Video Transcript:

0:00:01.4 S1: This conference will now be recorded. Alright.

 

0:00:05.3 S2: I said, Do you wanna just kick us off and I can go…

 

0:00:11.2 S1: Yeah, so we’ll be going through some features of Webvantage today, a pretty good list of kinda high level overview of everything, but really focusing on things like assignments and really getting your project started, and so we can better manage resources and our workloads… Adam is from Webvanage, who’ll be taking us through everything, if you have any questions, put them in the chat and then we can get to them at the end, and if we don’t have time, I can send a list to Adam and you can answer those later but I just wanna make sure we use as much of our hours we can, we’ve got quite a bit to get through. So put questions in the chat.

 

0:01:01.2 S2: Thank you, Amantha. Hi guys, I’m Adam and yeah, today we’re gonna try to jump in and kinda show you some of the new tools or tools that you guys are gonna start using for resource management, Amantha is gonna go ahead and make you presenter, guys, what we are in your training database, so it’s not your live database, it’s a copy of your live database, this is gonna be where you’re gonna be able to come back and practice some of this stuff without being in your live database and affecting any of your actual job data at this time. But this is a copy of the live, so this is all based on stuff that Amantha has updated with you guys for moving forward.

 

So first things first, since we do have a pretty good list of things we wanna go through, and yes, please feel free to put your questions into the chat and we’ll try to address those either on the call or after a job opening. So from a resource management perspective and kind of being able to track things, there’s ways for you to do that from the beginning of the job. So let’s just look at opening a job really quick, one of our typical jobs that we would open, and you’re gonna do that again through the main menu as you would for any jobs that you’re going to open.

 

0:02:27.2 S2: Now, I don’t know if you know this, but what we’re looking at, of course, is the main menu, if you ever get sick of having to go through and go through the sub-menu for project management, Choose your job jacket off the… Or those job jacket from the listing, the very bottom tray, you see the Ad button at the very bottom, it’s the plus button, so when you go into your main menu, you can always just go to the Ad button and click that, that’s gonna reduce your main menu down, so if you click on Add there, and you’re gonna see Job jacket, so it cleans things up for you, gives you a quick reference point where you can get right to the job jacket Module, let’s go ahead and open a new job. So we’re gonna click on job jacket. Now, a really quick point, this is something you guys may do right now, it may be something you haven’t done, but I just wanna point out a quick tip as far as in a quick way for getting the client information is start at the product level. So if you click on the product hyperlink, that’s gonna bring up the product menu, so you can, of course, scroll through your list of client products, where you can start typing in the description in the very top, which is an active search field, but here’s your product first.

 

0:03:50.3 S2: So we’re gonna choose a product here, and you can either double click or click on Select, and what you’re gonna see happen is it put in the division and client for me. So if any of you are used to going through client and division and product, save yourself a couple clicks, go to your product first and or that since it’s the lowest level, it knows who the divisional plan subsequently related to job description, that’s of course, where you put in your project description, what’s the job… So we’re gonna put in our job description, our sales class of course, which is our highest bucket in and of accounting, which we have to choose, every job that is opened, is opened under a specific sales class, here’s your list of sales class, so from broadcast, all the way down to website and everything in between what sales class or service line of the agency is the work related to… So let’s choose one of our sales classes, now, of course, sales class, that’s gonna kinda funnel down as far as the type of work that you’re doing, which then when it comes to resource management, comes to creating schedules and things like that, you’re gonna have specific templates related to, Hey, what is this type of work that we’re doing? Sales class being the highest designation, has to be chosen for every job, of course, you have to have an account executive too, so all the yellow fields, of course, as we know our required fields, we have a variable field here because we have Frances and castrum both available choose our account executive.

 

0:05:35.5 S2: Campaign, of course, is optional, and then we have job type job type, you can see is also required field for you, and so here is now where we’re kind of selecting what’s the deliverable. And so for some of you may know, when in estimating job type is what actually is your work history, so we need to choose a job type here again, ’cause it’s a required field in your database, and again, this is kind of like what is the deliverable of the job component. So from here now, guys, really quick moving forward, it’s a project that you know you’re gonna create a project schedule for and wanna jump start that. This is where you can start making those decisions. We’re gonna go ahead and check the box for Create Schedule. Now, status is an optional field, but this is where you could come in and say, Okay, so starting out, what’s the status now? Status is gonna relate to a few things, we can set an initial status for if we open a job and we say create schedule, we can make… So there’s a default, so it’s like saying open, you can see that down there, right now, there is no default status, but this is also where you could come in and say, This is where I wanna say that we’re at with the job…

 

0:06:57.3 S2: With the project right now, say it’s something that you need to get a schedule in for quickly, and you’re gonna be jumping right into development and design in something like that, and you just wanna get that initial reporting in even if maybe you have no tasks. So no assignments in your schedule yet, you still wanna have the reporting, so this is where you could choose a status, so maybe let’s just go with open right now, we’re kinda talking about a brand new job here, we’re gonna go with, Hey, we’ve got this schedule, we’re gonna have a schedule right now. It’s just reflecting and reporting for us from jobs and scheduling as This is open, project manager. Now, this is a great field. This is… So when you mark tasks complete some, you’ve assigned tasks to people, they mark them complete, if you have someone entered here as the project manager, what’s gonna happen is they’re gonna receive alert notifications indicating or informing them, alerting them that the task sine has completed their task or market, complete. So that is kind of a PM resource management tool there for you to get notifications when someone has marked the task complete, so you’re getting informed about the schedule activity when an assignment is done really quick before we open the job, I just wanna point out down below too, you’re gonna see copy job, I don’t know if anyone has used this in the past, but if you expand right on the ribbon, if you click on copy job, you’re gonna see here…

 

0:08:36.7 S2: You do have the option to be able to copy jobs, so think about this, especially when we’re… Now we’re talking about project schedules, maybe you have a job that you’ve created a schedule for… It was the bees knees. Everyone loved it. It worked out great. Timeline was perfect. Assignment details were perfect. All that good stuff. So this is where you can come in and say, Hey, I wanna… I wanna copy job 305, and you’re gonna see on the right hand side, all those different items within a job, you can actually copy at this point, and I wanna point out over on the right, what you’ll see is copy project schedule as well as the things above that, but really when we’re talking about scheduling assignments, this is specific to project schedule, so all the tasks, but you can include the start date, the due date, the task employees, task comments and task… A due date comment, so there’s a lot from a scheduling perspective, when you go to create a new job, Hey, I could pull this stuff right over now, so maybe after we go through one, if we have time, we can come back and look at this feature.

 

0:09:53.8 S2: Or in the training database, you can come back and copy this job to see how it works, but let’s go ahead and proceed, we’re gonna go back up to create job, go ahead and open our new job. Alright, so we’ve got our new job open, we’ve already initially started to create a schedule, so some things that you’re gonna notice over on the left-hand side in your PM where typically you see things start coming to life as we add data, you’re gonna notice that there’s a lot of blue now over there, so you probably see when you’re looking in your job jackets when you first open them, job jacket and team being populated or showing blue, the rest being grayed out, we have a lot though that it is blue right now, so schedule risk analysis calendar, workload, all associated, and team office in status, all those are really associated to project schedules, so you’ve initially started a report already, and again, we just elected when we open the job that, Hey, I wanna also create a schedule. So before we go to schedules, I wanna point out, since we’ve opened the job, we said we’re gonna create a schedule for it, but before we get to that point, I wanna point out something that even if you don’t elect to start filling in schedule criteria, lagging the job that it’s gonna have a schedule and maybe it’s not going to have one, so maybe you didn’t select that when you open the job, you’re still gonna end up in the spot, you’re still gonna end up in your job jacket.

