Changes to this manual are explained in the change control section at the front of this document, and will summarize changes to the processes and/or tools addressing new capabilities due to:
- Tool upgrades, improvements, and/or revisions
- Process enhancements and changes
This manual describes the different sections of the TeamDynamix (TD) Project module and its functions.
This manual is intended for those who use the TeamDynamix Projects module to create projects, monitor and maintain projects. The manual provides step-by-step instructions on how to create projects and maintain them. Staff should be familiar with the TeamDynamix application and its contents, which provides information about roles & responsiblities, process workflow, policies, and other important guidelines.
A project has a clear start and end date to create a unique product or service.
All NDUS employees log into TeamDynamix with their NDUS credentials. If the user logging in is enrolled in Duo, that person will be challenged and will need to authenticate prior to logging in. Click HERE to log into the TD application. SANDBOX environment URL: https://ndus.teamdynamix.com/sandbox/
CTS employees will log in through the Users (TDNext) portal.
Campus staff or vendors you are adding to a specific project will log in using the Client Portal (TDClient)
CTS employees with proper training and approval by their supervisor will fall into any of the four security roles: Advanced Leads, Advanced Project Lead, Project Lead, or Member. The client role is, by default, given to campus administrative staff when they self-register with the application.
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Role
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Definition
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Client
(Client License)
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- Submit & update their own tickets
- Approve workflow steps
- Added as a resource to a project
- View all public services within the service catalog
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Advanced Lead
(Enterprise License)
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- Add new projects & templates
- Move files between projects
- Add, Edit, and Update Issues to Projects
- Add, Delete, Edit, Move and Update Risks to Projects
- Add and Edit Project Plans and Tasks
- Change scorecard on a project request
- Review resource, time, & modify service categories
- Create new services
- View All Services
- View & update all tickets
- Generate & run reports through the Analysis module
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Advanced Project Lead
(Enterprise License)
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- Everything Advance Leads can do Except add new Services
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Project Lead
(Enterprise License)
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- Add, Edit, Delete, Move and Update Issues to Projects
- Create and modify individuals in the People database
- Move files between projects/workspaces
- View Project Resource, Time Detail, and Time Summary Reports
- View all project requests belonging to assigned accts/depts.
- Add, Delete, Edit, Move and Update Risks to Projects
- Create and modify Project Surveys
- Add, Delete, Edit and Update Project Plans and Tasks
- View all ticket requests belonging to assigned accts/depts
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Member
(Technician License)
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- Add, Edit and Update Issues to Projects
- View Project Resource, Time Detail, and Time Summary Reports
- Add, Edit and Update Risks to Projects
- Edit Project Plan
- Add, Edit and Update Tasks to Projects
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4 Creating a New Project
When creating a new Project, note CTS has adopted a standard naming convention for consistencies across all departments. Please ensure when you create a new project, include the following information:
CTS--
Example: CTS-P3M-Design A Roller Coaster
Group Names for CTS:
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ACT
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HR-ADM
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ENSO CS
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I&O
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ENSO ES
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OCIO
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ENSO FIN
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ODIN
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ENSO FIN-HCM
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P3M
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ENSO HCM
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SEC
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In this section of the project you will define some key important pieces for your project. The fields shown in the screenshots below include various fields and some are required (displayed with an *)
Guideline when selecting the “Type” of project:
For most CTS employees you will only see one available type available to select from and that would be CTS Projects, and if so, this is the type to select. For others you may have more than one option to select from, refer to the description to best select the appropriate project type.
Project Types are used for various reasons:
You can report on a project by using the attribute “Type” to identify projects that are associated to this specific type.
Types can also have specific default attributes tied to them. For the CTS Project Type, the attribute Institution is available.
Example of some templates that are offered:
The benefits of using a project template, you will have all necessary document templates to start your project off. The following list of document templates are available if you decide to use them:
Project Plan
Project Startup Report
Project Status Report
Project Closeout Report
Project Post Implementation Report
In the “Plan” section when building out a project in Team Dynamix you will have the Planning, Execution, and Closing Schedule template. You may choose to use this or use what works for you.
