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AtTask Fundamentals

Course and Exercise Manual

Education

Copyright © 2011 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.
First Edition, September 2010 (rev. 20110202)

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.....................................77! Lesson 4................................................................................................................. 104 ! Lesson 5................................................................................................................................17! Lesson 1.............................................................2 Using Views...............................................................................................24 ! CHAPTER 2 PROJECT MANAGEMENT OVERVIEW .................4 Navigation ...................................................................................................................................................................................................................................................3 Reviewing Notes .......................29 ! CHAPTER 3 BASIC PROJECT CREATION .......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... 12 ! Lesson 1.............................................................................................................................................................5 TeamHome Navigation .....................................................................................................................................................1 Create A Project.............3 Internal Support Systems ................................................. and Groupings ...................................................................................................................................5 Using Team Builder ..........34 ! Lesson 3..............................................................................................46 ! Lesson 3.................................................................................................................................................................................4 Exporting Search Results and Reports. 9! Lesson 1................. 108 ! Chapter 5 Exercises ..................................................110! CHAPTER 6 PROJECT ANALYSIS . 25! Lesson 2.............................. 120! Lesson 6................................................................................................................................................. 123 ! Lesson 6...3 Logging In and Out ...........................................................................................141! APPENDIX A .......................................3 Other Gantt-Related Activities.. 97! Lesson 4..........................................................................................................................................................................................................................1 AtTask Terms to Know ..............................................2 Recording Notes.................................................................................................................................................................................... 111! Lesson 6.............................................................................93 ! Lesson 4........................................................................................................................ 139! WHAT’S NEXT?.............................................................. 102 ! CHAPTER 5 LOGGING ISSUES .............................................................................................................................. 163! 4 .................................................1 Project Management Activities ................................................................................................................................................................................................................... 130! Lesson 7.................................4 Assigning Role Resources to Tasks .......................................................................................................................................................................................98 ! Lesson 4...............................3 Built-in Reports: List and Chart ........141! AtTask Standard Courses............2 Understanding Other Roles’ Responsibilities.................................... Filters.......................................................1 Using the Help Desk.......................................................................................125! CHAPTER 7 ATTASK HELP........................................................................141! Course Feedback.....141! Professional Services Options..... 10! Lesson 1............................................................................. TABLE OF CONTENTS CHAPTER 1 INTRODUCTION TO ATTASK ..........................................................................................................2 Adding Tasks to a Project..................................................................................................................................................................................................................................................................................................................69 ! CHAPTER 4 PROJECT TEAM ACTIVITIES............................137! END-OF-DAY EXERCISES ..................... 103! Lesson 5............................................................................23 ! Chapter 1 Exercises ..........................................2 AtTask Structure ............................................................................. 129! Lesson 7.....................................................2 The AtTask Community ................................................................................................................................................................................................................................................................................................. 75! Lesson 4......................................................................................................................................................................... 33! Lesson 3................................................26 ! Lesson 2......................................................................................................................................................................112 ! Lesson 6....................................1 Updating Task Assignments........................................................................................................................................................ 100! Chapter 4 Exercises........................................................................................................................................................................................................................................................5 Dashboards ................................................................................. 50! Lesson 3.........................................................................1 Creating Issues....................................................................................................................................... 147! APPENDIX C ........1 Search Options ....................................................................................................................................................................... 117! Lesson 6.................................................................................................................................................................................................. 14 ! Lesson 1................ 143! APPENDIX B ...............4 Condition Updates...........................................................................................................................................................................................................................................................................................................2 Viewing and Updating Issues ..................64 ! Lesson 3....................................................................................................................................................................5 Attaching Documents to Projects.....135! Lesson 7.............................................................................................................................................................................................................................................................

5 . Thank you for your time and dedication to making AtTask an essential part of improving your organization’s value and efficiency. If you have any questions. We are honored to have you as a guest at our education center. Each AtTask education course has been designed to provide an opportunity for you to increase the depth of your product knowledge and reduce your personal learning curve. The intention of our education program is to provide you with a world-class education experience and assist you in obtaining a comprehensive understanding of the full potential of the AtTask solution. You will be able to share your new knowledge with fellow team members to create a highly effective project team. feel free to contact anyone on the Professional Services team. Inc. the skills you will learn during your education experience will be applicable to your daily responsibilities and add value to your organization. In Service to you. As an end user. INTRODUCTION We would like to welcome you to the AtTask Fundamentals education course. Jackie Golden VP. Global Professional Services AtTask.

Objectives for this Course 1 2 3 4 5 6 7 8 9 10 6 . YOUR COURSE OBJECTIVES In order to assist the course facilitator to understand and help to meet your needs for this training course. as much as possible. and the instructor will incorporate. your objectives throughout the training. please provide a list of goals you would like to get out of this training. You will be asked to share these with the class.

TENTATIVE TRAINING SCHEDULE

Time Estimates
(Eastern Time)
! Introduction 10 min 10:00 am - 10:10 am
! Introduction to AtTask 30 min 10:10 am - 10:40 am
! Project Management Overview 40 min 10:40 am - 11:20 am
! Break 10 min 11:20 am - 11:30 am
! Basic Project Creation 90 min 11:30 am - 1:00 pm
! Lunch 60 min 1:00 pm - 2:00 pm
! Project Team Activities 30 min 2:00 pm - 2:30 pm
! Logging Issues 30 min 2:30 pm - 3:00 pm
! Break 10 min 3:00 pm - 3:10 pm
! Project Analysis 40 min 3:10 pm - 3:50 pm
! AtTask Help 40 min 3:50 pm - 4:30 pm

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CHAPTER 1
INTRODUCTION TO ATTASK
“In the successful organization, no detail is too small to escape close attention.”

Lou Holtz

An organization can be structured in many different ways. The structure of your organization will determine the
modes in which it operates and performs, ultimately deciding its success. AtTask was designed to make it easy
for project team members to find their work and see what they need to see in order to do their job. This chapter
will show you a simple and quick way to view the work you have been assigned and navigate within the
software.

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Help Requests: Help Requests are used in Stream to mitigate concerns and resolve issues submitted by Team Members. My Updates: This report displays the feed of updates provided by people who are working on the same projects as you. In the Team Member interface. a Stream tab appears on the Project. Personal tasks provide the ability to capture all work you are doing in one place and prioritize normal daily-activities along with assigned work. Stream: A Stream tab appears in both the Team Member interface and the Project Management interface. The fields in the view of the report control the sort options that appear in a Team Member interface report. 10 . Task. as well as those who belong to the same Team as you. Team Member Views: A unique view specifically created for the Working On and Requests tabs in the Team Member interface. I’m Working With: The I'm Working With filter appears on the left-hand menu when a Team Member accesses the Team area of the Team Member interface. The My Updates tab (or report) can be added to portal profiles within the Project Management side of AtTask. a Team Member is able to communicate needs to the best individual or individuals to get work done. Configuring the teams and assigning the view to those teams represents the most efficient method to distribute the views. You will find the Recent Updates on the Home page of the Team Member interface. Instead. Recent Updates: The Recent Updates area contains a streaming feed of notes and comments generated as project managers and other team members post updates to their tasks or issues. Personal Tasks: Personal Tasks represent the work a Team Member performs outside formally organized projects. In the Team Member interface. Notification Flag: A Notification Flag appears to inform a Project Manager when a change has occurred to a task regarding a commit date. The purpose of the report is to display all completed tasks and issues by the user. Sorting: This feature allows Team Members the ability to control how items appear in the Working On tab.1 ATTASK TERMS TO KNOW Accomplishments: The Accomplishments tab (or report) is located on each Team Member's profile.LESSON 1. tasks and issues. the request is assigned to a Team (a collection of resources that perform the same type of work) and any member of the team can potentially accept responsibility for the task. Team Requests: A Team Request represents a pending work item that unassigned to a specific user resource. It contains a live feed of updates from users working with you. By submitting a request or issue to a Help Request Queue. the Stream tab is located in the Team area (accessed by clicking the Team link in the top navigation). and Issue landing pages to display just the notes and comments pertaining to that object. Team Member: The term refers to any resources that function in a project collaborator role. Done: The 'Done' option allows you to indication when a task is complete or when part of a task is finished. The Done button can be customized with additional options for teams. Project Condition Update: This is a view option generated on a report to allow project managers to see the condition of current projects. Commit Date: The Commit Date is the agreed upon completion date set by the resource(s) completing the work item.

This is different from a project team. Work Requests: A Work Request represents a pending task or issue assignment. or Team Requests report.Team: The Stream Team is a collection of people related by a common role or purpose. Stream teams are individuals who may have diverse job roles or serve various purposes. team members. 11 . Working On: In general. When this button is selected. Work Requests are found on the Home Page of the Team Member interface under the Work Requests tab. AtTask transfers the work item from the Work Requests. The Working On tab (or report) found on the Home page of the Team Member interface contains the list of the Work Requests. which contains work items users have agreed to complete. and other key stakeholders when you accept a work item. Team Requests. to the user’s My Work tab on the Team Member Home page. the term Working On refers to a report. but are associated with a team in Stream. Work On It: The Work On It button communicates to project managers. and Personal Tasks a team member has committed to complete.

12 . This work is either represented as tasks or issues. AtTask is a web-based project management tool. Once you understand this approach.2 ATTASK STRUCTURE While each organization must adopt their own unique Project Management Lifecycle (PML) – and many organizations implementing AtTask already have – AtTask has been built upon a standard project lifecycle that corresponds with industry standards.LESSON 1. AtTask Work Items. you will be better equipped to deviate from the AtTask Project Management Lifecycle and adapt it to match your own established methods. AtTask Projects. WHAT AM I LOOKING AT? AtTask is essentially a collection of projects. It is important to organize your projects into phases that are industry-specific. Figure 1. Projects are made up of work. Figure 2.

completed before the task can be considered complete. Generally. the issue must be Breakdown Structure (WBS) or a task list.A Task is an item of planned work that must be An Issue is an item of un-planned work that must be completed in order for the project to complete. 13 . preformed in order for the project to complete. a project plan consists of a Work If the issue is recorded against a task.

Your AtTask system administrator or core implementation team will provide you with the URL your organization is using to access AtTask. you will be presented with the Login Screen. Once you have this information.LESSON 1. 14 . write it down. http:// / After inputting the AtTask URL. you need to contact your AtTask administrator and/or the implementation manager to access this information. You will also be provided with login credentials for your own user account. AtTask is a web-based Project Management tool.3 LOGGING IN AND OUT As mentioned previously. If you do not know this information you will want to find out who your System Administrator is and ask them to enlighten you. If you do not already know your organization’s URL. See Figure 3.

My Username: Never write down or disclose your AtTask password. Go the application URL. or press the Enter or Return key. 15 . After entering the password. simply click on the Logout link in the upper right of the interface.Figure 3. 3. Input the Username and Password provided by your AtTask administration and then click the Login button. NOTE To log out of AtTask. To log in to AtTask 1. AtTask Login Screen. 2. click the Login button. Enter your username followed by your password.

LESSON 1. go to the login screen and then bookmark the page in your browser or drag the URL to your desktop.3 EXERCISES Exercise 1 If you know your organization’s AtTask URL. Exercise 2 Take the URL and login credentials provided by the AtTask Team Member course facilitator and login to the testdrive account you will use for the rest this training. 16 .

17 . your will see a page similar to Figure 1-4.4 NAVIGATION When you have logged in. The AtTask Home Page. Figure 4.LESSON 1.

AtTask Portal Tabs. Figure 5. NOTE Portal tabs can be configured by your AtTask administrator to display unique reports needed for your daily operations. Each tab contains anywhere from one to three reports.Portal Tabs Across the top of the interface you will notice a series of tabs (see Figure 2-3). You may see slightly different reports in your actual AtTask environment. 18 .

My Upcoming Tasks The My Upcoming Tasks report displays tasks that meet all of the following criteria: ! Incomplete tasks ! Tasks on current projects ! Tasks assigned to “you” (the logged in user) ! Tasks due to start before the end of next week. simply click on the My Tasks tab. The My Tasks Tab. this is the only place team collaborators need to go to find their work. and you should be aware of what each of these displays. In many AtTask implementations. This tab contains three reports.The My Tasks Tab To find the work that has been assigned to you. NOTE The tasks listed in Figure 6 do not all belong to the same project. This report provides a view of upcoming tasks across all the current initiatives you are working on. 19 . Figure 6.

make sure the My Tasks tab is being viewed and then click on the Pin Tab icon ( ) in the upper right of the AtTask workspace.My Issues The My Issues report shows all incomplete issues that are assigned to “you”. 20 . tasks. My Approvals The My Approvals report displays projects. TIP If the My Tasks tab is the first thing you want to see when you log in to AtTask. and issues that are awaiting your approval.

21 . NOTE This report is essentially the same as the My Upcoming Tasks report except the date range is excluded from the filter. The My Tasks Report. Simply click the My Tasks link on the left hand navigation.The My Tasks Menu-Option The My Upcoming Tasks report on the My Tasks tab only displays outstanding assigned items due in the next few weeks. Figure 7. You may want to see all of your incomplete tasks.

22 . and set a Grouping. TIP From most reports you have the ability to apply an additional Filter.To view the upcoming Tasks and Issues assigned to “you” 1. Active means tasks that can be worked on right now. click the My Tasks link. From the AtTask Home page. change the View. From the AtTask Home page. click the My Tasks tab. The planned start date has passed and predecessors are complete. Apply the Active Tasks filter and observe what happens to your list. To view all incomplete Tasks assigned to “you” 1. NOTE In this case.

All work items assigned to a team member appear on the home page as soon as he/she logs in. and reply to work requests assigned to him/her. select. 1. Other information related to work is only one or two clicks away from the Home page. Work Calendar: This calendar shows selected and completed work. Only tasks and issues selected by the individual team member will display here. Add Task: Team members can create individual tasks to capture all the work he/she is doing outside of assigned project work. Recent Updates: Displays a live feed of updates submitted by others you work with.LESSON 1. 2. Working On: This is a team members personal work list. 5. 4.5 TEAMHOME NAVIGATION AtTask presents a simplified the home page and navigation designed for Team Members. Work Requests: Team members go to this report to review. 3. 23 .

Exercise 2 Go to the My dropdown menu to select the Tasks option. Click on the My Tasks link in the left-hand navigation and.CHAPTER 1 EXERCISES Exercise 1 Go to the My Tasks tab and click the Pin Tab icon. Make note of the tab displayed by default. ! What is the difference between this and the My Upcoming Tasks report? ! Do you notice any difference between this and the My Tasks report accessed through the left-hand navigation? 24 . finally. click on the AtTask logo in the upper left corner of the page.

The PML is a reference for a logical sequence of activities. Regardless of scope. These activities are directed at achieving a project’s goals or objectives. Depending on the approach you take.CHAPTER 2 PROJECT MANAGEMENT OVERVIEW “The secret of all victory lies in the organization of the non-obvious.” Marcus Aurelius This chapter provides a brief overview of the AtTask Project Management Lifecycle (PML). 25 . any project goes through a series of stages during its life. this lesson will help you get a better understanding of what AtTask Project Management can do for you and how it can be used within your own organization.

Measure 3. The Six Sigma business strategy offers two variations of a project methodology. PMI Process Groups Six Sigma (DMAIC) Phases Six Sigma (DMADV) Phases 1. Define 1. one of the several purposes is to identify the need of establishing a methodology. The Waterfall Project Management Lifecycle 26 . Executing 3. The purpose of this lesson. Design 5. you can begin to translate the methodology activities into AtTask activities and features. sprints. Analyze 3. is not to instruct you on which methodology you should subscribe to. Once a methodology is adopted. The Project Management Institute (PMI) identifies five process groups (or phases) of a project’s lifecycle. Likewise. Regardless of the methodology you use in your organization. Improve 4. you create a greater risk of failure for the project. Monitoring and Controlling 4. Initiating 1. Define 2. commonly accepted steps take place during a planning phase and an execution phase.LESSON 2. to complete a project successfully. Figure 8. Measure 2. rather. Planning 2. Closing 5. Analyze 4. depending on the type of project. specific activities must take place. without following certain steps at the inception of the project. Verify Even in an Agile environment there is an established workflow for taking an idea and transforming from a backlog item into stories. and course. and releases. Control 5.1 PROJECT MANAGEMENT ACTIVITIES In general.

The AtTask PML illustrates how to efficiently use AtTask to take a project request from the Idea state through to the Complete status. In Lesson 2. all individuals know their responsibilities. the AtTask PML provides a higher degree of data integrity. After you have identified your project management methodology and mapped the methodology activities to AtTask features. 27 .Now is an appropriate time for you to ask the question. Waterfall Lifecycle with AtTask Features. “How do I complete these activities using AtTask?” The image below identifies how the waterfall activities correspond to AtTask features. you are ready to begin sorting out who is responsible for completing each AtTask activity and using the different AtTask features. When followed. NOTE As stated previously. this course does not suggest using one methodology over another. and the features in AtTask begin to compliment each other. Figure 9.2 you will be introduced to the AtTask Project Management Lifecycle (PML).

sit down with your AtTask Consultant and/or your organization’s Implementation Team to fill in the following diagram. 28 .LESSON 2.1 EXERCISES Exercise 1 After completing the Fundamentals course.

By understanding and implementing the following steps. The AtTask Project Management Lifecycle workflow in this course focuses on three primary PPM roles: 1) Portfolio Manager: This may include Portfolio/Program Managers. This lesson introduces two versions of the AtTask Project Management Lifecycle (PML) with the steps each role will complete throughout the process of completing a project. However.2 UNDERSTANDING OTHER ROLES’ RESPONSIBILITIES While there are several approaches to completing projects. Executives. The Simplified AtTask Project Management Lifecycle. 29 . 2) Project Manager: This may include Project Managers and Resource Managers. and other Stakeholders. AtTask is flexible enough to accommodate a myriad of methodologies. The Lifecycle identifies several activities that need to be performed to initiate. Once you understand how each feature works.LESSON 2. AtTask is designed to fit best within a traditional waterfall environment. You will begin by reviewing the AtTask Project Management Lifecycle (PML). The Simplified AtTask Project Management Lifecycle depicts the workflow of AtTask activities when using only the Professional features of the software. you are then prepared to deviate from the intended use and come up with other creative approaches to using the software. Resource Managers. * Each Portfolio Manager activity is accented with a red dot. and eventually close a project. understand what needs to be done and decide who will do it. you will be better able to build your project. 3) Team Member: This is any resource on the project responsible for receiving and updating assignments in AtTask. Figure 10. execute. Regardless of the methodology your organization uses. the Project Manager activity is blue and Team Member activities are yellow. plan. one of your first tasks is to learn how AtTask was designed to work.

NOTE The remainder of this course utilizes the Simplified AtTask PML to provide you with a foundation of knowledge for the system. documenting the workflow of project management activities is an essential step to a successful implementation of AtTask. and it distinguishes the lines between Executive leadership and project management responsibilities. Whether using one of the AtTask Project Management Lifecycles or another one specific to the activities your organization needs to complete in AtTask. The Standard AtTask Project Management Lifecycle. The AtTask Project Manager and the AtTask Portfolio and Resource Manager courses take a deeper look at specific AtTask activities. using the Standard AtTask PML as a guide.The Standard AtTask Project Management Lifecycle represents the steps and activities completed by Project Managers and Portfolio Managers who are using Enterprise features such as the Portfolio Optimizer and Capacity Planner. 30 . A documented workflow communicates a clear transition between the activities of all project collaborators. The Standard AtTask PML provides a greater degree of Executive oversight and cleaner transitions between typical waterfall activities. Figure 11.

Initial Approval: Once project requests are submitted. requests. information and any necessary criteria to be submitted for further review. Detailed planning and scheduling is often made with a Capacity requirement- planning tool. costs. This is meant to be a guide as you develop your own project management methodology. projected your timeline. Reconcile Schedule with Approved Budget: Make sure all aspects of the plan correspond with approved schedules and project scope.The Standard AtTask Project Management Lifecycle For your reference. Project Managers decide what tasks are needed and define schedule durations and job roles using the Gantt chart. Validate Resource Requirements: Review the resources available to your project. While in the planning status. and when a project will be implemented. (absolute or relative to a start date). the number of resources necessary to do specific jobs. The Initiation Phase: Project Request: This involves assessing the project and preparing to document a Business Case. reconcile and reassess changes to match the resource budget. Prioritize projects: Decide what projects take precedence by comparing projects competing for the same resource budget using the Portfolio Optimizer. For organizations that have a formal Resource Manager role. the following provides an explanation of each activity in the Standard AtTask Project Management Lifecycle. It also allows you to outline your goals. Changing the status of the project from Idea to Requested indicates the Business Case is complete. this is his/her primary activity in AtTask. 31 . If necessary. an appropriate committee or individual will review all submissions to determine if they should be included as a priority in the project portfolio. its tasks. and getting the approval necessary to move forward. determine the significance of each project. From there you can better ascertain how to proceed. Reserve Resource Estimates: Assess your requirements and observe availability for each job role using the capacity planner. create a scorecard. Submit Schedule for Approval: Once you have organized your priorities. and ultimately calculate your Return on Investment (ROI) and any benefits or opportunities involved. The status is then changed from Requested to Approved or Rejected. Verify with Project Managers the needs. you will submit the schedule for approval. the Portfolio Manager should include the project in the Capacity Planner to reserve resources in the resource pool budget. and what value it will provide. The initial resource estimates provided in the request will be used until a more detailed plan is prepared. and completed the Business Case. helping the sponsor to complete the Business Case to be submitted for approval. identified critical dates. Portfolio Managers will prepare a project shell and include a description. The Project Manager coordinates and gathers information. Complete Business Case: By completing a Business Case you are able to present your reasons why a project should be approved by your organization. The Planning Phase: Plan Task Schedule: After defining the project. and risks. Project Managers will change their Approved projects to the Planning status to communicate the active stage of the project to stakeholders. Make sure you have what you need for a project. and the hours available in the schedule.

now is the time to address it and try to resolve any concerns. management undertakes the process of reviewing and monitoring deliverables including managing time. assign specific user resources to tasks meeting the skill sets identified through the initial role assignments during planning. Hours are recorded to provide cost and billing estimates as well as to schedule projections. Record Issues and Update Issue Assignments: It is imperative that you keep track of and record all issues that emerge on a task or a project. You can update your project status to Current at this point. Accept Task Assignments: Take time to review your task assignments. If you have questions or concerns. issues.The Execution Phase: Resource Project with Team Members: This where you make job assignments. you will be able to help each team member be successful and thereby assure the success of your project. If there are concerns over a team member’s ability or availability to complete an assignment. make sure each team member has accepted the assigned tasks. 32 . Review Hours and Add Billing Records: While the project is being executed. understands their individual roles. and working quickly to resolve concerns. Uncontrolled issues are one of the most common causes of delay and failure on projects. you are responsible to make sure all goes well on the project. Hours can also be used to generate billing records that will be important when you create billing reports. some issues may result in creating a new task solely to settle the issue. Using the Team Builder tool. The Closure Phase: Utilize the Process Improvement Worksheet: The Process Improvement Worksheet allows you to compare and reconcile your template plan with the actual results of your projects created from a template. Due to the magnitude and scope. change. schedule commitments. This worksheet will assist you in improving your templates by comparing them to empirical data. By updating the issue status you allow others to see your progress and help to work out any issues that may emerge before it becomes a detriment to the project. Update Task Assignments: In order to communicate fully with other project stakeholders. By consistent management of the issues that appear on each task. and the expected contributions from the team as a whole. Negotiate Commit Dates: Once the schedule is approved. work required. cost. and all other forms of communication within the project. take time to resolve them with your Project Manager. and understanding of a concrete outcome. tasks. Manage Issues and Track Project Progress: As a Project Manager. Team Members should update the status of their tasks on a regular basis.

you can begin to establish a functional approach and conduct the activities and strategies to complete it.CHAPTER 3 BASIC PROJECT CREATION “Creativity is thinking up new things. and the tasks throughout its life. This chapter shows you how to set up a project in AtTask. Here you will learn to: ! Create a project ! Add tasks to a project using the Gantt chart ! Assign resources to tasks in the Gantt chart ! Attach a document to a project ! Create and utilize a project template 33 . Depending on your project. Having a well thought out plan is essential to the success and overall satisfaction in the completion of any project. Innovation is doing new things.” Theodore Levitt Creating a project is the first step to structuring the way it will be managed. Once a basic format is established you can better determine the activities necessary to organize and carryout the project.

notes. The first step to creating a project in AtTask is to create a container where all the project details will reside. and hour entries. 34 .1 CREATE A PROJECT Figure 12. as well as documents. Figure 13. tasks and issues. Project Creation.LESSON 3. Project Attributes and Components. These details can include company and group associations.

2.Depending on the organization. this step is completed by either the executive sponsor or the project manager. Other fields. Since not all the project data fields are relevant to every organization. Fill in the relevant information for your project on New Project form. For a full understanding of fields not discussed during this course. refer to the diagrams on the following pages that define each field on the New Project form. Click the Save button. you may decide to ignore because they do not feed the reports your organization uses to receive value from AtTask. From the Create menu select the Project option. this training will elaborate only on the fields that are universally used by most organizations. 3. While there are approximately 30 fields to choose from on the Project Details and Related Information tabs. To create a new project 1. Many of the fields have defaults that can be set on the Project Management Preferences page and never have to be changed on the project creation form. 35 . NOTE Project creation does not need to be long and drawn out. most organizations do not use all of these fields.

Routing Rules 7. Queue Properties tab: New Issue Fields 6. A well-defined template not only saves time while building out a work breakdown structure. tabs to fill out additional information. Documents 2.Commonly Used Project Fields Project Details Tab Related Information Tab 1. Team Members 36 . NOTE Many fields can be set either by default as system preferences or they can be set in the template. Queue Properties tab: Publish As Help Desk 4. Company 4. Reminder Notifications 6. Owner 2. project managers may also need to go to the Custom Data. Risks 8. Approvals. but it also streamlines the Create Project step and builds consistency across project definitions. Project (Name) 1. Description 2. Expenses 3. Queue Topics 5. Tasks 9. Related Information tab: Milestone Path 2. Portfolio 5. Queue Properties tab: Types of Issues 5. Approvals tab: Existing Approval Process NOTE Many project components can also be set by default through the template: 1. Template 4. Goals 4. Sponsor 3. Planned Start Date 3. Custom Data tab: Category 3. Program As defined by your organization’s project creation steps. etc. The following attributes can be automatically populated through the template: 1.

37 . If you schedule it from completion date. and automatically calculate the planned project completion or start date depending on the schedule mode you select here. As you create additional tasks. click the calendar icon ( ). New Project: Project Details. you will need to indicate the project’s planned completion date.Figure 14. If you schedule from the start date. To select a date. you will need to indicate the project’s planned start date. AtTask will consider the durations and predecessors of all the tasks in the project. More Information About a Few of the Project Details Fields Schedule Mode and Planned Start/Completion Date You can schedule a project from a start date or a completion date.

you must set the condition to On Target. the condition type is set to Progress Status. At Risk. ! Planning. ! At Risk. The project is finished. The project is behind the planned schedule. ! In Trouble. The project is on hold. The condition is automatically calculated based on the progress status of the project. The project has passed the planned completion date and is late. However. but no planning has taken place.Condition and Condition Type In AtTask. ! Current. ! Complete. The project is no longer being pursued and it is not expected that it will be reactivated. The project is on time and in good shape. AtTask offers several possibilities for a project’s status: ! Idea. 38 . The project has been requested. ! On Hold. By default. it is possible to manually override the condition by modifying the Condition Type dropdown field. ! Dead. Unlike the condition. but not yet late. which means AtTask will automatically track the project’s condition based on the progress of the project’s tasks. this setting requires a manual change as you move from one stage of the project lifecycle to another. you can automatically or manually set the project’s overall condition. perhaps because other projects have taken precedence or because of financial constraints. Status The status of the project communicates to team members what stage of the project lifecycle a project is in. or In Trouble manually and manage any changes among these conditions by hand. There are three possible project conditions: ! On Target. The project is underway and active. The project is still in an idea stage and has not yet been formally requested. interest in the project remains. ! Requested. The project is not underway but is being planned. If you change the condition type to Manual. The following figure identifies the possible status selections from each status. However. ! When selected the Rejected and Approved status options become available. The project manager normally manually sets the project as complete as he or she verifies that all work is done. so it is placed in a holding pattern rather than dropped.

Figure 15. Status Progression

NOTE

System Administrators can customize
Project, Task, and Issue status options. If
your account of contains different or
additional status options, be sure to request
information regarding the intended use of
each status from your Implementation Team.

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Figure 16. New Project: Related Information.

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More Information About a Few of the Related Information Fields
Completion Mode
Completion Mode has two options: Manual and Automatic. Manual is the default setting and requires the project
manager to update the status of the project must be manually updated to ‘Complete’ once all tasks and issues
within the project have been completed, in the Project Details tab.

When you select Automatic, AtTask changes the status of the project to ‘Complete’ when all of the project's tasks
are complete and all issues have been resolved. After this occurs, you cannot change the status of the project
unless you change this field back to Manual.

Update Type
Using Update Type, you can set the circumstances under which AtTask updates the project's schedule timeline
and associated labor costs. The following list describes the update types you may choose.
! Automatic. Each day, project schedules and costs are updated automatically.
! On Change. Updates occur automatically as changes are made to project and task schedules.
! Automatic and On Change. Updates both automatically and on change. (This is the default option. Best
practice is to use this option.)
! Manual. Updates only when you manually choose to update the project.

Schedule
When a specific schedule is attached to a project, AtTask uses that schedule to calculate the project timeline. If
you do not assign a schedule, then AtTask assigns this project the system default schedule, which is Monday
through Friday 9:00 AM to 5:00 PM. When only a job role is assigned to a task or multiple users are assigned to a
task, AtTask uses the schedule that is assigned to the project. If no schedule is assigned, the system default
schedule is assigned. Otherwise, AtTask will use the schedule assigned to a single user to calculate the project
timeline.

Recorded Changes
The Recorded Changes checkboxes determine which changes are recorded as notes so you can track changes
made to the project. In AtTask, this function is also called an audit trail. These records help you track the
following changes:
! Status Change. This includes changes that affect the status of a project such as completion percent or
project status.
! Attachment Action. This includes changes to a document that has been attached to an object.
! Scope Change. This includes changes in project scope, such as changes to the duration of tasks, forced
working dates in schedules, work assignments, and so forth.
! General Edit. This includes additional changes that have taken place, such as changes to names,
descriptions, and other informational fields that are not covered by the other types of changes.

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5. Input a name into the Project field. the specific steps to create a project would be: 1. Using only the fields in the Commonly Used Project Fields lists. Provide a narrative Description of the project. Select a date the project will start on. 9. Identify the Sponsor of the project. Click on the Related Information tab. 8. 7. 3. Select the Portfolio and Program this project belongs to. Select a Template. Identify the project manager in the Owner field.Review Project creation is made easier when you realize you will not be using all of the project fields that make AtTask versatile. 42 . 10. Identify the customer of the project in the Company field. 4. 6. 2. Go to the Create menu to select the Project option.

Corporate in the Company drop-down. 8. set yourself (Michael Scott) as the Owner. 5. but the software is scheduled for release in six months. You want to start planning the project as soon as possible. Inc. 6. 43 . create a project container for the Overseas Office Opening. Provide a brief description. 2. Steps: 1. Create a new project and name it Overseas Office Opening. Practice Exercise 2 Scenario: You have been selected to manage the company's next software release. Create a new project and name it Semi-annual Software Release. Make sure the Group is set to Management. Provide a brief description. 3. Select the New Product Development template. To make sure you are thorough. 7. 5. 4.Practice Exercise 1 Scenario: Your boss just informed you that you will head up the opening of an overseas office in Germany. Set the project status to Planning. set yourself (Michael Scott) as the Owner. Inc. 3. 9. 2. Corporate in the Company drop-down. Using Schedule from Start Date. Click Save to create the project. You're not sure when you need to begin the project. Select Dunder Mifflin. Set the project status to Planning. Make sure the Group is set to Management. 4. This is a high profile project and you know it will be carefully watched. On the Related Information tab. On the Related Information tab. Click Save to create the project. 6. 8. 7. Select Ryan Howard as the Sponsor. Steps: 1. set the planned start date to next Monday. Select Dunder Mifflin.

9.LESSON 3. Our Project Creation Steps for Projects 1. 2.1 EXERCISES Exercise 3. 8. sit down with your AtTask Consultant and/or your organization’s Implementation Team and build out your organization’s specific project creation steps. 2. 7. 8. 5. 6. 3. 3. 44 . Realizing different projects may have different initiation steps.1 After completing the Fundamentals course. Go to the Create menu and select the Project option. 9. Go to the Create menu and select the Project option. 5. 10. 10. 6. Our Project Creation Steps for Projects 1. 4. 7. you are provided with several step outlines below. 4.

10. 3. 7. Our Project Creation Steps for Projects 1. 5. 6. 9. 8. 10. 8. 7. Go to the Create menu and select the Project option.Our Project Creation Steps for Projects 1. 3. 4. Go to the Create menu and select the Project option. 45 . 4. 6. 5. 2. 9. 2.

Plan Task Schedule.LESSON 3. simply click the Gantt Chart button in the screen. From the Navigation screen of the newly created From the Navigation tab or any other project-level project. tasks can be added to through the Gantt chart. Once you have created the project container to hold all the project details. The first step is to access the Gantt chart. 46 . click on the Gantt Chart link on the left-hand workspace. navigation menu. Clicking either the Gantt Chart button or link will present you with your task plan in an interactive Gantt tool.2 ADDING TASKS TO A PROJECT Figure 17.

Gantt Chart Diagram.Figure 18. 47 .

A new task row will appear. and input a name for the task. 4. (Task) Name 2. click the Add and Remove Columns icon ( ). Planned Start Date and/or Predecessor If you want to add or remove a particular column. Double-click the cell containing temporary (default) Task Name. some of the fields may become more important to you (and other Project Managers as well). 3.To create a task in the Gantt chart 1. However. click the Save button. click the + Add Task… link. 2. the Gantt chart will automatically display the bar representation of these tasks on the right. Commonly Used Task Fields As with the creation of a project. In the spreadsheet section of the Gantt chart.2. and check or uncheck the column you wish to add or remove. Duration 4. 3. when creating a task you have a lot of options you may or may not use. depending on the overarching objectives of your AtTask implementation. Click the Add and Remove Columns icon ( ) to display the available options. or you can resize a column by moving the border between two columns using your mouse cursor. Duration Type 3. Steps: 1. Task Creation Fields 1. You can rearrange column order by dragging a column heading to where you desire. Enter necessary task attributes in the columns that follow. Practice Exercise 3. Click anywhere else in the Gantt tool to close the options menu. Select the Duration Type and Work Required options. 48 . 2. As you enter tasks in the spreadsheet. When you are done. Work Required 5.1 Scenario: An organization preference is communicated to you from the system administrator and the AtTask Implementation Manager that all Project Managers need to use the Duration Type and Work Required columns in addition to the columns shown by default in the Gantt tool.

Practice Exercise 3. 49 .2 Scenario: Rearrange the columns on the worksheet panel of the Gantt tool to look like the image below.Practice Exercise 3.3 Scenario: Build out a simple task list for the Overseas Office Opening project.2.2.

LESSON 3. 7. Right-click on the task that you want to become a subtask.3 OTHER GANTT-RELATED ACTIVITIES This section provides instruction on performing the following Gantt Chart activities: 1. Purchase office equipment and Obtain telecom services are children to the Office Build task. 2. Control-click on the task number for Obtain telecom services. Defining Predecessor Relationships 3. Right-click on any of the highlighted tasks. 6. Control-click on the task number for Purchase office equipment – (Command-click on Mac). Shift-click on the task number for Finalize rental agreement. 50 . 5. Editing Tasks 1. Parent tasks allow project managers to organize project plans and communicate the sub-deliverables that make up a larger task. Update the project plan to reflect these parent-child relationships. You project should appear as follows. 3. Click on the task number for Review locations with agent. Creating Subtasks An important part of defining a project’s task list is to identify parent-child relationships. Additionally. Click the Save button to commit your changes. To create a subtask in the Gantt chart 1. Select the Indent option. 2. To set multiple tasks as subtasks at one time (to complete the scenario described above) 1. SCENARIO The Review locations with agent task and the Finalize rental agreement task are both sub- deliverables of the Secure office location task. Setting Duration and Effort Estimates 4. Select the Indent option. 4. Creating Subtasks 2.

you will need to manually edit all tasks and change those dates when any one of the tasks is adjusted. However. Select the tasks that need to occur in sequence. which means all tasks are scheduled to start on the project start date. Defining Predecessor Relationships As you notice. Right-click on either of the selected tasks. this method has the potential to create problems when you are managing these tasks later. If you specify a start and completion date for each task. To avoid this problem. all tasks in the Gantt Chart line up at the planned start date of the project. You can do this simply by double-clicking into the Start Date field and inputting a new date. This method will allow AtTask to automatically update the scheduled dates of dependent tasks when any predecessor task’s duration changes. 51 . it is recommended you simply set durations and effort (work required) estimates for tasks and use predecessor relationships to sequence the tasks.2. To create a predecessor relationship between two tasks using the chain function 1. The relationship will be applied to all selected tasks. 2. or you can drag the task bar to a different date on the Gantt tool. and click the Chain option. One way to sequence tasks is to specify a start and completion date for every task. Now what you need to do is to sequence those tasks so they will accurately represent the task schedule you need for the project.

the two subtasks in the Secure office location task should occur in sequence. SCENARIO The Secure permissions to open office task must occur before the Secure office location task can begin. Click the Save button to commit your changes. Select the Chain option. Shift-click on the task number for Secure office location. Additionally. Click on the task number for Review locations with agent. Select the Chain option. 8. 52 . 4. Update the project plan to reflect these predecessor relationships. Shift-click on the task number for Finalize rental agreement. 7. Right-click on any of the highlighted tasks. 6. Click on the task number for Secure permissions to open office. Right-click on any of the highlighted tasks. To complete the scenario described above 1. 2. You project should appear as follows. 9. 5. 3.

Practice Exercise 3.3
Scenario:

The Office Build task should start after the Secure office locations task is complete, and the Hire office support staff
task should occur after Secure permissions to open office.

To build these relationships

1. Click on the task number for Office Build.
2. Control-click the task number for Secure office locations.
3. Right-click on either of the selected tasks, and select the Chain option.
4. Click on the task number for Hire support staff.
5. Control-click the task number for Secure permissions to open office.
6. Right-click on either of the selected tasks, and select the Chain option.

Alternate approach to build these relationships

1. Click into the Predecessor column for the Office Build task.
2. Input the task number of the Secure office locations task – 2.
3. Click into the Predecessor column for the Hire office support staff task.
4. Input the task number of the Secure permissions to open office task – 1.

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3. Setting Duration and Effort Estimates

Duration Type Summary
Duration Type selection is an important, if not critical, part of project planning. Without selecting the correct
Duration Type and providing realistic Duration and Work Require estimates it becomes difficult to project costs,
duration, and communicate the amount of time project collaborators should spend on each task.

Figure 19. Duration Type Chart.

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An important part of communicating expectations for task assignments to team members is to plan the duration
and effort for each task. Realistic duration and effort estimates also allow you to derive financial estimates, track
allocation across projects, and more accurately use the Capacity Planner.

What’s the difference between Duration and Effort?
Duration:
The total window of time allocated when the work will be completed.

Effort (or Work Required):
The total number of man-hours needed to complete the task.

SCENARIO

The following table outlines the Duration and Effort expected for each working task in the
Overseas Office Opening project.

Secure permissions to open office task is expected to take 1 month to complete, but is only
expected to take 60 hours of effort.

Duration Effort

Secure permission to open office 1 month 24 hours

Review locations with agent 2 weeks 16 hours

Finalize rental agreement 1 week 8 hours

Purchase office equipment 2 days 6 hours

Obtain telecom services 2 weeks 20 hours

Hire office support staff 4 weeks 40 hours

Duration Types
Calculated Assignment:
Calculated Assignment is normally used when a single resource is assigned to the task. It provides Project
Managers with the ability to input individual duration and effort estimates.

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the total number of hours increases. Instead. the Work Required field is inactive when the Calculated Work option is selected. Therefore.Calculated Work: Calculated Work is best used when multiple resources are assigned to the same tasks and additional resources do not decrease the duration of the task. When two resources are assigned. the Work Required is double the Duration (in hours). by adding resources.e. make note that when one resource is assigned the Work Required is set to the number of hours available in the Duration. The default assumption for Calculated Work tasks is that all resources assigned to the task are allocated for the full duration of the task.. However. [25%]) following the name listed in the assignment column. project managers can change the allocation of each assignment by inputting a percentage onto the assigned resource (i. Notice the Work Required decreases to 25% of the Duration (in hours) when [25%] is appended to the assignment. In the following image. 56 .

Effort Driven: The Effort Driven duration type is used when multiple resources are assigned to the same task and the duration of the task decreases. when a second resource is added or the percent allocation of the resource increases. The Work Required is always set equal to the Duration (in hours). The default assumption is that all resources assigned to the task are allocated for the full duration of the task. it is recommend you add the Planned Duration column to the worksheet to see the impact of multiple assignments. When working heavily with Effort Driven tasks. designates the daily commitment needed for that resource during the duration of the task. 57 .. the value displayed in the Planned Duration column will decrease.e. the Work Required field becomes inactive. However. Note that nothing changes when a single resource is added to the task. When Effort Driven is selected. Appending a percentage (i. [25%]) to an assignment.

Notice that when the percentage allocation of a single resource is reduced the Planned Duration increases proportionately. 58 .

Duration Effort Secure permission to open office 1 month 24 hours Review locations with agent 2 weeks 16 hours Finalize rental agreement 1 week 8 hours Purchase office equipment 2 days 6 hours Obtain telecom services 2 weeks 20 hours Hire office support staff 4 weeks 40 hours To input the Duration and Work Requires values for each task provided in the above scenario 1. NOTE It is not necessary to provide duration or work estimates for parent tasks because they are defined by the summary of their children tasks. and ‘w’ for Calculated Work. 2. and then navigate away from the cell. but is only expected to take 60 hours of effort. Repeat these steps for the other working tasks using the suggested values. You can simply highlight the field and type ‘a’ for Calculated Assignment. Input 1 month into the Duration field for Secure permission to open office. 59 . you do not have to double-click into the cell and select it from the drop-down. ‘e’ for Effort Driven. TIP To change the Duration Type in the Gantt worksheet. Secure permissions to open office task is expected to take 1 month to complete. Change the Duration Type for each working task to Calculated Assignment. 3. SCENARIO The following table outlines the Duration and Effort expected for each working task in the Overseas Office Opening project. 4. Input 24 h into the Work Required field for this task.

Actions that can be completed on the Edit Task page that cannot be completed in the Gantt Chart include: 1. Under the Predecessors tab. Right-click on the task and select Edit Task. Assignments Under the Details tab. However. you have three tabs: 1. Right-click on the task and select the View Task option. to modify certain default task creation settings (defaults are usually set globally and do not deviate from task to task). Click the Edit Task link in the left-hand menu. 2. The Edit Task dialog box in the Gantt tool 2. Setting Revenue and Cost Types 2. Editing Tasks There are three ways to modify tasks apart from editing the task in the Gantt worksheet: 1. Predecessors 3. The Edit Task page is usually only needed for advanced task setup. Selecting the Edit Task option will open the Edit Task window. 2. In this window. Under the Assignments tab. Most task attributes can be set through the Gantt Chart. Highlight a task by clicking on the task number. Please also remember that information in the Gantt spreadsheet is editable as well.4. Highlight a task by clicking on the task number. To access the Edit Task page 1. you can edit task resource assignments. Creating Cross-Project Predecessors 3. Setting Approval Processes 60 . Assigning Custom Data Categories 4. you will need to access the Edit Task page. The Edit Task page 3. you can change common task attributes. you can change the information about predecessor relationships. The Bulk Edit page To access the Edit Task dialog box in the Gantt Chart 1. Details 2. 3.

61 . 5. Highlight the tasks you wish to make the same change to by Control-clicking on each task’s task number. Enable the field(s) you wish to modify for all of the selected tasks. 6. 3. 2. 4. Right click on any of the selected tasks. Select the Edit Tasks option. Input a value into or select the option for the field(s) you enabled. Click the Save button to store the changes.To access the Bulk Edit page 1.

not the Command (⌘) key. TIP If you are interested in using AtTask for resource management and/or financial reporting. In many cases the Command combination will work. however. 62 . in others the combination is an already established browser shortcut that will navigate you from the current page. be sure you have added (and instruct all Project Managers to add) the Duration Type and Work Required fields to the worksheet side of the Gantt.Gantt Chart Keyboard Shortcuts Action Key Stroke Delete Delete Undo Control Z Redo Control Y Zoom Out One Level Control - Zoom In One Level Control + Zoom to Fit Control 1 Indent Task(s) Control ] Outdent Task(s) Control [ Open/Close Sidebar Control \ Save Control S NOTE Mac users should use the Control key.

Practice Exercise 3. NOTE: Be sure to include realistic Duration and Work Required estimates.3.2 SCENARIO: Create the portion of the project plan show below for the Semi-annual Software Release project created in the previous lesson. 63 .

Click on the name of a job role to see the users that fill that role. Simply use commas to add multiple resources to the same task. drag the name of a resource to a task. Click the delete icon ( ). While it is possible to assign either role or user resources at this stage in the game. it is recommended you only assign roles to the tasks. The Gantt Chart tool uses predictive type ahead functionality to streamline the process of adding resources. A list of all job roles will be displayed. The name will appear on the sidebar under the People Assigned label. Users are grouped by their default job role. 2. To assign a user.LESSON 3. 3. click the user tab ( ). You can use the Search bar to narrow your list of job roles or users. the next thing that you need to do is to assign resources to the tasks you created. To assign job roles to tasks in the Gantt chart 1. Click the Show Sidebar icon ( ). A list of all users will be displayed. Assignments can also be modified through the Assignments column of the worksheet panel. 3. 2. Place the mouse over the name in the sidebar. To assign a job role. 64 . To remove the resource assignment 1. 3. On either the worksheet or chart of the screen. then the delete icon will appear. 2.4 ASSIGNING ROLE RESOURCES TO TASKS After creating tasks for a project. To assign a job role. To assign users to tasks in the Gantt chart 1. To assign a user. This is sometimes the preferred method for adding and removing resources on tasks. drag the name of a resource to a task. click the job role tab ( ). select the task you want to remove the resource from.

The tactical resource-planning tool. However. If you intend to use strategic resource planning tools like the Capacity Planner. 65 . 3.Why do you suggest only adding role resources at this point? There are several reasons it makes sense to only add role-based assignments at this point in the planning process. Billing override rates for calculating task revenue only work on tasks with role-based assignments. 2. the Team Builder. It is recommended you wait until the project is about to launch and use the Team Builder to make the user assignments. provides this vision. In short. if you plan on taking advantage of the functionality dependent on role-based assignment. a role assignment on tasks is necessary to ensure the most accurate information is being used in that tool. You don’t have insight into how resources are already allocated. you don’t have to build your project plans with role assignments. They include: 1. TIP Don’t make a decision on whether your organization requires role assignments on tasks until after you have completed the remainder of this course. or at least wait until the section on using the Team Builder. The Team Builder works best when it matches on role assignment and user availability. and you don’t want to resource your project only to find out a person is not available or no longer works for the company – another reason to wait until project launch to use the Team Builder. it is strongly recommended you adopt this practice in your project planning. 4. it is only a recommendation. 5. Depending on the duration or length of the project. you may not know who is going to be available six months to a year out into the future.

Click Save. The task will now appear on the Team Requests tab where team members can select the task. the task will show up on each team member’s Team Requests tab. 2. To Assign a Task to a Team in the Gantt chart 1. 66 .Assigning Tasks to Teams You are now able to assign tasks to teams. Type the name of the team you wish to assign in the Team column. Add the Team column to the Gantt chart by clicking on the Add or Remove column icon and selecting Team. The individual will then have the ability to accept the team task. The task will now show on the Team Requests tab. Keep in mind individuals may belong to multiple teams. This includes individuals of diverse job roles or purposes who often function in a working unit. 3. If a Project Manager assigns a team to a task. agree to a commit date and update progress. A Team is a group of individuals that can complete the same types of work. Requests appear in the Team area as long as no other team member has claimed the work item. NOTE: You can also assign a team to a task or issue through the Bulk Edit option.

click the More option.The project manager’s Working On tab shows the top three work items their team members have committed to work on. To see all work items a team member is working on. These items are either listed according to the priority given to them by the Team Member or by commit date. 67 .

Assign the Creative Team to one of the tasks by typing the team name in the Team column next to the task you want assigned to them. locate the Add or Remove Columns icon and include the Team column.4 Add at least one job role assignment to each task in the Overseas Office project you created in the Lesson 3. 5. Steps: 1. 4. 3.Practice Exercise 3. 68 . Drag a role onto several of the working tasks in the project plan. Go to the Recent menu to select the Overseas Office project. Click the Gantt Chart link in the left-hand menu. If the Team column is not already displayed.2 exercises. Expand the Resources Sidebar and activate the Roles view. 6. 2.

simply click Team Builder in the contextual menu from a project page.5 USING TEAM BUILDER Figure 20.LESSON 3. The Team Builder’s matching functionality will help you make smart decisions. AtTask’s internal scheduling engine and matchmaking logic can determine the best match between team members and tasks they should be assigned to. You can also view resource allocation of users in the Team Builder. This function is called Team Builder. The purpose of the Team Builder is to provide an intuitive. To access to the Team Builder. The matching functionality is most effective when tasks are assigned to job roles first. In addition to the Team Management tool. AtTask provides a more advanced function that allows you to manage your project team and assign them to tasks. 69 . user-friendly interface for creating and managing a project team and assigning them to tasks. and user schedules are correctly set up. This matching is based on job roles assigned to tasks and users’ job roles and work schedule. users are assigned to their appropriate job roles. Resource Project with Team Members.

4. If you have already assigned a group to the project then click on the Group tab in the panel. Click the Save button to save your changes. 70 . 5. Team Builder Interface. and users and their work schedules are displayed in the upper panels and tasks and the project schedule in the lower panels. The interface is divided into two major areas. To remove a user from the project team simply uncheck the checkbox next to that users name. Select the check box again to add a user to the team. 3. Now click on the Team tab and all users who have been selected will be displayed under the tab. To add users to a project team with Team Builder 1. Users in the group are displayed in the panel. Go to the User panel. 2. 6.Figure 21. You can also click on the All tab and all AtTask users will be displayed in the panel. Decide which users you want to include on the project team and select the check box in the Add User to Project Team column.

User allocation can be displayed in Hour. the hours required for tasks. Click on the far left cell of the desired task’s row from within the Task panel. FTE (Full Time Equivalent. Click the Save button to save your changes. and (2) assigns the task to the user. or Percent. The most effective way to use the Team Builder may be to assign job roles to the tasks in Gantt chart and then come back to the Team Builder to determine which users can perform each task. 2. Drag the task and drop it on the name of the user who you would like to perform the task. and/or ! Users have their work schedule in AtTask. Any cell in red indicates that the user is over allocated for the particular time period. The drop down menu in the upper-right corner of the Team Builder gives you the option to change how the Team Builder displays users’ allocation. 4. In the Work Schedule panel. To remove the task assignment simply right click on task name in the User Panel and select Unassign Tasks. All users who are available to perform the task will be highlighted in the User panel (NOTE: users will only be highlighted if matching criteria is selected in the Team Builder preferences). or the remaining hours needed to complete tasks. by default 8 hours is one FTE). Use either the Work Schedule and Task Schedule panels as a reference when you are making decisions about whom to include in the teams. This action automatically (1) adds the user to the project team if the user was not on the team. If you assign the task to a user the work required or remaining hours will empty out. AtTask performs this match making highlight based on the following criteria: ! User’s job roles found in user’s profile ! User’s Team Job Role ! User’s Available Work Hours Matching only works if: ! You assign job roles to the tasks in the project. you can see the users’ available work hours. 5.To assign a user to a task in Team Builder 1. 3. The Task Schedule panel lets you view a Gantt view of tasks. You can also click on a user’s name in the User panel and all the tasks that the user can perform will be highlighted in the Task panel. 71 .

You can only edit the job roles that are assigned to the project. they are hidden by default. Legend Provides an explanation of the colors used in Team Builder. (3) control what information to display in the Gantt chart. 72 . Before you click this icon. Icon Name Icon Description Zoom In and Zoom Zoom into or out of the Work and Task Schedule panels. (2) control what information to display in the columns in the Task Panel. Out Undo and Redo Undo or Redo the most recent action. and (4) customize match making conditions Full Screen Toggle between full-screen and normal views of Team Builder. Click the triangle next to the name of a task or user to show or hide the subtasks or the assignments.Other Team Builder Related Actions ! Hold down the mouse button (left mouse button on a two-button mouse) and move the cursor left and right on the timeline. Filter Filter and search users or tasks based on different filtering options. Team Builder Icons. ! If a task has subtasks or a user has task assignments. Edit Job Roles Edit team members’ job roles. Table 1. It will zoom in and out of the Work and Task Schedule panel. make sure that you have assigned job roles to the project. you can (1) control what information to display in the columns in the User Panel. ! Right click on the timeline (Control-Click on the Mac). Preference When you click the Preferences icon. It will open up a menu from which you can choose different zoom options.

Practice Exercise 3. click on the Team Builder area button. and assign him or her accordingly. drag it up to the user section. Practice Exercise 3. 73 . Now you want to solidify your project team and begin to populate their work schedules with project work. Select the user you want to add to the project team by clicking in the box on the left.5. Review the user's scheduled hours in the calendar and compare to the work required for the task. Adding a user to the project team: 1. Activate the matching function to match on work required and user roles and click OK. If you have the appropriate access. Assign someone to a task outside the project team: 1. Now you want to assign names to tasks based on who is available and who has the right skill set. Assign them to the task by dragging the task name over the user name.2 SCENARIO: You have built a project plan with job roles. Access a project using the Recent drop down menu. Change the tab setting on your user list from 'Team' to 'Group' or 'All'. NOTE: Assigning a user to the team from the group or all tab may require the appropriate access level. Assigning a user to a task: 1. and drop it on the name of the desired user. From the Navigation Tab. In the top left section change the tab from team to all. Use the team builder to add another user to the team and assign some of the tasks to users. the user will automatically be added to the project team. 2. 2. Activating the matching tool: 1. 4.1 SCENARIO: You have built a project plan and assigned job roles to all of your tasks.5. 2. 3. Activate the matching tool and use it to find someone best suited for a task outside the project team. Click on the preferences icon and select the matching tab. Click on the left side of a task and use the matching tool find someone outside the project team who is suited to complete a task. 4. 3. Click and hold the left side of a task.

74 .

In the previous chapter. you learned how to assign users and job roles to tasks using the Gantt chart.CHAPTER 4 PROJECT TEAM ACTIVITIES “No man is an island. and managing resources to bring about completion of a project is dependent on how the project is undertaken at each phase. Whenever users or job roles are assigned to tasks. entire of itself. Team management is imperative to establishing a higher level of construct. these resources are added to the project team. organizing. every man is a piece of the continent” John Donne In project management. This chapter introduces two methods for communicating assignment progress to project managers and other team members. that is managing a group of related and interdependent resources that may be working on several equally related and interdependent projects. It is often necessary to find ways to communicate to your team members so they know what you are doing and how your project is progressing. You will learn how to access and utilize specific update tools. The tools you will focus on are the: ! Update Task Assignments ! Completion Status Worksheet ! Updating Timesheets ! Recording Notes ! Reviewing Notes ! Attaching Documents to Projects 75 . it is important to remember that planning.

If you plan on including these steps in your organization’s Project Management Lifecycle. the Project Manager needs to work with the team member(s) assigned to the task to identify ways the task can be completed on time without drastically increasing the planned scope of the task. briefly review two steps included in the AtTask Project Management Lifecycle that are not discussed directly in the course material.Before addressing the topics listed above. when it took place in AtTask. then the next step of the Project Management Lifecycle should take place. They communicate via note (discussed later in this chapter) that they will get the work done. In the Project and Portfolio Management software. it was in the form of note communications. Task Assignments Figure 22. Task Assignments. Now the ideal tool for negotiating new commit dates is available as Updates because updates sent through AtTask become part of the project or task history or Stream. If this request is made. team members who receive assignments from project managers usually indicate they have accepted the assignment in one of two ways: 1. Negotiate Commit Dates. Generally. or 2. In the first scenario. Negotiate Commit Dates Figure 23. 76 . They change the status of the task from New to In Progress (discussed later in this chapter) that they have actually started working on the task. In the past. this negotiation may or may not have occurred inside of AtTask. pay particular attention to the Updates lessons that follow. When users need additional time and/or resources. team members sometimes include in this communication more time and/or resources are needed to accomplish the work on time.

This lesson will show you how to prepare your team members to perform updates to their task assignments. By the end of this lesson. They will also benefit from updating their tasks because it eliminates work from their own to do list and they won’t have to remember where they left off. ! Use this interface to provide updates.1 UPDATING TASK ASSIGNMENTS Figure 24. As the project manager you can rely on your team members to provide updates so you know when the next steps of the project can begin. know how to: ! Navigate to the Updates tab. Update Task Assignments. 77 .LESSON 4.

2. . go to the My Tasks tab. 78 . Identify a task you need to update. You will then see the update field for the task. You will be presented with the Update Status tab where you can review the task details and see attachments and other details. and click on the task’s name.Updates Tab To Navigate to the Updates tab 1. From the AtTask Home page. Click on the Updates tab if you are not already there. 3.

! Status: Allows you to identify the status of a task through a standard label.The Update Task Status Tab. The default options are: ! New ! In Progress ! Complete 79 . Completion Status There are two fields that help communicate the state of a task: Status and Percent Complete.

AtTask will change the status to Complete. if you set the Percent Complete to 100. Under the Completion Status drop down. Likewise.To Update a Task Using Percent Complete 1. NOTE When you change the status to Complete. 2. Navigate to the More tab and select the Update Task Status option. 80 . AtTask will set the Percent Complete field to 100. choose the option that best applies and set a percentage that best fits the status of the task.

75 1 hour 1 90 minutes 1.5 45 minutes . Actual Completion Date As soon as either of the Completion Status fields is set to Complete or 100.5 2 hours 2 81 .16 update. Hours The Hours field is where you input the number of hours spent on the task since your last update. the Actual Completion Date field is set to today’s date and the current time. Table 2. Hours Another important piece of data you can provide while making updates to your assignments is the number of hours (amount of effort) you have spent on the task. so be sure you only input your share of the hours worked since your last 10 minutes . Table 3-1 provides examples of acceptable values and common decimal representations of fractions of hours. you provide the real life data they need to do their jobs better. When you record hours. You are the only person that can provide a more accurate date. NOTE Time Value Hours Entry AtTask stores all previous hour entries 5 minutes . Project Managers will use this information to make more accurate project plans in the future. which in turn makes your job easier in the future. the Actual Start Date field is set to one of the following dates: ! Today’s Date and the Current Time: This date is used if the task is started early.25 30 minutes . 15 minutes . This directly benefits you because project and functional managers have more realistic expectations on how long certain activities take to complete.Actual Start Date As soon as you make a change to either of the Completion Status fields. Acceptable Hour Inputs. NOTE In case you forget to set a more accurate start time. ! The Planned Start Date of the Task: This date is used if the Planned Start Date and Time is in the past. @AtTask will assume that everything was started on time or ahead of schedule.08 individually.

click on the Pin Tab icon ( ) in the upper right of the AtTask workspace. TIP If the update Task Status tab is the first thing you want to see when you click into a task. It is designed to allow managers to record time on behalf of another team member. The following figure provides brief descriptions of each Update Task Status tab field. Figure 25. while viewing this tab. 82 . Update Task Status Tab Diagram. You will not normally need to utilize this field.Apply Hours To This dropdown field displays the other resources assigned to the task.

To Access and Use the Timesheet Mode 1. Use the back arrow to see the dates for the previous week. 2. The Update Task Status Tab with Timesheet Mode Enabled. Click the Timesheet Mode link on the Update Task Status tab to display the Timesheet Mode interface. Input hour entries for each day. Figure 26. 83 .Timesheet Mode The Timesheet Mode allows you to update hour entries to create a more accurate record of work.

You may want to spread out the 20 hours across the several days instead of claiming you worked 20 hours on a single day. working a total of 20 hours on the task. You should always try to put your hour entries on the day you did the work for more accurate reporting and so project managers can create better plans for future projects. These might include: ! If you forgot to log time for a previous day. ! If you have been working on a task for multiple days or weeks. and this is the first update you are providing. 84 .When will I need to use the Timesheet Mode? There are several reasons why you may need to backdate your time entries.

provide the update. Use the checkboxes to the left to select several of the tasks you need to update from the My Upcoming Tasks report. Update the @task the Task Home To avoid this back and forth. From the Home page. you may consider using the Completion Status Worksheet. To access and use the Completion Status Worksheet 3. Go to 3. and repeat. go to the AtTask Home page. 5. Figure 27. which is available from any task list. go to the My Tasks tab. 85 . The Update Cycle 2.Completion Status Worksheet If you have several tasks to update. Go to 1. it can be time consuming to have to click into each task. 4. Find a the Task Update Status Tab 4. Click on the Status Worksheet option from the more options drop-down. The Completion Status Worksheet is shown below.

They represent the actual dates the work began and was completed. ! The Start and Completion fields are the same as the actual date fields on the Update Task Status tab. The Completion Status Worksheet. The Completion Status Worksheet organizes tasks by project and only displays the tasks selected from the task list. 86 . Go to the Update Task Status tab to do this. Notice nearly all the same fields appear on the Completion Status Worksheet as seen on the Update Task Status tab. ! Hours also represents the amount of effort since your last update. ! Status and Percent Complete work just like these two fields on the Update Task Status tab. NOTE Parent tasks (tasks that have subtasks) cannot be updated and are grayed out when they appear in the Completion Status Worksheet. Through the Completion Status Worksheet you cannot record hours for another resource. TIP The Apply Hours To option does not appear on this worksheet.Figure 28.

your Implementation Team might recommend this as the sole method of time entry. 87 .The Timesheet The Timesheet is another interface you may want to use to record time spent working. Depending on your organization’s requirements. The Timesheet Interface. Figure 29.

by default. bi-weekly. and the following week. Click on the date range link for the time period you want to record. ! Any time recorded through the Update Task Status tab or the Completion Status Worksheet will automatically appear on your timesheet for the corresponding time period. Be aware that until you access and save the data on your timesheet. Go to the My menu to select the Timesheets option.To Access Your Timesheet 1. Timesheet Rules ! Timesheets are organized into weekly. the previous week. semi-monthly. these hours will not count toward your timesheet. If you notice different behavior. ! Timesheets will also. be sure to ask your Implementation Team for clarification. or monthly time frames. NOTE An AtTask administrator can re-define many of the above rules. 2. ! Timesheets display any task that has time recorded within the date range of the timesheet. display up to 15 of the tasks or issues that have actual dates set for the current week. 88 .

The Review Hours and Add Billing Records steps in the AtTask Project Management Lifecycle is closely related to task updates in that these steps have to do with hours. 89 . Specific instructions on these options are provided in both the Project Management and Portfolio Management courses. costs. billing. Review Hours and Add Billing Records. etc.Reviewing Hours and Adding Billing Records Figure 30.

he or she has the choice to accept the proposed completion date or to renegotiate the date to one they will most likely be able to complete. The team member can suggest a new date and leave a note to send back to the Project Manager. 90 . The project manager can now view the date with the option to accept the new date or to continue to negotiate with the team member. Once this occurs.Negotiating Commit Dates When a team member receives a task or issue assignment. the project manager receives notification of the newly proposed date.

The commit date will show up as a stake in the timeline of the project when the Projected Timeline Option is turned on. 91 .The project manager can see how the proposed date will affect the project by opening the Gantt chart.

he or she can adjust the work item’s planned completion date by changing the task constraint to ‘Must Finish On’ and selecting the date the team member provided. 92 . Otherwise the Project Manager could continue to negotiate the date with the team member or assign the task to someone else.If the Project Manager agrees with the date change.

2. click on the project name (use the Corporate Sales Initiative project). 93 . Click on the Notes tab or the Notes area button. The notes log serves to store all communication as part of the historical record of the project. task. As project managers and team members consistently leave notes on tasks and issues during updates to work. From any project report. or issue with an un-illuminated Notes icon ( ) may still have system notes on it.2 RECORDING NOTES All team members have full access to the project journal or notes log. In addition to comments left during an update. To View Notes on a Project 1. click on the notes icon (like the one on the Projects tab of the home page). voicemail. task. or strain to recall the conversation or minutes from a meeting. A project. 3. Either option will present you with notes for the project. Give the note a subject. Members of the project team with AtTask licenses are the only ones who can receive notes. NOTE A project. or issue with user-entered comments/notes will have an illuminated Notes icon ( ). fill in the content. AtTask records system notes to identify how the project has evolved. you should have fewer questions about who did what and when. and mark the recipients you want to receive the note. Having access to this information means you no longer need to search through emails.LESSON 4.

Figure 31. 94 . Project Notes History List.

Figure 32. a note will appear on the My Updates tab. My Updates and notes. When a Team Member or Project Manager leaves a comment or submits an update. The recent updates display the comments and notes generated by team members when they make updates to a work item. This tab can be filtered to view updates for a specific project or from a specific team. 95 . The Recent Updates function in a similar manner to the notes in the Team Member interface.

Change the commit date if necessary. Update the status to reflect the status of the task.To Make Updates 1. select the Update Status option. From the Working On tab. 2. Click Update when finished. 96 . Enter a comment or update in the text box. 4. 3.

The users displayed in the Message Recipients area are individuals also assigned to the project team. The rules for message recipients are the same on both the Optional Comment box and the Add Note interface. The Messages link in the upper right of the interface indicates you have unread messages. click the search icon ( ) to temporarily add an individual to the list of possible recipients. however. By default. NOTE A bolded resource will automatically be checked if it is someone other than you. Sometimes it is necessary to leave a note on a task or project outside of an update. simply mark the Email Notes checkbox found below the Comment area. NOTE The Optional Comment box did not require a Subject. Message Recipients It is possible to direct a note to a specific individual or to several resources. 97 .3 REVIEWING NOTES As you already know. If you would like to direct the note to a person who does not appear in the list. If a resource is displayed in bold. you can add notes to a task on the Update Task Status tab. The steps provided in Lesson 4. To send notes to the recipient’s email inbox.1 to view the notes on a task or project are the same steps to get to an Add Note interface.LESSON 4. it means he/she is assigned to the task. the Optional Comment box only appears after modifying one or more of the values on the update form. but the Add Note interface does. optional comment notes are delivered to other resources through an internal messaging system.

task. 2. 98 . The Condition View allows a project manager to see all his or her current projects and conditions. Navigate to the My navigation drop-down. To View the Project Condition 1. and issue condition.LESSON 4. project managers now have the option to view a feed of updates on their projects concerning the project. Scroll down and select projects.4 CONDITION UPDATES Due to the sheer amount of information available in AtTask.

99 . select Condition. as well as those that are on target for on-time completion. Notice the feeds posted along with the condition of the project are listed in the condition column. This view will show what projects are at risk or in trouble. In the View drop-down.3. 4.

etc. For now. click the link. click Save. 2. the document will only be visible to its subscribers and to those who have View All Document privileges. 4.5 ATTACHING DOCUMENTS TO PROJECTS AtTask lets you upload an electronic file (document. 5. image file. Enter a description if you would like one. 8. You can load more than one file if you like. In Version you can enter a version for the file. 7. click the delete icon ( ). Click the New Document link. To delete a document. 9. To Attach a Document to a Project 1. The New Document screen appears. just leave this at 1. If you check the Is Private checkbox. 6. When you are done. the default. New Document Form. and attach it to a project. You can even upload different versions of a document. 100 . In the left-hand menu. expand the Attachments submenu 3. Figure 33. Locate a desired file by clicking the Browse button. Here are some procedures you can follow to manage documents in a project.LESSON 4. Go to a target project page.). To add another document. This is optional.

click attachments and View Documents from the contextual menu. While your target project is open. The file will be downloaded to your computer. 4. Locate and upload a new version file by clicking the Browse button. Using the previous procedure. 2. 3. click New Version. 2. Use the Control (Windows). Click the Save button. 101 . Choose a document you would like to delete by selecting the checkbox next to the target document. Go to a documents list page. 2. go to the documents list page. or Shift keys to select multiple documents. 2.To Find documents 1. Click the link. Click All Versions in the contextual menu to view all versions of the document. Click the ( ) link in the View column. From the list of documents. 3. You can view a list of all versions by clicking All Versions from the contextual menu. Command (Mac). click on the name of the document you want to view. From the contextual menu. Go to a documents list page. To Delete a Document 1. A New Version screen appears. To Upload a New Version of a Document 1. and click on the name of the document you want to upload a new version. To Download a Document 1. 3.

Use the Condition view to observe the condition of your tasks. go to any project or task.3 From the Recent menu. Then record a note on that work item. Exercise 4. Exercise 4.CHAPTER 4 EXERCISES Exercise 4. and send it to other resources on the project. Exercise 4.2 Leave a note on this task to communicate that you are running late on this assignment. 102 . If you selected a task that has a percent complete value greater than 0%.4 Navigate to the My drop-down menu and select Tasks. click on a task that does not have an illuminated notes icon.1 From the My Tasks tab. you will likely see system notes on that task.

and pain required to roll out a particular project. 103 . Record Issues and Update Issue Assignments.” Steve Yager Sometimes a Project Manager will underestimate the planning. Figure 35.CHAPTER 5 LOGGING ISSUES “There are myriad ways to fail. Often it is a team member or project collaborator who first notices an obstacle or problem that could hinder progress on the project. Having unresolved issues on a project can waste resources and be detrimental to your project. you may be asked to log issues you have identified. Manage Issues and Track Progress Status. Recording issues can then raise the alarm and that will save the project. As discussed previously. The topics addressed in this chapter provide an introduction to Issue Management activities for Project Managers and Resource Managers. Therefore. time. There are very few ways to succeed. This can create a serious uphill battle if it is not handled appropriately. The two AtTask Project Management Lifecycle steps displayed below in reality take place simultaneously – while the project is in an execution phase. Figure 34. cost. an issue normally represents unplanned work that comes up during the execution of a project.

LESSON 5.1 CREATING ISSUES
While working on a project or task, it is not uncommon for problems to pop up or for obstacles to arise. AtTask
refers to these surprises as issues. AtTask enables you to document the problem, communicate it to the project
team, and track its progress, all with a few simple clicks.

It is important to remember that issues can be logged against either a project or a task. Whether you record the
issue at the project level or on a task really depends on the specific problem. The following offers some
suggestions to help you.

When should the issue be recorded at the project level?
! If the problem impacts the completion of the project overall, and not of a specific task, then you will want
to record the issue directly on the project. Some examples include:
! If there is an omission in the task plan that impacts the quality of the project unless it is added to the plan
! Errors or defects found in the project documentation or charter

When should the issue be recorded on a task?
! If the problem is specific to one task, then generally the issue is recorded on the task level. Some examples
include:
! If you were assigned to the task and you feel you shouldn’t be.
! If an unforeseen limitation has come up that needs to be resolved before you can continue working on
your assignment. For example, you might record an issue if the materials or data needed to complete the
task have not yet arrived.

104

To Create an Issue

1. From the project or task screen click the New Issue link from the left-hand menu.
2. In the Issue Type drop-down select Issue. This is set to Issue by default.
3. Enter a name for the issue in the Name field (this is a required field).
4. Enter any other relevant information in the other form fields. Click submit when you are finished.

Figure 36. The New Issue Form

NOTE

The standard Issue Types include:
! Issue
! Bug Report
! Request Change
! Order
Only Issues is enabled by default.

105

Project Managers will configure the New Issue form for each project to meet the needs of the project. Figure 5-1
shows the default New Issue form for Team Members, which contains just a few fields. Your organization may
enable several additional fields, as seen below.

Figure 37. The Expanded New Issue Form.

Whether you have a simple or complex New Issue form on the project, you can only provide the information you
know. Don’t feel overwhelmed by all the fields if they aren’t applicable to your issue; simply ignore them.

The project manager should review each issue to ensure the project is completed on time. If he/she has questions,
they know how to contact you and will ask for more detail.

106

4. Click Is Private if you want to keep this document private. Use the Browse button to navigate to a file to upload. click the Add Document link. 6. or if you want to delete a document before it gets uploaded. 7. 3. 107 . To upload an additional document. You can enter a version number for the document if you wish. if you’d like. As you know. A private document is only visible to subscribers or for those who have privileges to view all documents. While on a New Issue screen. Add a description for the file in the Description field. This will help you differentiate between different files that may have the same name but are a different version. click the Save button. NOTE You can also click Attachments ! New Documents in the contextual menu when you are in an issue page to attach your document. When you are ready to upload your document(s) and submit the issue.To Upload a Document Associated with this Issue 1. 2. click the New Document tab. this option is available for both projects and tasks as well. click the delete icon ( ). 5.

Through the Recent menu. The Issue Details Screen. NOTE When viewing all issues. Figure 38. Click on the Update Issue Status tab to record any changes to the issue.LESSON 5. An alternative is you can click View All Issues from the contextual menu. when you see the issue icon ( ) in any list of projects or tasks. Keep in mind a project manager will be interested in reviewing how issues are progressing and to verify that all issues are assigned to the correct resources. Other team members will also use the Open Issues reports to look for assignments and provide updates to issues they can assist with.2 VIEWING AND UPDATING ISSUES Now that you have learned how issues will be created. you can click on the icon to go to the associated issues. To View and Update all the Issues Added to a Task or a Project 1. 108 . 2. This report displays all issues for the project. resolved or not. 3. let’s discuss how to view issues that are associated with a task or that are in a project. a project manager can use the Issue Status Worksheet to make updates to several of the issues at once. select the project you submitted an issue to in the previous section. Open issues are unresolved and need attention. From the contextual menu click View Open Issues. Also.

If you click on the link it will take you to a page similar to Task Worksheet where you can bulk create issues. You can use this option when you want to create or edit multiple issues at once. 109 .Figure 39. Issue Status Worksheet Link.

2 From the Issue Details screen. 110 . Exercise 5.CHAPTER 5 EXERCISES Exercise 5. Click the New Issue link on the left to record an issue called Missing Resources and provide a description to indicate you think more people need to be added to the project team. go into any task. click on the name of the project the issue resides on. Click the New Issue link on the left to record an issue called Network Outage and provide a description to explain why you could not access the files necessary to complete the task.1 From the My Upcoming Tasks report.

The topics discussed in the following lessons are meant to provide you with context of basic reporting terminology and to allow you to leverage existing reports provided with AtTask until you can attend the AtTask Reporting course and/or your AtTask Consultant prepares custom reports for your organization’s implementation.” Henry Ford Now that you are familiar with AtTask and some of its functions. Figure 40. What do you want to see when you log into AtTask? What reports will be of most value to you and your organization? How do you want those values to be represented? This chapter provides a brief introduction to reporting option in AtTask. For a more in depth understanding of reporting capabilities. it is time to decide what methods and tools you can use to help you get the most detail and best snapshot of your projects.CHAPTER 6 PROJECT ANALYSIS “Coming together is a beginning. Keeping together is progress. 111 . Working together is success. Manage Issues and Track Progress Status. you are invited to attend the AtTask Reporting course.

1 SEARCH OPTIONS In Chapter 4 you learned you could go to the My Tasks tab to find tasks and issue assignments. ! The work item is on a project that has a Planning.LESSON 6. The items returned in the search results are also dependant on the object type selected. form. ! The task or issue is work you have already completed and want to review. Sometimes you know a task or issue exists. or Complete status. Common reasons the work item doesn’t appear on the My Tasks tab include: ! The task is not yet due to start. etc. ! Description: The description that is provided for the item (if it is exists). The Quick Search Field One of the most useful search options is the Quick Search field. 112 . The Quick Search Field. ! Name: The name that is provided on the New Task. ! It is an issue you submitted and is not assigned to you. New Issue. Quick Search Rules The keywords input into the Quick Search field are matched against the following attributes: ! ID: This is the database ID set when the item is created. Figure 6-1 shows where this field is located. AtTask provides a number of search options to find the work items you need. but the item does not appear in the reports on the My Tasks tab. which is found in the upper-right of the interface. Figure 41. On Hold.

