Learning project management starting guide for the base module

This Getting Started document will guide you through the basic working process of the 3f Software Planner. Once you have finished this paper you will have a good foundation for working with the system.

It is assumed that you the system has been setup and configured and that you have either a Project Manager or Project Member user account and that you have successfully logged into the system.

WORKING WITH THE 3F SOFTWARE PLANNER

Step 1. Start daily check-in time tracking (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 2. 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 3. Start time tracking on a none project task (Second Level Time Tracking)

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

Step 5. 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 6. Stop daily time tracking (First and second level time tracking)

Click

to stop all time tracking.

Step 7. 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

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.

Step 8. Task Remaining Hours (Applies only to you if you have the Approval Management Module and you are the Project Manager)

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.

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!

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.

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

2. Project Overview (Applies only to you if you have the Approval Management Module and you are the Project Manager)

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.

3. Project Home (Applies only to you if you have the Approval Management Module and you are the Project Manager)

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

This is the Project Summary.

3F SOFTWARE PLANNER ADVANCED FEATURES

Using “Quick Time” is handy when a telephone call or unexpected visitors suddenly interrupt.

Starting “Quick Time,” stops ongoing time tracking (if any) and starts a new time tracking instance without specifying which task time is being tracked for. Upon stopping “Quick Time” you will be asked to assign a task to the accumulated time. Once time has been allocated, the 3f Software Planner can automatically resume time tracking on the task you worked on when interrupted.

Note: You can choose to assign the accumulated time when quick time is stopped or at a later point in time.

To assign the time tracked later click Tree View > My Workspace > My Quicktime

Click “Assign Task”. In the “Unassigned quick time block” page select the project and task to which you wish to assign the tracked time.

2. Client Requests

"Client Request" is used to record and manage requests made by the client in one place. Client requests are usually tasks or additions which are not part of the original project. A client request can, optionally, be converted into a task.

To add a Client Request

Click the Tree View > Projects > Name of Client > Project Name > Client Request

On the “Client Request Details” page click the Add New Icon

fill in the subsequent page then click save.

Note: It is important to enter the client request in the right project. To activate a project click Project List > Choose Client > Choose Project.

Convert a client request to a task

Click the Tree View > Projects > Name of Client > Project Name > Client Request

Click on the request you want to convert to a task.

The request is converted to a task. To view the new task and add planned hours, click Project > Task then locate a click the name of the converted task.

3. Project Templates (Applies only to you if you have the Approval Management Module and you are the Project Manager)

To save time and avoid omitting standard project tasks a template can be imported into any project. During the import process you can choose which tasks to import.

Templates are created from existing projects by exporting the tasks to be included in the template. You can create different project templates for each type of project you do.

File > Export > XML - Task List

File > Import > XML - Task List

4. Errors and Changes

Errors and Changes is where you track all issues within a project. Issues refer to problems, questions or corrections in a project that must be resolved.

To enter a new Error and Change item

Click the Tree View > Projects > Name of Client > Project Name > Errors and Changes

Note: An Errors and Changes item can be converted to a task.

5. Group, Copy and Rearranges Tasks in the Task List

You can group, copy and rearrange tasks in the task list. To learn more about grouping, copying and rearranging of tasks, we suggest taking a look at our video tutorial:

http://www.3fsoftwareplanner.com/video-tutorial/f2005/ent/ENT_9-1_Grouprearrangeandcopytasks.html

Note: The tutorial is from a previous version of the 3f Software Planner, the look and feel is different from the current look and feel however the general principles are the same.

6. Version History

Click the Tree View > Projects > Name of Client > Project Name > Project Reports > Version History

Software companies mainly use version History. It tracks which tasks have been finished and which issues have been resolved in a particular version. To learn more about Version History, we suggest taking a look at our video tutorial:

http://www.3fsoftwareplanner.com/video-tutorial/f2005/advfea/ADVFEA_25_UsingVersionHistory.html

Note: The tutorial is from a previous version of the 3f Software Planner, the look and feel is different from the current look and feel however the general principles are the same.