▼ Show a transcript of this video
Hello and welcome to the Web TimeSheet project functionality showcase. This is the first of a 3 or 4 part series where we are going to look at solving
project management issues within your organization. Many organizations are in a situation where they don't know what their users are entering time towards,
they are not sure of a quick, efficient way to track this, and they are not sure they can rely on the accuracy of the tracking tool they are using.
This video specifically is really geared towards organizations that don't have the visibility they are looking for- they may have no visibility at all in fact.
We're going to talk about how you can create projects quickly within web timesheet, and have users enter some time towards them, and then report out data real time.
That is going to give you some feedback immediately as to the status of your projects at any point in time.
We will start with the projects screen. You can see here that the projects are listed on the projects list screen, and I can double click the project at any time to view
details related to that project, or select multiple projects to mass edit the tasks, rates, and team associated with them. Once the projects are set up in the application,
users are of course going to need to enter time towards them. If we navigate to the timesheet screen here, you will see that I have several hours across the week entered towards
multiple projects within the organization.
Having users with time entries towards the project means that we can report on them. In some cases we can report on projects with no hours, to see that users aren't working on
tasks that they may be required to.
If we bring up the report screen here, and then choose from the project Reports section on the left hand side, them Project Task Project Report, this will bring up
details on the 4 projects I've selected, along with any time entries that were made to them, and the corresponding remaining hours, user percentages of the estimates
and remaining percentages of the estimates.
Now, if we navigate back to the project list screen, we will try to address the issue of not having an accurate record of ll the projects your employees are working on.
In this situation, we've tried to create a simple interface that allows you to get your projects entered as easily as possible and then of course have your users make time
entries towards them.
I'm going to create a couple of new projects here in a couple of different ways, The first one I am simply going to click the add button, put in my project name,
New Test Project, we are going to leave it as a single project (or none) for this project as it has no client requirement, and we're going to put in a default billing
rate of $32/hr. Leave it in the analysis phase, we're not going to base this on another project, I will show you that functionality in a minute.
Hitting the save button will create this project, and at this point the project is now available for users to enter time towards by default it is going to allow everybody
in your organization to enter time towards the project, with the default billing rate of $32 that we've entered. And it is going to default me as the project leader because
I've created the project in the system.
Now, this is the first way to create a project. The other way, in a situation where you may have a fairly complex project structure with multiple levels of tasks in the hierarchy,
means that there is a lot more work to set up each project individually.
In this case, we have a project called Our Intranet. There are several tasks and sub tasks in the project structure, there is a project team that includes development and myself,
and just a little more information to replicate on the creation of a new project, so it's a great candidate for creating a project "based on".
Create another project again the same way, just by clicking on the add button on the list screen. This one we will call New Website Extranet, we're going to give it a code of
Extra 3434, again we won't worry about client for the purpose of this demonstration. We will put in a billing rate of $45, leave the phase, and now we are going to choose a 'based on',
and this will list all of the projects in the system that you have visibility on, and it'll allow you to choose one to base the project on. By clicking save, you'll see it will create the
project again, but now you'll notice that the project team mimics Our Intranet Project, the project structure now mimics the structure of the Intranet project, and it saves you the time of
having to go in and replicate that project structure again for every new project.
So, in a situation where all of your organizations projects are similar or the same, you can use this templating functionality to quickly create new projects and add them to the system.
Now that we've quickly created the projects, I'm going to navigate to my timesheet and enter some time towards them. Clicking the add/remove tasks button on my timesheet
will bring up a listing of all the projects that I have the ability to enter time towards, Here we have our New Website Extranet, I am going to enter time towards the design task,
and we also have the Test Project 123, I'll bring those tasks over to my timesheet, click 'Save', you'll see that I now have access to those tasks on my timesheet, and I'll go ahead
and enter some time towards them, and click save to apply those changes.
Now that time has been logged into the system, it has been uploaded to the server, and I can report on this data immediately. We'll see this as we go to the reports screen, and bring up
that same project status progress, now this time has been uploaded to the server and it has been stored within the database of the system, we can report on this immediately.
We'll do this by navigating to the reports menu, choosing that same project task progress report, and of course I had only selected 4 projects previously, so I'm going to go ahead and
select the new projects that we have entered time towards, and then re-run the report.
Very quickly we see that the New Website Extranet now has hours towards the tasks, and estimates as well, along with remaining percentages based on those estimates. These estimates
actually came over from the project that we based the Extranet Website project on, and the summary on the bottom, indicating all the hours and availability across projects.
Now that we have the project data in the system and recorded, and visibility so that we can see it, we have a couple of different options. We can come into this application on a
regular basis, and actually view the reports manually, or there is functionality to allow these to be sent out periodically, maybe monthly, weekly, to the project leaders or to
yourself, to actually see progress on your projects onan ongoing basis, in an automated fashion.
So, today we've talked about how to get your projects in the system, so that you have a central repository with all of your project data in one place, we looked at entering
time towards those projects and how quickly and fast they can be made available to the users to enter their time. Then we looked at reporting, and the ability to extract that
data and make decisions and make business changes based on what you are seeing across the projects that your employees are working on.
I'd like to thank you for your time today, please feel free to get in touch with us in one of the following ways, and we would be happy to set up a time to discuss further.
Thanks and have a great day.
© 1996-2011 Replicon Inc. All rights reserved.
Engage With Us:
