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1. 6 n 5 y 3 Wi 5 B 1 Critical k 4 E 2 High E 3 Medium E MA Unknown E 2 1 O o Closed Unknown Summary chart Please also read about the charts in reporting amp analysis Many concepts are similar Copyright O Webforum Europe AB 78 Webforum Project Management e User amp Administration Manual Control of issue notification e mail distribution Parameters for control of when an e mail notification should be sent to a user have been introduced There are separate parameters for assignment notifications and issue update notifications The first level setup 1s performed in System Options in the Admin tab For each of the parameters the administrator can choose Always User defined and Never If the parameter value User defined has been selected then each user has the possibility to make an individual setup in the My Profile page Send notifications is the default value Issue assignment e mail User defined E Issue change e mail desd User defined Allow workspace level issue import via e mail Never Default Risk Type standard m Setup parameters for e mail notifications in System Options My Profile User Information First Name Per Last Name Kallhauge E mail Address Title Job Title Function Company Organization Url Mobile Phone Activity report Daily m Mentions email w Send me notification emails when am mentioned in Forum postings Email fro
2. As opposed to all other dimensions the top level is not the sum of the lower levels in this dimension ETC and Forecast values for the time left in a project are automatically divided up on the weekdays that are left for each of the activities in the project The division is done by person provided that persons have been assigned to activities This means that the reporting and analysis function can be used for resource planning as well as income cost forecasts by time period The basic concepts for creating analysis and charts are the same but due to the nature of charts there are less options when creating charts If you are not used to multidimensional analysis it could be easier to start by creating a chart Copyright Webforum Europe AB 145 Webforum Project Management e User amp Administration Manual How to create a chart This function makes it possible to quickly analyze data using charts The chart report creator works in a similar way to how the Report amp analysis function works but with a limit to the number of dimensions displayed at any given time Charts Data entered before last processed time is displayed Data Last Processed 13 05 2013 21 28 54 GMT 01 00 Amsterdam Berlin Bern Rome Stockholm Vienna Report content 2 Filters 2 Measures Item Filters description Actions a n Scenario Spent 2 x ic cm Month 21 2013 Apr 2013 Y X Calendar Month
3. so w 5813800 0 hr 2 12 Task 1 2 23 03 2015 27 03 2015 3 5 Y 0 x 0 00 B20 gt E Activity 2 30 03 2015 1710412015 5 15 Y 0 X r g Adolfsson Fredrik fredrik adolfsson 5 00 Kallhauge Per per kallhauge webf 0 00 Project planning This is where you plan the whole project Project planning and follow up includes four tabs e Planning including GANTT e Activity details e Resource allocation e Budget and control On all these tabs it is possible to add move and delete activities It is also possible to change activity names All these functions are performed either by making changes directly in the activity tree or by using the tools in the toolbar For large projects adding and moving activities in a project hierarchy can be time consuming Webforum Project Management therefore has advanced functions that make it easier to perform these actions see the Paste description below for more information Toolbar functions the exact toolbar options vary between tabs eh o xXx Hloje o san enio ja 7 ja 13 Ela in a F Add button a Inserts new empty row above the selected row b Only one row could be selected active at the same time If more than one row is selected the insert button in the toolbar is inactive 2 Copy button a Copies selected rows b Single activities or structures can be copied 3 Cut button a Cuts selected rows b Single activities o
4. Adolfsson K Fredrik fredrik adolfsson aducera com Adolfsson Fredrik fredrik adolfsson webforum com A 3076 80 240 240 1240 24 0 240 1240 24 0 24 0 24 0 24 0 24 0 24 0 24 0 24 0 eN Lt Adolfsson Fredrik fredrik adolfsson test com A 1794 80 140 14 0 140 14 0 140 140 14 0 140 140 140 14 0 14 0 14 0 14 0 Arvidsson Johan johan arvidsson webforum com 1 2051 20 16 0 160 160 160 160 160 160 160 16 0 16 0 116 0 16 0 16 0 16 0 7 Kallhauge Per per kallhauge webforum com 1 4615 20 36 0 36 0 36 0 136 0 136 0 36 0 36 0 36 0 36 0 36 0 36 0 36 0 36 0 36 0 Resource Booking in Resource Allocation Just as in Resource Utilization it is possible to switch between displaying booking and other scenarios Booking Budget Spent ETC Forecast Display Mode Units e Booking Display modes Budget and control The Budget and control tab is used when setting budgets for the various activities It is possible to display the information in units amounts or costs It is also possible to show one specific unit of measure or all at the same time If all units are displayed they will be summed up regardless of unit of measure Details Resources Planning Issues Risks Charts Permissions E YE a ge 36 T Baseline version 23 03 2015 First basel Display as Units iy Task Start End Baseline ia Status complete Expend Spen
5. Booking mode is used in order to manage how much time a resource should spend on specific projects without specifying exactly which activities that resource should be assigned to Planning mode is used to get a more detailed view of which activities resources have been assigned to The views are explained in more detail below Copyright Webforum Europe AB 97 Webforum Project Management e User amp Administration Manual General Functionality A click on a project in the list will take you directly to the resource allocation view for that project which means that you can easily make changes to the work plans provided that you have such permissions oA ASE dl Periods 3 4 3 7 Utilization Allocated Resource Project Start End Booking an Feb Mar jar C Adolfsson Fredrik fredrik adolfss Oaa m3 O aas ee CC CRM Internal 16 02 2012 07 02 2013 0 00 0 0 0 0 C Demo Project Internal B A 11590212012 31 07 2014 970 00 0 0 0 0 0 0 0 0 C FERF Internal de 0111 2012 31 07 2013 197 99 21 3 223 23 4 20 3 A correct display in this view requires that the resource calendars that can be found in configuration under the admin tab are correctly set up In system options also under the admin tab settings are made for booking which unit of measure UOM to use for resource bookings This is also where the default booking status is set It is possible to define interval colors for bookings On the scre
6. Web Documents Projects Project Office Time Report Forum Tasks Calendar E mail SMS Contacts Web Publishing Users and Groups p Custom Fields Issue Type specific Users Special Users Issue Type Bug v Add Issue Type Manage Issue Type y Import Users p Name Type Mandatory Searchable Export Users 7 Found in release Pick list one choice Y Workspace J Fixed in version Pick list one choice Y Account Settings Login Log API Project Management gt gt Custom Fields Project Activity and Issue Issue Type specific Risk Issue type custom fields The same field can be used by multiple issue types Click Add Issue Type to add a new 1ssue type and to select which fields that should be used for that type Cf New Issue Type x New Issue Type Name Please enter a value for the required field Marne Fields Available Fields Selected Fields Found in release Fixed in version H Add Field Add Field OK Cancel New Issue Type Copyright Webforum Europe AB 125 Webforum Project Management e User amp Administration Manual It is possible to add more fields from this window as well by clicking Add field Click Manage Issue Type in order to change fields for an existing issue type or in order to delete an issue type a RSE Bie E Bug p Standard PX Manage Issue Types In order to reorder fields make sure Issue Type All 1s chosen Fields will always be displayed in the same order re
7. Copyright Webforum Europe AB 107 Webforum Project Management e User amp Administration Manual Edit booking details This function is used to change booking status and to write a booking comment If the toolbar icon is chosen the changes will affect all the marked resources J Manual Eng Booking Details x Booking status Freliminary OK Cancel Edit booking details Context menu There is a project context menu that contains the following fields Adolfsson Fredrik fredrik adolfss e Mama Meninnd Metall Arvids Kallha Kotkaj Linde Oliiny Rogac Tests Booking Edit booking details Paste ETC from Project Plan Remove booking E mail booking Booking history Open Project Details Open Resource Allocation Project Context menu Edit booking details See information above Paste ETC from Project Plan See information above Remove booking See information above E mail booking See information above Booking history See information below Open Project Details Opens the Project Details tab for a project This is useful for changing start and end dates for instance It is possible to navigate back to resource utilization when ready Open Resource Allocation Opens the Resource Allocation tab for a project Copyright Webforum Europe AB 108 Webforum Project Management e User amp Administration Manual Booking history The booking history shows
8. Create a baseline based on the current view 21 Assignment Notification E mail 22 Status Reporting 23 Activity Import Import activities from MS Project XML or Excel CSV Copyright Webforum Europe AB 26 Webforum Project Management e User amp Administration Manual 24 Export button Export the currently displayed rows to excel 25 Refresh GANTT button Planning tab only Refreshes the GANTT scheme with changes to the activity tree 26 Multi resource assignment a Function used to assign one or several resources to several activities in one step A number of activities could be selected by ticking the row check box Resource assignment screen is displayed Resources that are assigned to all selected activities are displayed on the right hand side Resources that are not assigned to all selected activities are displayed on the left hand side is 27 Replace resources Replace an assigned resource with someone else 28 Filter decide which fields to filter information on 29 Clear filter clears current filters 30 Gantt set up options show baseline in Gantt 31 Add button a Inserts new empty row above the selected row b Only one row could be selected active at the same time If more than one row is selected the insert button in the toolbar is inactive By double clicking on an activity that field becomes active and it is possible to change the activity name Planning The Planning tab
9. Manage categories Asia IF EMEA I Horth Amenca South America Australia Delete Add Manage Categories SS SSN OK Cancel Copyright Webforum Europe AB 123 Webforum Project Management e User amp Administration Manual O Add list values x Enter new list values separated by a line break OK Cancel Add list values for categories Once you have added categories you can press OK to go back to the list type window and choose Add to add values Category All i E Value Description Category E USA North America F Canada North America P lu Delete Add Change categories for values Categorized list values O Add list values x i Enter new list values separated by a line break South America T Brazil Chile OK Cancel Add values Copyright Webforum Europe AB 124 Webforum Project Management e User amp Administration Manual Once values have been added in the various categories you can press OK to save If you later on want to change categories for certain values Press Change categories for values Custom Fields Issue specific In addition it 1s possible to add issue type specific fields using the Issue Type Specific Custom Fields found in Admin Press Click New field in order to add a new field See the description for how to set up project custom fields in order to understand which options there are in terms of field types
10. The e mail will contain information about the risk see below There will be one e mail sent for each risk Copyright Webforum Europe AB 82 Webforum Project Management e User amp Administration Manual CI Manual Eng ERP Risk Number 2 Risk Name No programmers available Message from sender Please review the attached risks Details Project Name ERP Risk Type Resources Probability 3 High Consequence 2 Medium Score 6 Mitigation Try to find suitable consultants as a back up Closed No History Field Old value New value Fredrik Adolfsson 15 02 2012 17 09 47 Risk name No programmers available Risk Type Resources Probability High Consequence Medium E mail Choose columns to display This function makes it possible to choose which columns to show in the list E Risks Content Setup x Content Sorting Available fields Selected fields Created by Risk No E Created Date E Risk Type Modified by O Risk Name Modified Date E Probability El Consequence El Score E Mitigation F h E Closed 4 ka OK Cloze Content Risk Sorting this function makes it possible to select the sort order It is possible to choose from fields that are displayed as well as non displayed fields Copyright Webforum Europe AB 83 C Risks Content Setup Content EOEEGREGR0808000 4 Sorting Available fields Risk Type Risk No Probability Consequence Mitigation Closed Created by Create
11. Webforum Europe AB 52 Webforum Project Management e User amp Administration Manual 2 Display Mode dl Farro Graph Type Surmsry Anayze by Sistus i EE Group vy Organestor Cherttype Stacked Colm EA Marknad Unknown S ummary chart Bubble charts The user can choose which parameter the chart should be based on Values for the X axis and y axis are mandatory Optionally define which parameter that should be used for the bubbel size You can also optionally group on one additonal parameter Fn Graph Type Bubble a p 26068 Complexry vo yaxi Vaue Site Budget vo Group by Business Area Bubble Chart ST CPL1 Train O Car Boat O Truck Bubble chart Copyright O Webforum Europe AB 53 Webforum Project Management e User amp Administration Manual Time Reporting Time Reports is where project members and or personnel report time or other units spent and if applicable ETC Estimate To Complete Time can be reported on activities and issues The time reporting menu has four tabs tabs Which you see depend on group level permissions Time report Monthly view Weekly view Daily view Admin search Invoices Create invoices Time Report Tabs Monthly view The Monthly view is an overview over your personal time reports the last months It is aread only view Monthly view Weekly view Daily view Admin d December 2010 June 2011 EEH U UOM All A Hide em
12. L Shared filter OK Cancel Save filter Filters are managed by clicking Manage filters in the filter pane For each filter it is possible to change the columns and sorting order Copyright Webforum Europe AB 46 Webforum Project Management e User amp Administration Manual qa Manual Eng Manage filters Manage filters Delete Name Type Columns Sorting le Project Mar Fredrik Shared HR gi Close Manage filters Toolbar The toolbar contains buttons to expand collapse the tree structure as well as functions for printing and status reporting It is also possible to choose column set up and sort order flo 8 Ey Export It is possible to export the displayed fields from the project office by clicking the excel icon a All fields except the Phase progress and GANTT scheme will be exported Excel will display hierarchy levels but the order of appearance will be based on the excel setting which means that the plus sign for expansion may be displayed below the sub projects or phases Copyright Webforum Europe AB 47 Webforum Project Management e User amp Administration Manual A B 1 Project Phase l Status 2 Demo Project Not Started 4 ERP In Progress 5 Pre Study Finished 6 Go No Go Finished i Initiation In Progress 8 Initiation Complete 9 Implementation Not Started 10 Implementation Complete 11 CRM 21 Billing system Hierarchies in excel If you want to have the top level plus
13. Webforum Project Management e User amp Administration Manual In order to publish a form on a web page copy the URL for the form and paste in the web publishing This can be done by adding a new page of type Link and with target type In Page Please observe that only publishing on internal web pages 1s supported for the time being Web Documents Projects Project Office Time Report Issues Risks Reports Resources Forum Tasks Calendar E mail SMS Contacts my La El e Bug Reporting ERP a Start Public Website Settings Menus Permissions H Protected Website Home BRF Salladsekern Enc General Settings E a About BRF Salladsekern Published Y 2 World N 7 orid Nowe Page Name Bug Reporting ERP 1 Events URL maleng issuesfissuewebform aspx id 9 5 Google Schmoogle Target Type In Page v Large Page A Web Search Draft Show in Menus Y O Company News 500 pages under construc Browser Settings LD POP 2 Bug Reporting ERP Title Subscriber Start Page Meta Description aj Home BRF Salladsekern Ru Meta Keywords Save Cancel Publishing an issue web form The published web form looks like this Web Documents Projects Project Office Time Report Issues Risks Reports Resources Home English Bug Reporting ERP Here bugs related to the ERP system can be reported About this portal Eve
14. gt B 236 Periods 3 4 gt Display Mode Units Budget Week Month Year Week No Task Start End Duration Budget Sn pa e nl 23 2 9 16 23 30 6 13 20 27 4 11 18 25 2 aE activity 1 12 03 2015 03 04 2015 17 5813090 0 2 Task 1 1 2 16 03 2015 27 03 2015 57 10 5813090 0 hr Task 1 2 AQ 30 03 2015 03 04 2015 5 hr gt Task 2 1 12032015 E 25 03 2015 5 10 hr Cl Activity 2 amp 06 04 2015 24 04 2015 15 123 33 hr Adolfsson Fredrik fredrik adolfsson 30 00 10 0 10 0 10 0 Kallhauge Per per kallhauge webf Fd 93 33 26 7 140 0 26 7 Adolfsson Fredrik fredrik adolfsson test com 0 00 0 0 0 0 Adolfsson Fredrik fredrik adolfsson webforum com 120 0 45 0 45 0 10 0 10 0 10 0 Adolfsson K Fredrik fredrik adolfsson aducera com 5000000 0 Arvidsson Johan johan arvidsson webforum com 400000 00 Kallhauge Per per kallhauge webforum com 413093 33 eee dis 26 7 40 0 26 7 The Resource Allocation Tab The resource allocation tab has one additional filter icon _ It is used in order to filter which resources to show It is possible to choose how many periods to display at the same time It is also possible to display either budget actual or ETC values There is also a choice of units to display Details Resources Planning Issues Risks Charts Permissions H H 2 gt B 3 F Periods 3 4 gt Display Mode Units w Budget EA Week Month Year Week
15. s Search Fe Search Show all Users and Resources Replace With Resource Type Assigned Resources Type Y Kallhauge Per Adu kort per People Y Adolfsson Fredrik fredrik ad People Replace Cancel Replace assigned resource Print It is possible to choose which information to print and which type of page a report should be suited for It is for instance possible to scale the report so that 1t always fits on one page C Demo 11 4 Print Options Select columns to print Avalible columns Selected columns WBS Task Start Gantt End Duration W Status e Color Status complete Priority Budget i Create PDF report suited for selected page size and orientation Page Size 44 v Orientation Landscape v Create PDF report as single page In your PDF reader set parameter Scaling to Fit to paper or similar depending on which PDF reader you are using OK Cancel Print parameters Copyright Webforum Europe AB 35 Filter Webforum Project Management e User amp Administration Manual The filter function allows you to filter which activities and resources that should be displayed All activities that meet the filter criteria plus all their parent activities will be displayed All sums displayed will also be filtered the same way If you have custom fields defined for activities they will also show up c E x af Clear Filter General Resources Status Color Status Priority E m UOM Milestone
16. A7 Q Here bugs related to the ERP system can be reported Project ERP i Issue type Bug nis Form language English mn Active from 19 03 2015 18 Active to 31 03 2016 19 Expired message This form is expired El Response text Thank you for your report Allow attachments Y Allow public access URL https secure webforumtest com manualeng issues publicform aspx key 42bd41 cf fabf 43e5 930a f97c26361d10 Available fields Data type Selected fields Data type Default value Description Text multiple rows i Name Text single row E Reporter User list one choice Assigned To User list one choice E is Time Report Enabled Boolean Percent Complete Integer Start Date Date gt E End Date Date gt E vom Pick list one choice a Billable Boolean Time Report From Date 1 Time Report to Date Budget Decimal number ns Preview Save Cancel Web form details When setting up web forms it is possible to choose which fields to show on the form Normally the one reporting an issue does not have to see all fields Copyright Webforum Europe AB 127 Webforum Project Management e User amp Administration Manual It is also possible to write a heading and an explanatory text which will make it easier to understand how to use the form Field explanation Field name Explanation Published Shows if the link can be
17. C Manage Baselines El Name Description Included in Reporting Create Date T F Baseline 1 01 06 2010 gt F Baseline 2 01 06 2010 Delete New Close Baseline Managemt Copyright Webforum Europe AB 41 Webforum Project Management e User amp Administration Manual The Budget and Control tab also contains a number of measures Complete The manual complete set by the project manager or administrator Spent time reported time reported Estimate To Complete ETC 100 Forecast is the sum of time reported and the estimate to complete ETC The numbers are summarized which means that the top activity in the hierarchy will contain the sum of budgets time spent and ETC Baseline Variance Forecast Baseline Budget Variance Forecast Budget When you enter a budget figure it will be copied to the ETC column unless there is time reported on that activity You must choose the same unit of measure for all activities if you want these sums to be relevant for your project Issues This tab is further explained under Issues Risks This tab 1s further explained under Risks Charts Charts are explained in more detail in the Report amp Analysis appendix When displayed as a project tab charts are filtered on that specific project Charts lata entered before last processed time is displayed Data Last Processed 13 05 2013 21 28 54 GMT 01 00 Amsterdam Berlin Bem Rome Stockholm Vienna a Re
18. Earned Value pu AC EW BAC CY SV 40 000 12 000 11 429 40 000 571 26 571 CPI SPI EAC ETC VAC 0 95 0 29 47 000 30 000 2 000 Calculate Comments Internal Comments Status Date a Status reporting reminder activated The Project details window The fields marked with are mandatory Status indicates if the project is started not started or finished Currency is the currency used in the project A default currency is set by the administrator for all projects set up menu Project category is used as a way to allow follow up on a higher level than project for instance projects handled by a certain department or function A default value is set by the administrator set up menu There are two user defined category fields On the configuration menu the user can choose the name and values for these categories A default rate set on a project is the standard rate for the unit used for reporting 1 e normally hours A standard rate is set for each project This rate will also be the default rate for resources assigned to the project The rate can of course be used either as the price a customer will pay or as an internal rate for resources used Default cost is similar to default rate but contains the cost which makes it possible to calculate a gross margin Project Manager is the name of the Project Manager It must be a system user Copyright Webforum Europe AB 17 Webforum Project Management e User amp Administratio
19. Internal comment Save ETC 5 00 Save Save Cancel Advanced Cancel Approved Cancel Time reports are displayed by resource It is possible to use the search function to limit the number of resources displayed A user will see only those time reports that he she has permission to see Administrators will always see all time reports If a time report for a day 1s not marked as completed and not marked as approved the day cell on the Resource level will be grey If it is completed it will be yellow and if it is approved it will be green If a person has reported less time than the total available time according to the resource calendar the time will be shown as red Copyright Webforum Europe AB 96 Webforum Project Management e User amp Administration Manual A person with access to the time report admin tab and with update rights on a project may change the time and the ETC a person has reported on that project A person with approver rights can approve time reports A person can be an approver for one or many groups This is set on the user in the user section on the admin tab In the system option section it is possible to set whether an approver has the right to update time reports even without update rights on a project In the system options it is also possible to turn the approval function on or off Please note that in order for this function to work in a good way it is better not to mix units of me
20. Y E 5 Sa i ith Dat l v EPRE w w w EN A di Chart type Line with Data Labels Customer Billable Customer Y Units by Month and Billable Customer be Filter components N 1 800 4 18 Activity j la Calendar j la Customer 413 Project 18 Project Resource 1 400 j la Resource j la Scenario IS Time Report 1 600 Units 1 200 1085 5 1081 5 1 000 800 Jan 2013 Feb 2013 Mar 2013 Apr 2013 No Yes Charts The charts function has a few different sections one for report content selection one for filter components selection one for filters displayed and one for report content displayed Copyright Webforum Europe AB 146 Webforum Project Management e User amp Administration Manual Report content selection Report content 4 Measures Units m Axis Calendar Month F Series Data Customer Billable Customer pom lt No selection gt A Activity Calendar J Customer Billable Customer Customer Name 4 Project Resource A report can display one measure at a time It is also necessary to choose one dimension to display on an axis in this case months It is optional to choose a dimension to be displayed as series data but in this example Billable Customer is chosen Filters Limit the axis or series data values displayed by clicking the funnel icon Y next to the dimension Axis Calendar Month Y serie
21. Administration Manual Activity Assignment Notification E mail E Message Language English subject You have been assigned to tasks in project Project_2 Message Recipients a lastname a_firstname testing test com Adolfsson Fredrik fredrik adolfsson webforum com Anka Kalle henrik bech webforum com The following information will be appended to the message above You have been assigned to the following tasks List of tasks user is assigned to Workspace ECM Test Platform Message sent by Fredrik Adolfsson fredrik adolfsson webforum com Link to Project in My View https secure webforumtest comtest_ecmtest_10_1 myview project aspx Send Cancel Activity Assignment Notification E mail dialog As can be seen in the picture above the mail will contain a link to the Project in My View There the user will be able to see which activities he she has been assigned to and some general information about the activities Projects Activities with status Finished are not shown My View Project Activity Start End Status Complete Budget Spent ETC UOM Changes Since My Last Login Test project XXX Test Customer Project activities Test act 3 10 03 2010 24 03 2010 0 10 00 0 00 10 00 hr Status Reports Test Project YY Y Test Customer test act 2 09 03 2010 24 03 2010 0 10 00 0 00 10 00 My View Project Activities hr Status Reporting By clicking the status reporting icon E it is possible to
22. Decision Point r r Y Start End complete ST Eti Pay Eji E Activity Categories 4 Custom Fields Category Additional Category 2 Resource Categories Category Additional Resource Category 1 Additional Resource Category 2 F Enabled Delwerable Time Report Enabled Filter General a Filter General Name read Resources A Billable 4 Y Clear Filter Selected Adolfsson Fredrik fredrik adolf Anderson Joe joe_ anderson somec Not selected Readerman Moshe wa_reader webfo OK Cancel Filter Resources Copyright Webforum Europe AB 36 Webforum Project Management e User amp Administration Manual Display budget as The Display budget as function makes it possible to see and change budget values in units FTE Full Time Employees and Percentage This 1s useful when you for instance want to assign a resource full time to an activity for the duration of that activity rather than calculating the exact number of hours a resource should work Display Budget as FTE Os complete Priority Budget 100 20 0 0 0 fli fis Lis fis I 0 Baseline in Gantt It is possible to display a Baseline in the Gantt chart Click the set up icon above the Gantt chart to do this Week 8 Month Year _ Week No 05 3 Jun 2013 Jul 2013 Aug 2 I3 20 27 03 10 17 24 01 08 15 22 29 05 Gantt setup In the Gantt setup it is p
23. Delete Add Users and Groups Project List Mew Project Save Cancel The Permissions tab Full full access to all tabs including the Permissions tab Create not used in order to create new projets see group rights in admin Read gives access to all project tabs except Permissions No changes can be made Update access to all tabs except Permissions possibility to change data Delete possible to delete the project from the project list page Copyright Webforum Europe AB 43 Webforum Project Management e User amp Administration Manual Project Office The project office tab shows an overview of all projects It normally shows information related to the current workspace Please contact Webforum if you are interested in connecting workspaces so that the Project Office can display information from multiple workspaces General project detail information such as the project status as well as the GANTT scheme is displayed If there is a subproject it is also shown as well as project phases A project phase is a project activity with the phase checkbox marked In the project planning you can also choose to give different phases different colours By dragging the mouse over a status symbol you will see the status comment if there is one Use the expand collapse buttons to choose the level of detail you want to see Project Office Filters Z 7 E a B El 3 Display Mode li Week
24. G H Color Status Created Date 17 12 2012 14 38 43 17 12 2012 14 39 40 03 01 2013 16 03 37 04 01 2013 10 26 16 l Reporter Fredrik Adolfsson Fredrik Adolfsson Fredrik Adolfsson Fredrik Adolfsson 66 Webforum Project Management e User amp Administration Manual E mail issues Clicking on the e mail icon i opens the Send e mail window It is possible to write a message and attach documents just like in other parts of the system There will be one e mail sent for each selected issue and issue details comments and history information will be automatically added to the e mail Issues sent by e mail are stored in the e mail archive C Send e mail Send me a copy Subject Manual Eng Issue number IssueNumber Message Attachments Add from document archive Add from computer Send Close Send e mail An automatic e mail will be sent to the assigned person when an issue is updated Copyright Webforum Europe AB 67 Webforum Project Management e User amp Administration Manual Column selection Clicking the column selection icon E opens the content setup window with the Content tab open Choose which fields to display in the list by selecting them and moving them to the right hand side Issue number is always displayed C Manual Eng Issue Content Setup x Content Sorting Available fields Selected fields _ Description Issue Number Resolution it _ Type _ Category _
25. Keyword Resource Categories Job Role Enabled Al lan Yes ll Search All Name Cat taa Description Projektledare Emp Projektledare Systemutecklare Emp Standard Delete New Resources A global resource can have user categories as well as a job role This makes it easier to search for both global resources and users in the Resources tab Global Resources Details Mame Description Project Manager x W Enabled Resource Categories Additional Resource Category 1 Additional Resource Category 2 Employee le ll le Job Role le Back New Save Cancel Global Resources Details User Category Assignments Here it is possible to assign users to custom defined user categories The categories can be used in both in the resource utilization view and in the Report amp Analysis part of the system to make selections The categories assigned here are the same as the ones assigned when adding a user to the system but this view gives a quicker overview and does not require access to the user admin part of the system If a user is added to a category value the user will automatically be unassigned from a previous category value within the same category The user is required to have at least one category assignment for the Resource category category Copyright Webforum Europe AB 115 Webforum Project Management e User amp Administration Manual User Category Assignments Category Fredriks res cat 3 T Category Value User fredrik res cat 1 va
26. Load report dialog opens the Organize Reports dialog In the dialog the report name can be changed the Public report flag can be changed and the report can be deleted Charts The charts function is similar to Reports amp Analysis Charts are also explained in more detail in the Reporting appendix Charts are also available as a project tab ECM Test Platform 10001 Per Kallhauge English My view My workspaces Logout Efwebforum Start Web Documents Projects Project Office Time Report Issues Risks Resources Forum Tasks Calendar More a 8 Help Analysis Charts Views Views Admin Analysis previous version Data entered before 20 44 is displayed Report content Save Load H aly Units by Customer Name and Billable Customer Stacked Column adi Measures L Units v 1 000k Axis Customer Customer Name v B Series Data 900k Customer Billable Customer v R Filters 800k Customer Name All elements except Y 2 Filter components a HIS Activity aii 18 Calendar 32 Year 600k 32 Quarter as Month as 2 is Week E 500k 32 Year Quarter 7 4 32 Year Week as Year Month 400k aa Month Date aa Week Date per 300k aa Year Quarter Month Date da Year Week Date h Calendar Aggregation 200k ti tg Customer tg Project e u tg Project Resource tg Resource ES a rr HIS Scenario Ok le ES g S lt lt Lv 5 ae PA g le
27. May 2013 gt 1134 Project Activity C Demo Project Internal Activity 1 Activity 2 Issues _ Demo Project Sep 2012 Internal _ ERP Internal Pre Study Activity 1 Implementation Report Completed Time report daily view Admin The Admin tab is where managers can manage the time reports they have access to Depending on which responsibility a person has and which permissions he she has on a project he she will be allowed to do different things on this view Keyword 4 Monthly view Week 7 13 Feb 2012 19 Feb 2012 Resource Project Activity Weekly view Daily view Admin Approver For Mon 13 A Adu Fredrik fredrik adolfss Adolfsson Fredrik fredrik adolf 8 00 Report completed Report approved Y Construction Project 1 Internal Activity 1 Activity 1 1 hr 8 00 Activity 2 pcs Construction Project 2 Internal Demo Project Internal Project 3 Internal Mis Peter peter ilis aducera c Approve All Time Report Admin gt Gad 7 B uom AM E Tue 14 Webforum Project Management e User amp Administration Manual UOM All Thu 16 EIC hr 4 00 29 00 hr 97 00 hr 20 00 0 00 Search Hide empty rows Wed 15 Thu 16 Fri17 6 00 4 00 Description _ Hide empty rows Description this is a description Sat 18 Sun 19 Sum 18 00 18 00 Internal comment Save Cancel
28. Month 0 Year weekNo 2013 j Ti t Functi Risk t ization Priori Filters Project Phase ime Budge unction is Status Organization Priority bo Oct Nov Dec Jan Feb Mar Apr May Jun Jui TAL None a Demo Project C 0 Not Started Finance not set A Save Fiter 7 ERP 9 O J 9 In Progress Finance 3 O Pre Study Finished Re gy Clear Filter a Ga No Go Finished a Project Name Initiation In Progress E Initiation Complete il Customer Name Implementation Not Started v Implementation Cc Status E CRM d Finance not set Project Offi Clicking on a project name will open it in details mode Copyright Webforum Europe AB 44 Demo Project Customer Name Internal Start Date 15 02 2012 Project Categories Standard Project Project Manager Custom Fields Organization Finance Project Status Time Budget No approval yet Function Risk User defined status Budget 0 Comments Status Date Project Description Project Role Portfolio Phase Department Organization Name Related Document Back Clicking on the context menu will give a choice to open one of the project tabs FRE Details Status Not Started End Date 30 11 2014 Additional Category 1 Standard Priority not set SuSE BS Webforum Project Management e User amp Administration Manual Parent Project Currency EUR Euro Additional Category 2 Standard Resource Name Descr
29. No Task Start End Duration Budget a a Ei 23 2 9 16 23 30 6 13 20 27 11 18 25 P Activity 1 12 03 2015 03 04 2015 17 5813090 0 2 3 Activity 2 2 06 04 2015 24 04 2015 7 15 180 00 hr Adolfsson Fredrik fredrik adolfsson 30 00 10 0 110 0 10 0 2 Kallhauge Per per kallhauge webf rd 150 00 50 0 40 0 60 0 Manually entered budget values Budgets can be manually updated on a resource level if you want a different allocation than the standard one The budget distribution will automatically influence ETC values as well The icon symbols that the budget has been manually updated Clicking on it will take away the manual allocation and distribute the budget evenly over the activity duration taking the calendar into account Resource allocation booking The resource booking in resource allocation displays the same information as in the Resource Utilization view but for one single project 1 e only one row per person is displayed See Resource Utilization for more information about the booking functions Copyright Webforum Europe AB 40 Webforum Project Management e User amp Administration Manual Details Resources Planning Issues Risks Charts Permissions EE peras 3 CE Depay wose nis gt ooro Ovieek Son Year Elweecno oe we AA Mar 2013 Apr 2013 May 2013 PY a mano 25 4 11 18 25 1 8 1s 22 29 6 13 20 27 5128 00 40 0 40 0 140 0 400 400 400 40 0 400 40 0 400 40 0 40 0 40 0 40 0
30. Projects Request Recurrence Pattern Weekly on Friday an Monthly 5 1 Day The Last Friday Message Please report status for the last week no later than 16 00 PMO Activated 07 02 2012 by Fredrik Adolfsson fredrik_adolfsson webforum com Apply Status reporting reminder set up Copyright Webforum Europe AB Close 50 Webforum Project Management e User amp Administration Manual Column Set up Press the column set up icon on the toolbar in order to choose which columns to display C Projects Office Content Setup 7 Content Sorting t O Available fields Selected fields E Customer E Project Phase El Project number El Phase progress E Currency Status y E Start E E Phase color status E End E Status Time E Parent project E Status Budget E Project Category El Status Function F b E Additional Category 1 E Status Risk O Additional Category 2 F Gant El Froject Manager E Billable El Status Time comment El Status Budget comment El Status Function comment El Status Risk comment Budget E Column set up Sort order set up Click the sort order icon in order to choose sort order It is possible to sort on multiple fields also fields not displayed in the list El Projects Office Content Setup 7 Content Sorting Available fields O Selected fields Sorting Customer a E Status HA Green to red kd Project Phase Project number M Currency Start End Parent pro
31. Save Cancel Print It is possible to print the project detail information When printing there is an option to save the print file in the document archive This function is also available when printing from the project office summary page C Project Details Print Project Details printing has been finished Filename ProjectDetails pdf Size 18 8 KB Save to the document archive Download Close Print options If Save to the document archive is chosen it is possible to choose in which folder to save the print file C Select a folder Documents Root Name ERP Project Fa test Project 1 Project Launch Y 66666565 Temporary Save and open Save Select Close Print Folder selection Copyright Webforum Europe AB 22 Webforum Project Management e User amp Administration Manual Project resources This window is used in order to assign resources to a project This is necessary in order to later add resources to individual project activities Only resources added here will show up in the resource lists when assigning resources to activities There are three types of resources 1 People the same as system users 2 Global Resources resources added on the resources menu available for all projects 3 Project Resources resources added here available only in this project Resources can be given a default rate as well as a cost These can then be used in order to follow up revenues and costs Book
32. Sorting can be made on more than one field and the sort order is based on the order which the fields are displayed in Copyright Webforum Europe AB 10 Webforum Project Management e User amp Administration Manual Context menu From the context menu it is possible to navigate directly to the project tabs Wp New Project copy Xf 2S Qe su Project Customer Proj Ho Status w E oa Intarng 2003 Not Started Details F il In Progress Resources Ne Elat Etartad al mt b Gantt View Iss 7 Activity Details Rg Risks a Resource Allocation ed Charts Budget and control T FUL i aii PW wre ied Permissions CUL uy gyn ON SUlt 1 2010 Context menu Please note that Projects with time reported cannot be deleted First all time reported must be deleted Use the Search time report or Reports amp Analysis functions in order to find out which persons and which dates that have time report on them Invoiced and approved time cannot be deleted New Project If you click new a new project will be created and you will come to the Project tabs where you manage all information about the project Read more about project tabs below Details Resources Planning Activity Details Resource Allocation Budget and contro Issues Risks Permissions Charts Project planning tabs Above the planning tabs there is a Change Projects option This field makes 1t possible to navigate directly from a specific tab for one pro
33. Summary _ Additional Category 1 Severity Additional Category 2 _ Priority _ Created by Status _ Is Time Report Enabled _ Color Status Percent Complete Created Date z Start Date Reporter End Date _ Assigned To C vom T Modified Date C Billable C Modified by Time Report From Time Report to C Budget pl OK Close Field selection sorting A Clicking the sort icon vz takes you to the sorting set up tab Choose the field that you want to sort on It is possible to sort on fields that are not displayed Fields marked with E are those that are displayed in the list C Manual Eng Issue Content Setup x Content Sorting Available fields Selected fields Sorting F Project Priority gH Atoz Type Severity E Atoz Issue Number Status Color Status Hill Held etd E a a WW Resolution Category Additional Category 1 Additional Category 2 Created by Created Date Reporter feel std bb Assigned To Is Time Report Enabled Percent Complete Start Date E OK Close Sorting Copyright Webforum Europe AB 68 Webforum Project Management e User amp Administration Manual Issue details page Here it is possible to register information related to an issue write comments and to assign issues 1 Issue 1 Comment Change Status Se Assign 2 Summary Issue 1 Description Layout error in module x see scre
34. Wednesday o 0 Wednesday o 8 18 03 2010 Thursday o 0 Thursday o 8 19 03 2010 Friday o 0 Friday o 8 20 03 2010 Saturday o 0 Saturday o 0 21 03 2010 Sunday o 0 Sunday o 0 Save Cancel Save Cancel Resource calendar and Mass change Resource level changes are either made for one week at a time or for a longer time period using the Mass change function The mass change function can only be used for one resource at a time Customers Here you find a list of all customers in the system Copyright Webforum Europe AB 117 Webforum Project Management e User amp Administration Manual Customers Search Advanced gt gt Keyword Active de Search C Customer Name Number Address Phone Fax Ref Number Description Billable Active C A test customer 10038 Street 1 46 8 527 4070 46 8 527 40040 Test customer C A test customer 2 10039 C A test customer 3 10037 Delete New Customers You can choose to add a new customer by clicking the New button change customer data by clicking on the customer name in the list or delete customers by selecting customers in the list and then click Delete By pressing the advanced button it is possible to use more details when searching for customers By clicking simple you will return to the simple search function Customers Search Simple lt Customer Name Customer Number Reference number Active Search Search customers Customer Details This is where you add or change c
35. a log related to the booking status Booked It logs when the status is changed to or from status Booked changes to the number of booked hours as well as changes to project dates EJ Manual Eng Booking history x al 14 Field Old value New value Fredrik Adolfsson 02 09 2014 14 43 36 Booking status Preliminary Booked Booking 0 00 280 00 Fredrik Adolfsson 02 09 2014 14 44 43 Booking 200 00 320 00 Fredrik Adolfsson 03 09 2014 06 47 57 Project End Date 31 10 2014 30 11 2014 Close Booking history Details Resource Booking Process Example There are many different ways to work with resource bookings depending on the type of organization one has These are two examples in order to illustrate possible work processes Please see the Project Management manual for a description of how to perform the various steps described here Process 1 the required person is known to the person creating the project plan 1 Resource X is added to the project and given a preliminary booking status 2 A preliminary project plan is created and Resource X is assigned to various activities and given a budget a The budget is automatically also copied into ETC b The Resource Allocation view for a project displays the total time that Resource X will have to spend on the project The ETC figure is copied into the booking for Resource X 4 The booking information is communicated to the person responsible for all resources for instance
36. after in the list Will go to the issue in the GoTo issue pop up dialog C Manual Eng Goto issue Goto issue Cancel Assign will assign the issue to a user of choice via a pop up window It is also possible to add a comment C Assign Issue 1 j Assigned to v Comment OK Cancel Comment will add a comment via the comment pop up window It is also possible to assign the issue C Comment issue 1 K Comment Assigned to OK Cancel Copyright Webforum Europe AB 70 Webforum Project Management e User amp Administration Manual Change status will change the status via a pop up window where it is also possible to add a resolution assign the issue and write a comment C Change Status 1 Status Closed iii Resolution Solved iai Assigned to v Comment OK Cancel Click More actions to find additional options More actions E mail Export to my calendar subscribe Add Link Copy URL to Clipboard Export comments el E mail will e mail the issue Issues sent by e mail are stored in the e mail archive Export to my calendar will export the issue to a calendar that supports the 1Cal format Subscribe will add the issue to your subcriptions Add link will add a link to another issue Copy URL to Clipboard will copy the URL so it can be pasted into an e mail or similar thus giving a direct link to the issue Export comments wi
37. allocated resource The person who created the preliminary plan uses the replace resources function to move activity budgets from the fictive Project Manager to the real one 10 The booking for the fictive Project Manager is deleted Copyright Webforum Europe AB 110 Admin The admin tab Webforum Project Management e User amp Administration Manual is where the system is administrated and to a large extent configured The sections important for Project Management are Users Groups API and Project Management Users and Groups Users Special Users Groups Import Users Export Users Workspace Account Settings Login Log API Import from other systems Projectplace Project Management Resources Global Resources Details User Category Assignments Job Role Assignments Calendar Customers Categones Custom Fields Project Activity and Issue Issue Type specific Risk Issue Web Forms UOM Currencies Risk parameters System options Administration menu gt gt gt gt Copyright Webforum Europe AB 111 Webforum Project Management e User amp Administration Manual Groups On a group level it is possible to set permissions to the Planning Time reporting Project office Issues Reports and Resources modules Standard access means that specific rights depend on the permission settings for the specific user on a specific object such as a project The create project permission means that a perso
38. close the left pane The right pane contains the reports related to current view and according to the view s configured structure Expand the report to full screen with the expand icon in the report tat Click on the print icon to print the chart Copyright Webforum Europe AB 91 Webforum Project Management e User amp Administration Manual Export the chart to a raster or vector based image with the icon Grid report can be exported to Excel by using the Excel icon Views Admin Views are created and administered in the Views Admin tab eb Docume Projects Project Ofic Time Report es Risks Reports Resources cum sa na m M omact Web Pubisring ami Ceagnes Hep BB Booking a E Budget Ea meer ED Forecast seen 4 25 The right pane works the same way as when the dashboard is accessed from the tabs Left pane displays the full hierarchy of tabs views and reports Manual Svenska Web Documents Projects Project Office Time Report Analysis Charts Views Views Admin Views Create View Kontor versikt Edit try Delete Publish Unpublish PF Pesca a Views are created and administered under the Views Admin tab Create new views with the Crate View text link The edit view dialog is opened in create mode The Edit menu item opens the edit view dialog in edit mode Copyright Webforum Europe AB 92 Webforum Project Management e User amp Administration Manual Delete menu deletes the curren
39. currently assigned to the activity A red icon indicates that there are resources assigned By clicking either the icon on a row or in the toolbar it is possible to assign resources to either one activity or many activities at the same time In the resource assignment window it 1s also possible to set who is responsible for an activity Only responsible persons will get requests for status reports Dependencies pa m By clicking the dependencies icon on other activities it is possible to make an activity dependent Ef Dependency links Phase 4 x Activities Linked activity Type Lag ae Phase 1 Phase 1 Finish to Start FS 0 Dependencies There are four types of dependencies FS Finish to Start FF Finish to Finish SF Start to Finish and SS Start to Start FS The dependent activity will start when the linked activity 1s finished FF The dependent activity will finish when the linked activity is finished SF The dependent activity will finish when the linked activity starts SS The dependent activity will start when the linked activity starts The lag describes if the activity should start finish directly in connection to the start finish of the linked activity or if there should be a gap The lag unit is days Copyright Webforum Europe AB 29 Webforum Project Management e User amp Administration Manual Activity Folder Document link Details Resources Planning Issues Risks Charts Permission
40. een No Yes 10 ERP Internal 2004 M o In Progress No Yes 11 Adolfsson Fredrik fredrik adolfsson webforum com 12 Kallhauge Per per kallhauge webforum com 13 Project Launch Y Internal 2009 No Yes https secure webforumtest com manualeng doc dfRefiD 8 14 Fatest Internal 2011 No Yes https secure webforumtest com manualeng doc dfRefID 10 15 Template 1 The Consulting Compar 2010 Yes Yes 16 Demo Project Sep 2012 Internal 2007 No Yes 17 Adolfsson Fredrik fredrik adolfsson webforum com 18 Billing system Westing 2006 No Yes Export file Import Project The import project functions allows you to import projects from MS Project or any other product which support the MS Project export file format XML E import Project x Instructions You can import projects from MS Project using an XML file exported from MS Project For assistance with MS Project file export please consult your MS Project manual Customer Name Select file XML format Choose Start import Cancel Import project Copyright Webforum Europe AB 14 Webforum Project Management e User amp Administration Manual If the project plan you import has resources in it it is necessary to connect the MS Project resources with Webforum users or resources If you want to connect them to users or global resources the users resources must be present in the system when you start the import If you want to connect them to project resources it 1s possible to add the project r