 

0:11:48.9 S2: Now, I wanna point something out now about, let’s say it’s one of those jobs that doesn’t have a schedule, but we wanna have some resource management, and we’re gonna need that for tracking the job and activity, so let’s say we’ve opened the job, no schedule required. We’re still gonna use this one for a schedule, but this is a really quick illustration for maybe we don’t have one, and I need to get some resource management going really easy once you’ve created the job, if you’re in the job jacket right here, you can right click where you are a manta, you’re gonna bring up the right-click menu here, so it’s a unity manure, you’ve got a lot of options here for what you can do, some of you may use this now for adding time or some of the other things here, maybe printing out the job jacket. But if you look at the top of your menu, you’re gonna see three options or two actually for the very top, you’ve got new alert and new assignments, so alerts are like notifications, those are not resource management, those are general notifications, those are like emails in the system, so think about those just as a communication tool.

 

0:13:09.2 S2: Now, let’s click on a new alert since we’re here, we’ll just look at this really quick, and we ask some system required field here, so we’re gonna have to put something in here who is our client contact and glad we figured that out right now, so let’s take a look, scroll down really quick math, let’s see if there’s anything else required that maybe I missed… It looks like we’re good. Let’s go back up to the very top. So you guys noticed, and you’re probably aware of that yourselves, that you have to enter your contact in there, so we wanna scroll up to the very top and click save… Once we say, We’re just gonna do the right thing, we’re gonna right click or do the same thing and say new alert, so this is a general communication, so something may be related to the job that I just wanna give a heads up about, but I don’t want it to show up in The Advantage calendar. I’m not assigning hours to people or allowing hours towards the activity. This is just to let people know what’s going on. Different options with this, you can manually assign people who you wanna send it to by just typing their names in the blank field under notify alert group, you can go through the select, which will bring up the list of Alert groups you have…

 

0:14:40.2 S2: Here is your total list of different alert groups that you have in the system, so from your all agency to your client alert groups, and the list of employees that are within those groups, right here, you can also… If you have an alert group on the job already, just click on the Notify All or group button, and I don’t remember if we do or not, we do. So when the jobs open alert group is automatically attached to your job jacket for this team, for this client, there we have the total alert group already listed as recipients underneath that, and you can always add to that too, so we used, Hey, I wanna notify the alert group, you could also add other people to it, or you can see the X next to people’s names, you can remove someone if you needed to remove someone, if you’re like, Hey, Sandra doesn’t need to get that. Underneath that, you’re gonna see details, and these are gonna be similar to what we’re gonna see in assignments. You’ve got category, everything always default to an action, if you wanna change the category, you absolutely can… The reason you would do that is in reporting, if you wanted to filter or search by a specific category of alert opposed to just in action, but they’ll always default to action, but you can update that you’ve got priority options and then you’ve got start and due dates if it’s applicable to a notification, really for me though, subject, that is the required field there, that’s where you’re gonna have to enter some information, the rest of this here in the detail section is optional for you, and again, for alerts, these are general communication, these are not assignments.

 

0:16:35.5 S2: So really for me, I just stick with what am I required to update in an alert, but again, this is where you can see a mantis looking at the specific categories related to what you could tag this alert to… We don’t have to change it. So let’s go to our subject line. Can you guys still hear me? Yeah, that’s it. My screen froze there for a second, and I was unsure if maybe I lost you guys. Alright, so we’ve got our description in there, we’ve got all that good stuff, now you can attach documents to your alert to your assignments, to your tasks, you’re gonna see down below there, there’s the button for ad attachments or link, which would be previously uploaded documents that you’ve uploaded to the dock manager, and you’re also gonna see that there’s an option there for, Hey, upload to the dock manager. The dock manager lives in your job jacket, that’s where we’ve got a Word file for a copy. I upload this into the dock manager, you can check the box there and then drag and drop a file or use the file selector there to actually upload files right to this alert and have them drop into your dock manager.

 

0:18:14.5 S2: But let’s go up to the top and just send this one through, go ahead and hit the less button there to envelope with the arrow on it, and it’s gonna send the alert to our recipients. As soon as you send that alert, we’re not gonna see it, but over on the left-hand side, right underneath the team tab in your job jacket, you’re gonna see assignments alerts, and if you click on assignments and alerts, you’re gonna see that you’ve got a few things here, you’ve got the system automated alert for new job component was created, and I believe that’s going to your alert group, that’s an advantage alert event, and now we’ve got our new manual art that we created and maybe share some information with, so here is just where those show up, let’s go back to the job jacket tab. In your PD, so just right above the team tab right there. So those are your alerts, again, general communication, don’t have to create them from inside your job jacket, can create them right from the desktop, but inside your job jacket, it knows the client division and product, so that saves you in the job…

 

0:19:39.8 S2: So that saves you a lot of information that you would manually have to enter if you are creating directly from your desktop with the Ad button on your alerts page. So let’s go ahead and right click now, and I wanna show you an assignment, so very similar to an alert, but now assignment right here, new assignment. And so if you’ve created the job and you need to get the assignments going, no better place than to initiate this, then to do it directly from within your job jacket, again, office client, division, product job and component, all taken care of for us. Right now, you’re using non-routed assignments, those are the most basic, the quickest, the easiest, the most versatile, again, you can see within your assignment details, routed it is unchecked, that’s what we want, type is an action of default to again, action, you have these different things here I would just start out using action, other ones will become applicable to you over time, maybe based on reporting that you want priority, that’s gonna be a way for you to be able to categorize it as far as a priority, priority is gonna be displayed on the card on your desktop with color coding from intense red to a lighter shade of red to normal being grey, and then variants of blue for low and then lowest, so this is kind of a good calling card for the ASIN to kinda see what the priority is…

 

0:21:16.9 S2: Priority can also be updated by an employee, so if it’s something… You’ve talked about it internally, and someone’s like, You know what, I’m gonna knock that back to low… It’s on my plate, I see it, but I wanna just keep heartening back to and seeing, Oh yeah, it’s not something I’m really focused on at the moment. So priority, let’s go ahead and make this one highest start in due date. Now, these are very, very important for you as far as when you are looking at resource management, in order for you to be able to see these in reporting for them to show up in the calendar, and then also be calculating the hours against what’s available and what the current workload is for the employee, it’s really important that you have a start and a due date in, so we need to be able to tell the calendar where is this falling, what date is this falling in between. So let’s go ahead and choose when is the activity gonna be starting for this specific assignment, and then when are we gonna be concluding… When is it gonna be due, when are the assignee required to have everything wrapped up for this…

 

0:22:28.1 S2: Alright, so 12-29 to one a time. Do guys, just so you know, you can manually put a time due in there, but when it comes to reporting and showing up in the calendar, it is not gonna sink to the hour slot in the calendar for a day view, just so you know. It’s a manual entry field that you can use for reporting, you’ve got… Next to the criteria, we just enter, then you have allowed hours or hours allowed, so this can be where you start building in the default set of hours that you’re going to assign. Now, the way hours allowed works is this… I kind of just described it default hours to those who you assign, so when you go to assign the hours, if I put 10 hours in here, and then I said, Well, I’m gonna assign Frances, Catherine and Amana to it. What’s gonna happen is it’s gonna give each of those assigns 10 hours. Now what you can do is update those hours for each employee, but at this moment, it’s gonna automatically assign each of the sins… The hours allowed. You’re gonna also see that we have underneath that information, you’ve got a subject line and like our alert, it is a required field, so this is now what is the action? Or what is this assignment? This could be general for the job, it could just be assignment for project tracking, if it’s just a basic assignment for something related to, Hey, this is the overall time for the job, I want you to be adding time via this assignment for any of the activity you’re doing on the job, it could be specific as well, right, this could be, Hey, it’s a quick turn job, we need to do a trend report based on fourth quarter for the client, something like that.

 

0:24:36.3 S2: Revisions to flyer. So these can be used for anything. And the difference between needs and what we’re gonna see with the schedule is these are one-offs, these are quick turn, these are things outside of maybe a specific timeline, the reason for that being, we only have one start in one due date here, right? So this is a single assignment can be used for a lot of different things, but it is not linked to other assignments, it’s a one-off. Does that make sense so far? Yes, let’s go ahead and since we’ve got everything in here, we didn’t enter anything below your subject line, but you of course have that a character text field down there with the HTML tool bar for you to add as much information in details to go there. You also have, if you look down beneath that, kind of similar to what we had in the alert, we’ve got the option… So first of all, if I’m gonna attach a document, Do I wanna upload it to the dock manager? And then you’ve got Select Files. So that’s what you would do first, like a man that went over there and she was gonna check the box, if you wanted to put it into the documents and the job jacket, you’re gonna check the box there for upload to dock manager.

 

0:26:08.4 S2: Then again, you can either go through the select file selector or you can drag and drop directly right there if you don’t check the box or upload the dock manager, it’s just going to be attached to the assignment, and if you’ve attached the document and then select to upload, it’s not gonna apply it for that one, you have to do it first. Well, we’re fine with this the way it is, let’s go up and go ahead and send this through to our sins. Alright, so before we go out to the desktop to see where that lives and what it looks like, let’s go ahead and click back on assignments and alerts because again, we’re back in our job jacket, that new assignment windows disappeared. Where is it gone? What’s right here in the job jacket? So if you look at the top, you can see it there, or… I’m sorry, the bottom… Revisions to flyer. There is our assignment. A couple of things about it. What you’re gonna see, you’re gonna see the priority on the far left, so red opposed to the gray for the two above it that are normal, you’re gonna see also the green documents icon, that means that there is an attached file to the assignment.

 

0:27:41.7 S2: You can see like the alerts who created it, when was the last time it was updated? It were updated and you’re also gonna see the start and due dates there, so you can see those two there, then you also have the priority column where you can actually change the priority, so from a management perspective, if I needed to change the priority on this, that’s where I could do that right there, and then you see assigned to… Since it’s assigned to multiple people, you’re gonna see that it says Multi… If it was assigned to one person, you would have that one person’s name displaying in the column, but if you click on multi, it’s gonna bring up who’s assigned to the assignment. Alright, so I want to show you that that’s where you can see it right in the job jacket. Let’s go ahead and click on revisions to flyer because I wanna show you now about the hours within the assignment, so we’ve created an assignment, it’s non-routed, we’ve assigned our employees to it. If we look at the right-hand side, you’re again gonna see at the top the hours allowed, and that’s the default for each ASIN, underneath that, you’re gonna see allocated, that’s now showing us how many hours have been totally assigned or allocated, then you’ve got underneath that posted in balance, so resource management right here from the get-go, you’re gonna be able to see when time has been added against this, it’s gonna show up and post it, and the balance is gonna be affected.

 

0:29:22.8 S2: Underneath that, you’re gonna see a comments field, so from an assigning perspective, we’ve got three people assigned to this assignment, that’s where comments can be added and reviewed, so right there, you’ve got a comment field, there’s the Ad button, you can actually upload files as well with the comment, to add the comment, you click the green and white plus sign to upload a document, of course, you have that arrow as well there the upload arrow, there’s also the pop-out or expand window, which then brings up the comment at a comment in its own window. With an HTML tool bar there as well, and there you can see, you have the drag and drop option for attachment as well as, Hey, I wanna upload it to the dock manager, and then if you selected your file to have it upload to the dock manager… How do we update the hours, what if there is something that isn’t right, we’ve given a manta, Catherine and Frances of all 10 hours for this, but what if there’s a difference to that, I can see who’s assigned to it again, if we look at the lower right, and you can see when they were assigned, those are system automated comments there, but maybe I need to adjust the hours, so if you look in the assignment, there’s the top toolbar, far left button is sinned, that’s like if I updated something and want to resend this to the assigns with updated information, which would give them a new alert notification that, Hey, you’ve had some things updated in this, use also got the save button if you just make changes and you just wanna save it, not initiate or send them a notification about it being updated, it’s just something you needed to add and wasn’t important that they get another notification right in the middle of something, you have the option to add or review contacts, your client contacts, or add new contacts directly through this client contact button that does not send anything to them that is really just about being able to add new client contacts related to the client through there, you’ve got a print button for printing the report or the assignment details, there’s a completed button there that would close this entire assignment out, which we don’t wanna do as employees we’re gonna look at how you mark them complete, you’ve got add time buttons there, so the manual time entry button, which is gonna bring up the time entry window, you’ve got the stopwatch option as well.

 

0:32:16.4 S2: But the next one over is what I wanna show you. The one that looks like a calendar, if you click on this guy, this is gonna bring up the hours, this is gonna show you the hours that have been allocated for each employee, so if you look at the very top, we have hours by employees selected, that’s what it defaults to… You can also see that next to hours by employees, just to the right of it is hours by week, so if your assignment spans multiple weeks, you can click on hours by week, click on that button, and now you’re gonna see in your toolbar that if you look up, you also have hours by week, you’ve got to show availability, which if you go to the far right up there, that’s gonna then also show you the balance of availability for people, underneath that you’re gonna see the fault or a lab hours allocated and that assignment information we had… And then as we started to see there were a… Manta clicked on show future weeks, because all we saw was this week, we’ve brought up both weeks for the entire assignment, so this is where you could go in and actually update the amount of hours that you wanna allocate.

 

0:33:48.8 S2: Now, we went all the way down to individual weeks here because it lent itself to it, because we had more than one week for the date range for this assignment, so as you can see here, you can come in and even go down to the very weak weekly total that you wanna have allocated for someone, so if a math maybe is not gonna have 30 hours on it, she’s only gonna have… Or she’s not gonna have 10, she’s only gonna have five, or she’s gonna have seven. So maybe the first week she only has two hours, and then the next week, the five is fine, but this is where you can come in and now update and change what you’ve actually assigned to people, so maybe Frances isn’t gonna have any hours the week of January 2. Now, there is no save button. Once you make these changes, they’re automatically updated, so now what you can do is just go up and act out the window, now it’s gonna update, it’s not gonna reflect here automatically, but it has updated, let’s go ahead and close the tab for revisions to fly. I wanna go back to the desktop tab now, the far left tab you have there, back to our user desktop.

 

0:35:23.3 S2: So if you look at your user desktop, especially to our sins, Catherine, Frances and Amanda, we’re on a manta, we can see, we’re looking at your assignments page, this is the page that you guys… When you log into web vantage, this is the one that you default to, assignments is highlighted up there, blue, so we know it’s active, that’s what we’re looking at. You’re looking at due date, ascending view for your cards. Right now, we only have one. So that’s fine. There’s different ways you can view the cards, we’ll come back after we get a schedule in here in a few minutes and take a look at then reorganizing the cards, but there’s… Our assignment cart, you can see the priority. It’s high priority. Highest priority is read, you can see a lot of information related to what it’s for as far as the subject line revisions to flyer, you’ve got your client and your job information there, the bottom of your assignment is the toolbar. So when I was talking about, Hey, we don’t wanna use that completed button inside the assignment, we wanna use this one out here as individual sins, this is gonna be the same thing for project schedules in your tasks, besides the A over there to the left of your check, check mark button.

 

0:36:47.1 S2: Your task cards look identical to this, they’re just gonna have a tea listed on them to signify that they’re a task, but that’s where you’re gonna mark things complete, we don’t wanna mark this one complete yet, but that’s where you can mark your assignment complete. The button next to it is for reassign, or if you look at it, click on it, it’s gonna show you who’s assigned to it, just a quick view of that, you can also see their son assignment that’s if you maybe needed to send the pain out or if you added someone to this and wanna send it back out and update it, and go ahead and close that pop-up now for collaboration, you’re gonna see the chat bubbles, that’s where I can… As an ASIN or… Yeah, as an ASIN, I can go in and click on that button and add a comment quickly. So let’s go ahead and click on the comment button and you’re gonna see here it brings up this pop-up window, and how I have a comment, someone out of the comment already, now this is where you can add your own comment back. And again, you have the HTML toolbar there if you need to format any tax related to it, and we can go ahead and add…

 

0:38:17.6 S2: We might need to get the password. Looked at her, Amanda, but let’s keep going with this for the moment. I think Francis is being able to add his comments… Okay, let’s look at the next button over, so comments, we’ll work through that figure what’s going on with email settings, but this is time entry now from a perspective of being able to add time, think about this, I don’t have to go to the time sheet anymore. If I got an assignment on my plate, I can click on the ad time button, so go ahead and click on the add time button, brings you right to your time sheet, more or less, right. But I don’t have to go through, I don’t have to add the job number, the component number, and it’s giving you reporting all the way down to the actual assignment that you’re working on, few things are gonna have to do… You’re gonna have to choose your function, so this is where different from schedules, an assignment, I’m still kind of having to go in. What’s my function here? So I can choose the function, so Amanda, just let’s go ahead and choose a function for our revisions to flyer, so get some account planning time, comments are a required field, so we’re gonna have to add our comment there, and then over to the right as your hours field, and this is where we’re gonna go ahead and put our hours in, and let’s go ahead and click Save All right.

 

0:39:55.6 S2: Now, what you’re gonna see is nine hours work, it just went up from eight to nine, so that hour was automatically added, it’s in our time sheet, let’s go ahead and click on revisions to flyer on that bold black text for revision supplier. That’s where you’re gonna go in and access the card information, is that top level? Alright, now what I wanna show you is if you look over to the right, again, you’re gonna see within the hour section or a loud are allocated, obviously updated from what we went in and updated, and now you can see the balance based on posted… So we’ve got one hour added, 21 hours left for that balance… Alright, so let’s go back now. We can close the tab for this assignment, we’re not gonna complete it, we’re gonna leave it open, let’s click on job jacket, back in your job jacket, so the tab over there on the left, and I’m gonna try to fly our guys… Alright, so project schedules, we’ve done an assignment, those are kind of down and dirty, can do it right from the job jacket, don’t have to have a ton of details around them, land on people’s desktop, be able to add time from them and collaborate back and forth.

 

0:41:23.3 S2: Let’s look at project schedules now, so we need a timeline for the project, for the client, if you would go back to Job jacket really quick, ’cause what I wanted to do is scroll down to your job component information or traffic information in your job jacket, so on the right-hand side, we’re gonna scroll down and go to traffic information really quick when we create the job, and you’ve got your job jacket, traffic information relates directly to your schedule, so this is where start and due date, you’re gonna see those two fields, this is where I could come in as the project manager or the account executive who’s ever open the job, and I need to get the dates in here for when the schedule needs to happen, start date is gonna be the date that you want to have the first tasks start. So if we know this project needs to start, let’s say on January 4th, and we need to have it done by, let’s say February 21st, and maybe my dates way out there, but it’s still gonna work, but we’ve got dates in our schedule, schedule needed… Yes or no, that’s just a radial button that’s used for reporting, you can click Yes there, and then in job reports, it’s gonna indicate, yes, we do need to schedule for this project.

 

0:42:50.4 S2: Let’s go back up to the top and save. So again, when we add job information, that’s something you can add right away, Hey, we need to tick this project off, we need to have our kick off on such and such a day, that’s gonna equate. Now, when we click on the Schedule tab, and we go in here to create a project schedule, so first things first, when we went in to create the job, we already added a schedule manager or a project manager. I wanna point out, when we look at the very top, you’re gonna see your tool bar, that’s gonna be where you’re gonna be able to do a lot of different things as far as the type of schedule you’re looking at, and right now, let’s click on where it says predecessor, and I wanna change it to order-based. Alright, now, there’s other things here that we could go through for the essence of time, let’s kinda skip down, you’ve got comments right there, comments are utilized for, say, status of what’s going on with your schedule, I use this a lot on the agency side for client status, meetings, we’d have our internal status meeting, I would make updates to project schedules, I would put notes in the comment section up here, so then I could run reports to see the comments about the current activity, or in the schedule module, be looking at all the clients for my…

 

0:44:20.3 S2: All the schedules for my client filtered by my client, where I was able to see the comments for each of the schedule there, each of them stacked up against one another to kinda see what’s going on. You got other information, which I’m not really concerned about for you guys at this moment, underneath that though, is assignment, and that’s where you’re gonna see like what we’ve already determined, who’s our project manager, if you create a job and then go to create the schedule where we haven’t already added this person, that’s gonna be something… When you go to create the schedule, it’s gonna ask you if you wanna add them once they’re added, you’re gonna see them here, just like we’ve already got them at it, so I just wanna point out where you’re gonna see who that person is, or where someone would be added after the fact. If you’ve created the schedule and not assigned a project manager yet, related jobs is gonna relate to when you have schedules, if maybe you have jobs that follow one another, and so the scheduling for those project schedules needs to follow one another, it’s kind of advanced, but something we can look at at another time, but we kinda wanna just get started with schedules today, so let’s go down, you can go ahead and collapse related jobs down, and now we’ll look at task details.

 

0:45:47.0 S2: The first thing you’re gonna see here, check it out, we got start and due date, those are those two dates we added in the job jacket, so again, high level schedule information, first of all, sound right in the main section of your job jacket for your start and due date, you enter them there, when you come in here, they’re already in… Of course, you could add them in here as well, you’re also gonna notice that there’s a radio button selected for due date, and there’s a radio button not selected for start day, that is gonna be for when we create our schedule, we’re gonna be able to calculate from either day, start or do, based on the radial button that we select right now, due date selected. That’s absolutely fine. 0% complete, that’s kind of a PM tool there, that’s kinda used for risk analysis reporting and job reporting, whereas a PM I could come in and say, Hey, we’re 60% complete with the schedule overall, it’s not an automated calculation with anything else, it’s just the gut complete percent complete assessment. Completed Date relates to the completed date of your project schedule, that’s something that I believe we automated, so once the last task is more complete and all the previous tasks are done in automated date will be put in there for completed and it will be the same data that last task, completed date, it’s also if we need to come in and manually add the completed date, that’s where you can add a completed date for the schedule through the calendar, and that blank field there.

 

0:47:32.6 S2: Now, the thing with this is too, just so you guys know, ’cause you’re probably thinking about it, what’s gonna happen if a complete dates put in the schedule, it is not gonna close the job on you, it is only going to remove the schedule from active schedule reporting so I just wanna throw that out there. It’s not gonna put the breaks on the job, it’s not gonna affect the counting, it’s not gonna do anything for you except free up any of the planning that was associated to hours and assignments in the schedule, you can see status down there, status again, we kind of updated it manually to start, status is gonna be based on the active tasks that are in the schedule, so based on an active task, it’s gonna update, Hey, we’re in development now, or we’re in hosting support, or we’re in creative based on what you’ve tagged… When we’re at this task, it means we’re here, so now let’s look at creating the schedule, one of the primary ways to create a schedule, and we’ve already talked about another way of being able to copy one over, but let’s go look at a way we can primarily create a schedule, and that’s gonna be, if you look at our tool bar underneath or task details, you’re gonna see the tasks button, and I wanna go right to tasks, you’re gonna see under AD tasks there manually are from a list of tasks or from task templates.

 

0:49:09.5 S2: We’re gonna go right to from task templates to kinda show you guys a nice quick, easy way to get a schedule role in based off of what you know already. So if you come in here, you’re gonna see a couple of things, job due date 2-21 today’s date, it knows what day today is 1228, and it shows us the number of working days, which is related to your agency settings and any holidays that have been entered into your web Vantage calendar and excluding weekends. So it’s calculating how many of those Monday through Fridays standard work weeks as well as any holiday time… Excluding the weekends as well. How many days do we have to do this? Select template over on the right hand side, a manta was going in there. This is where you can choose. So based on our job description, the sales class and our job type, what is it that we’re doing, we’re gonna go right to our training template, ’cause this is designed for today, right? So this is your process starting out with, we’re gonna estimate, we’re gonna brief the team, we’re gonna do some copy, we’re gonna move into our design and lay out, we’re gonna do the proofreading all the way down through client approval and the upload to work front.

 

0:50:37.7 S2: So all the way through those steps, I’m also gonna point out something we can see here, client approval, that is marked as a milestone, that is gonna be when we wanna maybe print out the schedule or share the schedule with the client, I love milestones for that reason, you can print a milestone only version of your schedule to show the client the highlights, the main points, only the things that you want them to see, not the entire sausage-making process, so we have one selected there right now, which is good, ’cause we can kinda see how that works when we wanna print a schedule, but what we wanna do is we wanna select the tasks that we wanna add to the schedule, let’s say that we’re good to go pretty much with the outline that we have here, it’s our framework, and it’s the right order based on the order number that we have, the days to complete and those default hours we have built into this template, everything you can see there is all kind of engineered and set up in the order it needs to go with the days and hours assigned. So if I wanna select all these tasks just to the left of phase, there’s a check box, and go ahead and check that box and you’re gonna see it select all of your tasks.

 

0:51:56.8 S2: Now what you could do is de-select any of the ones that maybe don’t apply for this project, but we’re gonna go and just now click on the button to the right for a tasks… I don’t know if you noticed too, but there was a standard schedule, in a rush schedule, we went with the standard because it was 26 days, the rushed, we have enough time because there were 40 days available, so it told us as well, hey, let’s go with the standard, you have enough time to use this one, it’s gonna give you the most time to get the work done, so we’ve got our tasks in here, but now we need to get our dates in here. So let’s take a look, a quick way for us to be able to calculate our date, you could manually go in and based on what Amanda has in here, you could go in and start putting your start and due dates and manually… But that’s no fun. You don’t wanna spend an hour getting things built out like that, so we’re gonna look at the dates button in the tool bar, from here, you’re gonna see the top option is calculate day, now this is gonna work based off of whichever radio button is selected, so based off our due date being selected, when we click calculate date, it’s gonna do a work back from the due date, and it’s gonna show us exactly when…

 

0:53:26.4 S2: If we wanna deliver by, I believe it was 221. When do we need to start on this? So we can see here, or 222, maybe 221 was a Sunday, you can see here when we need to start on the work. But what about the team? So we’ve got our dates in here that worked well based off of having days built into the template, and I just wanna point out too, this is based off a template we brought in wholesale, all that information. I did kinda mention how the start and due date, you could of course go in there and manually add your start and due date, I also wanna point out just to the left of your start date is the days or the duration, how long is each task going to take… That is something that you can manually update too, so just because you work with a template and we’re looking at using a template here, it doesn’t mean that you can’t come in and make changes if you need to, before I say you calculate the dates with what the order of the tasks are, if you need to update the days, like estimating, it’s two days, if it was gonna be one day or same day, which is zero, you can absolutely make those changes in here, the template is just kind of a starting point to give you your basic framework.

 

0:54:54.0 S2: I know some clients who use these top to bottom, they’ve got a built out and that’s it. I have other clients who use this as a starting point and they come in and they make a lot of changes to it, and clients who also variant of both of those, who use the copy future as well. So we’ve got everything in here so far, but we don’t have our team assigned, so there’s ways to add your team, you can manually add people through the employee button or the employee entry field there where you can add their code, if you click on the Employee button, it’s gonna bring up your list of employees based on task role, so based on the task and what we set up in the system as far as who does what you’re gonna see, here’s the list of people that I would potentially assign to this task… That’s a list of people down below, you can see it’s limited to task role, because that button is blue in your top toolbar, if you de-selected limitless to task roles, it would just show every employee in the agency is available, if there are any who are not, there’s the check availability button, guys, so this is one where you can to come in and see what availability is, now what you would do there is for Amanda, you would go down and you would expand the employee record, you’re gonna see their standard hours available for the date range of the task, you’re gonna see appointment hours, if any appointment hours were entered into the calendar, hours office, any PTO is listed in the calendar, and then you’re gonna see hours assigned to tasks that is related to other project schedules or other tasks, and then you have the variants based on that breakdown, a standard hours available in the other…

 

0:57:06.3 S2: But right now, of course, we don’t have much data in here related to resource management, but this is what you’re gonna see, let’s go ahead and close the employee pop-up, because what I wanna show you before we run out of time is jump starting based on your alert group, assigning your team based on your alert group, so we’re gonna scroll back to the left and your project schedule, and we’re gonna go to the employees button, so just to the right of the dates button that we used to calculate. And I wanna go down to the second button, which says Set team by role, and we’re gonna click on that. What this is doing is reading the alert group you have on the job and the framework and set up that Amanda has placed in the database, telling the system who’s in which roles and what task… Each role performs. So now what you can see is we’ve been able to automate assigning people two tasks in the schedule, where I can come in now and maybe I gotta update things a little bit, maybe there are some tasks that we don’t have anyone assigned to, or maybe I’ve got more people assigned to it than I need, that’s again, where you can come in and update this, remove the assigned employees that you don’t need on this, but that’s really another quick way to be able to get people assigned and what this is gonna do…

 

0:58:40.7 S2: Just like when we looked at creating an assignment, the task, they’re gonna also give every employee the default set of hours that the task is allowed. So if you look at the first task there for estimating, I believe default, ours is too dispersed as a… That is based off of the amount of employees who have been assigned, being given the default to ours, we have four employees assigned, each have two total dispersed is a man, I can’t believe it’s noon already, guys. I can go a little bit longer, a few more minutes if you guys have a few minutes or we can wrap it up, but I’ve kinda like to try to just show you… So we have it on the recording where this data is gonna show up, I think you to keep moving forward. Alright, thank you. So we’ve got our schedule in here, again, if we need to make any changes to the assignments, now we can… Now, I would like to show you guys a field I like a little bit better, the Employee Code field, which is showing you each of those employee codes there, there’s a field I like a column, I like a little bit better than that one for adding employees and managing who’s assigned.

 

1:00:14.6 S2: If you would, a man, do scroll up to the top and we’re gonna go to your settings button. Now guys, this is a user setting, this is not global, so what Amanda is doing here is for her own settings, so you all need to go in and all of these are up to you guys, as far as what you wanna see in your schedule… I would… In Deva, too far from the way it’s set up now, but again, based on utilization and just some tools that I kinda like a little bit better, I would change this one up… So a couple of fields I would add too. While we’re looking here, you’re gonna notice status of task, so that is just about middle of your screen there, menus up right there, status of task, just below predecessor, I would select that one. That one is gonna be needful as well, for when you’re ready to start your schedule and make the first task active, you have milestone right underneath that, that’s that when I talked about, that’s a good reporting field for being able to output the schedule and only show milestones. Let’s scroll down now because I wanna look at the employee options.

 

1:01:33.0 S2: Alright, so you’ve got a few here. Notice employees, you’ve got add employees to a task by using a pop-up link, add employees to task by selecting employees from an auto complete text box. I like that one. I would select that one, and then I would de-select that one underneath it, and I would leave the last one with the pop-up image, that was the blue employee button we used to go in, where we saw the list of employees is limited to the task list as well as expanded and looked at Amanda’s resource management and work load, once you’ve made these changes, you don’t have to change anything else, but I would make one more change, and this is gonna be at the very, very, very, very bottom. You’re gonna notice other settings, default schedule, we wanna change that to order. Right now, you guys are using order-based waterfall approach to things, predecessor, those are kind of complex parent child task relationships, dependencies and all kinds of stuff like that. Just starting out, I would definitely just start with the word, that’s gonna then alleviate you from changing the schedule type like we did in Amanda’s top tool bar where we clicked on predecessor to change it to order, there’s no save button here, it’s one of those auto update tables in the system.

 

1:03:04.4 S2: So when you close this, you just click the X and it’s gonna refresh. Alright, and so our schedule’s updated and now you can see… I like it better. If you don’t like it, you can obviously change this back if you’ve changed it like a man that did, but now you can see the employee field there to the last of the employee button, now you can just go in and say You need to add someone under Marissa or Marisa, I’m not sure how you pronounce it, so I’m sorry if I got it wrong either way, but that’s where you can come in and you’ve got a list now of employees that you can choose from to add or again, use the X next to someone who is already assigned to remove the… Any questions? Not me. Anyone questions? Now, let’s go back to the employee button, a manta for estimating. So to the right, and we kinda looked at in the assignment how we updated the hours for people, but let’s look in on a task, I’ve just created the schedule and we need to update the hours. Notice what it does for you here, it’s nice and easy, there I can see in the top, who’s assigned to it, Amana Francis and Kelly, and now you can go into those hours allowed, if you’re like, Well, Francis is only gonna spend a half hour and Kelly, she’s only gonna spend or she’s gonna…

 

1:04:52.2 S2: Whatever, we can leave it, but we can change it to… Kelly’s gonna spend an hour and save. Now also, let’s go ahead and ananta expand your employee record. All right, now, let’s look again at that workload assessment, you’re gonna see the standard hours available like we did previously, but I wanna show you now look… Hours assigned to tasks, there is the two hours, so I know it’s this schedule and it’s this task, but I just wanna point out, when you assign people to tasks and you’re then looking in other schedules or assigning them to other tasks, you’re gonna see this, right, that’s where this is gonna show up as far as, Hey, look at this, they’ve already got this amount of hours assigned, so this is where you’re gonna get a lot of good information just off the bat, let’s go ahead and close the employee window and… Wanna scroll back over to the less now in our schedule. So we talked about adding our tasks using a template to do that, we’ve talked about how even if I add the template, I can make updates to each of the tasks individually, you can add your dates manually or you can calculate your date from your start or your due date, we did it by our due date, we’ve looked at assigning employees via the alert group, or again, we can just manually add people to those and again look at workload analysis there, but now it’s time to get started with our schedule and based on Schedule Settings, again, we’re using alert to help notify people about when things are ready for them to work on, as well as when things are done for our project manager, so one of the mechanisms for us being able to start working on the schedule, notifying the team that it’s time to start is gonna be through status, you’re gonna notice in status, we’ve got the overall project schedule status that says open, but then you have your individual task status, and that’s right there where you can see the column we’ve added for status, and initially everything shows is projected what we wanna do is change the very first task, we don’t have to change any others, just the very first ask, when we’re ready to start the schedule, we wanna update it, we wanna change our status to active, and now if you would…

 

1:07:46.1 S2: Let’s go up to the top of your schedule, and I wanna hit safe. And now I want you to hit update status. I thought we updated this, but maybe not, so a… Man, I’ll look at this with you, but the status did not change from open to something else, and I was kind of expecting it, not… We had reviewed that, but again, just for overall purposes, guys, what we’ve done is started the schedule, the project schedule status, then where we see open, that is linked to what task is active, this is something that as you guys are testing and getting going with us, we’ll make sure that this is updated to the way you wanna use it, but again, that status up there where we see open right now should subsequently be connected to your task status that is active and change based on what it means for when we’re in-estimating. So that’s something we’ll clean up, but what we’ve done again is made this first one active, what’s happened when we’ve made estimating active, it’s actually sent an alert notification to our task of Sines that it’s time for them to work on it, so it’s no longer projected it’s actually, something they need to work on.