The following two project templates are available to use:
1. The “Project Management- No RFP” will not include the RPF template documents.
2. The “Project Management- RFP” will include documents you may use when going through the process of an RFP.
The settings listed are default settings based on the project type you selected. You DO have an option to change these settings.
The settings listed are default settings based on the project type you selected. You DO have an option to change these settings.
The settings listed are default settings based on the project type you selected. You DO have an option to change these settings.
This is an optional section when creating a project in Team Dynamix. It is suggested to align a project with an NDUS goal and should come from your project charter. Goals and Objectives can be found HERE. To add a goal/objective to your project follow the steps below:
Click on the Goal/Objective that aligns with your project and click the SAVE button. You can add more than one goal/objective. It is recommended you include all Goals and Objectives that would align to your project.
If there are expenses you would like to track in your project, you can define them here. In my Rollercoaster example, I know equipment is over $5000.00 after conducting an RFP so I have selected to track this piece in the project.
Depending on how detailed you want to track the type of time resources are working on this project, you can define that in this section. In most cases, projects are mapped to a time type of “Project Work”. Some PM’s do not care how many hours were spent in meetings, or configuration, etc. They want to know the overall hours to complete the project. This type of data helps in planning out future projects that may be of the same size. Other projects need to track billable and non-billable hours and therefore, the Project Type of “CTS Projects” has these two defaulted. You can delete the defaulted time types and add those that may be applicable to your project.
*Note the more time types you add to a project, the more inconsistent project members will record their time to.
If you are a PM that would like to track the return on investment, the option to do that is this section. (No one is currently using this section in their projects)
In this section you define who will be working on this project. There will be times in different phases of your project where resources need to be added. You need to ensure the project end date has not passed, or you will not be able to add a resource. If the project end date has passed, you need to modify this date. When adding resources, they will appear as pending until a supervisor has approved for that person to be added to the project. If its an outside Vendor, the approval request will not be executed.
This section also allows you to remove a resource or change manager.
When adding a resource, click on Action then Add Resource and you get the following screen. Here you will enter the person’s name in the Name Field and hit enter on your keyboard or click Search. If you are entering someone outside of CTS, you will need to include the radio button of “Both” and click the checkbox “Include users who capacity is not managed”
Once you have identified your resources, check the box next to their name and click the Next button at the top of the screen.
You have the option to define the hours of work for each month or leave it blank, which is most often the practice. You can then hit SAVE button. The status for the resource will show pending until the supervisor has approved the individual to be added to the project. A notification email is sent to the supervisor.
A Score section is mostly used for campus 1901.3 request. If you are managing more than one project, an internal NDUS scorecard that only ranks projects (Low, Medium, and High) could be used to determine priority and what is worked on first. The 1901.3 scorecard is the “default” scorecard. You can change the scorecard by simply clicking on the “Change” button and a window will pop up that will provide a drop-down menu to choose the “NDUS Internal” scorecard. Select that value and hit the SAVE button.
Stakeholders are added to the project allowing them access to updates, statuses and documents. This is an optional section. If adding Stakeholders, you will need to go through the RACI process for each individual.
For every project there is a project plan. Plans include tasks, resources and time duration. Once a project charter has been approved, you can begin the planning process. You can have many plans within a project, each have their own unique name and description. All project plans will be Waterfall and most may be created from scratch. You also can check the plan out when editing.
Creating a plan in Team Dynamix is not as sophisticated as using Microsoft Project, but it does the job for those tasks that just need documented and tracked. Once you created your plan, hit the SAVE button and how you can begin entering tasks.
To begin entering tasks, you will first need to click on “View Draft”
When entering tasks you define the start and end date of when you think the task will take to complete. This is duration, not how long it will take to actually do the task. You need to build in cushion. J
Once you begin to enter tasks, you then can indent or out dent. Out denting tasks will be considered your parent tasks. In the Example above, hiring an Architect is a parent to the two tasks below it. The Start and End dates of a parent task will update, depending on what the children tasks are defined as.
You can define a task as a Milestone, displayed with a diamond image.
This section will display all the milestones in your plans for the project. You can export the data to excel if needed.
The Briefcase will be your project repository for ALL project documents. Project documents are stored for 3 years and then removed from the system. You can organize your documents in folders. You can create as many folders as needed. Documents when editing should be checked out so others can see the document they are viewing is being edited.
4.11.1 Creating a new folder/subfolders in the briefcase:
When creating a subfolder click on the parent folder and then right click and select New Folder. There are other options as well:
4.11.2 Adding a file to a folder:
It is as easy as drag and drop on the screen. Make sure it is going into the correct folder if you have more than one. You can also right click on the folder and select “Add Files” as shown on previous page. You also have the option to notify project team members once a file has been uploaded and add comments. The comments are not included in the email notification but are visible in the Feed of the project.
4.11.3 Securing a Folder or File
You have an option to secure documents at the folder or file level.
Security established at the file level:
Select the file to define security rules and then click on the Security tab (shown in screenshot below, highlighted area)
Here you can define security rules for each member of the project . Once security rules are complete, click on the Save button before exiting the file.
4.11.4 Checking a document out/in
When editing a document it is recommended to check it out first, allowing project team members know the document is currently being edited. If you are only reviewing the document, no need to check the document out.
Ø Select the document you are going to edit
Ø Click on Actions button and select Check Out
Ø Once checked out, you then need to download the document to your local drive to begin editing.
Ø The document will show that it is currently checked out including a date time stamp
You can also request the document be checked back in.
4.11.5 Copying a document from one folder to another
In order to copy a file from one project briefcase folder to another, the user must:
Ø Select the document you want to copy from the project briefcase
Ø Click on the “Actions” button and select “Copy” OR right click and select “Copy”
Ø A popup window will display the project’s briefcase file structure. Select the destination folder and then click “Select” button
You can track who had read the document by clicking on the “Read By” tab
You can review previous revisions of a document by clicking on the “Revisions” tab
5 Updating a Project
You will receive an automated email from Team Dynamix to update your project if you haven’t done so. To do this, click on the Manage link of the project
Click on the Update tab to update the status if necessary and percentage complete. You may also include a comment and notify any project members of the update.
The final stage of a project is close out. When closing out a project, you will want to ensure the following:
- Any project documents that may be used as future reference material are saved to a desired repository (other than the Project's Briefcase) as needed, or as required by the managing department. All closed, cancelled, or completed Projects in Team Dynamix (and associated project documents) will be deleted once the 3-year retention requirement has been met.
- All time has been entered by the team and there is no additional work needed to be completed. Closing a project in Team Dynamix (depending on the option you select in the close out process) may or may not prevent a team member from tracking time or viewing the project in the drop down menu under the Time and Expense module. They may no longer see the project under Projects/Workspaces but will still be able to track time.
Follow the steps below to close out a project:
When closing out your project, you may see several tasks that need to be completed. In this project example there are four tasks that need to be completed before closing the project out:
The survey functionality has not been used in Team Dynamix but is an option. Typically when closing out a project, surveys are conducted (most of the time anonymously) as an opportunity to collect feedback on what worked and what didn’t. This tool provides values to the project manager as he/she begin to work on future projects.
When closing the project, you have an opportunity allow team members to continue to track time to the project or inactivate the project and no longer allow time to be tracked. The work then becomes operational and tracked within a workspace.
Deactivating a project is the final step of completion. Once a project is deactivated you will no longer see it under your project/workspace module or in the Time and Expense module to record time. You will deactivate your project once all documents have been uploaded, completed and all time has been reported. Follow the steps below to deactivate a project:
