Introduction TeamDirection IntelliGantt solutions allows you and the rest of your project team to collaborate on your projects together. How you would like work together is up to you. The project manager may choose to work within IntelliGantt and its friendly UI, within the familiar interface of Microsoft Project, or from MindManager 8. Team members can work with standard web browsers via SharePoint or with IntelliGantt s rich, interactive view of the project. Along with the ability to choose how you would like to work, IntelliGantt allows you to choose how you would like to share. The Local Workgroup is a fast, secure way to collaborate totally within a corporate firewall. The Cloud Workgroup is an extremely easy way to share project data outside a firewall. If your office currently utilizes WSS 3.0 or MOSS 2007 (hereafter referred to as SharePoint ), IntelliGantt support full bi directional synchronization with Task List, Project Tasks web parts. Furthermore, IntelliGantt works with the Fabulous Forty templates from Microsoft to help you with sites tailored to common business needs. This document covers all aspects of working efficiently with a team: 1) Creating Projects IntelliGantt s friendly UI makes project and task creation quick and easy. 2) Sharing Projects Made easy by IntelliGantt s Share Wizard, there are three share options to fit the needs of your project. 3) Joining Projects How team members may join and and interact with projects. 4) Updating Projects As your project develops you opt when to update team members. 5) Importing and Exporting Projects Existing files can easily be shared or retrieved by team members. Creating a Project for you and your Team Creating projects with IntelliGantt is straight forward, making project management that much easier. All project creation is done from IntelliGantt s Project Tree, which keeps all of your projects organized in a simple hierarchy you create and modify. (The Project Tree is also how you enable IntelliGantt s Multi Project View feature). To create a project, either access the Projects menu and select and select Add Project or right click on a folder within the project tree and select Add Project.
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A simple wizard appears that lets you select which template to base your new project on. By default, the New Project template is selected. As you work with IntelliGantt you can turn any project in to a template and reuse it again and again. You can right click on a project and choose Save as Template. That project will then be available as a template within this list. Creating Tasks and Milestones within a Project Creating tasks and milestones within a project is simple with IntelliGantt s rich interface. In addition to the creation of tasks and milestones the project manager can also keep them organized by dragging and dropping tasks to appear in any order. 3 P age
To create a task within a project, click on the Add Task button the Tasks tab of the application. This button will add a new task that you can rename and customize, as far as duration, percent complete and many other features. Another way to create a new task is to click on the Task List just beneath the last task, and begin typing the name of your new task. When you press enter the task will appear in the list, as well as the Gantt Chart to the right of the Task List. You can also use the text box just below the tool bar to add tasks. Simply type the title you want and either press enter or click the Add button. Alternately you can also select the Insert Task Below icon on the toolbar. This toolbar item supports multiple types of task additions. You can click on the down arrow to see all its options. To create a milestone within a project, click on the Create Milestone Below button in the toolbar of the application. This button will add a milestone, which has no duration, that you can rename and drag to sit anywhere in the Task List and on the Gantt Chart. Though milestones do not have a duration, they can be linked to other tasks and milestones to mark progress and achievements. Simply drag and drop a milestone anywhere in the Task List or on the Gantt Chart as needed. 4 P age
In addition to creating tasks, the user can change the duration, add relationships between tasks, and alter the percent complete, in addition to many other features. To change the duration of a given task, select the task and either change the Start and Finish Date of that task in the Task List, click and drag the task bar or use the drop down menu to select a date. or type a custom number in the Duration field in the Task List. To change the % Completeof a task in the Task List, select the % Duration field and type in a custom number, or use the arrow buttons to increase or decrease the % Duration. 5 P age
Furthermore, the Gantt Chart to the right of the Task List allows the user to literally drag tasks to extend Duration, change % Duration, as well as reorganize tasks in the list. To change the duration of a given task using the Gantt Chart, simply click on the end of the task, which changes the mouse cursor to a dotted arrow, and drag it to the desired Finish Date. To change the % Complete using the Gantt Chart simply click on the percentage bar on a task in the Gantt Chart, which changes the mouse cursor to a % symbol followed by an arrow, and drag it to the desired % Complete. 6 P age
