ftp.onepoint-projects.comftp.onepoint-projects.com/documentation/v17.0/one... · 3 contents about...

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onepoint PROJECTS 17Group Server and

Enterprise Cloud/Server

USER MANUAL

Copyright 2017 onepoint PROJECTS GmbH. All rights reserved.

onepoint PROJECTS, Enterprise and Group Server, Version 17

Onepoint Informationslösungen and the Onepoint Logo are registered trademarks, onepoint PROJECTS is a trademark of onepoint PROJECTS GmbH.

All company and product names mentioned are trademarks of their respective owners as far as registered.

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Contents

About this Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

1 Introducing onepoint PROJECTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Integrative Design of onepoint PROJECTS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Team-oriented Project Planning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Integrated Project Controlling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Ad hoc Monitoring & Traffic Light Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Comprehensive and Flexible Project Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

User Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Basic Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Projects vs. Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Resources and Linked Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Effort and Duration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Work Slips, Projections and Deviations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Roles and Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Modeling Matrix Organizations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16User Preferences and System Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Open Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

2 Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17Accessing the onepoint PROJECTS Web Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Exploring the User Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Using the Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19User Interface of Dialogs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Additional Features in Using Tables and Diagrams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Directly Editing the Planning Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Icons for Displaying Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23Typical Workflow to Plan and Control Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Workflow for the Administrator / System User. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26Workflow for the Resource Manager. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26Workflow for the Project Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27Workflow for a Project Contributor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27Workflow for a Project Observer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Overview of User Rights for Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Personal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Portfolio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Single Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Editing the User Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

3 Tool Group MY WORK . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33My Todos Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Adding a New Todo. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35Properties of a Todo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

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Deleting a Todo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36Todos from a Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

My Activities Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38Activity List View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Schedule View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42Adding a New Ad Hoc Activity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Inserting a New Comment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44Properties of an Activity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44Tracking Time or Costs for an Activity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Deleting an Ad Hoc Activity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Projects Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47General View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47Status View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48Progress View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48Dates View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49Resources View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49Costs View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50Pipeline View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50Analyze View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Time and Costs Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54Time View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55Costs View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56TimeTracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57Cost Tracking. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62Properties of Time or Cost Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64Deleting a Time or Cost Record. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65Locking a Time or Cost Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65Unlocking a Time or Cost Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65Importing Time or Cost Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66Exporting Time or Cost Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

4 Tool Group PROJECTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67Project Navigator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68Tabs within the Tool Group PROJECTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69Overview Tab for a Portfolio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71Overview Tab for a Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72Properties Tab for Portfolios, Projects or Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73Project List Tab for a Portfolio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Adding a New Portfolio. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75Adding a New Project. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76Adding a New Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85Properties of a Portfolio, Project or Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86Characteristics on Editing the Properties of a Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86Workflow Feature on Editing Project Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88Planning and Controlling of Simple Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91Moving a Portfolio, Project or Project Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92Linking a Portfolio, Project or a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93Copying a Project. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93Deleting a Portfolio, Project or Project Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94Saving a Project as Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95Report Project Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Status, Progress, Dates, Resources, Costs, Pipeline and Analyze Tabs for Portfolios . . . . . . . . . . . . . 97Status Tool for a Portfolio. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97Progress Tool for a Portfolio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97Dates Tool for a Portfolio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98Resources Tool for a Portfolio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

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Costs Tool for a Portfolio. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99Pipeline Tool for a Portfolio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100Analyze Tool for a Portfolio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Planning Tab for a Project or Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105Workflow for Developing and Editing a Project Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107Importing a Project Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109Exporting a Project Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109Work Breakdown Structure (WBS) View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110Deliverables View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111Activity List View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112Schedule View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115Utilization View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116Costs View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117Risks View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118Stakeholders View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121Milestones View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122Properties of an Activity in a Project Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123Editing the Activities of a Project Plan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127Edit Activity Dialog. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134Edit Multiple Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144

Controlling Tab for a Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146Activity List View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147Burndown View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149Schedule View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149Resources View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153Costs View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157Risks View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160Stakeholders View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161Milestones View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162

Status Tab for a Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165Adding a New Status Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166Editing a Status Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172Deleting a Status Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173Submitting a Status Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173Reports for the Use of the Status Reporting Option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173

Todos Tab for a Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175Adding a New Todo. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176

Agendas Tab for a Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177Adding a New Agenda. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178

Documents Tab for a Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182Adding a New Folder. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182Adding a New Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183Properties of a Document or Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184Moving a Folder or Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184Deleting a Folder or Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184

Discussions Tab for a Project or Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186Adding a New Topic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186Adding a Reply . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187Deleting a Topic or Reply . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188

Stream Tab for a Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189Archive Tab for a Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191

Viewing the Properties of a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192Deleting an Archived Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193

5 Tool Group RESOURCES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195Resource Navigator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196

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Overview Tab for a Resource Pool or Collection Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198Adding a New Resource Pool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199Adding a New Resource . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200Adding a New Collection Resource . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204Adding a Link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205Properties of an Object . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206Moving a Resource Pool or Resource . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206Deleting a Resource Pool or Resource . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207Assigning a Resource to a Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208Finding an Appropriate Resource . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208Importing Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209Importing Users (as Resources) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210Importing Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213Importing Unavailabilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213

Properties Tab for Resource Pools, Collection Resources or Resources . . . . . . . . . . . . . . . . . . . . . . 215Allocation Tab for Resource Pools, Collection Resources or Resources. . . . . . . . . . . . . . . . . . . . . . . 216Utilization Tab for Resource Pools, Collection Resources or Resources. . . . . . . . . . . . . . . . . . . . . . . 217

Utilization View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217Histogram View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218

6 Tool Group STRATEGY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .219Strategy Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221Properties Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222Planning View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223

Linking of Initiatives with Goals and Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223Controlling View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225Pipeline View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226

7 Tool Group CUSTOMERS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .227Customer Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228Adding a new Customer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229Properties of a Customer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231Deleting a Customer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232

8 Tool Group REPORTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .233Reports Navigator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235Overview Tab of a Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236

Adding a New Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236Adding a New Simple Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237Adding a New Document Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243Adding a New Compound Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245Editing the Properties of a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246Moving a Report or Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246Copying an Existing Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247Importing a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247Deleting a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247

Overview Tab of a Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249Running a Quick Query . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250Downloading a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251Archiving a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251Resetting a Query . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252Exporting a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252

Archive Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253Viewing the Properties of a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254

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Deleting an Archived Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255

9 System Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257Tool Group CUSTOMIZE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 258

Definition of Custom Types for Portfolios, Projects, Pools and Resources. . . . . . . . . . . . . . . . . . . 258Definition of Custom Fields for Portfolios, Projects, Pools, Resources, Activities and Risks . . . . . 262Tools Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264Cost Types Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265Unavailability Types Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266Pipeline Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269Classifications Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271Project Roles Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272Categories Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272Deliverables Tool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273Risk Categories Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274Escalation Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275Criteria Tool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276Traffiq Lights Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279Ratings Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280Workflows Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280

Tool group ADMINISTRATE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282External Apps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286Users Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288Skills Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295Calendars Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299Notifications Tool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 301Sessions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 304Repository Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 304License Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 306

10 Roles and Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 309Principles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 310

Project Role Contributor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 310Default Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 310

Setting Permissions for Objects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 311Access Rights for the Different Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313

Contents8

9

About this Manual

■ This manual describes the features of onepoint PROJECTS Enterprise and Group Server. It assumes that you have access to the onepoint PROJECTS web interface through your web browser.

This user guide describes the functionalities of onepoint PROJECTS for a user who has all rights to perform actions in onepoint PROJECTS. For users with restricted access to onepoint PROJECTS, some icons and buttons are deactivated or hidden. If you cannot access items in onepoint PROJECTS you need to perform an action, please contact your onepoint PROJECTS administrator.

Starting from an empty database, this manual describes the procedures how to ■ create resources and projects■ to assign resources to projects■ to plan a project in detail■ to record time and costs for projects■ to control projects■ to create reports.

This manual also describes the following options, which require a separate license:■ Planning and Controlling Option (PCO): If thismoption is licensed, the tools for planning and controlling

projects are available. Without this option, only projects of simple type can be created.■ Strategy Management: If this option is licensed, strategic visions with their goals and initiativescan be planned

and controlled using a separate visual dashboard.■ Program Management: If this option is licensed, projects can be selected in the planning tool as sub-projects

and can be integrated into a project plan. In the dialog „Edit Activity“ an activity of the sub-project can be marked as Public. This activity is then displayed in the superior project plan.

■ Risk Management: If this option is licensed, the project manager can administer a risk plan. Risk categories and customized fields for a risk can be defined in the system settings. With this option, a tab Risks is available in the planning and controlling tool of a project. Using this feature, the project mananger can create and assess project risks.

■ Status Reporting: If this option is licensed, the project manager can create project status reports on a regular base or a project closure report after the project is finished. The status report contains e.g. several traffiq lights giving the status of the relevant project dimensions and parameters and a detailed milestone analysis. The current project situation can be commented and described. The performed effort can also be periodically

Tips

This user guide uses the Euro as the currency throughout the text and the figures. If another currency is selected in the system ‘Settings’ (see page 282), the accordant currency symbol is displayed in the corresponding fields, dialogs etc.

About this Manual10

accounted using this report. A tab Status is available for the project to create these reports. The status reports are versionized like the project plans. Work records which are relevant for the accounted period can be locked before creating the status report. With the Status Reporting Option, three specific reports are available, as well: Work Instruction, Project Order and Project Closure.

■ Portfolio Analysis: If this option is licensed, several layouts for the multidimensional presentation of project data are available. Graphical (e.g. bubble charts) and tabular presentations for the portfolio analysis and prioritization can be used. The visualization is based on configurable criterias.

■ Agile Planning: If this option is licensed, projects of the kind Agile can be created. The structure of the project plan is organised with sprints and tasks according to agile project planning after SCRUM. Tasks from an agile project can be taken by every project contributor.

■ Stakeholder Analysis Option: If this option is licensed a separate planning tool for stakeholders and appropriate actions is available.

■ JIRA Connector: If this option is licensed, projects on onepoint PROJECTS an directly be linked to a JIRA project (or a JIRA version). If the project in onepoint PROJECTS is created of type JIRA, the JIRA project is only synchronized into onepoint PROJECTS direction. A bi-directional synchronization can be defined, as well. In this case, new requirements in JIRA are added as ad hoc activities to the onepoint PROJECTS project. Ad hoc activities created in onepoint PROJECTS are transferred backwards to the JIRA application. Tasks from a released project plan are synchronized into the JIRA application, as well. Using the bi-directional synchronization, the activities can only be planned in onepoint PROJECTS.

■ Exchange Connector: If this option is licensed, the tasks and unavailabilities of onepoint PROJECTS and Microsoft Exchange Servers can be synchronized.

11

1 Introducing onepoint PROJECTS

■ onepoint PROJECTS is a project leadership software which integrates project planning, progress tracking, monitoring, controlling and reporting into a single, easy to use solution.

We are using the term “project leadership software”, because the functionality provided by onepoint PROJECTS is somewhere between traditional Project and Portfolio Management (PPM) and Enterprise Project Management(EPM) systems. onepoint PROJECTS has a strong focus on providing always up to date key information which is required in order to really lead projects (rather than just to manage/administrate them).

onepoint PROJECTS Enterprise Server and Group Server provide functionalities which are important for medium and large sized companies and projects. The Enterprise and Group Servers are designed as a web-based multi user application. On starting the application, every user has to authenticate with his user account and a password.

The solution is mainly focused on the workflows and the operating figures inside individual projects. Simultaneously, the basic features of multi project and portfolio management are supported, as well.

This section introduces onepoint PROJECTS’s structure and some operational principles.

Introducing onepoint PROJECTS - Integrative Design of onepoint PROJECTS12

1.1 Integrative Design of onepoint PROJECTSonepoint PROJECTS offers systematic support for project management processes - it is not just a "planning tool“.

1.1.1 Team-oriented Project Planningonepoint PROJECTS enables you to create new projects easily and fast. It offers interactive planning across all relevant project dimensions (resources, costs, dates, content) including work breakdown structure (WBS), deliverables, activity list, schedule (GANTT), cost plan and milestones with payment plan. These different views are totally synchronized. Color-coded activity categories make the plans easy to read. In addition, project templates featuring mandatory and optional elements provide a convenient way to obey project guidelines (e.g., ISO-9001). With the option for Agile Planning, projects can be planned according to SCRUM.

The planning is completely done inside the Web browser, but still comfortable and efficient like in Microsoft Excel.

The activity list is used mostly to enter tasks and milestones and to manage project resources. The schedule (GANTT) displays chronological events and dependencies and allows you to visually estimate effort.

onepoint PROJECTS's interactive work breakdown structure (WBS) supports the first step in the project life-cycle - the drawing up of a project concept. It makes it very simple for the project team to develop an initial project plan. It allows you to plan projects using inline editing and drag & drop. The WBS provides a very good overview of the project without easily distracting from your goals such as, e.g., a schedule sometimes does. In addition, you can use the WBS to control your project's progress content-wise.

The integrated cost plan includes the automated calculation of personnel costs. Personnel costs are calculated automatically based on effort, percentage or hourly assignment and the hourly rates specified for the given resources. All other cost types can be simply typed into the respective columns. Hence, no external Excel sheets for the project costs projection are needed anymore. The administrative workload of the project managers is decreased and at the same time the error risk is reduced.

The strict resource management in onepoint PROJECTS connects resource planning to project planning. It can be controlled which project managers can access what resources. Resource conflicts between projects are reduced and less synchronization effort is required.

1.1.2 Integrated Project ControllingThe team-oriented project progress tracking (time, effort, costs, estimation of open effort/costs) distributes this task among all project contributors. Hence, the refresh rate and the quality of the project controlling data are increased.

An integrated tool for monitoring the project progress in the dimensions dates, effort and costs is available to the project manager.

onepoint PROJECTS provides ad hoc plan-actual comparisons (effort, costs, and dates) in tabular forms and as diagrams. The ad hoc plan-actual comparisons for project resources and costs instantly show deviations using traffic light colors (red/green). Deviations are based on the plan value and a simple, linear projection in order to show a realistic scenario while still remaining transparent and easy to understand.

Automatically versioned project plans and schedule histories make it easier to recognize changes and to make them provable. The version control of onepoint PROJECTS also allows to continue planning while implementing the project.

onepoint PROJECTS offers a milestone controlling in the form of a milestone table or using the work breakdown structure. No manual creation and comparison of milestone tables are needed anymore.

1.1.3 Ad hoc Monitoring & Traffic Light Functionsonepoint PROJECTS assists to increase the resource utilization and to decrease the risk of missing important deadlines.

onepoint PROJECTS includes an ad hoc resource utilization chart across all projects for all expanded resources. Different colors in the chart allow you to quickly identify potential resource conflicts. In addition, you can easily see which resources still have capacity left. Detailed information about the utilization can be simply obtained by moving the mouse cursor over the area in question. A direct link to the respective project plans supports to solve the resource conflicts between projects.

Introducing onepoint PROJECTS - Integrative Design of onepoint PROJECTS 13

The project overview including trend bars provides an overview over all projects and shows negative tendencies between degree of completion, resources, and costs at an early stage. High risk projects can be recognized and counteractive measures can be induced.

The project pipeline is a graphical visualization which classifies the projects by their pipeline stage. The diagram includes the relative size of the projects and a traffic light function.

The milestone trend analysis is automatically created on basis of the schedule history. The chart shows you how milestones "move" over time: This helps you to identify trends easier and, thus, to predict delays. For example, if you have each week a small delay it is hard to spot in a milestone list, but in the trend analysis you instantly "see" it as a diagonal line.

The project status report including a project traffic light always shows the status of your project in the form of a professional, printable report.

1.1.4 Comprehensive and Flexible Project Reportingonepoint PROJECTS provides a powerful, integrated reporting engine and ships with five standard reports (PDF, for example, a project progress report, a work report, or a delivery forecast report). In addition, it is possible to create reports by yourself.

onepoint PROJECTS uses a single, continuous, relational project database for all planning and controlling data. It makes comprehensive, ad hoc reporting possible: Always up-to-date plan-actual comparisons across all relevant project dimensions provide for a high project transparency and reduce the project risk.

Introducing onepoint PROJECTS - User Interface14

1.2 User Interfaceonepoint PROJECTS’s user interface is designed to be easy to learn and to use. Basically, the interface is divided into four parts:

1 The upper part of the application contains the tool groups of onepoint PROJECTS (it is bordered in red in the figure below and marked with 1). The underlying tools are logically grouped into tool groups and can thus be easily accessed. The tool groups of onepoint PROJECTS are:■ MY WORK■ PROJECTS■ RESOURCES■ STRATEGY■ CUSTOMERS■ REPORTS

2 The part of the screen below the tool groups displays the tools of the selected tool group. The tools are distributed on tabs. This part is bordered in red in the figure below and marked with 2. Depending on the selected tool, a toolbar with specific icons of the tool is displayed. Complex tools such as the planning or controlling tool contain additional views which are displayed between the toolbar and tool tabs.

3 On the left side of the application, a navigation tree is displayed. This section of the interface is bordered in red in the figure below and marked with 3. The navigation tree is not displayed in the tool groups MY WORK, STRATEGY and CUSTOMERS. For all other tool groups it contains a tree of projects, resources, customers or reports.

4 The main part of the screen (it is bordered in red in the figure below and marked with 4) contains the individual interface of the component currently selected (e.g. a bar chart in the planning tool).

5 At the top right, the user settings, the system search field, the online documentation and the administrative part of the applications are available. This part is bordered in red in the figure below and marked with 5.

All interfaces of the tools are structured the same way (mostly tabular or graphical overviews, dialog-based edit functionality, selection-based delete and move functions) in order that the transition from one tool to the other is easy.

Introducing onepoint PROJECTS - Basic Concepts 15

1.3 Basic Conceptsonepoint PROJECTS derives much of its innovative core functionality from the combination of modern project and resource management. In addition, functionality such as the possibility to separately plan effort and duration and the concept of tracking activity progress together with actual effort makes it a very dynamic project leadership tool.

1.3.1 Projects vs. Resourcesonepoint PROJECTS is focused on high tech R&D and consulting projects. Therefore, resources in onepoint PROJECTS are mainly human resources. Hence, resource costs always show up as personnel costs. onepoint PROJECTS integrates project and resource management concepts into a single solution. This approach makes functionality possible, such as an ad hoc resource utilization view for spotting resource conflicts, or the automatic calculation of base personnel costs based on hourly rates and planned efforts. In order for this to work, a strict resource management is necessary, i.e., all resources which are intended to be used in project plans have to be prior■ explicitly created as resources using the resource administration tool, and■ assigned to the project by the responsible resource manager.

1.3.2 Resources and Linked UsersResources in onepoint PROJECTS are not equal to the users of the system. Instead, each resource can have exactly one user which is linked to the resource (while one user can be linked to multiple resources): This user gets all e-mail notifications, contributor role access to the resource’s projects and his or her personal task list includes all tasks of the resource.

The separation of users of onepoint PROJECTS and resources for projects makes available the planning of subcontractors or external resources (who cannot access the onepoint PROJECTS system). Hence, it is also possible that project observers can use the controlling components, even though they do not act in person in the projects as resources.

1.3.3 Effort and DurationYou might know that Microsoft Project always links effort and duration: If you change the one the other is calculated based on various criteria. In contrast, onepoint PROJECTS allows you (as the project manager) to choose whether you want to plan effort-based (thus, linking effort and duration) or whether you want to plan effort and duration independently. In addition, you can choose whether you want to enter and see resource assignments in percentages (%) or in hours.

The combination of independent planning of effort and duration and the assignment of resources in hours is especially helpful if you need to schedule long durations where only a few hours of work have to be done.

1.3.4 Work Slips, Projections and DeviationsActual values (work hours, costs, and estimations) are reported by the linked users of the resources themselves, i.e., by the project contributors. Especially the optional possibility for project contributors to estimate the remaining effort for completing the task frees the project manager from the tedious task of constantly asking all people working on the project whether their tasks are complete and/or how much longer it will take them to complete certain tasks.

As soon as a work slip is created or updated, all monitoring and controlling data is recalculated and all ad hoc views are automatically kept up to date.

Base-actual comparisons can be calculated against the last checked-in project plan or the selected baseline version, respectively (see ‘Characteristics on Editing the Properties of a Project’ on page 86). Projective views for the working version of a project plan are also available.

1.3.5 Roles and Permissionsonepoint PROJECTS provides seven access levels for users: ■ System Users have administrator access to all objects by default.■ Managers own information like, e.g., only the managers of a resource are allowed to assign it to a project and

only project managers are allowed to change the project plan.■ Contributors can contribute to information, but they do not own it.

Introducing onepoint PROJECTS - Basic Concepts16

■ Time Tracking: Users with this level can enter effort for resources to project activities.■ Observers can only view information, but they are not allowed to change it.■ Customer: this access level allows to give restricted access to customer users for their projects. The level is

similar to the Observer role but without access to cost information.■ External: external users can use the external option Jira Coneector and Exchange Connector.

In addition to the access levels, all permissions are managed on a per-object level. Such objects are projects, portfolios (project folders), project templates, resources and resource pools. When creating a new object, its permissions are automatically copied from the parent object (for instance, a resource originally inherits the permissions of its pool it is created in). The administrator of the object can then change these permissions either at creation time or later on when editing it.

