Workflow Manager - User Manual
Contents
1. Total 2 Active 2 lt 10f1 gt mM Pagesize 10 iz Back I New project Figure 3 14 My Project form On the My Project form the user can find a Toolbar from where following actions can be performed Navigate Back on the previous screen 20 User manual project management Navigate to the New Project form for creation of a new project On the My Project form the user can find a table grid that lists all the projects with their statuses The leftmost column has control buttons that helps in managing project details see Figure 3 15 aane 8 Figure 3 15 Status Signs Consequently the meaning of each button is as follows Edit fl button for navigation to the page for editing projects Add User A button for navigation to the page for adding users to the specific project Work package a button for navigation to the page for preview of work packages Plan kg button for navigation to the page for preview of the aa Finish button for navigation to the page for finishing of the project Bellow the grid there is a Record navigation bar Figure 3 16 and a bar with explanation of status signs Figure 3 17 Mj 4 1o0f1 H Page size 10 Figure 3 16 Record navigation bar Finished Edit amp uUsers Workpackages Finish Figure 3 17 Explanation of Status Signs 3 2 5 2 Adding New Project or editing an Existing project From the page that gives a preview o2. Figure 3 58 Record navigation bar 3 4 2 Updating a task From the main page the user can access a Task Preview page by pressing a mouse button on the record of a specific task The page that is opening is presented on Figure 3 59 42 User manual project management On the Task Preview page there is a toolbar with three functional buttons Back to navigate on the previous page Edit to navigate on a page for updating a status and execution of a task Cancel to cancel all changes On this page the user can see all task related data Through this form the user can see all task related data such as Project project name Work package a work package related with the project Title field with the title of the task Description field for description of the task File field for attached document for the specific task Priority Field that indicates the priority of the task Done percentage of completeness of the task Assigned by Who has assigned the task Recurrent Field that indicates if the task is recurrent Predecessor field that indicates predecessor of the task Successor field that indicates successor of the task Start and End date of the task Assigned to field that indicated to whom this task is assigned Schedule planned schedule for all assigned employees for the period of performing of the task Performed actual work on the task performed by employees Monitori
3. Edit History Projects Users Contracts Company name lacademy CEO Branko Djurovic Official Name Innovation Academy Contact Person Branko Djurovic Address lacademy City Skopje State Zip 1000 Country Macedonia Phone 389 Fax Email branko djurovic iacademy mk Web site http Added By Innovation Academy Admin Description A a abate Gee iceman Figure 3 8 Main page of the Company Administrator 3 2 2 Navigation toolbar on the main page The company administrators main page has a Toolbar with 5 buttons for additional functionalities see Figure 3 9 Edit Editing Company information History Preview of historical information about subscription to specific services Projects Administration of Projects Users Administration of Users Contracts Preview of active contracts History Projects Users Contracts Figure 3 9 Functional toolbar on the main page of the company administrator 17 User manual WORKF project management 3 2 3 Company info 3 2 3 1 Editing Company information From the main page the company administrator can navigate to the page for editing of company information with pressing of the Edit button on the toolbar as presented on Figure 3 10 History Projects Users Contracts Figure 3 10 Navigation Toolbar The new page that is opening has a toolbar with buttons for the following functionalities Back Navigation to the previous page Save
4. Saving performed changes Cancel cancelling the performed changes Under the toolbar there is a panel with company information that can be changed updated on this page Company name A text box for the Company name CEO A text box for the Name and Surname of the CEO of the Company Contact person is different check box that appoints the contact person CEO or other Email e mail address of the CEO contact person Contact information Country Zip code City State Address Phone Fax Web Site Logo Logo of the company Contact details of the person if different than CEO 18 User manual project management Edit company Company name lacademy Official Name Innovation Academy CEO Branko Djurovic El Contact person is different Email branko djurovic iacademy mk Country Macedonia 0 Zip 1000 city Skopje State Address lacademy Phone 389 Fax Web site Description To save performed changes the user should pres the save button before navigating out of the page 3 2 4 History 3 2 4 1 Evidence of contract s From the main page the company administrator can navigate to the page for Preview of historical information about subscription to specific services with pressing on the History button on the toolbar as presented on Figure 3 11 Edit History Projects Users Contracts Figure 3 11 Navigation Toolbar At the upper left part of the page there is a but
5. Urgent E Immediate Select All Deselect All na project Cancel Figure 3 18 Adding or editing project information 3 2 5 3 Preview of work packages in a project From the page that gives a preview of all project 3 3 5 1 Preview of all projects the user can navigate to a page for preview of work packages 23 User manual KFLOW project management Project workpackages Back New workpackage Priority Name ries tH Purchasing of the equipmnet Branko EMP Djurovic 2B tH Installation of the equipment Branko EMP Djurovic M4 10f1 gt gt Pagesize 10 5 Back New workpackage On the Project Workpackages form the user can find a Toolbar from where following actions can be performed Back Navigate Back on the previous screen New WorkPackage Navigate to a page for creating new work package Under the toolbar there is a grid that presents information about created work packages The user can fulfil update the following information about the project Tool buttons three tool buttons for editing work package adding users to the work package and deleting a work package Priority functional button for changing the priority of work packages Name name of the work package Users Users that are part or are allocated on specific work package Bellow the grid there is a Record navigation bar Figure 3 19 Mj 4 iofi F H Page size 10 Figure 3 1
6. User Manual For Workflow Manager Business to business Web application for managing of working processes Version 1 1 01 06 2011 User manual project management Table of Contents USER MANUA aasceees acceso ac ce O sanedec E E S 1 FOR WORKFLOW MANAGER essessessescesoescescecoeccescesceccesoescecsescescessesceccesoescecsescescessescecsessescessessescecsessesseesee 1 TABLE OF CONTENTS wesesiscaccetcasicaen ce dace ia A a a 2 TABEE OF FIGURES sata canes cacs ee ra a a aa 3 i OVERVIEW sercccoriiiicsspriin daaa caseedensteacauicdoweseieieiereieistdacasiensvancdeacnece 5 11 IBASIC FUNCTIONALITIES iswncsconcsrensnit sncdvamstevnenstuncnnsstsmendeanedesrsaseisonodeswinesieve NEEESE REREN EEEO 6 L2 WORKFLOW OF TASKS siccdscrcnaisescadien gacsnteacsinnddedndeaioescadnadnashasaiaumuddedndeaines sedeedsiesiaesinsunuddedndeaiers ceanuanieccetncueuatodeenenss 7 2 STARTING WITH THE SYSTEM ssesseseesoeseecossesseccosseesoesessescosseesescesseecoscsecescosceesosossseccescsecescoeeseecessseseeo 10 2 1 REGISTRATION PROCES Scat cecresecsosscnecicatandsonssteaparesa onan tacatacwstnoakteaparesa od ouctaaneueodsnnasteapareseodionatewaesaoainnstteananees 10 2 2 SETTING UP A NEW APPLICATION decsscisidoavoundccnnttanscscccesatwadoareunedenawtiineetacddesatwaddarevnedeee dd courstecddesateadcareunndeebenderess del 2 3 SETTING UP TYPES CATEGORIES AND AGENTS cceccecesceseucceccsccescecesenseuseecesnseuseeseuseeseessseseuceeseeeessseeueesees
7. 19 Rejected 0 Figure 3 30 Grid with tasks related data On the bottom of the grid there is legend with the meaning each sign of the task status accompanied with information how many tasks are with a specific status Figure 3 31 Total 31 New 8 iy Pending 2 In Progress 2 Resolved 0 Closed 19 amp Rejected 0 Figure 3 31 Legend with the meaning each sign of the task status Bellow the grid there is a Record navigation bar as presented on the figure bellow Figure 3 32 M4 1of4 P H Page size 10 Figure 3 32 Record navigation bar 3 3 2 Managing Projects With pressing of the Project button from the main toolbar of the managers default page Figure 3 33 Figure 3 33 The main toolbar of the managers default page the user can navigate to the My Project form Figure 3 34 31 User manual project management My projects Back New project Project plan Add task Project Name Description Managers StartDate EndDate 2 2B email Marketing E Mail Marketing Cloud Computing CRM system Marjan Gushev 1 17 2011 2 28 2011 d A M E iA Promotion Web site promo materials icons logos graphic design Marjan Gushev 1 3 2011 12 30 2011 RAG 2 Suggestion Box Cloud computing solution for suggestion box nae ony ees Serene 1 17 2011 2 25 2011 Branko Djurovic Marjan Gushev Branko Djurovic Manager SB workflow Manager Workflow management 12 13 2010 1 21 2011 lacademy i amp
8. 2011 02 21 End Date 2011 02 27 Project WorkPackage 21 2 22 2 23 2 24 2 25 2 26 2 27 2 Tasks 14 12 12 a Workflow Manager Other 2 6 T T 6 TOTAL 16 16 19 15 6 0 0 Figure 3 42 Project plan Schedule With pressing on the Back button the user is navigating to the previous form My Projects Form 3 3 2 3 Adding new or editing existing task With pressing of the Add Task button from the main toolbar of the My Projects page Projectplan The user can navigate to the New Task page Figure 3 43 34 User manual project management New Issue Back Add Cancel Re schedule Please complete the form below This report will be logged and sent to the employment team on a high priority basis through the employment system Project BRS z Workpackage Module 1 A Subject Creating a new presentation A presentation for the new product should be created What you would like the employee to do Detailed information about the task Description of the steps for the task Problem Description File Select File Priority Normal Recurrent Predecessor No predecessor Only this workpackage Ctar Startdate 5 27 2011 7 Pano 7 Nikola Gushev Nacov Light version Assigned To at End date 16 1 2011 AName John V different task for each employee ASurName Johns Schedule Fri 27 5 Mon 30 5 Tue 31 5 Wed 1 6 Pano Gushev 2 2 h 1 2 h 1 2 h 2 2 h AName ASurNam
9. Edit user application and roles page Figure 3 23 for granting specific role to a user On the page the user can find a toolbar with four functional buttons Back to navigate back on the previous page Save to save performed changes 26 User manual WORKF project management Cancel cancelling performed changes Under the toolbar there are two panels one for selecting if specific user have rights to access on specific application in this case the application for Workflow management the second for selecting what is the role that will be granted to a specific user related with selected application In the workflow manager there are three possible roles that can be granted to a user Company administrator Manager or Employee The system supports granting of one or more roles to a specific user In case more than one role is granted to the user the application will dynamically change its behaviour depending on the mode on which the user is working on Edit user applications and roles SS T Applications Company Administrator vi Workflow Management 4i Manager Employee Back Save Cancel Figure 3 23 Edit user applications and roles 3 2 6 4 Assigning an access to a user for specific project or work package From the Edit user general page the user can navigate to the Edit user application and roles page Figure 3 24 for granting a specific role to a user for specific proj
10. functionalities 47 User manual project management The page that is opening is presented on New suggestion Bak Add Cancel Please complete the form below This report will be logged and sent to the management team on a high priority basis through the management system Title The title of a new suggestion Description of a suggestion Description Assigned To V Branko Mngr Djurovic C Marjan Gushev C Manager lacademy ies L Pano Gushev Proba Proba V Test Employee L Kristina Kolic L Igor ttievski L Nikola Nacov 2 Mirjana Saveska Back Add Cancel Figure 3 64 New suggestion Back Add Cancel Please complete the form below This report will be logged and sent to the management team on a high priority basis through the management system Title The title of a new suggestion Description of a suggestion Description Assigned To V Branko Mngr Djurovic C Marjan Gushev C Manager lacademy ieee I Pano Gushev Proba Proba V Test Employee L Kristina Kolic L Igor Iievski L Nikola Nacov Bl Mirjana Saveska Back Add Cancel Figure 3 64 Preview of Suggestions page On the New Suggestion page the user can find a toolbar with three functional buttons Back to navigate on the previous page Add to confirm creation of a new suggestion Cancel to cancel the entrance Under the toolbar the user can e
11. Monitoring Timing BRS Status In Progress Done 50 Module 1 Priority Normal Assigned By Marjan Gusev Creating a new presentation A presentation for the new product should be created Select File No files attached Recurrent Successors No successors Pano Gushev AName ASurName Nikola Nacov John Johns Fri 27 5 Mon 30 5 Tue 31 5 Wed 1 6 2 2 2 2 Fri 27 5 Mon 30 5 Tue 31 5 Wed 1 6 2 2 2 2 statement of the activities for the day 2 E Jn 5 30 2011 Start date 5 27 2011 End date 6 1 2011 Light version statement of the activities for the day 3 5 31 2011 statement of the activities for the day 4 6 1 2011 Ch Manager3nd Manager3nsd _ AName ASurName John Johns New Pending InProgress Resolved Rejected 5 27 2011 12 38 11 PM 5 27 2011 5 27 2011 1 55 28 PM 1 56 51 PM Pano Gushev 5 27 2011 1 55 28 PM R Status Pending esponse in pending status Figure 3 61 Task Edit page during in progress status If this task is dedicated to another employee too do not change the status to resolved until the other employee fulfull this form When the task is in status resolved Figure 3 62 the user can enter final information about the task Statement of Work Defect reason Response 46 User manual project management With pressing on the save button the user confirms that the ta
12. No files attached Priority Normal x Predecessor No predecessor x E Only this workpackage Start date 5 27 2011 Pano Gushev AName ASurName Assigned To End date 16 1 2011 V Nikola Nacov L John Johns Schedule Fri 27 5 Mon 30 5 Tue 31 5 Wed 1 6 Pano Gushev 4 3 3 4 AName ASurName 0 0 0 0 Nikola Nacov 0 3 h 0 3 h 0 3 h 0 3 h John Johns 5 5 5 5 Monitoring V Manager3nd Manager3nsd AName ASurName _ John Johns New Pending InProgress Resolved Rejected Closed Timing History Back Save Suspend Cancel Re schedule Postpone Figure 3 44 Edit Task Page 36 User manual project management On the Edit Task page the user can find a toolbar with four functional buttons Back to navigate back on the previous page Save to save performed changes Suspend to suspend the task Cancel to cancel the performed changes Re schedule to reschedule engagement of some employees for the specific task Postpone to postpone the task for a period of time Throughout this page the manager can change the following details related with the task project name work package subject problem description file priority predecessor start date end date to whom the task is assigned and schedule 3 3 3 Controlling the employees schedule With pressing of the Schedule button from the main toolbar of the managers default page Figure 3 45 teers
13. Reon Figure 3 45 Main toolbar of the managers default page the user can navigate to the Employee Schedule form Figure 3 46 Employee Schedule Back All projects z AllEmployees Start Date 2011 02 21 End Date 2011 02 27 Project WorkPackage Subject Employee 21 2 222 23 2 24 2 25 2 26 2 27 2 Workflow Manager Tasks Light version Nikola Nacov 4 Workflow Manager Tasks Light version Pano Gushev 8 Workflow Manager Tasks se iai Pano Gushev 4 Workflow Manager Tasks DE optimization Branko Djurovic 4 Workflow Manager Tasks DE optimization Nikola Nacov 6 Workflow Manager Tasks DE optimization Pano Gushev 4 Workflow Manager Other Technical specification Branko Djurovic 4 4 4 Workflow Manager Other User manual Branko Djurovic 2 2 4 Workflow Manager Other SW design Branko Djurovic 2 2 1 1 2 Workflow Manager Tasks n Nikola Nacov 4 4 Requests and Pano Gushev 4 4 suggestions Workflow Manager Tasks TOTAL 16 18 19 15 6 0 0 Figure 3 46 Employee Schedule form On that form the user can see the schedule of engagement of employees for specific period The Back navigation button enables navigation to the previous form 37 User manual project management The search and filter bar enables filtering of data that will be presented in the employees schedule grid Filtering can be performed by Project all or specific employee all or specific and period of engagement From start date till end da
14. Task Status Task Id Task subject Project name Work package name To whom the task is assigned Task schedule start date Task deadline end date Task priority Percentage of task completion Done 30 User manual project management ID Subject Project Work Package Assigned To Schedule Deadline Priority Done i Nikola Nacov Pano 0 141 Requests and suggestions Workflow Manager Tasks Gii 23 02 2011 27 02 2011 WNR 140 SW design Workflow Manager Other Branko Djurovic 21 02 2011 25 02 2011 wick 0 139 User manual Workflow Manager Other Branko Djurovic 23 02 2011 25 02 2011 0 138 Technical specification Workflow Manager Other Branko Djurovic 22 02 2011 25 02 2011 Branko Djurovic 0 137 DB optimization Workflow Manager Tasks Nikola Nacov Pano 21 02 2011 25 02 2011 Gushev 3 ee Nikola Nacov Pan 136 Multiply to each individual Workflow Manager Tasks pres ano 23 02 2011 25 02 2011 parua oe Nikola Nacov 135 Light version Workflow Manager Tasks i orat 22 02 2011 25 02 2011 ww 134 Task 1 za testiranje Workflow Manager Tasks Branko Djurovic 11 02 2011 15 02 2011 tk 0 Nikola N P 133 Attach file Workflow Manager Tasks 1o peri ano 11 02 2011 13 02 2011 RRR f 120 prikaz na username Suggestion Box Admin Kristina Kolic 03 02 2011 03 02 2011 100 K4 10f4 gt Pagesize 10 Total 31 New 8 y Pending 2 In Progress 2 Resolved 0 Closed
15. a functional button Back to navigate on the previous page Filter to obtain a presentation of personal schedule for all or specific project Date filter to obtain a presentation of personal schedule for specific period of time between Start date and End Date The grid that is located under the toolbar presents engagement of the employee on a daily base expressed in hours for each task 49 User manual project management At the bottom there is a summary record that presents total daily engagement for all tasks 50
