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Work Management

Course and Exercise Manual


Copyright © 2014 AtTask, Inc.

All rights reserved.

No part of this publication may be reproduced, stored in any retrieval system, or transmitted, in any form, or by any means, whether electronic, mechanical,
photocopying, sound recording, or otherwise, without the prior written consent of AtTask, Inc., except as permitted by law.

Printed in the United States of America.

February 2014 (rev. 20140221)

2
How to use the participant workbook
This workbook is designed to increase your knowledge of the AtTask tool. The margins
on the left are indented to take notes and record any “ah ha” moments you want to
remember as you progress through the course.

To Get the Most From This Course:

∞∞  our instructor will guide you through the objectives and give examples
Y
throughout the course. Follow along as the instructor demonstrates AtTask
using a real-life scenario.

∞∞  efrain from distractions. It is best to find a quiet workspace where you


R
can focus your attention fully on the course.

∞∞  ait until the instructor gives you directions to begin the simulated
W
exercises. Once you understand the concepts, you will be able to complete
the exercises.

Objectives

∞∞  his training is objective based. Each chapter begins with an objective and
T
explains the specific skill or process you will be able to accomplish once
you complete this course.

Scenario / Simulation

∞∞  t the end of each chapter, you will have the opportunity to practice what has been
A
taught in a simulated environment. It is recommended you complete all
exercises to allow the instructor to see if there are concepts that need to be
discussed further.

∞∞  he scenarios present a possible “real life” use case that relates to the topic
T
discussed. Instruction for the course will follow this scenario.

3
Table of Contents

Chapter 1 - The Work Management Lifecy- Chapter 5 - Finance 47


cle 5
Project Override Rates 49
Work Management Overview 6 Expenses 51
Billing Records  55
Chapter 2 - Project and Tasks 8
Chapter 6 - Work Processing 57
Project Creation 10
Create and Manage Tasks  13 My AtTask Application  58
Edit a Task 14 Copying and Moving Tasks  59
Task Management 16 Creating an Issue 62
Smart Assignments 17 Converting an Issue to a Task 65
Working on Calendar 18 Converting an Issue to a Project 66
Planned Hours And Duration 19
Predecessors 21 Chapter 7 - AtTask Support & Services 69
Task Start/Finish 24
Lag Types  25 Education Services 70
Simple Duration in the Gantt Chart  26 Support Services 71
Consulting Services 72
Chapter 3 - Resources 28 Customer Success Program 73

AssignING Job Roles 30


Team Builder 31
Multi-Person Updates 36

Chapter 4 - Work Collaboration 39

Reassigning Tasks  41
Negotiating Commit Dates 42
Updates on Projects 44
The Project Gantt Chart  45

4
Queues &
Routing
Rules
Prioritization
Framework

Team Workload
& Capacity
Projects & Portfolios

Work Automation
Real Time Status Updates

Centralized Repository
Goals &
Initiatives

Milestones &
Approvals
Reporting &
Dashboards
Chapter 1
The Work Management Lifecycle
WORK WORK WORK WORK WORK WORK
REQUESTS PLANNING COORDINATION COLLABORATION ACCOUNTABILITY REPORTING

Resource & Task Assignments Work Spaces


Achievements Objectives
Tracking & Work Modeling & Results
Status
Individual &
Team Insight
After completing this chapter, you will be able to:
Time & Expense Tracking Contextual Work Streams Recognition &
Work Plan & Rewards
Commitments
TEAM WORK
∞∞ Understand the work flow process specific to
Work Management

∞∞ Understand how other roles interact with a


Project Manager in AtTask

5
Work Management
Overview
As a Manager, you make sure you understand each job
preformed in the Work Management Lifecycle and how it fits in
your organization.

Understanding Project Activities in AtTask


It is critical to have a clear understanding of the delineation
of task responsibilities. You should understand how Team
Members input info, how Planned Hours affect the planning
tools, and are able to identify those components on projects.

There are various components associated with AtTask


project and work activities. These are end-to-end highly
visible solutions and range from templates and milestones to
programs and portfolios.

Understanding Licenses in AtTask


AtTask has traditional Work and Plan licenses for users,
allowing users to enter updates and view information in
AtTask. However, as a manger you may find that individuals
involved with your work flow need to view or communicate
information on a scale smaller than a full license. The
Collaboration package provides three unlimited license types
that can meet any need throughout the work management
lifecycle.

Request: c
 an make and receive simple requests (like
documents)

Review:  an view updates and make comments, approve


c
work

External: can review, download, or view documents

Chapter 1—Work Management Overview 6


The AtTask Work
Management Life-Cycle

The AtTask Work Management course introduces the Work


Management Life-Cycle steps.

The activities outlined here (right) allow you to incorporate


all Enterprise features in AtTask. By understanding and
implementing these steps, you will be better able to build
projects and understand what needs to be done and who will
do it.
We understand that there are several approaches to doing
Project and Portfolio Management (PPM). As a Manager,
you want to make sure you understand each job performed
in the Work Management Life-cycle and how it fits in your
organization as you move forward using AtTask in your
environment.

By adopting a WML of your own:

∞∞  ou and your resources know who is responsible for


Y
what.

∞∞ Data is trustworthy and accurate.

∞∞  ransition between Executive leadership and PM


T
leadership is clearly recognized by team members and
stakeholders.

Chapter 1—Work Management Overview 7


Chapter 2 Project and Tasks

Objectives
After completing this chapter, you will be able to:

∞∞ Create and manage projects and tasks

∞∞ Identify and use Planned Hours, Duration,


and Duration Types

∞∞ Create Recurring Tasks

∞∞ Identify and use Predecessors, Start/Finish,


and Lag Types

8
My AtTask Application

Storyline
Marketing IT PMO
You are a member of You are a member of You are a member of the Project
the organization’s event your organization’s IT Management Office. Your
marketing group. Your group. You specifically department is responsible for the
group’s responsibilities help with hardware delivery of projects that are on time,
include trade show issues, including on budget and meet the goals of
representation, hosting personal computers, those projects. Your team ensures
user conferences, and servers, and phones. that the projects your company
delivering any other type is working on are in line with the
of internal or external strategy of the organization, and
event. Your group has creates internal processes that help
a Director of Event people get their work done.
Marketing who reports
to the Chief Marketing
Officer.