113 . Click on the icon to the left of the Quick Search field to select the object type you want to search.To Use the Quick Search Field 1. 2. Hit the Return/Enter key. 3. Input your search text into the field. NOTE If the icon already displayed in the field represents the object you wish to search against. then you can skip step 1.

This is done through a Find menu search. However. The Find Menu. from time to time. SCENARIO You may want to search for tasks that meet all of the following conditions: ! Assigned To Me Tasks ! Incomplete Tasks ! Progress Status is At Risk. or when you are searching for an item of work based on a keyword from the description. Figure 42. Behind. Approved. or Late ! Tasks on Current. or Planning Projects 114 . you may want to input more specific search criteria.The Find Menu The Quick Search field is useful when you know the specific name or ID of a task or issue.

Mark the appropriate Status checkboxes. Search Results. click the Search button. In the Quick Lists field. 115 . 4. Mark the appropriate Progress Status checkboxes. Figure 43. 3. After defining the search criteria. 2. select the My Tasks option.To Perform the Task Search Described in the Scenario 1. 5. Go to the Find menu to select the Tasks option. Mark the appropriate Project Status checkboxes. 6.

To search for projects. The Task Search Fields Tab. and Users for users to produce the correct search form. select Issues for issues. Figure 44. The Advanced Search Tab. You will want to become familiar with the search options on the Search Fields and the Advanced Search tabs to know what your search options are. Figure 45.The other fields on the search screen may be used to further refine the search or may be left blank. 116 . select the Projects option. NOTE Each option in the Find menu has a unique search form.

When you are done select a grouping of None. Figure 46. if you group this task list by job role. For example. choose the Filter menu item of None.2 USING VIEWS. FILTERS. from the Filter dropdown menu. You can choose the method that best fits your needs. select My Tasks. AND GROUPINGS AtTask allows you to view reports in a variety of ways. Try different groupings from the Group menu such as by Assigned To (assigned users) or Project. Default View of Tasks.LESSON 6. Groupings Items in a list report (such as this list of tasks) can be organized in AtTask using Groupings. For example. then the tasks assigned will be organized under job roles that are assigned to the tasks. Views and Groupings. Filters You can use the Filter dropdown menu to limit the view based on the given information. This is done through Filters. Views Views control what columns are displayed in a view. You can search for and view projects that have a common element. 117 . You can change which fields are displayed using the View dropdown menu. Try some of these views from the View menu—like All Dates or Status—to see the difference in the views. When you are done. AtTask allows you the flexibility to see reports in a way that is most helpful to your personal needs. Play around with some of the other filter options such as Incomplete Tasks or My Late Tasks. You can click on the blue heading to hide or show grouped rows. Only the tasks that are assigned to the logged-in user will be shown in the view. or that need to be used in a specific way.

Figure 47. 118 . Tasks Grouped by Job Role.

the Earned Value view. Practice Exercise 6. select the Project grouping from the Group dropdown. 2.2 Scenario: Access the My Projects report on the AtTask Home page.1 Scenario: Using the My Upcoming Tasks report on the AtTask Home page. the Project Outline view. select the Group grouping from the Group drop down (sounds redundant. Then select the Earned Value view from the Views drop down. Then select the Project Outline view from the Views dropdown. and the Project grouping during this exercise. 3. From the Filter drop down on the My Projects report select the On Time filter. 3. 2. select the Milestone Task filter. review the Milestone Tasks you are assigned to. You will use the Milestone Tasks filter. Go to the My Tasks tab on the AtTask Home page. Finally. Finally. From the Filter drop-down on the My Upcoming Tasks report. and the Group grouping. 4. 119 . but you are grouping a list of projects by what user group they have been assigned to). Steps: 1.2.Practice Exercise 6. Steps: 1. 4. and review the data in this report using the On Time filter. Go to the My Projects report by selecting Projects from the My drop-down.2.

AtTask’s built-in reports can provide list or aggregate reports.3 BUILT-IN REPORTS: LIST AND CHART AtTask ships with a number of built-in reports on various project-related information. Find Trouble Tasks from Report list. In the workspace. 2. click Reports. Some of the basic differences between the two are as follows: ! List reports are used to compare data while aggregate reports are used to summarize (or aggregate) data ! List reports produce one report while aggregate reports produce three reports (Results. and Chart) ! Aggregate reports can be displayed in a graphic chart – these charts are dynamic and the details can be drilled into from the chart Figure 48. You can see a list of available built-in reports. Built-in reports can all be found initially as Global Reports in the Reports section. Global Reports Screen. Summary. select the Global Reports. 3. From the expandable application menu. If you click on the link you can see an object-specific report list. task or issue then it can also be accessed at the desired object’s page. and click Run.LESSON 6. If a report is specific to a particular project. To Use a Built-in List Report to Find Tasks with ‘Behind’ or ‘Late’ Status 1. Simply click Reports from the object’s contextual menu. Reports can be run from here as well. Reports in AtTask come in two forms: list reports and aggregate reports. 120 .

At Risk. Right click on the report again and click the Enable Links option. 121 .) displayed in a pie chart Projects By Condition Chart Projects grouped by condition status (On Target. Scroll down the Projects by Condition Chart report and click the report name to run the report. Select Reports from the Expandable Application menu. In Trouble) displayed in a pie chart My Projects A list of current projects that the logged-in user is a member of the project team My Tasks A list of tasks assigned to the logged-in user My Issues A list of issues assigned to the logged-in user My Submitted Issues A list of issues submitted by the logged-in user Project Calendar A calendar containing a list of current projects that the logged-in user is a member of the project team Task Calendar A calendar containing current tasks assigned to the logged-in user. Then click on the red portion of the pie chart that represents In Trouble projects. Awaiting Feedback etc. 5. the report is exported as jpeg image and saved on your computer. Commonly User Built-in Reports. Hours By User Chart Hours grouped by the user who submitted them displayed in a horizontal bar chart Exporting and Printing a Chart Report If a user wants to export or print the chart report. click on the red portion of the pie chart again to drill into the report and see a list of the In Trouble projects.) displayed in a pie chart Tasks By Progress Status Chart Current tasks grouped by progress status (On Time. 4. Right click on the report and select Enable Slicing Movement. Practice Exercise 6. 2. Finally. Report Name Description Issues By Status Chart Issues grouped by status (New. Behind.3. Late etc. Sort the global reports in alphabetical order by clicking the Name column header. Steps: 1. The Print Chart link allows a user to print the report.1 Scenario: Run the Projects by Condition Chart report from the Reports area. Remove the slice of the chart that represents projects that are In Trouble and then drill into that portion of the report to see a list of those projects that are “In Trouble”. and when you choose Save as Image. 3. they can click on the Print Chart link or right click on the chart report and select Save as Image or Print Chart. 7. In Progress. 6.Figure 49.

3. 2. Practice Exercise 6. 122 . Steps: 1. Select Reports from the Expandable Application menu. Sort the global reports list in alphabetical order by clicking the Name header. Find the My Submitted Issues report and click the report name to run the report. 3.2 Scenario: Find the list of My Submitted Issues in the Reports area of AtTask.

3. a list of tasks can be exported to one of several formats. Either save the file to your hard drive or open it with the associated application. as listed above. NOTE This step is optional. AtTask gives you the option to export to these formats: ! PDF ! MS Excel ! Tab Delimited (tab-separated values or TSV) ! HTML (Zipped) To export lists 1. In any list. You may skip to step 3 to simply export the entire list. This functionality is available for all lists in AtTask. from the navigation menu. and reports in AtTask. Depending on the operating system you use you may have the option of opening or saving the file. From the export menu. Click the export icon ( ). For example.LESSON 6.4 EXPORTING SEARCH RESULTS AND REPORTS Users have the ability to export data from various searches. 2. lists. Navigate to the list you want to export using AtTask's navigation screens. 123 . click Find ! Object and fill in the search screens to access the object report. mark the checkbox to the left of the results you want to export. Alternatively. select the format into which you want to export the data. 4.

124 . Steps: 1. Practice Exercise 6. Sort the global reports in alphabetical order by clicking the Name column header. 3. Find the Projects by Condition Chart report and run it by clicking the report name. Find the My Projects report from the My drop-down. Click the icon and choose the PDF Portrait option. Steps: 1.4.4. Practice Exercise 6.2 Scenario: Export a copy of the Projects by Condition report found in the Reports area. 2. Click the Print Chart link in the top right corner to export to PDF.1 Scenario: Export a copy of the My Projects report to PDF format. Click Reports form the Expandable Application menu. 2. 4.

LESSON 6. Example of an AtTask Dashboard. any full-license user can customize a dashboard. issue. Like a portal profile. Figure 50. and program page is called Custom Tab. portfolio.5 DASHBOARDS Dashboards allow users to customize workspace tabs. you can customize the workspace tabs in the following locations using dashboards: ! The @ task Home page ! A Project landing page ! A Task landing page ! A Issue landing page ! A Portfolio landing page (*Enterprise Only) ! A Program landing page (*Enterprise Only) NOTE The dashboard function in a project. 125 . task. While system administrators control portal profiles.

7. Use the remove icon ( ) next to the name of the selected reports to remove reports from the layout. click the tabs option. Next. Reports can be rearranged on the layout pane by dragging and dropping. NOTE If you do not type a name for the dashboard. Click the Save button. select a layout. Give it a description (optional). Select the desired reports from the Available Reports to include in the dashboard by dragging and dropping them onto the layout pane. There are seven layouts available: One for a one-column layout. then three each for two-column and three-column layouts.To Create a New Custom Dashboard 1. From Home page. You can also search for reports in the search/filter box at the top of the section. 126 . Checking the ‘Make available to other users’ checkbox will put this dashboard in the System Administrator’s queue of dashboards to display globally. 6. Give the new dashboard a name at the Dashboard Details page. the name defaults to the name of the first report that you add to the dashboard. 4. 3. 5. 2. 8. This is required. NOTE You can add up to 12 reports to each dashboard.

Select the New Custom Tab option. The New Dashboard Screen. 127 . Portfolio. click the tabs option on the right of the project home page.Figure 51. From within any project. The only difference between a Dashboard and a Custom Tab is where it is accessible from. 2. and Program levels. Creating custom tabs in projects or other objects 1. Repeat the same steps for creating a custom dashboard. Custom Tabs can also be created at Task. Issue.

as well as any other report you think would provide value on this dashboard. Go the AtTask home page and click . Name the dashboard Issues and Red Flags and select a one-column layout. 7. 5. 2. Name the custom tab Work and Expenses. Open Issues. 6. 6. 3. Steps: 1. To make this custom tab a permanent part of the project page. Practice Exercise 6. Click the Save button.2 Scenario: Create a custom tab at the project level that displays your Tasks. Click Save.1 Scenario: Create a custom dashboard tab for the Home page called Issues and Red Flags. HINT: Use the filter field to find the reports more quickly. click the tab Dashboard Setup icon ( ) and add your tab clicking the Add Reports ( ) icon next to the custom tab. 2. and Expenses all on one tab. Find any project in the system and go to that project’s home page. click the Dashboard Setup icon ( ) on the AtTask Home page and add your dashboard by clicking the Add Reports icon ( ) next to the custom tab. Click Save. Drag and drop the Tasks. 128 . Steps: 1. and Expenses reports on to the dashboard layout. Click the Save button. Open Issues.5. 4. 5. 4. Click from the row of tabs and Select the New Custom Tab option at the bottom of the menu 3. Chose the One Column layout. Additional step: To make this custom dashboard a permanent part of the home page. Include the Trouble Tasks and My Project Open Issues report. HINT: Use the filter field to find the reports more quickly.5. Select the New Dashboard link from the menu. Drag the Trouble Tasks report and the My Project Open Issues report from the list of available reports on to the dashboard layout. Practice Exercise 6.

In this chapter you will learn how to access help in AtTask and record issues to a queue. Issues represent the unplanned obstacles that come up throughout the life of a project. you should analyze how your organization processes the work being preformed. This chapter introduces: ! Help mechanisms built into AtTask ! The AtTask Community ! Your organization’s internal support system 129 . Look for bottlenecks. It is also necessary to know when to seek a new solution and where to go. Recall that Tasks represent planned events that need to be completed in order to achieve the objectives of a project. sometimes there are unplanned obstacles that emerge and must be dealt with. and be aware of all the issues that come along. Where should you turn when you have questions? Periodically. Chapter 7 introduces a new use for issues.CHAPTER 7 ATTASK HELP "There is an island of opportunity in the middle of every difficulty." Author Unknown While planning is important to success when if comes to your projects. Chapter 1 described the difference between task work and issue work.

The purpose of queues is to separate the issues on production projects from the general requests or support tickets that need to be completed in order to make the organization function. You may need to speak with your Implementation Manager for specific instructions on how queues will be utilized in your organization. The following list includes a few of the common examples of queues your organization might use.LESSON 7. Examples of Queues ! Software Defects/Bugs ! Enhancement Requests ! IT Support Desk ! Material Acquisition Requests ! Project Requests NOTE The purpose of this lesson is to provide general instructions on accessing the Help Desk area. What’s a Queue? A queue is a project that is designated as an issue receptacle. and they vary from organization to organization. 130 . In this chapter you will learn how to record general.1 USING THE HELP DESK In Chapter 5 you learned how to record issues to production projects. non-project issues and requests to queues through the AtTask Help Desk. There are several uses for queues.

