps of reiews and meetings. If the Legal organization is outside of your department and does not hae access to Marketing Operations OnDemand, the steps they require to approe an item will not be in your schedule. Tracking time Time can be tracked with project tasks. When you add tasks, you can include planned time. Team members can then log the time they spend on their tasks by adding time records. If a team member spends longer than the planned time on the task, the task appears in red on the Schedule page. At the end of your project, you can ealuate the discrepancies between the planned time and the actual time spent to better schedule your next project. Schedule templates A schedule template contains a re-usable set of tasks for a particular type of project. The template defines the task sequence, durations, and resource roles or owners. Schedule templates can represent a whole schedule or part of a schedule. IBM proides seeral example schedule templates for common marketing projects. Schedule templates can be created only by system administrators. Existing schedules can be saed as templates but only by system administrators. As a project manager, you can select one or more schedule templates to add to a project. In schedule templates, tasks are assigned to roles rather than to team members. For example, tasks in the schedule template might be assigned to the Designer and the Copywriter. When you create a schedule from the template, you can assign a team member to fulfill each role that is defined in the schedule template. You can hae an unlimited number of unique roles in each schedule template. Schedule templates include Start Days and End Days rather than Start Dates and Due Dates. When you use a schedule template in a project, you can choose any task in the template and proide a reference date. Because the duration of each task is defined in the template, the dates of all other tasks are automatically set in relation to the reference date. Project managers and team members with permissions to manage a schedule can reassign tasks, delete tasks, add tasks, and change time estimates. If you frequently need to edit the schedule templates, work with your system administrator to redesign the templates or to sae an existing schedule as a template for re-use in the future. Task types There are two types of tasks: regular tasks and approal tasks. Your schedule template specifies a type for each task. You cannot change the task type in your schedule. The task type determines which columns are enabled in the template. The following columns are not enabled for approal tasks: Category Chapter 2. How to work with projects in Marketing Operations OnDemand 19

24 SubCategory Manager Role Task Group Estimated Hours Resources Example If the project team performs the same tasks eery time they create a banner ad, you can use the sample banner ad schedule template. When you add the ExampleSchedule-BannerAd template to a project, the following tasks are automatically added: Complete and post brief Specify banner dimensions and file size specifications Assign copywriter Assign designer Assign programmer Storyboard concepts Select concepts Draft copy Reiew and modify copy Approe copy Design and layout Reiew and modify design Approe design Deelop banner Quality assurance and test Distribute to ad-sering endors Adding a schedule to a project When you create a project, you can add one or more schedule templates. You can also append tasks from schedule templates to an existing project schedule. Before you begin Select one of the following options to add a schedule to a project: To add a schedule to a new project, as you create the project, click Add schedule. To add a schedule to an existing project schedule, from the Project page, select New Schedule. To add a schedule template to an existing project schedule, from the Schedule page, select Actions > Append Template. You can specify a schedule template when you create a project. You can add a schedule or append a schedule template after you create the project. 20 IBM Marketing Operations OnDemand: Project Manager's Guide

25 Note: System administrators can sae schedules as schedule templates. If you create a schedule that you want to use as a schedule template, work with your system administrator to sae it as a template. To add a schedule to a project, complete the following steps. 1. Type a title. 2. Optional: Type a description. 3. Optional: Select a template to populate the schedule with pre-defined tasks. If you do not select a template, a blank schedule is created. After you create the project, you must manually add tasks in the schedule. 4. Optional: Select if you want to track changes to the project. 5. Select whether to use the default security setting. 6. Select whether to a send notification about the new schedule to team members. 7. Click Create. 8. Optional: If you did not select the default security setting in step 5, the Schedule Security Settings page displays. Select project permissions for team members. 9. If you are adding a schedule template, complete the following steps on the Schedule Setup page: a. Select a reference task. b. Specify whether the reference task is the starting task or the ending task. This reference proides either a start date or due date for the schedule. c. Select a reference date. d. Select Skip Weekends to exclude weekend days from the schedule. e. Select Skip Holidays to exclude holidays from the schedule. f. Assign indiiduals to roles. Note: For approal tasks, if no role was assigned in the template, you are the default reiewer. 10. Click Sae. Adding tasks to a schedule You create schedules by adding tasks. You can also add tasks to existing schedules, een if you created the schedule from a template. Note: Dark gray cells are not actie. Click in light gray cells to enter or select task information. Not all fields are required. To add a task to a schedule, complete the following steps. 1. On the Project page, click the schedule name to open the Schedule page. 2. In an empty row, click in a field in the Task column and type the name of the task. Chapter 2. How to work with projects in Marketing Operations OnDemand 21

26 You can also click New Task to enter the task details, including any predecessors to the task. 3. Select the assignee, which is the person assigned to task. 4. Select the manager of the task. 5. Select start and due dates. 6. In the Planned Time column, type the number of hours to complete the task. 7. Type a task group. 8. Click Update. Shifting a schedule or task You can shift an entire schedule or specific tasks forward and backward. For example, you might want to shift tasks in your schedule if your due date is slipping or if work is going faster than you originally planned. If the due date is slipping, use a positie number to shift the task or schedule forward. If work is going faster, use a negatie number to shift the task or schedule backward. To shift a schedule forward or backward, complete the following steps. 1. On the Schedule page or a task detail iew, select Actions > Shift Schedule. 2. Type the number of days to shift the schedule or task. 3. Select the tasks to shift. To shift the entire schedule, select all of the tasks. Use the down arrows on the left to select all of the tasks below that point. Use the down arrow at the top of the column to select all of the tasks. 4. Click Sae. Modifying tasks After you create a schedule, you can modify the tasks. You might want to modify a task to change the assignee, due date, or status. You can modify the following task fields from the Schedule page: Assignee Manager Start date End date Planned time Task group Progress To modify a task from the Task View page, complete the following steps. 1. From the Schedule page, click the icon in the Actions column to open the Task View page. 22 IBM Marketing Operations OnDemand: Project Manager's Guide

27 2. On the Task View page, click Modify Task. 3. Make any changes. 4. Click Sae. Adding a predecessor to a task Add predecessors to tasks to specify what tasks need to be completed before this task begins. In predecessor-based schedules, you can iew the tasks that are ready to be worked on. On the My Tasks page, make the following filter selections and click Apply: The appropriate company or Any Company Show Only Tasks Managed by Me or Show Only Tasks Assigned to Me State: Good To Go To add a predecessor to a task, complete the following steps. 1. On the Schedule page, click the task name. 2. Click Modify Task. 3. Optional: If you are tracking changes to the project, type a reason for the change in the Explanation field. 4. Scroll down to the Predecessors section and select Show Aailable Predecessors. 5. Select the tasks that must occur before this task. 6. Click Sae. Approal tasks within schedules You can create single-step approal tasks within project schedules to reiew project-related items such as a budget. When you create an approal task within a schedule, you can use the Approal Description field to describe the approal task or to proide instructions about the approal task. In The Object of My Approal section, you proide the content that needs to be approed. You can either enter text or upload a file. In the Attachments section, you can attach multiple files but only one file at a time, saing after each upload. For example, you might include rejected proposals or supporting content as additional attachments. In the Links section, you can include a link to a website or a work area, such as a project library. Approal tasks within schedules are displayed on the My Approals page, the Projects page in the Upcoming Week's Tasks section, the Schedule page, and the main Calendar. On the Approals page, the Parent column indicates where the approal originated: a reiew area or a project schedule. On the Schedule page, tasks are indicated with a pencil icon. You can perform the following actions by using options in the Action column: Send a notification. Chapter 2. How to work with projects in Marketing Operations OnDemand 23