For the access rights, there are four roles available which are hierarchically organized, meaning that the first role is the weakest and the last one the strongest (always inheriting all permissions from the previous role):■ Observers have read acess for an object.■ The contributor role is currently only used for projects. Users with this role are allowed to report actual work

hours, costs and estimations and to comment on tasks. On adding a resource to a project, the linked user (if specified) of the resource is automatically added with the role Contributor to the project. These access rights are maintained by the system and cannot be changed even by an Administrator.

■ Managers are owner of an object with complete write access.■ Administrators own the object itself and its permission, i.e., the administrator of an object can do everything

a manager can and, in addition, is allowed to change the object’s permissions.

A detailed description of the principles of access control and how to set permissions for objects is given in ‘Overview of User Rights for Objects’ on page 29, in the chapters of the different objects and in ‘Roles and Permissions’ on page 309.

1.3.6 Modeling Matrix OrganizationsThe access control of projects (and hence their administration) is separated from the administration of resources. Matrix organizations, i.e., project organizations where the resource responsibility (team managers) is strictly separated from the project responsibility (project managers) can be easily modeled, because of onepoint PROJECTS’s strict resource management: The project manager is not allowed to plan a resource before it was explicitly assigned to his project by the resource’s manager.

Assigning the same rights to both sections does prevent from additional effort in administration for linearly structured enterprises.

1.3.7 User Preferences and System SettingsEvery user has the possibility to choose the language of the user interface and his password in his own preferences.

In addition, a few numbers of system settings are available. Only users with the access level system can configure these settings for the whole system. For a complete list of the system settings, see ‘Editing the System Settings’ on page 282.

1.3.8 Open DesignSome table displayed and containing project or report data can be saved into a csv file (using the context menu which is available with a right mouse click). Hence, data can be transferred into external applications (e.g. Microsoft Excel).

Additionally, some diagrams can in this manner be exported as image file (e.g. for transfer into Microsoft PowerPoint).

In onepoint PROJECTS project plans can be imported and exported in file formats such as mpx, xls and XML. In this manner project plans can be exchanged with other applications which support this file format.

17

2 Getting Started

■ This section explains how to access onepoint PROJECTS and explains the interface in detail. Additionally, a typical workflow for planning and controlling projects is given.

onepoint PROJECTS also offers to every user the possibility to set some user-specific preferences for the use of the application (see ‘Editing the User Preferences’ on page 31).

Getting Started - Accessing the onepoint PROJECTS Web Interface18

2.1 Accessing the onepoint PROJECTS Web Interface

Information neededTo use the onepoint PROJECTS web interface, you need to know the location (URL) of onepoint PROJECTS. This may be something like: http://myserver:8080/onepoint/start.

You need a login and password to login to onepoint PROJECTS. Your onepoint PROJECTS administrator can provide this information.

To start onepoint PROJECTS1 Start your web browser.

2 In the Address or Location box, type the location of the onepoint PROJECTS system.

The onepoint PROJECTS login dialog box appears.

To make it faster to access onepoint PROJECTS in the future, add its address to your web browser’s list of Favorites or Bookmarks.

3 Type your Login and Password.

The password is case-sensitive. To maintain security, your password is hidden by asterisks.

4 Click on the Login button.

The main onepoint PROJECTS interface opens.

Getting Started - Exploring the User Interface 19

2.2 Exploring the User InterfaceThis section briefly describes the features of the user interface.

2.2.1 Using the Screen

The screen has these parts:

Tool groups (at the top) The tool groups contain all tools/components of onepoint PROJECTS. The tools are logically grouped into tool groups and can thus be easily accessed. The tools of a tool group are distributed on tabs.

User Name of the Logged in User (at the top right)With a click on the user name, the user has two options. He can either choose the Preferences entry or the option to leave onepoint PROJECTS using the Sign off entry. The login dialog screen appears.

Search FeatureWith a click on the magnifying lens icon, a search field is displayed. The search text is used to find projects, portfolios or templates in the system.

Tips

The planning and controlling tools, project status reports, rhe strategy management, the program management, the risk management, the agile planning, the portfolio analysis, the Exchange and the JIRA connector are additional options for onepoint PROJECTS which have to be licensed separately. If the options are not licensed the accordant tools are not included into the user interface.

Getting Started - Exploring the User Interface20

Objects with a match in the project number, title or description are displayed. With a click on a result, the overview tab of this object is directly opened (see e.g. ‘Project List Tab for a Portfolio’ on page 74, ‘Overview Tab for a Project’ on page 72).

Online HelpWith a click on the icon with the question mark, a new window opens.. This window lists the links to the software manuals, tutorials and additional information about the software.

System Administration (top right)With a click on the Wrench icon, the user Administrator and all users of the group System can switch into the system administration.

Object NavigatorAn additional navigator is shown at the left side for all tool groups except MY WORK, STRATEGY and CUSTOMERS. The navigation contains a tree of projects, resources or reports.

Main part of the screenThe appearance of the main part of the screen depends on the component which is selected in a tool group. It either consists of ■ a list of entries, ■ a diagram or■ some settings.

For several tools, different views or subcomponents are available using a tab navigation (see figure above: Overview, Properties, ...). Some tools also contain an additional view selection below this tab navigation.

Every tool displays at the head a toolbar with a number of icons. Each icon represents a different action which can be performed.

Getting Started - Exploring the User Interface 21

ToolbarEach tool offers a specific toolbar with icons for actions which can be performed with this tool. Some icons are singular for one component, others are repeatedly displayed for several components.

A click on icons like New ..., or Properties opens a new dialog. In this dialog detailed information can be entered, viewed or even changed. All mandatory fields are marked with bold faced labels. For a description of the user interface of dialogs in onepoint PROJECTS, see ‘User Interface of Dialogs’ on page 21.

Tools like Delete or Revert perform a security check before starting the final erasure of information.

Some icons of a toolbar are inactive for a user (the icon and label are grayed) if the user has not sufficient rights to perform the accordant action or if the action cannot be performed (e.g., without selection of an entry).

2.2.2 User Interface of DialogsMost of the tools in the toolbar open new dialogs. In these dialogs, detailed information can be entered, viewed or even changed. All mandatory input fields are marked with bold faced labels.

Clicking on the Properties icon in the toolbar, the appearance of the dialog depends on the access rights of the user for the corresponding object. Either the attributes can only be viewed or the editing of the values is allowed.

Dialogs where data can be entered or edited have a Cancel and an OK or Save button. The input information of some dialogs is distributed on several tabs. Some dialogs are subdivide in sections. The detail information of a section can be hidden and displayed.

Beside input fields, the dialogs contain elements such as■ text fields (e.g. for entering comments), ■ check boxes,■ or select boxes (e.g. for selecting a date or a color). Also other objects of the onepoint PROJECTS server,

such as a template, group, user can be assigned by a select box.

Additionally, some tabs of a dialog contain a Plus and Minus button. With a click on these buttons, elements can be added or deleted from a list.

In the following sections of this user guide, the use of the dialogs is described in detail for each operation.

2.2.3 Additional Features in Using Tables and DiagramsFor each tool in the dock in addition to the toolbar, some actions are available using a mouse double-click or a mouse click with the left or right mouse button.

Double-clickNormally, a double-click on a list entry opens the Properties dialog for the accordant entry. In the reports Archive, a double-click opens the pdf file of the accordant report entry in the list.

Right mouse-clickUsing a right mouse-click, for some components, a context menu opens. For the Planning tool, a sophisticated menu is designed. It is described in the section ‘Context Menu’ on page 129.

Typical entries in the context menu are: ■ Save as Table (available for components with a list) or ■ Save as Image (available for components with a diagram).

With Save as Image the content of the main part of the screen is saved as an image file which can be used in external applications. With Save as Table the content of the main part of the screen is saved as a csv data file which can be used in external applications.

Left mouse-clickA mouse-click with the left button normally selects an entry of a list.

The width of the columns in any tabular list can be resized by a Drag & Drop of the column separators in the table header (press, and hold down, the left button of the mouse; move the cursor to the desired location and drop the separator by releasing the button).

The entries in the tabular lists can be sorted for any column in ascending or descending order with a click on the column header.

Getting Started - Exploring the User Interface22

2.2.4 Directly Editing the Planning TablesIn the Planning tool, onepoint PROJECTS offers particular features for the editing of a project plan. The tables (see ‘Activity List View’ on page 112 and ‘Costs View’ on page 117) can be edited quite similarly to Microsoft Excel:Fields can directly be edited in the table (see ‘Directly Editing the Tables’ on page 127). For the drawing features in the diagrams of the planning tool see ‘Drawing Features on the Tabs Work Breakdown Structure (WBS), Schedule and Resources’ on page 132.

Tips

A new activity can be created in an empty line by entering the new data. The first empty line can be accessed by pressing enter if the cursor is located in the last line of the plan. By pressing tab the next cell of the table can be accessed.

Getting Started - Icons for Displaying Status 23

2.3 Icons for Displaying StatusEspecially in the table views of MY WORK and PROJECTS differnt isons are used to display the staus or further details of activities, todos or projects.

Icon Meaning Usage

The corresponding activity is marked with this icon in case that the parameters are not feasible.

‘Activity List View’ (see page 112) in the planning tool of PROJECTS.

The corresponding activity is marked with this icon in case that the parameters are incorrrect.

‘Activity List View’ (see page 112) in the planning tool of PROJECTS.

If the resource assignment is not complete the activity is marked with this icon.

‘Activity List View’ (see page 147), ‘Utilization View’ (see page 116) and ‘Milestones View’ (see page 122)in the planning tool of PROJECTS.

Overdue activity ‘Activity List View’ (see page 39) in the „My activities“ tool of MY WORK,

‘TimeTracking’ (see page 57),

‘Activity List View’ (see page 147) in the „Controlling“ tool in PROJECTS

Comment available for todo or activity.

‘My Todos Tab’ (see page 34),

‘Activity List View’ (see page 39) in the „My activities“ tool of MY WORK,

‘Activity List View’ (see page 112) in the planning tool of PROJECTS,


Attachment available for activtiy or cost record.

‘Activity List View’ (see page 39) in the „My activities“ tool of MY WORK,



Status „Not started“ of a todo or an action of an activity.


‘My Activities Tab’ (see page 38),



‘Editing the Actions’ (see page 136)

Status „In progress“ of a todo or an action of an activity.






Getting Started - Icons for Displaying Status24

Status „Completed“ of a todo or an action of an activity.






Todo of type „Todo“ ‘My Todos Tab’ (see page 34),

‘Todos Tab for a Project’ (see page 175)

Todo of type „Issue“ ‘My Todos Tab’ (see page 34),

‘Todos Tab for a Project’ (see page 175)v

Todo of type „Information“ ‘My Todos Tab’ (see page 34),


Todo of type „Decision“ ‘My Todos Tab’ (see page 34),

‘Todos Tab for a Project’ (see page 175)

Todo of type „Request“ ‘My Todos Tab’ (see page 34),


Start the quick entry of effort or achieving a milestone.

‘Activity List View’ (see page 39)

Start the quick entry of effort or achieving a milestone.s (a partial effort was already recorded)

‘Activity List View’ (see page 39)

Ad Hoc Activity of type „Task“ ‘Activity List View’ (see page 39) in the tool „My activities in MY WORK,

‘Activity List View’ (see page 147) in the Controlling tool in PROJECTS

Ad Hoc Activity of type „Issue“ ‘Activity List View’ (see page 39) in the tool „My activities in MY WORK,






Actvitiy from a JIRA projectt ‘Activity List View’ (see page 39) in the tool „My activities in MY WORK,

‘Activity List View’ (see page 112) in the planning tool in PROJECTS,


Icon Meaning Usage

Getting Started - Icons for Displaying Status 25

Sub-task from a JIRA project ‘Activity List View’ (see page 112) in the planning tool in PROJECTS,


Active assignment (JIRA project) ‘Activity List View’ (see page 112) in the Planing tool in PROJECTS

Status report is pending (only with licensed Status Reporting option).

‘Projects Tab’ (see page 47) in the views „Overview“, „Status“, „Progress“, „Resources“ and „Costs“,

‘Project List Tab for a Portfolio’ (see page 74),

‘Status, Progress, Dates, Resources, Costs, Pipeline and Analyze Tabs for Portfolios’ (see page 97)

Status report is under work (working copy) (only with licensed Status Reporting option).



‘Status, Progress, Dates, Resources, Costs, Pipeline and Analyze Tabs for Portfolios’ (see page 97)

Status report finished (only with licensed Status Reporting option).



‘Status, Progress, Dates, Resources, Costs, Pipeline and Analyze Tabs for Portfolios’ (see page 97)“

Effort or cost records are locked for project status report (only with licensed Status Reporting option).

MY WORK, „Time and Costs“ tool: , ‘Time View’ (see page 55), ‘Costs View’ (see page 56) and ‘Locking a Time or Cost Record’ (see page 65).

Icon Meaning Usage

Getting Started - Typical Workflow to Plan and Control Projects26

2.4 Typical Workflow to Plan and Control ProjectsIn this section, the features of onepoint PROJECTS are listed for different type of users.

The operations are listed in a chronological way to demonstrate what has to be successively done for planning and controlling projects.

2.4.1 Workflow for the Administrator / System User■ To define the system settings which are valid for every user, see ‘Settings’ on page 282.■ To define the visibility of tools in the dock, see ‘Tools Tool’ on page 264■ To administer the users of onepoint PROJECTS, see ‘Users Tool’ on page 288.

■ To create new user accounts, see ‘Adding a New User’ on page 289.■ To administer the project roles, see ‘Project Roles Tool’ on page 272.■ To administer the skills categories and skills of resources, see ‘Skills Tool’ on page 295.■ To administer the calendars which can be used in the project and resource planning, see ‘Calendars Tool’ on

page 299.■ To customize the fields of objects such as portfolios, projects, resource pools, resources, activities and risks,

see ‘Tool Group CUSTOMIZE’ on page 258. ■ To define the cost types which are used in the project planning, see ‘Cost Types Tool’ on page 265.■ To define the unavailability types, which are used in the resource planning, see ‘Unavailability Types Tool’ on

page 266.■ To administer the pipeline stages, see ‘Pipeline Tool’ on page 269.

■ To create a pipeline stage, see ‘Adding a New Pipeline Stage’ on page 269.■ To arrange the chronology of pipeline stages, ‘Moving Up or Down a Pipeline Stage’ on page 271.

■ To administer the categories of activities, see ‘Categories Tool’ on page 272.■ To administer the classifications of projects, see ‘Classifications Tool’ on page 271.■ To administer the status of deliverables, see ‘Deliverables Tool’ on page 273.■ To administer the risk categories for projects, see ‘Risk Categories Tool’ on page 274.■ To set the escalation parameters for the issue treating, see ‘Escalation Tool’ on page 275.■ To set the email notifications, see ‘Notifications Tool’ on page 301.■ To administer the resources for projects, see ‘Resource Navigator’ on page 196 (also resource manager).

■ To create resources, see ‘Adding a New Resource’ on page 200 or ‘Importing Users (as Resources)’ on page 210.

■ To administer the projects, see ‘Project List Tab for a Portfolio’ on page 74 (also project manager).■ ‘Adding a New Project’ on page 76.■ ‘Saving a Project as Template’ on page 95.

■ To make the resources available to projects, see ‘Assigning a Resource to a Project’ on page 208 (also resource manager).

2.4.2 Workflow for the Resource Manager■ To define the user’s own settings, see ‘Editing the User Preferences’ on page 31.■ To administer the resources for projects, see ‘Resource Navigator’ on page 196.

■ To create resources, see ‘Adding a New Resource’ on page 200 or ‘Importing Users (as Resources)’ on page 210.

■ To find resources with appropriate skills and availability, see ‘Finding an Appropriate Resource’ on page 208.

■ To make the resources available to projects, see ‘Assigning a Resource to a Project’ on page 208.

Getting Started - Typical Workflow to Plan and Control Projects 27

■ To view the activity list and schedule of all managed resources in the projects, see ‘My Activities Tab’ on page 38.

■ To view the work slips of all managed resources in the projects, see ‘Time and Costs Tab’ on page 54.■ To lock work records for the Status Reporting of the work slips in a project, see ‘Locking a Time or Cost

Record’ on page 65.■ To control the work slips for a project and a distinct time period, see ‘Status Tab for a Project’ on page 165.■ To control the utilization of resources across projects, see ‘Utilization Tab for Resource Pools, Collection

Resources or Resources’ on page 217.■ To create reports, see ‘Tool Group REPORTS’ on page 233.

2.4.3 Workflow for the Project Manager■ To define the user’s own settings, see ‘Editing the User Preferences’ on page 31.■ To administer the projects, see ‘Project List Tab for a Portfolio’ on page 74.

■ ‘Adding a New Project’ on page 76.■ ‘Saving a Project as Template’ on page 95.

■ To plan activities, schedule, resources, costs and the payment plan for a project, see ‘Planning Tab for a Project or Template’ on page 105.

■ To create a risk plan for the project, see ‘Risks View’ on page 118■ To create a checklist with to dos of the project manager which are not included into the project plan, see

‘Todos Tab for a Project’ on page 175■ To view and to place documents which are related to the project, see ‘Documents Tab for a Project’ on

page 182.■ To monitor the effort of resources in a project, see ‘Resources View’ on page 153.■ To monitor the costs of a project, see ‘Costs View’ on page 157.■ To monitor the schedule of a project, see ‘Schedule View’ on page 149.■ To create ad hoc activities or issues, see ‘Adding a New Ad Hoc Activity’ on page 43.■ To transfer ad hoc activities into the project plan, see ‘Activity Toolbar’ on page 130.■ To control the effort of resources and the costs in all projects where the user is the project manager, see

‘Projects Tab’ on page 47.■ To view the project pipeline of all projects where the user is the project manager, see ‘Pipeline View’ on

page 50.■ To create reports of a project or across projects, see ‘Tool Group REPORTS’ on page 233.

2.4.4 Workflow for a Project Contributor■ To define the user’s own settings, see ‘Editing the User Preferences’ on page 31.■ To view the user’s personal activity list and schedule, see ‘My Activities Tab’ on page 38.■ To view and to place documents which are related to the project, see ‘Documents Tab for a Project’ on

page 182.■ To attend the project related discussion forum, see ‘Discussions Tab for a Project or Template’ on page 186■ To create ad hoc activities or issues, see ‘Adding a New Ad Hoc Activity’ on page 43.■ To record working time, effort and costs for working in a project, see ‘Time and Costs Tab’ on page 54.■ To control the effort of resources and the costs in all projects to which the user is a Contributor, see ‘Projects

Tab’ on page 47.■ To view the project pipeline of all projects to which the user is a Contributor, see ‘Pipeline View’ on page 50.

2.4.5 Workflow for a Project Observer■ To define the user’s own settings, see ‘Editing the User Preferences’ on page 31.

Getting Started - Typical Workflow to Plan and Control Projects28

■ To view the planned activities, schedule, costs and the payment plan for a project, see ‘Planning Tab for a Project or Template’ on page 105.

■ To monitor the effort of resources in a project, see ‘Resources View’ on page 153.■ To monitor the costs of a project, see ‘Costs View’ on page 157.■ To monitor the schedule of a project, see ‘Schedule View’ on page 149.■ To control the effort of resources and the costs in all projects of which the user is an Observer, see ‘Projects

Tab’ on page 47.■ To view the project pipeline of all projects of which the user is an Observer, see ‘Pipeline View’ on page 50.■ To control the utilization of resources across projects, see ‘Utilization Tab for Resource Pools, Collection

Resources or Resources’ on page 217.

Tips

In the system ‘Settings’ (see page 282) it can be set for which access level of the users the cost and utilization information is vailable.

Getting Started - Overview of User Rights for Objects 29

2.5 Overview of User Rights for ObjectsThe following tables give an overview on the available features which are linked with the access level for the single objects. Users which are member of the user group System can access by default all objects with the access level administrator. The activities of the administrator level in the tables are restricted to the actions which have to be performed by such a user (and cannot be done by users with lower access level). By default, a user with administrator rights for an object can perform all actions which are allowed for users with lower access level.

2.5.1 Personal

2.5.2 Portfolio

2.5.3 Single Project

Action Administrator Manager Contributor Observer

Define personal user settings x x x x

View personal activity list and schedule

x x x

Track working time, effort and costs x x

Create Ad Hoc tasks and issues for current problems (optional)

x x

Attend the project related discussion forum

x x x


Add portfolios, projects and project templates into tis portfolio

x

Control schedule of all projects with observer rights

x x x

View Project Pipeline of all projects with obserrver rights

x x x


Edit project rights and delete project versions.

x

Edit project status and budget, define project manager, set date of project decision and project closing.

x

Plan and create WBS, deliverables, activities, schedule, resources, costs, milestones and risks (optional)

x

View planned WBSG, deliverables, activities, schedule, resources, costs, milestones and risks (optional)

x x x 1

Create and view checklist with todos x

Getting Started - Overview of User Rights for Objects30

1: s. ‘Settings’ on page 282: Show costs from a distinct user access level.

2.5.4 Resources

Create and view project related documents (attachments of plan only for managers)

x x

Monitor dates, effort and costs x x x 1

Edit project progress, create project status (optional) and other reports

x


Assign resources to projects x

Monitor utilization of resources across projects

x x x


Getting Started - Editing the User Preferences 31

2.6 Editing the User PreferencesEvery user has the possibility to set some user-specific preferences for the use of onepoint PROJECTS.

1 Click on the small triangle beside your username at the top right and select the entry Preferences.

2 Edit the setting which you want to specify for your account.

The following parameters are available:

Parameter Description

Language Specifies the language of the interface.

WBS Default Outline Levels Specifies the default setting for the outline level filters.

Password You can set a new password for your login.

Password (Retyped) You have to retype the new password here.

Slack Slack username.

MS Project Locale You can specify the language for the export and import of Microsoft Project files.

Default time period for My Activities

Specifies the period for which the actvities shall be displayed in My Activities by default

Default Image Format You can specify the default image format for saving imaging files.

Paper Size (reporting) You can specify the paper size for reports.

Default Time Unit Specifies the default setting for the time unit filters.

Always show filters Specifies whether the filter criteria for selecting lists shall always displayed by default.

Show effort in days Specifies whether the effort shall be displayed in days (instead of hours).

Getting Started - Editing the User Preferences32

3 Click the OK button.

4 The new preferences are saved into onepoint PROJECTS.

Show resource assignments in hours

Specifies whether the resource assignments shall be displayed in hours (instead of %, see ‘Activity List View’ on page 112).


33

3 Tool Group MY WORK

■ The tool group MY WORK is the entry point for working with onepoint PROJECTS.In this tool group, a user can view the todos and activities of all resources which are in his interest. The personal schedule is presented in a bar chart. For every resource to which a user is assigned as linked user he can record efforts for these activities. Tracking of actual work hours, costs and estimations of open effort is accomplished using work slips. These work slips compile the working days of a week.Additionally, plan-actual comparisons across projects are available. These are presented for all projects in which the user has the role Contributor, Manager or Observer. The user gets a survey on the status, progress, dates, effort and costs. A project pipeline offers a survey on the total status of all projects (upcoming, in progress or finished). An Analyze tool offers various possibilities project portfolio analysis.

To every user a specific todo and activity list is compiled regarding all resources in his interest. These todos and activities include all resources to which a user is the linked user. Additionally, a resource manager gets all todos and activities of the resources for which he has manager rights. Every user can create todos and ad hoc activities for a project which are not included into the project plan but are presented in the todo and activity list. In this manner issues emerging from the project work can be recorded. Subsequently, ad hoc activities can be included into the project plan by the project manager. Tasks from sprints in agile projects with no defined resource assignments can be taken by any project contributor.

A survey on the progress in projects in the user’s interest is also available. A list of all projects in which the user has the role Manager, Contributor or Observer is presented. The status, progress, dates, effort and costs are compiled for these projects. A project pipeline displays the different statuses of the projects. In the analyze tool, the projects an be displayed in manifold ways using customly defined criteria.

Times and costs for projects can be recorded using the so-called work slips which contain the efforts and costs from one calendar week.

See:■ ‘My Todos Tab’ on page 34■ ‘My Activities Tab’ on page 38■ ‘Projects Tab’ on page 47■ ‘Time and Costs Tab’ on page 54

Tool Group MY WORK - My Todos Tab34

3.1 My Todos TabThe first tab in the tool group MY WORK is the My Todos tab. Every user gets for the resources in his interest a compilation of todos. In addition to the todos for which the user is responsible, every user can administrate here his own todo list by adding new todos. This is also possible outside the projects by not assigning a project to a new todo.

All todos of the user’s assigned resources (as a linked user or as a resource manager) across all projects are displayed.Every user can create todos. For a todo, three types are available:■ Todo■ Issue■ Information■ Decision.

ToolbarFor the My Todos tab a toolbar is displayed at the top of the main screen. This toolbar contains four icons. With the Print icon the displayed list can be printed. A new todo can be created. The properties of a todo can be edited. A todo can be deleted again.

For a detailed description of the other actions available in the toolbar, see:■ ‘Adding a New Todo’ on page 35■ ‘Properties of a Todo’ on page 36■ ‘Deleting a Todo’ on page 36

FiltersBelow the toolbar, there is the possibility to display or hide the filter for the table. With a click on the Filter icon, the four following filter fields are unhidden:■ Resources (Linked, Managed, Project Contributors, All, single resource)■ Projects (a single project or All), ■ Time Period (This Week, Next Week, Next 2 Weeks, Next Month, Next 2 Months or All)

Tool Group MY WORK - My Todos Tab 35

■ Status (Open, All)

A further click on the Filter icon hides the filter fields again.

The Resources select box contains all resources for which the user is the linked user or for which the user has manager rights. With the selection of a single resource, the todo list is limited to the todos of this resource. With the selection Linked, the todo list is limited to the todos of all resources for which the user is the linked user. With the selection Managed, the todo list is limited to the todos of all resources for which the user has manager rights.

Columns of the tableThe todos are listed with the following parameters:

3.1.1 Adding a New TodoIn the My Todos tool, every user can add todos to the todo list. In order to be able to do so there are two prerequisites: ■ The current user must be at least the linked user of one resource to assign the todo to a responsible person. ■ It is not necessary to link a new todo to a project. To do so, the current user needs contributor rights for the

project for which he wants to add a todo.

1 Click on the New Todo icon in the toolbar.

2 A new dialog with opens. Select the type of the new todo. The todo can either be a Todo, a Decision or an Issue.Enter the title. Select the project and the resource from the select boxes. Additionally, a topic, due date and a priority can be entered. Select the status of the todo you want to add.


In this column, the status of the todo is displayed. It can be changed by a click on the icon.

Title Ttle of the todo.

Project Name of the project to which the todo is assigned.

In this column, a symbol is displayed if a comment on the todo is inserted.

Type

Todos, issues, information and decisions are marked by the accordant symbols.

Todos for users with administrative rights which emerge from workflows (request, see ‘Todos from a Workflow’ on page 36) are marked with a specific icon.

Responsible The name of the responsible resource.

Pri. The priority of the todo.

Due Due date of the todo.

Topic The topic of the todo. It can be freely defined.

Tool Group MY WORK - My Todos Tab36

3 Confirm the settings with a click on the OK button.

4 The todo is added to the todo list.

The todos of a projct are also summarized on the ‘Todos Tab for a Project’ (see page 175),

3.1.2 Properties of a Todo1 Select the todo which you want to edit.

2 Click on the icon Properties in the toolbar.

3 A new dialog opens where you can edit the parameters. The dialog is identical to the dialog for adding a new todo (see ‘Adding a New Todo’ on page 35)

4 Make your changes on the parameters and save the new settings with a click on the OK button.

3.1.3 Deleting a Todo1 Select the todo which you want to delete. Several entries can be selected at once.

2 Click on the icon Delete in the toolbar.

3 A dialog opens where you can confirm the deletion.

4 Click OK to confirm the deletion. onepoint PROJECTS deletes the todos which you selected for deletion.

3.1.4 Todos from a WorkflowIf one of the five workflow features is set active in the system settings (see ‘Workflows Tool’ on page 280), a user with administrator rights for a project can get todos from the workflows. There are five different types:■ Change Request■ Project Decision■ Project Close-Down■ Pipeline Stage Change

Tool Group MY WORK - My Todos Tab 37

■ Resource Assignment

On opening such a todo, the details of the request are displayed. The user can comment on his decision and approve or deny the request with a click on the appropriate button. With the approval, the accordant changes for the project are performed. Afterwards, the todo is not anymore displayed in the todo list.

Tool Group MY WORK - My Activities Tab38

3.2 My Activities TabThe second tab in the tool group MY WORK is the My Activities tab. Here, two views are available for the activities which present the relevant data in different ways:■ ‘Activity List View’ (see page 39): This view contains the activities of the user as a list which is chronologically

sorted. This list contains the necessary detail information.■ ‘Schedule View’ (see page 42): In this view, the activities are displayed in a bar chart. It can easily be used for

the personal time planning.

As soon as a new version of a project plan is checked in, the data in the two views is updated.

Every user gets for the resources in his interest a compilation of activities.

In addition, every user can track current issues in a project. The project manager or issue coordinator can assign the issue treating to a project resource. If the issue is assigned to a resource, it is also displayed in the compilation of activities for this resource. In addition, agile tasks with no defined resource assignments can be taken by any project contributor.

ToolbarFor both views in the My Activities tab a toolbar is displayed at the top of the main screen. This toolbar contains six icons. With the Print icon the displayed list can be printed. Apart from adding comments, the activities emerging from a project plan cannot be edited by any user.

Tipps

There are activities which are in-depth planned in a project plan and ad hoc activities for adding dynamic activities to a project.

All activities of the user’s assigned resources (as a linked user or as a resource manager) which are not yet completed and are scheduled for the next weeks across all projects are displayed.Every user can create ad hoc activities. These activities are not contained in the project plan but are displayed in the user’s activity list. Ad hoc activities can be inserted into a project plan by the project manager and hence be converted into planned activities.

Tool Group MY WORK - My Activities Tab 39

For a detailed description of the other actions available in the toolbar, see:■ ‘Adding a New Ad Hoc Activity’ on page 43■ ‘Inserting a New Comment’ on page 44■ ‘Properties of an Activity’ on page 44■ ‘Tracking Time or Costs for an Activity’ on page 45■ ‘Deleting an Ad Hoc Activity’ on page 45.

FiltersBelow the toolbar, there is the possibility to display or hide the filter for the table. With a click on the Filter icon, the four following filter fields are unhidden:■ Resources (Linked, Managed, Project Contributors, All, single resource)■ Projects (a single project or All), ■ Time Period (This Week, Next Week, Next 2 Weeks, Next Month, Next 2 Months or All) ■ Activities (All, Activities, Milestones, Ad Hoc Tasks or Issues)


The Resources select box contains all resources for which the user is the linked user or for which the user has manager rights. With the selection of a single resource, the activity list is limited to the activities of this resource. With the selection Linked, the activity list is limited to the activities of all resources for which the user is the linked user. With the selection Managed, the activity list is limited to the activities of all resources for which the user has manager rights.

3.2.1 Activity List ViewThe first view displays the activities of the user in a list. There are different types of activities which refer to the following activities:■ Standard activities from a project plan: they are listed in normal type.■ Milestone activities from a project plan: they are listed in italics and bold letters. No effort is assigned to

milestone activities.■ Unscheduled activities from a project plan: they are listed in italics.■ Ad hoc activities are also listed in italics. No base effort and no start or end date are assigned to tasks but an

original estimate can be assigned to them. They are not included in the project plan. Ad hoc activities of type task are marked with the symbol . Ad hoc activities of type issue, new feature and improvement are marked with the symbols .

■ Activities froma JIRA project_ they are also liste in italics. Such activities can only be changed in JIRA. They are marked with the symbol in the first column.

■ Agile tasks: they are listed in italics.

Tipps

The agile planning is an additional option for onepoint PROJECTS which has to be licensed separately. If this option is not licensed tasks from agile planning are not included into the Activities tool.


Columns of the tableThe activities are listed with the following parameters:


If one of these two icons is displayed, effort can directly be recorded for this activity with a click on this icon (see ‘Fast Entry of Effort and Closing Milestones’ below). The curve symbol indicates that effort is already recorded.

This column is not displayed when explicit tracking of start and finish times is activated in the system settings (see ‘Settings’ on page 282).

Ad hoc activities (tasks, issues, new features and improvements) are marked with the accordant symbols. Activities from JIRA are displayed with a specific icon.

WBS Number of the activity in the WBS.

Activity Name of the activity.

In this column, a symbol is displayed if a comment or an attachment on the activity is inserted.

Project Project number and name of the project to which the activity belongs.

In this column, the status of the assigned actions for the activity is displayed.

% Com. Degree of completion. This value is either calculated from the actual and the estimated effort or is directly entered by the project manager.

Start The start date of the activity.

Finish The finish date of the activity.

In this column, a red clock symbol is displayed if the completion of the activity is overdue.


Fast Entry of Effort and Closing MilestonesThe symbols in the first column are for the fast entry of effort for the activity and the current day. With a click, a dialog opens where the hours fields are already prefilled (calculated from ressource assignment and total effort). The effort can be adapted and be confirmed with a click on the OK button. The open effort is automatically recalculated or can be manually changed, as well.

The same is possible for Ad Hoc activities. Additionally, it can be marked when the activity is completed. Since no planned effort is available, there is no open effort.

Milestones can be marked as completed, similarly.

Take available tasksIf the additional option for agile planning is licensed, information on agile tasks is available to project contributors below the task list. If at least one task is available, the Take Tasks icon is active.

With a click on this icon, a new dialog is opened. Here, a user can select agile tasks which he wants to take into his task list. The appropriate filters for the resources, projects and sprint can be set. A task has to be selected in the list. The selection is confirmed with a click on the OK button.

Effort The effort of the activity. The value is given in hours (h). In the personal settings (see ‘Editing the User Preferences’ on page 31), it can be defined to show effort in days.

Resources The name of the assigned resources and the percentage of the assignment.

Resp. The name of the responsible resource.

Pri. The priority of an activity from a project plan or an ad hoc activity.



The task is displayed in the task list.

3.2.2 Schedule ViewThe second view Schedule displays the activities in a GANTT diagram.

Appearance of the GANTT diagramA colored vertical line marks the current date. With a click on an activity bar, the start and finish date of the selected activity are displayed. With another click, the information is hidden again.


FiltersAt the right above the diagram, the View Type and the Time Unit of the timescale can be selected (Days, Weeks, Months, Quarters, Years).

The View Type defines which kind of information shall be added to the bars. The entries Simple, Resources, Resource Description, Effort, Responsible and Dates are available. The resources assigned (selection Resources or Resource Description), the degree of assignment (selection Effort), the responsible resource (selection Responsible) and the start/finish dates (Selection Dates) can be written right of each standard and milestone activity.

3.2.3 Adding a New Ad Hoc ActivityIn the My Activities tool, every user can add ad hoc activities to the activity list. In order to be able to do so there are two prerequisites: ■ The current user must be at least the linked user of one resource and there must be a project to which this

resource is assigned. ■ The current user has contributor rights for the project for which he wants to add a activity.

1 Click on the New Activity icon in the toolbar.

2 A new dialog with opens. Select the type of the activity. The activity can either be an Task or an Issue.Enter the name and select the status of the activity you want to add. Select the project and the resource from the select boxes. Additionally, a description, priority, due date and an original estimate can be entered.

3 Confirm the settings with a click on the OK button.

4 The activity is added to the activity list.

The project manager can convert ad hoc activities into an activity of the project plan (see ‘Editing the Activities of a Project Plan’ on page 127).

Tipps

Ad hoc activities are not displayed in the bar chart, since they do not have a start and finish date (of its own).

All activities are displayed one below the other with their names.Activities from a project plan are represented by a transparent bar (if a category is assigned, the bar has the corresponding color of the category). A line inside the bar marks the degree of completion.Milestones are represented by a diamond.


3.2.4 Inserting a New CommentAll contributors of a project have the possibility to add comments to activities. Since several users can make a comment on the same activity, a micro discussion forum is available for each activity. Changes or occurring problems can be easily documented in the project plan itself. Comments which are added by the user in the activity list are also displayed in the dialog of activities in the project plan (see ‘Adding Comments’ on page 143).

1 There are two ways to add a comment on an activity, respectively.■ Open the Properties dialog of the activity and move to the tab Comments (see ‘Properties of an Activity’

on page 44). For adding a comment, click on the plus icon below the comments list.■ Select the activity (either in the activity list or in the schedule) and click on the New Comment icon in the

toolbar.

2 A new dialog opens. Enter the Subject of the comment you want to add. Enter the text in the text field below. Confirm the settings with a click on the OK button.

3 The comment is added with the subject, author and time of creation to the comments list (see ‘Properties of an Activity’ on page 44).

4 The activity is marked with the comment icon in the fourth column of the activity list.

3.2.5 Properties of an ActivityThe parameters of an activity can be viewed or edited using the Properties icon in the toolbar. The same dialog can be opened with a double mouse-click on a selected activity.

For activities which come from a project plan, the Edit Activity dialog opens. Such a dialog also opens if you view the properties of activities in the project plan (see ‘Edit Activity Dialog’ on page 134). The properties of such activities cannot be edited. Comments, however, can be added on the last tab and the status of assigned actions can be changed on the tab Actions.


To edit the properties of an ad hoc activity1 Select the ad hoc activity which you want to edit.


3 A new dialog opens where you can edit the parameters. The dialog has three tabs. The composition of the first tab is identical to the dialog for adding a new activity (see ‘Adding a New Ad Hoc Activity’ on page 43).

4 On the second tab Attachments, attachments can be added to the activity. To add an attachment, see ‘Adding Attachments’ on page 141. The handling of attachments for ad hoc activities is similar to the handling of attachments for activities in the project plan.

5 On the third tab, comments on the activity are presented. To add a comment, see ‘Inserting a New Comment’ on page 44.


3.2.6 Tracking Time or Costs for an Activity1 Navigate to the tab My Activities in the tool group MY WORK.

2 Select one or several activities for which you want to track time, effort or costs. Click on the icon Track Time or Track Costs in the toolbar.

3 A dialog for editing work records opens. A detailed description for recording time, effort and costs in a work slip is given in ‘TimeTracking’ on page 57 and ‘Cost Tracking’ on page 62. If you use this functionality in the activity list, the work slip is already prefilled with the activities you selected before.

4 In case work records already exist for the current date or week, the dialog also contains these records. You can accordingly edit the entries (see ‘Properties of Time or Cost Records’ on page 64).

5 If you want to record time, effort and costs for the past, you have to change the date of the work slip.

For tracking work, you can also use the tracking functionality on the tab Time and Costs (see ‘TimeTracking’ on page 57 and ‘Cost Tracking’ on page 62).

3.2.7 Deleting an Ad Hoc Activity1 Select the ad hoc activitywhich you want to delete. Several entries can be selected at once.




4 Click OK to confirm the deletion. onepoint PROJECTS deletes the ad hoc activities which you selected for deletion.

Tool Group MY WORK - Projects Tab 47

3.3 Projects TabThe third tab in the tool group MY WORK is the Projects tab.

Every user gets only the projects displayed where he has a specific role. For these projects the key data are presented on eight views.

The eight views are basically the same views as used in the PROJECTS tool group if a portfolio is selected in the portfolio tree (for details of the views see ‘Status, Progress, Dates, Resources, Costs, Pipeline and Analyze Tabs for Portfolios’ on page 97).

On the Projects tab here, all projects for which the user at least has observer rights are displayed.

Most of the eight views contain the projects as a list which is alphabetically sorted. The view Dates displays the schedule of the projects in a bar chart. The view Pipeline offers a graphical visualization of the projects in a project pipeline. The view Analyze offers the graphical analysis of the projects using customly defined criteria.

ToolbarThe project list or chart can be printed with the Print button in the toolbar.

FiltersBelow the toolbar, there is the possibility to display or hide the filter for the table or chart. With a click on the Filter icon, the three following filter fields are unhidden:■ Pipeline Stage (the selection contains the status which are administered in the system, see ‘Pipeline Tool’ on

page 269).■ Project Type (the selection contains the project types which are administered in the system, see ‘Definition of

Custom Types for Portfolios, Projects, Pools and Resources’ on page 258), ■ Role (Observer, Contributor or Manager).

The project list can be accordingly filtered. A further click on the Filter icon hides the filter fields again.

3.3.1 General ViewThe projects are displayed with their Name, the Description, the Traffic Light, the Stage, the Priority, the degree of Completion, the Start and Finish date and the Project Manager. In the first column with the symbols,

, it is indicated whether the satus report has been accomplished or still has to be performed.

Tool Group MY WORK - Projects Tab48

With a click on the project name, the project properties can be directly accessed.

3.3.2 Status ViewThe Status view compiles all traffic lights which are available for a project.The projects are listed with their names and the status of the status report (marked with the symbols ).

3.3.3 Progress ViewThe Progress view shows for every project the progress based on dates, effort and costs. The projects are listed with their names and the staus of the status report (marked with the symbols ).


3.3.4 Dates ViewIn this view, the projects are displayed in a GANTT diagram with their start and finish dates. The degree of completion (related to effort) is shown as a black line inside the bar of a project. The number of completion is also given to the right of the bar.

3.3.5 Resources ViewIn the view Resources, for every project the numbers of planned, actual, remaining and expected hours are displayed. The variance between the base and the expected hours is given in hours and as percentage. The projects are listed with their names and the staus of the status report ( marked with the symbols ).


3.3.6 Costs ViewIn the view Costs, for every project the numbers of planned, actual, remaining and expected costs are displayed. The deviation between the base and expected costs is given as absolute value and as percentage. The projects are listed with their names and the staus of the status report ( marked with the symbols ).

3.3.7 Pipeline ViewThe pipeline shows you a graphical visualization of the projects. The projects are categorized according to their status. The diagram does only contain projects to which a pipeline stage is assigned (see ‘Adding a New Project’ on page 76 or ‘Characteristics on Editing the Properties of a Project’ on page 86). The length of the project bar gives the relative size of the projects. The contained colored bar gives the degree of project completion. The color of the bar (gray, yellow, red) is used as a traffic light function for the performance of the project.


3.3.8 Analyze ViewThe Analyze View offers several layouts for the multidimensional presentation of project data. Hence, multiple projects, the complete portfolio or distinct parts of the portfolio can be compared in manifold ways.

In order to use the tool, the criteria which are the base of the presentation have to be defined in the system settings (see ‘Criteria Tool’ on page 276).

Tabular ViewIn the first tabular view, the projects are listed in lines together with the criteria as columns.


Bubble ChartIn the second view, the presentation of the projects in a bubble chart can be configured.

One of the criteria can be assigned each to the x axis, to the y axis, to the color of the bubble and to the size of the bubble. Furthermore, the number of the quadrants can be set. Each configuration can be saved as a View Type of the chart.

Additional Multidimensional ViewsIn the third view, the projects are visualized with several project dimensions.

Using the flow layout, the projects are sorted after one criteria (or the project name). In the matrix layout, the assignment of two criteria as x and y axis is possible. Furthermore, the number of the quadrants can be set.

Each configuration can be saved as a View Type of the chart.

In both representations the following data of the project are visualized:■ Project status: color at the top■ The three dimensions Costs, Effort and Time are depicted as third within the project circle. ■ The first level activities are depicted as circles outside of the main project circle.■ The degree of performance is depicted for the costs, the effort, the time, the complete project and the single

activities by a colored filling.

Tool Group MY WORK - Time and Costs Tab54

3.4 Time and Costs TabThe fourth tab in the tool group MY WORK is the Time and Costs tab.

Every user gets a compilation of the recorded times and costs of the resources of his interest. Times and costs are displayed in a tree in separate views. Using work slips, a user can record times and costs of projects for all activities of his assigned resources (as the linked user to a resource). One work slip can be created by every user for each week. Moreover, a resource manager can view and edit the work slips which contain entries for his managed resources. With a locking of the work slips, the accounted efforts are included into the next status report (see ‘Status Tab for a Project’ on page 165).

ToolbarAt the top of the main screen, a toolbar with seven icons is displayed. For a detailed description of the actions available in the toolbar, see:■ ‘TimeTracking’ on page 57 (only in the view Time),■ ‘Cost Tracking’ on page 62 (only in the view Costs),■ ‘Properties of Time or Cost Records’ on page 64,■ ‘Deleting a Time or Cost Record’ on page 65,■ ‘Locking a Time or Cost Record’ on page 65,■ ‘Unlocking a Time or Cost Record’ on page 65,■ ‘Importing Time or Cost Records’ on page 66,■ ‘Exporting Time or Cost Records’ on page 66.

FilterBelow the toolbar, there is the possibility to display or hide the filter for the table. With a click on the Filter icon, the following three filter fields are unhidden:■ Resources (Linked, Managed, All, Project Contributors, single resource pool or resource)■ Projects (a single project or All), ■ Time Period (Current Month, Previous Month, Current Year or All)

Tool Group MY WORK - Time and Costs Tab 55

■ State (All, Open or Locked)


The Resources select box contains all resources, to which the current user is the linked user (selection Linked) or for which he has manager rights (selection Managed). With the selection of one resource, the list is restricted to the time or cost entries of this resource.

3.4.1 Time ViewIn the first view Time, the recorded times are displayed in a tree structure. The highest level are the months, which contain the days. On the third level, the single records per resource and activity are listed.

Columns of the tableThe recorded times are listed with the following parameters:


A lock icon shows that the recorded time is locked for the next status report.

Date Day or month for which the time is recorded.

Resources The resources of the effort.

Projects The name of the project.


Activity The name of the activity.

Time The actual effort (recorded in a work slip) for the activity by the resource. The value is given in hours. For the calendar day and the month, the efforts are summed up.

Com. A check mark in the last column marks that the activity is completed.


3.4.2 Costs ViewIn the second view Costs, the recorded costs are displayed in a tree structure. The highest level are the months, which contain the single records per day, resource, activity and cost type. Entries for personal costs are not available in this view.

Columns of the tableThe recorded costs are listed with the following parameters:

Comment Comment of the contributor on the tracked time.


A lock icon shows that the recorded costs are locked for the next status report.

Date Day or month for which the costs are recorded.

Resources The resource which generated the costs.

Projects The name of the project.



Cost Type The cost type of the costs.

Actual The amount of costs. The value is given in the currency which is set in the system settings. For the month, the costs are summed up.



3.4.3 TimeTracking1 Navigate to the tab Time and Costs in the tool group MY WORK and chose the view Times.

2 Click on the icon Track Time in the toolbar. A new dialog with one or two tabs opens:■ Time: This tab is used for recording working time which is spent on a activity in a project. This tab is only

displayed when explicit tracking of start and finish times is activated in the system settings (see ‘Settings’ on page 282).

■ Effort: On this tab, hours which are spent for project activities or the achievement of a milestone are recorded.

Firstly, you have to select the Date of the accordant calendar week for the new work slip at the top. The lists can be restricted using a filter for the resources.

3 New entries can be added by a click on the plus icon at the bottom. A new dialog opens where you can select activities. The list can be restricted using filters for the resource, project and the time period. Overdue activities are marked with the symbol .

Comment Comment of the contributor on the tracked costs.



For inserting activities into the first tab, no milestones are available. Select one or several activities and click on the OK button.

Activities which were added to the first tab are automatically transferred to the second tab. Milestones have to be added on the second tab.

Records in the work slip can again be deleted when you select the line of the entry and click on the minus icon at the bottom. The fields have to be edited directly for the lines.

4 On the tab Time, initially, the weekday has to be selected for which the working times should be recorded. The activities are listed with the following parameters:


Resources/Project Name of the resource or project, respectively.

Activity Name of the activity in the project. In brackets, the path of the higher-ranking collection activities is given. In the dialog Choose Tasks to Add for the first tab, no activities are displayed which are from milestones in a project.

Start The starting time of the selected activity on the working day. The value is given in hours and minutes. It has to be manually edited directly in the table.

Finish The finishing time of the selected activity on the working day. The value is given in hours and minutes. It has to be manually edited directly in the table.

Hours The duration of the working time on this day for the selected activity. When Start and Finish are entered, the hours are automatically calculated.

Comment A comment on the time record can be directly entered in the field of the last column.


5 On the tab Effort, several columns for the effort have to be filled with data. The days of the weekend and bank holidays (according to the default calendar) are greyed.

■ If tracking of start and finish times is activated in onepoint PROJECTS, the recording of effort is automatically done by the time tracking (automatic transfer of the entries to the second tab and calculation of the effort and remaining effort). Then, on the tab Effort, the effort fields for the weekdays cannot be edited. The value of the open effort can be changed and the check box, whether the activity is completed, can be selected. Additionally, on this tab, it can be recorded whether a milestone is achieved (check box for each weekday). And you can enter a comment for each recorded line.

■ If tracking of start and finish times is not activated, the efforts of the single days and the open effort of activities have to be entered on this tab. Select whether the activity or milestone is already completed (check box). You can enter a comment for each recorded line.


The selected activities are listed with the following parameters:


Resources/Project/Activity Name of the resource, project or activity, respectively. The activities are pooled per project and resource.

Mon /Tue / Wed / Thu / Fri / Sat / Sun

Effort in hours and minutes for the accordant activity on the respective weekday in the selected calendar week. It has to be manually edited in the table (if the tracking of start and finish times is not activated). For milestones, a check box is displayed where its completion can be marked.

In this column, the status of the assigned actions for the activity is displayed.

With a double-click on the symbol, the dialog Activity Details opens, in which the status of the actions can be changed (see ‘Editing the Actions’ on page 136). Not until all actions are completed, the activity can be marked completed.

Week The summed up effort for the accordant activity and resource in the calendar week of this work slip.

Rem. The remaining effort of the activity. It is calculated from the planned effort. As soon as the value of the effort is changed, the number is automatically recalculated.

Open The open effort of the activity. The value can be changed if a deviation of the planned data is expected (if contributor estimation is allowed for the project). As soon as the value of the effort is changed, the number is automatically recalculated. Using this estimation, the degree of completion is automatically calculated. If the open effort is set to zero, the checkbox for completion in the last column is automatically set.

Comment The user can make a comment to every entry into the work slip. The text can be directly entered into the field of the table.

Com. This check box is automatically selected if the effort of the activity results in zero hours of open effort. It can either be manually deselected to enter a different open effort or be manually selected if the activity is completed with less effort than planned. If the checkbox is selected, the open effort is automatically set to zero.

On achieving a milestone on one of the weekdays, this check box is automatically selected.


6 When the daily commenting on effort tracking is activated in the system settings (see ‘Settings’ on page 282), for each activity a subset of the week days can be opened. Each effort tracked can be commented separately.

Tipps

The column Open and the check box Completed can only be edited for projects which allow contributor estimations (see ‘Adding a New Project’ on page 76).

You can directly edit the values of the effort in the table. For a milestone activity no effort can be entered at all. For completing milestone or activities, the check boxes have to be selected. An activity or milestone can only be marked completed if all assigned actions have the status completed. To edit the status of an action, double click the activity in the work slip and change the status of the according action on the tab Actions (dialog Activity Details). This is not allowed if you open the activity in the project plan but in the controlling view (this view opens from the personal activity list and from the work slips, as well).


7 Click on the OK button of the dialog.

8 The time records are saved in onepoint PROJECTS. All controlling numbers of the accordant projects are recalculated with the newly recorded times.

3.4.4 Cost Tracking1 Navigate to the tab Time and Costs in the tool group MY WORK and select the view Costs.

2 Click on the icon Track Costs in the toolbar. A new dialog opens:

Firstly, you have to select the Date of the accordant calendar week for the new work slip at the top. The lists can be restricted using a filter for the resources.


3 New entries can be added by a click on the plus icon at the bottom. A new dialog opens where you can select activities. The list can be restricted using filters for the resource, project and the time period. Overdue activities are marked with the icon .

No costs can be entered for milestone activities. Hence, they are not available in the selection. Select one or several activities and click on the OK button.

Records in the work slip can again be deleted when you select the line of the entry and click on the minus icon at the bottom. The fields have to be edited directly for the lines.

The activities are listed with the following parameters:


Weekday/Project Weekday with date or name of the project, respectively. The activities are pooled per weekday.

Activity Name of the activity. In brackets, the path of the higher-ranking collection activities is given. In the Choose Tasks to Add dialog, for the tab costs no milestones are displayed. For such activities, no costs can be recorded.

Resources The name of the assigned resource.

If an attachment is attached to the entry, the line is marked with an attachment symbol in this column.

Cost Type By default, Travel, Material, External and Miscellaneous Costs or the client specific cost types (see ‘Cost Types Tool’ on page 265) are available.

Planned Value of the planned costs for the activity and the selected cost type.

Actual The costs for the activity and the selected cost type on the selected day. The value is entered in Euro. It has to be manually edited directly in the table.


The values can directly be entered into the table.

For each cost entry, attachments can be added to the recorded costs. Click on the attachment icon at the bottom after having selected the corresponding entry. A new window Manage Attachments opens. The handling of this window is similar to the tab Attachments on editing an activity of a project (see ‘Adding Attachments’ on page 141).


5 The cost records are saved in onepoint PROJECTS. All controlling numbers of the accordant projects are recalculated with the newly recorded costs.

3.4.5 Properties of Time or Cost RecordsThe parameters of work slips can be viewed or edited using the Properties icon in the toolbar.

1 Navigate to the tab Time and Costs in the tool group MY WORK.

2 Select in the view Time or Costs a record for a weekday in the calendar week of your interest.


A new dialog opens. A work slip with the recorded times or costs for the accordant calendar week is displayed. The composition of the dialog is identical to the dialog for adding new records (see ‘TimeTracking’ on page 57 or ‘Cost Tracking’ on page 62).

4 Make your changes on the parameters in the dialog and save the new settings with a click on the OK button.

Open The open costs of the activity and the selected cost type. The value is given in the currency which is set in the system settings. As soon as the value of the actual costs is changed, the number is automatically recalculated. The new value, however, can be changed again by the user if a deviation from the planned data is expected (if contributor estimation is allowed for the project).

Comment The user can make a comment to every activity of the work slip. The text can be directly entered into the field of the table.



3.4.6 Deleting a Time or Cost RecordDeleting a record is allowed either if the current user has created the record or he has manager rights for the resource.


2 Select in the view Time or Costs the record which you want to delete. Several entries can be selected at once.



5 Click OK to confirm the deletion.

6 onepoint PROJECTS deletes the record(s) which you selected for deletion.

3.4.7 Locking a Time or Cost RecordLocking a record is allowed if the current user has manager rights for the resource. With the lock of a record, the accounted time or costs are considered in the next status report (see ‘Status Tab for a Project’ on page 165).


2 Select in the view Time or Costs the record which you want to lock. Several entries can be selected at once. If you select a day or month, all subordinate entries are locked in one step. The records in both views have to be separately locked.

3 Click on the icon Lock in the toolbar.

4 The selected records are locked. The locking is indicated in the first column of the list with the symbol .

3.4.8 Unlocking a Time or Cost RecordLocked work or cost records can be again unlocked. Then, they are not considered in the next status report anymore. Unlocking a record is allowed if the current user has manager rights for the resource.


2 Select in the view Time or Costs the record which you want to unlock. Several entries can be selected at once. If you select a day or month, all subordinate entries are unlocked in one step. The records in both views have to be separately unlocked.

3 Click on the icon Unlock in the toolbar.

4 The selected records are again unlocked.

Tipps

The controlling tool is an additional option for onepoint PROJECTS which has to be licensed separately. If this option is not licensed the accordant tool is not included into the dock.


3.4.9 Importing Time or Cost RecordsWork or cost records which are available in an Excel sheet and meet a specified format can be imported into onepoint PROJECTS. This functionality supports the recording of time and costs by resources who cannot access onepoint PROJECTS. The activities have to be listed with the following parameters:


2 Click on the icon Import in the toolbar.

3 Select the accordant Excel file on your file system.

4 The work and cost records are saved into onepoint PROJECTS. Existing records for the same activity, resource and the same weekday are overwritten.

3.4.10 Exporting Time or Cost RecordsThe recorded time and costs in onepoint PROJECTS can be exported into an Excel file. Hence, they are also available for other systems. The activities are listed with the same parameters which are also required for the import of such data.


2 Select the filter for the resources, the project and the time in a way that only the records are displayed which you want to export.

3 Click on the icon Export in the toolbar.

4 Select the location of the export file on your file system.

5 The work and cost records are saved into an Excel file.

Column Description

Date The date of the day for the record (format YYYY-MM-DD).

Project The name of the project.



Resource The name of the resource.

Effort The accounted effort in hours (hours in the decimal format).

EffortRem The open effort in hours (hours in the decimal format)

Travel Travel costs in Euro.

TravelRem Open travel costs in Euro.

Material Material costs in Euro.

MaterialRem Open material costs in Euro.

External External costs in Euro.

ExternalRem Open external costs in Euro.

Misc Miscellaneous costs in Euro.

MiscRem Open miscellaneous costs in Euro.

Costs06, Costs06Rem - Costs16, Costs16Rem

Other cost types in Euro.

Comment Comment

67

4 Tool Group PROJECTS

■ This section describes how to administer the portfolio of projects and how to plan and control a project and the complete portfolio in onepoint PROJECTS. Also features which support collaboration in a project are explained.

Tool Group PROJECTS - Project Navigator68

4.1 Project NavigatorOn opening the PROJECTS tool group, a tree of portfolios, projects and templates is displayed on the left side. The portfolios act as folder or subfolder which contain the projects, templates and subportfolios which belong to the portfolio. You can open or close portfolios containing further elements with mouse-clicks on the black arrows. A portfolio, project or template can be selected in the tree.

If you have licensed the Program Management Option, the projects which contain sub projects are marked with a different icon .

Projects with a working copy of the project plan are marked in the navigator either with a pencil icon (if the working copy is edited by yourself) or a lock icon (if the working copy is edited by another user).

If you have licensed the Status Reporting Option, projects for which a status report has to be released are marked with a report icon.

The accordant status info about a project is displayed in the mouseover text of the project.

Depending on the type of element you have selected in the navigator, a different selection of tabs is presented in the main part of the screen (see ‘Tabs within the Tool Group PROJECTS’ on page 69). In turn depending on the selected tab, a toolbar is displayed which offers different actions. Generally, the action is applied to the object selected in the project navigator.

Having selected a portfolio in the project navigator, the sub-structure of this portfolio is displayed on the tab as a tree. This representation allows, as well, the selection of subordinate elements (sub-portfolios, projects or templates). As soon as an element is selected here, the buttons in the toolbar refer to this selected element.

Hence, moving a project is possible ■ on either selecting the project directly in the project navigator on the left or ■ on firstly selecting a superior portfolio and then marking the appropriate project on the ‘Project List Tab for a

Portfolio’ (see page 74).

With the second approach several elements can be selected simultaneously. The project navigator on the left hand allows only a single selection.

Tool Group PROJECTS - Tabs within the Tool Group PROJECTS 69

4.2 Tabs within the Tool Group PROJECTSDepending on the type of element you have selected in the navigator, a different selection of tools is presented in the main part of the screen. The tools are distributed on the following different tabs:

Tabs for a Portfolio■ Overview (see page 74): On this dashboard view, the most import portfolio data and the current status of the

contained projects are summarized.z■ Properties (see page 73): The properties of the selected portfolio are displayed for viewing or editing.■ Project List (see page 74): it can be used for administration of projects and for structuring the portfolio tree.■ On the seven additional tabs Status, Progress, Dates, Resources, Costs, Pipeline and Analyze (see

page 97), the status information about the contained projects is summarized and displayed in different views.

On all tabs - with the exception of the Overview and Properties tab - a toolbar with ten buttons is available. ■ New portfolios, projects or project templates can be added to the Root Project Portfolio or any sub-

portfolio.You need at least manager access to the portfolio to perform one of these actions.■ The properties of subordinate portfolios, projects or project templates can be edited (manager rights are

required) or viewed. ■ Objects can be moved into other portfolios. You need at least manager access to the object and the target

portfolio.■ Objects can be linked into other portfolios. You need manager access to the destination portfolio.■ Projects can be copied. You need manager rights for the project and the destination portfolio.■ Existing portfolios, projects or project templates can also be deleted. You need manager rights for the object

which shall be deleted and for the superior portfolio.■ Projects can be saved as templates to create further projects based on this structure. You need manager

rights for the project and the destination portfolio.■ The view can be printed.

For each action an icon is displayed in the toolbar. The actions connected with the buttons of the toolbar are described in the chapter ‘Project List Tab for a Portfolio’ (see page 74). In order to perform these actions, different access levels are required. Users with the access level Observer are not allowed to initiate each single action.

Tabs for a Project■ Overview (see page 72): On this dashboard view, the most import project data and the current status are

summarized.■ Properties (see page 73): The properties of the selected project are displayed for viewing or editing.■ Planning (see page 105): All instruments for planning a project are integrated in this tool. The planning tool

offers - depending on the licensing- up to nine different views. If the Risk Management Option is licensed, a risk view is available in addition to the seven standard views (Work Breakdown, Deliverables, Activity List, Schedule, Utilization, Costs, Milestones). If the Stakeholder Analysis Option is licensed, an additional stakeholder view is available. For agile projects, the views Milestones and Utilization are not available. The complete planning tool is only available if the Planning and Controlling Option is licensed. For projects of simple kind, the planning component is not available for such projects.

■ Controlling (see page 146): This tool offers in five standard views all features for the controlling of activities, schedule, resources, costs and milestones. For agile projects, the views schedule and milestones are not available. In addition, a burndown chart is displayed for such projects. If the Risk Management Option is licensed, a risk view is available. If the Stakeholder Analysis Option is licensed, an additional stakeholder view is available. The complete controlling tool is only available if the Planning and Controlling Option is licensed. For projects of simple kind, the controlling component is not available for such projects.

■ Status (see page 165): This tool offers the features for the controlling of the work slips. The controlling tool for the work slips is an additional option for onepoint PROJECTS which has to be licensed separately. This tool is only available to users with manager rights and to administrators. If this option is not licensed the accordant tab is not displayed.

Tool Group PROJECTS - Tabs within the Tool Group PROJECTS70

■ Todos (see page 175): This tool offers a checklist with todos for the project manager. The checklist contains the todos for which the project contributors are responsible and which they created for themselves. .

■ Agendas (see page 177): The tool offers an agenda administration to cover the todos in meetings. An invitation and a minutes report can be generated for an agenda.

■ Documents (see page 182): This tool offers a mini document management system. Folders, documents and links which are related to a project can be managed here.

■ Discussions (see page 186): This tool offers a project-related discussion forum.■ Stream (see page 189): This tool offers a view on all relevant actions and events which were performed in a

project.■ Archive (see page 191): In this tool, all project related reports are compiled from the report archive for the

selected project.

Tabs for a Template■ Properties (see page 73): The properties of the template are displayed for viewing or editing.■ Planning (see page 105): All instruments for building a project plan for the template are integrated in this tool.

The planning tool offers six different views.■ Discussions (see page 186): This tool offers a template-related discussion forum.

Tool Group PROJECTS - Overview Tab for a Portfolio 71

4.3 Overview Tab for a PortfolioThe first tab after having selected a portfolio in the project navigator is the Overview tab. It is used as dashboard for the portfolio and summarizes the most important information about the portfolio and the current status of the included projects.

The view contains different sections:■ Pipeline Stages: gives the number of projects per pipeline stage (details see ‘Pipeline Tool for a Portfolio’

on page 100■ Project Progress: gives the numbers of completed and open projects (and the percentage of completed

projects)■ Effort Progress: gives the numbers of actual and planned hours (and the percentage of performed hours)■ Resources: gives the numbers of planned, actual and expected open hours■ Costs: gives the budget, the numbers of planned, actual and expected open costs.■ Properties: selection of portfolio properties (active projects, planned hours: tatal and average, start and stop

date, SPI, CPI)■ Top Projects: list of top projects

Tool Group PROJECTS - Overview Tab for a Project72

4.4 Overview Tab for a ProjectThe first tab after having selected a project in the project navigator is the Overview tab. It is used as dashboard for the project and summarizes the most important information about the project and its current status.

The view contains different sections:■ Project Symbol (details see Analyse View of a portfolio on page 102■ Activity Progress: gives the numbers of completed and open activities (and the percentage of completed

activities)■ Effort Progress: gives the numbers of actual and planned hours (and the percentage of performed hours)■ Resources: gives the numbers of planned, actual and expected open hours■ Costs: gives the budget, the numbers of planned, actual and expected open costs.■ Properties: selection of project properties■ Todos: list of the ten newest todos■ Open Milestones: list of open milestones with their due date■ Milestone Trend Analysis (details see Milestones view in Controlling Tool on page 164)■ Risks (details see Risks view in Controlling Tool on page 160)

Tool Group PROJECTS - Properties Tab for Portfolios, Projects or Templates 73

4.5 Properties Tab for Portfolios, Projects or TemplatesThe properties of existing portfolios, projects or project templates in the projects portfolio can be viewed or edited. The dialog can be accessed with selecting the Properties tab after having selected the object in the project navigator on the left.

It depends on your access rights to the object whether the attributes in the dialog are editable or not.

The composition of the dialog is identical to the dialogs for adding a new portfolio, project or project template: ■ see ‘Adding a New Portfolio’ on page 75,■ see ‘Adding a New Project’ on page 76,■ see ‘Adding a New Template’ on page 85.

If you have edit rights, make your changes on the parameters and save the new settings with a click on the Save button at the top right. Your changes are discarded with a click on the Cancel button.

On editing the permissions of portfolios (you need administrator rights), there is a special checkbox available:

You can additionally define whether these changes shall also apply on the contained objects. For portfolios, there is the option Apply changes to sub-projects, portfolios and templates. If this option is not selected, the newly defined permissions of the portfolio are only inherited to future objects which will be created into this folder and not to the existing objects.

ToolbarA detailed description of the functions which are in addition available in the toolbar can be found with the given links.■ Portfolio: The toolbar contains the same icons as the toolbar on the Projects List tab (see page 74, without

the Properties, Copy, Save as Template and Delete icons).■ Template: The toolbar contains the icons for

■ Moving the template to another portfolio (see page 92), ■ Linking the template to another portfolio (see page 93),■ Deleting the template (see page 94).

■ Project: The toolbar contains the icons for■ Moving the project to another portfolio (see page 92), ■ Linking the template to another portfolio (see page 93),■ Copying the project (see page 93), ■ Deleting the project (see page 94), ■ Saving the project as Template (see page 95),■ if the Status Reporting Option is licensed, a button for generating a Project Order report is displayed. With

a click on this button, a comprehensive report is opened, which compiles all attributes of the project including the project plan (see page 95),

■ if the Status Reporting Option is licensed, a button for generating a Project Closure report is displayed. With a click on this button, a comprehensive report is opened, which compiles all data for the project closure from the status report (see ‘Report Project Closure’ on page 174). The button is available if the project is marked as closed in a status report (see ‘Adding a New Status Report’ on page 166).

Tool Group PROJECTS - Project List Tab for a Portfolio74

4.6 Project List Tab for a PortfolioThe third tab after having selected a portfolio is the Project List tab. It is used for the administration of projects and for structuring the portfolio tree. The portfolios act as folder or subfolder to structure the number of projects and templates. Project templates can be used to create projects with identical structures.

The view contains a toolbar with ten buttons. Initially, the buttons refer to the portfolio selected in the navigator.

The substructure of the selected portfolio is displayed below the toolbar in the main screen. Secondary portfolios can be opened or closed for display. Present portfolios, projects or templates can be selected. The buttons in the toolbar then refer to the marked object.

Columns of the TableFor every project beside the project name, the description, traffic light, stage, priority, % completed, start, finish date and the name of the project manager are displayed.

In the first column with the symbols, , it is indicated whether the status report has been accomplished or still has to be performed.

ToolbarFor a detailed description of the actions - beside printing -available in the toolbar, see the follwoing list. In order to initiate the actions a distinct access level is required.

Actions for users with Manager rights for the portfolio:■ ‘Adding a New Portfolio’ on page 75■ ‘Adding a New Project’ on page 76■ ‘Adding a New Template’ on page 85■ ‘Moving a Portfolio, Project or Project Template’ on page 92. To perform this action, you need Manager

access to the destination portfolio.■ ‘Deleting a Portfolio, Project or Project Template’ on page 94. To perform this action, you need Manager

access to the object to be deleted.

Actions for users with Observer rights for the portfolio:■ ‘Properties of a Portfolio, Project or Template’ on page 86

Tool Group PROJECTS - Project List Tab for a Portfolio 75

■ ‘Linking a Portfolio, Project or a Template’ on page 93. To perform this action, you need Manager access to the destination portfolio.

■ ‘Copying a Project’ on page 93. To perform this action, you need Manager access to the project to be copied and to the destination portfolio.

■ ‘Saving a Project as Template’ on page 95. To perform this action, you need Manager access to the project and to the destination portfolio.

4.6.1 Adding a New PortfolioA new portfolio can be added using the New Portfolio icon in the toolbar:

1 Navigate to the tool group PROJECTS and select in the project navigator the portfolio to which you want to add the new portfolio as subfolder.

2 Note that you need manager or administrator permissions on the portfolio in order to be allowed to create new portfolios in the portfolio.

3 Click on the icon New Portfolio in the toolbar.

4 The Properties tab of the new portfolio opens where you have to enter the Name of the new portfolio and optionally a Description. If the administrator of your onepoint PROJECTS application, additionally, has defined types of portfolios (see ‘Tool Group CUSTOMIZE’ on page 258), you can also select a portfolio type.

5 If you select a portfolio type for which additional fields are defined (see ‘Adding a new Custom Field’ on page 262), a second section Custom Fields is displayed. The naming of the section can also be defined by the administrator. Dependent on the fields which are defined, you have to enter additional parameters. Some of the attributes may be mandatory fields or require a unique value. An example for the Custom Fields section is given on page 79.

6 In the Scoring section, you can decide to use the scoring model of the superior portfolio or to overwrite it and adapt the Weighting. The score model will be used on the Analyse tab of the portfolio (see ‘Analyze Tool for a Portfolio’ on page 102).


7 In the Integrations section, you can define the paths for the document storage of the portfolio’s documents. Furthermore, you can decide to use a particular slack channel for this portfolio. This channel can be given here.

8 Select the permissions for the new portfolio at the bottom. The permissions of the superior portfolio are automatically used for the new portfolio. You are automatically added with at least manager rights for the new portfolio. A detailed description of how to change permissions is given in ‘Setting Permissions for Objects’ on page 311.

9 Click on the Save button at the top right.

10 onepoint PROJECTS adds the new portfolio to the portfolio tree. The user who created the portfolio has also the possibility to edit it or to delete it.

4.6.2 Adding a New ProjectSome project parameters can only be set by a user with administraor rights for a (new) project. For details, see the tables in the current chapter and also ‘Characteristics on Editing the Properties of a Project’ on page 86 and ‘Workflow Feature on Editing Project Properties’ on page 88.

3 Click on the icon New Project in the toolbar.

4 The Properties tab of the new project opens with the following five views. The listed sections are distributed on these views:

View Summary■ General ■ Context■ Custom Section

View Evaluation

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The slack integration allows to automatically import the project stream into the accordant slack channel. Backwards, todos and adhoc activities for a onepoint project can be created in Slack.

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To assign resources to a newly created project, the resources have to be present in onepoint PROJECTS before. A detailed description of how to create resources is given in the section ‘Tool Group RESOURCES’ on page 195.

A new project can be added using the New Project icon in the toolbar:1 Navigate to the tool group PROJECTS and select in the

project navigator the portfolio to which you want to add the new project.

2 Note that you need manager permissions on the portfolio in order to be allowed to create new projects in the portfolio.


■ Evaluation

View Advanced■ Goals and Non-Goals■ Constraints■ Project-Team ■ Hourly Rates■ Integrations

View History■ Versions■ Changes

View Permissions■ Permissions

For projects of simple kind, two additional views Planning and Controlling are inserted between the views Advanced and History as simple planning and controlling tools.

5 View Summary, Section General: Enter the Name of the new project, the Start Date and optionally the other parameters.

The parameters of the first section General are listed with a short description in the following table:


Name (mandatory) The name of the new project.


Kind One of these kinds can be selected:■ Simple■ Traditional (available if you have licensed the planning and controlling

option)■ Agile (available if you have licensed the option for agile planning)■ Jira (available if you have licensed the JIRA-Connector)

This setting cannot be changed anymore after the project has been created.

For projects of simple kind, the comprehensive planning and controlling tools are not available. These are replaced in the project properties by two tabs Plannign and Controlling which offer simple resource planning and controlling.

If the project is created with the kind Jira, the tasks of the project plan are synchronised from JIRA. The project plan can then not be edited in onepoint PROJECTS.

If the project is created with the kind Agile, the planning features are adapted to the agile planning method.

Number The number of the project. In the portfolio tree, this number is put in front of the project name.

Type The administrator of your onepoint PROJECTS application, additionally, can define types of projects (see ‘Tool Group CUSTOMIZE’ on page 258). In this case, you can also select a project type for traditional or agile projects.

Template A template can be selected which shall be used as base for the new project. This selection cannot be changed anymore after the project has been created.

Link to JIRA Project This field is available if you have licensed the option for the JIRA Connector. Independent of the project kind, the link to the JIRA project in your JIRA installation can be set. This setting cannot be changed anymore after the project has been created. The linking results in the synchronization of the releases and requirements from the JIRA project into onepoint PROJECT. The requirements are available as ad hoc tasks and can be added into the project plan. For projects of the kind Jira this transfer is done automatically for all tasks.

Description A short description of the project.

Pipeline Stage A pipeline stage can be selected for the project (see ‘Pipeline Tool’ on page 269). This setting can only be done by a user with administrator rights for the project. When the workflow for the change of the pipeline stage is activated in the system settings, a user with manager rights can create a request for such a change. The request can be approved by a user with administrator rights (see ‘Workflow Feature on Editing Project Properties’ on page 88).

Status One of the traffic light colors red, yellow or green can be assigned to the project. In the system settings, it can also be defined that the status is automatically determined. With this setting, the status cannot be manually edited.



6 View Summary, Section Context: Four text fields are displayed. The situation, rationale, miscellaneous and the decision comment can be entered here. In addition, the decision date to execute the project and the date when the project is completed can be set. Both dates can only be set by a user mit administrator rights for the project..When the workflow for setting these dates are activated in the system settings, a user with manager rights can create a request for such a change which can be approved by a user with administrator rights (see ‘Workflow Feature on Editing Project Properties’ on page 88).

7 If you have selected in the section General a project type for which additional fields are defined (see ‘Adding a new Custom Field’ on page 262), an additional section Custom Fields is displayed. The naming of the section can also be defined by the administrator. Dependent on the fields which are defined, you have to enter additional parameters. Some of the attributes may be mandatory fields or require a unique value.

Start (mandatory) The start date of the project. If a template is selected for creating the project, the system copies the activities defined in the template and shifts them using the start date of the project, keeping at the same time the gaps and dependencies. The finish and start date of the project are shown in the portfolio list. In the Gantt diagrams, they are marked with colored lines. Activities in the project plan cannot start before the start date of the project or can be shifted before this date.

Finish The finish date of the project. The finish and start date of the project are shown in the portfolio list. In the Gantt diagrams, they are marked with colored lines.



8 View Evaluation: Here, the criteria which are used for the portfolio analysis are evaluated. In addition, a comment can be added.

9 View Advanced, Section Goals and Non-Goals: Enter the goals of the new project. Goals are objectives of a project which cannot be represented in the plan but are important for the project success (e.g. the acceptability or scalability in software projects). A goal can be added by a click on the plus icon at the bottom of the list. Enter the Subject of the goal. Additionally, each goal can be marked with a Priority. Goals can be deleted with a click on the minus icon (several goals can be selected and deleted at once). The form also offers the possibility to enter non-goals of the project. The achievement of goals and non-goals can be marked by selecting the checkbox for each entry.


10 View Advanced, Section Constraints: The project budget and the savings potential can be entered. Additionally, three check boxes are available. Also the probability and the project calendar can be set.

A description of the settings in the section Constraints is given in the table:


Priority A priority between one and five can be assigned to the project.


11 View Advanced, Section Project Team: Assign the resources to the project. A text field for the description of the project organization and the possibility to upload an organisational chart are available.

Classification A classification can be selected for the project (see ‘Classifications Tool’ on page 271).

Probability (%) Gives the probability that the project will be realized. This setting can be used a filter in the resource utilization chart (see ‘Utilization Tab for Resource Pools, Collection Resources or Resources’ on page 217).

Budget (€) The amount of the project budget. The value is only used for documentation. There is no control of exceeding this limit in the costs planning of the project. The budget can only be set by a user with administrator rights for the project.

Savings Potential The amount of the saving potential.

Progress Mode The selection offers■ Contributor Estimations: contributors of a project can account in their

work slips for effort, costs and the open effort/costs of tasks. Hence, the time tracking has to be enabled. With the estimation of the contributors for the open effort and costs, the percentage of completion is automatically calculated for the accordant activity.

■ % Complete: This setting allows to manually set the % complete values. It can be given by the project contributor and be overwritten by the project manager. With this selection, there is additionally the option to select whether time tracking by the contributors should be allowed or not. ■ enable time tracking: the contributor can enter the actual effort and

the % completed. The values are not connected. ■ disable time tracking: the % completed can be given by the project

contributor.■ Automatic: the time tracking has to be enabled for this selection.

Contributors of a project can account in their work slips for actual effort and costs. The progress is calculated by the actual effort and the planned effort.

Link duration to effort If this check box is selected effort and duration of activities are linked in a way that the duration is calculated from the effort and the assigned resources and vice versa. If this check box is not selected, duration and effort can be independently planned.

Archived This check box can be selected, once the project is finished and is ready to be archived. Archived projects are not available anymore at the planning and controlling tools.

Calendar A calendar can be selected for the project (see ‘Calendars Tool’ on page 299).



The assigned resources can be organized in virtual teams using the arrow symbols and the symbol for adding a virtual team below the resource list. A project role (see ‘Project Roles Tool’ on page 272) and a function can be assigned to each resource.

Furthermore, you can select which resource is the project manager and who is the issue coordinator. Both assignments can not be done until the resources are assigned to the project itself.

The project manager automatically gets manager rights for the project. The issue coordinator gets the right to assign issues to resources. Hence, the issues are displayed in the personal task list of the assigned resources.

Also, the project can be assigned to an external customer and an internal sponsor. You need observer rights for the customer (see ‘Customer Tool’ on page 228).

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To add resources to a project newly to be created, the resources have to be present in onepoint PROJECTS before. A detailed description of how to create resources is given in the section ‘Tool Group RESOURCES’ on page 195.

Resources can be added by a click on the plus icon at the bottom of the list. A new dialog opens where you can select a resource. Click OK. You need manager rights for the resource to add it to the project team.The resource is added to the resource list of the project.

An assigned resource can be again deleted by a click on the minus icon (several resources can be selected in the list and deleted at once).

Also resource pools can be assigned to a project.


12 View Advanced, Section Hourly Rates: Project specific hourly rates of each resource can be defined here. The resources of the project team are listed. If the checkbox is selected for a resource, the internal and external rates are displayed and can be selectively overwritten for this project. In addition, you can specify time-dependent hourly rates for the resource in the project. During the selected period, these rates override the general or project dependent rates defined for the resource.

To add periods, select a resource and click on the plus icon at the bottom of the list. The dates and rates can directly be edited in the corresponding fields of the new entry. A defined period can be again deleted by a click on the minus icon (several entries can be selected in the list and deleted at once).

13 View Advanced, Section Integrations: The paths for the document storage can be defined here. Furthermore, you can decide to use a particular slack channel for this project. This channel can be given here.


14 The View History (Versions in previous Releases) is not relevant on creating a project since at this moment no history of the project plan yet exist.

15 Select the permissions for the new project in the section Permissions. The permissions of the superior portfolio are automatically used for the new project. You are automatically added with at least manager rights for the new project. A detailed description of how to change the permissions is given in ‘Setting Permissions for Objects’ on page 311.


17 onepoint PROJECTS adds the new project to the portfolio tree. The user who created the project has also the possibility to edit it or to delete it.

4.6.3 Adding a New TemplateProject templates can be used for standardization of the project business. They can be planned similarly to projects but without resources (see ‘Planning Tab for a Project or Template’ on page 105).

onepoint PROJECTS offers two ways to create a project template:■ ‘Saving a Project as Template’ (see page 95):

An existing project with all project settings, including the activities but without resource assignment, goals, todos and attachments, is saved to the template. Additionally, the start dates of the activities are standardized to a start date at 01.01.01.

■ Adding a new template: An empty, new template is created.

1 Navigate to the tool group PROJECTS and select in the project navigator the portfolio to which you want to add the new template.

2 Note that you need manager permissions on the portfolio in order to be allowed to create new templates in the portfolio.

3 Click on the icon New Template in the toolbar.

4 The Properties tab of the new template opens where you have to enter the Name of the new template and optionally a Description.


5 The administrator of your onepoint PROJECTS application, additionally, can define types of projects (see ‘Tool Group CUSTOMIZE’ on page 258). In this case, you can also select a project type.

6 If you have selected in the section General a project type for which additional fields are defined (see ‘Adding a new Custom Field’ on page 262), an additional section Custom Fields is displayed. The naming of the section can also be defined by the administrator. Dependent on the fields which are defined, you have to enter additional parameters. Some of the attributes may be mandatory fields or require a unique value.

7 Select the permissions for the new template in the section Permissions. The permissions of the superior portfolio are automatically used for the new template. You are automatically added with at least manager rights for the new template. A detailed description of how to change the permissions is given in ‘Setting Permissions for Objects’ on page 311.

8 Click on the Save button.

9 onepoint PROJECTS adds the new template to the portfolio tree. The user who created the template has also the possibility to edit it or to delete it.

4.6.4 Properties of a Portfolio, Project or TemplateThe button Properties in the toolbar is active on the tab Project List as soon as an element (portfolio, project or template) of the sub-structure is selected. With a click on the button, the view switches to the Properties tab (see page 73) of the selected object. The accordant element is then also selected in the project navigator on the left side.

4.6.5 Characteristics on Editing the Properties of a ProjectThe following properties can only be changed by users with administrator rights:■ permissions■ delete versions of the project plan■ select baseline version (for controlling)■ budget■ pipeline stage■ project manager■ project decision■ completed


■ assign ressource to project (administrator rights or manager rights fo project and ressource)

A version of the project plan can be deleted by a click on the minus icon at the bottom of the list (this is only available for users with administrator rights, several versions can be selected in the list and deleted at once).

A dialog opens where you can confirm the deletion. Click OK. The version is deleted from the version list of the project. The numbering of the versions persists.

A user with manager or administrator rights for the project can administer project changes on the History view. The changes from the past are listed in this section. With a click on a change, the properties of the change can be viewed or edited (by a user with administrator rights).

Tipps

If the progress mode is edited after the creation of the project a complete recalculation of the project is performed.

If you shift the Start date of the project to a later date, the activities in the project plan are shifted by the same offset.

If the hourly rates of resources are modified and activities for these resources are already planned, the personnel costs in the valid project plan are not changed until a working copy of the project plan is created. Are there already work slips of the accordant resources for the project, the actual personnel costs are modified once the changes in the dialog for editing the properties are saved.

In the view History, the versions of the project plan so far created are listed. A new version is created if a user reserves a project plan and checks the revised plan in (see ‘Planning Tab for a Project or Template’ on page 105). One version in the list can be defined as the Baseline Version. The data of this version can then presented as the base data in the controlling views and in the report Project Progress. If no version is explicitly selected as a baseline version, the newest version is taken as baseline.

Each version can be marked with a name.

If the Status Reporting Option is licensed, the first column contains the icons which mark the status of the assigned status report.


With a click on the plus icon, a dialog opens where a new change in the project can be defined.

4.6.6 Workflow Feature on Editing Project PropertiesSome of the project attributes (pipeline stage, decision, completed) and new ressources can only be edited by a user with administrator rights for the project. onepoint PROJECTS supports five small workflows for such changes. The change can be requested by a project manager and has to be approved in a second steep by a user with administrator rights (see ‘Todos from a Workflow’ on page 36).

If the accordant workflow feature is set active in the system settings (see ‘Workflows Tool’ on page 280), the attribute is marked in the Properties dialog with a workflow icon.


In the Summary view of the project properties, there are three attributes using the workflow feature:■ Pipeline Stage■ Decision■ Completed

With a click on the workflow icon, the request for a change of such an attribute can be commented and requested.

The attribute is then marked with an icon which displays that a change is requested.

The workflow feature is also integrated into the resource selection:


After assigning a resource by the project manager, a workflow icon marks that a change in resource assignment is requested.

On the History view, project changes can also be administered using the workflow feature. After having added a change request, a workflow icon marks that a change is requested.

The change request appears as a todo in the todo list for users with administrator rights for the project.


4.6.7 Planning and Controlling of Simple ProjectsIn the planning view of projects with simple kind, the overall effort of resources and the miscellaneous project costs can be planned per project week. In this simple planning variant, no project activities are available.

The calendar weeks between start and end date of the project are displayed as columns. The effort and costs can directly be entered into the table (personal costs and proceeds are automatically calculated from the hourly rated of the resources).

The planned effort appears in the activity list of the resources. The users can track effort and costs for the weeks of the project.

In the controlling view of projects with the kind Simple, the overall effort of the resources and the overall project costs are displayed for the project.

The planned effort, the actual effort, the open and revised effort, the % completed and the absolute and percentage variance are displayed per resource. For the costs with the personal costs, the miscellaneous costs and the proceeds, the planned, actual, open and revised values and the absolute and percentage variance are displayed, as well.

The project manager can revise the values of the effort and the %complete depent of the setting for the progress mode.


4.6.8 Moving a Portfolio, Project or Project TemplateA portfolio, project or project template can be moved to another position in the projects portfolio:

1 Navigate to the tool group PROJECTS and select in the project navigator the portfolio which you want to move completely or partly. Note that you need manager permissions on the object which you want to move.

2 If you want to move elements included into the selected portfolio, mark the sub-portfolio, project or template you want to move on the tab Project List. You can also mark multiple elements. If you want to move only a single element, you can also directly select this element in the project navigator on the left hand. The button Move is then available on the tab Properties, as well.

3 Click on the icon Move in the toolbar.

4 A new dialog opens where you can select the target portfolio. Note that you need manager permissions on the portfolio in order to be allowed to move objects.


5 After selecting the portfolio, click on the OK button of the Select Portfolio dialog.

6 The portfolio, project or project template which you selected is moved to the new position.

4.6.9 Linking a Portfolio, Project or a TemplateThe procedure for linking a portfolio, project or template is identical to moving such an object. In the selected target portfolio a link to the originally selected object is created. You need manager or administrator rights for the target portfolio.

4.6.10 Copying a ProjectA copy of a project can be created at any position in the projects portfolio:

1 The project can be selected in two different ways:■ Navigate to the tool group PROJECTS and select in the project navigator the portfolio which contains the

project you want to copy. Select the project which you want to copy on the tab Project List.■ Navigate to the tool group PROJECTS and select in the project navigator directly the project which you

want to copy.

2 Click on the icon Copy in the toolbar.

3 A new dialog opens where you can enter the name of the copy and select the target portfolio. Note that you need manager permissions on the project, all project resources and the target portfolio in order to be allowed to copy a project.


4 After selecting the portfolio, click on the OK button.

5 A copy of the selected project is created at the selected position. The according project plan is available as a working copy which has to be checked-in by you.

4.6.11 Deleting a Portfolio, Project or Project TemplateA portfolio, project or project template in the projects portfolio can be deleted using the icon Delete in the toolbar:

1 Navigate to the tab Project List in the tool group PROJECTS. You need manager or administrator rights for the object which you want to delete.

2 Select the portfolio, project or template which you want to delete. Several entries can be selected at once.If you want to delete only a single element, you can also directly select this element in the project navigator on the left hand. The button Delete is then available on the tab Properties, as well.




6 onepoint PROJECTS deletes the portfolio, project or template which you selected for deletion.


4.6.12 Saving a Project as TemplateA project template can be created which is based on a project in the project portfolio. The template is created using the icon Save as Template in the toolbar. To perform this action you need manager or administrator rights for the project.

1 The project can be selected in two different ways:■ Navigate to the tool group PROJECTS and select in the project navigator the portfolio which contains the

project you want to save as template. Select the project from which you want to create a template on the tab Project List.

■ Navigate to the tool group PROJECTS and select in the project navigator directly the project which you want to save as template.

2 Click on the icon Save as Template in the toolbar.

3 A dialog window opens where you have to select the target portfolio. Enter the name of the template to be created. Note that you need manager permissions on the portfolio in order to save the template.

4 Click OK to confirm the creation.

5 onepoint PROJECTS adds the new template to the portfolio tree. All project settings, including the activities (but without resource assignment, goals, todos and attachments) are inherited from the project. The dates of the plan are standardized to a start date at 01.01.01.

4.6.13 Report Project OrderIn the Project Order report the following settings are compiled:

1 Project Properties

2 Description

3 Situation

4 Rationale

5 Goals

6 Non-Goals

7 Project Activities


8 Milestones

9 Deliverables

10 Miscellaneous

11 Risks

12 Project Effort

13 Project Budget

14 Project Organisation

15 Project Team

16 Decision

Tool Group PROJECTS - Status, Progress, Dates, Resources, Costs, Pipeline and Analyze Tabs for 97

4.7 Status, Progress, Dates, Resources, Costs, Pipeline and Analyze Tabs for Portfolios

After having selected a portfolio in the project navigator on the left, beside the Overview, Properties and Project List tab, there are seven more views available which can be accessed by the tab navigation.

These seven views are basically the same views as used in the MY WORK tools group on the Projects tab (see ‘Projects Tab’ on page 47). The main difference is that there a user-specific flat list of projects is displayed whereas here the contained projects are presented for a portfolio.

On some of the views here (Status, Progress, Effort and Costs), the tree structure is used to display summarized information about the projects contained in the portfolio. On the tabs Dates, Pipeline and Analyze the projects contained in the selected portfolio are displayed in the appropriate diagram.

The same toolbar as described for the ‘Project List Tab for a Portfolio’ (see page 74) is displayed for each tab.

FiltersBelow the toolbar, there is the possibility to display or hide the filter for the table or chart. With a click on the Filter icon, the three following filter fields are unhidden:■ Pipeline Stage (the selection contains the status which are administered in the system, see ‘Pipeline Tool’ on

page 269).■ Project Type (the selection contains the project types which are administered in the system, see ‘Definition of

Custom Types for Portfolios, Projects, Pools and Resources’ on page 258), ■ Role (Observer, Contributor or Manager).

The project list can be accordingly filtered. A further click on the Filter icon hides the filter fields again.

4.7.1 Status Tool for a Portfolio The Status view compiles all traffic lights which are available for a project. These traffic lights are fetched from the current status report of the project and from the setting in the properties dialog of a project. In the system settings (see ‘Settings’ on page 282), also an automatic determination of these statuses can be set. In the last column, the date of the last status report is displayed (in case that the Status Reporting Option is licensed).

In the first column with the symbols, , it is indicated whether the status report has been accomplished or still has to be performed.

4.7.2 Progress Tool for a PortfolioThe Progress view shows for every project the progress based on dates, resources and costs. This progress is displayed as percentage trend bars. The deviation from plan for these three dimensions is given as percentages, as well. In the last column, the date of the last status report is displayed (in case that the Status Reporting Option is licensed). In the first column with the symbols, , it is indicated whether the status report has been accomplished or still has to be performed.


4.7.3 Dates Tool for a PortfolioIn this view, the projects are displayed in a GANTT diagram with their start and finish dates. The degree of completion (related to effort) is shown as a black line inside the bar of a project. The number of completion is also given to the right of the bar.

4.7.4 Resources Tool for a PortfolioIn the view Resources, for every project the numbers of planned, actual, remaining and expected hours are displayed. The deviation between the base and the expected hours is given in hours and as percentage. The data is the aggregation of the data in the Controlling tool in the tool group PROJECTS (see ‘Resources View’ on page 153). In the first column with the symbols, , it is indicated whether the status report has been accomplished or still has to be performed.


Columns of the tableThe projects are listed with the following parameters:

4.7.5 Costs Tool for a PortfolioIn the view Costs, for every project the numbers of planned, actual, remaining and expected costs are displayed. The deviation between the base and expected costs is given as absolute value and as percentage. The data is the aggregation of the data in the Controlling tool in the tool group PROJECTS (see ‘Costs View’ on page 157). In the first column with the symbols, , it is indicated whether the status report has been accomplished or still has to be performed.


Project Name of the project. With a click on the project name, the project plan can be directly accessed.

Base (h) The planned effort for the project plan (the currently checked-in project plan or the selected baseline version, respectively; see page 87). The value is given in hours.

Actual (h) The actual effort (registered by the work slips of the resources) for the total project. The value is given in hours.

Rem. (h) The remaining effort is the difference between base and actual effort. The value is given in hours. A negative value shows that the plan is exceeded.

Expected (h) The expected effort is a linear extrapolation using the degree of completion (which is calculated from the collected individual open efforts). The value is given in hours.

Variance (h) The variance is calculated as the difference between the expected effort and the base. The value is given in hours.

Variance (%) This column gives the percentage variance of the expected value referred to the base effort.


Columns of the tableThe projects are listed with the following parameters:

4.7.6 Pipeline Tool for a PortfolioThe pipeline shows you a graphical visualization of the projects.


Name Name of the project (or portfolio). With a click on the project name, the properties of the project can be directly accessed.

Base (€) The planned costs for the project plan (the currently checked-in project plan or the selected baseline version, respectively; see page 87). The value is given in the currency which is set in the system settings.

Actual (€) The actual costs (registered by the work slips of the resources) for the total project. The value is given in the currency which is set in the system settings.

Rem. (€) The remaining costs are the difference between planned and actual costs. The value is given in the currency which is set in the system settings. A negative value shows that the plan is exceeded.

Expected (€) The expected costs are a linear extrapolation using the degree of completion (which is calculated from the collected individual open costs). The value is given in the currency which is set in the system settings.

Variance (€) The variance is calculated as the difference between the expected costs and the base. The value is given in the currency which is set in the system settings.

Variance (%) This column gives the percentage variance of the expected value referred to the base costs.

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The sequence and the color of the pipeline stages in the diagram is defined by the listing of the pipeline stages in the component Pipeline Stage in the tool group CUSTOMIZE (see ‘Pipeline Tool’ on page 269).

The projects are categorized according to their status. The diagram does only contain projects to which a pipeline stage is assigned (see ‘Adding a New Project’ on page 76 or ‘Characteristics on Editing the Properties of a Project’ on page 86). The length of the project bar gives the relative size of the projects. The contained colored bar gives the degree of project completion. The color of the bar (gray, yellow, red) is used as a traffic light function for the performance of the project.


There are eight view types available for displaying the pipeline:■ General: An overview is given whether the project is in plan regarding all dimensions.■ Manager: The status referring to the manager traffic light is displayed.■ Customer: The status referring to the customer traffic light is displayed.■ Quality: The status referring to the quality traffic light is displayed.■ Dates: The status regarding the dates is given. ■ Resources: The status regarding the effort is given.■ Costs: The status regarding the costs is given.■ Risk: The status regarding the risks given.

The respective traffic lights are taken as a base for these statuses in the pipeline.

With a mouse-over on a project bar, a small window opens, which displays the key data of the project. The name of the project, its number, status, the start and finish date, the priority, the degree of project completion, and the percentage deviations from the project plan (referred to the base effort and to the base costs) are displayed, as well.


4.7.7 Analyze Tool for a PortfolioThe Analyze Tool offers several layouts for the multidimensional presentation of project data. Graphical (e.g. bubble charts) and tabular presentations for the portfolio analysis and prioritization are available. The visualization is based on configurable criterias.

Hence, multiple projects, the complete portfolio or distinct parts of the portfolio can be compared in manifold ways.

In order to use the tool, the criteria which are the base of the presentation have to be defined in the system settings (see ‘Criteria Tool’ on page 276).

Tabular ViewIn the first tabular view, the projects are listed in lines together with the criteria as columns.

Bubble ChartIn the second view, the presentation of the projects in a bubble chart can be configured.


One of the criteria can be assigned each to the x axis, to the y axis, to the color of the bubble and to the size of the bubble. Furthermore, the number of the quadrants can be set. Each configuration can be saved as a View Type of the chart.

As soon as one view type is saved, it can be selected from the View Type menu. In this menu, there is also an entry for managing the view types. With a click, a new window opens in which the view types are listed. One view type can be selected as the default view type.


Additional Multidimensional ViewsIn the third view, the projects are visualized with several project dimensions.

Using the flow layout, the projects are sorted after one criteria (or the project name).

In the matrix layout, the assignment of two criteria as x and y axis is possible, in addition.

In both representations the following data of the project are visualized:■ Project status: color at the top■ The three dimensions Costs, Effort and Time are depicted as third within the project circle. ■ The first level activities are depicted as circles outside of the main project circle.■ The degree of performance is depicted for the costs, the effort, the time, the complete project and the single

activities by a colored filling.

Each configuration can be saved as a View Type of the chart.

As soon as one view type is saved, it can be selected from the View Type menu. In this menu, there is also an entry for managing the view types. With a click, a new window opens in which the view types are listed. One view type can be selected as the default view type.

Tool Group PROJECTS - Planning Tab for a Project or Template 105

4.8 Planning Tab for a Project or TemplateOn selecting a project or template in the project navigator on the left, the third tab is the Planning tab. All instruments for planning a project are integrated in this tool. This tab is only available if the Planning and Controlling Option is licensed. For projects of the simple kind, the tab is not displayed, as well.

Different Views of the Project PlanIn the main part of the screen, the project plan of the selected project or template is displayed. Depending on the licensing up to nine views are available which can be accessed by the sub-navigation. These views on the project plan are completely synchronic. Most views allow you to add new activities, tasks or entries.■ ‘Work Breakdown Structure (WBS) View’ (see page 110): This design offers a concise approach to the

different levels of a project plan. The operating figures Effort, Costs and Proceeds can easily be accessed. The degree of completion is indicated by a singular (the activity is started, > 0 %) or double (100 %) crossing of an activity.

■ ‘Deliverables View’ (see page 111): this table offers the possibility to plan deliverables. The deliverables can be linked to activities of the project plan.

■ ‘Activity List View’ (see page 112): This is the classical element of project planning and holds by far most of the information.

■ ‘Schedule View’ (see page 115): This design is also named bar chart or GANTT diagram. It can easily be used for the time planning and for administration of connections between activities.

■ ‘Utilization View’ (see page 116): This view offers a graphical representation of the resource assignment. At a glance, resource conflicts can be identified. It can be easily seen which resources are not planned at full capacity and which are overloaded. Resource conflicts can be solved by shifting tasks to other resources. This view is not displayed for templates. For a project with agile planning, this view is not displayed.

■ ‘Costs View’ (see page 117): This list compiles the automatically calculated personnel costs and offers to manually plan the costs of the other cost types. The planning is done on the leaves of the project structure. It's a "bottom up" cost planning approach.

■ ‘Risks View’ (see page 118): All tools for administrating a risk plan are available in this component. The risk management is an additional option for onepoint PROJECTS which has to be licensed separately. If this option is not licensed, the accordant view is not displayed. This view is not displayed for templates.

■ ‘Stakeholders View’ (see page 121): All tools for administrating a stakeholder plan are available in this component. The stakeholder management is an additional option for onepoint PROJECTS which has to be licensed separately. If this option is not licensed, the accordant view is not displayed. This view is not displayed for templates.

■ ‘Milestones View’ (see page 122): This list compiles all milestones with their dates and the appointed payments. For a project with agile planning, this view is not displayed.

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Before starting to plan a project, the resources for the project have to be created and to be linked with users. A detailed description of how to create resources is given in the section ‘Tool Group RESOURCES’ on page 195.

The planning tool of onepoint PROJECTS can also be used for templates. The assignment of resources, the evaluation of personnel costs and the comparison of planned and actual data, however, are not available for templates. The views Resources and Risks are not displayed for templates.If the additional option for agile planning is licensed, the planning and controlling tool offers special features for this way of planning.

Tool Group PROJECTS - Planning Tab for a Project or Template106

ToolbarFor all views a toolbar is displayed at the top of the main screen. This toolbar contains seven actions which refer to the project plan as a whole. The toolbar includes buttons for printing, versioning, importing and exporting of a project plan. The eighth icon Properties refers to a single activity after its selection in the plan.

For editing the activities of a project plan, a working copy of the project plan has to be created (Edit icon). Changes in the plan can be Saved to the working copy. A new version of the plan can be created by a Check-in. The modifications can also be discarded and you can Revert to the last version of the project plan.

A project plan can be Imported from an external file in the Excel or mpx format (used by Microsoft Project and also other project management tools). For the import also the format of project plans which have been created using Mindmeister are supported. A project plan created in onepoint PROJECTS can be Exported into an Excel, mpx or xml file.

With the Print icon the displayed project plan can be printed.

For a detailed description of the actions available in the toolbar, see:■ ‘Editing a Project Plan’ on page 107,■ ‘Saving a Project Plan’ on page 107,■ ‘Checking-In a Project Plan’ on page 108,■ ‘Reverting a Project Plan’ on page 108,■ ‘Properties of an Activity in a Project Plan’ on page 123,■ ‘Importing a Project Plan’ on page 109,■ ‘Exporting a Project Plan’ on page 109.


4.8.1 Workflow for Developing and Editing a Project PlanFor editing the activities of a project plan, the project plan has to be reserved and a working copy of the plan has to be created on the server. If another user is currently working on the same project plan, the Edit icon is deactivated (the icon and label are grayed).

For a user who has created a working copy of the project plan by a click on the Edit icon, the Save, Check-In and Revert icons become active. Changes in the project plan can be saved. A new version of the project plan which is then available to other users can be created from the edited working copy by a check-in. The changes in the working copy can be discarded by reverting to the last version of the project plan.

The icons Edit, Check-In and Revert are inactive if simultaneously a status report for this working copy is present. The current project plan can only be released on submitting the status report.

Editing a Project PlanOn editing a project plan, a working copy of the project plan which is only available to the editing user is created on the server. If another user is already working on the same project plan, this functionality is not available. In this case, the Edit icon in the toolbar is inactive (icon and label are grayed). In the footer, the name of the user, who is currently working on the plan, is given. Also in the project navigator, the current user of the project plan is given in the mouseover text o the project name. The other user has to check-in or revert the project plan, so that a new working copy can be created on the server. Users with the access level system can revert an existing project plan, as well. Only users with the role Manager or Administrator for this project are authorized to edit a project plan.

1 Select in the project navigator the project for which you want to edit the plan.

2 Navigate to the tab Planning.

3 Click on the icon Edit in the toolbar.

4 A working copy of the project plan is created on the server which is only available to the editing user. The Edit icon has become inactive (icon and label are grayed), the Save, Check-In and Revert icons have become active. The data from the last version of the project plan (or from the baseline version) is presented in every view to all other users. Only the owner of the working copy can also choose the working copy of the plan for the planned data in the controlling views.

Saving a Project PlanThe changes in the project plan can be saved by a click on the Save icon. It saves the data to the working copy of the project plan. Other users still view the data of the last version of the project plan.

When you are finished editing the project plan and you want to distribute the tasks to the linked users of the resources and to include the new planning data into the controlling and status features, you have to check in the project plan.

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The data of the working copy is only displayed to you in the Planning tool. Also in the controlling components you can choose this copy for the planned data. To other users, the components for controlling and reporting present the data of the last checked-in version (or the selected baseline version, respectively; see page 87).

Some modifications of system settings or a change in the hourly rates of resources require a recalculation of the project plan. Such a calculation cannot be accomplished until a working copy of the project plan is available. Hence, after a click on the Edit icon it may occur that you get the notice that the plan will now be recalculated.

5 Now, the project plan can be exclusively edited by you. The various functionalities to edit the data of the project plan are described in the sections■ ‘Properties of an Activity in a Project Plan’ on

page 123,■ ‘Editing the Activities of a Project Plan’ on

page 127,■ ‘Edit Activity Dialog’ on page 134,■ and in the sections about the different views.


Checking-In a Project PlanA project plan can be checked-in after having finished the editing of the plan. This functionality is only available to users who created a working copy of a project plan by a click on the Edit icon. The check-in will update the project plan using the data you just entered into your personal working copy of the plan and recalculate all controlling data. In addition, each planned task will now appear in the personal task lists of the linked users.