16. and adequately respond on them List of requests comments and suggestions are accompanied with traffic light about priority and deadline Subordinate employees have an evidence of all tasks new outstanding completed that are allocated to them with all the details like start and end date who is delegating the task what is the current status and percentage of completion and level of priority Subordinate employees can see all the details of allocated tasks and respond adequately They can add information about the progress change the status evidence time of engagement see their personal engagement through time This functionality enables easy follow up of execution of tasks with traffic light information for every task giving the employee possibility to react on every delay on time Advanced reporting functionalities that make presentations on employee performance 1 2 Workflow of tasks The manager can assign tasks to employees Whenever the task is assigned to the agent its status is New User manual project management The employee can respond to the given task Once he she opens the new item then its status is changed to Pending represented with one box He She can change the status to In progress represented with two boxes and to Finished represented with three boxes The manager can approve the new item represented with four boxes or can reject with comment to be improved Once the task is rejected it 1s treate
17. of attaching any type of documents documents spreadsheets images video files that are related to or more precisely describe projects workpackages tasks or even task phase supporting document versioning Include possibility for time stamp reporting about all tasks The users are enabled to search by many criteria related with projects work packages and tasks The system should generate different types of reports for managers about task performing and resource usage Management has runtime information and reports without delays usual time needed to prepare reports will be eliminated Administration of registered companies Register new company Enable administration of companies that use the system Manage companies approve managers A company should have opportunity to register their company details Manage list of categories or topics Manage list of subordinate users The manager has opportunity to edit list of resources and add delete items The manager has opportunity to edit list of users and groups change their privileges for access on different projects manage their contact details List of tasks Manager has an evidence of all tasks new outstanding completed with all the details about like start and end date who is responsible what is the status and percentage of completion and level of priority User manual List of projects Adding new or changing information about projects and work p
18. remain unchanged 3 2 7 Preview of contracts From the main page the company administrator can navigate to the Contracts page with pressing on the CONTRACTS button on the toolbar as presented on Figure 3 25 History Projects i Users Figure 3 25 Navigation Toolbar the user can navigate to the My Contracts form Figure 3 26 My Contracts Back All applications z Year iz Done Contract Application Type Valid To InvoiceNumber C No Invoice 44 1of1 gt Pagesize 10 O Active Total 1 Active 1 Figure 3 26 My Contract page On this page the user can view all the contracts that his company has for usage of services 28 User manual project management Available information on this pare are Done a traffic light that shows how close the contract is to finishing of the subscription Contract Contract date Application The name of the application that is coveded with specific contract Type type of subscription Valid to Date until when the contract is valid Invoice Number the number of the invoice Bellow the grid there is a Record navigation bar 3 3 Manager related functionalities and activities 3 3 1 Main page of the manager After manager logs in explained in section 3 2 User authorization and profile User Authorization the default page 1s shown as in the Figure 3 27 The default page has a To Do section that lists tasks that should be done Toolbar with 5
19. top bar there is a welcome message with link a that enables changing of profile information of the user and possibility to log out from the system as shown in Figure 3 3 Logging out is done by pressing the Log out button Welcome J ohn Smith Log Out My Profile Figure 3 3 Logging out and My profile bar 3 1 2 Password reset If for any reason user forgets the password he can click on forgot the password link as shown on Figure 3 4 14 User manual project management LOG IN Please enter your username and password Account Information Username john smith qmail com Dassword eeseeeue E Keep me logged in Forgot the password Figure 3 4 Log in window to go to the password reset page shown in Figure 3 5 Password reset Please enter your e mail address In a moment you will recieve a new temporary password by email and you will have to reset it and set a new password immediately Your email john smith gmail com Back Send new password Figure 3 5 Password reset page Then user should enter his username which is an e mail address and click the send new password button A new password will be sent to that e mail address After that a user can log in with his username and the new password 3 1 3 Edit User Profile The rightmost end of the top bar Figure 3 6 contains a link called my profile By clicking it the browser will open the My profile page as shown in Figure 3 7 Welcome J ohn Smith
20. 1 02 2011 25 02 2011 RRA 139 User manual Workflow Manager Other E 138 Technical specification Workflow Manager Other Manager lacademy 22 02 2011 25 02 2011 eye 137 DB optimization Workflow Manager Tasks Manager lacademy 21 02 2011 25 02 2011 yey Manager lacademy 23 02 2011 25 02 2011 yeyeye EA 80 134 Task 1 za testiranje Workflow Manager Tasks Branko Mngr Djurovic 11 02 2011 15 02 2011 pue 80 132 Request Innovation Academy Tece a Marjan Gushev 09 02 2011 10 02 2011 ywwwwew fa specification 130 Tekstovi za Innovation web Innovation Academy Testiranja Marjan Gushev 14 02 2011 15 02 2011 xe 100 128 Understanding technical documentation Innovation Academy Testiranja Marjan Gushev 07 02 2011 08 02 2011 yey EA 126 New tenders Innovation Academy Tenderi Marjan Gushev 11 02 2011 11 02 2011 Ar r t 100 123 New tenders Innovation Academy Tenderi Marjan Gushev 08 02 2011 11 02 2011 Arari Figure 3 56 Grid with tasks related data On the bottom of the grid there is legend with the meaning each sign of the task status accompanied with information how many tasks are with a specific status Figure 3 57 Total 18 New 0 y Pending 2 In Progress 6 Resolved 4 Closed 6 amp Rejected 0 Figure 3 57 Legend with the meaning each sign of the task status Bellow the grid there is a Record navigation bar as presented on the figure bellow Figure 3 58 M4 iof4 b W Page size 10 l
21. 37 Figure 3 46 Employee Schedule form ssseossssssssseeeeeeerersssssssssssssseseeeerrereeressssssssssesseeeereeeeees 37 Figure 3 47 Main toolbar of the managers default page eeeccccccccccceesesseteeeeseeeeeeeeeeeeeeees 38 Fiure 348 My Users TONNI accep ster svonsusnateseeanennesecaninanacesdeaotssaasedeananen ts nneaphensdstsaateedenuseannenaie 38 Piei oA New Eat User TOM resne EE E E E EEEE E 39 Figure 3 50 Main toolbar of the managers default page eccccccccccensssseeteeeeeeeeeeeeeeeeeeees 39 TOUS E OLS FO FM A E A E E E A ET 40 Figure 3 52 Toolbar Or the Reports sP Omi ass ctcanceneneeets coisenccuessousssatsensouences tet Ee 40 Pe S NA IS a a E E E E E A 41 Figure 3 54 Toolbar of employees functionalities cccecccccccccccceceeeeaeeeeeesseeeeeeeeeeeeeeeeees 4 hy k ome De O e eee er mene ee eee A eee A eee ter eee ee 4 Figure 3 56 Grid with tasks related data cccsssssssessssseeeeeeecceccccceeeeeeaaeaaaaeeseeeeeeeeeeeeeeeeees 42 Figure 3 57 Legend with the meaning each sign of the task status cssssesessseeeeeeeeeeeeeees 42 Figure 5 58 Record NaviGaliONn DAL wicis svasscsuccccsdaccaneasnweressndsleaesasausncundaeceecacawncessedeanutestecesadseeenss 42 PIOUS 9 asic PI Cy le A E A E 44 Figure 3 60Task Edit page during pending Status 20 0 ccccccccccccccessesesecceeeeeeeaeeeseeeeeeeeeeeaaeeeees 45 Figure 3 61 Task Edit page during in progress Status cccccccccssssesseccecceeeeaeeeeseeceeeeseeaeeeeee
22. 9 Record navigation bar 3 2 6 Administration of Users 3 2 6 1 Evidence of users From the main page the company administrator can navigate to the Users page with pressing on the USERS button on the toolbar as presented on Figure 3 20 edit History Projects Users Contracts Figure 3 20 Navigation Toolbar the user can navigate to the My Users form Figure 3 21 24 User manual KFLOW project management Back New User All projects iz All Roles i Name Surname User Name Applications M4 10f1 gt pm Pagesize 10 iz Active Total 2 Active 2 Back New User Figure 3 21 My users forma On the My users form the user can find a toolbar with two functional buttons Back to navigate to the previous page New User to navigate on a page for definition of a new user Additionally on the toolbar there are two filter tools for filtering of the priview of users by project and by role and a search field that helps in searching of a specific user by name or part of the name Under the toolbar there is a grid with data related with created users The grid contains following user related data Edit user functional button for navigation on a page for editing of user Deactivate user functional button for deactivation of the user Name name of the user Surname Surname of the user User Name user name that is used in the application for authentication
23. Applications applications that the user has access rights Date date of creation of the user Bellow the grid there is a Record navigation bar Figure 3 22 M 4 10f1 gt mM Pagesize 10 Figure 3 22 Record navigation bar 3 2 6 2 Editing user From the My user page the user can navigate to the page for editing of the user On the Edit user general page the user can find a toolbar with four functional buttons Back to navigate back on the previous page Save to save performed changes 25 User manual project management Application Role to navigate on the page for managing application roles granted to a specific user Project Role to navigate on the page for managing project roles granted to a specific user Edit user general Save Applications Roles Projects Roles branko djurovic gmail com User name e mail Check availability Country Macedonia pasword E Zip Confirm Password SS City Name Branko MGR State Surname Address Arhimedova bb Phone 38975226071 OSS y y Back Save Applications Roles Projects Roles Under the toolbar the user can access to user specific date where he she can view and update required information related with the Username Password Name Surname Phone Country Zip code City State Address Fax 3 2 6 3 Granting a specific role to a user From the Edit user general page the user can navigate to the