To create a relationship between any number of tasks, simply click on the Link image next to a task in the Gantt Chart and drag it over another task to connect the two. To alter the relationship between the two tasks, double click on the yellow arrow at the end of the relationship link between the tasks. This will activate the Dependencies pane, located below the Gantt chart, where you can change how these tasks are linked, such as from Start to Finish, Start to Start, Finish to Start, or Finish to Finish. c 7 P age
Keep your Projects Organized with an IntelliGantt Project Tree As project manager organization is key, and IntelliGantt makes this simple with the Project Tree. As mentioned before, all projects are contained in folders. The checkboxes to the left of each project shows whether or not the project is in the Active View that is, listed in the task grid and task gantt chart. In addition to individually selecting projects, you can select a folder and click the checkbox so that all its children become Active i.e. show up in the task grid and task gantt chart. The Project Tree makes project organization simple supports drag and drop capabilities, allowing you to move projects into various folders as needed. To create a custom Folder for your projects, select the Add Folder Icon on the Intelligant Projects toolbar, which you will then be prompted to name. Once a new folder is created you can rename it to fit your needs and drag and drop any projects into these folders and subfolders. Sharing a Project with your Team Once you have your project created, it is time to share it so that the entire team can join and make their contributions. You can choose to share your project with SharePoint, TeamDirection s Cloud Workgroup and a Local Workgroup. Whether you are using IntelliGantt, the IntelliGantt MS Project Add In, or the IntelliGantt MindManager Add In, a Share Wizard is used to identify how you would like to share your project. Each selection requires its own set of data: a UNC path for a shared folder on a file server or a URL for a SharePoint site. The Cloud Workgroup is the only option that shares project data immediately. 8 P age
Share from within the IntelliGantt Project Window The Project Sharing Wizard In the wizard you have three options for sharing a project. A Local Workgroup will use a file server accessible on your intranet. A Cloud Workgroup will use a special file server on the internet supplying robust cloud computing services. Using a SharePoint server will send project data to a user selected list within the SharePoint site. Additionally, the IntelliGantt Add In for Microsoft Project, and the IntelliGantt Add In for MindManager Pro 7, both publishsharepoint lists using rich integration features. This rich integration allows people participate in an IntelliGantt project using existing infrastructure. If a flat task list is not sufficient, all sharing options support the client s use of IntelliGantt for a rich, interactive experience. Local Workgroup A Local Workgroup uses a simple file server to share data. Share to a Local Workgroup by selecting the Local Workgroup form the dropdown menu of the Share Wizard. In the upper left corner of the Project Sharing Wizard is a helpful link describing what a Local Workgroup is in detail. 9 P age
10 P age When you press Next, the proceeding screen asks you what file server would you like to use. You can type in the path to a file server and shared directory, or use the browse button to explore the network.
Cloud Workgroup A Cloud Workgroup has the fewest steps of all the options. When you select the Internet Workgroup and click Next, your project is instantly shared to the internet. 11 P age
SharePoint Site Using SharePoint allows users to interact with your projects with a web browser. SharePoint also opens up rich collaboration options like document versioning, change notification, custom templates and more. With these features comes some additional work as the project manager needs to connect to an existing SharePoint site and select or create a task list to work with. Once the project has been shared, however, IntelliGantt keeps track of all essential information, making it easy for others to join projects. With IntelliGantt, a project manager may utilize two additional features before a share to a SharePoint server is complete: 1.) Clear Task List This feature allows a project manager clear the selected list of all items before publishing tasks to it. 12 P age
2.) Workspace Settings A tool that configures how each field of a task is shared. You can set whether SharePoint members can read and/or write to each field. You can also rename the field s display name (i.e., turn Title into Display Name ), adjust field descriptions and add or remove permissions. You can read more about Workspace Settings here. The helpful blue link in theupper left of the Project Sharing Wizard, in fact located on every IntelliGantt form, provides additional information if you d like to know exactly how your project is being shared. When identify the SharePoint site to work with, IntelliGantt begins communicating with it using the same web services that Microsoft Office applications use. Your site may require additional credential information in order for IntelliGantt to work with it. IntelliGantt uses the built in authentication system found in Windows. 13 P age
14 P age Once shared, IntelliGantt will show you who is a member of the SharePoint site and pull them in as resources for your project. You can send people an Email notification letting them know about your project. The email will contain a link to the SharePoint site.