28 Modify the approal. Copy the approal. Close an open approal or reopen a closed approal. View the list of reiewers and the status of their responses. A green check mark indicates that the item was approed. A red slash indicates that the item was rejected. A yellow question mark indicates that the item is still open. The progress for an approal task is a percentage of the number responses diided by the total number of reiewers. You cannot perform bulk actions on approal tasks, with the exception of delete. Information about approal tasks is included in both the Approals report and the Schedule Details report. Predecessors You can specify tasks in the schedule that need to be completed before the approal task begins and specify approal tasks as predecessors to other tasks in the schedule. When a task is a predecessor to an approal task and that task is completed, all reiewers who are inoled in the approal task are alerted that the task they are waiting on is complete. When an approal task is a predecessor to a task, the "predecessor completed" alert is not sent until the approal task is closed as Approed. If an approal task is closed as Not Approed, the "predecessor completed" alert is not sent. An alert is only sent to the dependent task assignees when the approal task is closed as Approed. Approal task process Approal tasks can be closed manually by the project manager or approal owner or closed automatically when all reiewers hae approed the task. If any reiewer rejects the task, the project manager and approal owner are alerted. The project manager and approal owner are immediately alerted when the approal is closed. Approed tasks with the automatic close option are marked 100% complete and alerts are sent to downstream tasks. Approed tasks without the automatic close option are marked 99% complete until the project manager or approal owner manually closes them. Rejected tasks are marked as 99% complete and alerts to downstream tasks are not sent. Examples The following are examples of how you can use approal tasks within project schedules: You need approal for a budget. You can create an approal task and attach a spreadsheet. You need to get approal for a speaker for an eent. You can create an approal task and enter a short biography in the Text box. 24 IBM Marketing Operations OnDemand: Project Manager's Guide

29 You receied an estimate for a printer and need to get approal for it. You can create an approal task and upload a PDF ersion of the estimate in the Attachments section. You hae a script for a commercial that needs to be reiewed. You can create an approal task and upload a file of the script in the Attachments section. In addition, you can include a link to a website that contains audio files of different actors reading the script. Time tracking Note: You cannot enable time tracking for approal tasks. Howeer, if you want to track the time that is spent on the approal task, you can create a task to record the time that is spent on the approal task. You can then use the approal task as a record of responses to the item under reiew. Creating an approal task within a schedule Project managers and schedule managers can create approal tasks within schedules. Note: To copy and modify an existing approal task, use Copying approal tasks on page 26. To create an approal task within a schedule, complete the following steps. 1. From the Schedule page, select Actions > Create New > New Approal. 2. On the new Approal page, enter or select the following items: Title Description Approal start and due dates Approers Note: The list of aailable reiewers includes only users who hae access to the schedule. If you want to include someone who is not listed, you must first add that person to the project. Optional: Automatically close when all reiewers hae approed Item to be reiewed can be in the form of text, an attachment, or a link to a website, file location, or other work area Note: You can include combinations of items to be approed with the following exceptions: You can populate the Text to Approe section or attach a File to Approe, but not both. You can attach multiple files. Howeer, only one attachment is considered the primary attachment, and that is the item to be reiewed. You can specify only one link, but you can include text or attachments as well as the link. If you must specify multiple links, you can type the additional links in the Text to Approe section. Chapter 2. How to work with projects in Marketing Operations OnDemand 25

30 Tip: Include instructions in the approal description that clarify what must be reiewed. 3. Optional: To add predecessors to this approal task, complete the following steps: a. Click Show Aailable Predecessors to expand the Predecessors section. b. Select any tasks that must occur before this approal. 4. Click Create. Copying approal tasks You can copy an approal task to start a new approal task. The new approal task has the same approal title, description, dates, reiewers, and attachments as the original approal task. You can then modify the new approal task. For example, if an approal task was rejected, you can copy it to start a new approal task for the updated reiew item. To copy an approal task, complete the following sentence. 1. On the Schedule page, click the drop-down menu in the Actions column for the original approal task and select Copy. 2. Optional: Remoe the item that was reiewed in the original approal task. 3. Click Sae. 4. Optional: To make changes to the new approal task, open the Modify Approal page for the approal task. Click Sae when you are done. Managing schedules and tasks As a project manager, you must maintain the schedule for the project. Note: Schedules can be saed as schedule templates but only by system administrators. To manage a project schedule, complete any of the following steps. To send information about the project to team members, from the Schedule page, select Actions > Send Notification. For example, you can notify project members about client meeting highlights. If you are tracking changes to the project, you can see when tasks are completed. From the Schedule page, select Actions > View Change Log. If you are tracking changes to the project, you can see a report that displays how much time has been spent on each task. From the Schedule page, select Actions > View Schedule Time. To modify user permissions for the schedule, from the Schedule page, select Actions > Schedule Security. For example, if you decide to use an external design firm midway through a project, you need to change the security settings. Design firm members need to see the reiew area but not the schedule. 26 IBM Marketing Operations OnDemand: Project Manager's Guide

31 To modify schedule details, from the Schedule page, select Actions > Modify. Note: You can change only the title, description, and change tracking with this action. To delete a schedule, from the Schedule page, select Actions > Delete. Deleting the schedule remoes all associated tasks and any time or resource tracking that is saed with the schedule. Schedule fields When you add a schedule to a project, you need to complete the fields on the New Schedule page. The following table describes the Schedule fields. Field Title Description Template Default Security Notification Description Name of the schedule. Brief description of the schedule. List of schedule templates. Select one of the templates or select [No Template] to add the tasks manually. You can append a schedule template after you create the schedule. Allows all members of the project to iew this schedule. If you do not select this option, you can select who can iew or manage the schedule after you create the schedule. You can assign tasks only to project members who hae permission to iew the schedule. This option is only aailable when you add a schedule to an existing project. When you add a schedule to a new project, there is an option on the project security page to Apply Default Security to Work Areas. You then hae to select Actions > Schedule security to define security. Informs project members that there is a new schedule. If you add a schedule to a new project, project members receie a notification that the project has been created. Schedule Setup fields When you add a schedule template to a project, you need to complete fields on the Schedule Setup page. The following table describes the Schedule Setup fields. Field Reference task Reference date Skip Weekends Skip Holidays Description The task in the schedule from which all the dates are calculated, either the Start date or Due date. If you select Start date, all dates are calculated so that the selected task starts on the Reference date. If you select Due date, all dates are calculated so that the selected task is due on the Reference date. The date from which all other task dates in the schedule are calculated. When you specify task dates, select these options to not include weekends and holidays. Weekends are Saturday and Sunday. Holidays are defined by your system administrator. Chapter 2. How to work with projects in Marketing Operations OnDemand 27

32 Field Role and User Description All tasks in a schedule template are assigned a role. As you apply the template, you can assign project members to specific roles. Otherwise, project members are assigned tasks automatically, based on their roles. Task fields When you add a task to a schedule, schedule template, estimate, or estimate template, you need to complete the task fields. The following table describes the task fields: Field Task ID Category Subcategory Type Title Description Task Group Description Template only. Required. Unique number that identifies the task. Eery task in your template must hae a task ID, and these numbers must be sequential starting with 1. Use Predecessor IDs to indicate which tasks need to be completed before this task. Optional. A way to organize tasks for reporting. The category name must match an existing category name. Optional. A way to organize tasks for reporting. The subcategory name must match an existing subcategory name. If you define a subcategory, you must define a category. The subcategory must also be a alid subcategory for the selected category. Template only. Required. Type of template. Specify time to identify this field as a schedule-type entry. Required. The name of the task, up to 128 characters. Optional. Description of the task. Optional. Designation you can use to sort similar tasks in the schedule. 28 IBM Marketing Operations OnDemand: Project Manager's Guide

33 Field Assignee (Role) Description Required. When you add a task to a schedule, the project member who is assigned to complete this task. When you create a schedule template, the role that completes this task. For example, in the template you might define the Assignee Role as "Designer." In the task, howeer, you might select "Rudy Burres" for the Assignee. Manager (Role) Estimated Hours (Planned Time) Start Day (Start Date) Duration End Day (Due Date) You can assign only one team member to a role. You can assign the same team member to multiple roles. If you hae two designers in a project, select one designer when you add the schedule. You can then edit indiidual tasks to assign some of the "Designer" tasks to the other team member. Optional. When you add a task to a schedule, the project member who manages this task. When you create a schedule template, the role that manages this task. For example, in the template you might define the Manager Role as "Marketing Manager." In the task, howeer, you might select "Stee Rodney" for the Manager. The Manager of a task can reassign the task if necessary. Recommended for time tracking. Number of hours estimated to complete this task. Indicate partial hours as decimals, for example, 1.5 equals 1 hour and 30 minutes. Schedules and schedule templates only. Optional. When you add a task to a schedule, the date the task starts. When you create a schedule template, a whole number greater than 1 indicating the day in the project that this task starts. For example, if a certain task needs to start two weeks into the project, enter 11, if you are skipping weekends. Enter 15 if you are including weekends. Schedule template only. Optional. Number of days to complete the task. Use either the Duration or End Day. If you use both, the Duration must equal End Day - Start Day+1. Schedules and schedule templates only. Optional. When you add a task to a schedule, the date that the task should complete. When you create a schedule template, a whole number greater than 1 indicating the day in the project when this task completes. For example, if you know that a task needs to complete three weeks into the project, enter 15 if you are skipping weekends. Enter 21 if you are including weekends. This number must be equal to or greater than the Start Day. Chapter 2. How to work with projects in Marketing Operations OnDemand 29

34 Field Predecessor IDs Description Schedule template only. Optional. The ID for the task that must be completed before this task can start. While you can enter multiple predecessors, Marketing Operations OnDemand sends an alert when any of the predecessor tasks complete. There is no enforcement that a predecessor task be completed before work can begin or a task can complete. Resources Schedules and schedule templates only. Optional. A way to track resources for reporting, up to 64 characters. Libraries There are two types of libraries in Marketing Operations OnDemand. A project library is a place to store files that are associated with a project. A top-leel library stores files that are not specific to a particular project, such as logos or branding guidelines. You cannot collaborate within a library. A library is strictly a storage location for items such as graphic files, reference documents, and market research. You can think of a library as a folder or directory because a library can contain files or other libraries. Both types of libraries can be accessed from the Library link on the main toolbar. Project managers control the security of project libraries. They can make libraries aailable only to project members and limit which project members can iew specific project libraries. For example, you can hae market research documents in a library aailable to internal project members only. This configuration preents the external design agency and web programmers in your project from accessing these documents. Adding a library to a new project As you create a new project, you can add libraries. You can add multiple libraries. After you create the project, you can add files to the library or add libraries to the project libraries. To add a library to a new project, complete the following steps. 1. Click Add Library. 2. Add a title for the library. 3. Optional: Click Add Library Description. 4. Continue creating your project. Adding a library to an existing project After you create a project, you can add libraries. The steps are different than for adding libraries to a new project. 30 IBM Marketing Operations OnDemand: Project Manager's Guide

35 To add a library to an existing project, complete the following steps. 1. Do one of the following: To add a library to a project, on the Project page, click New Library. To add a library to a library, on the Library page, click New Library. 2. Type a title. 3. Optional: Type a description. 4. Optional: To add an image to represent the library on the Library page, select Library Logo and upload the image. 5. To gie all project members access to this library, select Default Security. If you do not select Default Security, you can adjust the library security for the indiidual project members on the next screen. 6. To inform project members that you are creating this library, select Notification. 7. Click Create. 8. Optional: If you did not select Default Security in step 5, the security page displays. Specify the permissions for team members and click Sae. 9. Optional: If you selected Notification in step 6, the Notification page displays. Select recipients and add or edit the message. Do not change the URL. Adding a document to a library You can add documents to a library only after you create the project. To add a document to a library, complete the following steps. 1. From the Library page, click New Document. 2. Complete the fields on the New Document page. 3. Browse to select the document to add to the library. To add multiple files to a library, complete the following steps: a. Compress the files into a.zip file. b. Upload the.zip file. c. Select the option to extract the file. 4. To add more documents to this library, select Add another document. 5. Click Create. Library document fields When you add a document to a library, you need to complete the fields on the Library page. The following table describes the library document fields: Chapter 2. How to work with projects in Marketing Operations OnDemand 31

36 Field Title Version Description Required. Name of the item as you want it to appear in the library. If you leae this field blank when you upload a file, the title field automatically populates with the name of the uploaded file. Optional. Version of the document. The ersion of a library document does not auto-increment. Select file For example, if you hae reiewed a document three times, you might upload the last updated ersion. In that case, you might enter 4 for the ersion. Required. Browse to upload a file. You can select either a file or a URL link, but you cannot select both. URL Link Description Publish date Expiration date If you upload a compressed file, it must be a.zip file and must contain only allowed file types. If you hae multiple files in a compressed file and you select the option to extract the files, any folders in the compressed file become sub libraries. The limit to the number of files that can be included in a compressed file is 100. Contact IBM to increase the limit, if needed. Optional. Select or enter a URL to a web page that you want to reference from the library. Optional. Text describing this document. Optional. Clear the No Publish Date or No Expiration Date check box to define the dates between which this document can be used. The documents are not deleted from library after the expiration date passes. The Publish Date tells users when a document can be used. Documents outside of the Publish or Expiration date appear in red. For example, you can upload a price list on September 29 with a publish date of October 1. You can set the Expiration Date as October 31, after which the document is expired. As the expiration date approaches, Marketing Operations OnDemand sends an alert to the document owner. When the expiration date passes, the document is displayed with a warning symbol. Howeer, project members can still iew and use the document. 32 IBM Marketing Operations OnDemand: Project Manager's Guide

37 Field Notification Description Optional. Inform project members that there is a new library. If you add a library to a new project, project members are notified that there is a new project. Adding Discussion Areas Project budgets A Discussion Area is a message board for your project. You can create multiple topics for discussion, either as different notes or as different Discussion Areas within the project. Team members add and reply to notes in the Discussion Areas. You manage the security for each Discussion Area to control which team members can access each Discussion Area. You can create Discussion Areas for the entire team or for specific members who work on different parts of the project. Note: You can start a discussion thread by adding a note to the Discussion Area. To add a Discussion Area to a project, complete the following steps. While you create a project, add a Discussion Area by clicking Add Discussion Areas. After you create a project, add a Discussion Area from the Project page by clicking New Discussion Area. You can add a budget to a project to track where money is spent on the project. If you manage budgets across projects by using plans and campaigns or plans, programs, and campaigns, you hae more options aailable. Using plans, programs, and campaigns, you can budget across projects. Howeer, when you are allocated an amount of money for your project, you hae to work within that allocation. When you create a project, you can define the amount allocated to your project. If your budget goes outside of that amount, oerages are indicated in red. In Marketing Operations OnDemand, a budget consists of line items. A line item is a category of expense, such as "website programming" or "photography". Within each line item, you can add multiple inoices as actual expenses. For example, you can add an inoice from a stock photo company and an inoice from an agency photographer to the "photography" line item. You can hae only one committed expense, or purchase order, for each line item. When the project is complete, you can generate reports to determine if your allocation was accurate and make adjustments for your next project. Chapter 2. How to work with projects in Marketing Operations OnDemand 33

