Base Module - Getting Started

 

This Getting Started document will guide you; in less then an hour, through the working process of the 3f Software Planner Base Module. Once you have finished this paper we strongly suggest you take a look at the “Advanced Features” paper where further powerful advantages are described.

 

It is assumed that you have setup a 14 day trial account on our hosted server or 3f Software Planner installed on your own server. If you have not yet set up the trial account go to http://www.3fsoftwareplanner.com/start/ to do so.

 

 

CUSTOMIZE THE 3F SOFTWARE PLANNER

 

Step 1.  Enter employees

Click Projects & Resources > Login Resources

On the Login Resources page click “Add New”

and fill in the form.

Note: Setup a new Department by clicking Administration > Departments

 

Step 2.  Enter clients
Click Projects & Resources > Client and Projects

On the Client and Projects page click “Add New”

and fill in the form.

Note: Setup a new Project Type by clicking Administration > Project Types

Step 3.  Setup client project

Click Projects & Resources > Client and Projects

On the “Client and Projects” page, click “Add/View Projects” to the right of the specific client for whom you wish to setup a new project.

On the “Project List” page click “Add New”

and fill in the form.

 

 

Step 4.  Add tasks to a client

Click the Tree View > Projects > Name of Client > Name of Project > (Optionally version number if project is linked) > Tasks

On the “Task List” page click “Add New”

and fill in the form.

Note: Please disable your popup blocker for the server address if you have not already done so.

Important: Several (Unlimited) persons may work on the same task at the same time. Therefore, enter hours for the team as a whole.

 

 

Step 5.  Setup System Defaults (Optional)

Click Administrative > System Defaults

Define your mail server for out going e-mails.

Define time tracking round off.

Upload images (e.g. your Logo) to be used as header on printouts and in HTML e-mails.

 

 

WORKING WITH THE 3F SOFTWARE PLANNER

 

Step 6. Start daily check-in time tracking (First level time tracking)

Click

to start first level time tracking.

Note: Always stop First Level Time Tracking at the end of the day. Please refer to Step 11 to see how.

 

 

Step 7.  Start time tracking on a Project Task (Second Level Time Tracking)

Click the Tree View > Name of Client > Project Name > Project Time Tracking

Click the task you wish to track time and work on.

 

 

Step 8.  Start time tracking on a none project task (Second Level Time Tracking)

Click

to go to the Non Project Task page. Click the task you wish to track time and work on.

Note: None project tasks are not related to client projects. Use none project tasks to track time for accounting, sales etc. Create a new “Non Project Task” by clicking Administration > Non Project Tasks

 

 

Step 9.  Stop or cancel time tracking on a task or non project task (Second level Time tracking)

Click

in the tree view to go to the “Today” page. A directory of today’s time tracked is listed.

To stop time tracking, simply click		which is placed to the right of the active task.
To cancel time tracking, simply click		which is placed to the right of the active task.

 

 

Step 10.  Take a break (Second Level Time Tracking)

Click		to pause time tracking on a task.
Click		to restart time tracking after a break.  Time tracking will continue on the task you were working on prior to the break.

Note: If your company policy dictates you stop all time tracking during breaks please proceed to step 11.

 

Step 11.  Stop daily time tracking (First and second level time tracking)

Click

to stop all time tracking.

 

Step 12.  Submit timesheet

Click the Tree View > My Workspace > My Timesheet > Today's Date

Recommendation: We suggest you submit Timesheets on a daily basis at the end of your working day. During the day, you can add comments to a

task being time tracked by clicking this icon

Please take note that time tracking must be running on a task to do

so.

 

Note: To allow time sheet submission, second level time tracking must be stopped.

 

If the task is finished, enter 0 in the Rem. Hrs. field. (Remaining Hours)

If the task is not finished, enter an estimate of remaining working hours in the Rem. Hrs. field. (Remaining Hours)

Note: You should only enter the remaining hours you estimate that you have left. Other people working on the same task will do the same for themselves.

 

Enter your written report in the yellow field if you have not already done so, using the “Reporting” function throughout the day.

Click

to submit your timesheet.

 

 

Step 13.  Task Remaining Hours

Click the Tree View > Projects > Name of Client > Project Name > Project Management > Tasks Remaining Hours

The person in charge of the project accepts or corrects the remaining working hours for each individual task as submitted by the resources.

Planned Hrs:	Original planned hours
Rem. Hrs:	Corrected remaining hours
Res. Rem. Hrs:	Estimated remaining hours as predicted by team members

Recommendation: We suggest you review your projects on a daily basis, as the remaining hours are the foundation for the Project Overview reports.

Note: To set a task to 'finished', enter 0 in the Rem. Hrs. field across from the task. (Remaining Hours)

 

 

3F SOFTWARE PLANNER REPORTS

Note: All reports are based on submitted timesheets only!

 

 

1. Time Report

Click the Tree View > Projects > Name of Client > Project Name > Project Reports > Time Report

This report shows total hours worked on the active project shown in the status bar at the bottom of the screen.

Set the date range by clicking

“Date from” and

“Date to” then press the

button.

You may filter results by “Department” and/or “Resource” and you may use the “Group by” option.

 

 

2. Project Overview

Click the Tree View > Projects > Name of Client > Project Name > Project Reports > Project Overview

This report lists all the tasks setup within an active project.

Hours Planned:	Originally planned hours.
Hours Actual:	Realized working hours
Hours Remaining:	Remaining hours of a task as set by the person in charge of the project. (See step 13)
Deviation Planned/Actual:	Difference between planned and realized hours Formula: Planned - Actual
Deviation Planned/Current:	Number of hours ahead or behind originally schedule. Formula: Planned - (Actual + Rem. Hrs)
% Finished:	The percentage finished for a task Formula: 100 * (Actual / (Actual + Rem. Hrs))

 

 

3. Project Home

Click the Tree View > Projects > Name of Client > Project Name > Project Management > Project Home

This is the Project Summary.

Plan Hrs.:	Original planned hours per project phase
Act. Hrs.:	Total realized working hours per project phase
Rem. Hrs.:	Best possible estimation for remaining hours as made by the person in charge of the project per project phase. (See step 13)
Percentage (%):	Percent completed Formula: Act. Hrs / (Rem. Hrs. + Act. Hrs.)