24. Bug Reporting System Business Outsourcing Center E innovation Academy El 1A Management E Documentation Workflow Manager Projects E Suggestion Box IA Promotion E Test E mail Marketing Select All Deselect All Save Figure 3 49 New Edit User form On that form the manager can Add new or Update existing user of the application This form provides functionality for evidence update of user name password name and Surename of the user role manager or employee selecting the company and selection from available projects that will be granted to that specific user The Back navigation button enables navigation to the previous form The Save button enables saving of performed changes in the form 3 3 5 Reports With pressing of the Users button from the main toolbar of the managers default page Figure 3 50 projects C serea C users Reports __ options Figure 3 50 Main toolbar of the managers default page the user can navigate to the Reports form Figure 3 51 39 User manual project management Statistics by Task Status Status Work Package Timing Details Employees Tasks Totals Workflow Manager Status In Progress New Pending Resolved TOTAL L____ In Progress Figure 3 51 Reports form The form provides a toolbar Figure 3 52 with following buttons Status functional button for running of the Task Status Reports sub page Work Package f
25. Log Out My Profile Figure 3 6 Logging out and My profile bar Possible action buttons are Back to return to the previous page Save user info to change the new information about the user and Change password There are two panels The left panel is Account info and the right is Change password In the Account info panel a user can change his user name name or surname After making a change the save user info button should be clicked to save the change If the username is 15 User manual project management changed the user will be automatically logged out Then he should log in with the new username Changing the password can be realized in the right panel called Change password First the old password should be entered than the new password and confirm new password which must be the same as the new password The passwords must be at least 6 characters long and contain at least one special character After changing the password the change password button should be pressed to change the password Appropriate action will be taken by clicking either Save user info button or Change password button and the user will be redirected to the default home page My profile Back Save user info Change password if you change your user name the system will logout you and than you can log in again with your new user name Account general info Change password User name Jehn smith gmail com Old eeesseeece e mail Check availa bility ieuinvir
26. M E Documentation User Manuals Software Requirements Technical Specification Marjan Gushev 1 3 2011 12 30 2011 RBBB i Management Learning management site Marjan Gushev 7 12 2010 1 21 2011 j amp a GB innovation Academy Administrative and technical support Marjan Gushev 1 3 2011 12 30 2011 Manager lacademy Marjan Gushev R262 Bug Reporting System Application for reporting software bugs Branko Djurovic 11 8 2010 12 10 2010 RSG 2 nana Application for Call Center and Business Outsourcing Manager lacademy Marjan Gushev 3 1 2011 4 15 2011 oe Test Test Marjan Gushev Branko Djurovic 1 11 2011 1 31 2011 4 4 10f1 gt Pagesize 10 Finished Edit amp Users Workpackages 3 Finish Back New project Project plan Add task Figure 3 34 My Projects Form On the My Project form the user can find a Toolbar Figure 3 35 from where following actions can be performed Navigate Back on the previous screen Navigate to the New Project form for creation of a new project Navigate to the Project plan form to see the status of projects Navigate to the form for adding and delegating new task Figure 3 35 Toolbar of the My Projects Form On the My Project form the user can find a table grid that lists all the projects with their statuses see Figure 3 36 la aae 4 Figure 3 36 Status Signs Bellow the grid there is a Record navigation bar Figure 3 37 and a bar with explanati
27. ackages tasks Specifying tasks and allocation to resources Follow up of execution of projects work packages and tasks Reporting functionalities Respond on requests comments suggestions suggestions Module for subordinates List of tasks Processing the tasks and evidence of all task related data Respond on allocated tasks Follow up of execution of tasks Reporting functionalities WORKFLOW project management This module provides all necessary information about all projects With the advanced search and filtering functionalities the manager can decide to see information that are of his her higher importance This module provides all necessary functionalities for adding new or changing information about projects and work packages tasks like definition of the project workpackage manager start and end date priority allocation of users Through this functionality the manager can specify the task describing in details the scope of the task priority deadline and responsible employees This functionality enables easy follow up of execution of tasks with traffic light information for every task giving the manager possibility to react on every delay on time Advanced reporting functionalities that make presentations on different levels projects work packages tasks employees performance performance on time scale The manager can receive any type of requests comments or suggestions from the employees
28. am definition of business rules definition of user privileges and controlling the performance through allocation and follows up of tasks The employees are receiving their tasks and update their status History of task progress and statuses are visible to all users and any directions misunderstanding are avoided The general functionality of this software product module enables managers to monitor execution of tasks even if they are not present on the site The module has the reporting functionality about employees performance per day week month etc This software is realization of Project Management software which monitors execution of tasks by enabling workflow setting and tracking It manages administration of employees and tasks for different projects by enabling workflow among actors managers and employees User manual project management 1 1 Basic functionalities Basic functionalities of the Workflow Manager are specified as follows Workflow functionalities Document management functionalities Time stamp and tracking Search and view Logging Reporting Every change in the project workpackage or task is followed by the e mail notification that is forwarded to all affected parties On that way the manager and subordinate employees are promptly informed about changes of allocated tasks All involved parties can continue with allocated activities as defined with the workflow process The system provides options
29. buttons for additional functionalities several dropdown fields that are used as a filter for displaying tasks grid with data related with tasks status and record navigation bar My Tasks To Do Suggestions 1 Projects Schedule Users Reports Options All projects 7 All Employee All packages All statuse Search ID Subject Project Work Package Assigned To Schedule Deadline Nikola Nacov Pano 141 Requests and suggestions Workflow Manager Tasks Gopi 23 02 2011 27 02 2011 SW design Workflow Manager Other Branko Djurovic 21 02 2011 25 02 2011 User manual Workflow Manager Other Branko Djurovic 23 02 2011 25 02 2011 Technical specification Workflow Manager Other Branko Djurovic 22 02 2011 25 02 2011 Branko Djurovic DB optimization Workflow Manager Tasks Nikola Nacov Pano 21 02 2011 25 02 2011 Gushev Nikola Nacov Pano Multiply to each individual Workflow Manager Tasks ae 23 02 2011 25 02 2011 i i Nikola Nacov Pano Light version Workflow Manager Tasks Gie 22 02 2011 25 02 2011 Task 1 za testiranje Workflow Manager Tasks Branko Djurovic 11 02 2011 15 02 2011 tk i Nikola Nacov Pano Attach file Workflow Manager Tasks Sancta 11 02 2011 13 02 2011 RARA 120 prikaz na username Suggestion Box Admin Kristina Kolic 03 02 2011 03 02 2011 4 10f4 gt mM Pagesize 10 Total 31 New 8 Ry Pending 2 In Progress 2 Resolved 0 Closed 19 Rejected 0 Figur
30. cant with username and password credentials to log in as application administrator account At this point the process of registering for the IA WORKFLOW MANAGER service is finished 10 User manual project management 2 2 Setting up a new application Setting up a new application is possible once the user has registered for the service and obtained the application administrator credentials The application administrator logs in the IA WORKFLOW MANAGER system more details can be found in section 3 1 The entry point where the administrator adds new applications is the Applications administration page The setting up procedure continues with setting up general specification about the application and creation of two new users the provider manager and customer manager user as described in Figure 2 2 Application administrator Manager Figure 2 2 Setting up a new application 2 3 Setting up types categories and agents The details about application types and categories and agents can be defined after the application administrator has defined the manager The manager role in configuring the system are definition of types and categories and definition of agents as in Figure 2 3 11 User manual project management Manager Agent Figure 2 3 Setting up and configuring the system by the manager 3 Appearance and functionality of the application The IA WORKFLOW MANAGER application realized as cloud comp
31. d as a new task in the system and the cycle re starts Figure 1 1 shows the task statuses and transitions among the states while the Figure 1 2 shows icons and presentations within the program Item is opened Finished Item is processing processed In progress Pending Figure 1 1 Task statuses and state transition diagram approval New Ca Rejected E Pending P In progress Finished ral Closed G Figure 1 2 Icons and presentations of statuses The workflow may have additional transitions The first example is when the manager cancels the task although it can be In progress or Pending state as presented in Figure 1 3 User manual project management manager Figure 1 3 Additional workflow processes for manager role Another example of workflow is initiated by the agent as presented in Figure 1 4 and contains two possible transitions the clarification when the agent refers to a given tasks and asks for a clarification and suggestion when the agent initiates a new idea Rejected Q WJ approval manager Figure 1 4 Additional workflow processes for agent role The Employer can also raise requests List of requests that can be raised are set in a code table Request for decision making various request for decision making Request for approval of usage of business car Request for approval of a business trip Business trip allowance HR documen
32. e 0 0 0 0 Nikola Nacov 0 3 h 0 3 h 0 3 h O 3 h John Johns 5 5 5 5 Monitoring V Manager3nd Manager3nsd _ AName ASurName John Johns Back Add Cancel Re schedule Figure 3 43 Form For entering and delegating new task On the New Task page the user can find a toolbar with four functional buttons Back to navigate back on the previous page Add to save performed changes Cancel to cancel the performed changes Re schedule rescheduling of task activities Through this form the user can enter all required details for the new task or update an existing one The new task form enables entering a lot of details such as Project a drop down menu for selection of a project from the list of existing projects Work package a drop down menu for selection of a work package from the list of work packages Subject field for entering the title of the new task Problem Description field for entering the description of the task File field for attaching document for the specific task Priority Field that indicates the priority of the task Recurrent Field that indicates if the task is recurrent Predecessor field that enables entering of some predecessor task Start and End date of the task Assigned to field that indicated to whom this task is assigned The application provides a check box for every employee that this task can be assigne 35 User manual p
33. e 3 27 Managers default page 29 User manual KFLOW project management Using the Toolbar with 5 buttons for additional functionalities the manager has the functionalities to manage projects control employees schedule manage all user groups view centralized reports and set options of the application utilizing the toolbar as presented on Figure 3 28 Figure 3 28 Toolbar of managerial functionalities Manager has the ability to manage projects as explained in section 3 4 2 Also they can create new work packages and tasks Manager has the ability to control employees schedule as explained in section 0O Manager has the ability to manage all user groups as explained in section 3 4 4 Manager has the ability to view centralized reports in graphical and tabular form for the progress and status of projects work packages and tasks explained in section 3 4 5 Manager has the ability to set options of the application as explained in section Error Reference source not found To be able to see all the projects the manager should be select the All projects value from the Projects drop down list Figure 3 29 Other Drop down fields enable filtering by other criteria like Employee work package Task statuses All projects l All Employee All packages x All statuse M Search Figure 3 29 Drop down list On the default page there is a grid with tasks related data Figure 3 30 In row there are information about
34. ect On the page the user can find a toolbar with four functional buttons Back to navigate back on the previous page Save to save performed changes Cancel cancelling performed changes Under the toolbar there are three panels one for selecting a project where the user will have access the type of the role that will be granted to a specific user in case the user has more that one role defined on the level of the application in this are it will be allowed selection of only one role third panel for definition of work packages where the user will have acces and that can work over The system provides a functionality where one person can have more than one role for one application Company administrator Manager and or Employee but on one project that user can have only one role either Company administrator Manager or Employee 27 User manual project management Edit user projects and roles Back Save Cancel Workflow Management Projects Roles Modules WorkPackage 1 Workpackage2 V IT implementation Select All Deselect All Purchasing of the Installation of the v Hardware infrastructure Manager aiaiai st ii Select All Deselect All Back Save Cancel Figure 3 24 Edit user project and roles After performing the changes the user should pres the save button in order to save the changes otherwise if the user will navigate out of the page without saving date will
35. eseeeeeeeeeeeeeeeeeees 8 Figure 1 2 Icons and presentations Of Statuses cesseseseeeeeecccecececeeeeeaaaesessseeseeseeeeeeeeeeeees 8 Figure 1 3 Additional workflow processes for manager role cccccceeeeeseeeeeeeeeeeeeeeeeeeeeeeees 9 Figure 1 4 Additional workflow processes for agent role cc ccceeeeescccecceeeeeeeseeceeeeeeeaaaeeeees 9 Figure 2 1 REGistratiOn PrOCeSS scvssssessvesedeandnnnteassnn che neno onn e E EEE RE EES 10 Figure 2 2 Setting up a new application sssoeeesssssssssoeersssssssseerressssssscereresssssseeerresssssseeeeree 11 Figure 2 3 Setting up and configuring the system by the manager cceecceeecceeeeeeeeeeeees 12 Baoe LLO D e E E E ee ee EA 12 Pre 5 LO a E E 14 Figure 3 3 Logging out and My profile bar ee eeeeesssssseeeeeeceeecccceeeeeaeaeaasesseseeeeeeeeeeeeeeees 14 Figure 3 4 Log 1 WindOw ccsssseseeecccceccccceeeeeaaaeaesssssseeeeeeeeceeceeeeeeeesaaaeaasasseseeeeeeeeeeeeeeees 15 PR BAS ONC CCST 10 OC E E nance T E A 15 Figure 3 6 Logging out and My profile bar ce eeeeeesssssseeeeeeceecccceeeeeeaaaaaaassesseeeeeeeeeeeeeeees 15 Pious o gt PONG Aino a cease sore see ca E E E E A Genes gondieocseaateba sec 16 Figure 3 8 Main page of the Company Administrator eecccccccccceceeceeeeeeeseseeeeeeeeeeeeeeeeeees 17 Figure 3 9 Functional toolbar on the main page of the company administratot 006 17 Peor LO Nae atiOn TOODA er E
36. euseses 11 3 APPEARANCE AND FUNCTIONALITY OF THE APPLICATION cccscscscscscscscscccccscscscccccccccccscecsccesceces 12 3 1 USER AUTHORIZATION AND PROFILE sccecacciwsnvnsedsasiacanstenustinannsiustonvace dscevaseusareeunannsnielsnbnssdassvnsanveradunsunenestouveseauniuns 13 3 1 1 User AUTON IZ OU ON insiusecscshesentetantenncd vanesoosedece sasmanedodimeoabbiandbasied EEE 13 SS fel DY FPO N 0 co e RT ENED OM SRI OTP nr EA UOT TS ny Tote nee em 14 AL FALUT PrO lt a ene ee en ee eee ee en eee eee ee eee 15 3 2 COMPANY ADMINISTRATOR RELATED FUNCTIONALITIES AND ACTIVITIES sccscceccsecceccuccscceccucesseseeeeeceuceneeseseucenss 16 3 2 1 Main page of the COMPANY AAMINISCrAtOL sseccccccseseccccenseseeccscaeseecessuesecessssueeesssausseessseases 16 3 2 2 Navigation toolbar ON the MAIN PQGE ccssseecccccsseseccccnnenseccsccueseecessauseccessuaesecessausecsssauansesesseaens 17 De COI a P TEE ae wana siare esate A E A A D 18 3 2 3 1 Editing Company INTOFMALION sissiswssiseidewessanasvedsabiewosveiienedsvaaniasadiaphodniayscseesapadouaiannasdannaiedberveieneiwaieabase 18 3 2 4 O E T A EA oa N E E E T ET N E T 19 3 2 4 1 Evidence of contract s s seessseeenessssreerrsssrrsrerressssrrrreesssrrereesssrterresssereerereosssreereessserereessseerereessere 19 3 2 5 Administration of Projects sessereseseereserereresereresesreroreseeresesereroresesvssereresesreroressreroseseeresereressereee 20 3 2 5 1 Preview OF al
37. f all project 3 3 5 1 Preview of all projects the user can navigate to a page where it is allowed to add a new project or change update general information about the project Figure 3 18 21 User manual KFLOW project management On the Add Project form the user can find a Toolbar from where following actions can be performed Back Navigate Back on the previous screen Add Project When data for the new project will be entered with pressing of this button the user confirms entered data and saves information about the project Cancel to cancel all performed changes Under the toolbar there is a record of data related with the specific project The user can fulfil update the following information about the project Name name of the project Description Short description of the project Logo possibility to attach a logo if appropriate to the project Link additional information if necessary for the external link Start date off the project End Date of the project Priority levels of the project 22 User manual project management Add project add project _ Cane Mame Hardware Infrastructure implementation of a new Hardware infrastructure Description Logo Browse Link httpsliwanw website com Start date 7 18 2011 End date 8 1 2011 Urgency Time working Name days E Low ia Normal Priority levels High F