9
SCENARIO
Your Executive Team has decided to install a
new phone system. You will create a project
and call it New Phone System.

Project Creation
To Create a New Project
1.    Locate the projects area in the
Navigation Menu.

2.    Under the Projects tab, locate the New


Project sub-tab.

3.    Select the ‘New Project’ option.

4.    Give the Project a name.

5.    Click the Project Details tab, and then


select Edit Overview. Set the fields for
the project, including status, start dates,
groups, etc.

Chapter 2—Project Creation 10


Practice Exercises
∞∞ Create a new project called Upgrade Servers.

∞∞  escription: Current production servers have antiquated


D
hardware and servers. We need to check the viability of
performing upgrades to all production servers.

∞∞  ake Jennifer Campbell the Project Owner (The Project


M
Owners is usually the Project Manager).

∞∞ Set the priority as ‘High’.

∞∞ Change the Status to ‘Planning’.

Chapter 2—Practice Exercises 11


My AtTask Application

Creating a Project
Marketing IT PMO
Primary Audience Director of Event Marketing Director of IT Director of Project Management
Top Pains Once an event is approved, You’ve approved a project Your company is developing a
you need to create the to update the computers new app for the iPad that helps
project. Typically you do this for the Customer Support executives and business leaders
by sitting down and listing team. There are a number understand what work is being
out the work that needs to of tasks that need to done for their projects. Your
be done, and what skills you scheduled into the project responsibility is to outline the
need to have on those work plan. You anticipate this project so the app can be developed.
items. It’s a process you could type of project happening You’ve never done this before, but
recite in your sleep, but you in the future again, so you anticipate that your company
have to do it for every event, you’d like to save the will want to start doing this type of
and it takes hours out of your project outline as a project more in the future.
week. template.

12
Create and Manage Tasks
Once a project is created, start planning it out.

To Create Tasks:
1.    Navigate to a project.

2.    Under the Tasks tab, click the ‘Start Adding Tasks’


option.

3.    Click the cell in the Task Name column, and type a


name for the task.

4.    Enter the necessary attributes in corresponding


columns. All fields are in-line editable.

5.    AtTask will display up to seven levels of child tasks.

Chapter 2—Create and Manage Tasks 13


Edit a Task
To edit a task
1.    Highlight a task by clicking on the task number. All fields
are in-line editable.

2.    Select the field to edit.

3.    Begin typing the changes in the field. Those changes


will auto save when you click away from the field.
Complete any other necessary information fields.

If a task is directly selected, AtTask will navigate to a screen that


allows users to edit that individual task. Click the task details
tab and then Edit Overview to update the task name, percent
complete, or duration.

Chapter 2—Edit a Task 14


Bulk Edit
If necessary, bulk edit several tasks at once. Multi-select tasks to
edit and select the ‘Edit’ button.

Make changes to the tasks to accurately represent what you


want for the project, such as the status of the project, the task
priority, settings on the tasks, and any custom data included.
Click ‘Save Changes’ when you are finished.

Chapter 2—Edit a Task 15


Task Management
To Delete Copy or Move a Task
1.    Select the task to delete, click the ‘More’ drop-down
button and choose ‘Delete’. A warning will appear to
ensure that deleting this task is what you want to do.

2.    Select ‘Move to… ‘ to move a task to a different project.

3.    Type the name of the project in the destination field.

4.    Select Next Step to go to the Options page. Choose to


clear items associated with the task.

5.    Click Next Step again to select a parent task if required.

6.    Select ‘Copy to…’ to copy this task.

The options are the same for copying a task as they are for
moving a task to a different project.

Chapter 2—Task Management 16


Smart Assignments
Occasionally it may be necessary to reassign a task or issue.
AtTask provides you with an easy and intuitive method for
task assignment.

To reassign a task
1.    Highlight a task by clicking on the task number. All
fields are in-line editable.

2.    Select the Assignments field. A drop-down box


appears listing the top recommendations for the task
in descending order.

3.    Below the name of each recommended person is


a color bar representing the person’s allocation,
expressed as a percentage. The differences in color
and shading provide a visual representation of actual
and projected allocation based on the selected task,
along with a projected percent.

4.    Click on a person in the list or type in the name of


another person to reassign the task.

If you decide to assign a task to someone who will become


over-allocated as a result, a notification will appear next to
their name in the task list. You can hover over the notifica-
tion to see the total percentage allocated and you have the
option to view all of the assignments.

This process ensures you make the best decision and


assign the work to those who are most able to complete the
assignment.

Chapter 2—Smart Assignments 17


Working on Calendar
If you choose to view a person’s work assignments from a task or
issue list, you will be directed to the Working on Calendar. This cal-
endar provides you with a simple view of everything being worked
on by the person as well as that person’s team. Allocated time in-
cludes work assignments, personal tasks, issues, and time off. Work
assignments can be balanced throughout a team by dragging and
dropping tasks on the calendar.

Each task is represented as a color that is tied to a project. These


colors may not currently be customized. The shading in each task
represents the percent complete.

You are able to click and drag tasks in the calendar as long as you
stay within the task’s constraint. Hovering over a task displays the
projected dates.

Chapter 2—Working on Calendar 18


Planned Hours And Dura-
tion
Planned Hours: The estimated total number of man-hours
needed to complete the task (work required or effort).

Duration: The window of time allocated for completion of the


task on the project, e.g. the time between the Planned Start Date
and the Planned Completion date, usually expressed in days or
planned hours. By default, all tasks in AtTask are set to default to
the Simple Duration type. This type allows you to allocate hours
to multiple users based on assignments you make on the task.

To learn more about other duration types available visit help.


attask.com.

Chapter 2—Planned Hours And Duration 19


Recurring Tasks
Recurring Tasks take a lot of work out of creating repeating
tasks on a project. For example, the IT Department will
backup data on a regular basis as it undergoes a software
implementation. Rather than creating each of these tasks
individually, use the Recurring Tasks feature. AtTask will
recreate these tasks for you on the project plan.

To create recurring tasks:


1.    Navigate to a project, create a new task.

2.    Scroll to the ‘Recurrence Frequency’ drop-down in the


Task builder.

3.    Identify how often the task should occur (daily, weekly,


monthly, etc...).

4.    Set how often the task will be created.

5.    Establish the timeline for creation (set dates or number


of occurrences).

6.    Set any other task details (description, assignment).

7.    Save the Task.

Once tasks have been created, they show on the project plan.
The tasks can now be moved, predecessors established or other
project planning components set.

Chapter 2—Planned Hours And Duration 20


Finish-Start (fs) The predecessor task must finish before the dependent
task can start. This is the default dependency type. .
Predecessors
One way to arrange a task is to set a start and completion
date. But if you specify a start and completion date for each
Finish-Finish (ff) The predecessor task must finish before the dependent individual task, you will need to manually edit all other tasks
task can finish. and change the dates any time one task needs adjustment.
Start-Start (ss) The predecessor task must start before the dependent task
can start. To avoid this, we recommend users estimate durations
Start-Finish (sf) The predecessor task must start before the dependent task and required work hours for all tasks and use predecessor
can finish. relationships to sequence those tasks. AtTask will automatically
Scheduled-Start (sd) This schedules a task as a Finish-Start, but actual update schedules whenever a task’s duration changes.
enforcement type is a Finish-Finish. When you use this, the
dependent task is scheduled to start after the predecessor This area also allows the addition of a Dependency Type.
task is completed. However, the enforcement makes it so A dependency type represents how relationships between
the dependent task can start anytime, but can’t finish until predecessors to work and how they will be enforced. If a
the predecessor task is finished predecessor has an enforced dependency, AtTask will not allow
a user to update the completion status of a dependent task until
the predecessor condition is fulfilled.

Chapter 2—Predecessors 21
Chapter 2—Predecessors 22
My AtTask Application

Creating a Project
Marketing IT PMO
Primary Audience Director of Event Marketing Director of IT Director of Project Management
AtTask Tool Create a project using in-line Create a project using Create a project using in-line edit to
edit and save it as a template in-line edit to save as a save as a template
template
Primary Benefit Standardizes the project Standardizes the project Standardizes the project planning
planning procedure planning procedure procedure

23
Constraint Value Abbrevia-
tion
Description
Task Start/Finish
As Soon As ASAP Places the start date and time of the task at the planned start date of When you create a task, you must select a
Possible the project. When a predecessor is used, the task start date is placed Start/Finish value so AtTask can put the task in
as close to the project planned start date as possible. This is the its proper time frame on the project. Users may
default constraint if a project uses a schedule mode of Schedule from want certain tasks done as quickly as possible,
Start Date. but other tasks may need to be reserved until a
As Late As ALAP Places the finish date and time of the task at the planned completion certain date. Start/Finish allows this to happen.
Possible date of the project. When a predecessor is used, the task finish date
is placed as close to the project planned completion date as possible. Depending on the Start/Finish chosen,
This is the default constraint if a project uses a schedule mode of users may have to indicate a Planned Start,
Schedule from Completion Date. Completion, both start and completion dates,
Earliest Available EAT This constraint acts just like the ASAP constraint except in certain or none at all.
Time extremely rare situations; we recommend using ASAP instead of this
option. The table lists possible constraint values with
Latest Available LAT This constraint acts just like the ALAP constraint except in certain their abbreviations.
Time extremely rare situations; we recommend using ALAP instead of this
option. To Set a Start/Finish
1.    Select the task where you need to add a
Start No Earlier SNET The task is scheduled to start at any time AFTER the date that you
constraint.
Than specify. So if you pick April 15 as a constraint date, the task needs to
start any time after April 15.
2.    Select the Task Details tab.
Start No Later SNLT The task is scheduled to start at any time BEFORE the date that you
Than specify. So if you pick April 15 as a constraint date, the task needs to
3.    Click the Start/Finish drop-down and
start any time before April 15.
then select from the list.
Finish No Earlier FNET The task is scheduled to finish at any time AFTER the date that you
Than specify. So if you pick May 20 as a constraint date, the task needs to
finish any time after May 20.
Finish No Later FNLT The task is scheduled to finish at any time BEFORE the date that you
Than specify. So if you pick May 20 as a constraint date, the task needs to
finish any time before May 20.
Must Start On MSO The task must start exactly at the time and date that you specify. The
duration of the task determines the Planned Completion Date.
Must Finish On MFO The task must finish exactly at the time and date that you specify.
The duration of the task determines the Planned Start Date.
Fixed Dates FIXT You specify the exact start and end dates in the Planned Start Date
and Planned Completion Date fields. This selection determines the
duration of the task.

Chapter 2—Task Start/Finish 24


Lag Types

Days
Description

The lag time is expressed as workdays. This is the default.


Lag Types
Calendar The lag time is expressed as calendar days, including week- A lag is a delay in time that must occur after the completion of
Days ends and holidays. an enforced predecessor task and before the dependent task can
Percent The lag time expressed as a percentage of estimated duration begin.
of the predecessor task. So if the predecessor task takes 4 days For example, if you use a Finish-Start dependency type and you
to complete, and you specify 50% lag, the actual lag time is 2 want the dependent task to start one day after the predecessor task
days. completes, then you can set the lag time to one day by putting a 1
Day of The dependent task can start on the specified day of the week in the lag field and selecting day as the lag type.
Week following the completion of the predecessor task. You can also use a negative number, such as -1 days, if you
want the dependent task scheduled to start one day before the
Day of If the predecessor ends on the day of the week identified in the
predecessor task ends.
Week lag field, the dependent task is delayed by one week.
(Non-
To Set the Lag Type
zero)
1.    Navigate to a task and then select the More drop-down.
Then select the Predecessors tab.

2.    Click ‘Add Predecessor’, under lag and enter a number to


represent the time of the lag.

3.    From the Lag Type drop-down, select the lag type.

4.    If you want this lag to be enforced, mark the ‘Enforced’


check-box.

Enforcing the Dependency


A check-box labeled Enforced exists. If check the box is enabled,
AtTask enforces the dependency. This means the user assigned
to the dependent task cannot update the task status or complete
the task until the predecessor task completes. Without this
enforcement, AtTask still schedules tasks based on the predecessor
type you select; but it will not enforce the predecessor constraint.
For example, users can create a Finish-Start relationship, but unless
the relationship is enforced, the dependent task can start before
the predecessor task is completed. Without the enforcement, the
dependency becomes more of a suggestion.

Chapter 2—Lag Types 25


Simple Duration in the Gantt
Chart
A task list may be viewed alongside a Gantt chart. This displays
a task-level view for a project and shows planned completion
dates for the milestones.

This allows users to see which milestones are approaching


completion so they can focus on the projects that need
attention.

If a duration is updated in the task view, the Gantt view will


automatically reflect the change.

To Access the Gantt Chart


1.    Go to the Projects area and select a project.

2.    Select the Gantt chart in View.

3.    After the project-level Gantt loads, click the Chart


Options icon to select display options.

Chapter 2—Simple Duration in the Gantt Chart 26


Practice Exercises
∞∞ Create a task plan for the Upgrade
Servers project. Add and edit the
following tasks to the project so it
appears similar to the image:

∞∞ Use the in-line edit to include


predecessors, durations, and planned
hours.

∞∞ Assign job roles to tasks.

∞∞ Add a new task. Name the task ‘Install


New Monitors.’

∞∞ Set the Start/Finish as earliest available


time. Give it a 1-week duration.

∞∞  dd a predecessor to this task. Use the


A
‘Meet with Installation Teams’ task.

∞∞ Include a 3 day lag.

Chapter 2—Practice Exercises 27


Chapter 3 Resources

Objectives
After completing this chapter, you will be able to:

∞∞ Assign a job role to a task

∞∞ Use the Team Builder

∞∞ Use User Utilization

∞∞ Access the Resource Grid

28
My AtTask Application

Assigning Resources to a Project


Marketing IT PMO
Primary Audience Event Marketing Manager Hardware Project Manager PMO Project Manager
Top Pains You need to decide whom You’ve got several people You need a very distinct skill set
you would like on your you can use for this to create the new iPad app. Your
project team for the kick off of project, but most of them development team is busy, but can
your newly designed running are busy on other projects. take on new projects. You need to
shoe, but you don’t know You need to see who know who is available with the right
who is available. History the most available team skill set. Typically, you ask each
has shown that most people member is for your project manager for input.
would be happy to work on so you can plan the project
your team, but their other schedule.
work gets in the way of your
deadlines. You want to be
able to select people that will
be available when you need
them.

29
SCENARIO AssignING Job Roles
It is time to decide who is going to be on the New Phone System
project team. You need to include resources that will best fit the In order for the Team Builder tool to work as intended, it is
needs of the project and who will fill both the general and the specific necessary to assign a job role to the tasks created on the project.
skill-sets necessary to complete task assignments.

The Team Builder tool helps you assign users to tasks based
on their scheduled availability. This lesson will introduce the
Team Builder interface and includes:

∞∞ A review of project planning requirements.

∞∞ Instructions for setting Team Builder preferences.

∞∞ An orientation and work-flow example using the Team


Builder.

The purpose of the Team Builder is to help manage a project


team by assigning users to tasks based on the best match.

Chapter 3—AssignING Job Roles 30


Team Builder
The interface is divided into four major areas; users and their
User Panel Work Schedule Panel work schedules are displayed in the upper panels with Tasks
and Task schedules in the lower panels.

To Locate the Team Builder


1.    Navigate to the project to use the Team Builder with.

Task Panel Task Schedule Panel


2.    Locate the ‘More’ drop-down and select the Staffing
option.

3.    Click Team Builder.

To Add Users to the Project Team Using the Team Builder


1.    Locate the User Panel in the upper left side of the
Team Builder.

2.    Click the Group tab. If a group is assigned to the project


users belonging to the group associated with the project
will display in the panel.

3.    Decide which users to include on the project team and


select the check box next to the user’s name. To remove
a user, simply uncheck the box.

Chapter 3—Team Builder 31


The Matching Feature
AtTask bases the match making ability on the following criteria,
depending on configuration:

∞∞ A user’s default job role is assigned to the project (Team


Role).

∞∞ A task’s default job role is found in an user’s profile.

∞∞ A user’s unallocated time during work hours.

Matching only works if:


∞∞ Job roles are assigned to tasks in the project.

∞∞ Users have their work schedule in AtTask.

∞∞ Users are assigned a default job role.

Chapter 3—Team Builder 32


To Assign a User to a Task in the Team Builder
With the matching feature turned on, click a user’s name in the
User Panel and see tasks the user is able to perform. These will
be highlighted below in the Task Panel.

1.    Turn on the Matching Feature by clicking the


preferences icon. Select the Matching tab and choose
from the matching options. Click OK.

2.    Next, select the desired task in the task panel on the


lower-left side of the Team Builder.

3.    All users available to perform the task will be highlighted


in green the user panel.

4.    Drag and drop the name of the user you want into the
task you want them assigned to. This will add the user
to the project team if they are not already a member and
assign the task to the user.

Note:
When assigning users to Tasks, it is important to assign users
with a full license. If you have a Collaboration License and
assign a Review users (which you can) they will not be able to
mark an item as complete. They will not receive a notification
they were assigned a task.

Chapter 3—Team Builder 33


To Remove the Task Assignment
With the matching feature turned on, you can click a user’s
name in the User Panel and see tasks the user is able to perform.
These will be highlighted below in the Task Panel.
1.    You may have to click on the arrow next to the user
name so it will display the task name. You can also go
to the tasks panel and find the user’s name and double
click it.

2.    Right click the task name in the User Panel. All users
available to perform the task will be highlighted in green
the user panel.

3.    Select Unassign Tasks. The user will be removed from


the task.

Why Use the Team Builder?


The most effective way to use the Team Builder is to first assign
job roles to the tasks in the Gantt chart, and then go to the Team
Builder to determine who can perform each task.

The Team Builder allows you to see users’ scheduled work


hours. By using either the Work Schedule or Task Schedule
panels for reference Managers are able to make accurate
decisions regarding whom to include on a project team.

The Work Schedule panel displays cells in red to indicate if a


user is over-allocated for that particular time period.

The Task Schedule panel displays: the Gantt view of tasks, hours
required for tasks, or the remaining hours needed to complete
a task.

Chapter 3—Team Builder 34


Useful Shortcuts for the Team Builder
1.    Hold the mouse button (left mouse button on a two-
button mouse) and move the cursor left and right, while
hovering over the timeline. This function allows users to
zoom in and out of the Work and Task Schedule panel.

2.    Right click on the timeline (Control-Click on the Mac). It


will open a menu to choose different zoom options.

3.    Hold down a Shift key, select the part of the Work or


Task Schedule panel with your mouse that you want to
zoom into and release the mouse button. It will zoom
into the selected portion of the panel.

Chapter 3—Team Builder 35


Multi-Person Updates
Users are able to send updates to multiple people, including
whole teams, departments, or any list of individul users. There
are a couple of ways to take advantage of this feature:

∞∞ Updates can be sent to everyone on a project by


navigating to the project, clicking on the More drop-
down list and selecting Staffing. Click on the People tab
to see the list of people on the project. From here, you can
either choose Update All or select individual people from
the list.

∞∞ The update button is also available on any list of users -


including search results and user reports. You can select
any person and send an update from AtTask. An email
and notification are send and the comment appears on
the stream in your profile.
My AtTask Application

Assigning Resources to a Project


Marketing IT PMO
Primary Audience Event Marketing Manager Hardware Project Manager PMO Project Manager
AtTask Tool Team Builder Team Builder Team Builder
Primary Benefit Understand who has time to Understand who has time Understand who has time to work
work on your project to work on your project on your project

37
Practice Exercises
∞∞ Using the Product Launch Template
project, select all tasks.

∞∞ Choose the Edit button.

∞∞ Open the Team Builder and click the


Preferences icon.

∞∞ Select the Matching tab and activate


the matching options to match on
user role.

∞∞ Click the All tab in the User Pane.


Select a task and using the matching
tool, find someone suited to
complete that task.

∞∞ Assign a user to the task by dragging


the task name to the user name.

NOTE:
Assigning a user to the project team from
the Group or All tab requires the appropriate
access level. If you have appropriate access,
the user will automatically be added to the
project team.

Chapter 3—Practice Exercises 38


Chapter 4 Work Collaboration

Objectives
After completing this chapter, you will be able to:

∞∞ Reassign tasks

∞∞ Negotiate commit dates

∞∞ Make updates

39
My AtTask Application

Work Processing and Collaboration


Marketing IT PMO
Primary Audience Event Marketing Manager Hardware Project Team Member iPad App Project Manager
Top Pains You invite your new team to You’ve divided up the list of
You have 5 developers on your
brainstorm the next event for responsibilities among the
team that are fully committed to
the new running shoe launch. team you’ve assembled for the
this project. You kickoff the project
It’s a great meeting, and lots new computer upgrade for the
with a great team meeting, but a
of ideas are discussed. Work Customer Support team, but aren’t
couple of weeks go by and other
is divvied up and you plan clear on when things will happen
projects have come up and taken
to meet again in a week to and what the actual deadline is
your developers away from your
figure out where you are in for the project. You have status
project. Your project seems to have
the event planning process. meetings to keep you updated,
gone by the wayside and you are
However, no one keeps notes but those seem to be inadequate.
supposed to give a progress report
on who will perform each Moreover, people continue to keep
to the Executive Committee in five
task and no one understands asking you for more time, citing
days. At this point, you’ve decided
who is supposed to finish other work. But you’re not sure
you may need a few more people on
what work and in what order. what they’re working on and your
your team.
This happens again and computer upgrade project will
again, and soon the launch soon be late.
event is falling behind.

40
Reassigning Tasks
Occasionally a task may need to be reassigned to a different
team member.

To Reassign a Task
1.    Navigate to the task that needs to be reassigned. View
who is currently assigned to the task. The resource grid
appears as a light box.

2.    Select the Reassign option.

3.    Type the name of the person to reassign the task to.

4.    Click Assign.

The task is now unassigned to the previous individual, and


reassigned to the new person. The previous individual will get a
notification that a task is no longer assigned to them. The new
assignee will see the task appear in their Work Requests.

Chapter 4—Reassigning Tasks 41


Negotiating Commit Dates
A Commit Date is the date your Team Members agree to have a
task completed.

Team Members can log in to AtTask and see various tasks and
assignments assigned to them. While it is ultimately up to the
Project Manager to make sure the team member completes
the task in a timely manner, AtTask allows individuals to make
updates to task timelines and notify the manager as to when the
task will be completed.

If a Team Member renegotiates a date, the Project Manager


will receive a notification and a message if a new commit date
affects the project time line.

The manager may then choose to update the project, or contact


the Team Member and continue to negotiate the deadline.
The Project Manager should welcome this feedback because it
gives them a better sense of when work will really be done and
whether or not the project timeline needs to be adjusted.

Chapter 4—Negotiating Commit Dates 42


Update the Task Schedule When a Date has

Been Re-Negotiated
AtTask’s calculations are based on work completed, percentage
complete, and planned duration. These objects may not
accurately paint a whole picture of when a task will finish.
Often, the one completing the work can give the most accurate
measure of when a task will be done.
1.    Open the New Phone System project and navigate to the
Tasks tab.

2.    Select a task and open it.

3.    Click Due On and change the Due Date to ‘one week


from today.’

4.    Save your changes.

In other words, there may be some back and forth, but


ultimately the goal is to balance the project timeline with the
availability of the assigned resource.

Chapter 4—Negotiating Commit Dates 43


Updates on Projects
Making updates to tasks helps the Project Manager get a feel for
how a project is progressing. It is important that regular updates
are made on assigned tasks.

To Make an Update on a Project


1.    Navigate to the project that needs to be updated.

2.    On the Updates tab, click the ‘Enter an Update’ field.

3.    Make a note regarding any changes made to the task, or


any information relevant to the project.

4.    Click the Condition drop-down to enter a current


condition.

5.    Select the status drop-down to enter a new status for the


task.

6.    Select the Include icon to add others on this update. This


will send a message to anyone selected and they will be
notified of the update.

7.    Click the privacy icon to make this update private. When


this is selected, only those in the company can see the
update.

8.    Click Update when finished.

Once the update is made, it appears as part of the project stream


and can be viewed by a Project Manager.

Chapter 4—Updates on Projects 44


The Project Gantt Chart
The Project Gantt view is a read-only version of the Gantt Chart.
Its purpose is to show how project timelines compare to one
another. This view does not allow a task-level view to be seen for
each project; however, it does show planned completion dates
for the milestones.

This allows users to see which milestones are approaching


completion so they can focus on the projects that need
attention.

To Access the Project Gantt (non-interactive) View


1.    Go to the Projects area.

2.    Select the Gantt chart in View.

3.    After the project-level Gantt loads, click the Chart


Options icon to select display options.

Chapter 4—The Project Gantt Chart 45


My AtTask Application

Work Processing and Collaboration


Marketing IT PMO
Primary Audience Event Marketing Manager Hardware Project Team Member iPad App Project Manager
AtTask Tool Project Collaboration Suite: Project Collaboration Suite: Project Collaboration Suite:
Negotiating Commit Dates, Negotiating Commit Dates, Negotiating Commit Dates,
Reassigning work, Make Reassigning work, Make Updates, Reassigning work, Make Updates,
Updates, Recording Expenses Recording Expenses Recording Expenses
Primary Benefit Streamlined project execution Streamlined project execution Streamlined project execution

46
Chapter 5 Finance

Objectives
After completing this chapter, you will be able to:

∞∞ Calculate revenue and cost

∞∞ Override billing rates

∞∞ Track expenses

∞∞ Create billing records

47
Revenue and Cost
Calculating Revenue and Cost
Track billing and revenue by creating billing records to record
what has been billed and what remains to be billed on a task/
project.
When a task is created, he option exists to set how revenue will
be calculated. Set this on the Task Details tab under Finances.

Revenue Type: This allows you to set a billable amount for your
task. The amount can be hourly, fixed, or a combination of both.

Cost Type: This determines the method of cost calculation the


task is going to use. The options include User Hourly, Fixed
Hourly, Role Hourly, or No Cost.

AtTask can track revenue and billing automatically when


you create tasks and projects. As users enter hours in their
timesheets, AtTask keeps track of the hours spent on specific
tasks so you can bill clients for these hours. You can bill a flat
rate for tasks or projects, or you can bill by the hour. You can
even set a cap to the maximum amount you charge for hourly
billing.

Another option is to set a flat rate for a project, and then set
hourly rates for the tasks within the project. AtTask adds the
hourly rates for the tasks to the flat rate for the project. For
example, a mechanic using AtTask could enter a cost for parts
as fixed revenue for the project, then bill hourly for the time
spent fixing a car. Fixed Revenue on projects or tasks is then
realized on completion.

Chapter 5—The Project Gantt Chart 48


Project Override Rates
Situations arise which require managers to deviate from
existing billing rate types. This is something that is anticipated
and you can override rates on the project level without
headache.

When a System Administrator creates a job role, she needs to


assign an hourly billing rate for that role in order for the Project
override rates to be useful. AtTask allows for the provision of
specific overrides to these global rates.

To Override Billing Rates at the Project Level Cost Type:


1.    Navigate to a project; click the More drop-down and
select Billing Rates.

2.    There will be a list of job roles assigned to the project


with the Default Billing rate and a field to enter an
override-billing rate.

3.    Override the rate and update the current billing rate by


clicking the Enter Override field. Enter a new rate.

4.    When finished hit the Save button.

Chapter 5—Project Override Rates 49


Practice Exercises
∞∞ Using the Upgrade Servers project,
override the ‘Consultant‘ role-billing
rate. Change it to reflect a 50%
discount to the current hourly rate. If
there is no existing billing rate, enter
an amount of $50.00.

Chapter 5—Practice Exercises 50


Expenses
AtTask allows tracking expenses for projects and tasks. If
expenses need to be logged to a project, the Project Manager
enters them. However, expenses are recorded on individual
tasks, managers may choose to have Team Members log
expenses. Users have the option to record negative expeneses
as well.

Project Expenses
To Manage Expenses on a Project
1.    Navigate to a project.

2.    Select the More tab, and then select Expenses.

3.    Select the ‘Add an Expense’ button.

4.    A light box appears where expense information is added.

5.    Include an expense description in the Description field.

6.    Enter the Task name in the Task Field.

7.    The Expense Type drop-down shows various expense


categories. Expense Types are simply different
categories of expenses that can be accrued.

Add additional expenses by clicking ‘Save and Add Another’.


If applicable, be sure to enter a date when the bill was paid. In
order to have the expense appear when creating a billing record,
mark the billable check-box. This indicates that the expense
should be billed to a third party.

Users may also check the Reimbursable check-box. Be sure to


save updates.

Chapter 5—Expenses 51
Task Expenses
To allow Team Members to update expenses on a task, make
sure AtTask is configured correctly. Team members will need to
have access to make these updates. A Team Member will be able
to add expenses via timesheets, if this options is enabled.

To Enter Expenses on a Task


1.    Go to a project and select the task you want to add
expenses to.

2.    Click the More tab and choose the Expenses option.

3.    Select Add an Expense. A light box appears.

4.    The information for this page is the same as the project


expenses. Complete the fields and save your changes.
Include a description of the expense in the Description
field.

Chapter 5—Expenses 52
To Update Expenses
1.    Navigate to a project or task and click the Expenses tab.

2.    Click the check box of the expense you want to update.

3.    The expenses added earlier will show. Make the


necessary updates in-line or add expenses at this time.

Changing Currency
AtTask allows currency rates to be modified using the view drop
down. A Change Currency view can be added and customized
by the System Administrator. Once this is done, toggle between
currencies and see them exhibited differently in a report.

Select the View drop down and click Change Currency.

A fly out menu will appear to select the desired currency for the
report.

Chapter 5—Expenses 53
Practice Exercises
∞∞ Using the Upgrade Servers project, add an
expense. Select materials as an expense type, the
description as ‘More RAM needed’, and an actual
amount of $1,000, and then mark it as billable.

∞∞ Locate a specific task assigned to you and add


an expense. Select ‘General’ as an expense type,
enter an actual amount of $5,000, and mark it
billable. Be sure to save it.

∞∞ Using the same task, make an update that tells


the project manager you have added an expense
to the task.

∞∞ Change the condition to ‘Going Smoothly’, and


update the status to ‘In Progress.’ Then change
the commit date for the task to push it out 4 days.

Chapter 5—Expenses 54
Billing Records
Billing records are generally used to take hours recorded in
AtTask and create invoices in an external financial system.

To Create a New Billing Record


1.    Open a Project.

2.    On the More tab, select Billing Records.

3.    Click the New Billing Record option. A light box appears.

4.    Enter a description (required).

5.    Enter the billing date in the Billing Date field. The default
is today’s date, but any date can be selected.

6.    The Billed Revenue to Date field displays the total


revenue and billable expenses sent to a third party for
this project.

Billing records allow you to mark a billable hour, billable


expense, or a Fixed Revenue value on a task or project entry as
billed.

Chapter 5—Billing Records 55


Practice Exercises
∞∞ Locate the Upgrade Servers project and create a
new billing record. Enter the description Billing
Record for Upgrade Servers Project.

Chapter 5—Practice Exercises 56


Chapter 6 Work Processing

Objectives
After completing this chapter, you will be able to:

∞∞ Copy and Move Tasks

∞∞ Create and Manage Issues

Chapter 6—Billing Records 57


My AtTask Application
Creating a Project
Marketing IT PMO
Primary Audience Director of Event Marketing Director of IT Director of Project Management
Top Pains Once an event is approved, You’ve approved a project
Your company is developing a
you need to create the to update the computers
new app for the iPad that helps
project. Typically you do this for the Customer Support
executives and business leaders
by sitting down and listing team. There are a number
understand what work is being
out the work that needs to of tasks that need to
done for their projects. Your
be done, and what skills you scheduled into the project
responsibility is to outline the
need to have on those work plan. You anticipate this
project so the app can be developed.
items. It’s a process you could type of project happening
You’ve never done this before, but
recite in your sleep, but you in the future again, so
you anticipate that your company
have to do it for every event, you’d like to save the
will want to start doing this type of
and it takes hours out of your project outline as a
project more in the future.
week. template.
AtTask Tool Create a project using in-line Create a project using
Create a project using in-line edit to
edit and save it as a template in-line edit to save as a
save as a template
template
Primary Benefit Standardizes the project Standardizes the project Standardizes the project planning
planning procedure planning procedure procedure

Chapter 6—My AtTask Application 58


Copying and Moving Tasks
It’s possible to copy several tasks at once. For example,
managers may want to copy an entire section of a project either
into a different phase of the same project or into and entirely
different project.

To Bulk Copy Tasks


1.    While viewing the Tasks List on a project, select tasks to
copy.

2.    From the ‘More’ actions menu, select the ‘Copy to…’


option.

3.    A light box appears. Type in the name of the project


where these tasks will be moved.

4.    Click Next Step and identify options to clear, including


Predecessors, Approvals and Constraints.

5.    Click Next Step and select any Parent tasks.

6.    Click Save.

Chapter 6—Copying and Moving Tasks 59


Moving Tasks
If a task needs to move from one project to another, hours
logged to that task move as well.

To Move a Task to Another Project


1.    Open a project and select the task you want to move.

2.    Click ‘Move Task’ from the More menu.

3.    Type the name of the project to move the task to, in the
field.

4.    Click Next Step.

5.    Under options, identify the task properties to include on


the new project.

6.    Click Next Step and select the Parent tasks (if any).

7.    Click the Save button when finished.

The task will now be removed from the previous project and
placed into the project you selected.

Chapter 6—Copying and Moving Tasks 60


Moving Task Information

Under the Parent tab, configure the relationship of the new


tasks to the other tasks in the project. Predecessor and Parent
options must be defined before clicking Finish during the move
task process described. If they a parent is not selected, tasks will
be moved and placed as the last task in the plan. Select the task
that must be completed before this task can begin.

Chapter 6—Copying and Moving Tasks 61


Creating an Issue
Often unplanned events affect the team and the project as a
whole. These outside events can become issues and, if not
resolved, may be detrimental to the project’s progress.

To Create an Issue on a Project


1.    Navigate to a project and select the Issues tab.

2.    Click the New Issue button.

3.    Give the Issue a name and fill in relevant information.

Chapter 6—Creating an Issue 62


To View and In-Line Edit All Issues on Projects

To Create an Issue on a Project

1.    Locate a project.

2.    Click the Issues tab. Here you can view all issues logged
to the project.

Open Issues are unresolved and need attention. The status


column displays the current status of the issue. In-line edit the
issue and make updates to any issue on the project if desired.

Chapter 6—Creating an Issue 63


Managing Issues through Assignments

When an issue appears on a project, managers may decide


to assign that issue to a specific user. To do this, find the
Assignments column. Choose the user to oversee and resolve
this particular issue and type their name, team or job role in the
field.

Chapter 6—Creating an Issue 64


Converting an Issue to a
Task
There will be times when an issue becomes severe enough that
it evolves into a task. It may even evolve into an entire project. If
this is the case, then convert that issue to deal with it in a more
strategic way.

1.    Navigate to a project with an issue that needs to be


resolved. Locate the Issues tab.

2.    Click the issue to convert.

3.    Locate the Issue actions drop-down.

4.    A light box appears to insert the information necessary


to turn the issue into a task.

5.    Make sure the ‘Keep the original issue and tie its
resolution to this task’ option remains selected so the
issue isn’t deleted when converted.

6.    The ‘Allow Jennifer Campbell to have access to this task’


option will add the person who created the issue to the
project team, if that person is not already on the team. In
this case, Jennifer.

7.    Make other changes, as needed, and click ‘Save


Changes’.

Chapter 6—Converting an Issue to a Task 65


Converting an Issue to a
Project

1.    Click the issue you want to convert.

2.    Select the ‘Issue Actions’ drop-down.

3.    A fly-out menu will appear.. Choose to convert the issue


to a new project or select an existing project.

4.    Complete the necessary fields and click ‘Save’ when


finished.

The ‘Keep the original issue and tie its resolution to this project’
and the ‘Allow Jennifer Campbell to have access to this project’
boxes are selected by default. Complete the fields the same as
you would when you convert an issue to a task. Users will be
able to assign a project owner, a group, and use a Template if
needed.

Chapter 6—Converting an Issue to a Project 66


My AtTask Application

Managing Issues Through Assignments Solution


Marketing IT PMO
Primary Audience Event Marketing Manager IT Project Manager iPad App Project Manager
AtTask Tool Issue Creation, Assignment Issue Creation, Assignment Issue Creation, Assignment
and Management and Management and Management

Primary Benefit Insight into problems that Insight into problems that Insight into problems that
delay the project progress delay the project progress delay the project progress

Chapter 6—Converting an Issue to a Project 67


Practice Exercises
∞∞ Navigate to the Upgrade Servers project and
create a new issue. Call it ‘Defining New Process’
and give it the description: ‘The IT organization
needs to define new processes to implement this
change.’

∞∞ Take this issue and convert it to a project.

∞∞ Create another issue on the Upgrade Servers


project and call it,”Identify Policies” and give it
the description: ‘Need to identify policies to map
out and redefine our IT processes.’

∞∞ Convert this issue to a task.

Chapter 6—Converting
Chapter 6—Practice
an Issue toExercises
a Project 68
ChapteR 7 AtTask Support & Services

Objectives
After completing this chapter, you will be able to:

∞∞ Navigate the Community Site

∞∞ Find additional AtTask Services

69
Education
Services
onDemand Learning
AtTask is now offering a variety of
eLearning courses to help optimize
your use of the product and really drill
down into the core functionality that
will make work easier for you and your
organization.

New courses are being added all the time


so check back often to see what is new.

Webinars
Webinars are live, instructional sessions
designed to provide information for up
to one hour.

Webinars are topic-specific, they are


available to anyone who would like to
attend. They are free of charge.

You can find a list of upcoming webinars


and recordings of past webinars on the
community site.

Visit: community.attask.com/webinars

ChapteR 7 —Education 70
Support
Services
AtTask offers four customer support plans,
ensuring you receive the level of support
that is appropriate for your business.
Support plans can be adjusted at any time.

Online Help Desk: 24x7

Phone Support: Sunday 8pm – Friday 8pm


(Eastern Time)

Telephone: 801-373-3266 opt. 2

Toll Free: 866-441-0001 opt. 2

Visit the Community Site for release notes


and additional support guides.

ChapteR 7 —Support 71
Consulting
Services
The AtTask roadmap for success follows this
simple formula:
Success = Realistic Scope + Right Resources + Achievable timeline

Following this formula, AtTask consultants


provide best practices consulting to businesses
looking to implement work management
principles to their projects and processes.

Additionally, AtTask consultants provide design


and implementation approaches, tailored to your
business needs, to get your AtTask solution into
production quickly and easily.

ChapteR 7 —Consulting 72
Customer Success
Program
The customer success program puts you, the
AtTask user, at the forefront of the AtTask business
model. Our customer success consultants
connect and engage with you to ensure you
receive maximum value from the AtTask platform
by providing additional resources and expertise
tailored to your AtTask solution.

Customer success program:


∞∞ Dedicated customer success consulting

∞∞ Conference calls

∞∞ Quarterly reviews of your account

∞∞ Customized success road-map

For more information contact


Gwendolyn Smith

VP of Customer Success

Desk Phone: 801-477-9586

gwendolynsmith@attask.com

ChapteR 7 —Customer Success 73