jan 2010 tutorial 2 teamwork work plan tracking

Clearvale Tutorials

Tutorial 2

Teamwork

Work Plan Tracking

© Copyright 2009 BroadVision On Demand Inc.

Tutorial episodes

• Work plan setup.

• Work plan tracking.

• Work plan performance evaluation and bonus assignment.


What do I need to do?

• I have already created a work plan using Teamwork to plan and monitor the activities involved in organizing Clearsoft’s User Conference.

• The organization is in progress and I, as the project manager, need to monitor the progress of the activities and identify any bottlenecks and issues.

• In the work plan set up I decided to check progress every Friday.


What do I need to do ?

• I will check the progress of the following task in the Top Goal: Gather and prepare presentation materials– Prepare roadmap materials

• Assigned to and accepted by Jason Heggs.

• This assignment commences at the beginning of February and there are checkpoints every Friday until the planned Due date (end of March).

• I will also check the progress of the following tasks in the Subgoal: Define community page layout– Add Forums, DocuVault and Newest Items widgets

• Assigned to and accepted by Gabriella Jarratt.

• These assignments commence at the beginning of 4th January and there are checkpoints every Friday until the planned Due date (end of January).


• Clearvale’s Teamwork tool has been used to set up the project for the organization of the Clearsoft User Conference and to coordinate the team involved in the organization.– Weekly checkpoints have been defined to monitor progress.

• Assignments (called Goals and Tasks) have been defined and assigned to members of the team.

• Goals are generally made up of a series of Tasks which can be monitored in terms of progress.– Each goal has a Completion rate (in terms of %)

• At each checkpoint date you can see how much progress has been made (the Actual progress) with respect to what the planned progress should be (the Target progress).– Based on the progress of the tasks the Completion rate of the Goal(s) above

will be updated accordingly.

How can Clearvale help ?


How to: View task details

• In the list of Goals and Tasks, Jason and Gabriella have accepted the tasks assigned to them.

• By double-clicking on each Task line, each member will see the details of each task (see following slide).



Use the tabs to see more details about the task.



• To view tasks and goals assigned to a different member go to the My Objectives tab and select the member from the Switch View area– In this case we can see the assignments given to Jason

Heggs.


How to: Manage task progress

• Now sign into the Clearsoft network as Jason Heggs and access Teamwork via– The home page OR

– The appropriate community.

• Once in Teamwork go to My Objectives and view the Task details as mentioned before.



• The dates for this activity are from 2nd February to 31st March.

• Go to the % Complete tab. In the bottom part of the screen Jason will move the arrow to indicate the % of the task he would like to have reached when that checkpoint date arrives (the Plan % Complete).



• In this example he plans to have completed 20% of the task by the third checkpoint for this task.



• To show the actual progress of completion for each task, Jason will move the arrow in the % Complete bar.

• In this case the task is in the future so the bar cannot be moved.



• Gabriella has also been managing her progress chart for the tasks assigned to her– One of her tasks starts 4th January and ends 31st January.

– The task is simple and quick to accomplish so she plans to complete it within the first two weeks of assignment.



• However due to unforeseen circumstances Gabriella manages to complete 10% of this task assigned by the end of the first week and at the first checkpoint date.

• This displays in the chart in the % Complete tab.


How to: Check for overall progress

• As project manager you wish to check progress on a checkpoint date (15th January).

• Open your Teamwork Plan and you will be taken to the My Objectives page.

• You will see a summary of all the Goals and Tasks.• The ones you are interested in include:



• From the list of Goals and Tasks, you can see the % completion.

– The task are completed as follows by this checkpoint date:• 2.2.1. : 10%• 2.2.2. : 10%• 2.2.3. : 20%

– The overall subgoal, Define community page layout, is 13% complete by this checkpoint date.



• The calculation of the %Complete for Define community page layout is carried out as follows:– Totals of weight * % completion / total weight

• (5*10) + (5*10) + (5*20) = 200

• 200 / 15 = 13



• The overall Top Goal, Create and setup user conference community is calculated as being 3% complete by this checkpoint date.



• To see more detail about progress click on the bar on the far right-hand side.

– In this way it is possible to see which assignments are active for this period and their progress in terms of planned and actual completion. • Actual is shown in blue and planned in orange.



• You see from here that the completion of the tasks is behind schedule .– By the 15th the tasks should be completed but they

are far behind completion date. – With this information you can intervene to resolve the

problem.


How to: Complete a task

• To specify that a task is completed, start by editing the details of the task.

• Highlight the task line and double-click or right-click it and select Task Detail.– Only the task assignee can specify the task is

complete.



• There are two ways to set a task as completed:– By setting the completion

date in the top part of the details screen• This however does not set

the status of the task as being completed.

– By setting the Complete button in the bottom part of the screen• In this way you set the task

status as completed.



• By setting the completion date the actual ratios are not affected



• By selecting the Complete button the % Complete is set to 100%

• The Completion Date is set to the current date.

• The task is considered closed.


Next

• Work plan setup.

• Work plan tracking.

• Work plan performance evaluation and bonus assignment.

jan 2010 tutorial 2 teamwork work plan tracking

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