Office Automation Timeless Intranet Project User Guide - Office Automation (e-project Plan & Analysis Report) Prepared by Timeless Software Limited Timeless Software Ltd. 79/F The Center, 99 Queen's Road Central, Hong Kong Tel: 25116378 Fax: 25196010 http://www.timeless.com.hk LAST UPDATE DATE: 10/07/2003
Table of Content Introduction... 3 Project Phase Definition... 4 etimesheet... 5 1 etimesheet Submission... 5 2 etimesheet Verification... 7 eproject Plan... 9 1. Creation of eproject Plan... 9 Icons Description... 10 Data Input...11 Excel Report... 13 Analysis Report... 13 2. Modification of eproject Plan... 14 3. Approval Procedure of a new version of eproject Plan... 15 Analysis Report... 17 1. Analysis Report Generation on eproject Plan... 17 On an Analysis Report of a version of project plan,... 18 (1) % Weighting of each Phase = Total Man Days of each Phase / Total Man Days of the Project.... 18 2. Improvement on Analysis Report... 18 (i) eproject Plan Modification... 18 (ii) Project Phase Change in etimesheet Verification... 19 (iii) Work Done % Adjustment... 19 3. Approval Procedure of % Work Done Adjustment on Analysis Report (A.R.)... 20 2
Introduction This User Guide is designed to introduce you to use eproject Plan and generating Analysis Report in our OA system. It is divided into four main parts. First is project phase definition and second is etimesheet. These two parts are for all staffs who need to submit timesheet. Third is eproject Plan and the last part is Analysis Report. These two parts are for all project coordinators and project managers to read. Moreover, only project coordinators and project managers have right to use the eproject Plan and Analysis Report function in our OA system. Now, you can see the details on the following according to your needs. 3
Project Phase Definition Project Phase occurs in etimesheet and eproject Plan. When inputting on etimesheet, a phase should be selected for selecting any projects. When inputting on eproject Plan, any tasks should be added on one of pre-defined project phases. There are totally three project phases. They are Requirement Studies(RS), Development(DEV) and Implementation(IP). Details are as follows: RS Requirement Studies including Documents - Project Kick-Off meetings - User requirement meetings - Documentation includes minutes of meetings, Project Initiate Document (PID), User Requirement Specification, Proposal (if necessary), Document Of Understanding (DOU only applicable to Hong Kong) - Document Sign-off (manday counted only on our participation) - Draft version of Layout Design (e.g. homepage html, at requirement stage necessary) DEV Development including Design, Dev Environment Setup, Coding, Testing, Debugging, related documentations. - Detailed Layout Design - System Design - Database Design - Documentation - Functional Specifications - Environment setup for Development (DEV environment) - System coding - Meeting and minutes during DEV phase. - Document sign-off during DEV phase, manday counted only on our participation. - Environment setup for System Integration Test (SIT environment) - System Integration Testing and debugging IP UAT, Training, and related Documentation - Environment setup for User Acceptance Test (UAT environment) - Test Case Documentation - Program deployment for UAT - User Accepting Testing, manday counted only on our participation. - UAT debugging - User Guide Documentation - Environment setup for Production environment - Program deployment for Production - Training and Training Material preparation. - Document sign-off during IP phase, manday counted only on our participation. 4
etimesheet For any staff who belongs non-administration group, it is supposed he / she need to submit timesheet weekly in our OA etimesheet system. According to each job inputted from etimesheet, corresponding job coordinator / manager will verify this job. On the following, it will show you how to submit an etimesheet (Staff Timesheet) and how to verify a job on etimesheet.(verification). These two functions are under Time Management category in OA menu bar. 1 etimesheet Submission After clicking Staff Timesheet in OA menu bar, you will enter the list view screen as follows: For any period (by week starting from Sat to Fri), if it has not been created for a timesheet, you will find that period in the Period selection box. And you can click New button to creat timesheet for that selected period. After you create that timesheet, you will find that timesheet record as follows: You can find any created timesheet records by finding specific Year and/or Month. When you click New button for creating a new timesheet of a selected period, a pop up window will be shown out as follows: 5
For a default new timesheet, it already exists seven rows. In first two columns, they are date and weekday. They are shown in different color. Red represents Holiday, Green represents Saturday, Orange represents Sunday and Black represents Working Day. Data Input 1) For each working day, job details must be selected on that day, 2) For each job details, it has been inputted by a job/project master and is divided into four job regions. They are Hong Kong, Guangzhou, Beijing and Three Locations. By default, job region according to your job location will be listed out. The job location can be changed by yourself in My Information function. And the remaining job regions are on the bottom side under all job details of default region. You can switch to other job region by selecting that job region. After that, job details of that region will be listed out. 3) For each phase, it has been defined in OA system. For details, you can see previous section. It must be selected only when its job details is selected and the type of that job details is a project type. 4) For each hour, its range is from 0.0 to 24.0. It must be selected only when its job details is selected. For each working day, the total hours should be greater than or equal to 8. 5) For each action, it has been defined in OA system. It can be selected only when its job details is selected. 6
You can click Add button to add one job details row on each day when there is more than one job on that day. After inputting all information, you can click Draft / Submit button to create a timesheet. For each submitted timesheet, each job details on it needs to be verified. For details, see next section. 2 etimesheet Verification After clicking Verification in OA menu bar, you will enter the verification with Verify mode screen as follows. For each job(project), it has been preset a job coordinator and a job manager. If you are the coordinator of that job, you can verify all staffs,except yourself and manager of that job, who have inputted that job on their timesheets. If you are the manager of that job, you can verify yourself and coordinator who have inputted that job on their timesheets. For any job(project), if you are the coordinator or manager of that job, you can find it in the Project selection box. And you can find out any target job(project) records by selecting that job(project) and clicking Verify / View button. Also, you can find out target period by selecting a period in Period selection box. In Verify action mode, you can see all submitted records within target job(s) and period(s). You can change status to Requested Amendment / Verified for each records. If you change it to Requested Amendment status, you should input remarks for that records. And then click Update button to update it. For any Requested Amendment records, an email notification will be sent to corresponding staff to amend their timesheet records and resubmit that timesheet again. For any add / amend / cancel job details records in resubmitted timesheet, corresponding verifier will be received an email notification to do their verification if needs. In View action mode, you can see all status records within target job(s) and period(s). You 7
cannot change any status for each record but you can change their phases. For details, see later section. 8
eproject Plan For each project, it should have a project plan. eproject Plan is a web-based tool in our OA system for each project coordinator to create project plan. This tool provides an Excel Report function to output a project plan in Excel format. It also provides an Analysis Report for comparing with man-days on eproject Plan and etimesheet data of project. The eproject Plan is under Time Management category in OA menu bar. 1. Creation of eproject Plan After clicking Project Plan in OA menu bar, you will enter the list view screen as follows: For any project, if it has not been created project plan and you are the project coordinator of it, you will find that project name in the New Project Plan selection box. And you can click New button to create project plan for that selected project. After you create that project plan, you will find that project plan record as follows: If there does not exist any uncreated project plan that you are the project coordinator of that project, New Project Plan selection box would not appear. And you can find any created project plan, provided that you are the project coordinator or project manager of that project, in Existing Project Plan selection box. By default or finding All, you will find only maximum version number of all existing project plan records shown on list view. When you want to find out all version of project plan of a project, you can select a target project in Existing Project Plan selection box and click Find button to show out. 9
When you click New button for creating a new project plan of a selected project, a pop up window will be shown out as follows: For a default new project plan, it already exists three defined project phases, its status is Draft and Version No. is 1.0. For each phase, you can add tasks or sub-tasks inside it. Icons Description appears in front of each phase / task / sub-task and has not any sub-task under it appears in front of each phase / task / sub-task and has sub-task(s) under it but those sub-tasks have been hidden. You can click that icon to show out all sub-task(s) or double click that icon to show out all sub-task(s) recursively. appears in front of each phase / task / sub-task and has sub-task(s) under it and sub-tasks have been shown. You can click that icon to hide all sub-task(s) or double click that icon to hide all sub-task(s) recursively. appears at back of each task / sub-task. You can click that icon to add a new task under it. appears at back of each phase / task / sub-task. You can click that icon to add a new sub-task under it. appears at back of each phase / task / sub-task. You can click that icon to delete it and all sub-task(s) under it. If it has sub-task(s), a confirmation box will appear before deleting these sub-task(s). appears at back of each task / sub-task. You can click that icon to pop up a resources window to add / delete resources of that task / sub-task. 10
For Add Phase button, if a project plan has already all defined project phase inside, this button will be disabled. On the contrary, you can click this button and a pop up window will be shown as follows. You can add any defined phase that is not in your existing project plan. Data Input (1) For each task name, it cannot be typed more than 80 characters. (2) For Start Date and Finish Date of each task / sub-task, the format should be yyyy/mm/dd. You can type the date directly or click a calendar on the right hand side of that text box to choose a date for it. (3) If Start Date and Finish Date of a task have been inputted, Duration between these two Dates will be automatically calculated. It can be amended if you need. (4) Man Day of each task should be manually inputted for use of Analysis Report (For details, see Analysis Report on later section). (5) Resources of each task cannot be directly typed in box. You can click corresponding icon besides the box. And a resource window will be popped up like next upper screen. On the left hand side, there are two selection boxes. One is location box on upper side and another is available staff box. When you select a target location, corresponding unselected staff will be listed out in available staff box. On the right hand side, there are one text box and one selected staff box. You can type any resources name such as client name that are not in our staff list in that Other text box. And you can select any target staffs in available staff box and click >> button to move them to selected staff box. At last, click Add button to add those resources for that task. 11
After inputting data, you can click either Draft / Submit button to save your project plan. For any submitted project plan, it needs approval by Project Manager (See Approval Procedure of Project Plan on later section). Until submitted version of project plan has been approved (verified), then you can submit another new version of project plan. For any submitted / old version, its project plan cannot be amended such as follows: 12
Excel Report For any version / status of a project plan, you can find an Excel link on that record in list view of eproject Plan. After clicking it, a corresponding version of project plan will be shown in Excel format on a pop up window as follows: You can either save or print it. Analysis Report For any version / status of a project plan, you can find a View link on that record in list view of eproject Plan. After clicking it, an analysis report with comparison between corresponding version of project plan and timesheet data of that project will be shown in pop up window as follows: For details, see Analysis Report on later section. 13
2. Modification of eproject Plan For any approval (verified) version of project plan, you can continue to Draft / Submit (Minor) / Submit (Major) of another version of that project plan such as follows. Here is to show version change after clicking Draft / Submit (Minor) / Submit (Major) button. For example, an approval (verified) version 1.0 of a project plan. (1) After Draft it, version will become 1.0x and you can continue to Draft / Submit (Minor) / Submit (Major) of that 1.0x version. (2) After Submit (Minor) it, version will become 1.1 and be waiting for approval (verified). (3) After Submit (Major) it, version will become 2.0 and be waiting for approval (verified). To list out all version of a project plan, you can select a target project and click Find button to show out as follows: 14
3. Approval Procedure of a new version of eproject Plan After project coordinator submits a new version of project plan each time, an email notification will be automatically sent to project manager. After clicking corresponding version of that project plan by project manager, he / she will see one Message box and two Verify and Request Amendment buttons as follows: Project manager can type any message in Message box before clicking Verify / Request Amendment button. If project manager request amendment on that version of project plan by clicking Request Amendment button, an email notification will be sent to project coordinator. He / She can do amendment and submit that version again (See upper screen on next page). If project manager approves (verifies) for that version of project plan by clicking Verify button, an email notification will be sent to project coordinator. He / She can do work done % adjustment of its analysis report (For details, see Analysis Report Section) if needs or submit another new version of project plan if needs. 15
Requested amendment on a new version of Project Plan shown by Project Coordinator Verified version of Project Plan shown by Project Manager 16
Analysis Report Analysis Report of a project is divided into two parts. The first part is about information of project and it shows on the upper side. The second part is data comparison between a version of project plan and timesheet record of that project and it shows on the lower side. By comparison on an Analysis Report, you can know the status of that project. 1. Analysis Report Generation on eproject Plan For any version of project plan, there exists a View link of Analysis Report as follows. After clicking View link of Analysis Report, an Analysis Report of corresponding version of project plan will be generated in a pop up window. You can see an example on the following. 17
On an Analysis Report of a version of project plan, (1) % Weighting of each Phase = Total Man Days of each Phase / Total Man Days of the Project. (2) % Work Done of each Phase = Total Verified Timesheet Record in Hours / Total Man Hours of each Phase (3) % Work Done Adjustment of each Phase is typed in edit mode and needs approval (See later section). (4) Remark of each Phase is typed in edit mode and needs approval (See later section). (5) Weighted % Completed of each Phase = (1) X (2) / 100 (6) Weighted Completed Amount = Contract Sum X Total % of Weighted Completed Edit link of analysis report only appears on the most updated verified version of a project plan. This link is for project coordinator to do % Work Done Adjustment if needs or for project manager to do % Work Done Adjustment Approval if needs (See later section). 2. Improvement on Analysis Report As we know Analysis Report reflects current status of a project, Total % of Weighted Completed should be 100% after project has been completed. But usually, it cannot be obtained due to some reasons. Now, there are three improvements can be done to achieve it. (i) eproject Plan Modification In Analysis Report, if % Work Done of a phase is greater than 100% as follows, it means Man Days used is over than expected. You can find out the Exceed Day(s) at the last of corresponding phase. And you can do modification of that project plan. 18
(ii) Project Phase Change in etimesheet Verification Sometimes, you may find some verified timesheet records has been inputted in wrong phase. And that make some %Work Done of phase greater or smaller in Analysis Report. So you can go to Timesheet Verification, select corresponding project and click View button, then you can find out all verified records as follows. So you can click that phase link of any verified records to update its phase. (iii) Work Done % Adjustment In Analysis Report, if % Work Done of a phase is small than 100% as follows, it means efficiency of working would be higher in that phase period. So you can do a % Work Done Adjustment to counter it and also add some remarks for that higher efficiency. It needs approval by project manager after submitting (See next section). 19
3. Approval Procedure of % Work Done Adjustment on Analysis Report (A.R.) When project coordinator submit % Work Done Adjustment on A.R., an email notification will be sent to project manager who can approve / reject for that adjustment as follows. Either project manager approve / reject that adjustment, an email notification will be sent to project coordinator. An approved adjustment can be viewed in View link of corresponding version of project plan. 20