38. l Projectoren AARE EETA Aa 20 3 2 5 2 Adding New Project or editing an Existing PrOoject cccccccccccsseccccseccceeecceteeeceseeecetenecessuecetsuecetsneeets 21 3 2 5 3 Preview of work packages IN a PrOjeCt ccccccsssseccecssecccesesecceseseesececsueeceesuesecessueeceesuaeceeesaaaesessages 23 B20 A ministrallon Of Users sctiiae ssn cacsessiceuaaavacoatecea seats savqustiaeuaewivarsteceboaiheavasdideededduniacun a 24 3 2 6 1 Evidence US ergs cg Spee nares owes pcies vs one sa ncaa one bce pon catia ORE nw nad verinsd Coed dam ext eee ENEAS EAA 24 3 2 6 2 Editing USEF inccsviisavsssonsensastasanssetssavwasdenneawasvensabissensevedsedsansadsasanvasesaneewessawedoussdssenwesavdannestasanenesdadedoassasee 25 3 2 6 3 Granting a SPECIFIC role TO a USEF cccccssssccccceeececcesececcausseccesauseeeessuaeecesseasecessuaecesseaeaeeeesaaaeeesagagess 26 3 2 6 4 Assigning an access to a user for specific project Or work package cccceesccceseccceeeccceeececeueeceeaneeens 27 Bee PROV CWO CONTOS cenaren see aE audica emda mene sesaba atest count AN ARA 28 3 3 MANAGER RELATED FUNCTIONALITIES AND ACTIVITIES c scceecceccnccscceeceecenceseceeceeceucceetseeeeeeceseeseseeseuceeceeeeseseesenss 29 3 3 1 Main page OF the manager ricresce poses cd as as cca asses ees sev ak ors ses eee 29 332 WIG ROGING PIO CCIS arina a E E EAE E EO acne ETO EEE EEE E E EEEN 31 3 3 2 1 Adding new Project nsesseseensseseseersssessesresseenseerssesssesoss
39. n a page for asking a clarification from the manager Depending on the task status the presentation of the Edit Task page is different In general the user employer can see following task related data Project project name Work package a work package related with the project Title field with the title of the task Description field for description of the task File field for attached document for the specific task Priority Field that indicates the priority of the task Done percentage of completeness of the task Assigned by Who has assigned the task 44 User manual project management Recurrent Field that indicates if the task is recurrent Predecessor field that indicates predecessor of the task Successor field that indicates successor of the task Start and End date of the task Assigned to field that indicated to whom this task is assigned Schedule planned schedule for all assigned employees for the period of performing of the task Performed actual work on the task performed by employees Monitoring Field that indicates who is monitoring the performance of the task Timing a table that indicates how long the task vas in different status When the task is in status pending the user employer can enter the response that have accept the task and the user can change the status from pending into in progress Figure 3 60 Edit Task rec Ccana Project BRS Stat
40. nager manager iacademy mk s y s sere y Manager 10 30 19 AM r n c s i 2 21 2011 Branko Djurovic manager branko djurovic gmail com Bug Reporting System Suggestion Box Workflow Manager 6 03 59 PM UJ i ae p 2 21 2011 Branko Djurovic employee branko djurovic iacademy mk Innovation Academy Workflow Manager 4243 11 PM p ae P 2 10 2011 Test Employee employee marjan on net mk Suggestion Box Workflow Manager 7 21 11 PM 4 4 10f1 gt Page size 10 Back NewUser Figure 3 48 My Users form Through this form the manager has an evidence of all users of the application obtaining information about the name of users their username projects that they are working on information if the user is approved or locked and when last login of the user was The Back navigation button enables navigation to the previous form The search and filter bar enables filtering of data that will be presented in the My Users grid With pressing of the New User button from the toolbar many the user can navigate to the New Edit User form 38 User manual project management Edit User save lf you change your user name the system will logout you and than you can log in again with your new user name Account info pano gushew innovation com mk User name e mail Name Pano Check availability Password Surname Gushev Confirm Password Phone Manager Role i Companies Innovation Academy Employee
41. ng Field that indicates who is monitoring the performance of the task Timing a table that indicates how long the task vas in different status 43 User manual project management Task Preview Back Edit Cancel Project Module Subject Problem Description File Predecessor BRS Status In Progress Module 2 Test od employee Test od employee 503 1347 inovation_znak gif No predecessor Priority High Recurrent Successors No successors Done 50 Start date 5 4 2011 Assigned By Marjan Gusev End date 5 9 2011 Light version Assigned To Schedule Wed 4 5 Thu 5 5 Fri 6 5 Mon 9 5 Pano Gushev 0 0 4 2 Nikola Nacov 8 4 0 2 Performed Wed 4 5 Thu 5 5 Fri 6 5 Mon 9 5 Pano Gushev 2 2 4 4 Nikola Nacov 0 0 0 0 Monitoring Timing 4 28 2011 5 25 2011 5 25 2011 2 05 01 AM 12 47 52 PM 4 01 05 PM History Cancel Figure 3 59 Task Preview page With pressing of the EDIT button in a Task Preview page Figure 3 59 the user is navigating on the Edit Task page see Figure 3 61 where it is allowed to update task status and information On Edit Task page see Figure 3 61 there is a toolbar with four functional buttons Back to navigate on the previous page Save save the changes Cancel to cancel all changes Forward to forward the task to another person Clarification to navigate o
42. nter information about the new suggestion that will be forward to attention to the manager or the person that it 1s assigned to Title a title of a new suggestion Description description of the suggestion Assigned To a list of check boxes that indicate to whom the suggestion is assigned to 48 User manual WORKF project management Monitoring a list of check boxes that indicate who should monitor the information related with this suggestion When the suggestion data are entered the user can confirm the entrance with pressing of the Add button 3 4 4 Preview of the personal schedule From the main page Figure 3 53 the user can access a My Schedule page by pressing on the My Schedule button on toolbar Figure 3 65 Suggestion My Schedule Figure 3 65 Toolbar of employees functionalities The page that is opening is presented on Figure 3 66 WorkPackage schedule Back All projects z start Date 2011 02 01 End Date 2011 02 20 Subject 1 2 2 2 Ser 4 2 5 2 6 2 Tiers 8 2 9 2 102 J112 122 132 14 2 152 1162 172 182 1192 1202 Nabavka na tender 2 Initial understanding 6 Skype meeting Cellent Meeting Possible partners New tenders New tenders New tenders New tenders New tenders New tenders Understanding technical documentation Tekstovi za Innovation web Request Task 1 za testiranje TOTAL Figure 3 66 Personal schedule of employee On this page the user can see
43. on of status signs Figure 3 38 M4 1of1 P M Pagesize 10 Figure 3 37 Record navigation bar 32 User manual project management Finished Edit Users Workpackages Finish Figure 3 38 Explanation of Status Signs 3 3 2 1 Adding new Project With pressing of the New Project button from the main toolbar of the My Projects page Project lan Figure 3 39 The main toolbar of the My Projects form The user can navigate to the Add New Project form Figure 3 40 Add project Back Add project Cancel Project name Project Name Free text for project description Project description Start date 2 1 2011 End date 3 1 2011 ea Chae Figure 3 40 Add New Project form On that form the user can add new project with fulfilling details about the project like Project name Project description Start and End date With pressing on the Add Project button the user is confirming the entrance With pressing on the Back button the user is navigating to the previous form My Projects Form 3 3 2 2 Preview of the project plan Project plan Schedule With pressing of the Project Plan button from the main toolbar of the My Projects page 33 User manual WORKF project management New project Project plan Add task Figure 3 41 The main toolbar of the My Projects form The user can navigate to the Project plan Schedule Project Plan All projects start pate
44. qhsucaucasnandateees 18 Pluie oir Navigation TOODA paces cs aieiesceasececert EE E 19 Figure o i2 History Of COmtracts csse ennir e a a Ee 20 PPOUe 1o Navic ation TOODI ceges E oeeeneee meeps ane caeawnencee 20 Feur LEMY PJC ON er E ESEE 20 Peire ea a E E E E EA EEE E E EENE 21 Fic re 5210 Record navigation Daf esescsteresnic o niana 21 Figure 3 17 Explanation of Stats SIENS as isicesncsdsdccnenanecesswanseaeedoanenneedaseonenanccgnesaataaendeasenntenenes 21 Figure 3 18 Adding or editing project information cccccccceseseeeseeceeeeeeaeeeseeeeeeeeeeeaaeeeees 23 PIC UGC Ord Record Tay 15 AION Dar ote ce pretinats oet e E E e EEA 24 Figure 3 20 Navigation Toolbar 2 0 0 cccccccccccccnnnnneessssessseeeeeeeeceeececeeeeeeaaaeaausgseeeeeeeeeeeeeeeeees 24 PPS 221 WV IS Cis TOMA E ces er E E E E onan saeaeea eee aan 25 Figure 3 22 Record navigation Dal sasshsxssiicesawienetsaancedscasdansdevoaesdabeaianeteenedadeseedanedsyeneesdbeaanedeanas 25 Figure 3 23 Edit user applications and roles cccccccesessseccccccceeeeeeeeecceecesaaeesseeeeeeeseeaaeeeees 27 Picure 3 24 Edit user project and TOES ox ciivonccswstecssecndercveasvessisaaedos souaebecusasedsusseasenosscaddonseeestess 28 PISUie 5229 NAN ICAnON TOO DA eer E E E 28 Tore MY C Oma P E e E E E A 28 P ueo M S CEA PAO e A E E S 29 Figure 3 28 Toolbar of managerial functionalities eeeeeeeesssssssseeeeeeereeeessssssssssssesseeeereeeeees 30 Pure o I DOP dowi i ee S N 30 Figu
45. re 3 30 Grid with tasks related data cccssssssssssseseeeeeeccccececceeeeeeaaaaeaasseseeeeeeeeeeeeeeees 31 Figure 3 31 Legend with the meaning each sign of the task status c sssessssseeeeeeeeeeeeeees 31 Figure 5 352 Record navigaton Dar esenea E 31 Figure 3 33 The main toolbar of the managers default page nnnossseoeensssessssseerssssssssseeeees 31 Piire eo EMY Pro ecs T Or e E E E 32 Figure 3 35 Toolbar of the My Projects FOrm seesseseenssessssseeerssssssseseerrssssssseeerrsssssssseeeeee 32 Fiure cO Stats SIONS seoir neare rE EE EE EEEE 32 Fiure D257 ReCO mav Caton Dai eei e E E N eames 32 Figure 3 38 Explanation of Status SIgms cccccccsssssssssssssescsssssesccccccccecesseceeeeesssecsssssseeseceees 33 User manual project management Figure 3 39 The main toolbar of the My Projects form cc eeececseccceceeeeeseseeeeeeeeeeeaeeeeees 33 Figure 3 40 Add New Project form cccccccccccccssssseessssssssssssseecccccccccccccsaeeeeeessssssssseescesseeees 33 Figure 3 41 The main toolbar of the My Projects form cccccccnnseeseeeeeseeeeeeeeeeeeeeeees 34 Figure 5 42 Project phin Schedules s ijaicvcsa sussns neacceeannnoneis a 34 Figure 3 43 Form For entering and delegating new task ceeecesecccecceeeeeseeeeeeeeeeeeeaeeeeees 35 Ticor a 44 ait ASK PAG e e E E E E E E 36 Figure 3 45 Main toolbar of the managers default page 00s noenensesssoeeesssssssssserrsssssssseeeese
46. record navigation bar Welcome Branko Emp Djurovic Log Out My profile WORKE project management My Tasks To Do Pending 2 In Progress 6 All projects e 8 8 Wiaj 10f2 b ly ID 140 139 137 134 132 130 128 126 123 Subject SW design User manual Technical specification DB optimization Task 1 za testiranje Request Tekstovi za Innovation web Understanding technical documentation New tenders New tenders Page size 10 INNOVATION ACADEMY x All packages All statuse x Suggestion My Schedule Project Workflow Manager Workflow Manager Workflow Manager Workflow Manager Workflow Manager Innovation Academy Innovation Academy Innovation Academy Work Package Other Other Other Tasks Tasks Technical specification Testiranja Testiranja Innovation Academy Tenderi Innovation Academy Tenderi Assigned By Manager lacademy Manager lacademy Manager lacademy Manager lacademy Marjan Gushev Marjan Gushev Marjan Gushev Marjan Gushev Marjan Gushev Schedule 21 02 2011 23 02 2011 22 02 2011 21 02 2011 Branko Mngr Djurovic 11 02 2011 09 02 2011 14 02 2011 07 02 2011 11 02 2011 08 02 2011 Deadline 25 02 2011 25 02 2011 25 02 2011 25 02 2011 15 02 2011 10 02 2011 15 02 2011 08 02 2011 11 02 2011 11 02 2011 se Suggestions 1 Priority wn KKK wn wn KKK en x Ea m
47. roject management Light version if this check box is marked than the employer will use the light version that actually mean that very few details should be entered in the process of execution of the task Otherwise the system will require more detail information about performed tasks Schedule planned schedule for all assigned employees for the period of performing the task The manager has an evidence of the engagement of the employee expressed in hours for every day when this task is planned to be performed Monitoring Field that indicates who is monitoring the performance of the task To create a new task first the user is selecting the project and work package to which this new task is associated Then he she enters all task related data For the people that the manager has assigned the task can specify when assigned employees can perform that task When all required data are entered the user confirms the task with pressing of the Add button and after that the user can navigate to the previous form In the process of editing a task the user manager 1s navigating to the Edit Task page Figure 3 44 Edit Task Back Save Suspend Cance Re schedule Postpone Assigned By Marjan Gusev Project BRS oa Workpackage Module 1 ao E Light version Subject Creating a new presentation A presentation for the new product should be created Problem Description Select File File
48. rview on reports Default action is click on log in button with filling proper username and password The check box keep me logged in is used to give instructions to the browser to remember credentials and keep open the established session The link forgot the password is used to reset the password and the link register for service is used to provide credentials for usage of the system 3 1 User authorization and profile 3 1 1 User Authorization The Workflow Manager differentiates 3 types of user groups can that can log on to the application Company administrator log in registers and administers the application assigns the managers and manages users managers and employees Manager log in manages and assigns employees sets options sets tasks answers on clarifications and suggestions monitors realization and has overview on reports Employee log in realizes tasks updates the status asks for clarifications and suggestions raises requests and has overview on reports To log in the user should enter the username and password in the text fields for username and password and then click the Log in button as shown in Figure 3 2 13 User manual project management LOG IN Please enter your username and password Account Information Username john smith qmail com Password eeeeees E Keep me logged in Forgot the password Figure 3 2 Log in After successful logging in the upper right corner of the
49. s 46 Figure 3 62Task Edit page during in resolved StatusS cccccecccccccccecceeeeeeeeeseseeeeeeeeeeeeeeees 47 Figure 3 63 Toolbar of employees functionalities cece ecccccccccsssseseeeceeeceeaeeeeseeeeceeeeeeeaeneees 47 Figure 3 64 Preview of Suggestions page cccccccccccssseeeseecceeeeeeaeseeeseeeeeeeesaaeeeseeeeeeeeeeeaaaenees 48 Figure 3 65 Toolbar of employees functionalities cccecccccccccsssseesececeeeceeaeeeseeeceeeeeeeaaeenees 49 Figure 3 66 Personal schedule of employee nnesssssoeeesssssssseerrssssssssseeerssssssseceersssssssseeeree 49 User manual KFLOW project management 1 Overview The aim of the IA WORKFLOW MANAGER is to provide a tool to set tasks and track their execution Since the software is realized as a Software As A Service cloud computing solution it is fully web based and is compatible with leading operating system platforms and browsers and can be accessed worldwide by any user allowing your organization to effectively manage tasks and user feedback This cloud computing system enables distant management of virtual teams from any location Any platform like PC MAC smart phone iPad any platform that has an internet browser can be a tool to access this system and any location where internet access is enabled can be your business office like home restaurant or airport This system enables easy management of your project organisation management of your te
50. sesssersssessssossssersseressessseosssersseossserossesseerosserss 33 3 3 2 2 Preview of the project plan Project plan Schedule cccccccssssecccceeseececeesseeceeseeeecessueecessaeaeeeesaees 33 3 3 2 3 Adding new Or editing existing task ceccccsssccceseccceseccceeecceceeeceeeeececsueceteusceseuecetsuncessueecessuecetsuecss 34 3 3 3 Controlling the employees schedule 0 cccccseeecccsesececeeeeeccceeecscsusececeuseseseusecsssusecscsusesssuecsssuesesenees 37 3 3 4 Managing CS OMS pinitsacivr tins hactcanterurcasina iin tarniaed tantsdanccsdic dinate nietiiasiieuteeneinlenieieinietbinediterd i adiniied 38 Bo Ho PODO S penn nee rner mercer Pret pen oper net herr nr stn here fener ar Mere EE een een eer Serre er ere 39 3 4 EMPLOYEE RELATED FUNCTIONALITIES AND ACTIVITIES c ccceecssccnccscceccsecencesecceceeceucceeesetseeeseseeeeeeeeceeceseeseeeeeeass 40 3 4 1 Main page of the employee My tdskS ccccccccssssseccccssssecccccseneecessauseecsssuaeusecsssausecssssaaseesesseaens 40 3 4 2 Updating d 0 Cope ee 42 3 4 3 Providing a SUGGESTION to THE MANAGEL 1 ssccccsseeseeecnansseeecccanuseecesaauseecessuuaseesssausecessuaaesessssaaens 47 3 4 4 Preview of the personal schedule ccccccsseeecccccsnsssecccccauseccscccuseccessauesecsscsuassesssaeasecssssauaseeessaaees 49 User manual project management Table of Figures Figure 1 1 Task statuses and state transition diagram ccececccccccccceeeeeeeeee
51. sk is resolved Now the manager should approve or reject the task Edit Task Save Forward Clarification Project BRS Status Resolved Done 50 Start date 5 27 2011 Workpackage Module 1 Priority Normal Assigned By Marjan Gusev End date 6 1 2011 Subject Creating a new presentation Problem Description A presentation for the new product should be created Select File No files attached Recurrent Predecessor Successors No successors Light version Pano Gushev AName ASurName Nikola Nacov John Johns Assigned To Schedule Fri 27 5 Mon 30 5 Tue 31 5 Wed 1 6 Pano Gushev 2 2 2 2 Performed Fri 27 5 Mon 30 5 Tue 31 5 Wed 1 6 Pano Gushev 2 2 2 2 Monitoring Manager3nd Manager3nsd _ AName ASurName John Johns New Pending InProgress Resolved Rejected Closed Timing 5 27 2011 5 27 2011 5 27 2011 12 38 11 PM 1 55 28PM 1 56 51 PM statement of work Statement of work defect reason Defect reason Time spend Response Pano Gushev 5 27 2011 1 55 28 PM gt Response in pending status Status Pending P P s Back Save Cancel Forward Clarification Figure 3 62Task Edit page during in resolved status 3 4 3 Providing a suggestion to the manager From the main page Figure 3 53 the user can access a New Suggestion page by pressing on the Suggestion button on toolbar Figure 3 63 My Schedule Figure 3 63 Toolbar of employees
52. te The employees schedule grid makes a presentation of employees on which task they were working and how much time they have spent on a specific task presented in hours per day At the bottom there is a Total bar that summarises the daily engagement presented in Hours 3 3 4 Managing users With pressing of the Users button from the main toolbar of the managers default page Figure 3 47 Reports Options Figure 3 47 Main toolbar of the managers default page the user can navigate to the My Users form Figure 3 48 My users Back Innovation Academy Workflow Manager 7 O Search New User Name Surname Role User Name Project name Last login J approved locked os i Bug Reporting System Business Outsourcing Center Documentation E mail Marketing 2 21 2011 Marjan Gushev manager marjan gusev iacademy mk IA Management IA Promotion Innovation Academy Suggestion Box Workflow diii AM Manager 40 s Bug Reporting System Business Outsourcing Center E mail Marketing IA Promotion 2 20 2011 Nikola Nacov employee nikola nacov innovation com mk am e Workflow Manager 9 46 52 AM ee i Bug Reporting System Business Outsourcing Center E mail Marketing IA Promotion 2 19 2011 Pano Gushev employee pano gushev innovation com mk us F ee a i Dig mano Workflow Manager 10 39 11 AM 1 amp Bug Reporting System Business Outsourcing Center Suggestion Box Workflow 2 19 2011 Manager lacadem ma
