User Guide

Project Dashboard

The Dashboard tab gives the brief summary of all the projects, resources, tasks,
meetings, issues, risks, forums and documents related to the current user along with the display
of alerts and upcoming milestones (see Figure: 12.1).

Figure: 12.1 Dashboard Summary.

You can see the details of all the tabs in the dashboard and also you can directly go to the
required tab through dashboard.

Alerts
Alerts gives the information about the events occurred in his projects like meeting added,
document uploaded, task assigned, meeting approved etc. Every Member gets an alerts in dashboard
based on the events occurred in his projects. This feature can be disabled by unchecking the
Send alerts through web access in the Global Settings under the
Preferences tab.

For example, the alert message Meeting Approved in Testing indicates there is one approval
for the Meeting scheduled in the project named “Testing”.

You will get alert messages if you do the following operations

• Resource over allocated.
• When local resource made as global resource, only Admin will get alert.
• New task assigned.
• Task approved or disapproved.
• Task modified.
• New meeting scheduled.
• Meeting approved or disapproved.
• Meeting modified.
• Time sheet inserted.
• Time Sheet updated.
• Time Sheet approved or disapproved.
• Issue added.
• Issue updated.
• Risk added.
• Risk updated.
• Message inserted in forum.
• Message approved or disapproved.
• Document inserted.
• Document modified.
• When user settings changed by Admin, that user will get an alert.

By clicking alert messages you can go to that particular tab to see the changes done. Once the
changes done is viewed by you, then that alert message will be deleted automatically.

If there are no alert messages then the No Alerts. message is displayed to you.

The following operations can be done in Alerts block.

1. Click alert message, to see the changes done in that particular tab. For example, the alert
   One Meeting Approved in Manufacturing indicates one person approved for the meeting
   called by you. If you click that alert message it will take you to the view page of that
   meeting in Calendar tab.

Calendar
The calendar block shows the current month’s calendar with the current date highlighted in red
color (see Figure: 12.1). You can navigate between months by clicking >> and << icons. The blue
bar on top of any date indicates, there is a meeting or a task assigned to you on that day. The
black colored dot indicates the upcoming milestone. If you click a particular date in calendar,
it will take you to the Day View of that day in Calendar tab.

Today’s Top Resources
Today’s Top Resources shows the work load on each Members for the current day in
the form of bar chart in dashboard (see Figure: 12.1). Resource usage information is valuable
for Team Members who need to know the details about task assignments. Project Managers
often require detail resource usage information to track and manage the work load of each
resource. Each bar indicates the work load on each Member. Work load is defined based on
the task assigned to the resources. The order of colors is red, orange, yellow, dark green and
light green indicating more work load to least work load based on the task assigned to the
resources. The red color indicates the more work loaded resource and the light green color
indicates the least loaded resource. Today if all Team Members do not have any tasks
assigned to them, then No resources are allocated for today. message will be displayed to
you in your dashboard.

If you click any of the resource or click the bar chart, then it will take you to Resources
tab.

Project Status Overview
Project Status Overview summarizes information about all projects to which you are a
Member (see Figure: 12.1). You can set the number of projects to be shown in dashboard by
editing Number of projects to be displayed field in sub tab Dashboard of
Preferences tab. If there are no projects promoted to the Dashboard, then by
default you can see the list of projects based on Number of projects to be displayed set
in the user’s Preferences tab will be displayed. In such a case, the first priority
in the list will be given to the Active projects then to the Draft, Inactive and Archived
projects.

The following are the fields in Project Status Overview block.

• The icon with red arrow (see Figure: 12.1) in the first column indicates Demote from
  Dashboard when you hovered on that icon. If you click that icon it demotes the particular
  project from the dashboard, i.e it will not display that project in dashboard. You can do
  Promote to Dashboard to show the particular project in dashboard, by clicking the
  similar icon with green arrow (see Figure: 12.1) in first column of List projects
  in Project tab.
• Projects, contains names of the projects which are promoted to dashboard.
• Status, which indicates the project status in terms of percentage done and also shows a
  status bar with blue colored part indicating the percentage completed. If you hover on the
  status bar it shows remaining percentage of work. The status is calculated by adding the
  percentage done by all tasks divided by total number of tasks in that projects. You can also
  open that project in Microsoft Project application by click the icon in front of project name
  in Status field.
NOTE : The Open in Microsoft Project icon will appear only if the user logged in is the
owner of the project and the browser is Internet Explorer.
• Issues, shows the bar indicating the number of issues in that project and also shows
  the severity of issues in different color. You can differentiate between the severity of issues
  by their colors. The following steps explain how to differentiate the severity of issues based
  on color.
• If the color is dark green, then the severity is Feature.
• If the color is yellow, then the severity is Trivial.
• If the color is light green, then the severity is Minor.
• If the color is orange, then the severity is Major.
• If the color is red, then the severity is Block or Crash.

If you click any project or status bar of that project it will take you to the Project
tab showing list of tasks in that project. If you click the issue bar then it will take you
to the Issues tab showing list of issues in that project. If there are no projects
in your Project tab, then There are no projects in your portfolio.
message will be displayed to you in your dashboard.