Figure 53. AtTask Home Navigation Tab. the Navigation tab provides a link into the Help Desk area button. When you click on this button you will be presented with the Help Desk page. Figure 52. 131 .Accessing the Help Desk On the AtTask Home page. The Help Desk Landing Page.

Click the IT Help Desk link. Depending on how the system administrator or project manager configured the queue. New Issue Form Diagram. 2. 3. Notice the new issue appears in the My Submitted Issues report. Click the Save button to submit the issue. . Fill out the relevant fields in the form. you will be returned to the Help Desk page.In the figure on the previous page you will notice this environment has three unique queues. NOTE The above diagram does not necessarily represent how the form will appear in your account of AtTask. You will use the Infrastructure Request queue to submit a new IT ticket. There are additional fields that can be enabled on the form and your system administrator may add unique custom data fields needed in your organization After filling out the New Issue form and clicking the Submit button. To initiate an IT support ticket 1. 132 . Figure 54. the issue will automatically be routed to the correct person to address your request.

and ! Issues originated by “me” that have been completed in the last 3 months. The My Submitted Issues report displays the issues that meet the following criteria: ! Issues originated by “me” that are incomplete. 133 . My Submitted Issues. It does not matter that the issue was recorded on a production project or on a Help Desk queue. This report displays all issues where you are set as the originator. NOTE Issues that have been converted into a task or project will no longer appear in the My Submitted Issues report. Issues recorded in your account of AtTask are not visible to the AtTask Support Team.Figure 55. TIP Do not confuse the Help Desk area with the AtTask Support available on the AtTask Community.

Fill in as many of the fields as you can.LESSON 7. Exercise 7.2 Go to the Help Desk area to submit a project request to the Project Requests queue.3 If your actual account of AtTask does not have a queue called AtTask Help (or another queue with a similar purpose).1 PRACTICE EXERCISES Exercise 7.1 Go to the Help Desk area to submit a software idea to the Application Request queue. Fill in as many of the fields as you can. 134 . and make note of the different fields. Exercise 7. suggest to your Implementation Manager that one be created to submit your AtTask questions.

The AtTask Community is completely separate from your AtTask account. ! Idea Share: Make suggestions for improvements to the AtTask application and vote on ideas submitted by other AtTask users. These include: ! Computer Based Training: Review video tutorials of how to perform AtTask activities. ! Glossary: Use the glossary to look up definitions of unique AtTask terms.2 THE ATTASK COMMUNITY The AtTask Community provides several possible help solutions. Figure 56. 135 . ! User Manuals: Search through the User Manuals to find topics relevant to what you are trying to accomplish. You will be required to register for the Community before you can access some of the material.LESSON 7. ! Forums: Communicate with other AtTask users to learn how they are using AtTask. simply go to the Help link in the top right corner of the AtTask interface. The AtTask Community. ! To access the Community site.

Fill out the required fields identified with an asterisk (*). 3.attask. Click the Create new account button. 2. Click the Not a Member? link below the Log In button.com/) or click on the Help icon in the AtTask interface. 4. 5. Go to your email inbox and follow the instructions in the validation email. 136 .To Register for the Community Site 1. NOTE The Unique Company ID field is specific to your organization. You must receive this information from your Core Implementation Team. Go to the Community page (https://community.

The AtTask Help Desk allows them to report problems to the AtTask support staff. ! On the following page you will find the Core Implementation Team Contact List. It is the internal trainer’s responsibility to provide custom documentation specific to your organization and regular in-house training for end users to verify you have the know-how to meet the organization’s goals for AtTask. if not all the AtTask Education courses. If you have not received this sort of instruction. encourage your implementation team to provide it. This person (or group of people) has met with the Implementation Manager and SMEs to understand the needs of the application and its users. ! Internal AtTask Trainer: The internal trainer is someone who has attended all the available AtTask Education courses. it is strongly recommended that you find out who they are. If you do not know who makes up your organization’s implementation team. ! Subject Matter Experts (SMEs): In this case the SMEs are usually project managers that need to have a say in how the application is setup to meet their unique objectives. ! Specific members of your Core Implementation Team (normally the Implementation Manager and the System Administrator) have access to the AtTask Help Desk through the Community. ! System Administrator: This will likely be an IT or operations resource that is tasked with configuring and maintaining the software. They should have a good idea of how team members will interact with AtTask. Take a moment to fill in the contact information for the individuals that are most equipped to help you with AtTask. The implementation team usually consists of the following roles: ! In-house Implementation Manager: This is normally the decision maker who approved the purchase of AtTask. and will have met with certified AtTask consultants to assist in implementing AtTask. 137 .3 INTERNAL SUPPORT SYSTEMS Every organization using AtTask has a Core Implementation Team. or the person designated by the decision-maker to implement AtTask. ! Your Core Implementation Team should provide you with specific instructions on how they want you to interact with them. and they should have the knowledge to assist you in learning the application and/or solving a problem. ! Each implementation team member identified above will have attended some.LESSON 7. ! Your Core Implementation Team is the first place you should go when you have AtTask-related questions.

Core Implementation Team Contact List ! Role Name Phone Email Implementation Manager System Administrator System Administrator Internal AtTask Trainer Internal AtTask Trainer 138 .

Add the Do Not Have Adobe Flash Player Install issue to your timesheet and mark the issue Resolved. incomplete. search for all late. Mark the task 75% complete and send an internal note to the Project Owner (AtTask Trainer) letting him know you are awaiting a response. Exercise 3 Change your user’s first and last name to your name. go to the Email AtTask Implementation Manager task and view the notes on the task. Follow the instructions outlined in the note from the AtTask Trainer on the task. Exercise 4 Using the Recent drop-down. Mark these tasks as complete using the Status Worksheet. and assigned to you tasks. Exercise 5 Using the Find menu.END-OF-DAY EXERCISES Exercise 1 Go to the My Tasks tab and group your tasks by project. Exercise 2 Open your timesheet for the current week and filter the timesheet to only show tasks on the My AtTask To Do List project. Don’t forget to include your hours. Update the Email AtTask Implementation Manager task by using the Update Task Status tab. 139 .

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Views. and competitive. The Administrator course covers organizational setup. AtTask Reporting —This course provides detailed training on customizing reports in AtTask. to evaluation. including Text Mode. It includes reporting basics. 141 . and processes. interface configuration. and Groupings. It also introduces more advanced reporting options. and validation—we’ll help you optimize AtTask’s state-of-the- art PPM technology. material. AtTask power users the tools they need to expand their use of the system with detailed customization of the interface. milestones and baselines.questionpro. From setup. and defining projects for use in the Capacity Planner. Topics covered include: advanced project and task configuration. ATTASK STANDARD COURSES AtTask Administrator — This course includes the processes and skills to administer support and maintain AtTask. reporting. and implementation best practices.com/ to complete the Education Course Survey to give us feedback on the course. Text Mode views allow you to display data not available through the Builder interface and to create calculated columns based on data returned in the report. The 1-day AtTask Portfolio and Resource Management course provides strategic managers the tools needed to complete project selection and resource planning activities. People —AtTask’s people-focused consulting and training services are a critical component to successful adoption and implementation success. such as creating Filters. reporting. Technology —Your Professional Services Consultant will help you implement AtTask to best meet the needs of your organization. Please go to http://attask-education. data migration. financial management. AtTask Project Management —This course prepares project managers with instructions for using next- level. AtTask Portfolio and Resource Management —This course is designed for portfolio managers and resource managers.WHAT’S NEXT? COURSE FEEDBACK We need your help to improve this course. custom data use. Process —We’ll help you identify and implement those business processes and best practices that will enable your company to focus on the projects that best align with corporate strategic and financial goals. and instructor. The following three keys to implementation and adoption success will help your company be more effective. PROFESSIONAL SERVICES OPTIONS Maximize your investment in AtTask by working with an AtTask Professional Services Consultant. internal support systems. Enterprise features. innovative. Thank you. integration overview.

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9. 4. Click the Save button to create the project. Select a date the project will start on. Identify the Sponsor of the project. 7. Select the Template – you may need to use the search icon to locate it. 3. but the majority of the work is completed in only a few minutes. Standardize your project definitions and work breakdown structures. and job role assignments. To create a Project from a Template 1. In most cases. you will want to store those steps as a Template. 6. 11. Decrease the time it takes to create projects (both the project definition and task list). the tasks created from the template need to be modified to fit the constraints of the project. Provide a narrative Description of the project. 143 . and 2. predecessor relationship. 2. Identify the customer of the project in the Company field. Navigate to the Tasks tab or go into the Gantt Chart to verify the tasks have been created. 8. 5. Creating projects from a template will: 1. Notice the tasks are organized with parent-child relationships.APPENDIX A Creating Projects from Templates If you frequently create and manage similar projects. Select the Portfolio and Program this project belongs to. Click on the Related Information tab. Identify the project manager in the Owner field. Input the name of the project into the Project field. realistic duration and effort estimates. 10. Go to the Create menu to select the Project option.

10. Many organizations prefer to create templates only after completing the project the first time so they can implement lessons learned immediately for the next time the project runs. 8. You would then follow the steps for building out a project plan. 2. Under the Exclude tab. Click the Exclude tab. 7. To save an existing project as a template 1.Creating Templates from Projects You can create a template from scratch by going to the Create menu and selecting the Template option. Click the Options tab. 6. If you would like to carry over custom data to the project. indicate tasks you would like to exclude from the template using the checkboxes. check the Clear Documents checkbox. Under the Options tab. expand the Import/Export menu and click the Save as Template link. Access levels can be customized to determine the rights and privileges of this template based on the selected groups. 2. 5. if you decided not to include documents attached to the project in this template. For example. 9. Go to the project you want to save as a template. 144 . 4. Select an organizational group or groups. From the left-hand navigation menu. 3. Under the Save as Template tab. click Project Management. It is usually recommended you create a template after completing a project plan. Click Template Home from the contextual menu. To view a list of available templates in the system 1. You can click on a name of template to view the details or edit the template. Click the Save button to create the template. You can also save a project as a template – this is the easiest and fastest way to prepare a template. From the expandable application menu. give the new template a name and description. indicate the project information you would like to exclude from the template using the checkboxes. select the custom data category from the Category dropdown menu. 3.

Specific instructions on how this tool is used are provided in both the AtTask Project Management and AtTask Portfolio Management courses. so it will be addressed briefly at this time.The Process Improvement Worksheet The Process Improvement Worksheet is a template-related activity. It allows project managers and other stakeholders to review how the actual execution of projects created from a template compares to the plan outlined in the template. 145 . This activity should be done on a regular basis to make sure templates are as accurate as possible.

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The Update Issue Status Tab. ! Figure 3. ! Figure 14. 147 . Page Layout Diagrams This section contains the following Page Layout Diagrams: ! Figure 1. The Gantt Chart Diagram. The AtTask Home Page and Navigation Menus. The Update Task Status Tab. ! Figure 8. The New Issue Form. ! Figure 10. ! Figure 2. ! Figure 7. ! Figure 13. The New Task Form Diagram: Task Details. The New Project Form Diagram: Related Information. The New Issue Form . The New Dashboard Page. ! Figure 11. The Timesheet Interface. ! Figure 4. ! Figure 9. The New Task Form Diagram: Resources. ! Figure 6. The Completion Status Worksheet.APPENDIX B This appendix to the AtTask Project Management course contains several of the Page Layout Diagrams you may find useful as you use AtTask as you decide how to use each page in AtTask. The New Document Form.Abbreviated. ! Figure 5. ! Figure 12. The New Project Form Diagram: Project Details.

Figure 1. The AtTask Home Page. 148 .

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Figure 2. The New Project Form Diagram: Project Details. 150 .

Figure 3. 151 . The New Project Diagram: Related Information.

Figure 4. The Gantt Chart Diagram. 152 .

Figure 5. The New Task Form: Task Details. 153 .

Figure 6. 154 . The New Task Form: Resources.

155 . The Update Task Status Tab.Figure 7.

156 . The Completion Status Worksheet.Figure 8.

The New Issue Form. 157 .Figure 9.

The New Issue Form – Abbreviated. 158 .Figure 10.

159 .Figure 11. The Update Issue Status Tab.

Figure 12. 160 . The Timesheet Interface.

Figure 13. The New Document Form. 161 .

162 .Figure 14. The New Dashboard Page.

Resource Change Request Form 163 . Dashboard Request Form 3.APPENDIX C This appendix to the AtTask Fundamentals course contains several Change Request Forms. As you attended this training. New Report Request Form 4. it is likely you identified configuration changes you would like to make to your production account of AtTask. You can use and/or modify these forms to request changes to or the creation of system configuration options. Change Request Forms 1. Approval Process Request Form 2. Parameters Request Form 5.

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