41. gives you an overall view of the project in the time dimension 1 e the start and end dates for different activities and the corresponding GANTT chart The GANTT chart can be displayed in weekly monthly and yearly views There is also a checkbox to decide 1f dates or week numbers should be displayed provided that your workspace is using week numbering Here you can also set activity status and priority as well as add comments to tasks and assign resources Copyright Webforum Europe AB 27 Webforum Project Management e User amp Administration Manual By clicking on the pencil symbol you open a pop up window where you can add detailed information about a specific activity C Activity Details Activity 1 x Start End Duration l 110 2 2013 E 50 Move Start Date Priority UOM Y Time report from Time report to Time Report Enabled Status Color Status complete ie Green hal 0 Category Additional Category 1 Additional Category 2 Milestone Billable Enabled Decision Point Pl Deliverable Project Office Phase Project Office Gantt Bar Color 7 Description OK Cancel Activity details dialog The checkbox Time Report Enabled indicates if the activity will show up on the time report tab The checkboxes Milestone and Deliverable indicate if an activity is a milestone or a deliverable Milestones are marked witha symbol in the GANTT chart Deliverables are marked with a Y symbol in the GANTT
42. issues Read permission on a project is required in order to see issues and update is required in order to create or change issues belonging to a project Issues without a project can be seen by all users that have access to the issues module Issues Filters 2 da Add issue PR de O S 2 B 4 Display Mode E fil Goto issue Filters No y Type Na Status Color Status Created Date Reporter Assign None y 1565 Standard Test av extern i New y 06 03 2015 Per Kallhauge Manage Filters Save Filt 06 03 20 ave Teer Y 1564 Standard Test av extern i New 2 15 Per Kallhauge lt 7 Clear Fiter ae Y 1563 Bug 123 New 26 02 2015 Igor Vavryk 1562 Bug Absolutely new New d 20 02 2015 Slav Klev Joe And Search 1561 Bug Iwe New y 17 02 2015 Igor Vavryk Issue list page Clicking on a column header will sort the list on that column first When viewing issues for a specific project an e mail address is displayed at the bottom right corner Use this e mail address to send issues to the project pmi 1 records 1 pages This is the e mail address that should be used in order to send issues to the project issues module Issues will have issue type E mail until they have been reclassified Any attached documents will also be added to the issue There 1s no e mail address displayed when accessing Issues as a top module unless this has been chosen in System Option Allow workspace level issue import v a e mail When cho
43. lili cds 67 SONI aa E 6 110 PREPA BORO a E O O 68 A re a anaes 68 sue aetas Paura a 69 AAC MES lic 73 A A beaiace a 74 EMM Sn adi iisids 75 A tee cet nes cetat cm adeactsaxoeceduntenae Meander a a e 75 A A A 76 Additonaliniormato ips tucan to idiota idad 76 A A ee eee ee eee eee Ee 77 Control of issue notification e mail distribution occcooccncoccnncccnnncconnnoconononanononannnnnnns 79 en lt P O 30 NODO Sine 86 ANAIS IS ias 87 A e e to nabhas ausata hatte tiene Aba id 89 Views dashboard ee 90 VIEWS PROMI i case yes na inicio 92 Analysis Previos VEFSION uri in 96 BR OCICS coo oo cisco 96 WIG WS ain Mod ES id oil 96 General FUNCION AMY cuina 98 it O PE eqeetassuiteta sat oaserieaeeaimaeendiae 98 AE ON 100 Planning mode more Menu CHOICES iii A A 101 LL A A O A esdec basta rau Rea Mala eatatbeas 102 ACNE NP di lh osetia lee ate cee des teehee 104 Connect Projects to Resources ccccccssseeceecceeeeceeecaeueeeecceeaueeeeesaaaeeeeeesseaseeeessaaeeeess 106 Paste ETC from the project plaN cccooonncnncccccnncnncccnoncnnncnonancnnnononanennnononnncnnnnnnnanennnnnnnns 107 Remove booking cccooocccnncccnocccnncncnoncnononononcnnnnnnnnnnnnnononnnnnnnnnnnnnrnnnonnnnnrnnnnnonanrnnnnnrnnncannns 107 Send e mail with booking information DOOkiNg requests oocccccccccnccccccnncoconcnnnnoncnnnonos 107 Edit booking Celta llS uscar 108 SOME on ateo bende 108 BOOKING MISTON vireen a R A 109 Resource Booking Pro
44. tS Calendar 32 Month 23 Quarter 32 Week 32 Year 23 Year Month 33 Year Quarter 32 Year Week tg Calendar Aggregation 33 Calendar Aggregation IS Customer 22 Billable Customer 32 Customer Name IS Project 22 Billable Project s Currency Code 22 Meni ota marian OK Cancel Filter dimension dialog Copyright Webforum Europe AB 93 Webforum Project Management e User amp Administration Manual Default values are added edited with the filter Y icon When clicked on the member selection dialog is opened C Fitters Scenario Baseline Booking Budget ETC Forecast Spent OK Cancel Member selection dialog Filter dimensions are removed with the delete icon amp Reports are added to the view with the text links in the view Create charts report Create analysis report Create reports with the text links Chart reports are created in the same way as in the charts tab Copyright Webforum Europe AB 94 C ECM Test Platform 10001 Charts report Webforum Project Management e User amp Administration Manual x Report name Description F rdelning per person Report content E ii Chart type Pie Chart Pr W p Units Ra Axis Resource Resource Name ii z EE Per Kallhauge 22 03 7 m E SS 4 ajuuri 6 91 is Karlsson 7 83 j A Kvis Slav 5 66 Fi l Joe Anderson 18 23 Akakij Bashmachkin 7 27
45. this setting is the same for the whole system and cannot be changed for individual projects e Resource Activity Project Categories default settings for categories please see categories for more details Use in issues check this if you want activity categories to be displayed for issues as well e Responsibility default setting for Menu set up given to new users that are added to the system see the Teamwork Manual for details e UOM default unit of measure when setting up new activities Copyright Webforum Europe AB 131 Webforum Project Management e User amp Administration Manual e Page size the number of items shown in lists in the system for instance in the list of projects or customers If this is set to 20 and there are 50 projects the project list will contain 3 pages with 20 20 and 10 projects on them This setting is the same for all lists in the system e Use week number many countries use week numbers as a common way of referring to a specific week Here you can choose if week numbers should be used This setting affects whether or not the week number will be shown on the time reporting screen weekly view e Preliminary invoice here you can choose whether you want to create a preliminary invoice when you use the run invoice function You will then have to approve the invoice before it is finally created If this is not checked a real invoice will be created directly e Time Report App
46. update dialog HF SEG Customer Proj Ho Internal 2003 Internal 2004 Internal 2005 Internal 2006 Copyright Webforum Europe AB a Status Not Started In Progress Not Started Finizhed Billable Enabled Yes 12 Webforum Project Management e User amp Administration Manual C Manual Svenska Mass update x e oK Cancel z Details A Customer Name Status Currency Internal Different values EUR Euro 3 Default Rate Default Cost 0 00 0 00 Project start date Project End Date Parent Project Different values Different values Ei Project Categories Kategori 2 Kategori 3 standard Project Standard ss Standard Project Manager Progress Bar Based On Different values si Complete Project Office Gantt Bar Color Enable in Project Office Enable Project Folder Show in Start and My View Yes No m Different values ae Project Template Billable Enabled Different values Yes Custom Fields A Organisation Prioritet Land Different values 5 All Different value Project Status A if in iL if Commante Divilichar E Mass update dialog Export Project The export project functions allows you to export the projects and columns displayed It is possible to export resources when exporting other project information Click the excel icon in the project list toolbar to export all those projects that are displayed using the current filter You will be given an option
47. 015 24 04 2015 5T h w Standard y X Y Adolfsson Fredrik fredrik adolfsson 02 04 2015 5 30 04 2015 57 v Kallhauge Per per kallhauge webf v The Activity details tab Even though it is possible to use various units of measure for different activities you should be aware of the fact that this may make it more complicated to follow up the project on a high level since different units of measure will not add up correctly Activity Categories can be used in order to follow up certain standard activities that are similar in many projects for instance amount of time spent on programming house building project administration or whatever category that is used in your type of business You can of course choose not to use this function in which case the system administrator should make sure that there is at least one category that is named standard or similar Billable this indicates whether or not that activity is billable or not This is mainly used for consultancy companies Enabled this indicates whether or not the activity is enabled If the activity is enabled it will show up on the time reporting sheet By clicking on the resource icon 1t is possible to see or change which resources that have been assigned to a specific activity Rate It is possible to change the rate used for a certain resource when performing a certain job In some cases this may be useful when one resource has different rates for
48. 03 2012 H 04 2012 Le if you press the hierarchy symbol next to Year in a Year Quarter Month Day dimension you will automatically drill down to Quarter If you want to collapse 2009 again just press the minus sign next to 2009 al 2012 Filtering The Report filtering function is very strong By right clicking a dimension the filter pop up window will appear Resource Name E de Copyright Webforum Europe AB 154 Webforum Project Management e User amp Administration Manual C Filter Resource Name Anders Lindgren Fredrik Adolfsson Jenni Harju Johan Arvidsson K Fredrik Adolfsson Pekka Kotkajuuri Per Kallhauge Project Manager System Developer Unknown Volodymyr Oliinyk Yury Rogach SSIS E E E E E E E E E SIS Mroper TecTHpO0BCKMM OK Cancel Filters In the filter window you can select deselect members in order to display a subset of the members Advanced reports More than one dimension on rows or columns Once you know the basics of reporting building you may want to try out more advanced reports One way of creating advanced reports is to have more than one dimension on either rows or columns For instance in the report shown above you may want to know which activities a certain resource has spent time on If you open the activity category and choose activity name you can then drag the name to the row area and place in just below Resource You will now see that a plus sign appears nex
49. 2 504 35 145 67 415 08 595 77 595 72 212 130 05 33 Month HESA 5 gt Dec 13 017 16 78 193 43 10 002 410 04 132 42 0 05 595 77 568 64 10 094 917 50 n E i Month Date loo Grand Total 76 350 68 438 781 80 11 052 350 11 5 185 198 499 17 1 402 173 761 07 6 389 75 7 040 49 6 598 953 173 07 E 4 aa Quarter MEHRU i Week E aa Week Date HER ii Year HEE aa Year Quarter Month Date HRR aa Year Week Date HHR y a Calendar Aggregation a la Customer 32 Billable Customer HER aa 13 Project 19 Project Resource la Resource HIS Scenario Time Report lt gt Analysis tab The report content shows which configuration the user has done for current report The user can decide which measures and dimensions that should be displayed as rows and columns and the hierarchical order In addition both displayed and non displayed dimensions may be used as filters Measures are added removed with the related check box Report components A zF al Measures al Units ail Amount gall Cost OOUOSs ail Gross margin Dimensions are added removed to the report with the row and column icons P85 Filters are added removed with the filter icons 2 Copyright Webforum Europe AB 87 Webforum Project Management e User amp Administration Manual Switching of dimensions from to rows columns as well as hierarchical order within rows or columns can be done by drag and drop The filter section displays the dimensions
50. 3 Oo MM Aa WwW UN Fel 1 how charts displayed if filters applied to data 2 localization when language is changed after user logged in see attachments or ask me please for details Per Kallhauge 18 03 2015 17 18 13 Please change the localized value of the column Project phase in the chart dropdowns to only Project ki Name Fel 1 Fel2 Fel i vers ttning Fel i vers ttning 3 Fel 1 Fel i driftsmilj Fel i v ggupps ttning Status St ngd P g ende Ny Ny St ngd P g ende Ny Created Date Assigned To Modified Date 04 12 2012 04 12 2012 09 01 2013 09 01 2013 15 01 2013 20 01 2013 22 01 2013 2 E 32 Display Mode Gi Goto issue Fredrik Adolfss 19 05 2013 Anders Lindgre 11 04 2013 Fredrik Adolfss 09 01 2013 Fredrik Adolfss 29 01 2013 Fredrik Adolfss 20 01 2013 Fredrik Adolfss 22 01 2013 Fredrik Adolfssi 22 01 2013 Currently i s using the same localization key as in the column select dialog for the list They need to have different keys because the column selector should still be named Project phase Per Kallhauge 18 03 2015 17 18 45 Display order for the values in the chart Issue comments dialog Green Yellow Red Undefined Copyright O Webforum Europe AB lina Webforum Project Management e User amp Administration Manual A 2 w 0 2 0 gt 5 0 65 Webforum Project Management e User amp Administration Manual I
51. 6 Billable Resource category Employee Employee Employee Employee Employee Employee Employee This menu is used in order to manage invoices Invoices that meet the search criteria entered will be listed in the list box By default only preliminary invoices are listed Invoices Search Keyword Invoice no j 1037 1036 j 1035 Invoices Preliminary Customer Brainpool AB Webforum Brainpool AB Search Project Test 4 Time Report Test 4 Advanced gt gt Creation date 05 06 2007 10 00 11 22 05 2007 21 59 18 23 05 2007 22 30 35 Copyright Webforum Europe AB Preliminary 57 Webforum Project Management e User amp Administration Manual The simple search function performs a free text search on invoice number customer name and project name By pressing the advanced button you will be able to use more detailed search criteria when searching for invoices By pressing Simple after having pressed Advanced you will have the simple search function again Invoices eee Simple gt gt Customer Name Project Name Preliminary E Inwoice date from Invoice date to Invoice number ri Ea E a Search Invoices created in Webforum Project Management are meant to be used as additional specifications to invoices created in your accounting system They do not contain such things as company specific information or VAT codes From the listbox it is possible to view approve and ca
52. 6 57 OM y Er Amount Report vi ithout filt lable to th Manual Svenska Per Kalihauge gt Engish My view My workspaces Logout CJwebforun Wed Documenta Projects Project Office Time Report aye Risks Resources Forum Taska Calendar E mail Sus Contacts Web Publishing Admin Hep Ansyss Charts Views Vews Admn Data entered before deplayod Kontor Oversikt v a d Mandad den per ar z Month Jan Feb Mor Apr May n Jul asg Sep Oct Now Dec Year 2010 313 1064 2011 1 227 60 222 60 25920 2331 2012 23320 360 17 74331 W236 441 91 36 02 25959 27659 406 13 2 473 966 56 461 04 445 2013 224380 8652 20 00 396 00 10 00 2014 33 00 42 00 2015 8 084 00 Grand Total 2 477 01 43849 7 460 31 718 34 451 91 533 02 259 59 27659 1 675 73 2 474 139 16 72337 785 mw 211 2012 223 214 2015 de isent xi Scenario Booking Budget Spent ETC Forecast Grand Total Year 2010 10 00 110 00 201 40675 14060908 13 00 13 00 1 942 62 2012 2 356 18 1 920 41 1237 113 80 1 237 113 00 2 476 604 19 2013 20260 46773 1 074 00 1 014 09 2686 33 a 2014 3300 21 00 21 00 75 00 5 1000 2 2015 330200 333200 668400 rand Total 3 005 53 4 001 00 1 238 161 80 3332 00 1 241 493 89 2 489 994 13 Budget Report view with filter available to the user The top bar contains views available to the user Select the one to use from the list Left pane contains the filters available to the user and the current filter selection The splitter between the left and the right pane can be used to
53. Alexander Tupalenko Pa _ SA Andrey Grynko Chart dialog ox Cancel Analysis reports are created in the same way as in the analysis tab Analysis dialog C ECM Test Platform 10001 Analysis report x Report name Description 1234567890 Report content ag 3 ul Values o Month Jan Feb Mar Apr e Units XA category 1a 3 H Columns 1 92 76 237 30 1 380 214 836 92 5 336 4 Month 3 50 00 E Rows 4 75 00 Category 1a 3 x 9 1 81 6 19 Report componente a ACC11 96 00 132 13 1 328 89 gt PPP ACC12 9 67 15 064 95 14 EHIS Activity Standard2 57 00 20 002 301 00 4 19 Cidar Unknown 50 306 91 190 680 20 2 369 469 97 164 382 4 19 Calendar Aggregation Grand Total 50 552 68 191 061 11 1 402 603 132 92 169 734 Ha Customer HET Project ate Project Resource Ho Resource Ha Scenario Ho Time Report lt gt ok Cancel Copyright Webforum Europe AB 95 Webforum Project Management e User amp Administration Manual Analysis previous version Web Calendar E mad sus More Y a Heb Data entered before last processed time is displayed Date Last Processed 11 0 2013 13 44 GUT 01 00 Amsterdam Berin Bern Rome Stockholm Vienna Actions Total amp Q1 2013 amp Q2 2013 amp Q3 2013 amp Q4 2013 2013 Documents Projects Project Office Time Report sues Reports Resources Forum Tasis Reports and Analysis Analysis Cheats i gt Values of F
54. B Tarrrotycarormer UN Testers Inc t rs ning per kund 2 L F rdelning per person tomer A Pekka Kotkapuni 457 E n i Kets Slav 4 35 7 gt stEret re core in MOS Joe Anderson 71 24 7 s p 2 iS a ue Copyright Webforum Europe AB 1 Webforum Project Management e User amp Administration Manual Contents Webforum Workspace Introduction cconncccncconcccncnconacconononanconaronanrenannnnanenannos 5 MOGUCOM ss fet cn etc teeta ek aad easter td sts ctl ee ee ea etn ot co dase Asatte 5 ale CIMA cesuneneeceanncrsanccbags unis donna O 6 VIGIIMMIGUAI AWY OFKSDACEC tasa 6 Ay OUNON TAG VV OFKSD AGE iia aa ica 7 POJI S cirpip iaae iaaa Eppa 8 A R RAR O EO 8 EILE E AS E A E EAE EA E EA E E T A E E E T E T 9 WO OUD aea TO 10 SOO Nte occiso 11 A O occ eaee ceeded meeen ees aueedenes 11 CODY ROJO Olas iia 12 Mass Updates ii osados 12 EXDOR POE cid at lei 13 MDO PrO Caz eaasraa teeta theta states a a cant eaantacacdal ad tenance 14 Project octal races assed e e aid cel ed DeL E 16 Project aetail a eee 22 ETO CU IS SO UNG ES tos 23 Project planning and follow up tab ccccoooccnncconcnnccnncnnconononcnnnnconononnnnnonancnnononcnnnnnncnnnnnas 23 A ics saa hatagavane iwi he snaas as divusiauatiacosmiuttsiansac N oon tau ieneestan 27 ACIVIV IMPOR 29 ReSoUIcS as SIM nl ene decae da ee et nd ad de ere dd a 29 Dependencias sia tildes 29 ACity FENICIA tec les 30 ASSIGNMENT Notification E mail erise e o eiat iaaa
55. Category 1 Additional Category 2 Project Manager Billable Status Time Status Time comment Status Budget Status Budget comment order set up Project details Webforum Project Management e User amp Administration Manual Selected fields a O Status m Sorting Hq Green to red kd OK Close This is where you enter general information about the project A project must be connected to a customer If this is an internal system without external customers an administrator can set up a dummy or internal customer that is used for all such projects Customer Name Internal Currency EUR Euro Project start date 150212012 Project Category Standard Project Project Manager Enable in Project Office l Project Template Custom Fields Organization Finance Project Name Demo Project Default Rate 0 00 Project End Date Additional Category 1 Standard Progress Bar Based On Complete IF Enable Project Folder Pl Billable Priority not set 4 Status Not Started ni Default Cost 0 00 Parent Project Additional Category 2 Standard Project Office Gantt Bar Color Fl Enable in My View Enabled gt gt Country All ds Copyright Webforum Europe AB 16 Webforum Project Management e User amp Administration Manual Project Status A E jE Published Comments Time a O O Budget a Function a Risk a UserDefined IO Budget Spent Forecast
56. F AFF Webbplats 21 05 2007 01 06 2007 C Schneider amp Co Schneider amp Co We 16 05 2007 16 05 2007 Run invoice Create invoices Select the projects in the list for which you want to create invoices Please note that invoices will only be created for days where the user has checked the report completed check box You may want to check the report completed check boxes for the various time reports before creating invoices When you press the run invoice button the invoices created will be preliminary if you have chosen to use preliminary invoices when setting up the system By using preliminary invoice you can check them before approval Please observe that invoicing is always performed on a project level Approved invoices cannot be deleted which means that no more time can be reported on the corresponding activities and dates Issues can currently not be invoiced Copyright Webforum Europe AB 59 Webforum Project Management e User amp Administration Manual Issues Issues is a top level module as well as a tab for a project On the top level it is possible to see and work with issues regardless of project On the project tab only issues related to that project are displayed In addition to the functionality described below there is also information about issue configuration as well as issue publishing under Admin Issue list page The main page is the issue list page Here it is possible to filter and sort
57. Management e User amp Administration Manual Calendar The work calendar is a way to control both the standard work week and on off days This is used both for resource allocation and for the time report tab Calendar Calendar Base Pattern Exceptions Base Pattern Exceptions Calendar On Off 4 Week 36 31 Aug 2009 6 Sep 2009 t al Monday GO Date Day On Off Hours Description Tuesday 31 08 2009 Monday Oo 8 Wednesday GO 01 09 2009 Tuesday O 8 Thursday OO 02 09 2009 Wednesday O 8 Friday GO 03 09 2009 Thursday O 8 Saturday OO 04 09 2009 Friday O 8 Sunday OO 05 09 2009 Saturday O 0 Standard hours 8 00 06 09 2009 Sunday O 0 Save Cancel Save Cancel Calendar It is also possible to set exceptions from the normal work week for instance that a certain date is a holiday or that another date is only 4 hours long This affects the resource allocation and is explained in more detail there It is also possible to set individual calendars for users in the resource tab or using the mass change tab The mass change tab is good to use if for instance a persons is never working on Wednesdays Base Pattern Exceptions Resource Mass change Base Pattern Exceptions Resource Mass change Resource prow D d Week 11 15 Mar 2010 21 Mar 2010 gt a Resource ainia BE ne To Date EEEE Date Day On Off Hours Description On Off Hours Description 15 03 2010 Monday o 8 Monday o 8 16 03 2010 Tuesday o 0 Tuesday o 8 17 03 2010
58. Orientation Landscape Create PDF report as single page In your PDF reader set parameter Scaling to Fit to paper or similar depending on which PDF reader you are using OK Cancel Project Office Print Status report reminder Clicking on the traffic light symbol P will open the Status Report set up window Here it is possible to activate the status reporting function and to select if a reminder should be sent to all Project Managers or only to managers for selected projects If all are chosen status reporting reminder cannot be updated on a project level If Selected Projects is chosen the status reporting reminder function can be switched on and off for individual projects If Selected Projects is chosen a project with this function switched on will have a symbol before the GANTT chart in the project office listing Project Managers will get an e mail reminder to update status together with a link to the projects he she is managing so that the status fields can be updated Copyright Webforum Europe AB 49 Webforum Project Management e User amp Administration Manual ql ECM Test Platform Status Reports Automated Status Reporting Function Activated When the Status Reporting Function is activated a request for status report will be send to the project managers for the selected project as long as the start date has passed and the project is not yet finished Project Manager Status Reminder Option Selected
59. S 44 18 Time Report ap BS eS yS ES E E re x al E wo o Ni di e gt P L AG MB No MN Yes Charts Copyright Webforum Europe AB 89 Webforum Project Management e User amp Administration Manual Analysis Charts Views Views Admin Analysis previous version Data entered before 20 44 is displayed Report content Save Load lll Ha Units by Customer Name and Billable Customer Measures Units Units ii 7 Manually Maverick PARA Corp PK test qqq TestEmptyCustomer Testers Inc Sum 23452345 Customer Gena Test Axis j 234534 4 A A Customer Customer Name No 150 00 21 192 00 412 67 105 141 80 1 490 00 12 176 00 11 957 00 171 969 52 324 488 99 Series Data Billable Customer Customer Billable Customer y Yes 857 201 30 341 137 00 26 547 60 1 224 885 90 aA ds Sum 21 192 00 412 67 857 201 30 105 141 80 341 137 00 26 547 60 1 490 00 12 176 00 11 957 00 171 969 52 1 549 374 89 Customer Name All elements except y SZ Filter components a Customer Name Charts in grid mode Select the measure that should be used in the chart in the Measures list box Select the dimension you want to use in the chart e g Year Project name Resource name in the Axis list box Optionally group on a second dimension in the Series Data list box Any number of filters can be used for th