38 Adding a budget to a new project As you create a project, you can add a budget template. You can hae only one budget for each project. Howeer, you can append a template to an existing project budget. To add a budget template to a new project, complete the following steps. 1. When you create the project, define an amount in the Allocation field. 2. Optional: Add Budget Notes to the project. Note: Anything that you specify in the budget notes is isible to all project members. 3. Click Add Budget. 4. Select a budget template. 5. Continue creating the project. 6. Define security for the budget. Updating a line item When you receie a purchase order or inoice, add it to Marketing Operations OnDemand to include the information in your budget tracking. There are two ways to update a line item: from the project Budget page or from the Expenses page. Note: When you select a endor for your line item, you can select from a drop-down list. If you start typing the endor name, the field will auto-complete if the endor is already in your system. If the endor is not in your system, entering the name here will add it to the system. To update a line item in a budget, complete the following steps. If you are entering inoices or purchase orders for your project, add the items through your project Budget page. 1. From the Project page, select Actions > Manage Budget. 2. On the Project Budget page, select a line item. 3. On the line item page, add your purchase order in the Committed Expenses section or your inoice in the Actual Expenses section. If you are the controller responsible for entering all inoices, you can use the Expenses page. 1. On the main toolbar, click Expenses. 2. From the Expenses page, search for line items by project title, PO number, budget line item, job number, category, or subcategory. 3. Type inoice information for each line item. 34 IBM Marketing Operations OnDemand: Project Manager's Guide

39 Project security Managing a project budget As a project manager, you must manage expenses in the project. If you are the controller or accountant for your department, you can enter actual expenses across projects from the Expenses page. To manage a project budget, complete any of the following steps. Define a Budgeted Expense for eery line item. For each purchase order that is related to the project, define a Committed Expense for the associated line item. You can hae only one committed expense for each budget line item. As expenses come due, enter the Actual Expense for the associated line item. You can turn the committed expense line into an actual expense by clicking the green down-arrow to copy the committed dollar amount and the purchase order number. You might need to adjust the inoice date and you must enter a description before you can sae. To add a line item to the budget, click New Budget Line Item. To add seeral line items, you can click Append Template and append the lines of the budget template to the end of the existing budget. To export the budget to a spreadsheet, click CSV/XLS. To moe an expense to a different line item, click the icon in the Action column for the expense. To notify team members about budget changes, click Notify. To change budget security settings, click Project Budget Security. Change the security options for any team members and click Sae. When the project is complete, you can iew reports to determine if your allocation was accurate and make adjustments for your next project. From the Reports page, generate a Project Budget Details or Actual Expenses Details report. Managing the security of your project can be as simple or as complex as you need. You can gie all team members access to eery aspect of a project, or you can control which indiiduals can access which project work areas. The following list describes the access leels: Manager: Complete control within the project, which includes the following actions: Add, delete, and modify all information within the project. Add work areas to the project. Inite other team members to collaborate in the project. Manage the work or assign others the permission to manage work. Write, at a project leel: Can create work areas. Member: Specified by member priileges, which includes the following actions: Chapter 2. How to work with projects in Marketing Operations OnDemand 35

40 Manage: Manage all information and content in the work area, including adding and deleting. Write: View and add information in the work area. Read: View all information in the work area. You can define security by user or user group. If you make settings for both a user and a group that the user is a member of, the best settings take precedence. For example, you create a user group called Designers, and you add user Rudy Burres as a member of this group. If you assign Read and Write priileges to the Designers group, and assign only Read priileges to Rudy Burres, Rudy will hae the greater set of permissions, Read and Write priileges. If you must remoe Rudy's Write priileges, you also must remoe Rudy from the Designers group or remoe the Write priilege from the Designers group. Note: Your system administrator defines which users are in which user groups. Defining project security You can change the security settings for projects and work areas at any time. When you create a project, the following security rules are automatically applied to the work areas for each team member: Reiew Area: read and write Schedule: read Library: read and write Budget: read and write To define security settings, select the appropriate check box next to each team member name. If you do not select any check box for a team member, the team member cannot access the work area. To manage project security, complete the following steps. To change project security after you create a project, complete the following steps: 1. Define the project security for each team member. 2. Select Apply Default Security to Work Areas. 3. If you do not select Apply Default Security to Work Areas, you can define customized security settings for each work area. To manage the security for a team member, complete the following steps: 1. From the Project page, click Project Security. 2. Click the lock icon next to the team member name. 3. On the team member's project security page, define project priileges for the team member. To manage the security for a work area, complete the following steps: 1. From the work area page, click the link for work area security either from the menu bar or from the Actions menu. 2. Click the lock icon next to the team member name. 36 IBM Marketing Operations OnDemand: Project Manager's Guide

41 3. On the team member's project security page, define work area priileges for the team member. Client scenario Scenario: You operate a small ad agency with two clients. You want to gie your clients access only to their projects and libraries. You do not want them to know about each other or see each other's projects. Managing projects The two clients are ABC Company and XYZ Incorporated. Only one user from each company needs to access Marketing Operations OnDemand. Process oeriew 1. The system administrator creates two companies: ABC Company and XYZ Incorporated. 2. The system administrator creates one user for each company: ABC_user and XYZ_user. Neither user has any administrator priileges. 3. The project manager creates a project for ABC Company, which you title ABC_project. 4. The project manager adds ABC_user as a team member with read and write access to all work areas for that project. 5. The project manager creates a project for XYZ Incorporated, which you title XYZ_project. 6. The project manager adds XYZ_user as a team member with read and write access to all work areas for that project. 7. ABC_user requests information about the project, so you gie her access to reports. Results The project manager can see both ABC_project and XYZ_project. ABC_user can see only ABC_project, including all work areas, tasks, and report data. XYZ_user can see only XYZ_project, including all work areas and tasks. After you create a project, there are seeral actions you can perform to help you manage the project. To manage projects, complete any of the following steps. To add a brief file to a project, on the project page, select Actions > Manage Brief Files. Browse to select the file and click Sae. To reiew time that was spent on the project by team members, on the project page, select Actions > Manage Project > View Project Time. If a user has been deactiated, you might need to reassign that user's tasks, todos, and approals to other users. First, run a report to see what items are assigned to the inactie user. Then, in the affected projects, reassign those items to another user. Chapter 2. How to work with projects in Marketing Operations OnDemand 37

42 Performing bulk actions on projects You can perform bulk actions on any projects that you manage. From the Projects page, you can make the following changes to multiple projects simultaneously. Archie projects. Reopen projects. Update project status. Update start and end dates. Update the group or company that is associated with projects. Add a user to projects as a member or a manager. Add a user group to projects as a member or a manager. Remoe a user or user group from projects. Update campaigns that are associated with projects. Update taxes that are associated with projects. Copying projects and work areas Project managers can copy both projects and work areas. Copying projects and work areas can sae you the time of creating a project or adding a work area to a project. How to archie your project To copy a project or work area, complete the following steps. To copy a project, complete the following steps: 1. From the project page, click Copy. 2. Select the work areas to copy to the new project. 3. Click Copy. 4. Complete the fields and click Sae. To copy a work area, complete the following steps: 1. On the project page, open the work area. 2. Select Actions > Moe. 3. Select the items to be moed. 4. Select the project to which the work area will be copied. Project managers must manage and organize their projects. You can archie items and work areas while the project is actie. When the project is completed, you can archie the entire project. Archiing locks an item from further editing or commenting. You can still reference an archied item if necessary, for example to reiew why a decision was made. 38 IBM Marketing Operations OnDemand: Project Manager's Guide