1 Select in the project navigator the project for which you want to check-in the plan which you edited before.

2 Navigate to the tab Planning.

3 Click on the icon Check-In in the toolbar.

4 A dialog opens where you can add a name and a comment to the new version of the project plan. Additionally, you can select whether the WBS codes should be recalculated. Click OK to check in the plan.

5 A new version of the project plan is created from the working copy of the project plan. The new version is visible to all users. The reservation of the project plan is revoked and it can be edited again by other users. All controlling numbers and the personal task lists are recalculated with the new planned data. The process of the check-in is protocolled in the Properties dialog of the project (in the section Versions, see page 87).

Reverting a Project PlanThe changes in a project plan can be reverted. This functionality is only available to users who created a working copy of a project plan by a click on the Edit icon.

1 Navigate to the tab Planning in the tool group PROJECTS.

2 Select in the project navigator the project for which you want to revert the plan which you edited before.

3 Click on the icon Revert in the toolbar.

4 A dialog opens where you can confirm the reversion.

5 Click OK to confirm the reversion.

6 The last version of the project plan is fetched and the working copy of the project plan is discarded. Now, the project plan can be edited again by other users.


4.8.2 Importing a Project Plan


2 Select in the project navigator the project for which you want to import a plan from an external application.

3 Click on the icon Import in the toolbar.

4 A window opens with the notification that all existing activities in the project plan will be lost by the import.

5 A dialog opens in which you can select the format of the import file.

6 A dialog opens where you can select a file from your file system.

7 The planning data from the file is inserted into the project plan of the selected project. All current activities will be replaced.

4.8.3 Exporting a Project PlanA project plan which was created using onepoint PROJECTS can be exported into an mpx, Excel or XML file. The project plan can then be used by another project management software.


2 Select in the project navigator the project for which you want to export the project plan.


4 A dialog opens in which you can select the format of the export file.

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A project plan can be imported into onepoint PROJECTS as long as no work slips exist for any activity.

Assignments of resources can only be transferred into onepoint PROJECTS if the accordant resources are already present and assigned to the project.

A project plan which was created using another project management software than onepoint PROJECTS can be imported. This functionality can be used to import an initial project plan which will then be revised in onepoint PROJECTS. The project plan which shall be imported has to be in the Excel or mpx file format. This file format can be created by Microsoft Project and most other project management software tools. Also mindmaps which have been created using Mindmeister can be imported into onepoint PROJECTS as an initial project plan.


5 A second dialog opens where you can select the location of the file in your file system.

6 The planning data is exported in the selected file format.

4.8.4 Work Breakdown Structure (WBS) ViewIn the first view, the activities of the project plan are displayed in a work breakdown structure.

Appearance of the DiagramThe name of the project is given in the dark-gray rectangle at the top of the diagram. In the row below, all activities of the first range are shown side by side. The rectangles of milestone activities are marked with a diamond at the top right (they must not have any sub-activities). Springs are accordingly marked with a runner symbol, tasks with a check mark.

To characterize the levels in the WBS, the activities are hierarchically numbered.

Each rectangle contains the name of the activity. One diagonal line marks activities which have been started (completion degree > 0 %). Two diagonal lines mark activities which are completed.

FiltersAt the right above the diagram, the number of Outline Levels (2, 3, 4, 5, All) and the View Type can be defined.

The appearance of the diagram depends strongly on the selected Outline Level. For the default level 2, the direct sub-activities of the first level collection activities, collection tasks and sprints are displayed one below the other. If a higher level is chosen, the rectangles of the same range are displayed one beside the other.

The View Type defines which kind of information shall be added to the rectangles. The entries Simple, Effort (Effort, Costs and Proceeds), Scheduled (Start, Finish and Responsible) and Progress (referred to Effort, Duration and Percent Completed) are available.

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There are some well-known problems related to the import of mpx files into Microsoft Project in case that the locale of the system which created the mpx file does not match the locale of the Microsoft Project system. To avoid such problems, please, select the appropriate language of the Microsoft Project installation in your user preferences. of onepoint PROJECTS (see ‘Editing the User Preferences’ on page 31.


4.8.5 Deliverables ViewThe table in the second view offers the possibility to plan deliverables. The deliverables can be linked to activities or refer to the project level itself.


Columns of the TableThe deliverables are listed with the following parameters:

4.8.6 Activity List ViewIn the third view, the activities of the project plan are displayed in a list.

Parameter Editable Description

Deliverable Yes Name of the deliverable.

Description Yes Description of the deliverable.

Due Yes Optional due date.

Activities Yes Activities which are linked to the deliverable.

Status Yes Status of the deliverable (see ‘Deliverables Tool’ on page 273).


Columns of the TableActivities are listed with the following parameters:


No The number of the activity.

No If the project is linked to a JIRA project, a release, issue or sub-task is marked with the accordant icon.

No If the data is not feasible at all, a orange (warning) or red (error) exclamation mark is displayed

No When an attachment or comment was created for the activity, the activity is marked in this column with an icon for the attachment or comment. In case that the resource allocation is not yet finished, the activity is marked in this column with an orange circle.

A public activity is marked with a blue icon.

WBS Yes Gives the number of the activity in the WBS. The numbers are automatically created on the first release of the project plan.

If a sub-project is integrated into the project plan, it gets a normal WBS code. If public activities of such sub-project sare integrated into a project plan, the WBS of such activities have the following format:■ plan not yet checked-in: no WBS■ sub-project has no project number:

(WBS code of sub-project) - (WBS of activity in sub project)■ sub-project has aproject number:

(project number) - (WBS of activity in sub project)

Activity Yes Name of the activity


Active AssignmentsThe resource in the activity list is marked by the icon to indicate an active assignment from the JIRA synchronisation. This feature offers more flexibility to handle an updated resource assignment from JIRA. An active assignment in the onepoint PROJECTS project plan is created if the resource of an issue was changed in JIRA. The project manager can then decide whether he wants to take over the new resource or he wants to reset the plan value. With a click on the icon, a dialog opens. If the project plan is a working copy, the project manager can edit the active assignment. If he resets the resource to plan value, this resource is synchronized into JIRA.

% Completed(% Com.)

No Degree of completion (see ‘Adding a New Project’ on page 76).

The % completed value is calculated depending on the progress mode setting of the project.■ Contributor Estimations: it is calculated using the estimated

open effort. ■ % Complete: manually entered by the project contributor or

manager.■ Automatic: The progress is calculated by the actual effort and

the planned effort.

Start Yes The start date of the activity.

Finish Yes The finish date of the activity.

Duration Yes The duration of the activity. Calculated from the effort and the resource assignment (or directly entered by the project manager). The value can be set in hours (h) or days (d). This column is not displayed for projects with agile planning.

Effort Yes The effort of the activity. Calculated from the duration and the resource assignment (or directly entered by the project manager). The value can be set in hours (h) or days (d).

Resources Yes The name of the assigned resources and the percentage (or number of hours) of the assignment.The resource name has optionally to be followed by a blank and a percentage, e.g. ”cs 50%” (or the number of hours, e.g.”cs 400h); In the system ‘Settings’ (see page 282) and user ‘Editing the User Preferences’ (see page 31), it can be selected whether the resource assignments shall be shown in hours. Different resources are separated by a semicolon.

This icon indicates an active assignment from JIRA (only available if the JIRA Connector option is licensed).

Responsible (Resp.)

Yes The name of the responsible resource.

Priority (Pri.) Yes The priority of a standard or task activity.

Predecessors (Pred.)

Yes The number of the activity/activities which is/are the predecessor(s) of the respective activity.Different predecessors are separated by a semicolon. Start-Finish connections are marked with a subsequent < character. Start-Start connections are marked with a subsequent [ character, Finish-Finish connections with a ] character.

JIRA No The name of the activity in JIRA with the corresponding link. This column is only displayed if the JIRA connector option is licensed and the project is assigned to a JIRA project.



The following cases can occur:■ In case that the assigned resource in JIRA does not exist in onepoint PROJECTS, the planned resource is

marked with an asterix but it won’t be synchronised to JIRA.■ Resources which are not yet present in the project team in onepoint PROJECTS will be automatically added

as soon as an assignment in JIRA exists.■ If multiples resources are assigned to the onepoint activity, the issue remains unassigned in JIRA. If a user

who is not part of the planned resources is assigned in JIRA, he will become an active assignment in onepoint PROJECTS.

4.8.7 Schedule ViewIn the fourth view, the activities of the project plan are displayed with their name and WBS code in a GANTT diagram.

Appearance of the GANTT DiagramColored vertical lines mark the Start (green), Finish (red) and the current (orange) date. The Start and Finish dates are taken from the properties of the project (see ‘Adding a New Project’ on page 76). The finish date need not coincide with the end of the last activity.

All activities are displayed one below the other with their names. For editing the name, select the activity with the mouse and enter the name of the activity. Tasks and collection tasks which do not have an assigned start and finish date are not displayed in the schedule.

FiltersAt the right above the diagram, the View Type and the Time Unit of the timescale can be selected (Days, Weeks, Months, Quarters, Years).

The View Type defines which kind of information shall be added to the bars. The entries Simple, Resources, Resource Description, Effort, Responsible and Dates are available. The resources assigned (selection Resources and Resources Description), the degree of assignment (selection Effort), the responsible resource (selection Responsible) and the start and finish dates (selection dates) can be written right of each standard and milestone activity.


Collection activities are represented by a bar which marks the start and finish date with upside-down triangles. The bar is transparent (unless a category which uses another color is assigned to the activity, see ‘Categories Tool’ on page 272). A mouse-click and simultaneously pressing the CTRL key on a collection activity opens and shuts the collection activity: the sub-activities are displayed or are hidden.

Activities and sprints are represented by a transparent bar (unless a category which uses another color is assigned to the activity, see ‘Categories Tool’ on page 272). A line inside the bar marks the degree of completion. Dependencies between two or several activities are marked with black arrows. The critical path is marked by bold orange connecting arrows.

Milestone activities are represented by a diamond. If a milestone has a predecessor, the milestone is set to the finish date of the predecessor.

4.8.8 Utilization ViewIn the fifth view, the utilization of the resources in the project plan is displayed in a bar diagram. Activities can be shifted to other resources or other periods. Bars for unassigned activities are displayed as well.

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If Days is selected in the timescale, you have to consider in the view of the schedule that start and finish of the collection activities and the midway of milestones either mark the morning or the evening of the accordant day. You can get the impression that activities are shifted by one day in the project plan. This is not the case.

The center of the milestone symbol marks the evening of the assigned date.

The upside-down triangles of collection activities mark at the beginning the morning of the first day and at the end the evening of the last day.During work breaks, the bar is white and has dotted borders.

With a click on the activity bar, the start and end date of the activity are displayed. A second click hides the dates again.


Appearance of the DiagramThe resources are displayed as a list on the left side. The representation allows to expand a resource in order to show all activities to which the resource is assigned with their WBS codes and names. For each resource or the expanded activities, a bar for the utilization of the resource is displayed. Colored background mark utilizations of the resource in other projects.

The bars for an activity can be shifted by drag and drop in order to resolve resource conflicts. The bar can either be shifted along the time scale or to another resource.

FiltersAt the right above the diagram, the Time Unit of the timescale can be selected (Days, Weeks, Months, Quarters, Years).

4.8.9 Costs ViewIn the sixth view, the activities of the project plan are displayed with their costs in a list. The non-personnel costs of standard activities can be directly edited in the table.

Columns of the TableActivities are listed with the following parameters:


No The number of the activity.

WBS No Gives the number of the activity in the WBS.

Activity Yes Name of the activity.


If there are additional active cost types in the system settings, the table contains additional columns with these cost types.

The costs and proceeds of collection activities, collection tasks, sprints and milestones cannot be edited at all.

4.8.10 Risks ViewIn the seventh view, the risks of the project are listed.

Pers. No Personnel costs of the activity (automatically calculated from the effort and the internal hourly rate of the assigned resources).

Travel Yes Travel costs of the activity (default cost type).

Material Yes Material costs of the activity (default cost type).

External Yes External costs of the activity (default cost type).

Misc. Yes Miscellaneous costs of the activity (default cost type).

Proceeds No External personnel costs, which produce proceeds for this activity(automatically calculated from the effort and the external hourly rate of the assigned resources)



Columns of the TableThe risks are listed with the following parameters:

Creating a Risk Plan1 A risk can be added with a click on the plus icon below the plan. Enter a description of the risk into the

accordant field in the list. Select a risk category and enter the probability and impacts. The score and the value are automatically calculated. Additionally, a status can be assigned (Open, Occurred and Mitigated). Furthermore, activities can be assigned to the risk.

2 Responses can be added to each risk by a click on the spring icon.


Description Description of the risk.

Category A risk category has to be assigned to the risk. The risk categories are administered by the administrator (see ‘Risk Categories Tool’ on page 274).

Probability (%) The probability that the risk will occur.

Impact (Q) The level of the impact.

Score Score factor result from the chosen impact.

Impact (€) The impact on occurrence of the risk.

Value (€) The product of probability and impact.

Activities Activities which are assigned to the risk.

Status The status of the risk. Open, Occurred and Mitigated are available.


3 With a click on the minus symbol, risks and responses can be deleted from the plan. Using the arrow icons, the sorting of the risks can be changed.

4 Click on the Save icon to save the risk plan.

Accessing the Dialog for Editing a RiskThe parameters of a risk can also be viewed or edited in detail in an accordant dialog. Select a risk in the list and click on the button Properties in the toolbar at the top. The attributes in the dialog are editable if the user has reserved the project plan and works with his own working copy.

If the administrator of your onepoint PROJECTS application has defined additional fields for risks (see ‘Adding a new Custom Field’ on page 262), an additional tab Custom Fields is displayed. Dependent on the fields which are defined, you have to enter additional parameters. Some of the attributes may be mandatory fields or require a unique value. An example for the Custom Fields tab is given on page 79.

On the third tab Activities, you can assign activities of the project plan to the risk.


4.8.11 Stakeholders ViewIn the eigth view, the stakeholder of the projects and appropriate measures of the project can be planned. The planning tool contains a tbale with two levels■ Stakeholder■ Measure


Columns of the TableThe entries are listed with the following parameters:

Creating a Stakeholder Plan1 A stakeholder or measure can be added with a click on the accordant icon below the plan. Enter a description

of the entry directly in the list. Select the other parameters of the entries. Additionally, a status can be assigned (not started, in progress or completed). Furthermore, activities can be assigned to a measure.

2 With a click on the minus symbol, stakeholders and measures can be deleted from the plan. Using the arrow icons, the sorting of the risks can be changed.

3 Click on the Save icon to save the stakeholder plan.

4.8.12 Milestones ViewIn the ninth view, the milestones of the project are displayed with their assigned payments. The data of the milestones can directly be edited in the table. For a project with agile planning, this view is not displayed.


Stakeholder / Measure Name of the stakeholder or measure.

Resp. Resource resonsible for the measure.

Power Power of the stakeholder (high, medium or low)

Interest Interest of the stakeholder (high, medium or low)

Attitude Attitude of the Stakeholder (positive, neutral or negative)

Activities Activities of the project linked with the measure.

Due The due date of the measure

Status The status of the measure (not started, in progress or completed)


Columns of the TableThe milestones are listed with the following parameters:

4.8.13 Properties of an Activity in a Project PlanIn onepoint PROJECTS, there are six different kinds of activities.

In a project plan with agile planning, only activities of type task, collection task or sprint are available. The highest level are always sprints, the lowest level are tasks. For further structuring the plan, collection tasks can be used.

Each type of activity is characterized by a defined set of parameters:


No Number of the milestone.

No When an attachment or comment was created for the milestone, the milestone is marked in this column with an icon for the attachment or comment. In case that the resource allocation is not yet finished, the milestone is marked in this column with an orange circle.

WBS No Gives the number of the milestone in the WBS.

Activity Yes Name of the milestone and of the superior collection activity.

Date Yes Date of the milestone.

Responsible (Resp.)

Yes The name of the responsible resource.

Payment Yes Appointed payment at this date.


■ Activity (A): It has a start and finish date and a duration > 0. An effort is related to an activity and resources can be assigned. Activities can have predecessors and successors (i.e. connections between activities). In the activity list, an activity is displayed in normal type.

■ Milestone activity (M): It is similar to an activity but has no duration (the start and finish date have to be the same). No effort and costs are related to a milestone activity. However, a payment can be assigned to a milestone activity. In the activity list, a milestone activity is displayed in bold and italic type.

■ Task activity (T): It has no schedule (i.e., no start and finish date and no duration). Costs and efforts, however, can be planned for tasks. Resources can be assigned which are responsible for the handling. Task activities can be used to incorporate very small tasks (for which scheduling is not reasonable). In the activity list, a task activity is displayed in italic type.

■ Collection activity (CA): They are higher-ranking activities which contain activities, milestones, sprints or additional collection activities. The start and finish date, the duration and effort, and the costs, as well, are calculated from the sub-activities. No resources are assigned to a collection activity. In the activity list, a collection activity is displayed in bold type. A small black arrow indicates whether the collection is opened and the content is displayed.

■ Collection task (CT): They are higher-ranking tasks which contain task activities or other collection tasks. Collection tasks do not have a schedule. The effort and costs are calculated from the subtasks. No resources are assigned to a collection task. In the activity list, a collection task is displayed in italic type. A small black arrow indicates whether the collection is opened and the content is displayed.

■ Sprint (SP; in former releases of onepoint PROJECTS: scheduled task): Several tasks can also be contained in a sprint. Unlike the collection task, a sprint has a start and finish date and a duration > 0. The effort and costs are calculated from the subtasks. No resources are assigned to a sprint. In the activity list, a sprint is displayed in bold type. A small black arrow indicates whether the collection is opened and the content is displayed.

A milestone activity is created in the view Activity List by entering zero for effort or duration of an activity.

A task activity is created in the view Activity List by deleting the start or finish date of an activity.

If an activity is transformed into a higher-ranking activity which contains tasks, the outcome of this is a sprint. If a task is transformed into a higher-ranking activity which contains tasks, the outcome of this is a collection task.

In the graphical views (Schedule and WBS), drawing tools for different types of activities are available in the toolbar at the bottom of the screen.

The complete parameters of an activity can be viewed in the Edit Activity dialog. This dialog is opened with a double-click on the respective activity in one of the views of the project plan. A detailed description of these dialog is given in ‘Edit Activity Dialog’ (see page 134).

The following table gives the parameters which are available for the different types of activities.

Tipps

It is not possible to mix tasks and collection tasks with activities, milestones, sprints or collection activities inside a single collection.

An activity or task which has no parent is called a top-level activity/task. Activities which are created from the plan of a template and are marked in the template as mandatory can neither be removed from the project plan nor can their type be changed.

Parameter Description Type of activity

Name The name of the activity. A, M, T, CA, CT, SP

WBS Code The code from the work breakdown structure A, M, T, CA, CT, SP


Category A selection of the categories of the activity which are available in the system is displayed (see ‘Categories Tool’ on page 272). You can select a category. The assigned color of the category is used to display the activity in the graphical views of the project plan.

Please note, that categories which have been deleted in the administration but are still assigned to other activities are displayed in this selection. Such categories cannot be selected anymore (see ‘Categories Tool’ on page 272).

A, M, T, CA, CT, SP

Type Task, issue, new feature or improvement. A, T, CA, CT, SP

Description A short description of the activity. A, M, T, CA, CT, SP

Importance The importance of an agile task. T (agile planning)

Priority The priority of an activity or task (from 1 to 5). A, T

Complete (%) Degree of completion. Calculated from the actual effort and the estimated remaining effort or directly entered by the project contributors or the project manager. (See ‘Adding a New Project’ on page 76, Progress Mode).The parameter cannot be edited for collection activities, collections tasks and sprints. It is calculated from the sub-activities.

A, M, T, CA, CT, SP

Start The start date of the activity.The parameter cannot be edited for collection activities. It is calculated from the sub-activities.

A, M, CA, SP

Finish The finish date of the activity.The parameter cannot be edited for collection activities. It is calculated from the sub-activities.

A, M, CA, SP

Effort (h) The effort of the activity (in hours, h). Calculated from the duration and the resource assignment (or directly entered by the project manager). See ‘Adding a New Project’ on page 76, Effort-based planning.The parameter cannot be edited for collection activities, collection tasks and sprints. It is calculated from the sub-activities.

A, T, CA, CT, SP

Duration (d) The duration of the activity in days. Calculated from the effort and the resource assignment (or directly entered by the project manager).See ‘Adding a New Project’ on page 76, Effort-based planning.The parameter cannot be edited for collection activities. It is calculated from the sub-activities.

The maximum duration of an activity is limited to 520 working weeks (2600 working days).

A, CA, SP



Payment Appointed payment at the date of a milestone. M

Environment More details on the activity. A, M, T, CA, CT, SP

Contact Person Contact person for the activity. A, M, T, CA, CT, SP

Authorized Date of authorization. A, M, T, CA, CT, SP

Authorization Comment

Comment for authorization. A, M, T, CA, CT, SP

Post-Project Phase Comment for post-project phase A, M, T, CA, CT, SP

Actions Actions which are related to the activity and which have to be performed before the activity can be set to be completed.