60. They are described in further detail below The main panel In this area the report will be displayed Dimensions and Hierarchies are found in the Cube Structure area Copyright Webforum Europe AB 151 Webforum Project Management e User amp Administration Manual Report components A aul Measures Ha Activity Ha Calendar i a El Year HEF i a E Quarter HAR i 22 Month fines i as Week E i as Month Date HAR i a Week Date WHR i e E Year Quarter Month Date HAE ba za Year Week Date fe E Ha Calendar Aggregation Ha Customer Ha Project 318 Project Resource Ha Resource Ha Scenario 4 19 Tirne Report Dimensions and Hierarchies by Category In order to create a report like the one above in PM you go to the report component area and choose the fields that you are about to use Start by clicking the arrow next al Measures to the measures symbol Below measures click on the arrow next to Time Report Here you have a choice of amount cost and units gral Measures aisis aal Units pU ul Amount In this example you select units and drag it to the Measures area that you find in the top left corner When this is done the total of all units stored in the system will appear in the report area in the middle of the screen Copyright Webforum Europe AB 152 Webforum Project Management e User amp Administration Manual Analysis Charts Views Views Admin Report con
61. Webforum Project Management e User amp Administration Manual Webforum Project Management User and Administration Manual Demo Project Details Resources Planning Issues Risks Charts Permissions de h a 2 J 4 ARE al 3 o e 7 a 3 amp E 8 Budget in Units e O Week O Month Year T WeekNo 5 WBS Activity Task Start End Duration Stat lete Priori Bu iaa ii _ Activity Tas n ration Status Shenoi Prack Eat 04 11 18 25 02 09 16 23 30 06 13 20 ai F Activity 1 31 12 2013 20 01 2014 15 Y 0 58138000 P ag 2 11 E Task 1 1 31 12 2013 5 13 01 2014 3 10 50 5813800 0 hr PQ 12 7 Task 1 2 14 01 2014 20 01 2014 5 e Y 0 le E A gt F Activity 2 21 01 2014 10 02 2014 5 15 0 5 00 r Z B A F Adolfsson Fredrik fredrik adolfsson 5 00 _ Kallhauge Per per kallhauge webf 0 00 E ECM Test Platform 10001 Per Kalihauge Crgith My view My workspaces Logout Owed Stet Web Orcumerns Projects Project Otfce Time Report weues Reis LN Resurse Forum Taes Calender Cnst SVS Corade WebPub sheg Asem Degrostos SSE te havan Charta Verax Vews Aare Arabenee prevowe ew anar Dete enteres before 12 45 la disotayed PE no Miter Antal onhotor per r oy EA a m MM MD 23652945 234 550 BN Customer Tar GB Gera MD Manuel Otomar ME Mawerck Com gt lt tar MN B
62. aa eid iced tees vaca A 30 Status REDON sa a teased udscabeeh eaa E 31 Mass Update Activity Details DialOg coocccncccconncnncononcnnncononcnnncononcnnnnononcnnnnnnonnnnnnonannnnnoss 34 Replace TOSOUI COS nta laa 35 A 35 A NITE EEEE PE ET TEE E Manduca seu nase EE TE 36 Display DUCQS a Suenson ls tios 37 ERICA A O E 37 Clica E ani Ga ea ora meen ree rer 38 ACIM detas taD eea e 38 RESOUS alocada E 39 EUA ANC a A o cea 41 A ve Sa aaa ara a a aa Maaeaueee cheng aa eietoseeeecees 42 RISKO raed asc A a e dea ated e a Dacca at 42 Chal a a cams ts sie Ab tase reece 42 PEU S ec 43 Pro JeCcrOMICO ii epee eee ee eee 44 ErO Cll HINO aan adornos baaa 46 TOODA ce POUR APM A tea E 47 CHa Sines donee PP tats canal aap teammate A 52 Time Repon ma oso 54 MONTI VI Wed ia 54 A NL y O AE ir e O A 54 Dally VIEW seses 55 Copyright Webforum Europe AB 2 Webforum Project Management e User amp Administration Manual nn PP A 56 Time Report SearChD ooonccncccccncccnncccnnnconnononannnnnononnnnnnnnnnnnnrnnnnnnnnnrnnnnnnnnnrnnrnnnnnnrnnronnnanennnns 57 A O REPO A 57 View ANG ADDIOVE INVOICES ranan toate a eee O E 58 Greate INVOICES aces sete dect seta 59 ISS UGS iniciado E 60 ISSUC MIST DAC A o e ER a O 60 AP A E Meek eee Me Ree tae eee ne One eer weer ie eee rr ee ee eer ee 60 EUA A 63 SUBS CAPI o tao E 64 comments Ih the Issue lors iaaeresuearecseueee 64 issue Mass Updale isa ee ee 66 EXPO SUCS onie ada 66 E MaliSSUS Srs ic io ll
63. ails in the context menu or on No in the list in order to open an existing issue This will take you to the issue details page Subscription It is possible to subscribe on issues This is done by pressing the red flag icon in the toolbar or by choosing Subscribe in the context menu dH Add issue JP Xo olga E dE P Type No 5 rl E Bug 1 la wW r E 2 ls Issue details La ml 3 F Close La m 4 B Reopen Lal 5 Ti Subscribe Laa 6 te Delete IE i T te F E mail i 3 te El m Bug 9 te Issue context menu Issues that you subscribe on are marked with a red flag on the corresponding row ail E Type No Summary C n Bug 1 Issue 1 F Bug 2 Issue 2 F jE Standard 3 Find new pa Subscription Comments in the issue list It is possible to display comments as a column in the list The content in the column is an icon and also information about the number of comments on each issue Click on the icon opens a dialog box with the comments The comments are included in the Excel export Copyright Webforum Europe AB 64 Filters Fitters None Manage Filters mg Save Filter 7 Clear Filter Search Project Name Search v v v Comments in the issue list C issue Comments 9 z Per Kallhauge 16 03 2015 17 17 55 Please check HP Add issue Fel Fel Fel Fel Standard
64. asures UOM for a resource If units are mixed 1 e in one project time is reported in hours and in another project time is reported in days it is possible to use the UOM list box in order to see just one UOM at a time Time Report Search The search menu is used in order to allow detailed search on various combinations of parameters for instance projects customers persons or similar Search results can be exported to excel Search time reports Search Last name Report date from Resource category Employee v Resource Customer Karlsson Jo Webforum Oliinyk Vol Webforum Oliinyk Vol Webforum Oliinyk Vol Webforum Karlsson Jo Webforum Karlsson Jo Webforum Oliinyk Vol Webforum First name Report date to Invoice number Project Activity Time Re Time Re Build a Time Re Build a Time Re Build a Time Re Time Re Time Re Build a Time report search Invoices Technic Technic Technic Date 20 11 2006 20 11 2006 21 11 2006 22 11 2006 23 11 2006 04 12 2006 04 12 2006 Customer Name Invoice date from Activity UnitsUOM PriceCurrency 6 00hr 0 00SEK 0 00SEK 0 00SEK 0 00SEK 0 00SEK 0 00SEK 0 00SEK 1 00hr 4 00hr 8 00hr 4 00hr 6 00hr 2 00hr Project Name ti Invoice date to Invoiced Yes w Yes Search Export to Excel Invoice Billable Description Internal comment 1036 1036 1036 1036 1036 1036 103
65. ategories Units Unit is the number of units The default unit of measure is hours but it is possible to use days or any other unit of measure that the administrator has chosen to add to the system In order not to sum up different units with each other it is important to be sure that you make sure that your selection does not contain different unit types This can be done by selecting UOM Unit of Measure in the Activity Category D AA Copyright O Webforum Europe AB 143 Webforum Project Management e User amp Administration Manual Category Dimension Description Hierarchy levels There is one standard resource category but it is possible to use other categories that the administrator has chosen to add to the system There are three resource categories in total and each category can have an unlimited number of Resource Resource Categories members Resource Name This is normally the same as users but if there are other resources added to the system they will also be available to select A e resource Activity Activity The standard activity category is Standard but it is Category possible to use any other category that the administrator has chosen to add to the system Most organizations are not using this dimension Activity The name of the activities as set up when planning projects This list will show all activities for all projects Activity Issue Indicates if data is related to Activities Is
66. atory fields h a Manual Eng Create New Project x Customer Name Project Name Project start date Eti Project End Date Eti Default Rate Currency Enable in Project Office Enable Project Folder Enable In My View oma a Billable Priority Back Next Cancel Create New Project Manually Copyright Webforum Europe AB 104 When a project is copied the same dialog as in the normal copy project function will be displayed EJ Manual Eng Copy Project Copy From Project Customer Name Project Name start Date Default Rate Copy Objects Activities Tasks Froject Resources Resource Assignments Activity Resource Rates Budget Permissions Document Folder Webforum Project Management e User amp Administration Manual Product Launch X Internal F Product Launch 01 03 2012 H 0 00 a a E E Back OK Cancel Create New Project Based on an Existing Project In both cases the creator will be asked to assign resources to the project as a part of the creation process If the project is based upon copy and copy project resources has been chosen the currently assigned resources to the copied project will be displayed as assigned but it is possible to assign more resources as well gl Manual Eng Resource Assignment Available Adolfsson Fredrik fredrik adolf Project Manager Rogach Yuriy yrogciklum com a al O aa System Developer Resour
67. by Last Opened date Any filter or sort order setting will be remembered the next time you come to this list Projects Filters a z da New Project T AJEL Filters C Project Customer Proj No Phase progress Status Billable Enabled Documents None v i Fatest Internal 2011 No Yes 6 Manage Filters Save Filter Demo Project Internal 2003 Not Started No Yes Sy Clear Filter Sach Product Launch X Internal 2008 Yes Yes O CRM interna 205 Mao No Yes ERP internal 2008 MO iy In Progress No Yes Project Launch Y Internal 2009 No Yes 6 oe Template 1 The Consult 2010 Yes Yes _ Demo Project Sep 2012 Internal 2007 No Yes Project number Billing system Westing 2006 No Yes Status Customer name Reference Enabled Project Categories Additional Category 1 Additional Category 2 Portfolio Project Manager Project Template Custom Fields a Organization Priority Project listing The Search field is a free text search covering most of the fields available including custom fields Copyright Webforum Europe AB 8 Webforum Project Management e User amp Administration Manual Filter It is possible to save different filters by clicking Save Filter When saving a filter it is possible to choose the Shared filter option so that others can use the filter Project level permission settings will still be applied for each specific project
68. by e mail 5 The responsible person makes sure that Resource X is not assigned to other projects during this time and changes the booking status to booked possibly with a booking comment 6 The resource responsible informs about the new booking status Copyright Webforum Europe AB 109 Webforum Project Management e User amp Administration Manual Process 2 the required person is unknown to the person creating the project plan l 2 aa A fictive project or global resource called Project Manager is added to the system The Project Manager 1s added to the project and given a preliminary booking status A preliminary project plan is created and the Project Manager is assigned to various activities and given a budget a The budget is automatically also copied into ETC b The Resource Allocation view for a project displays the total time that the Project Manager will have to spend on the project The ETC figure is copied into the booking for the Project Manager The booking information is sent to the person responsible for all resources for instance by e mail The responsible person looks at the request and searches for real people that have the right qualifications and that are available during the requested time period When a person is found that person is assigned to the project and given a booking similar to the one for the fictive resource and an approved status The resource responsible informs about the
69. cannot log this see the attached document for more info IF Overview Copyright Webforum Europe AB 140 Webforum Project Management e User amp Administration Manual ECM Test Platform 10001 4 Issue 1221 gt Overview v Categorization Project Name Issue project Reporter Adolfsson Fredrik fredrik adolf gt Issue Type Email v Status New w Categorization ECM Test Platform 10001 4 Issue 1221 gt Overview gt Categorization w More information Links 0 Planned Start Date 02 06 2014 E Planned End Date 02 06 2014 Budget More information Copyright Webforum Europe AB 141 Webforum Project Management e User amp Administration Manual The Overview primarily contains fields related to the content of the issue the Categorization contains the different flexible fields and More information primarily contains planning information If you want to upload files or pictures use the files row Click on the field that displays the number of attached files to either look at or add a file Files La Files if Files sE image001 gif gt image002 png gt gt translations xisx gt Files details Use the plus sign to add more files lt Add file Document Archive Picture Browse No file selected Add files Click browse will work in different ways depending on
70. ce assignment Assigned Copyright Webforum Europe AB Cancel 105 Webforum Project Management e User amp Administration Manual Connect Projects to Resources The connect projects to resources function will connect the currently marked resources in the list to the chosen projects CI Manual Eng Connect Projects to Resources x Search Available Connected E Billing system ERP E CRM E Demo Project Sep 2012 Demo Project b 4 OK Cancel Connect Projects to Resources Copyright Webforum Europe AB 106 Webforum Project Management e User amp Administration Manual Paste ETC from the project plan This function takes the ETC and copies it into the booking This is useful especially when activity planning has been made before booking has been made Remove booking This removes all booking data for the marked resources and projects Send e mail with booking information booking requests This function sends an e mail with booking data for the selected resources attached in an excel file One purpose of this is in order to make a booking request The person receiving the request can see the booking status per time period until the end of the projects in the excel file al send email se a Fredrik Adolfsson Copy Bcc Subject Resource booking Message Attachments fi Resource Booking xlsx 7 KB EJ Add from document archive send Close E mail from resource booking
71. cess Example sima a 109 Copyright Webforum Europe AB 3 Webforum Project Management e User amp Administration Manual AMID ios CRUE cuenesenacwdecmmevenies 111 GOULD S reso N 112 BS eee ORE et eee oe Pen RCA eRe ere toe E ec oe eee eee ee ere 114 FACSOUN CCS ster duennnuu tei date ne ee onsen ET T 115 Glopa RESOUTCE Sunen a AAA 115 User Categor ASSIM Suns 115 JOD ROE meats e E E E E a E A 116 El alo APA o E ec ate coeeeeak 117 A A A oath A enlace tae 117 Gustomer Detalle cate Gta elle cele ec at taco e e labio o ta ele e tale o 118 Ei A pectic sees esi naraninst aoeecte adie hone con Aldean teas sone des ncecceal 119 Custom Fields ISSUE SEC A eee eee 125 ISSUE WV CD FONS iaa 126 BON PP 129 SA oe has oma Steed oon ceed anew eed aon em menceeatenten 130 RISKS Parane tel Sitio iia diia 130 ELIO e 0 A O o girs entree a cr otters eee Me encarta gn ore ee ee 131 Projects Status reports in My VieW ccccssscsceseecesseseeseecenseseeeeeeesseseneeesens 134 A nn dene bauswebe nina E 135 Support amp Contact Information siria 136 Appendix 1 Mobile Interface cooccoonccococcoccconoccocnconacconanonanconancnnnrenanrnnanenannns 137 TIME KE DOMING rnn e TA 138 sstemanadementarna innata aaa 139 Appendix 2 Reporting and Analysis tool Charts ooccconncccnncccnncccnancnnnanonnaannns 143 REDONO Fundamental ista dd ico 143 HOWO Credea Cha amistad 146 MS E do UHL die 147 Repo ANY SS a a 151 Lo A arctn anita deen aie
72. ch on 15 issue 15 will be listed but not issue 150 or 115 Summary Description Activity Category Additional category 1 Additional category 2 Comments Custom fields of type text and pick list both Activity Custom Fields and Issue Specific Custom Fields When a filter is saved the column selection and the sorting is also saved q Save filter x Hame E Public filter OK Cancel Save filter Clicking Manage Filters opens a window where it is possible to change the filter AAA Ef Manual Eng Manage filters Manage filters Delete Name Type Columns Sorting El 4 Issues 1 3 Private HH RE Save filter Copyright Webforum Europe AB 62 Webforum Project Management e User amp Administration Manual Issues Toolbar There are a number of options in the issues toolbar Ka Add issue 24 Ni E Display Mode al Goto issue o Subscribe on issue Mass update issues Assign issues o peese Eats o a Display mode graph Some of the choices are also available in the context menu HA Add issue pa x a 5 7 El P Type No 5 a si Bug 1 la gt B 2 ls _ Issue details ma F 3 F L i rl Close e 4 B Reopen e 5 Ti Subscribe L 6 te Delete m T te E mail i 3 te sn Bug 9 te Context menu Copyright Webforum Europe AB 63 Webforum Project Management e User amp Administration Manual Click on new in the toolbar to create a new issue Click on Issue det
73. chart The checkbox Phase indicates if the activity will be shown under the project office tab The Project Office Gantt Bar Color is a way to choose which colour the activity will have when displayed in the Project Office The phase status overview symbols Heo are displayed in the planning view for activities markes as phases If an activity has started the phase symbol 1s 50 filled If an activity is finished it is 100 filled Not started activities are empty Milestones and decision points are either filled finished or empty not started started The Deliverable checkbox indicates if an activity 1s classified as a deliverable This will also be shown in a separate column if the project activities are exported Copyright Webforum Europe AB 28 Webforum Project Management e User amp Administration Manual If you have custom fields defined for activities they will also show up The other rows are described in more detail under the Activity Details tab see below Activity import By clicking the activity import icon a it is possible to import activities The procedure is similar to the Import Project function It is possible to import activities from both MS Project and from Excel CSV format When Excel values are imported it is necessary to have activity name start date and end date in the file Resource assignment a A green resource assignment icon next to a row indicates that no resources are
74. d Date Modified by Modified Date Risk sorting fil eed el i id Display as list or chart Webforum Project Management e User amp Administration Manual Selected fields W Score W Risk Name Sorting H Smallest to largest H AtoZ OK Close The list view shows the risks as shown above risk list The chart mode shows top risks Filters are still valid and can limit the number of risks displayed Gh Add risk 9 2 a 4 0 0 Definitions Probability 1 Low 2 Medium 3 High 4 Very high Display Mode di SP Consequence Consequence 1 Minor 2 Medium 3 Major Graph mode Risk history J shows the log of changes to all risks Copyright Webforum Europe AB Top Risks Score No Name Type 9 3 Budget problem 2013 Budget 6 2 No programmers available Resources 84 Webforum Project Management e User amp Administration Manual Risk set up Risk type top risk score limit and wether to display risks in the Project Office are set Top risk limits and the default risk type are both set in the set up pop up That is also where it is possible to choose if risks should be displayed in the project office or not C Setup Default Risk Type l Resources 7v Top Risks Score Limit 4 v Display in Project Office OK Cancel Risks set up Copyright Webforum Europe AB 85 Webforum Project Management e User amp Administration Manual Reports There i
75. different activities in a project Please note that when changing rates there must be at least one rate with no End Date Resource allocation The resource allocation tab is used both for planning and follow up of activities and for managing resource bookings for a single project This section is primarily dealing with the activity level Bookings are mainly explained in the Resource Utilization section of the manual Resource allocation activity planning The resource allocation tab can be used in order to plan when different resources should perform different activities The top part shows all the time each resource will spend on the different activities The bottom part shows the summarized time a resource will spend on all activities Copyright Webforum Europe AB 39 Webforum Project Management e User amp Administration Manual If a resource is allocated 50 if the available time to the project and the standard workweek is 40 hours all time in excess of 20 hours per week will be marked red No time is allocated to customer defined off days such as Christmas Day Time allocation is made in proportion to the duration of the activity If a 12 hour activity is planned to 2 days of which one is an 8 hour day and one is a 4 hour day the time will be allocated with 8 and 4 hours respectively 24 hours would be allocated with 16 and 8 hours to these days Details Resources Planning Issues Risks Charts Permissions H B 3
76. e Add link window Copyright Webforum Europe AB 74 Comments Webforum Project Management e User amp Administration Manual Comments are added by pressing the Add Comment symbol oF Only one comment at a time can be saved Saved comments cannot be deleted The sort order arrow t makes it possible to choose sort order The default sort order is newest first Comments can be exported by clicking the excel symbol 4 l Comments New comment Fredrik Adolfsson 04 01 2013 12 34 33 suggest that Fredrik Adolfsson 31 04 2013 14 13 06 Comments History The history log shows what has happened to an issue The history does not show new comments since they are displayed in the comments section It is possible to export the history log for an issue Mem m ll e es EJ Issue History 3 2 Field Old value Fredrik Adolfsson created issue 03 01 2013 16 03 38 Type Summary Description Severity Status Color Status Resolution Category Additonal Category 1 Additional Category 2 Reporter Assigned To Is Time Report Enabled Percent Complete Start Date End Date LIORA Issue History New value Standard Find new project manager Test 3 Medium 2 High New Green m Standard Services Standard Standard Fredrik Adolfsson fredriik adolfssoniiwebforum c Adolfsson Fredrik fredrik adolfsson webforum c True 0310 2012 00 00 00 031102012 00 00 00 hr Close C
77. e a more thorough project description Portfolio belonging is a search criteria in the Project Office overview and the linked documents will be visible as links when opening the Project Detail page from the Project Office Portfolio No records to display Delete New DepartmentiOirganization Name Description No records to display Delete New Additional Project Information A Description Customer Contact Our contact Reference E Project Role Resource Name Ho records to display Delete New Related Document Project Office Enabled No records to display Delete New Additional project information Copyright Webforum Europe AB 21 Webforum Project Management e User amp Administration Manual Project detail print Demo Project Details Resources Planning Activity Details Resource Allocation Budget and control Customer Name Project Name Status Internal m Demo Project Not Started Currency Default Rate Default Cost EUR Euro ii 0 00 0 00 Project start date Project End Date Parent Project 1502 2012 3011 2014 Ei Project Categories Additional Category 1 Additional Category 2 Standard Project ka Standard k Standard ka Project Manager Progress Bar Based On Complete Project Office Gantt Bar Color Enable in Project Office _ Enable Project Folder _ Enable In My View Project Template _ Billable Enabled Custom Fields Project Status ek Additional Project Information Project Office Project List
78. e chart There is a number of report styles supported e g line bar column pie area You can also choose to display the chart report in grid format Chart reports can be saved loaded and organized in the same way as for Analysis reports Views dashboard An administrator can flexibly create report views dashboard of project related data Data can be displayed and filtered summed across all projects in the workspace Any number of views can be defined Each view can have 1 4 rows and each row may have 1 3 columns In each cell of the view matrix individual reports are created Reports can be of type graphic or data matrix The views can be added in any order The same configuration options are available for these reports as for the tabs Analysis and Charts Copyright Webforum Europe AB 90 Webforum Project Management e User amp Administration Manual ECM Test Platform 10001 Per Kallhauge Engish My view My wortspaces Logout Of webrorun Stan Web Documenta Projects Project Office Time Report asue Rats epora Sources Forum Tasks Coendar E mail Sus Contacss Web Pubbating Admin Analysis Charts Views Vews Aonn Anslyss prevous verson PK no fitter Antal enheter per r i o e 05 MB We 22452345 a un o Ml rxtest Mago WN Testemptyc wT 1 F rs ljning per kund 3 deining per person de 33 7 Alexander Tupalenko 5 70 SS E ere Anders ingen 10 75 UN Ne Andrey Grynko 1
79. e deleted A warning message is displayed If selected activity is referenced from another table delete is not allowed If several activities are selected and one or more activities are referenced from other tables no deletion will take place An error message 1s displayed 6 Save button saves the current view 7 Print button prints the current view 8 Move up button b 9 Move down button a 10 Indent left button Copyright O Webforum Europe AB 25 Webforum Project Management e User amp Administration Manual po 11 Indent right button 12 Expand branch button a Expands all nodes in current branch b The Button is only enabled when a structure level activity is selected Only one structure level activity could be selected at the same time 13 Expand all button Expands all nodes 14 Collapse all button Collapses all nodes 15 Drill down to resource button choose if the expand button should expand down to the resource level or not 16 Milestone Makes the task into a milestone This means that it is not possible to assign a resource and the end date will always be the same as the start date 17 Decision point Makes the task into a decision point This means that it is not possible to assign a resource and the end date will always be the same as the start date 19 Project Folder Opens the folder in the document archive that is connected to the project in a new window 20 Baseline