53. ton BACK to navigate out of this page and a filter tool for choosing of application and year that that the user is interested to see Under the toolbar buttons there is a grid that gives a preview of previous subscriptions with the following information Figure 3 12 Short name of the application 19 User manual project management Application name Year of the subscription Period of the subscription Start Date and End date History of contracts Choose application Choose year Application Year StartDate EndDate WEL Workflow Management 2011 5 25 2011 6 25 2011 Figure 3 12 History of Contracts 3 2 5 Administration of Projects 3 2 5 1 Preview of all projects From the main page the company administrator can navigate to the Project page with pressing on the Project button on the toolbar as presented on Figure 3 13 edit e History Projects Users Contracts Figure 3 13 Navigation Toolbar the user can navigate to the My Project form Figure 3 14 My Projects Name Description Managers StartDate EndDate Date Added ig Hardware a s Gni I 5 25 2011 i eR a w a ati atieactuie Implementation of a new hardware infrastructure Branko CAdmin Djurovic 7 18 2011 8 1 2011 1 33 47 PM T i A Branko CAdmin Djurovic Branko MGR 5 25 2011 4 amp M T implementation New Project for IT implementation Djuro 5 1 2011 FN E leis
54. ts request for approval of leave request HR documents request for salary review HR documents Request for issuing document for employment confirmation for credit visa or other purposes User manual project management The allocated roles and responsibility controls which of these requests can be grant to specific employee It is set through the administrative module Approved Issued Closed Rejected Q f 1 manager Requests Figure 1 6 Additional workflow processes for agent role 2 Starting with the system This is a complete user guide in detailed steps for usage of the IA WORKFLOW MANAGER Innovation Services and Technologies offers the IA WORKFLOW MANAGER application as cloud computing solution in a form of Software As A Service The initial registration process is described in section 2 1 and is realized as log in web page The user should click the register for service and follow the registration procedure 2 1 Registration process Details about the registration page are shown in Figure 2 1 The input fields are positioned in the right panel called register for a service All of them are mandatory Additionally the entered e mail must be in proper e mail form After clicking the register button the registration request is sent to the IA WORKFLOW MANAGER main administrator for approval Figure 2 1 Registration process After approving the request an e mail is sent to the appli
55. unctional button for running of the Work Package Reports sub page for providing reports related with work packages Timing functional button for running of the Timing sub page for providing reports related with the time spent on specific project phase Details functional button for running of the Details Report sub page for providing reports related with the weekly presentation of time spent on specific project phase for specific project Employees functional button for running of the Employees time schedule report Tasks functional button for running of the Tasks sub page for providing reports related with the weekly presentation of time spent on specific task Totals functional button for running of the Totals for the planned spent time for each Employee Back Status Work Package Timing Details Employees Tasks Totas Figure 3 52 Toolbar of the Reports Form 3 4 Employee related functionalities and activities 3 4 1 Main page of the employee My tasks After manager logs in explained in section 3 2 User authorization and profile User Authorization the default page 1s shown as in the Figure 3 53 The default page has 40 User manual a To Do section that lists tasks that should be done project management Toolbar with 3 buttons for additional functionalities several dropdown fields that are used as a filter for displaying tasks grid with tasks related data status and
56. us Pending A Done 0 Start date 5 27 7011 Workpackape Module 1 Priority Mormal Assigned By Marjan Gusev End date 6 1 2011 Subject Creating anew presentation Problem Description A presentation for the new product should be created Select File Fie Wo files attached Recurrent Predecessor Successors Mo successors Light version Pano Gushe w AName ASur bane Assigned To Nikola Nacow John Johns Schedule Fri 27 5 Mon 30 5 Tore 34 5 Wed 1 6 Pano Gushev 2 2 2 2 Performed Fri 2775 Mon 30 5 Tue 31 5 Wed 1 6 Pano Gushew 0 0 o 0 Monitoring Manager3nd Manager3nsd _ AName ASurName L John Johns Timing 5 27 2011 42 38 11 PM Response History Figure 3 60Task Edit page during pending status When the task is in status in progress the user employer can enter the evidence of the task execution in section Performed dates where the following information can be added Schedule date date when some activities are performed Time spend period of time spent on the task 45 User manual KELCW project management Statement statement of work When the task is finished the user can change the status from In Progress into Resolved Figure 3 61 Edit Task Bak Save Forward Clarification Project Workpackage Subject Problem Description File Predecessor Assigned To Schedule Pano Gushev Performed Pano Gushev Performed dates other date
57. uting solution can be accessed at the address http www iacademy mk workflow The log in page is shown in the Figure 3 1 The application logo is positioned in the left half of the window The input fields for authorization of user are positioned in the right half of the window in the account information panel This panel will be explained in greater detail later in section 3 1 User authorization and profile The link used to register for service is provisioned directly above the panel The login button is positioned in the right bottom part of the window Loc IN Please enter your username and password Account Information Username john smith gmail com WORKFLOW project management E Keep me logged in Forgot the password Log In Register for service Figure 3 1 Log in page There are 3 different types of user groups and users from all the groups must log in to use the application 12 User manual WORKF project management Company administrator with role to register and administer the application assigns the managers of the Workflow Manager and management of users managers and employees Manager with role to manage and assign employees sets options sets tasks answers on clarifications and suggestions monitors realization and has overview on reports Employee with role to realize tasks to update the status to ask for clarifications and suggestions to raise requests and has ove
58. x EB srra EEG wKKKknk 80 Total 18 New 0 amp y Pending 2 In Progress 6 Resolved 4 Closed 6 Rejected 0 Copyright Innovation Academy Workflow Project Management 2010 Figure 3 53 My tasks Using the Toolbar with 3 buttons for additional functionalities the employee has the functionalities to search within his tasks to navigate to the page for generating suggestions and to navigate to a page for preview of his own schedule as presented on Figure 3 54 Optionally the employee can define a new task but on behalf of his manager Figure 3 54 Toolbar of employees functionalities To be able to see different sets of tasks the user can make a filtration throughout provided drop down lists as presented on the Figure 3 55 There are three Drop down fields for selecting project workpackage and task statuses Workflow Manage All packages All statuse Figure 3 55 Drop down list 41 User manual project management On the default page there is a grid with tasks related data Figure 3 56 In row there are information about Task Status Task Id Task subject Project name Work package name Who has assigned the task Task schedule start date Task deadline end date Task priority Percentage of task completion Done ID Subject Project Work Package Assigned By Schedule Deadline Priority Done 140 SW design Workflow Manager Other Manager lacademy 2
59. y United States New f0fe8 Hame John Zip 1000 Conf Sal aS lt GNT InNm LAELLE Surname Smith City ILA Phone 01123456789 State California P Fax Address New Avenue 123 Back Save user info Change password Figure 3 7 Profile information 3 2 Company Administrator related functionalities and activities The Company Administrator is the first user type that is created with the registration process Main tasks of the Company Administrator are to register and administer the application assign the managers and manage other users managers and employees The Company Administrator is the main contact person of the company and he she is responsible for management of company details and the contract for utilisation of services Upon first login the company administrator should update company detail create the manager that will use the Workflow Manager system create the first project and work packages and assign the project to the manager 3 2 1 Main page of the company administrator After company administrator logs in into the application explained in section 3 2 User authorization and profile User Authorization the default page is shown as in the Figure 3 8 16 User manual project management The default page has Toolbar with 5 buttons for additional functionalities Record of data related with information about the company List of all applications that the company have a subscription Company info
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