Using TeamworkPM

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Teamwork Project Manager is an easy-to-use online teamwork and project management software application that helps advisors, leaders, students, and clients work together more productively online.

Contents

Logging In

You can log in by visiting collaboratory.teamworkpm.net Note that you should have received your login name and your password in an email. If you have not, you should request your Group Leader or Group Advisor to add you to teamworkpm. You can also login by directly pointing your browwer to collaboratory.teamworkpm.net.

Instructions

General Instructions for TeamworkPM

Tutorials

TeamworkPM is fairly self-explanatory, but if you wish some introduction to the site and how to use it, there are some tutorials available that describe all of the features and how to use them.

Email Notifications

TeamworkPM generates a lot of email that it sends to you regarding tasks due, task completion, etc. If you want to reduce some of them, you can set some options by selecting My Details from the drop-down menu in the top right corner of the window and then seleting the Notifications tab.

Specific Instructions for Team Members

While there are many different things that can be done using TeamworkPM, as described in the tutorial, the main thing that we are interested in using it for is for the week-to-week planning of tasks to be accomplished and milestones to be achieved. This is the main thing that Team Members will be looking to TeamworkPM for.

Viewing Tasks

When you sign in to TeamworkPM, the first page you will see shows an overview of the project or projects in which you are involved. To see the tasks for a specific project, you should click on the Project button on the top left of the page. This will show you a list of projects in which you are involved. Choose the project of interest from that list. TeamworkPM will now show you an overview of activity in the project that you have selected. If you click on the Tasks tab, you will see the tasks which have been created in the projects in which you have been involved. These tasks are grouped into task lists (which are simply collections of related tasks). The due date (or how many dates past due the task is) is also shown.

The check box in front of the task is used to indicate that the task has been completed. This should typically be done by the Project Leader or Project Advisor during group meetings.

The drop down menu in front of the allows you to do various tasks related to the tasks. You can

  • View Task Details - this allows you to see more information about a task including comments
  • Add a Comment - this allows you to add a comment to a task (with the option of sending the comment by email to the person who assigned the task)
  • Log Time - this is used to allow you to enter the amount of time that you have spent on a task
  • Start Timer - this starts a timer which can be used to figure out how much time you spend on a task
  • Send a Reminder - this allows you to send an email reminder to the person who is assigned the task

Viewing Milestones

If you click on the Milestones tab, you will see the milestones which have been created in the projects in which you have been involved.

The check box in front of the milestone is used to indicate that the milestone has been completed. This should typically be done by the Project Leader or Project Advisor during group meetings.

A comment can be added to a milestone by clicking on the Add Comment balloon that appears when you hover over the milestone name.

Specific Instructions for Project Leaders

In addition to working towards completing your own tasks, Project Leaders are responsible for assigning tasks and determining if those tasks have been completed at group meetings.

These tasks can be done on the page which shows all of the tasks, this page can be reached by clicking on the Tasks tab.

Assigning Tasks

To create a task, first a task list must be created. A task list is simply a connection of related tasks. This can be created by clicking on the Add Task List button in the top-right corner of the Tasks window. In the window that opens, the name of the task list and various other options related to the task list.

Once the task list is created, tasks can be created by clicking the Add Task which appears below the name of the task list to which you wish to assign the task. You will then be able to describe the task. There are various other optional properties which can be associated with this task, which you can use or not as you wish, but you should indicate "Who should due this?", that is, indicate to who the task is assigned, and indicate a due date.

Evaluating Completion of Task

When you meet with your group, you should assess whether each group member has completed the tasks which were assigned to them.

You can indicate that a task has been successfully completed by the person to whom it was assigned by clicking on check box in front of the task. If the task has not been fully completed, you can indicate the amount of progress that has occurred, by selecting the Set % Complete option from the drop down menu in front of the task and indicating the amount of the task that has been completed.

If a task has been completed, but not by the person to whom the task was assigned, in order to give the correct credit to the person who completed the task, you should create a new task which is assigned to that person, make sure that it is due sometime after the date it is actually completed, and check the box in front of the task. If you do not wish to continue to see the original task (which should not be checked as completed since it was not done by the person to whom it was assigned), you can select the Edit person, due date, etc. option from the drop down menu in front of the task and change the privacy.

Although it is possible to change the due date of a task by selecting the Edit person, due date, etc. option from the drop down menu in front of the task, do not do so simply because the team member to whom the task was assigned did not complete it in time. Instead allow the task to become late. If task becomes so late that it affects the ability to plan with TeamworkPM, simply create a new task with a new due date while leaving the old one. You can use the Privacy options if you wish.

Specific Instructions for Group Leaders or Advisors

Group Leaders or Advisors are responsible for setting up projects and assigning Project Leaders and Team Members to those projects.

Creating Project

To add a project, first select the Dashboard or the Project buttons on the top left corner of the page. You should then click on the Add Project button. This will bring up a window which will allow you to give the project a name and add other optional details. Click Add Project and you will have created a project. Various optional parameters can be set for the project by selecting the Project Options button in the Overview tab for the project.

Assigning Members to Projects

The easiest way to add team members to projects is to select the People tab when viewing the project to which the members are to be added. This will bring up a list of all the members of the general Collaboratory and the members of the group to which the Project is assigned. You can add people to the project by simply selecting the check box after their name. When you do so, a list of permissions for that person will appear. Select the edit link to modify these permissions as follows:

  • For project leaders or advisors, select the Project Administrator check box and select Finished.
  • For project members, you need not change anything, simply select Finished.

If the person which you want to add does not appear in the list, you can search for them by selecting the Add more people button in the top right corner. If the person has not been added to TeamworkPM, you can also add them from this window. (See the next section for specific instructions.)

Adding Users to TeamworkPM

The easiest way to add team members to projects is to select the </i>People</i> tab when viewing the project to which the members are to be added. This will bring up a list of all the members of the general Collaboratory and the members of the group to which the Project is assigned. Select the Add more people button in the top right corner. In the window that opens, be sure to search for the user first to see if they have already been added to TeamworkPM. If not, you can add them by selecting the Add a New User tab.

In this window, you should first select the Company (that is, the Collaboratory Group) to which the person should be assigned. Give their first name and their last name and their email adress. For the box labeled Choose a login for this user, you should enter the persons Messiah email address without the @messiah.edu. So, for example, for a student named John Smith whose Messiah email address is js1234@messiah.edu, you should enter js1234. For people without a Messiah email address, please use their entire email address as their login name. For the password boxes, you can put whatever default password you want, the user will be able to change it later. Leave the Send a welcome letter to this user box checked, so that your new user will get an email letting them know how to sign on and what their password is. Once you click Add this User, this person will be added to TeamworkPM and will be added to your project as a regular Project member.

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