 

1:09:26.7 S2: Let’s go back to your desktop Manta. And if you would, go ahead and hit the refresh button just down to the left from your cursor… Alright, there we go. So what I wanted to show you guys now is take a look at a man’s desktop, she now has multiple cards on her desktop, go ahead if you would, for where it says due date, ascending, your sort. And let’s scroll down to the very bottom, ’cause I just wanna show you guys another view, and we’re gonna go to job component, actually just above status. Alright, there we go. So we’ve got our cards by job component, and the reason I did that, I just wanted to show you underneath them or underneath this grouping, there’s our project schedule, pretty much all the tasks that Amanda has been assigned to in that schedule are showing up here. They’re also showing up as green italic. So if you look at this different from that revisions to fly or one that’s just bald black text, you’re gonna see green italic. That means it’s new. So I’ve just received this or if there’s been an update to it, so I’ve got information right here related to when I get new items, you’ve also got the tool bar on the bottom of your cards for each…

 

1:10:58.7 S2: So from the completed button to that assign button to comment, that’s where you’re gonna be able to mark your tasks complete as well as use comments to communicate and collaborate with task a-Sines. And then you have the time entry button as well. So let’s do a few things here. Let’s look at the time entry, so I’ve got a card here, it’s for estimating, and I wanna add time against it again, just from the action button, click on time, and here’s where I can add the hours. Notice, before we do that though, I wanna point out right above the hours field S function, you don’t have to choose the function that’s because we’re trying to determine ahead of time where we want the time entry to go for reporting, so functions are now linked to your tasks. So notice here for estimating the function predetermined campaign execution, that’s where we’re putting our hours against this activity, so all you have to do, put your hours in the hours field, and since comments are required at your time entry comment, once you’ve added your hours in your comment, you can go down to save, and again, it’s added it directly into your time sheet.

 

1:12:34.2 S2: Alright, I know we’re over, and I do have a hard stop coming up, but I wanna get to the reporting aspect of… We’ve got our tasks and our assignments in the system, and again, I’m more than happy to do further in-depth project schedule creation, assignment creation, but now let’s see the end result of this data, we’ve got task-centered, we’ve got assignment-centered, we’ve got employees assigned to them, where are they gonna show up? From a reporting perspective, let’s go up to your main menu, and I wanna go down to the very bottom, back to our main menu, we’ll click on that, and then we’re gonna go up to desktop… Underneath main menu at the top, I wanna go to the calendar, so where am I gonna be able to see all of this activity across all these schedules that we’re adding… Well, you’re gonna be able to pull them up and see this data in the calendar… First off, I wanna look at our tool bar where you see the include button, and we wanna go to an included from a perspective, this is not global, this is again a user setting, so you’re gonna have to determine what you’re gonna see…

 

1:13:53.2 S2: We wanna see tasks and assignments because that’s what we just entered into the system, Amanda also has holidays and appointments selected, so that’s gonna help with visibility around other things, indirect time as well as agency holidays and times that if I’m calculating a schedule, again, it’s gonna calculate around your weekends and holidays, appointments will be useful when it comes time to resource management and what people’s availability is, so we’re good to go with what we have selected ’cause we’re showing everything… Let’s go ahead and get out of there. You’ve also got right next to include, you’ve got two different views, you can look at… You can look at due date view, which we’re looking at now, or if you click on duration view, it’s gonna convert this and put everything into overall duration, but this is just general data. We wanna go over to the filter, so in your top blue tab of the calendar, you’re gonna see filter… So there’s a lot of different ways you can filter things, you could filter to a specific client or to a specific job if you want, not really too concerned with getting into that extent of filtering right now, but we wanna scroll down underneath projects and down underneath employees, you’re gonna see here, guys, you’ve got different options for what you can include.

 

1:15:23.7 S2: Now, when you come into the calendar for the first time, I wanna point out a mass doesn’t have an Employee Code in here that’s ’cause she’s removed her close… If you look at that employee code field though, it’s gonna default to showing your code, what you’re gonna wanna do, if you wanna be able to see all of the work across your team, you’re gonna wanna clear your employee code out of there and tab out of that employee code field. And we really just wanna leave all task roles open, we don’t wanna filter to anything specifically, we wanna be able to see everything now on the right-hand side, really quick, you’re gonna see the overall display options, first of all, the top there for tasks and assignments, so top right, you’re gonna see what can I show on those calendar entries for the entries for those tasks and assignments, right now Amanda has a client code, the job number and task and assignment description, you can also, if you look under that, include employee code or employee name and even hours allowed. So from a resource management perspective, over on the right hand side, those display options can really help you get some high-level information just from the entries showing up in the calendar, then they’re separate for holidays.

 

1:16:54.5 S2: What I will point out though too, is include image just above the apply button, I would check the box for that, and I’ll show you guys why here in just a second, go ahead. Once you have made any changes here, especially if you removed your client or your employee code, is we wanna go down and click on Apply, now what we’re gonna do is scroll back up and go over to calendar, your far left tab there, click on that. Alright, so again, we primarily had everything we wanted to see, but I wanted to walk through just for everyone’s sake, so you could dial in and you’re a filter a little bit, notice though, what it did do is it updated and it’s showing us a little bit more information for those entries. So the top one I can see, it’s assigned to samanta and it’s four hours, so now you can see those employees and the hours that have been assigned for each of them, so this is high level. We’re looking at a month view, you can look at day and weak views for this as well, but I really wanna show you the far right view, and the far right view is timeline.

 

1:18:11.6 S2: Now, this one’s awesome. Check it out. What I’ve been able to do is click on timeline, and now it’s giving me another high level look of everyone’s assignments, and what we’re looking at is it’s grouped by employee, so we have a manta than Francis than Catherine and then Stephanie, and it’s showing… The next two weeks, it’s a two-week snapshot of the workload, now what you can do is write above a mentor, you’re gonna see arrows, there’s a forward and there’s a back arrow, if you click on that forward arrow, it’s gonna take you to the next two weeks so this is just high level. But for me, this is a really, really good tool. I have clients who use this daily for their stand-ups, where they can go through either by employee, or if you click on that group by job button up there in the tool bar, it’s gonna group it by individual job. So a really good tool for stand-up, but let’s take another look now really quick, ’cause I know we’re fleeting on time, but this is the main calendar view, right, this is where all those tasks, all those assignments are gonna show up that you put into schedules for those assignments that you’ve created at the job or for the job that maybe isn’t connected to a schedule, all of that information showing up here in the calendar, now that’s just looking at the work.

