Learning project management starting guide for the base module

3f Project 2006 Introduction

This Getting Started document will guide you through the basic working process of 3f Project 2006. Once you have gone through this paper, you will have a good foundation for working with the system.

It is assumed that (1) you have had the system set up and configured, (2) that you have either a Project Manager or Project Member user account and (3) that you have successfully logged in to the system.

WORKING WITH THE 3F PROJECT 2006

1. Fill in timesheet

Click the Tree View > My Workspace> My Timesheet

Timesheet entries are done by choosing the project and task then entering the start and end time. Click Add Record to save the timesheet item. Continue until you've made all the entries for a particular day.

Note: If you want to submit a timesheet for a different day you may do so by choosing day from the date picker or navigate using the next and previous arrows.

2. Submit timesheet

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

Before submitting your timesheet update the Billable Hrs. and Remaining Hrs. (See help file for information on these two fields)

Click Submit Timesheet.

Note: If the optional Approval Management module is active and the project is setup not to require timesheet approval then the timesheet is automatically approved upon submission. If the optional Approval Management module is not active then timesheets are always automatically approved upon submission.

3. Tasks Remaining Hours (applies to you only 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.

Planned Hrs:	Original planned hours
Rem. Hrs:	Corrected remaining hours
Res. Rem. Hrs:	Estimated remaining hours as projected 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 report.

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

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 (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.

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 (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.

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. )

ADVANCED FEATURES

1. 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. Optionally, a client request can 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 out 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 that you want to convert to a task.

On the “Client Request Details” page, click the “Convert to Task” icon

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

2. Project Templates (applies to you only 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.

Create a Template

File > Export > XML - Task List

Import a Template

File > Import > XML - Task List

3. Errors and Changes

The Errors and Changes page 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

On the “Errors and Changes” page, click the “Add New” icon

and fill out the form.

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

4. Group, Copy and Rearrange 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 that you view our video tutorial:

http://www.3f-project-management.com/kb/video-tutorial/f2005/ENT_9-1_Grouprearrangeandcopytasks.html

Note: The tutorial is from a previous version of 3f Software Planner, thus, the look and feel is different from 3f Project 2006's look and feel. However, the general principles are the same.