43 For example, you post an image for reiew. People add notes and scribbles on the image. You meet with the designer to reiew the comments and decide which to implement. After you decide, you can archie the notes that you do not want to use. When the graphic design team reiews the comments, they see only the comments that they need to implement. You can archie the following items in your project: Discussion areas Discussion threads and notes Libraries Library documents Reiew areas Objects within a reiew, including notes, scribbles, and todos. After your project is complete, you can archie the entire project. You can also archie multiple completed projects. Before you start an approal cycle in a reiew area, archie all comments. Archiing items The concept of archiing an item is the same, but how you archie each type of project item is different. To archie an item, complete any of the following steps. To archie discussion areas, libraries, library documents, reiew areas, todos, and projects, select Actions > Manage item > Archie item. To archie a schedule, select Actions > Archie Schedule. To archie a discussion thread or note, or note or scribble in a Reiew Area, select one of the following actions from the Actions menu: Archie Archie - No Action taken Archie - Action taken To archie a note or scribble in the Markup tool, click Archied in the dialog for the note or scribble. Viewing archied items After you archie an item, Marketing Operations OnDemand remoes it from the main iew. Howeer, users can iew archied items. To find archied items, complete any of the following steps. To iew all archied libraries and projects, click the link on your dashboard. Chapter 2. How to work with projects in Marketing Operations OnDemand 39

44 To iew archied Discussion Areas, from the Project page, select Actions > Manage Project > View Project Archie. You can also click the link in the project title bar listing the number of archied work areas. To iew archied discussion items, from the Discussion Area, select Actions > Manage Project > View Archied Conersations. You can also click the link in the discussion area title bar listing the number of archied notes and scribbles. To iew archied libraries, from the Project page, select Actions > Manage Project > View Project Archie. You can also click the link in the project title bar listing the number of archied work areas. To iew archied library documents, from the Library page, select Actions > Archied Documents and Libraries. You can also click the link in the project title bar listing the number of archied documents. To iew archied Reiew Areas, from the Project page, select Actions > Manage Project > View Project Archie. You can also click the link in the project title bar listing the number of archied work areas. To iew archied Markup tool notes and scribbles, do one of the following: In the Markup tool, select the Archied Only filter. From the reiew area page, select Display Archied Content or Display All Content from the list. To iew archied todos, from the Reiew Area, select Display Archied Content or Display All Content from the list. Archiing projects After you complete a project, you can archie it so the project no longer appears in your Actie Project and Libraries iew. Archiing locks a project from further editing. Howeer, you can still reference the project. To archie one or more projects, complete either of the following steps. To archie a single project, select Actions > Archie Project from within the project. To archie multiple projects at one time from the Projects page, complete the following steps: 1. Select the projects to archie. 2. Click Perform an Action. 3. Select Archie. 40 IBM Marketing Operations OnDemand: Project Manager's Guide

45 Chapter 3. How to work with eents Defining types of eents Adding eents Eents are scheduled actiities that are not necessarily related to project tasks or todos. Project managers define the types of eents for your account and add eents to the eents calendar. As a project manager, you first must create eent lists to categorize eents. Then, you can create eents within an eent list. Eents can be priate or public. Any eents that are public can be iewed on the public eents calendar by people who do not hae logins to Marketing Operations OnDemand. Project managers can define types of eents by creating eent lists. You can add eent lists to categorize eents. For example, you could define eent lists such as training or conferences. To define a new type of eent, complete the following steps. 1. Click Eents on the main toolbar. 2. Click Manage Eent Lists. 3. Click New Eent List. 4. Complete the fields and click Create. 5. Define security for the Eent List: who can iew it, who can modify it, who can manage it. 6. Click Sae. 7. Optional: If you selected Notification in step 4, the Notification page displays. Make any changes and click Send. Note: Do not change the URL in the message. Project managers can add eents to the eent calendar. To add an eent, complete the following steps. 1. Click Eents on the main toolbar. 2. Click Manage Eent Lists. 3. In the Eent List column, click the name of the eent list. 4. Click New Eent. Copyright IBM Corp. 1996,

46 5. Complete the fields and click Create. Note: You can attach up to fie files to the eent. 6. Optional: If you selected Notification in step 5, the Notification page displays. Make any changes and click Send. Copying a project as an eent Managing eents Note: Do not change the URL in the message. Project managers can sae projects as eents. To sae a project as an eent, complete the following steps. 1. On the project page, click Sae as Eent. 2. Complete the fields and click Create. Note: You can attach up to fie files to the eent. 3. Optional: If you selected Notification in step 2, the Notification page displays. Make any changes and click Send. Note: Do not change the URL in the message. After you create eent lists and eents, there are seeral actions you can perform to help you manage the eent lists and eents. To manage eent lists and eents, complete any of the following steps. To send notifications about eent lists or eents, from the eent or eent list page, click Notify. To change the isibility of a single eent, from the eent page, click Modify Eent. Change the Eent Visibility option and click Sae. To change the isibility of all eents in an eent list, from the eent list page, click either Set all Public or Set all Priate and click OK. To change security settings for an eent list, from the eent list page, select Actions > Eent List Security. Change the security options for any team members and click Sae. 42 IBM Marketing Operations OnDemand: Project Manager's Guide

47 Chapter 4. How to work with job queues Job Queue form types The system administrator can designate Marketing Operations OnDemand project managers as job queue administrators. Job queue administrators manage the Job Queue forms that are submitted and create projects or eents from them. Marketing Operations OnDemand proides the Job Queue feature for integrated request management serices. There are three types of Job Queue forms: project forms, eent forms, and only forms. The following table describes the types of forms and how they are used. Form type Request type Input field mapping? Initial state of submitted form Project form Create a project Yes Pending request Eent form Create an eent Yes Pending request only form General requests, such as a request for a photograph or logo No Fulfilled request All requests from project forms and eent forms enter the Job Queue as pending requests. The completed forms include input fields with information that the requester proides. When a job queue administrator fulfills a pending request, the system uses the input fields to pre-populate fields in the project or eent. Because only forms do not create anything in the system, input field mapping is not supported. As a result, these requests enter the Job Queue as fulfilled requests. User roles in the Job Queue feature There are three types of users in the Job Queue feature: Marketing Operations OnDemand system administrators, job queue administrators, and requesters. Marketing Operations OnDemand system administrators create the Job Queue forms. They must proide links to the Job Queue forms for requesters who might not hae Marketing Operations OnDemand logins. System administrators also create and manage form groups. They can assign one job queue administrator to each form group. System administrators designate Marketing Operations OnDemand project managers as job queue administrators. Job queue administrators manage the requests, which are the Job Queue forms that are completed and submitted. Job queue administrators take the forms that are fulfilled and create projects or eents from them. Copyright IBM Corp. 1996,

48 The Job Queue process Requesters complete and submit the Job Queue forms to request marketing serices, such as projects or eents. Requesters do not need to hae Marketing Operations OnDemand logins, they only need to hae access to the Job Queue forms. The Job Queue process requires the cooperation of the different user roles: system administrator, job queue administrator, and requester. The following steps describe Job Queue process: 1. The Marketing Operations OnDemand system administrator creates Job Queue form groups to organize the forms and assign job queue administrators. 2. The system administrator designs Job Queue forms within the groups. 3. The system administrator designates Marketing Operations OnDemand users, usually project managers, as job queue administrators. 4. The system administrator proides a way for requesters to access forms to request marketing projects or eents. 5. Requesters complete the forms to request serices. 6. Job queue administrators manage their queues of requests: Reiew requests. Return requests: for example, to get more information from the requester. Fulfill requests by creating projects or eents. Deny requests. 7. Requesters are notified of the status of their requests, if they selected notification. How to track Job Queue requests You can track a Job Queue request from start to finish based on its status. When someone saes or submits a Job Queue form, the system enters the request into your Job Queue. Job queue administrators can monitor the Job Queue to reiew and set the status of requests. When the job queue administrator changes the status of a request, the system sends a notification to the requester if the requester enabled notifications. A request has one of the following states: Status Draft Description A request is in the draft state in the Job Queue when one of the following occurs: A requester saes a draft of a Job Queue form. A job queue administrator returns a pending request to the requester for more information. A request remains in the draft state until the requester submits it, which changes the state to pending. 44 IBM Marketing Operations OnDemand: Project Manager's Guide

