- Account setup completion The first page you see when you login after completion of the email verification process is the account setup completion page. You have to fill details such as your time zone, date format, Organization name, that must be filled before you can proceed.
- Add employees The next step is to add employees to the account. These employees will receive emails with their passwords once you register them here. They can use their email ids and passwords provided to login to the application.
- Add project Post addition of employees a project can be created and the added employees can be assigned to the project. Employees added to the projects will again receive a communication from the system regarding their assignment to the project. Creating a project is essential to using all the features of the application, and one will not be able to access most features until one is assigned a project.
- Add milestones to project (optional) Milestones of your project should be added after creation of the project. Though it is not mandatory to create the milestones as none of the functions are dependent on it, it is helpful from the point of view of sharing them with the team and project observers such as senior management. Once you start work on a milestone or complete it, you can mark the same corresponding to the milestone. This information becomes available on the project dashboard which the project observers can see.
- Define tags for tasks (optional) Tags are a powerful tool and you can exploit it to your benefit. Tags defined here can be associated with tasks during planning or later. To give you an example, you can define tag category as 'Phases of your project' with tag values under the tag category as Initiation, Design, Construction, Testing and Transition. You can now analyze your tasks data by 'Project phases'. You can create as many tag categories as you need. If your create a tag category as the modules of your application, you can view task data by modules by virtue of task association with tasks. This can also help in finding of actual effort distribution across phases or modules.
Having done the setup of the project you are now ready to plan the project. The details of which are elaborated in the section on planning below:
- As a project manager or team lead planning is the first thing you will look for. At this point in time we do not have an elaborate gantt chart based planning tool. We provide a tool that enables you to key in tasks in user friendly manner and organize the tasks quickly. The tool enables you to sort the task data by dates, assigned to and priority and search tasks by any keyword without a trip to the server, which is like your familiar excel sheet. You can continue with the planning exercise over multiple sessions and once done, you can publish the planned tasks to the team so that the work assigned is visible in the 'My tasks' page of team members.
- You can tag tasks, delete tasks, put a priority against tasks apart from assigning it to your team and setting start and end dates.
- This feature also allows you to edit task details on tasks which have been published and have not been started yet under the 'Re-schedule' option.
- This is the landing page once you login to the application. This page lists all your tasks. These could be assigned to you by your team lead or project manager or you could have added it yourself.
- You also have option to view tasks you have completed in the past or those that are in your bucket but have not yet been assigned dates.
- Each task provides for buttons to mark the task as started or completed. This information becomes public on the 'Project updates' page so that everyone knows of the status change of the task.
- This page also provides option for manually setting the planned and actual start and end dates of the task in case you have self assigned the task or only update the actual start and end dates in case someone else has assigned you the task.
- In case the task needs to be delegated to someone else, that can be done too.
- You can also cancel a task if it is a self assigned task.
- So having planned the work to be done and published it to the team it is time to monitor how things are going. Work view, a report with a number of filter options will enable you to take stock of how things are going. You can check on things which are in progress, have completed or yet to start, things which are delayed or on time, tasks assigned by a particular person, tasks for particular tag or set of tags, for a certain date range. To top it all the data that is fetched can be searched and sorted within your page without making server round tips, helping you to get to the data quickly.
- Time tracking reports enable you to analyze where the team time is getting spent and help you make your inferences.
- Workload report helps view how different members of your team are loaded and adjust the workload accordingly.
- Senior management which is not exactly part of the team can view the project dashboard, which shows project meta data, the team details and milestone status.
- To get things done, the team needs to collaborate, so here we have option to send messages. Want to share a document, attach a document with the message and send it over.
- Whenever tasks are assigned, notifications are sent to team members who have been assigned tasks.
- The objective of 'Project updates' is to ensure that no one misses whatever action is going on in the project. So whenever tasks start or finish, issues are raised on closed, milestones are started or achieved everything gets logged in the project updates.
Roles & functions
- Employees can have five different roles:
- Observers: Those who would like to observe projects from outside. They would usually be senior management or other stakeholders who are outside the team.
- Project creators: These people have the authority to create new projects.
- Project Managers: These people have the authority to maintain project details such as team members, milestones, deliverables and task tags.
- Account Managers: The person who has registered with workasteam is the account manager. He will be the one who will assign Admin privilege.
- Administrator: Those who administer the account, the ones who have the responsibility of adding or reliving the employees as part of the account. They will also assign roles to the employees mentioned below. They also have the responsibility to maintain the organizational holiday calender.
- None of the above:Then we have everyone else who has normal privileges which enable them to participate in project related functions of the project they are part of.