80. e selected project will be shown If you want to make further changes to the filter or clear all filters choose the corresponding symbols at the right of the filter row choose Y for changing filters and in order to clear all filters The next filter to select is the type of units In this case the only unit that was used in the project was hours but the selection of units is more important when for instance a set of projects are analyzed and they have different units in the system for instance when one project is using days as unit and another project is using hours Copyright Webforum Europe AB 153 Webforum Project Management e User amp Administration Manual Once the measures and filters have been selected rows and columns can be chosen in the same manner Drag the Resources dimension to the row area and the bottom left corner just above the measures area Then select the resources you want to follow up By pressing the icon next to Resource you can filter the resource in the same way as projects Resource Name E ME When selecting the date dimension there are a number of different options to choose from dimension that has the Year Month structure Drag the Date dimension to the columns area in the middle of the screen and select the years and months you want to follow up in the same way as for resources or press the hierarchy symbol next to a member 1f you want to drill down to a lower level 2012 01 2012
81. ect Statuses It is possible to add user defined project statuses that will show up in the Project status area just like pre set statuses They can also be added as columns in Project Office Pre set statuses can be taken away Additional Project Statuses gt gt Time KKK Budget Function Risk User defined status a Add Status Add Status Copyright Webforum Europe AB 133 Webforum Project Management e User amp Administration Manual Projects Status reports in My View My View is a function that makes it possible to look at various parts of the system with a pesonal perspective The My View link 1s located at the top right corner of the system Fredrik Adolfsson My view My profile My account My workspaces w Logout A Help Link to My view There are two items under My View that are related to project planning and follow up Project Activities and Status Reports My View Project Activity Start End Status Complete Budget Spent ETC UOM Changes Since My Last Login Test project XXX Test Customer Project activities Test act 3 10 03 2010 24 03 2010 0 10 00 0 00 10 00 hr Status Reports Test Project YY Y Test Customer test act 2 09 03 2010 24 03 2010 0 10 00 0 00 10 00 hr My View Project Activities My View Project Date Activity Start End Status Complete Comment Changes Since My Last Login Test project FA test customer Project activities Status Reports Te
82. elected some of the fields may be greyed out Please note the Move Start Date feature which has also been added to the standard activity details window Write for instance 3 or 3 in order to change the start dates for the selected activities forward or backwards 3 working days The values System and Additional Activity Category Y are examples of customer set names for the two customer defined activity categories If you have custom fields defined for activities they will also show up al Activity Details Pre Study Start End Duration Move Start Date Priority UOM Time report fram Time report to Time Report Enabled Status Color Status complete In Progress Green ka 0 Category Additional Category 1 Additional Category 2 Milestone Billable Enabled Deliverable Project Office Fl Phase Project Office Gantt Bar Color Description OK Cancel Activity Mass Update Copyright Webforum Europe AB 34 Webforum Project Management e User amp Administration Manual Replace resources With the replace resources function it is possible to change who is assigned to an activity Perhaps Person 1 was assigned to Activity 1 and 2 but then he she must work with other projects With this function Person 1 is replaced by Person 2 for all the selected activities Please not that it is not possible to replace resources once they have started to report time q Replace Assigned Resource Name Type Name Type
83. enacantaunnea tata mcitmunssanumenaammaunies teaeantwan 154 Advanced reports aisir aaa a aE a aiaa 155 Printing Exporting and Saving reports ccccccsssesccecceeeeeceeeceeeeeeeseeeaeeeesseeaeeeeessaaees 156 Copyright Webforum Europe AB 4 Webforum Project Management e User amp Administration Manual Webforum Workspace Introduction Introduction Webforum is an Internet based work and communication Workspace specially conceived to assist members of a group such as a company organisation society or a project team to cooperate and or to disseminate information The Project Management Module is used for project planning time reporting and follow up The module can also be used as a basis for customer invoicing This manual is only covering these parts of the system and should be read together with the Webforum Teamwork Professional manual The Project Management module is designed to meet requirements for handling both small and large projects as well as project portfolios This means that the module has a large set of configurable items Most of the configurable items have default settings meaning that users do not have to change them but some items should be configured properly in order to use the full potential of the system It is therefore recommended that at least the administrator takes some time to read this manual thoroughly or participates in Webforum led training The manual gives an overview of the different too
84. enshot below Y Attachments e MALA se e New risk png E 88 KB 03 09 2014 10 11 Y Linked Issues 6 test EJ Y Comments Fredrik Adolfsson 04 01 2013 12 34 33 suggest that Fredrik Adolfsson 31 01 2013 14 13 06 Fredrik Adolfsson 13 05 2013 18 53 21 This is a very long comment row 2 row 3 row 4 Y Additional Information Billable Planned Start Date LJ 03 10 2012 7 Time Report Enabled Time report from 03 10 2012 E Budget ETC 0 0 Spent Forecast 0 0 The issues details page Copyright Webforum Europe AB Planned End Date 03 10 2012 Time report to 20 08 2014 UOM hr complete Add issue More actions w t F up 1011233 B Save Cancel Back to list Project Name Reporter Adolfsson Fredrik fredrik adolfssor Assigned to Unassigned Manage assignments Issue Type Bug Status Color Status Yellow v Resolution Solved v Severity 1 Critical Priority 3 Medium Found in release Fixed in version Created by Fredrik Adolfsson 17 12 2012 Modified by Fredrik Adolfsson 06 08 2014 History 69 Webforum Project Management e User amp Administration Manual Menu row items 1 Issue 1 Add issue Back to list 10112 13 B amp Assign a Comment Change Status More actions w Save Cancel Add issue will add another issue Back to list will take you back to the issues list 10112 Will take you to the issue before
85. enshot below bookings from 0 to 99 are red and bookings between 100 and 119 are green Sima Resource Utilization Parameters Risk parameters System options Resource booking UOM hr z Default booking status Undefined bel Interval Colors From 4 nm 4 la From 100 pS From 70 3 2 w a pe From 120 E 4 Add level System Options with Resource Booking Parameters Filtering The left hand filter pane can be used for filtering in a similar way as in other modules An example could be that Resources have been divided into internal and consultant that in turn have been assigned different job roles The filter function could then be used to find for instance internal resources that can work as Senior Designers By default only the workspace standard UOM set in system options 1s displayed If you are working with bookings only the Booking UOM is available In the By Project view it is possible to filter on both projects and resources In the By Resource view it is not possible to filter on projects but it is possible to search for resources fulfilling specific utilization criteria In the By Resource example below a search has been made for resources with a less than 50 average utilization for the period Aug 1 to Sep 30 2014 Copyright Webforum Europe AB 98 Webforum Project Management e User amp Administration Manual By Project Views By Project By Resource Booking Mode P
86. er to add more activities click Add activities This will give a list of projects Mark a project and click OK in order to add those activities of the project that are assigned to you to the activity list lt Add activities Demo Project Demo Project Sep 2012 ERP Y Add activities Issue management Click Issues to open the issue list in search mode ECM Test Platform 10001 A A Issues List Search qQ Include closed issues No v 1222 Problem with bugs in gt the interface 1221 Problem with logging gt 1220 1 file of 18 mb gt Issue search From here it is possible to create new issues by clicking the plus sign in the top right corner search for issues using free text search or open issues It is also possible to click List to open the list view Copyright Webforum Europe AB 139 Webforum Project Management e User amp Administration Manual ECM Test Platform 10001 List Search None v 1222 Problem with bugs in gt the interface 1221 Problem with logging gt Issue list The issue list view contains all the search filters from the normal web interface The details view for an issue has three sections Overview Categorization and More information ECM Test Platform 10001 ia A Issue 1221 Save w Overview summary Problem with logging Assigned to Description From Fredrik Adolfsson lt frednk adolfsson webforum com
87. esource booking in Resource Allocation This text will mainly cover how to work with bookings in the Resource Utilization view since it has more functionality Bookings can be displayed as Units Percent and FTE Full Time Equivalents and are set by Project The numbers for the projects are then summed up to the Resource level The booking cells on the project level are updateable Manually updated cells are marked with a light yellow color and this symbol S Clicking on the symbol will take away the manually entered information and spread the booking evenly over the duration of the project The exclamation mark indicates that a resource has activity assignments in that specific project The triangle 4 shows the booking status Grey is undefined yellow is preliminary and green is booked Click on the status symbol to change status The toolbar contains a number of icons related to bookings in addition to the icons explained above under planning A 5 Bena ih ooking oman O 2 oak se P Save booking information Copyright Webforum Europe AB 103 Webforum Project Management e User amp Administration Manual Add New Project This function creates a new project manually or based upon an existing project El Manual Eng Add Project x a Manually create project Copy project Next Cancel Add Project When the project is created manually the creator will be asked to fill in the most important fields including all mand
88. esources during the import C import Resources 115 Project Resource User Global Resource Project Resource Ho import FA ka Global Resource TR3 E PK 2 Test resource E YR Adolfsson Fredrik fredi rm Finish import Cancel Import resources The import function does not support having your own WBS codes Only 1 1 1 1 2 2 etc is supported Column Set up Press the column set up icon H on the toolbar in order to choose which columns to display q Projects Office Content Setup x Content Sorting I Available fields O Selected fields E Customer Project Phase Project number Phase progress Currency Status E E Start C Phase color status E End E Status Time Parent project Status Budget E Project Category E Status Function Additional Category 1 Status Risk O Additional Category 2 E Gantt l Project Manager O Billable E Status Time comment E Status Budget comment Status Function comment E Status Risk comment Budget 5 OK Close Column set up Sort order set up Click the sort order icon in order to choose sort order It is possible to sort on multiple fields also fields not displayed in the list Copyright Webforum Europe AB 15 qd Projects Office Content Setup Content Sort FOB RBRRBARAAFARBARAAAEA Sorting Available fields Customer Project Phase Project number Currency Start End Parent project Project Category Additional
89. ferent values for different time periods It is possible to work with bookings for all projects and resources at the same time in Resource Utilization or with bookings for a specific project on the Resource Allocation tab for that project Please note that in Resource Utilization only projects with project dates within the displayed time interval will be displayed ee Se ee a oe ee E Periods 3 4 Utilization Allocated Display as Units Week Month Year _ Week No Resource Project Start End Booking Feb Mar aa May Jul pe Sep Oct Y CRM Internal 16 02 2012 07 02 2013 0 00 0 0 0 0 Demo Project Internal YA 1 15 02 2012 31 07 2014 970 00 0 0 0 0 0 0 0 0 0 0 0 0 150 0 180 0 160 0 160 0 ERP Internal 101 11 2012 31 07 2013 197 99 23 4 20 3 21 3 22 3 23 4 20 3 23 4 Arvidsson Johan johan arvidsson w Resource booking in Resource Utilization Copyright Webforum Europe AB 102 Webforum Project Management e User amp Administration Manual Demo Project Sep 2012 Details Resources Planning Activity Details Resource Allocation Budget and control Risks Permissions H Periods 3 1 5 Display Mode Units Booking E Sep 2012 Oct 2012 ia 27 3 10 17 24 1 8 15 22 Adolfsson Fredrik fredrik adolfsson w ebforum com A Y 160 00 40 0 40 0 40 0 40 0 System Developer 400 00 100 0 100 0 100 0 100 0 R
90. gardless of issue type Issue Web Forms In order to facilitate adding issues especially for users that may not even be users of the issue module there is a possibility to set up web forms A web form can be set up for a specific project or no project and a specific issue type Users and Groups Issue Web Forms Users Special Users Gunes Ja Add form Import Users Name Project Issue Type Active from Active to Created by Export Users Bug reporting ERP ERP Bug 27 11 2014 27 11 2015 Fredrik Adolfsson Workspace Account Settings Login Log API Import from other systems Projectplace Project Management Resources a Global Resources Details User Category Assignments Job Role Assignments Calendar Customers Categories Custom Fields a Project Activity and Issue Issue Type specific Risk Issue Web Forms Issue Web Forms List The form can then be published on the internal and external web pages which makes it easier for users to report issues without having to open the issue module Fields that contain user related information are not allowed to be included on external issue forms Click on a Web Form name to open the details page Copyright Webforum Europe AB 126 Webforum Project Management e User amp Administration Manual The details page contains Issue Web Forms Bug reporting ERP Published v Name Bug reporting ERP Header Bug reporting ERP Information B Z U
91. hese as well as a general status comment It is possible to add additional custom defined status fields that work the same way as the above fields That is done in system options It 1s also possible to take away pre set status fields if they are not used The Status reporting reminder activated checkbox indicates if this project has status reporting turned on or not Status reporting is activated in the Project Office but if the Project Office admin so decides having this reminder switched on off can also be handled on a project by project basis Copyright Webforum Europe AB 19 Webforum Project Management e User amp Administration Manual Earned Value It is possible to see Earned Value and similar measurements for a project in the Project Status area Click on calculate to calculate the different values There are different ways to calculated Earned Value All of them require the use of the amount field 1 e there must be a unit price for all the units used Interpretation PM calculation PV Planned Value What is the estimated Sum of all activity and value of the work planned resource budgets from to be done project start until today AC Actual Cost What is the actual cost Sum of all time reports incurred until today EV Earned Value What is the estimated EV sum AC by today value of the work actually AC by today ETC accomplished from PM BAC for all activities in the plan Budget At How much did you S
92. hments gp my Doci docx 15 KB 09 09 2014 14 53 El listbox for resource utilization ipg EJ 37 KB 09 09 2014 14 53 Add from document archive or computer Click Add from document archive to open the system standard dialog for linking documents EJ Add attachment x Add from computer O Add from document archive OK Cancel Add files Copyright O Webforum Europe AB 73 Webforum Project Management e User amp Administration Manual Adding a linked document from the document archive means that version changes of that document will automatically be visible when clicking on the link O Select a document x Documents Root Name ERP Project a Project 1 Project Launch Y Temporary Test file 0 doc Test file 1 doc Test file 10 doc Test file 11 doc Test file 12 doc Test file 13 doc Test file 14 doc Test file 15 doc Test file 16 doc Test file 17 doc Test file 18 doc W br br br br br b i b be br f sf Link documents dialog Links By clicking the plus sign it is possible to link an issue to another issue Linked Issues CA 6 test El Add link The link is a way to visualize that other issues are related to this issue It is possible to set up user defined link types but there is no functionality related to various link types Ef Add Link 4 x Select an issue to link this to Issue lssue 1 bl Include closed issues Link Type Related ii Link Clos
93. ilter area Units Item Filter description ES Columns area Ej Rows area Year Quarter Month Date 7 Eroon Nome 2 23 aale R E i ia Year vin 2013 Tas Cube structure Quarter 2010 amp 2011 amp 2012 Project Name MIC 4 wl Measures Demo Project 32 97 259 68 291 68 63 92 ul Amount Demo Project Sep 2012 504 00 sil Cost ERP 465 59 0 00 wll Gross margin Total 32 97 259 68 1 261 27 113 92 sl Y Units lg Activity 4 FCslendar Month Date Week Date E Y Year Quarter Month Date Year Week Date A Customer a Project Additonal Project Category 1 Additional Project Category 2 F Bilable Project Ready Analysis previous version tab Resources 100 92 123 92 57 93 346 68 931 00 2 00 588 00 590 00 1 094 00 98 00 234 00 382 00 847 59 200 92 945 92 57 93 1 318 68 2 872 59 The resource utilization view is used for resource scheduling Here 1t 1s possible to get a cross project view of who 1s doing what and when This view should only be used for the unit of measure UOM used in the calendar 1 e normally hours Resource Utilization Views a By Resource By Project Booking Mode Planning Mode Filters za Filters None Am Manage Filters Save Filter hy Clear Filter Search Average utilization From To From To Resource Resource Type Job Roles Users in Group Resource Categories Members i
94. ing status is further explained in the section about Resource Utilization It is also possible to mark if a person is billable or not on this specific project Resource Type People ne Name Search Available resources Assigned resources Default Rate Cost Billable Booking Status Enabled Rogach Yuriy yro ciklum com Adolfsson Fredrik fredrik adolfsson webforum com 0 00 0 00 A v Resources Resource Type Froject Resource Search Keyword Enabled All pe Search Name Description Large tractor disabled Large tractor enabled Lightning equipment disab Lightning equipment description x1 Y UA Delete New Add project resources Project resources are added by clicking New and edited by clicking on the pencil symbol You can add the same type of information about a project resource as for persons Project planning and follow up tabs Copyright Webforum Europe AB 23 Webforum Project Management e User amp Administration Manual Details Resources Planning Issues Risks Charts Permissions gt dj ee 3 E Budget in Units x Week Month Year weekNo 5 ee E E Feb 2015 Mar 2015 Apr 2015 WBS Activity Task Start End Duration Status complete Priority Budget 02 109 116123 102 109116123130 106113120 I Pp al EN Activity 4 09 03 2015 03 2015 Y 0 ss138000 yg 2 1 1 E Task 1 1 09 03 2015 5 20 03 2015 4 10
95. ion Internal comment Save Cancel Time report weekly view When time for a day or a week has been reported it is possible to use the report complete checkbox in order to give the administrator a signal that no more time will be reported on this day week This is useful when for instance a Project Manager wants to be sure that a month has been fully reported before summarizing time spent or when a consultancy company is preparing invoices for a specific period Once the report complete checkbox has been checked and the time report saved you need administrator permissions to change time reported It is possible to expand or collapse activities in the tree by clicking on the plus minus sign to the left of the activitiy This is useful when you have a large set of activities that you spend time on The External and Internal comments fields are linked to the active cell in the time report matrix By entering comments in these fields the comments will be saved together with the time entered You can check this by entering an external or internal comment and then switch to the daily view and choose the same day as in the weekly view Daily view The daily view is used when you frequently want to add comments to the time reported This is often used in order to give for instance a customer more information about time spent on a project Copyright Webforum Europe AB 55 4 E Monthly view Weekly view Daily view Admin FYR Thu 16
96. iple choice User list one choice OK Cancel New Custom Field If you choose a list there will be additional settings in order to add list values to the system You will first either choose an existing list or add a new list to the system by pressing Add next to the description field New custom field Name Country Mandatory El Searchable 5 Type Pick list one choice List values Pick List Name Description sia Add Delete Add Pick lists After adding a list name you will have to add list values That is done by clicking Add below the empty box Copyright Webforum Europe AB 121 Webforum Project Management e User amp Administration Manual Add list values Pick List Name D iption AP Description List values Copyright O Webforum Europe AB 122 Webforum Project Management e User amp Administration Manual In some cases with a lot of values it can be wise to categorize the values That 1s done by choosing the Pick list one choice categorized type New custom field Name Mandatory searchable Type List values Categorized pick list Pick list one choice categorized Pick List Name Description Category Delete 4dd Change categories for values A typical example would be to categorize countries in groups such as EMEA Asia North America etc Click on Manage categories and then on Add to add categories QC Manage categories
97. iption Resources Planning Activity Details Resource Allocation Budget and contral Issues Risks Charts Permissions Context menu for a project Country Forecast 0 No records to display No records to display Start End Status No records to display No records to display No records to display Copyright Webforum Europe AB Edit 45 Webforum Project Management e User amp Administration Manual Project Filtering In the left pane it is possible to filter projects to display Project Office Filters Fields 210 BE _ 8 es Favorite filters W ProjectiPhase None p W Biling system Manage Filters 5i Filt manage riters awe Filter a E CRM j w Demo Project Clear Filter Search Ai W Lal ERP Project Name Pre Study Go No Go Customer Name E m initiation Initiation Complete Status F implementation Froject Category implementation Complete hi wl gt Product Launch X Additional Category 1 E ES Project Launch Additional Category 2 Portfolio Project Manager Custom Fields gt gt Da Organization Priority Country All gt Project Office filtering It is possible to save different filters When saving a filter it is possible to choose the Shared filter option so that others can use the filter Project level permission settings will still be applied for each specific project shown in the overview al Manual Eng Save filter x Name
98. ity Task Start End Duration Status complete Priority Budget ek aa 115 23 aes 201 act 1 01 02 2012 57 0170212012 1 v 0 y hr 2B 0 act 2 1710212012 33 1710212012 1 vid 0 hr 0 act 3 07 02 2012 57 07 02 2012 3 1 vd 0 r gA act 4 16102 2012 2070272012 0 3 vid 0 M r BA e v v Critical path Activity details tab The Activities tab is where you handle activity details such as which dates resources can report time on the activity This is also where you choose which unit of measure that you want to use and which category a certain activity belongs to The Time report from and Time report to fields are useful when an activity has been planned but you do not want resource to be able to report time on that activity except for a defined period Copyright Webforum Europe AB 38 Webforum Project Management e User amp Administration Manual Task Start End report Time report to UOM es penaa APEERE Billable Enabled Rate P a Activity 1 12 03 2015 03 04 2015 2 Task 1 1 2 16 03 2015 27 27 03 2015 31 a h w Standard w X v v v Task 1 2 30 03 2015 03 04 2015 37 30 03 2015 57 Mihr w Standard w Standard w X v 2 Task 2 1 amp 12 03 2015 25 03 2015 57 12 03 2015 37 h Standard Standard w Standard Y F Activity 2 Y 06 04 2
99. ject Project Category Additional Category 1 Additional Category 2 Project Manager Billable Status Time Status Time comment Status Budget Status Budget comment mamaaa MA Sort order set up Copyright Webforum Europe AB 51 Webforum Project Management e User amp Administration Manual Gantt Set up There are menu choices for deciding which period to display in the Gantt chart It is alsopossible to show week numbers Week Month Year Week No It is possible to display phase colours milestones and decision points on the project row This is done by clicking the set up icon C Manual Eng Gantt setup x Display on project bar Phases Milestones Decision points _ Show baseline in Gantt OK Close Gantt set up This 1s also where it is possible to choose to display the latest baseline in the Gantt view If the Gantt is displayed it will show up as a red line above each phase ERP Bena lt Pre Study A Go No Go e Initistion m Initiation Complete Implementation ae Baseline in Gantt Charts You can view the projects in the grid or as diagrams The diagrams can be viewed as sums or bubbles Project Office Filters 3 la a B El Display Mode E3 Wii Display modes Summary charts The user can choose which parameter the chart should be based on Optionally group on a second parameter The chart can be displayed with several chart types e g column bar pie Copyright
100. ject to the same tabe for another project The list contains all the projects that you have opened the last 60 days in a reversed chronological order Change projects within planning Before you can access the different tabs you must first enter general information about the project under the Details tab Copyright Webforum Europe AB 11 Copy Project Webforum Project Management e User amp Administration Manual The copy project function allows you to make a copy of the project marked This way it is possible to set up project templates that can be used when starting new projects You choose which items to copy from a list C ECM Test Platform Copy Project Copy From Project Fa view test Customer Name Project Name Start Date Default Rate Copy Objects Activities Tasks Project Resources 2 Resource Assignments Activity Resource Rates Rates m Budget Permissions Document Folder a OK Copy project Mass update x Cancel The mass update functions allows you to update multiple parameters for multiple projects at the same time Select the projects that should be updated Click on the pen icon in the toolbar The mass change dialog opens Make the changes and save Projects fates amp ci New Project Filters F Project None a Demoprojekt anage F Save Filter Ene SF Clear Fitter nomen El gt Testprojekt 2 E cre The pen icon in the toolbar opens the mass
101. k is going according to plan or not and is set by the user Resolution The issue resolution only available when the status 1s closed optional Created Modified System generated fields for the person created or modifying an by History issue History is a history log of all changes to issues except comments that are logged in the comments section Category fields The same category fields as for activities in the project plan can be hidden Custom fields User defined fields for activities issues or just issues Copyright Webforum Europe AB 12 Webforum Project Management e User amp Administration Manual Billable Indicates 1f the issue can be billed or not Set the start and end date for handling the issue If an Date Indicates if it is allowed to report time on this issue If it is it will Enabled show up in the time reporting for assigned resources Set the to and from date for reporting time on this issue from to The budget in units for this issue C UOM Unit of Measure for the issue The number of units reported on the issue The Estimate To Complete in units for this issue complete Manual indication of complete How severe an issue is custom field can be deleted Priority Which priority the issue has custom field can be deleted Attachments It is possible to add a link to documents in the document archive or to upload files directly from your computer by clicking on the plus sign Y Attac
102. lanning Mode Booking Mode Planning Mode Filters Filters Filters Filters None None Manage Filters Save Filter Manage Filters Save Filter ar Clear Filter Search ay Clear Filter search Average utilization Projects From e To o 50 00 Project Name From To 01 08 2014 30 09 2014 Project number Resource Status Resource Type yp Customer name Job Roles Reference Users in Group Enabled Resource Categories Project Category Members in Project Additional Category 1 Additional Category 2 Portfolio Project Manager Priority Resources Resource Filtering Filters can be saved by clicking Save Filter and saved filters can be changes by clicking Manage filters Saved filters can be either private or public Copyright Webforum Europe AB 99 Webforum Project Management e User amp Administration Manual It is possible in booking mode both by resource and by project to filter the utilization data based on booking status Resource Utilization op H0582058a gt Booking status R Periods 3 4 Utilization Allocated AAA Resource Project Start End AM an Feb Mar Booking mode ee Adolfsson Fredrik fredrik adolfss F Undefined Filters a Ola Adolfsson Fredrik fredrik adolfss Preliminary Grynko Andrey gra ciklum com Booked Filters K Slava vyk ciklum com None m Ka
103. ll export all the comments to an excel file that can be saved to the document archive or downloaded to your computer al Export issue comments F Issue comments have been exported Filename PMT Report xisx Size 3 6 KB Save to the document archive Download Close Issue comment download Copyright O Webforum Europe AB 71 Webforum Project Management e User amp Administration Manual The following fields are also available Field name Issue number A system generated unique number for each issue Summary A summary of what the issue is about Description A description of the issue Attachments Linked documents from the document archive or documents attached from the PC Links Links to other issues Comments Issue comments Comments are not possible to change once they are saved It is possible to sort issues based on dates The default sort order is newest first It is also possible to export issues Project name Name of the project an issue belongs to currently not possible to update Reporter The person that reported the issue default the same as the creator which is system generated Issue Type Assigned to The person responsible for handling the issue An automatic e mail will be sent to persons assigned to issues Manage See Additional Information below assignments Status The status of the issue optional Color Status Click on the icon to change the color status The color status is icon only indicating if wor
104. llhauge Per per kallhauge webfo A i Save Filer Lindgren Anders anders lindgren w Ea Rae See a Projektledare Po ee E a systomautocisaro ono oo no Ma Filtering on utilization data based on booking status C Save filter x Name _ Public filter OK Cancel Save filter dialog A Public filter will only display such projects that the user has at least read rights On Planning mode icons In planning mode the following toolbar icons are displayed 1a S i Chart mode see explanation further down Export When exporting data will be displayed in cells see example below A B C D E F G H l Resource I Project Activity Start End Budget UOM Date 01 09 2014 08 09 2014 15 09 201 Day 1 8 15 5 0 5 0 5 1 2 3 Adolfsson Fredrik fredrik adolfsson webforum com 4 Demo Project Internal 31 12 2013 25 01 2017 800 hr 5 Kallhauge Per per kallhauge webforum com 6 Kotkajuuri Pekka pekka kotkajuuri webforum com Exported utlization data Copyright Webforum Europe AB 100 Webforum Project Management e User amp Administration Manual Planning mode more menu choices It is possible to make various types of selections using the functions and filters in the toolbar You can choose to display Budget or ETC of periods if you want to see allocated time or time not yet allocated if it should show units full time employees FTE or percentage and if weeks months o
105. ls and functions of the Workspace from a User and Administrator perspective The Webforum Workspace is made available by Webforum Europe AB www webforum com as an ASP service and includes all required software and hardware as well as server space and Internet connection for efficient operation In addition Webforum is responsible for maintenance back up and other services The Workspace is made available to Workspace Operators on a license basis The Terms and Conditions for using the Workspace are outlined in the Operator Agreement Please make sure to have read and understood the terms and conditions stated in this Agreement Each Workspace has one or several Administrators which are appointed by the Workspace Operator The Administrator is responsible for setting up the Workspace for inviting users to the Workspace and for assigning limitations for users to access the Workspace A detailed description of the administration of the Workspace is given in the Administration and Set Up sections of this manual Only the Administrators can give users permission to access the Workspace or to use its different tools and functions Copyright Webforum Europe AB 5 Webforum Project Management e User amp Administration Manual Logging in The Workspace can be accessed using standard web browsers such as Microsoft Internet Explorer and Firefox In order to use all the Workspace functions in an efficient way version 11 of Microsoft Interne
106. lue 1 a Adolfsson Fredrik fredrik adolfssonq webforu fredrik res cat 1 value 2 Standard Standard 1 A Standard 2 Select Users Save Cancel User Category assignments Job Roles A user can be assigned to one or many job roles 1 e a user can be both a programmer and a project manager at the same time Job roles can be used in the Resource Utilization in order to find available resources that can work with a certain type of tasks Depending on the tab 1t 1s possible to assign either Job Roles to a certain User or Users to a certain Job Role Job Role Assignments User Job Role User Search User Job Role a_lastname a_firstname testing test com 8 Junior Designer Adolfsson Fredrik fredrik adolfsson webforu 8 Junior Developer Adolfsson Fredrik Adu fredrik adolfsson adu Adolfsson Fredrik test fredrik adolfsson te Anderson Joe joe anderson somecompany10 com Anderson Joe joe anderson somecompany com Anka Kalle henrik bech webforum com Arvidsson Johan johan arvidsson webforum co Arvidsson Johan 2 jarvid gmail com Available Available mikael hellstrom webfor Available Available Available Available Available Available Available Available Bo Bo B gt Bo Bo Bo B gt Bo Bo Bo B gt Bo Bo bo B gt B A MaxFirstNameMaxFirsiNameMaxFirstNameMax 12345678910 Select Job Roles Save Cancel Job Role Assignments Copyright Webforum Europe AB 116 Webforum Project
107. m Issues 4 Send me notification emails when am assigned to issues Email from Issues R V Send me notification emails when issues have created are updated Setup parameters for e mail notifications in My Profile Copyright Webforum Europe AB 19 Webforum Project Management e User amp Administration Manual Risks Here it is possible to manage project risks The first view is the risk list that displays all the risks Filter fields R da Add risk al H 4 Display Mode El wiy G Favorite filters Risk Risk Type Risk Name Probability Consequence Score Mitigation None ka Manage Filters save Filter Resources No programmers available 3 High 2 Medium ST Clear Filter Search E E 4 de 0 Pd Resources Key reosurces get ill 1 Low 1 Minor Risk Type Risk Number Risk Name Probability Consequence Score Mitigation Closed Custom Fields A Risk list In the left pane there is a filter function It is possible to save different filters When saving a filter it is possible to choose the Shared filter option so that others can use the filter al Manual Eng Save filter x Name L Shared filter OK Cancel Save filter Filters are managed by clicking Manage filters in the filter pane For each filter it is possible to change the columns and sorting order Copyright Webforum Europe AB 80 Resources Contract with supplier not signed 1 Low 3 Major 3 Get legal to s
108. n Manual Progress Bar Based On is a way to select how a progress bar should be displayed either based on the manual complete the calculated Expend Spent in units Forecast The Enable in project office checkbox indicates if a project will be shown under the project office tab The Project Office Gantt Bar Color decides which color the project Gantt Bar should have in the project office function if it is displayed The Enable in My View checkbox indicates if the project will show up in the My View overview The My View is a place where users can see things related to themselves such as which project activities they are assigned to This must be checked in order for the Status reporting and the Assignment Notification E Mail functions to work The Project Template checkbox indicates if a project 1s a template or not A project marked as a template will not be displayed in the project office or in Reports Project templates will be available when creating new projects It is still possible to create a new project based on any other project depending on permissions by using the copy project function The Enable Project Folder function allows you to create a folder directly when the project is created The folder will get the same name as the project Members added to the project will automatically get access rights to the project folder and members taken away from the project will have access rights
109. n Project v 05 Resource Project Adolfsson Fredrik fredrik adolfss CRM Internal Demo Project Internal ERP Internal Arvidsson Johan johan arvidsson w Kallhauge Per per kallhauge webfo Kotkajuuri Pekka pekka kotkajuuri Lindgren Anders anders lindgren w Oliinyk Volodymyr vol ciklum com Project Manager Rogach Yuriy yro ciklum com System Developer TecTuposcKun Mropex igva ciklum c Resource utilization Views and Modes ta gt Start End Booking 16 02 2012 07 02 2013 0 00 YA 1 15 02 2012 31 07 2014 970 00 A 1 01 11 2012 31 07 2013 197 99 Periods 3 41137 2013 Jan Feb Mar Apr May Jun Jul Aud Sep Oct 0 0 0 0 O Week Month Year gt Utilization Allocated Display as Units v Week No 0 0 23 4 0 0 20 3 0 0 21 3 0 0 22 3 0 0 23 4 0 0 20 3 150 0 23 4 180 0 160 0 160 0 There are two views By Resource and By Project The By Resource mode is used to see which projects each resource belongs to The By Project view is used to see which resources belong to which projects Copyright Webforum Europe AB 96 Webforum Project Management e User amp Administration Manual By Project Booking Mode Planning Mode Views In both these views it is possible to look at the information in Booking mode and Planning Mode
110. n will see the New button in the project listing in addition to the other access rights set on the user level Administrator access overrules object permissions Administrator permission for Project planning gives administrative rights for Issues and Risks as well Project Planning Administrator w Financial Information Access Project Office Administrator le Time Reporting Administrator v People Resources Access w Global Resources Access wf Project Resources Access wf Report Completed Access Admin Tab Access w Search Tab Access w Invoice Tabs Access Issues standard access ds Risks Standard access iii Reports Standard access Resources standard access di Group permissions In the Project Planning also called Projects module a group can have no access standard access create project and administration permissions The Financial Information Access checkbox decide whether the users with this responsibility are allowed to see information about prices and costs for the projects they have access to In Project Office a group can have standard or no access In Time Reporting a user can have standard access administrator and no access The Time report access check boxes People Global Project Report Admin decide 1f group members are allowed to see and work with all time reports or just the time report belonging to certain users resources Copyright Webforum Europe AB 112 Webforum Project Managemen
111. ncel invoices Invoice no Customer 1037 Brainpool AB View invoice Webforum Brainpool AB AFF AFF Invoice list View and approve invoices By selecting View invoice you can look at the invoices and print them out Printed invoice Windows Internet Explorer er E http 212 214 191 151jtest_tr_2 Y 2 X 2 Google G w Goo ER y YY Bookmarksy E 446 blocked gt settings w Ps s we ke Printed invoice cn E amb p Page Of Tools Customer Brainpool AB Project Test 4 Resource Anders Andersson Date Activity Units Price Description 2007 06 18 Task 1 1 1 5 00 hr 300 00 2007 06 18 Task 1 1 1 5 00 hr 300 00 2007 06 19 Task 1 1 1 2 00 hr 300 00 Test Units Amount 12 00 hr 3600 00 Grand total ADP 3600 00 Print this page Internet View invoice Copyright Webforum Europe AB 58 Webforum Project Management e User amp Administration Manual By selecting approve the invoice changes status to approved By selecting cancel preliminary invoices are cancelled It is not possible to cancel approved INVOICES Create Invoices This function is used in order to create invoices Use the search tool in order to find time reports that meet the specified search criteria Invoices Search Customer Name Report date from Project Name Report date to Y i Search time reports O Customer Project Report date from Report date to Preliminary O AF
112. nch X 2008 Project group Users Group for standard users lt gt gt Page size 50 m 11 records 1 pages Add Group g Delete Export Groups including Project Groups The group will show up among all other groups but 1t will be marked with the project number and with Type Project Group in order to differentiate 1t from other groups The Project group will contain all users added to a project Project groups cannot be removed unless the project itself 1s removed Copyright O Webforum Europe AB 113 Webforum Project Management e User amp Administration Manual Users can be added to Project groups both from the Admin tab and from the resource tab within a project This means that a person with update on a project can add members to the project without admin rights By default only project members and admin can see the project group and its members in lists Under advanced settings for the project group it is possible to give more users and groups permission to see it Add the user group to the list and give them Read permission Demo Project 2003 General Settings Advanced Settings A Specify what permissions other groups and users have on this group Read Permission to see this group Update Permission to add and delete users from this group also requires Group Administrator permission Fl Group User Full Create Read Update Delete GS Allusers I GS Demo Project 2003 E Groups Ad
113. nd that you visit the Webforum homepage at www webforum com from time to time Updates and information about new tools and facilities are posted at this site There is also a section providing answers to frequently asked questions FAQ in the Support section of the website If you do not find an answer to your question in the User Manual or at the Webforum homepage you are welcome to contact either a local or international Webforum support office by sending an e mail to support webforum com Webforum Europe AB is continually developing and improving the Workspace Please feel free to contact your Workspace Operator Administrator or Webforum Europe AB Your comments and suggestions are important and appreciated Webforum Europe AB Solna Torg 19 3tr SE 171 45 SOLNA Sweden Switchboard sales 46 0 8 527 400 70 Support 46 0 8 527 400 80 Fax 46 0 8 527 400 40 Internet www webforum com E mail General info webforum com Sales sales webforum com Support support webforum com Copyright Webforum Europe AB 136 Webforum Project Management e User amp Administration Manual Appendix 1 Mobile Interface It is possible to login to a specified workspace via the mobile interface The normal login page has the workspace URL login as the address The mobile login has the workspace URL mlogin as the address It is also possible to login from the URL m webforum com ai TELIA gt 10 21 92 fab C Webforum Username Fred
114. nned End Date 011022012 01 02 2012 Time Report Enabled Time report from Time report to 01 02 2012 7 Budget ETC UOM 0 hr Spent Forecast complete 0 Additional information Copyright Webforum Europe AB 76 A Thay Ti id Charts Webforum Project Management e User amp Administration Manual Issues can be displayed in a chart mode Press the chart icon on the issues toolbar to access the chart mode In the chart mode it is possible to view statistics related to issues such as the number of issues by status and time or similar The filters are still applied when switching to graphs There are two main charts to choose from progress and summary The progress chart shows how the number of issues has evolved over time analyzed by the dimensions of your choice Graph Type Progress sues Number of ls Progress Chart he Analyze by Priority v Pas Copyright Webforum Europe AB E Show Markers X axis Calendar Week 17 v Periods Y All j Summary 3 Medium 2 High Webforum Project Management e User amp Administration Manual The summary chart shows the number of issues analyzed and grouped by the fields of your choice A summary graph can be displayed in column and pie mode In pie mode Group by is not used o TO OO 8 l l l ay O
115. nts Summary i EEPO Error in GUI Description There is an enror Company News Bug Reporting ERP Reporter fredrik adolfsson webforum com Page 1 Attach t oe 44 00232 02 Copy tif 140 KB EJ Page 2 Add from computer Le Save om os Published web form This is where you add units of measures UOM Units of Measure El VOM Name E Day Day E hr Hour Units of Measures There is one default UOM hours set in the system Units of measures are the units used for budgeting and time reporting When the resources are people hours or days Copyright Webforum Europe AB 129 Webforum Project Management e User amp Administration Manual are the most frequently used UOM but the system allows budgeting or reporting related to the use of any type of resource and the corresponding UOM Clicking New will take you to the UOM Detail window Unit of Measure details UOM Name Description Enable Back Save Cancel Unit of Measure details Currencies Different projects can have different reporting currencies In this window you select which currencies the users can choose from when setting up new projects Only enabled currencies will be shown in currency lists Currencies Currency code Description Enabled ADP Andorran Peseta AED UAE Dirham C AFA Afghani C ALL Lek bs O AMD Armenian Dram C Currencies Risks Parameters Here list values for risk probability and risk consequences are set It is possible t
116. o set values from 1 9 for each parameter Risk parameters Value Probability Description Fd 1 Low P 2 Medium E P 3 High Delete New Value Consequence Description E F 1 Minor E F 2 Medium E P 3 Major Delete New Save Cancel Risk parameters Copyright O Webforum Europe AB 130 System Options Webforum Project Management e User amp Administration Manual Here a number of default settings can be set or changed The default settings are the ones that the system will suggest unless you choose differently for instance when logging in System options Currency First day of week Resource category Activity category Category 1 Category 2 Project category UOM Page size Use week number Preliminary invoice Time Report Approval Actiwated Approver Allowed to Update Time Reports ETC updateable in time report Issue Type Issues Time Report Enabled Resolution Allow workspace level issue import via e mail System Options e Currency default currency when setting up new projects EUR Euro Monday Employee res category Standard services standard project uah S E S E lt m m E g ES Sohred K Use Use Use in in in iss UES UES UES e First day of the week this is normally set to Monday but depending on the country this may vary Please observe that
117. odule rights to these modules Please see the administration section of the Teamwork manual for details about Group set up There is also a section about Groups under the Admin heading in this document Web Documents Ba cts on Project Office Time Report Issues Risks Reports Resources Forum Tasks Calendar E mail SMS Contacts Web Publishing Admin For other tabs and a detailed explanation of the header row functions please also see the Webforum Teamwork manual On the header row links to logging out to the manual and to user related information can be found The header row also shows the name of the user who has logged in My profile My account My workspaces Logout A 8 Help Y ou should click Logout in the Header area whenever you wish to leave the Workspace in order to prevent anybody else from accessing the Workspace without logging in You will be logged off automatically after 120 minutes of inactivity Copyright Webforum Europe AB 7 Webforum Project Management e User amp Administration Manual Projects This is where projects and project activities are added planned and controlled Project Listing When clicking on the Projects form you will come to a list of projects Here you can choose to search for projects that meet different search criteria and open them add new projects copy an existing project import a project delete a project or export project information By default they are sorted
118. opyright Webforum Europe AB 75 Webforum Project Management e User amp Administration Manual Assignments In order to manage allocations on a resource level click Manage assignments just below Assigned to Assigned to Unassigned Manage assignments Manage Assignments This opens the Assignments page where it is possible to assign more than one person to an issue and to add Budget ETC on a resource level Issue assignments function just like activity assignments 1 e a resource that has reported time cannot be unassigned from an issue C Assignments 1 Issue 1 Name Search Y Show all Users and Resources Issue time reportable from to 03 10 2012 03 10 2012 Available resources Assigned resources Time report from Time report to Rate Budget ETC Spent Forecast Kotkajuuri Pekka pekka kotkajuu Adolfsson Fredrik fredr a 3 300 00 500 00 500 00 0 00 0 00 Project Manager Rogach Yuriy yro ciklum com System Developer p 4 Assignments page Additional Information The Addition Information section contains information related to estimations and reporting In many aspects an issue is similar to an activity in a project plan It is possible to set budget and ETC as well as to report time on issues Just like activities issues also have start and end dates and a complete field Additional Information Billable Planned Start Date Pla
119. orm 10001 Per Kallhauge English My view My workspaces Logout Efwebforum Start Web Documents Projects Project Office Time Report Issues Risks Reports Resources Forum Tasks Calendar More v A Help Analysis Charts Views Views Admin Analysis previous version Data entered before 15 44 is displayed Report content Save Load a Billable customers ge ml Values Year 2011 2012 2013 2014 2015 2016 2017 Grand Total Units al Month Hi Columns gt Jan 1 028 16 3 174 89 39 076 85 2 964 45 130 35 0 04 595 77 46 970 51 vem pE y Feb 697 15 2 415 42 182 972 04 1 555 24 207 83 459 12 541 61 188 848 41 ie gt Mar 11 951 26 4 243 85 398 108 97 3 040 14 1 402 169 649 11 62285 622 85 1 402 588 239 03 Ha gt Apr 6 633 49 5 984 30 141 911 73 438 10 517 81 568 69 541 60 156 595 71 Customer Name Se e gt May 5 164 13 8 690 43 138 481 60 162 31 49428 595 77 622 80 154 211 32 Filters by gt Jun 3 614 98 16 225 68 69 634 98 1 379 97 517 81 595 77 595 72 92 564 91 Year 2011 2012 2013 2014 2015 2016 2017 y Z gt Jul 1 666 13 23 048 70 32 016 76 307 14 479 38 568 69 568 64 58 655 44 Report components a gt Aug 1 944 41 19 469 77 30 686 51 33 91 436 19 622 85 622 80 53 816 43 7 fred Measures gt Sep 15 027 55 37 542 46 11 508 40 2 984 75 456 59 595 77 568 64 68 684 16 18 Activity gt Oct 3 972 05 43 553 62 3 037 87 5 185 185 355 07 456 59 56869 595 72 5 185 237 539 60 J FIE Calendar gt Nov 11 634 21 196 239 26