Tasks
Tasks blocks contains the tasks assigned to you across all projects that either start
today, finish today or are already overdue (see Figure: 12.1). You can limit the number of tasks
to be displayed in dashboard by editing the fields Number of tasks starting today to be
displayed, Number of tasks finishing to be displayed and Number of overdue tasks to be displayed
fields in Dashboard sub tab of Preferences tab.

The Tasks block has following fields which describes the task.

• the first field will have square icon with different colors indicating the type of task.
• the dark green color indicates the tasks which are starting today.
• the light green color indicates the tasks whose end date is today.
• red color indicates the overdue tasks, i.e their end date is over but the task is not
  completed yet.
• Tasks, is the name of the task.
• Projectnameis the name of the project to which the task belongs to
• Start, is the start date of the task.
• End, is the end date of the task.
• Status, is the bar showing percentage completion of the task.

If you click the task, then it will take you to the edit mode of that task in Task
tab. If there are no tasks assigned to you, then There are no tasks which Start Today/Finish
Today/Overdue. message will be displayed to you in your dashboard.

Issues
Issues block contains the list of issues which are assigned to you (see Figure: 12.1). If
there are no issues assigned to you, then There are no issues. message will be displayed
to you in your dashboard.

The following fields describes each issue:

• the first column will have square icon with different colors indicting the severity of the
  issue
• If the color is dark green, then the severity is Feature.
• If the color is yellow, then the severity is Trivial.
• If the color is light green, then the severity is Minor.
• If the color is orange, then the severity is Major.
• If the color is red, then the severity is Block or Crash.
• Priority is the priority set while reporting a New Issue. The Priority
  will be None, Low, Normal, High, Urgent and Immediate.
• Status will be New, Acknowledged, Confirmed, Assigned, Resolved, Closed and
  Reopen based on the Status set to this issue in Issue tab.
• Summary is the brief description of the issue.

If you click any issue in the list, it will take you to the view page of that issue in
Issue tab. You can change the number of issues to be displayed in dashboard by
editing Num of issues to be displayed field in sub tab Dashboard of
Preferences tab.

Documents
Documents block shows the list of documents in projects to which you are a Member
(see Figure: 12.1). If there are no documents in your projects then, There are no
documents. message will be displayed to you in your dashboard.

The following are the fields which describes every document in the list.

1. Project: The name of the project to which the document belongs to.
2. Title: The name given in the File Title field when uploading that document.
3. File Name: The name of the file which is recently checked in or uploaded.
4. Type: The document type. For example, JPEG, Doc etc.
5. Version: The new version or current version of the document. Version will change
   for every Check Out and Check In of the document.

You can limit the number of documents to be displayed in dashboard by editing Num of
Documents to be displayed field in sub tab Dashboard of Preferences
tab.

To see the details of a particular document, you can click that document in dashboard, it will
take you to the view page of the document settings in Document tab. There you can
perform the required operations on documents.

Risks
Risks block shows the types of risks assigned to you in the form of risks matrix (see
Figure: 12.1). The risks matrix, which is the combination of Probability and Impact
of risks. There are 5 types of probabilities where risk can occur, they are Rare,
Unlikely, Possible, Likely and Certain. There are 5 impact types in Risks, they are
Trivial, Low, Medium, High and Critical. There are 25 blocks in risk matrix, where
every block shows a probability and an impact on the risk when you hovered on that risk. When you
click the risks matrix it will take you to the List Risks of the Risks
tab. The numbers in the small squares of the matrix indicates the number of risks of that
type assigned to you. If there are no risks assigned to you then all 25 squares of risks matrix
will contain 0. you can count the number of risks assign to you by adding all the numbers in
small squares of risks matrix.

The risks are displayed in risks matrix based on different color combinations to indicate the
order of handling risks. Each risk type is indicated by a color scheme which involcs Red, Orange,
Light Green, Yellow and Dark Green. For example the risk in red color indicates the probability
of that risk to occur is certain and the impact is critical so it must be handled first and so on.

Upcoming Milestones
Upcoming Milestones block lists the milestones in your projects. If there are no
milestones in your projects, then No upcoming milestones. Message will be displayed to
you. Milestones are the indicator tasks in your projects, that demonstrate whether or not the
project will meet the anticipated schedule. If you click any milestones in the list it will take
you to the List Tasks of Project tab. You can set the number of milestones to be
displayed in dashboard by editing No. of upcoming milestones to be displayed field in sub tab
Dashboard of Preferences tab.

Forums
Forums block lists the subject name of new messages posted by other Team Members
along with the Team Member name in parenthesis who posted that message (see
Figure: 12.1). If there are no messages in your project forums then, No new messages posted
.message will be displayed to you in your dashboard. If you click that message it will take
you to the List Messages of Forums tab. You can set the number of
messages to be displayed in dashboard by editing Num of new messages to be displayed in
sub tab Dashboard of Preferences tab.