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You must supply either an URL to an existing workspace. IntelliGantt can use any existing workspace and existing task list in the workspace, or add a new task list from a selection of your choice. Finding the Project you just Shared to SharePoint TeamDirection IntelliGantt offers rich integration with SharePoint and provides a quick and easy way to find those workspaces with links that take you right to the task list or even individual tasks. You could right click the project and choose Go To Source, as shown below 16 P age
Or you can view the SharePoint site within the IntelliGantt interface. 17 P age
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A helpful video is available showing you the steps. Adding and Removing Members Members can be added or removed at any time by the project manager, typically the person who created the project. When you share to a SharePoint site, adding and removing members can be done as part of the share process. Additionally, you can add or remove members to your project at any time by using the Add New Members and Remove Members icons found near the bottom of the Shared Workspace pane on the bottom of the application. 19 P age
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The red oval highlights the toolbar buttons in the Shared Workspace Pane allowing the addition and removal of new resources and members or members from your people pool. When you wish to add new members, click on Invite New Members Icon to bring up the following dialog box: 21 P age
This dialog box allows you to select new members from your Microsoft Outlook contacts list, your Windows Live Messenger contacts or e mail addresses you may type in yourself. When you select OK IntelliGantt uses Microsoft Outlook to generate an e mail to send to new members to notify them about the project: Joining a Project All projects shared by IntelliGantt can be joined by IntelliGantt as well. The IntelliGantt Add In for Microsoft Project, and the IntelliGantt Add In for MindManager Pro 7 are not able to join projects, but may publish and synchronize projects that other IntelliGantt users can join. The easiest way to join a project is to double click on the attached file found in the IntelliGantt invitation e mail. 22 P age
After double clicking the attached invite file, IntelliGantt will attempt to subscribe to the project. If IntelliGantt can successfully contact the server and match user identification, the project is loaded with everything marked as unread. 23 P age
Joining a SharePoint Project with the Browser When IntelliGantt Plus publishes a project to SharePoint and invites members, it creates an MS Outlook email message that contains a link to the project. Clicking on this link will take the user to the shared task list: 24 P age
Updating Projects Now that your project has been shared, you will need to update your project as progress is made by you and your team. You can update your projects from both the IntelliGantt Project Tree or, from the project itself. To update from the project currently in use, select Update from the Projects tab:. Or you can simply select the Update Icon shown below: 25 P age
To select any project from the Project Tree, simply right click on the project and select Update from the menu: The Update Reporter dialogue box appears following any of the methods for updating listed above: 26 P age
Importing and Exporting Projects Importing and exporting projects among Sharepoint, Microsoft Project 2007, MindManager 8 and exporting to Excel is easy with TeamDirection IntelliGantt solutions. This can be done from the Project Tree, from within individual projects or as a group from the current active window (i.e. the task grid and gantt chart or the dashboard). To Import a project and select Import. This will bring up a dialog asking you to select the data source. In this example we will choose SharePoint. 27 P age
. Select the desired project file format and click Next. In the next form copy and paste the URL of the SharePoint site you wish to work with. Click Go and IntelliGantt will communicate with the site and give you a list of web parts it recognizes. 28 P age
Once you have chosen the task list, click Next and the project will be imported into IntelliGantt. Once the IntelliGantt project space is created, click Finish to have the project opened in IntelliGantt. Exporting files is done in the same way, from the Intelligant toolbar dropdown File tab and Export. Select where you would like to export your file : 29 P age
And the Export Wizard will guide you through the process: 30 P age
Now that you have a basic knowledge of how TeamDirection IntelliGantt solutions work you can collaborate with your team in an exciting new way. For further information about TeamDirection IntelliGantt solutions visit our website here. 31 P age