49 Status Pending Denied Fulfilled Description A request is in the pending state in the Job Queue when a requester submits a project or eent form. A job queue administrator can change the status of pending requests; a requester cannot. A request remains in the pending state until one of the following occurs: The requester withdraws it, which changes the state to draft and allows the requester to modify the request The job queue administrator performs one of the following actions: Returns the request for more information, changing the state to draft Rejects the request, changing the state to denied Fulfills the request by creating a project or eent A request is in the denied state in the Job Queue after a job queue administrator rejects it. A job queue administrator can reject pending requests only. Requesters cannot edit or resubmit a denied request. A request is in the fulfilled state in the Job Queue after one of the following occurs: A requester submits an only form A job queue administrator fulfills a pending project or eent form. After a request is fulfilled, no one can change its status. Sorting and filtering requests in your job queue By default, your Job Queue shows pending requests in descending order by submission date. You can use the sorting, filtering, and grouping options to change the display. There are two types of filters: General Filters Project Form Filters For only and eent requests, the Job Queue displays only the requests that match all Project Form Filters. For project requests, the Job Queue displays project requests that match both the General Filters and Project Form Filters. The two filters work together, with the General Filters haing precedence. Select the display options and then click Submit. You can use the Ctrl and Shift keys to select multiple options from the following filters: Status Submitted Form type Starting: This filter applies only to Project forms. Ending: This filter applies only to Project forms. Chapter 4. How to work with job queues 45

50 To sort and filter requests in your job queue, complete any of the following actions. To find a specific request, enter the request name in the Title filter. To find requests that were submitted by a specific person, enter the requester's address in the Submitted By filter. To find requests with a specific status, select the option from the Status filter. To find requests that were submitted within a specific date range, select the range from the Submitted filter. To find specific types of requests, select the option from the Form Type filter. To find requests that are based on specific Job Queue forms, type the form name in the Form Title filter. To find requests for a specific project, type the project name in the Project Title filter. To find requests for specific companies or clients, type the name in the Company filter. To find requests for a specific project group, type the name in the Group filter. To change the time frame of the project requests that are displayed, select options from the Starting and Ending filters. To change how your requests are grouped, select Group By: Status. To change how your requests are sorted, complete one of the following actions: Select an option from the Sort By drop-down menu. Click the column heading. Changing the status of a request Job queue administrators reiew requests in their job queues and determine the status of the requests. As the job queue administrator, you determine what should be done with requests in your job queue. You can do any of the following actions: Fulfill the request, which creates a project or eent. Deny the request if you do not think it is appropriate. Return the request for more information. To change the status of a job request, complete the following steps: 1. Click Job Queue in the main toolbar. 2. Click the title of the request you want to iew. The Submission page displays the condensed information for that request. 3. Reiew the request and set its status, by clicking one of the following icons: Option Description Creates a project or eent from the request. 46 IBM Marketing Operations OnDemand: Project Manager's Guide

51 Option Description Rejects the request. The submitter cannot change the request or resubmit it after you deny it. Job queue administrators cannot change the status of a request after it is set to Deny. Returns the request status to draft because more information is needed. The requester can update the form and resubmit it. 4. If you returned the request, enter comments for the requester to help them proide the information that you need to fulfill their request. Chapter 4. How to work with job queues 47

52 48 IBM Marketing Operations OnDemand: Project Manager's Guide

53 Chapter 5. How to work with plans, programs, and campaigns Creating plans Creating programs Project managers can use plans, programs, and campaigns to plan and budget their projects. You can create a plan, then create programs within the plan, then create campaigns within the programs. Howeer, you can also create independent programs and campaigns. You can add objecties to plans, programs, or campaigns. You can then add results to campaigns or objecties. Project managers and system administrators can create plans to allocate budget for upcoming work. To create a plan, complete the following steps. 1. Click Plans on the main toolbar. 2. Click New Plan. 3. Complete the fields. 4. Click Create. 5. Define security for the plan: who can iew it, who can modify it, who can manage it. 6. Click Sae. Project managers and system administrators can create programs to allocate monthly funding for upcoming work. Note: A program can be part of a plan or independent of any plans. To create a program, complete the following steps. 1. Click Plans on the main toolbar. 2. Do one of the following steps: To create an independent program, click New Program. To create a program that is part of a plan, click the plan name. On the plan details page, click New Program. 3. Complete the fields. 4. Click Create. Copyright IBM Corp. 1996,

54 Creating campaigns 5. Define security for the program: who can iew it, who can modify it, who can manage it. 6. Click Sae. Project managers and system administrators can create campaigns to allocate monthly funding for upcoming work. This work can be organized into projects. With a campaign, you can track your allocations against your actual expenses. Note: A campaign can be part of a program or independent of any program. To create a campaign, complete the following steps. 1. Click Plans on the main toolbar. 2. Do one of the following steps: To create an independent campaign, click New Campaign. To create a campaign that is part of a program, click the program name. On the program details page, click New Campaign. 3. Complete the fields. 4. Click Create. 5. Define security for the campaign: who can iew it, who can modify it, who can manage it. 6. Click Sae. Adding objecties to plans, programs, and campaigns Project managers and system administrators can add objecties to plans, programs, and campaigns. Note: Objecties must be part of a plan, program, or campaign. They cannot be independent. To add an objectie to a plan, program, or campaign, complete the following steps. 1. Click Plans on the main toolbar. 2. Do one of the following steps: To add an objectie to your plan, click the plan name. To add an objectie to your program, click the program name. To add an objectie to your campaign, click the campaign name. 3. Click New Objectie. 4. Complete the fields. 5. Click Create. 50 IBM Marketing Operations OnDemand: Project Manager's Guide

55 Adding results to objecties Project managers and system administrators can add results to campaigns and objecties. Note: Results can be added to a campaign or an objectie, but they must correspond to a specific objectie. To add a result to an objectie, complete the following steps. 1. Click Plans on the main toolbar. 2. Click the campaign name. 3. Click New Result. 4. Complete the fields. 5. Click Create. Chapter 5. How to work with plans, programs, and campaigns 51

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57 Chapter 6. How to work with estimates Project managers can add estimates to projects for both time and expenses based on templates created by the system administrator. An estimate is a spreadsheet of tasks for a project with standard alues for time and expenses: A time estimate for a task includes both an estimated time and a rate for that work. For example, a time estimate item for copywriting might be two hours at $100 per hour. An expense estimate for a task includes only the total amount for the completed task. For example, an expense estimate item for photography might be $1000. Note: The system administrator creates estimate templates. If the templates do not fit your requirements, work with your system administrator to create or modify the templates. As a project manager, you can add an estimate to a project. You can change any of the alues in the estimate; the template proides the standard time and expense alues. Adding an estimate to a project Project managers can add an estimate to a project at any time. To add an estimate to a project, complete the following steps. 1. From the project page, select Actions > Manage Estimate. 2. Select a template. 3. Click Create. 4. Set the security options for each team member s access to the estimate. 5. Click Sae. 6. Set the assignments for each category. 7. Click Sae. Adding expense items to an estimate After you add an estimate to a project, you can add expense items to the estimate. To add an expense item to an estimate, complete the following steps. 1. From the project estimate page, click New Estimate Expense Item. 2. Enter an item name. 3. Select the category and subcategory for the item. Copyright IBM Corp. 1996,

58 4. Select the team member to assign the item to. 5. Enter an expense estimate. 6. Optional: Specify if you hae another item to add. 7. Click Create. Adding time items to an estimate After you add an estimate to a project, you can add time items to the estimate. To add a time item to an estimate, complete the following steps. Managing estimates 1. From the project estimate page, click New Estimate Time Item. 2. Enter an item name. 3. Select the category and subcategory for the item. 4. Select the team member to assign the item to. 5. Enter time and rate estimates. 6. Optional: Specify if you hae another item to add. 7. Click Create. After you hae added an estimate to a project, there are seeral actions you can perform to help you manage your estimate. To manage your estimate, complete any of the following steps. To iew the project estimate details, on the project page, click View Project Estimate in the Estimate Summary section. To iew the project estimate summary, on the project estimate page, select Display Summary from the drop-down menu. To change estimate alues for items assigned to you, on the project estimate page, click Estimate My Items. Change any alues and click Sae. To change any estimate alues, on the project estimate page, click the item to change. Change any alues and click Sae. To change assignments, on the project estimate page, click Modify Estimate Item Assignments. Change any assignments and click Sae. To change the security for the estimate, on the project estimate page, click Estimate Security. Change the security options for any team members and click Sae. 54 IBM Marketing Operations OnDemand: Project Manager's Guide

59 Chapter 7. Generating reports You can generate reports to gather the information you need to manage your projects. When you generate reports, you can use project fields, dates, and categories and subcategories to include, group by, or filter the data. If you are accurate about assigning categories and subcategories, your reporting capabilities are more extensie. For example, you can organize your expenses to see how much you are spending on photography or translation across all of your projects. Categories and subcategories are defined by your system administrator. Contact your system administrator to add any categories and subcategories you need. Note: You can generate reports only from information to which you hae explicit read permission. To run new queries from a defined report, click a report name under the My Reports or Shared Reports section. To generate a report, complete the following steps. 1. On the main toolbar, click Reports. 2. Select the type of report you want to generate. 3. Optional: Select the fields to include. 4. Optional: Select the grouping option. 5. Optional: Select the sort options and the sort order as ascending or descending. 6. Optional: Select the number of lines to display per page. 7. Optional: Specify the filter details. 8. Click Submit to generate the report. Saing reports and report output You can sae both the report query, which includes all of the options you hae selected, and the output of the query. Before you begin Generate the report by selecting the report type and the grouping, sorting, and filtering options and click Submit. By default, the printer-friendly iew displays up to 200 rows of data on each page. This number can be increased up to 20,000. Howeer, the more rows of data you request to display, the slower the browser may be to respond. Copyright IBM Corp. 1996,

60 If you include Notes in your report, only the first 1000 rows of data display the Notes. The rest of your data displays but does not display the Notes. Note: Output from the Task Details report cannot be exported to a spreadsheet. To sae a report query or report output, complete the following steps. To sae the report query: Generate the report and click Sae As. To sae the report output: Generate the report and do one of the following: To create a spreadsheet of the results, select Download as CSV/Excel file > Download as CSV/Excel file. To sae a spreadsheet of the results in a library, select Download as CSV/Excel file > Sae to Library. Select the library and click OK. Note: You can sae report output only to top-leel libraries, not project libraries. To print the results, click Printer Friendly. Note: You might be able sae the printer-friendly ersion of the results as a.pdf file. This option is aailable on Macintosh operating systems. In Windows operating systems, this option is aailable if you hae Adobe Acrobat Professional. Report types There are seeral different types of reports that you can use to gather the information you need to manage your projects. The following table describes the report types. Report name Output Description Project Summary Approal List of projects with summary information about the projects List of approal requests and responses Run a query against all projects to which you hae access. It returns a list of projects with the characteristics that you specify. Results can be grouped and sorted by fixed and custom project fields. Filters can be applied, including "created by" and "created date" fields. Run a query against all approals to which you hae access. It returns a list of approals with the characteristics that you specify. Results can be grouped and sorted by fixed and custom project fields. Filters can be applied. 56 IBM Marketing Operations OnDemand: Project Manager's Guide

61 Report name Output Description Project Security List of users and user groups and their access leels across projects Restricted Report: Access to this report is restricted to system administrators. Run a query against all projects to which you hae access. It returns a list of projects or users and user groups with the characteristics that you specify. Results can be grouped and sorted by fixed and custom project fields. Project Budget Details Actual Expenses Details Plans, Programs, and Campaigns Rollup Library Summary Project Schedule Details List of budget items and summary financial information about the actual expenses and the committed expenses that are logged against them List of budgeted, committed, and actual expenses logged against budget expense items List of plans, programs, and campaigns with summary information about allocations, budget line items, and actual expenses List of libraries and project libraries List of tasks Filters can be applied. Run a query against all project budget expense items to which you hae access. It returns results that are determined by the filters that you specify. Results can be grouped and sorted by category, subcategory, and fixed and custom project fields. Filters can be applied. Run a query against all project budget expense items to which you hae access. It returns results that are determined by the filters that you specify. Results can be grouped and sorted by category, subcategory, and fixed and custom project fields. Filters can be applied. Restricted Report: Access to this report is restricted to system administrators. Run a query against all plans, programs, and campaigns to which you hae access. It returns a list of plans, programs, and campaigns with the characteristics that you specify. This list contains summary information about allocations, budget line items, and actual expenses. Filters can be applied. Run a query against all libraries to which you hae access. It returns a list of the top-leel libraries and project libraries with the characteristics that you specify. Results can be grouped and sorted by library fields. Filters can be applied. Run a query against tasks within schedules to which you hae access. Results can be grouped and sorted by fixed and custom project fields. Filters can be applied. Chapter 7. Generating reports 57

62 Report name Output Description Task Details Detailed list of tasks across schedules or projects, including notes and summary information on time that is entered against the tasks Run a query against all tasks to which you hae access. It returns a list of tasks with the characteristics that you specify. Results can be grouped and sorted by both fixed and custom project fields. Todo Objectie List of todos across reiew areas or projects List of objecties with a summary of their results Filters can be applied. Notes: For the printer-friendly iew, if you include Notes in your report, you can iew no more than 1000 rows of data on each page. Output from the Task Details report cannot be exported to a spreadsheet. Run a query against all todos to which you hae access. It returns a list of todos with the characteristics that you specify, including "created by" and "created on date". Results can be grouped and sorted by fixed and custom project fields. Filters can be applied. Run a query against all objecties to which you hae access. It returns a list of objecties and a summary of their results with the characteristics that you specify. Results can be grouped and sorted by fixed and custom project fields. Filters can be applied. Result List of project results Run a query against all projects to which you hae access. It returns a list of project results with the characteristics that you specify. Results can be grouped and sorted by fixed and custom project fields. Filters can be applied. Project Time Details List of time entries by project Run a query against time records that are entered against projects that you manage or against tasks in projects that you manage. Time Details List of all time entries Restricted Report: Access to this report is restricted to system administrators. Run a query against planned time and time records that are entered anywhere in the system and against any information. The Time Details report queries planned time and time entries that are recorded for all users against all projects. 58 IBM Marketing Operations OnDemand: Project Manager's Guide

63 Report name Output Description Resource Management Summary information, which includes estimations of work by time Restricted Report: Access to this report is restricted to users who hae permission to access Resource Management reports. Resource Management reports require time tracking at the task leel. If time entry is permitted against companies or projects without the specific requirement to select a task, the report results will be empty. Reiew Areas Detailed list of Reiew Area ersions across projects The Resource Management report analyzes time that is associated with a task against a particular resource, such as a user, category, or subcategory. Run a query against all project Reiew Areas to which you hae access. It returns a list of Reiew Areas with the characteristics that you specify. These characteristics can include information about each ersion of a creatie item, such as the number of open and late approals or todos. Results can be grouped and sorted by fixed fields. Report settings Use the include, group, and sort options to refine the information generated in the report. The following table describes the report settings: Setting Field Name Group By Sort Description Select which fields to include in the report. Each field name relates to an aailable report filter. Select to group the rows. Choose a field by which to group data to organize your data first by group and then by field. For example, to group by company, the report will hae a section for each company's information, which is the group. Then, within each group, you can sort by another selection, such as start date. Note: To do more adanced sorting, export the report as a.cs file to edit in Microsoft Excel. Select options for sorting. You can select as many options as there are sortable fields. You can include the group as a sorting option. Specify whether to sort each option in ascending or descending order. Report Filters Each report type has a unique selection of filters aailable. Use these filters to define the criteria of your report. Note: Filter alues are case-sensitie. There are no wildcard characters. Chapter 7. Generating reports 59

64 Example reports All of the reports that you create are specific to your account and your requirements. Howeer, you can use the following sample sets of queries to start building the reports that you need. Late items Purpose Report Type Report Format Include Group Sort Report Filters This report lists all late tasks, approals, and todos so you can see which projects are behind schedule. Project Summary report Select the following options: Project Title, Schedule: Late Task Count, Late Approal Count, Late Todo Count No grouping Project Title None. Project status Purpose Report Type Report Format Include Group Sort Report Filters This report shows all projects that are actie, pending, and complete (but not archied) projects. Project Summary report Select the following options: Project Title, status, summary information, start, and end date, client/company Status, such as pending, actie, completed, canceled, on hold Project title (or start date) Filters can be used only for actie projects. Budget item grouped by PO # Purpose Report Type Report Format Include Group Sort Report Filters This report can be used to pull information that is related to budgeted or committed expenses grouped by PO number. Project Budget Details report Select the following options: Campaign, Campaign Allocation amount, Project Title, Budget Notes, Company, Item, Category, Subcategory, Budgeted expense, PO Number, Actual Expense PO Number Campaign None. Actual expenses grouped by campaign Purpose This report can show all actual expenses that are paid for each campaign. This report can be run by project or by category or subcategory. 60 IBM Marketing Operations OnDemand: Project Manager's Guide

65 Report Type Report Format Include Group Sort Report Filters Actual Expense report Select the following options: Campaign, Campaign Allocation, Project Title, Budget Notes, Item, Cat, and Sub Cat, Budgeted Expense, Committed Expense, PO number, Description, Actual Expense, Vendor, Inoice Number, Inoice Date Campaign Category None. Libraries Purpose Report Type Report Format Include Group Sort Report Filters This report shows system and project libraries. Library report Select the following options: Title, Job number, Group, Status, Company No grouping Title None. Open tasks sorted by assignee Purpose Report Type Report Format Include Group Sort Report Filters This report shows open tasks that are sorted by assignee. You can use a filter to run the report for a specific person or group of people. Project Schedule Details report Select the following options: Project Title, Job #, Schedule, Task, Assignee, task status, progress, Start, and Due dates Assignee Start date 0-99 on progress filter Run a report on the time spent on a project Purpose Report Type Report Format Include Group Sort Report Filters This report shows all time that is spent on projects, by grouped by project. Any user can run this report to show information on projects that they hae access to. Project Time Details report Select the following options: Project Title, Job Number, Schedule, Assignee, Task, Work Date, Time Entered, Entered by Project Work date None. Chapter 7. Generating reports 61

66 Time details filtered by designer for the creatie team Purpose Report Type Report Format Include Group Sort Report Filters This report shows how much time each designer spent on each project and task for a specified time period. Because the Time Details Report includes billing and cost rates, it can be generated only by a system administrator. Time Details report Select the following options: Project Title, Job #, Client/Company name, assignee, work date, time entered, entered by Entered by Work Date: You can use the Work Date filter to drill into specific date ranges (for example, by week or month) Filter on the Entered by field for just the designers. Approals and responses Purpose Report Type Report Format Include Group Sort Report Filters This report creates a list of the approal requests and responses in your account. Approals report Select the following options: Project, Parent, Approal, Status, Due Date, Version, Version create date, Approal creator, Approer, Response, Response Date Project Version, then by Status Filter by Due Date within the last 90 days. 62 IBM Marketing Operations OnDemand: Project Manager's Guide

67 Notices This information was deeloped for products and serices offered in the U.S.A. IBM may not offer the products, serices, or features discussed in this document in other countries. Consult your local IBM representatie for information about the products and serices currently aailable in your area. Any reference to an IBM product, program, or serice is not intended to state or imply that only that IBM product, program, or serice may be used. Any functionally equialent product, program, or serice that does not infringe any IBM intellectual property right may be used instead. Howeer, it is the user's responsibility to ealuate and erify the operation of any non-ibm product, program, or serice. IBM may hae patents or pending patent applications coering subject matter described in this document. The furnishing of this document does not grant you any license to these patents. You can send license inquiries, in writing, to: IBM Director of Licensing IBM Corporation North Castle Drie Armonk, NY U.S.A. For license inquiries regarding double-byte (DBCS) information, contact the IBM Intellectual Property Department in your country or send inquiries, in writing, to: Intellectual Property Licensing Legal and Intellectual Property Law IBM Japan, Ltd , Nihonbashi-Hakozakicho, Chuo-ku Tokyo , Japan The following paragraph does not apply to the United Kingdom or any other country where such proisions are inconsistent with local law: INTERNATIONAL BUSINESS MACHINES CORPORATION PROVIDES THIS PUBLICATION "AS IS" WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF NON-INFRINGEMENT, MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. Some states do not allow disclaimer of express or implied warranties in certain transactions, therefore, this statement may not apply to you. This information could include technical inaccuracies or typographical errors. Changes are periodically made to the information herein; these changes will be incorporated in new editions of the publication. IBM may make improements and/or changes in the product(s) and/or the program(s) described in this publication at any time without notice. Any references in this information to non-ibm websites are proided for conenience only and do not in any manner sere as an endorsement of those websites. The materials at those websites are not part of the materials for this IBM product and use of those websites is at your own risk. Copyright IBM Corp. 1996,

68 IBM may use or distribute any of the information you supply in any way it beliees appropriate without incurring any obligation to you. Licensees of this program who wish to hae information about it for the purpose of enabling: (i) the exchange of information between independently created programs and other programs (including this one) and (ii) the mutual use of the information which has been exchanged, should contact: IBM Corporation 170 Tracer Lane Waltham, MA U.S.A. Such information may be aailable, subject to appropriate terms and conditions, including in some cases, payment of a fee. The licensed program described in this document and all licensed material aailable for it are proided by IBM under terms of the IBM Customer Agreement, IBM International Program License Agreement or any equialent agreement between us. Any performance data contained herein was determined in a controlled enironment. Therefore, the results obtained in other operating enironments may ary significantly. Some measurements may hae been made on deelopment-leel systems and there is no guarantee that these measurements will be the same on generally aailable systems. Furthermore, some measurements may hae been estimated through extrapolation. Actual results may ary. Users of this document should erify the applicable data for their specific enironment. Information concerning non-ibm products was obtained from the suppliers of those products, their published announcements or other publicly aailable sources. IBM has not tested those products and cannot confirm the accuracy of performance, compatibility or any other claims related to non-ibm products. Questions on the capabilities of non-ibm products should be addressed to the suppliers of those products. All statements regarding IBM's future direction or intent are subject to change or withdrawal without notice, and represent goals and objecties only. All IBM prices shown are IBM's suggested retail prices, are current and are subject to change without notice. Dealer prices may ary. This information contains examples of data and reports used in daily business operations. To illustrate them as completely as possible, the examples include the names of indiiduals, companies, brands, and products. All of these names are fictitious and any similarity to the names and addresses used by an actual business enterprise is entirely coincidental. COPYRIGHT LICENSE: This information contains sample application programs in source language, which illustrate programming techniques on arious operating platforms. You may copy, modify, and distribute these sample programs in any form without payment to IBM, for the purposes of deeloping, using, marketing or distributing application programs conforming to the application programming interface for the operating platform for which the sample programs are written. These examples hae not 64 IBM Marketing Operations OnDemand: Project Manager's Guide

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