120. ossible to choose if a baseline should be displayed C Manual Eng Gantt setup x Show baseline in Gantt Baseline version Show Critical Path OK Close Gantt setup pop up window ya Oct 2012 Nov 2012 Dec 2012 Jan 2013 Feb 2013 Mar 2013 Apr 201 _ Activity Task 01 los 115122 129105112 19 26 03 10 17 24 131 107 14 21 28 104111118125 04 11 18 25 01 o8 Pre Study E ____ _ _ BB _ 0 o e Activity 1 gt Activity 2 _ _ Go No Go y C Initiation l Baseline displayed in Gantt Copyright Webforum Europe AB 37 Webforum Project Management e User amp Administration Manual Critical Path in Gantt The critical path is defined as those activities that affect the end date of a project The critical path will consist of those activities with the same end date as the end date of the last activity plus activities which those activities are dependent on It is possible to display the Critical Path in the Gantt chart Click the set up icon above the Gantt chart to do this Week 8 Month Year _ Week No 3 Jun 2013 Jul 2013 Aug 3 20 27 03 10 17 24 01 08 15 22 29 05 Gantt setup Click Show Critical Path EJ Manual Eng Gantt setup x Show baseline in Gantt Baseline version Ww Show Critical Path OK Close Gantt setup pop up window The critical path will be shown as activities with red around them _ Activ
121. peed up review 6 Budget Budget problem 2013 3 High 3 Major 9 There are indications that the pr No 1 Closed No Try to find suitable consultants No No Webforum Project Management e User amp Administration Manual al Manual Eng Manage filters Manage filters Delete F Name Type Columns Sorting rl p Project Mgr Fredrik Shared Hid E Close Manage filters The menu choices for the risk list are similar to the ones for projects issues etc HP Add risk at qo EA lay Mode El E Jp Delete selected risks Refresh the screen T Export risks to excel nee content Choose risk columns to display Display Mode ali Display as list or graphs Jp Show risk history Copyright Webforum Europe AB 81 Webforum Project Management e User amp Administration Manual Add risk opens the details window for the new risk da Back HP Add Save Cancel Risk Number Risk Name Created by Modified by Probability Consequence score 1 Low 4 Minor Er 1 Type Closed Not set E Mitigation lt a Back a Add Save Cancel E mail risks The e mail dialog will be opened and it is possible to send an e mail to selected users or other persons C Send e mail To amp Fredrik Adolfsson Copy Bcc Send me a copy Subject Manual Eng Issue Number RiskNumber Message Please review the attached risks Add from document archive Add from computer Send Close E mail
122. port content 2 Filters Measures Item Filters description Actions Units Scenario Spent XA Axis Calendar Month Month Q1 2013 Apr 2013 2 p 4 1 with Dat Series Data e E Y 3 aij Chart type Line with Data Labels Customer Billable Customer Units by Month and Billable Customer Filter components 2 800 1757 5 18 Activity 18 Calendar la Customer 18 Project 413 Project Resource 1 400 41 Resource 18 Scenario E 7 18 Time Report No gt Yes Charts Copyright Webforum Europe AB 42 Webforum Project Management e User amp Administration Manual Permissions The Permissions tab is used for setting object permissions on specific projects Just as in the rest of the Webforum service it is done by selecting users and groups and then giving them specific permissions If a user or group has permission Read or higher the project will show up in the Reports and Analysis menu but permission Update is required in order to access the Project tabs It is important to remember that the permission for a certain user is equal to the highest permission that a group he or she belongs to has Details Resources Planning Activity Activity Resources Budget and control Permissions E Group User Full Create Read Update Delete GA Allusers Pr E E F m E Webforum Personnel 7 a a Adolfsson Fredrik fredrik adolfsson webforum com F
123. pty rows Project Activity Dec 10 Jan 11 Feb 11 Mar 11 Apr 11 May 11 Jun 11 Fa view test copy Customer Test Fredrik test beh righeter 3 Customer Test test un 14 00 GRA RA Export Customer Test Activity 1 hr 5 00 3 00 Test beh righeter 4 Customer Test Testprojekt 2011 03 Customer Test ERP Project Testers Inc activity 1 hr Sum 0 00 0 00 0 00 0 00 0 00 5 00 26 00 Time Report Monthly View Weekly view The weekly view is the standard system view since it is the most frequently used view for most organizations The weekly view makes it possible to quickly report time spent on various activities during the week There is also a function to report ETC Estimate To Complete ETC is used in some projects in order to estimate the time left on a certain activity before it is completed There is only one ETC for an activity so the ETC 1s not affected by a change of weeks Copyright Webforum Europe AB 54 Webforum Project Management e User amp Administration Manual Time report Monthly view Weekly view Daily view Admin 4 Week 24 13 Jun 2011 19 Jun 2011 gt a Y UOM hr A Hide empty rows Save Cancel Project Activity Mon 13 Tue 14 Wed 15 Thu 16 Fri 17 Sat 18 Sun 19 Sum ETC GRA RA Export Customer Test Activity 1 hr 4 00 2 00 6 00 0 00 Testprojekt 2011 03 Customer Test ERP Project Testers Inc Sum 4 00 2 00 0 00 0 00 0 00 0 00 0 00 6 00 Report Completed All Descript
124. r structures or combinations can be cut 4 Paste button Copyright Webforum Europe AB 24 Webforum Project Management e User amp Administration Manual Pastes previously copied cut rows or structures Paste as a definition always takes place before current selected row Rows will be pasted according to the following rules a Ifrow above selected row before paste has a higher indentation level than selected row gt paste will take place on same level as selected row If row above selected row before paste has an equal or lower indentation level than selected row gt paste will take place on same level as row above selected row If selected row is first activity gt paste on highest indentation level Structures will have top item pasted in accordance with rules above regardless from which level a structure 1s copied This applies for both structures that are copied from higher and lower level than the paste level e Pasted structures will remain unchanged f Recursive paste is allowed This means that cut copied rows structures can be pasted several times Please note that the Clip board is only active within this form and project This means that is currently not possible to copy paste activity data between projects or paste activity data in another form 5 Delete button Deletes selected rows Select one or several rows using row check box If a structure level is selected all underlying sub structures and activities ar
125. r years should be displayed Resource Planning Based On Budget Periods 3 4 13 Utilization Allocated Display as Units O Week Month Year Week No The resource utilization toolbar with Resource planning selected Utilization It is possible to show allocated time 1 e the time a person will work unallocated time 1 e time the resource 1s not allocated to any project and total 1 e the total time a resource would have had available 1f 1t had not been allocated to any project This 1s useful in order to quickly see 1f there are resources working part time Display as The resource utilization view will show if a person is over allocated based on the resource calendar When the allocation is shown in percent resource specific calendar exceptions will be considered 1 e if a person is working part time 20 hours a week a 20 hour allocation of time will be displayed as 100 allocated When the display mode is FTE resource specific exceptions will not be considered If the normal work week is 40 20 hours will be displayed as 0 5 FTE If the normal work week is 40 hours but there is a general 8 hour exception that week due to for instance a bank holiday 20 hours will be displayed as 20 32 0 62 FTE Chart view It is possible to choose between grid and graph by clicking on the corresponding symbol J ali in the toolbar There are three main charts one for average allocation one for total alloca
126. request and look at status reports related to the project If a status report is requested the person responsible for the activity will receive an e mail where he she is asked to fill in a status report in My View The e mail will contain a link to the correct status report The project must have the Enable in My View checkbox checked in order for the status reporting function to be enabled Copyright Webforum Europe AB 31 Webforum Project Management e User amp Administration Manual If you want to request a status report immediately after adding responsible resources to activities it is important to first save the project so that the newly added persons will receive a request The status reports dialog contains three tabs 1 Reports 2 Request 3 Setup The Reports tab contains an overview of all reports sent CJ Status Reports Test project i Reports Request Setup Date Resource Activity Start End Status Complete Comment A 12 03 2010 O Adolfsson Fredrik fredrik ado test activity OVv0ON2010 24032010 Not Started 0 Comment test A test test Report saved 12 03 2010 The status report Reports tab The request tab 1s a way to send an instant request for status reporting Reports Request Setup Instant Request for Status Report A request for status report will be sent to all resources in the project who are responsible for at least one ongoing task i e the start date has pas
127. rik adolfsson webforum com Password Language English v gt ES he Mobile login Once logged on you will come to a workspace selection page 1f you have logged on from m webforum com otherwise you will come directly to the module selection Click on a workspace name top open it 4 Select a workspace A ECM Test Platform gt m Manual Svenska gt Cy Manual Eng gt Workspace selection logon from m webforum com The mobile interface currently has four modules documents contacts time report and issues Documents and contacts are explained in the Webforum Teamwork manual Copyright Webforum Europe AB 137 Webforum Project Management e User amp Administration Manual Manual Eng Cl webforum KI Start badi Documents gt Contacts gt Time Report gt vl Issues gt EJ avout gt Module selection Time reporting The time reporting lets you report time in a daily mode It is also possible to set a daily time report to completed ETC and Comments can be given by expanding the activity a Time Report 4 4 25 09 2012 gt Total time Report completed Demo Project Activity 2 Description Meetings Internal comment Add activities Time Reporting Copyright Webforum Europe AB 138 Webforum Project Management e User amp Administration Manual By default only activities which you have recently reported time on are displayed In ord
128. roval Activated here you can decide whether you want to use the time report approval function or not see more in the Time Report description e Approver Allowed to Update Time Reports here you can decide whether an approver is allowed to update time that users have reported or not Even if this function is not activated an approver may have the right to update time reports if he she has update rights on a project and has access to the time report admin tab e ETC Updateable in Time Report If this is marked persons reporting time will be able to update Estimate To Complete on project activities Issue type Default issue type e Issue time report enabled Should be checked if persons are allowed to report time on issues e Resolution Default issue resolution e Allow workspace level issue import via e mail if checked it is possible to send e mails with issues to the workspace After the import issues can be linked to a project Resoure Booking Parameters Resource booking parameters are set in System Options These are further explained under Resource Utilization Booking Resource Booking Parameters Resource booking UOM hr i Defaut booking status Undefined ni Booking Interval Colors From LD From 70 Mv x From 100 r A From 120 A Add level Copyright Webforum Europe AB 132 Webforum Project Management e User amp Administration Manual Resource Booking Parameters Additional Proj
129. s Ala 126 amp le a 8 8 lt Budget in Units C Week 0 Mont WBS Activity Task Start End Duration Status complete Priority Budget P 1 Activity 1 12 03 2015 17 In Progress w dy 0 x 5813090 0 2 al W Planning view with linked Folders Documents It is possible to link Folders and Documents to activities This is done using the folder icon on the activity row By pressing the folder icon a dialog with folders and documents linked to the activity is displayed EJ Document Management Test Documents and Folders iL Test folder ely Checklist test El Select a document x Documents Root fatestff test folder Hame fwi Price_list_2010 Delete Add Close 4 namari 4 Select folders documents to link By pressing Add it is possible to link additional folders and documents to the activity If there are folders or documents linked to an activity the folder icon will be red Clicking on a folder or document will open the folder document in the document archive just as when clicking on a folder or document link URL in another program such as a link in a mail Assignment Notification E mail By clicking the assignment notification icon itis possible to send an e mail to all users assigned to the activities that have been checked The project must have the Enabled in My View icon checked for this icon to be enabled Copyright Webforum Europe AB 30 Webforum Project Management e User amp
130. s Dala Customer Billable Customer Ed T Filter components A aig Activity 4 18 Calendar Jig Customer 2 10 Project Jig Project Resource Jig Resource 418 Scenario 4 19 Time Report Filter selection Copyright Webforum Europe AB 147 Webforum Project Management e User amp Administration Manual Limit the report in terms of other dimensions by clicking on the dimension in the Filter components section When either the funnel icon or a dimension in Filter components is clicked the Filter dialog will be displayed and it is possible to choose exactly which values to display Charts Report content Measures Units Axis Calendar Month Series Data Customer Billable Customer Filter components aia Activity ata Calendar ia Customer dl Project Jl Project Resource Tale Resource E E Scenario sk Time Report OK Cancel Filter selection The chosen values are shown in the Filters list It is possible to edit or delete filters here Filters A Filters description Current filters The report content is displayed using the Webforum standar chart component It is possible to save edit and display reports using the star icons Copyright Webforum Europe AB 148 Webforum Project Management e User amp Administration Manual ve Ve 9 El El i Chart type Line with Data Labels gt Units by Month and Billable C
131. s Admin Report content Save Load 4 H amp all Values Year w 2013 20143 Grand Total Units aul Scenario Columns Budget Spent Forecast ear sal Activity Name ia Rows Demo Project Sep 2012 10 00 10 00 20 00 20 00 Activity Name e hi al ERP fa na Pre Study Wear Quarter M 2013 A F E Activity 1 7 00 7 00 54 00 54 00 Scenario All elements except Booking Baseline k Tr E Activity 2 20 00 50 00 50 00 amma m Pre Study Total 50 00 27 00 27 00 104 00 104 00 Initiation 20 00 2 00 2 00 24 00 24 00 gull Measures o implementation 20 00 20 00 20 00 la Activity nplem ERP Total 90 00 29 00 29 00 148 00 148 00 FIE Calendar D j ii pa Grand Total 50 00 63 00 63 00 216 00 216 00 oH Year MEY E Quarter MEE Reports and Analysis screen layout The screen consists of 5 major areas Items that you want to see as values in a report should be placed here by using drag amp drop Items that you want to see as rows in a report should be placed here by using drag amp drop Columns area Items that you want to see as columns in a report should be placed here by using drag amp drop Filter area Items that you want to see as filters in a report should be placed here by using drag amp drop I e if the report should only include values for a specific project or for a specific customer those dimensions may be placed here Report Here you find all the different items that you can analyze and components area report on
132. s N Public report OK Cancel gall Units ail Amount ail Cost Exporting and managing reports Reports that are saved can be saved either as personal reports in the system or as global reports Global reports are visible for all users with access to the reporting tool If you open a report 1t will automatically display the report content The report which Copyright Webforum Europe AB 156 Webforum Project Management e User amp Administration Manual is first in the list alphabetic order will automatically be shown when you open the reporting menu Please note that all reports will display the values that are currently corresponding to the selection critera 1 e if you have saved a report with a certain value for Quarter 1 in February the report will also display March values if you open the report in March This means that if you create a report containing data from project A and project B and a person who is watching the report will only have access to project A that user will only see project A data If you want to save or export a fixed view of a report this is possible using either the PDF or Excel buttons in the toolbar Pressing these buttons will open the corresponding program with the report and you then use the PDF or Excel standard functions in order to save or print the reports Copyright Webforum Europe AB 157
133. s a very flexible reporting function in the system that allows you to create virtually any type of report you want to The reporting function is described in detail in the advanced reporting appendix Please note that the reporting function is intended for follow up purposes and the underlying OLAP cube that is used for this purpose is processed every 15 25 minutes which means that data entered lately may not be included The date and time of processing is shown in the reporting tool Data is displayed for the current workspace Please contact Webforum if you are interested in displaying data from multiple workspaces here There are five tabs in the reports module There are three tabs for free analysis the new analysis function the charts function and the previous version for analysis In addition there is a dashboard function called Views The views are managed in the Views Admin tab Start Web Documents Projects Project Office Time Report lsues Risks Reports Analysis Charts Views Views Admin Analysis previous version Tabs Copyright Webforum Europe AB 86 Webforum Project Management e User amp Administration Manual Analysis This tool is similar to the old version in terms of layout and general functionality but it has some extra display options and an improved user interface The more complex options found in the previous version have been taken away in order to make the function easier to use ECM Test Platf
134. sed and the task is not yet finished Message Send Request The status report Request tab The Setup tab is where periodical requests are set up Copyright Webforum Europe AB 32 Webforum Project Management e User amp Administration Manual C Status Reports Test project Setup Status Reporting Function Activated When the Status Reporting Function is activated a request for status report will on a periodical basis be sent to all resources in the project who are responsible for at least one ongoing task i e the start date has passed and the task is not yet finished Weekly Monthly Status report setup This is what the My View Status Report section looks like My View Project Date Activity Start End Status Changes Since My Last Login Test project FA test customer Project activities Status Reports Test project XXX Test Customer 12 03 2010 A Complete Comment Testact 1 10 03 2010 24 03 2010 NotStarted 0 Comment 12 03 2010 EN Project_1 Testers Inc Status Report Section in My View Copyright Webforum Europe AB 33 Webforum Project Management e User amp Administration Manual Mass Update Activity Details Dialog The mass update dialog works just like the activity details dialog but it changes all selected rows at the same time If different types of activities normal activities milestones top level activities have been s
135. sen a workspace e mail address is displayed instead of a project address Filters Use the filter panel to search based on filters and to save filters Filters are used in order to view a subset of all available issues Copyright Webforum Europe AB 60 Webforum Project Management e User amp Administration Manual Issues Filters Fitters None Manage Filters Cave Filter sr Clear Filter Search Project Name lesue Type MI Issue Number Summary Description Status Color Status Resolution Activity Category Add Activity Category 1 Add Activity Category 2 gt gt Custom Fields Severity Priority The filter function works almost in the same way as advanced search in the document archive 1 e it is possible to search on attribute fields and to save filters as private or public A public filter is visible for all users with at least read access to issues 1n a certain project There is a free text search option in the issue list This means that you can search for a text such as test and all issues with test in the searched fields will be listed Copyright Webforum Europe AB 61 Webforum Project Management e User amp Administration Manual Issues Filters E Filters None m Manage Filters Save Filter ay Clear Filter Search Search K Project Name mM The following fields are included in the free text search e Issue number only exact matches If sear
136. shown in the list al Manual Eng Save filter Name E Shared filter OK Cancel Save filter Filters are managed by clicking Manage filters in the filter pane For each filter it is possible to change the columns and sorting order do Manual Eng Manage filters Manage filters Delete Type Columns Sorting Shared EH M F Project Mgr Fredrik al Close Manage filters Copyright Webforum Europe AB Webforum Project Management e User amp Administration Manual Toolbar HP New Project Copy MF 28 H The toolbar has the following functions da New Project New Project Refresh the screen Column selection New Project creates a new project from scratch or based on a project template Copy Copies a marked project Delete Deletes a marked project Mass update Project attributes can be updated for many projects at the same time Select the projects that should be updated Click on the pen icon in the toolbar The mass change dialog opens Make the changes and save Refresh Refreshes the screen Export Exports what is currently displayed in terms of projects and attribute fields There is an option to include information about resources as separate rows one row per project and resource Import Imports a project see details below Column selection it is possible to choose which columns to display in the grid Sorting it is possible to choose sort order
137. sign above the subproject phase rows uncheck Summary rows below detail in the outline menu that is reach from the data tab The exact location of this choice depends on the version of excel that you are running DATA REVIEW VIEW ADD INS actions a PTA Y Clea Y E Jf E g 28 CER t Show Detail rtie zt Reapy Ela j e jg af TE TE REEI Hide Detail l A Sort Filter Textto Flash Remove Data Consolidate What lf Relationshiy Group Ungroup Subtotal Y Advanced Columns Fill Duplicates Validation Analysis v v Sort amp Filter Data Tools Outline E Settings C D E F Direction Time Time Comments Budget Function Summary rows below detail Summary columns to right of detail Automatic styles Grey Grey Grey Grey Grey Grey Create Apply Styles Cancel Grey Grey Grey Sort order for summary rows in excel Print The print button GANTT chart to print out You can also choose paper size allows you to choose which columns and which part of the Copyright Webforum Europe AB 48 Webforum Project Management e User amp Administration Manual O Demo 11 4 Print Options x Select columns to print Avalible columns Selected columns Status Time Project Phase Status Budget Ganti 1m Status Function Status Risk Status H Budget Spent Forecast Currency Gantt print date from 22 08 2011 E to 02 09 2011 Ea a Create PDF report suited for selected page size and orientation Page Ste 44 le
138. ssue Mass Update It is possible to mass update issues This is done by pressing the pen icon Zin the toolbar after first selecting the issues that you want to update This opens the Mass update pop up Here 1t is possible to choose which fields to update C Manual Eng Mass update Details Status Resolution Description Different values Additional Information Billable Ho Time Report Enabled Yes UOM hr Cancel gt gt gt gt gt gt OK Severity Priority m Different values Different values Found in release Fixed in version r Planned Start Date Planned End Date Eti Time report from Time report to EEN complete Different values OK Issue Mass Update Pop Up Export issues Click the export issues icon 5 the document archive as an excel file LJ Export issues Issues has been exported Filename PMTReportxlsx Size 5 2 KB Save to Document Archive Download Close Export issues The export file contains all the issues and columns displayed Cancel in order to export issues to excel or to save them to A Type Bug Bug Standard Bug Export file YA amp wn pa B Cc D E Issue Number Summary Severity Priority 1 Issue 1 1 Critical 1 Critical 2 Issue 2 4 Low 2 High 3 Find new project mana 3 Medium 2 High 4 Bug in logging 1 Critical 1 Critical Copyright Webforum Europe AB Status New Closed New New
139. st project XXX Test Customer 12 03 2010 ad Testact 1 10 03 2010 24 03 2010 Not Started v 0 Comment Save 42 03 2010 EN Project_1 Testers Inc Status report section in My View The Project Activities section shows not yet finished activities that I am assigned to The status report section shows status reports that I have written or am supposed to write A project manager sends out requests for status reports ad hoc or at given intervals to persons responsible for an activity Changes to the status or Complete will change the status and Complete for the project Once a report is saved it cannot be changed Status reports are displayed as long as the Project status is not Finished Clicking on the project name in My View opens up the project planning tab provided that one has at least read rights on the project plan Copyright Webforum Europe AB 134 Webforum Project Management e User amp Administration Manual API There is an API available for customers that want to extract time reporting data from the system in XML format Please contact Webforum for details about the API and how to use it Copyright Webforum Europe AB 135 Webforum Project Management e User amp Administration Manual Support amp Contact Information Should you have any questions regarding the tools and functionality of the Workspace click Help in the header to get in contact with the Workspace Operator We also recomme
140. sues or both Displays if the activity is Not Started In Progress or Finished Billable This Dimension indicates if the activity is billable or not this is mostly of interest for consultancy companies or companies with internal pricing between different functions Unit of Measure the default is hours but it is possible to use any other UOM that the administrator has chosen to add to the system for instance days Selecting UOM will give you a list of all UOM CustomFields Custom Fields marked as Analyzable will be displayed Unit of Measure Calendar Date The various date fields allow you to follow up different time Month periods Since there are many different ways to follow up Quarter periodic data PM allows you to combine these For Week instance you can select to follow up Years in columns and Year Months in rows if you want to Year Quarter Month Date Year Quarter Month Date is an example of a Hierarchy By Year Week clicking on a certain hierarchy level it is possible to drill Date down to the next level This is a very quick way to move up and down in detail level Calendar displays accumulated values for all periods up until the Aggregation period displayed charts and Current displays values for the period displayed current is no beta displayed by default if no Calendar Aggregation member is only used in a filter displays year to date values Copyright Webforum Europe AB 144 Webfor
141. t ETC Forecast see ae pias 0 Activity 1 8 12 03 2015 03 04 2015 5813800 00 5313090 00 In Progress v 0 0 00 2 00 5813000 00 5813002 00 798 00 88 00 g Task 1 1 2 Y 16032015 5 27 03 2015 0 5813800 00 5313090 00 hr In Progress x Bo 0 00 2 00 5813000 00 5813002 00 798 00 88 00 Task 1 2 P E 30 03 2015 03 04 2015 0 00 hr x 0 0 00 0 00 0 00 0 00 0 00 b Task 2 1 2 amp 12032015 7 25 03 2015 37 0 00 hr lr Y 0 0 00 0 00 0 00 0 00 0 00 F Activity 2 P Y 06 04 2015 24 04 2015 5 00 130 00 hr Not Started w 0 62 30 38 00 23 00 61 00 56 00 119 00 Adolfsson Fredrik fredrik adolfsso 5 00 30 00 32 00 23 00 55 00 25 00 Kallhauge Per per kallhauge web 0 00 150 00 6 00 0 00 6 00 144 00 F 0 00 0 00 0 00 0 00 Project totals 5813805 00 5813270 00 0 00 40 00 5813023 00 5813063 00 742 00 207 00 The Budget and Control Tab This page also includes summary information about the project It is also possible to set and work with baselines A baseline is a snapshot of the project budget at the time the baseline is set Press to set or manage baselines You can choose in the list which baseline you would like to compare the current budget and forecast with You can set as many baselines as you whish but only one baseline at a time can be shown in the Report amp Analysis function Check the Included in Reporting flag for the baseline that should be shown in Reports amp Analysis
142. t Explorer and the latest version of Firefox are recommended Login information which is provided by the Workspace Administrator is personal and may not be passed on to others Make sure to store this information in a secure location Type the web address URL of the Workspace You will come to a login window Click Login in the menu to access the login page Enter your Username and Password If the Workspace is provided with multi lingual access you can also select a Workspace language Finally press OK Manual Eng someone example com Password English hd Login _ Remember me Forgot password hitp Avww webforumtest com manualeng C http www webforumtest com manualeng mlogin Provided by Webforum Webforum login window Multilingual Workspace The Workspace is available in several languages A drop down menu is available from where you can select your preferred language The language setting applies only to system information such as menus and functions comments and auto generated messages but does not affect the contents stored on the Workspace Copyright Webforum Europe AB 6 Webforum Project Management e User amp Administration Manual Layout of the Workspace The Webforum Project Management modules are accessed by pressing the Projects Project Office Time Report Issues Risks Reports and Resources tabs within the workspace In order to be able to do this the user must belong to a group that has m
143. t e User amp Administration Manual Even if the checkboxes are checked the resource will only be able to see and update time that users resources have worked on projects which the user has at least update rights to It is not enough to have read rights to a project Regardless of these settings a user can always access his her personal time report The Report completed access check box decides if the responsibility is allowed to update days already flagged as Report completed The Time report search access gives access to the time report search tab Invoice tab access gives access to both Create Invoices and Invoices tabs In Issues a group can have no access or standard access In Risks a group can have no access or standard access In Reports a group can have no access and standard access In Resources a group can have no access and standard access The Enabled check box decides if the responsibility will pop up in default lists and when setting up users A Project Group is created when a project is created see the Webforum Project manual for more information about adding projects Groups Add Group g Delete Export Name Type Description All users Admin admin group Billing system 2006 Project group CRM 2005 Project group Demo Project 2003 Project group Demo Project Sep 2012 2007 Project group ERP 2004 Project group Group Administrators Group administrator group Product Lau
144. t to the resource If you click the plus sign all activities that this resource has spent time on will appear Copyright Webforum Europe AB 155 Webforum Project Management e User amp Administration Manual w Per Kallhauge Demo Project I Activity 1 Task 1 1 Activity 1 Total Activity 2 Demo Project Total al ERP Initiation ERP Total Per Kallhauge Total If you then click the minus sign you will collapse the activities again You can also drag the Activity name and place it before the Resource name in the row area This way it is possible to see which resources that have spent time on a certain activity You can of course to the same thing with column dimensions just by dragging the Resource or Activity name dimensions to the column area Printing Exporting and Saving reports Reports can be printed exported and saved This is done using the corresponding toolbar which is located in the top left corner Report content Save Load Analysis Charts Views Views Admin Report content Save Load He sl Values Year 2013 Grand Total Units al Scenario Columns Columns gt Budget 90 00 90 00 Year Quarter Month Date e E gt Spent 63 00 63 00 ES gt Forecast 63 00 63 00 Scenario E a OS Grand Total 216 00 216 00 Project Name T PE py Filters C Save report 7 Year Quarter M 2013 TE Scenario All elements except Booking Baseline TE Name Report components A st al Measure
145. t view A warning message is displayed The view can be published unpublished and moved up down with the menu Edit View PK no filter Details Published Y Short Name PK no filter Description Layout of columns of Screen Height Minimum Height Fixed Height px 1 40 165 x 2 v 60 165 4 x Add row Filters available to the user Component Attributes set by default No filters defined Add filter Save View Reset Form The view can have between 1 and 4 rows and each row can have between 1 and 3 columns This is entirely user configurable The row height is individually controlled by setup parameters 100 is defined as max available screen height with no scroll The minimum height parameter controls the minimum height the row will have on a low resolution screen Fixed height is used if the row should have a height of a specific number of pixels regardless of screen resolution Rows are added with the Add row button Rows are deleted the delete icon on each row Switch order of the rows are done with the arrows 4 Filters might be added to the view The filters are applicable for all reports in the view For each filter dimension default values can be added Filter dimensions are added with the Add filter button C Filters IS Activity 33 Activity Categories 23 Additional Activity Category 1 32 Additional Activity Category 2 33 Activity Status 22 Activity lssue 33 Billable 23 Unit of Measure
146. tent Save Load all Values Scenario Budget Spent ETC Forecast Grand Total Units ool Preece Mean pim CRM 80 00 10 00 70 00 80 00 240 00 PEA EE bemo Project Sep 2012 300 00 12 00 285 00 297 00 894 00 E Rows ERP 240 00 25 00 117 00 146 00 532 00 Project Name SES Grand Total 620 00 51 00 472 00 523 00 1 666 00 ba Filters Scenario All elements except Booking Baseline TE Project Name All elements except Demo Project TE Report components A a al Measures all Units 52 3 a l Amount E r Cost T ail Gross margin E Ha Activity iH Calendar sig Calendar Aggregation sta Customer J Ha Project 7 i 2 Billable Project HEE i Se a3 Currency Code HEE a3 Project Categories HE pa 22 Additional Project Category 1 HAE ee sa Additional Project Category 2 AREA TE 23 Project Name HE te 22 Project Manager HE i i a3 Project Name HHE be 3a Project Status HEHE 318 Project Resource sig Resource Ha Scenario 219 Tirne Report Report layout The next step is to select filters Select the Project row in the structure area Under projects select project name and drag it to the filter area which you find in the top part of the window When doing this you will automatically get the filter pop up window where you can filter on which members to see This is explained in more details under Filtering below When this 1s done the units in the measures area will be filtered so that only the units spent in th
147. that is a part of the filter and which filter members the filter consists of i Filters Year 2010 2011 2012 TE The filter dialog is opened with the filter icon 7 The filter dimension is removed with the delete icon The rows hierarchy can all at the same time be expanded or collapsed Click on the Grid settings icon opens the configuration dialog C Grid settings x Decimals 2 Totals Row and Column Divide by _ Thousands OK The number of decimals displayed can be selected with the Decimals list box The Totals controls if row and column totals should be displayed If you want the values to be displayed in thousands check the Divide by check box Current report can be exported to Excel by clicking on the export to Excel icon El You have the option to save current report Click on the Save link to open the save dialog C Save report Name _ Public report OK Cancel Previously saved reports can be opened with the Load Report function Copyright Webforum Europe AB 88 Webforum Project Management e User amp Administration Manual C Load Report x Report type All Report name Analysis Beta PK test Billable customers Test av expand I S S4 _ lt gt ETE 4 111s 1223 1224 123 laaasa Agregated Deleted Issues_DO NOT DELETE T Empty rows Excel export COOCOO 060060 6 amp amp amp 1152 Organize OK Cancel Click on the Organize button in the
148. the browser On iPhone there will be an option to take pictures On a PC the file archive will be opened Click Document Archive to add files from the document archive Copyright O Webforum Europe AB 142 Webforum Project Management e User amp Administration Manual Appendix 2 Reporting and Analysis tool Charts Reporting Fundamentals When creating a report think just the same way as when you create a report on paper in excel or similar All reports contain filters rows columns and measures For instance if you want to create a report showing how much time different persons 1 e resources have spent on a project each month you can create a report with the following layout Filter Project New Accounting system project Units Hours Columns 2008 2009 Q4 QI Dec Jan Feb Sum Rows Person A 20 30 10 60 Person B 10 10 10 30 Person C 10 10 10 30 Sum 40 50 30 120 Resources Time Projects and Units are called Dimensions Years and Months are examples of different Hierarchy levels Individual instances of a dimension such as Person A are called Members The following Dimensions and Hierarchies are used contact Webforum if you want to create additional measures In addition Custom Fields for Projects and Activities can be displayed as well Category Dimension Description Hierarchy levels Amount is the value of reported units times the price Cost is the value of reported units times the cost Dimension C
149. tion and one for a detailed allocation displaying each selected resource separately All choices such as monthly or yearly view are available also in graph mode E Allocated Available Average allocation Copyright Webforum Europe AB 101 Webforum Project Management e User amp Administration Manual Periods 3 4 FE UOM All v Utilization Allocated m Display as Units m Month Year Graph Style Detail Line nal Availability calendar Resource v Resource Utilization 50 Available Adolfsson Adu Fr Adolfsson Fredrik de lis Peter peter ilis Units week 0 Detailed allocation The available line displays the available time considering either resource calendar exceptions or just the standard calendar including general exceptions If the columns or individual lines are higher than the available line it indicates that the resources are over allocated Graphs can be printed and exported as pictures that can be used in other programs A maximum of 5 resources will be displayed at the same time Booking In many cases activity assignments are done at a later stage in a project whereas the resources are booked 1 e assigned to a project even before the project has started The booking function handles this The function makes it possible to book resources to projects without assigning them to activities Bookings can be made evenly from the project start date to the end date or manually with dif
150. to include users and other resources in the export file Copyright Webforum Europe AB 13 Webforum Project Management e User amp Administration Manual cda New Project A ye He a Project Customer ProjNo Phase progress Status Billable Enabled Document E Product Launch x Internal 2005 Yes Yes L Demo Project Internal 2003 Not Started No Yes O E crm internal 2005 Mae No Yes LJ ERP Internal 2004 Hea l In Progress No Yes Project Launch Y Internal 2009 No Yes El Fatest Internal 2011 No Yes El L Template 1 The Consult 2010 Yes Yes Demo Project Sep 2012 Internal 2007 Ho Yes LI Billing system Westing 2006 Ho Yes J Manual Eng Export Project E Include Resources in the export W Users L Global Resources Project Resources 4 Continue Cancel Resource export The users amp other resources will be displayed in a separate column just like other fields but there will be one row per resource in a project A B C D E F G H L 1 Project Customer Proj No Phase progress Status Billable Enabled Documents Resources 2 Product Launch X Internal 2008 Yes Yes 3 Adolfsson Fredrik fredrik adolfsson webforum com 4 Demo Project Internal 2003 Not Startec No Yes 5 Adolfsson Fredrik fredrik adolfsson webforum com 6 Arvidsson Johan johan arvidsson webforum com 7 Kallhauge Per per kallhauge webforum com 8 Kotkajuuri Pekka pekka kotkajuuri webforum com 9 CRM Internal 2s
151. to the folder removed The All users group will not have access to the project folder when the folder is created this way The All users group any other group or users that are not members of the project can still be given access rights to the folder just as they are given rights today 1 e in the document archive The folder created this way cannot be moved and cannot be deleted as long as it 1s still attached to the project The Billable checkbox shows if the project can be invoiced or not it 1s set to No by default The Enabled checkbox indicates if the project is active or not It is set to yes by default If a project is disabled it is not possible to report time on the project and it will not show up in the default project listing Custom fields Copyright Webforum Europe AB 18 Webforum Project Management e User amp Administration Manual This section is only displayed if there is at least one custom field set up for this workspace The fields are user defined see section about custom fields above Status fields Budget Spent and Forecast are numeric fields where you can enter overall figures for the project These fields are not summed up from figures entered on the project activities The fields for time cost function and risk are primarily set in order to make it possible to get a quick project overview in the project office function It is also possible to add a status comment for each of t
152. ty OARECE P Additional Activity Category 1 Activity die F Additional Activity Category 2 Activity ica Issue Status Issue Issue Resolution Issue Import from other systems BAE iiei Projectplace Issue Link Type Issue Project Management y E Project Categorias Project Resources 7 Fi Additional Project Category 1 Project Global Resources Details F Additional Project Category 2 Project User Category Assignments F Resource Categories Resource Job Role Assignments F Additional Resource Category 1 Resource Calendar F Additional Resource Category 2 Resource lome Risk types Risk type Categories Categories Click on the pencil next to the two user defined categories in order to update the category names Click on a category name to open the Category Details window Category Values Project Categories O Category Value Description Enabled O Pro Bono O Standard Project Category Details When you click on New you will be able to add an additional custom field You have a number of field types to choose from Once you have choosen a type 1t cannot be changed to another type Copyright Webforum Europe AB 120 Webforum Project Management e User amp Administration Manual EJ New custom field New custom field Name Country Mandatory E Searchable Y Type Text single row Ba Text single row Text multiple rows Decimal number Integer Date Pick list one choice Pick list one choice categorized Pick list mult
153. um Project Management e User amp Administration Manual Dimension Description Hierarchy levels Customer Project Billable project Indicates if this Project is billable or not Currency code Currency It is important to choose currency if you are analyzing projects with different currencies Otherwise the amounts indicated will be a mixture of different currencies Project Using project categories is a way to follow up projects of Categories various categories The categories are set by the administrator There are a total of three project categories and each of them can have an unlimited number of members Project Name The name of the project there are two dimensions one for project names and one divided into Parent Project and child projects Custom Fields Custom Fields marked as Analyzable will be displayed Time Report Billable Indicates if reported time on the combination of project activity and resource is billable or not Indicates if a certain time spent has been invoiced or not Completed Indicates if a report value is completed or not Approved Indicated if a report value is approved or not Resource See Resource Utilization Booking for a description of Booking bookin status Status Scenario alues Gives a possibility to follow up units and amounts spent as Booking well as the booking baseline budget estimate to complete Baseline ETC and forecasts Budget Spent ETC Forecast Category
154. um of all activity and Completion BUDGET for the TOTAL resource budgets JOB Cost Variance EV AC NEGATIVE is over budget POSITIVE is under budget Schedule Variance NEGATIVE is behind schedule POSITIVE is ahead of schedule Cost Performance EV AC I am getting Index out of every 1 SPI Schedule EV PV I am progressing at___ Performance of the rate originally Index planned Estimate At AC BAC Actual to date plus Completion EV CPI remaining budget modified by performance Formula used when current variances are typical Estimate To EAC AC How much more will the Complete project cost Should be displayed as integer Variance At BAC EAC How much over under Completion budget will we be at the end of the project If AC 0 gt CPI 1 If PV 0 gt SPI 1 If AC and ETC from PM 0 gt EV 0 If AC and ETC from PM 0 gt EAC 0 If BAC for an activity 0 gt EAC AC ETC from PM Calculations are done for each activity individually and then summed up Copyright Webforum Europe AB 20 Webforum Project Management e User amp Administration Manual Additional information fields Here it is possible to write a project description information about project roles project portfolio belonging information about contacts agreements as well as information about departments organizations involved It is also possible to link documents from the document archive to a project for instanc
155. used or not Name Name of the form as displayed in the form list Header Text displayed as a header when published Information Text displayed below the header on a published form Project Project the form belongs to Can be left empty Issue type Issue type controls which field that will be available Form Language Language used for messages related to the form such as button texts Active from First date the form can be used Active to Last date the form can be used Expired message Text displayed to users when form is not active any longer Response text Text displayed to user after having saved an issue entry Allow attachments Option to allow attachments or not URL URL to be used when accessing the form This URL should be copied when publishing the form Field selection Fields available to display to users when adding issues via the form The field selection depends on issue type By clicking on a selected field it is possible to set a default value The value will be preselected when a user fills in the form In the dialog window it is also possible to set an info text related to the specific field The info text will be displayed when clickning on an info symbol next to the published field Selected fields Data type Default value Reporter User list one choice C Manual Eng Edit field Field Severity Default value ae m Information Information texi OK Cancel Edit field Copyright Webforum Europe AB 128
156. ustomer 1 800 T7575 1 600 1 400 pa E 5 1 200 1085 5 1081 5 1 000 300 Jan 2013 Feb 2013 Mar 2013 Apr 2013 No Yes Chart mode The excel icon exports data to excel and the grid icon changes display mode to values displayed in a grid Units by Month and Billable Customer Units o E Wo 1 757 50 1 631 00 1 579 00 1 471 75 6 439 25 a5 Sa 2 843 00 2 586 50 2 617 50 2 553 25 10 600 25 Month Grid mode Copyright O Webforum Europe AB 149 Webforum Project Management e User amp Administration Manual There are a number of chart types to choose from when in chart mode and most of them are self explanatory Chart type Line with Data Labels Line Line with Data Labels eN Column Stacked Column Stacked Percentage Column Bar Stacked Bar Pie Chart Area stacked Area slacked Percentage Area Chart types Not all graphs can display all data A pie chart for instance can only display axis values and not series data values Copyright Webforum Europe AB 150 Webforum Project Management e User amp Administration Manual Report amp Analysis The report amp analysis function is set up to support the creation of virtually any type of numeric report This is done by choosing from the different objects that are used in the system and then placing them in a report structure that you will be able to see on the screen The screen layout looks like this Analysis Charts Views View
157. ustomer details The Billable flag shows if the customer can be invoiced or not it is set to no by default The Enabled flag indicates if the customer is active or not It is set to yes by default If a customer is disabled it is not possible to add projects to the customer and it will not show up in the default customer listing Customer number is an internal number given by the system to facilitate identification Copyright Webforum Europe AB 118 Customer Details Customer Name Food Corp Address line 1 Postal Code Phone Billable Active Customer Details Categories Webforum Project Management e User amp Administration Manual Customer Number 10004 Address line 2 City Fax Back Ret Number Address line 3 Country Description New Save Cancel Categories are used together with custom fields in order to classify objects As opposed to custom fields categories for child workspaces can be shown in the Project Office and in Reports on parent workspaces Read more about that under Project Office There are six types of categories in the system l A ee A Job Role Portfolio Issues Activities Projects Resources Risk type Copyright Webforum Europe AB 119 Users and Groups Webforum Project Management e User amp Administration Manual Categories Users Special Users Category Object a Job Role en es Project Portfolio ciate Activity Categories Activi
158. vanced Settings Users In the user administration all categories set up in Project Management will show up on a user in the Project Management Parameters section Please read more under responsibilities and categories Project Management Parameters Resource category Employee Additional Resource Category 1 Standard r Additional Resource Category 2 Standard T Approver For Group Name Description No records to display Select Groupe User level parameters for PM Approver For contains a list of groups a user is an approver for Being an approver means that the user can mark time reports as approved In the system options it is also possible to give approver the right to update time reports for the persons in the group s the user is an approver for As an administrator you can add or delete groups in this list Please also see the Webforum Teamwork manual for more details about user and group administration Copyright Webforum Europe AB 114 Webforum Project Management e User amp Administration Manual Resources Global Resources A global resource is often used for planning purposes when it is not yet known who will perform certain activities A typical global resource could be a Quality Controller or similar but it could also be a truck or similar Global resources are available for all projects Add new resources by clicking New and edit a resource by clicking on the resource name Global Resources

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