 

1:19:43.8 S2: But what about availability? How am I gonna be able to drill down and see what people have available, that’s where we’re gonna be able to use that availability tab here in the calendar. Now again, if I wanted to filter, let’s say to create it, I could filter my department to creative, and then I have it only be when I come here to all employees, those employees, but right now, we’re just gonna run this based on having no department filtered, etcetera. We’re just gonna run the whole report, now what you’re gonna see is it always starts with today, and then the three date is variable, you can go as far ahead as you want. Now, when you do that though, it’s gonna limit you to some things, notice under all employees where we just ran it for all employees, you have the summary level, you’re gonna see that it defaults to weekly, you also have daily and monthly views. Now, daily, that’s kind of where I was going with the calendar link, that’s gonna be limited to a 30 day, but you can get a daily view for the next 30 days, each individual day with the time allocations for each based off of assignments, tasks, appointments, PTO, and all that, again, we’re looking at the default, which is weekly, so we can see here the week of 1227, the week of 1-3 in the week of 1-10, if you look to the right of employees to…

 

1:21:12.6 S2: Or the summary level? Excuse me, I just wanna point out a couple of things. Omit beginning balance guys, that would be, Hey, we’ve got a bunch of schedules and tasks and assignments in here, we have planned ours that maybe I don’t wanna consider rolling forward because Francis said We’re gonna find a way to get these done in the next two days, so I don’t wanna look past that stuff, I wanna look past that, I don’t want it calculate it in with everything we have coming up at this point, that’s kind of why you would omit beginning balance, right? I don’t wanna consider the legacy work that we have a plan to get it done, and I don’t wanna jumping up looking at the next 30 days or 90 days or whatever it is. So that’s what a mitigating balance would do. It’s also gonna default to show you hours, but if you wanted to look at it as a percentage of time available, that’s where you could show percentage underneath that though, what you’re gonna see is kind of the breakdown, if there’s no shading, no color coding, they don’t have any hours assigned, obviously, green, they’re still in the sweet spot, less than 75% of their standard hour hours available has been allotted.

 

1:22:34.2 S2: Yellow, Hey, we’re between 75% to 90% of this person’s available hours, you might wanna take a look at that and read… We definitely got a problem that would mean, Hey, we are over capacity for whoever it is, so it’s gonna kinda give you a nice little break down based on what we know… For instance, if we look here, you’re gonna see Amanda, and she’s got seven hours between two weeks here, so you can see we at 12-27 to two hours right now… Green, she’s good. Five hours for 1, three. We look down, you can see Francis again. Five hours for this week. So you’re getting a high level right here, What if I wanna drill down and look at the individual employee at this point, so Amanda, if you click on your name, what’s gonna happen is you’re gonna see down here below the table of the report, it’s now broken out, the individual employee assignment details for a manta, you’re gonna see the calculation or the standard out of the hours available there listed 93 based off the day range, we’re looking at appointment hours again, zero right now. Hours off, zero hours assign seven, there are those, seven hours between the two weeks, the two, one week to five, the other, there’s the variance and then there’s the percent of direct hours goal.

 

1:24:16.1 S2: You’re gonna see that there’s color coding then for what we’re looking at, assigned tasks, that’s actually gonna be tasks and assignments, those are gonna show up as green, tasks are a type of assignment that’s where it gets a little crazy, but tasks are just the type of assignment assignments and tasks are both gonna show up grain, appointments, those are putting meetings in the calendar or appointments in the calendar, they’ll show up as blue, and then hours of PTO, again, another indirect category, those will show up as gold, and there we can see the details down below of what’s been assigned, you can export this by employee, you’re gonna see their employee assignments for a manta 12-28 through 112, there’s the Excel export right there, where you’re gonna be able to see that. So that’s where you can export it as well, if you need this report really quick, I’ll show you one more thing ’cause we’re just about out of time, gone over a little bit, but I do have two minutes. So this is the calendar, let’s scroll back up in your calendar, if you would, I wanna kinda point out a couple of things I think is really, really beneficial, if you go back to your main calendar tab there, we could have booked marked the availability report, but we had criteria already entered.

 

1:25:48.7 S2: So I didn’t necessarily wanna do that. I just wanna point out the bookmark option, right? So you’ve got the book mark up there, you can bookmark the calendar, so you don’t have to go through the main menu to get to it again, and I wanna show you something about bookmarks, if you haven’t utilized this yet or not, but if you go to your desktop really quick. And then we’re gonna go and click on the bookmarks tab, and Amanda’s got bookmarks up here, I just wanna point something out, if you wanna refer to your calendar a lot, it’s great to have it as a bookmark, and I can come in here and click on it it saves me a couple of clicks from having to go through menus, but if you look at your Cuban on the bottom right of your card and click on it, you’re gonna see an option to open by default, if you go down and click on open by default, what it’s gonna do is put a star on the card, and now a manteo would just go up and refresh your browser, it’s a very top… Yep. We’re gonna refresh your browser.

 

1:26:49.8 S2: Look what it did. So now, when a man, the signs in the calendar is right there, it’s a tab that opens by default, he doesn’t have to go through the main menu, and that’s something again, it’s a user setting that you can do for yourself, if you think you’re gonna be referring to the calendar. I wanna show you one more thing before we go. And again, I’m more than happy to schedule more training with you guys to go through further reporting and working with schedules and assignments, but Let’s go ahead back to your main menu, and we’re gonna go into project management. I wanna go down to project schedule. So this is gonna be where you’re gonna be able to come in and look at project schedules, not having to go through the job jacket, being able to pull up and look at schedules individually, so here’s a list of current schedules that we have in the system, you could go through and access them individually now through your line list, but I wanna point out in the top toolbar, you see that far right button is the adit pencil. I want you to go ahead and click on that.

 

1:28:07.1 S2: This project schedule multi-edit, so here is where you’re gonna see all of those schedules kind like I was describing earlier, where then you also have the comment, the comment field over on the right hand side, and I can see that phase one for 4 or 5-7 The… Someone’s added a bunch of comments in there, I’m not sure what they were supposed to look like, but that’s how they displayed, what was copied and pasted in there, and there’s the other comments we can see here’s what is happening on this project right now. There’s also an editable field for you as far as you can go in and access each of these schedules from here, you can update start and due dates from here, re-calculate schedules from here, but this is really a good place for you to come to be able to manage a lot of schedules, especially if you wanna filter to a specific client and have them up for stand-ups for internal status meetings and things like that. Also point out here in your top toolbar that there are a lot of options, something I wanna show you similar to in your job jacket where there’s a Gan tab, there’s also a camp button here in your project schedule multi-edit view, if you click on there, guys, what it’s gonna do is give you an individual can view of each of these project schedules, so if you scroll down, you’ve got each of those schedules we had on that page included here.

 

1:29:44.7 S2: Now it’s a little advance, but there are capabilities to be able to calculate, update, drag and drop your tasks here in the GANT view to make modifications and changes too, but again, just starting out, I think primarily it’s gonna be adding schedules with signing people and utilizing the schedule module here for some of these views, not necessarily actively updating through your dance… Well, guys, I do have a hard stop, I’m sorry. We’ve gone an hour and a half, but I had Frances. Yeah, thanks so much for people, we’re gonna have to reschedule another… Trenton, he was a lot of information. And let’s stop then. You are Montana. We can have another station. Okay. Absolutely. Sounds good to me.

 

1:30:49.0 S1: Thank you, Catherine.

 

1:30:50.4 S2: Catherine, just so you know, file, it’ll not be required. That’s all set up. You’re all good to go. So right through the web interface, the document uploads, you should be all set there…

 

1:31:02.8 S1: Oh, that’s so perfect. Thank you, so thank you for that.

 

1:31:08.0 S2: No, you’re very welcome. I appreciate the question. Okay, thank you guys for your time. I know it’s a lot of information, I appreciate your time. More than happy to… We’ll look at scheduling some more time to keep going through this and make sure you guys are all set. Thank you.