A, M, T, CT, SP

Resources The resources which are assigned to the activity.

A, M, T, CA

Responsible The responsible resource of the activity. A, M, T, CA

Active The active resources of the activity. A, M, T, CA

Assigned Resources The resources assigned to the activity are listed with their names and descriptions. The assigned hours and the perscentage of the utilization are displayed per resource.

A, M, T

Total Effort The total effort is displayed to check the completeness of the resource assignment and to show the summarized effort of the contained sub activities.

A, M, T, CA

Costs The different costs of the activity (personnel, travel, material, external and miscellaneous or the cost types which are defined by the Administrator). The costs cannot be edited for collection activities, collections tasks and sprints. They are calculated from the sub-activities

A, T, CA, CT, SP

Billable (%) The percentage of the effort which can be billed.

A, T

Proceeds The proceeds are calculated based on the external hourly rates and the billable percentage.

A, T, CA, CT, SP

Lead/Lag Time (d) The necessary lead time of the activity. Given in days.

A, CA, SP

Follow-Up Time (d) The necessary follow-up time of the activity. Given in days.

A, CA, SP

Start date is fixed The start date is fixed. The activity is not automatically shifted if there are changes in the project plan.

A, M, CA, SP

Finish date is fixed The finish date is fixed. The activity is not automatically shifted if there are changes in the project plan.

A, M, CA, SP



4.8.14 Editing the Activities of a Project Plan

Depending on the view you accessed, different tools are available:■ directly editing tabular cells (on the tabs Deliverables, Activity List, Costs, Risks and Milestones),■ context menu (not integrated on the tabs Risks and Milestones),■ activity toolbar at the bottom (on the tabs WBS, Deliverables, Activity List, Schedule, Costs and Risks),■ drawing tools (on the tabs WBS, Schedule and Resources).

Directly Editing the Tables The tabular views offer features of directly editing the table as you are used to from tabular calculations like Microsoft Excel. With a left mouse-click on a field a cell opens to directly edit the value. Fields which cannot be edited (e.g. if they are automatically calculated) do not react on a mouseclick.

Public If the project is a subproject of another project, activities for which this checkbox is selected are displayed in the superior project.

A, M, CA, SP

Mandatory This check box specifies whether the activity is marked Mandatory in the template from which the project was created. Activities with this check box selected cannot be renamed, deleted nor can the type of the activity be changed. The check box itself cannot be edited in the project activities.

A, M, CA, SP

Predecessors The activities which have to be completed before starting this activity can be listed with their type of dependency..

A, M, CA, SP

Successors The activities which can be executed after this activitycan be listed with their type of dependency

A, M, CA, SP

Work Breaks Work breaks can be planned with their duration and the start offset.

A

Work Records The work records of all resources for this activity are listed.

A, M, T

Attachments Documents or links which are attached to the activity for further information.

A, M, T

Comments Comments which are added to the activity by any user working on the project.

A, M, T, CA, CT, SP

Tipps

The activities of a project template can be planned and edited similarly to projects. However, no resources are available for a project template.

When a working copy of a project plan is created by a click on the Edit icon, the activities of the project plan can be created and edited.



For the date fields a calendar dialog opens. For the resource field a dialog opens where the resources can be selected. The list on the left contains the pool of resources for the project. The list on the right displays the resources currently assigned to the activity. With the arrow buttons, the assigned resources can be added or deleted. For assigning resources to a project, see ‘Assigning a Resource to a Project’ on page 208.

For the activities field in the Deliverables and Risks tab, a dialog opens where the activities can be selected. The list on the left contains the activities of the project. The list on the right displays the activities currently assigned to the deliverable. With the arrow buttons, the assigned activities can be added or deleted.


A new activity can be added by pressing enter if the cursor is located in the last line of the plan. If the cursor is located in the last cell, pressing tab also creates a new activity.

The width of the column can be resized by a Drag & Drop of the column separators in the table header (press, and hold down, the left button of the mouse; move the cursor to the desired location and drop the separator by releasing the button).

Context MenuWith a right mouse-click into an activity list or cost plan, a context menu with the following items opens. The actions related to activities are only available if the project plan is reserved as a working copy.

Menu item Description

Default Sort Order Lists the activities with the default sort order.

Cut The selected activity/activities is/are cut from the activity list and copied into the clipboard. This process is not possible if any work slips refer to any of these activities.

Copy The selected activity/activities is/are copied from the activity list into the clipboard.

Paste The activity/activities from the clipboard is/are pasted into the activity list. Firstly, an activity from the activity list has to be selected to define where to copy the content of the clipboard. The content of the clipboard is pasted before the selected activity.

Insert Activity (Before) An activity is inserted into the activity list. If an activity is previously selected, the new activity will be inserted before. If no activity is selected, the new activity will be inserted at the end of the list.

Insert Activity (After) An activity is inserted into the activity list. If an activity is previously selected, the new activity will be inserted after. If no activity is selected, the new activity will be inserted at the end of the list.


Activity ToolbarAt the bottom of most of the views, an additional toolbar is displayed with different icons. The toolbar is only available if the project plan is reserved as a working copy. The tools can be used to edit the activities of the project plan. Some of them are also available in the context menu of the tabs Activity List and Costs.

The icons displayed depend on the chosen view.

View Breakdown Structure (WBS) (1):

View Deliverables (2):

View Activity List (3):

View Schedule (4):

View Resources (5):

View Costs (6):

Delete Activities The selected activity/activities is/are deleted from the activity list. This process is not possible if any work slips refer to any of these activities.

Auto-schedule Tasks Schedule the tasks automatically.

Adjust effort to estimation The effort is adjusted to the estimated open effort in the work slips.

Replace Resource Replace one resource by another resource.

Save as Image The activity list is saved as an image file and is then available to external applications.

Menu item Description


View Risks (7):

A description of the tools is given in the following table. The numbers in the last column specify, in which view the accordant icon is available in the toolbar.

Icon Short name Description

Selection tool With this icon selected, an activity can be selected in the schedule or the WBS by a mouseclick.

1,4

Draw activities With this icon selected, an activity can be drawn with the mouse into the schedule or the WBS.

1,4

Draw milestones With this icon selected, a milestone can be drawn with the mouse into the schedule or the WBS.

1,4

Add activity/deliverable

An entry is inserted into the list. If an entry is previously selected, the new entry will be inserted before. If no entry is selected, the new entry will be inserted at the end of the list.

2,3,6

Add ad-hoc-task to plan

With this button ad hoc tasks (which have been created by project contributors or are synchronised from JIRA) can be added to the project plan.

1,3,4,6

Insert task for requirement

When the project is linked to a product, with this button an activity can be created directly from a requirement.

1,3,4,6

Draw connections With this icon selected, a finish -start connection between two consecutive activities can be drawn with the mouse into the schedule.

4

Draw connections With this icon selected, a start-finish connection between two consecutive activities can be drawn with the mouse into the schedule.

4

Delete activities/ deliverables/risks

The selected entry/entries is/are deleted. This process is not possible if any work slips refer to any of these activities.

1,2,3,4,6,7

Move activities/ deliverables/risks up

The selected entry/entries is/are moved up in the activity list or cost plan. The dependencies of other activities which point to the moved activities are updated, as well.

2,3,6.7

Move activities/ deliverables/risks down

The selected entry/entries is/are moved down in the activity list or cost plan. The dependencies of other activities which point to the moved activities are updated, as well.

2,3,6,7

Move activities/ deliverables out

The selected entry/entries is/are moved out. A superior collection will become a standard entry.

2,3,6


Drawing Features on the Tabs Work Breakdown Structure (WBS), Schedule and ResourcesThe graphical views offer with the icons Draw Activities and Milestones in the Activity Toolbar at the bottom special drawing tools for creating activities. Also, the diagrams can be edited with Drag & Drop operations.■ To create new activities:

Select the accordant drawing icon (Draw activities, milestones). You can then draw activities or set milestones and tasks with the mouse into the diagram.

■ To shift activities:

Move activities/ deliverables in

The selected activity/activities is/are moved in. The entry before will become a superior entry.

2,3,6

Edit activity details Firstly, one activity has to be selected in the list. A dialog for editing the parameters of this activity opens.

1,3,4,6

Cut activities The selected activity/activities is/are cut and copied into the clipboard. This process is not possible if any work slips refer to any of these activities.

1,3,4,6

Copy activities The selected activity/activities is/are copied into the clipboard. 1,3,4,6

Paste activities The activity/activities from the clipboard is/are pasted into the project plan. Firstly, an activity has to be selected to define where to copy the content of the clipboard. In the tabular views, the content of the clipboard is pasted before the selected activity. In the graphical views, the selected activity is replaced with the content of the clipboard.

1,3,4,6

Undo The last action is revoked. 1,3,4,5,6

Redo The undone action is redone. 1,3,4,5,6

Assign resource to project

You can directly assign a new resource to the project. A dialog opens where you can select resources.

1,3,4,5,6

Include sub-project Another project can be selected and included into the current project plan as a sub-project. All activities which have been marked public in the sub-project are displayed in the current project plan. If an activity is previously selected, the sub-project will be inserted before. If no activity is selected, the sub-project will be inserted at the end of the plan. This icon is only available if the Program Management Option is licensed.

The name of the integrated sub project is linked with the project plan of the sub-projects and can in this way directly be accessed.

1,3,4,6

Execute project in JIRA

You can directly link the project to a JIRA project. 1,3,4,6

Add risk A risk is inserted into the list. If an entry is previously selected, the new entry will be inserted before. If no entry is selected, the new entry will be inserted at the end of the list.

7

Add response to a risk A response is added to a risk in the list. 7

Icon Short name Description


Choose the Selection tool and shift the activity using Drag & Drop (press, and hold down, the left button of the mouse; move the cursor to the desired location and drop the activity by releasing the button).

In the WBS diagram, only the sequence of activities can be changed in this way.

In the Schedule, the sequence of activities can be changed with a vertical Drag & Drop.

In the Schedule, an activity can become a sub-activity of another activity by covering the one activity with the other.

In the Schedule, the duration of an activity can be changed by a Drag & Drop at the right end of the activity bar.

In the Resource view, activities can be shifted, stretched or assigned to other resources.■ To connect activities in the Schedule:

Select one of the Connection icons and draw a connection between two activities (press, and hold down, the left button of the mouse on the predecessor bar, move the cursor to the successor bar and release the button).

Tips for Mostly Used Operations

To create new activitiesIn the tabular views (Activity list and Costs), use the plus icon in the toolbar at the bottom of the screen (see ‘Activity Toolbar’ on page 130) or the context menu (see ‘Context Menu’ on page 129).In the graphical views (Schedule and WBS), select the accordant drawing icon (see ‘Drawing Features on the Tabs Work Breakdown Structure (WBS), Schedule and Resources’ on page 132). You can then draw or set activities with the mouse into the diagram.

To rename activitiesIn the tabular views, the name of the activity can directly be edited in the field with the name of the activity.

In the graphical views, select the activity with the mouse and enter the name of the activity.

To assign resources to activities

To shift activitiesOnly activities which do not have a predecessor can be shifted. If you want to shift an activity with a predecessor, you have to shift the predecessor activity. Then the successor is automatically shifted.

Tipps

In the system ‘Settings’ (see page 282) and user ‘Editing the User Preferences’ (see page 31), it can be selected whether the resource assignments shall be shown in hours. In this case, e.g. 400h instead of 50% are displayed in the resource field.

In the view Activity List, the resource(s) can directly be entered in the resource field. In order to define partial assignments, the resource name has to be followed by a blank and a percentage, e.g. ”cs 50%”. Also assignments in hours, e.g. ”cs 20h“ can be set; different resources are separated by a semicolon.Alternatively, the graphical resource selection can be used (it is opened by a click on the arrow at the right of the resource field, see ‘Columns of the Table’ on page 113).Only resources which are assigned to the project can be assigned to activities.

Tipps

In the view Activity List, the columns Start, Finish, Effort and Duration define the schedule of an activity. The fields can directly be edited. Dates can also be changed using the calendar tool which can be opened by a click on the arrow at the right of the date field (see ‘Columns of the Table’ on page 113).

In the view Schedule, choose the Selection icon in the toolbar at the bottom of the screen (see ‘Activity Toolbar’ on page 130) and shift the activity using Drag & Drop (press, and hold down, the left button of the mouse, move the cursor to the desired location and drop the activity by releasing the button). The duration of an activity can be changed by a Drag & Drop at the right end of the activity bar. With a vertical Drag & Drop, the sequence of activities can be changed.


To connect activities

To add attachments and commentsSee ‘Adding Attachments’ on page 141 and ‘Adding Comments’ on page 143.

To set categoriesSee ‘Editing the General Parameters’ on page 136.

To delete activitiesSelect one or several activities and choose the minus icon in the toolbar at the bottom of the screen. The system deletes the selected activities and the dependencies which pointed to the deleted activities, as well. Activities which are created from the plan of a template and are marked in the template as mandatory can not be removed from the project plan. If all activities or tasks are deleted from a collection activity or collection task, the collection is changed into an activity or task.

To plan costs for activities

4.8.15 Edit Activity Dialog

Accessing the Edit Activity DialogThe parameters of an activity can be viewed or edited in detail in the accordant dialogs. With a double-click on an activity in one of the views of the project plan, the Edit Activity dialog opens. Alternatively, an activity can be marked and followed by a click on the button Properties in the toolbar at the top. The attributes in the dialog are editable if the user has reserved the project plan and works with his own working copy.

If the project plan is reserved as a working copy also an edit button is available in the toolbar at the bottom of the screen. A click on this button opens the Edit Activity dialog, as well.

The planning of projects can completely be accomplished by editing the parameters of the activities in this dialog.

Appearance of the DialogThe Edit Activity dialog contains up to ten tabs for a standard activity. The dialogs for activities of other type look quite similar:■ In the dialogs for editing a Collection Activity, a Collection Task or a Sprint, the Actions tab, however, is

not available. The parameters on the Costs tab are not editable. They are automatically calculated from the numbers of the sub-activities.

■ In the dialogs for editing a Collection Task and a Sprint, the Resources tab is not available.

Tipps

Alternatively, enter the number of the predecessor into the column Predecessor of the view Activity List. Different predecessors are separated by a semicolon.

The most simple possibility to connect activities offers the view Schedule: Select one of the Connection icons in the toolbar at the bottom of the screen (see ‘Activity Toolbar’ on page 130) and draw a connection between two activities (press, and hold down, the left button of the mouse on the first bar, move the cursor to the second bar and release the button).

Tipps

Only the costs of activities and tasks can be edited. Milestones are not charged with any costs. The costs of collection activities, collections tasks and sprints are automatically calculated from the contained activities or tasks.

The personnel costs are automatically calculated from the effort of the resources and their daily rate. The other types of costs (e.g. travel, material, ...) can be manually planned in the view Costs for the activities. The fields in the table can directly be edited.


■ In the dialogs for editing a Task and a Collection Task, on the other hand, the Constraints tab is not displayed.

■ In the dialog for editing a Milestone, the Costs tab is not displayed. ■ If the administrator of your onepoint PROJECTS application has defined additional fields for activities (see

‘Adding a new Custom Field’ on page 262), an additional tab Custom Fields is displayed. Dependent on the fields which are defined, you have to enter additional parameters. Some of the attributes may be mandatory fields or require a unique value. An example for the Custom Fields tab is given on page 79.

Work Instruction report If the Status Reporting Option is licensed, a button for generating a Work Instruction report is displayed at the bottom in these dialogs. In the Work Instruction report the following settings are compiled:

1 Activity properties

2 Description

3 Actions

4 Deliverables

5 Environment

6 Resources

7 Contact person

8 Attachments

9 Authorization


Editing the General Parameters

Editing the ContextOn the context tab, for all types of activities additional information can be set.

Editing the ActionsOn the tab Actions, the actions are displayed which are assigned to the according activity. The tab Actions is not available for a Collection Activity, Collection Task or Sprint.

There are two possibilities to define actions:■ A project type for which actions are defined is linked to the project. These actions are preset for every activity

in the project plan (for type activity, task or milestone). Only actions which are not marked as required in the project type can be deleted for the single activities. The status of such an action can only be changed by the linked user of the utilized resource (starting from the personal task list or from a work slip).

■ Actions can be added to an activity. To add an action, click on the plus icon below the actions list. Enter a name and a description and select the status of the action.

Tipps

The activities of a project template can be planned and edited similarly to projects. On the Resources tab, however, no resource list is available (Resources cannot be assigned to project templates). On the tab Constraints, the check box Mandatory can be edited for templates. The setting is inherited to the activities of the projects which are created based on this template.

The parameters which are displayed on the General tab of the Edit Activity dialog for the different types of activities are given in the table in the section ‘Properties of an Activity in a Project Plan’ on page 123. In the last column, the activity types are listed, for which the parameter is available.The name, start date, finish date and the category of an activity which is marked mandatory cannot be changed in a project.


Editing the ResourcesOn the tab Resources, the resources assigned to the activity are listed. New resources can be added or resources can be deleted. The tab Resources is not available for a Collection Task or Sprint.

A Responsible Resource can be assigned to the activity. In case that several resources are assigned to an activity, this functionality helps the project manager to define one person who is responsible to finish the task.

To add a resource

Tipps

Only resources which are assigned to the project at all, can be assigned to single activities of the project. ‘Assigning a Resource to a Project’ (see page 208).

1 Open the Edit Activity dialog of the activity and move to the Resources tab.

2 For adding a resource, click on the plus icon below the resources list.

3 A new dialog opens. With a click on the small arrow right of the field Resource, a list of resources opens in a small popup.


In the list, all resources which are assigned to the project and are not yet assigned to the accordant activity are displayed. Select the resource you want to add and edit the percentage or the number of hours of assignment in the fields below. Confirm the settings with a click on the OK button

4 The new resource is added with the percentage and the number of hours of assignment into the table.

5 Click on the OK button of the Edit Activity dialog.

To delete a resource

3 The selected resource is deleted from the list of resources.


To edit a resource or the degree of a resource assignment

Tipps

A resource cannot be deleted if there are work slips of the resource for this activity.

1 Open the Edit Activity dialog and move to the Resources tab.

2 For deleting a resource, select the accordant resource in the list and click on the minus icon below the resources list (several resources can be selected in the list and deleted at once).

Tipps

In a project where the effort in the planning of activities is not linked to the duration, a new resource with the wildcard character % can be introduced by the system: If the duration of an activity is decreased or the effort of an activity is increased and the degree of assignment for the already assigned resources can not be increased anymore, this resource accounts for the additional hours. It has to be replaced with a real resource by the project manager.

There are three possibilities to edit the resources:

1 On the tab Resources in the Edit Activity dialog.

2 Directly typing into the resources field of the activity in the ‘Activity List View’ (see page 112).

3 Using the dialog for assigning resources (see page 127).


Editing the CostsOn the tab Costs, the costs of the activity are displayed for each type of costs. The costs can be edited directly in the fields. The personnel costs, total costs and the proceeds are not editable since they are automatically calculated from the resources assigned, their effort and their daily rates. For a collection activity, all costs are not editable. They are automatically calculated from the costs of the sub-activities. For a milestone activity, the tab Costs is not displayed, at all. For tasks (all types) and standard activities, the percentage of the costs can be set which are billable.

To edit costs1 Open the Edit Activity dialog and move to the tab Costs.

2 Edit the numbers for the costs in the accordant field.

3 Confirm the new settings with a click on the OK button.

Editing the ConstraintsOn the tab Constraints, the predecessors of the activity are listed with their activity name. New predecessors can be added or predecessors can be deleted. The tab Constraints is not displayed for tasks and collection tasks. In addition on this tab, the lead and follow-up time can be set in days (not available for milestones) and there are four select boxes (for a description, see table on page 124).


To add a predecessor1 Open the Edit Activity dialog of the activity and move to the tab Constraints.

2 For adding a predecessor, click on the plus icon below the predecessors list.

3 A new dialog opens. In the list, all activities which are available in the project and are not yet assigned as predecessor are displayed. Select one or several activities in the list which you want to connect as predecessor. Confirm the selection with a click on the OK button.

4 The new predecessor is added into the table. Select the dependency type:■ Finish-Start■ Start-Finish■ Start-Start and


■ Finish-Finish

are available.


To delete a predecessor1 Open the Edit Activity dialog and move to the tab Constraints.

2 For deleting a predecessor, select the accordant predecessor in the list and click on the minus icon below the list. Several predecessors can be selected and deleted at once.

3 The selected predecessor is deleted from the list of predecessors.


Work RecordsOn the tab Work Records, all rwork records are listed for this activity with their total sum. The work records can not be edited here, but single entries can be marked and deleted.

1 Open the Edit Activity dialog of the activity and move to the tab Work Records.

2 For deleting a work record, select the entry below the list.

3 Click on the minus icon below the list and confirm the confirmation popup for deletion.

4 The work record is deleted for this activity.


Adding AttachmentsOn the tab Attachments, documents or links which have been attached to the activity are displayed.

Tipps

You have to allow pop-up windows in your web browser. If you block pop-ups, the attachment cannot be opened in a new browser window.

The attachment can be opened by a click on the location of the accordant entry in the list. A double-click on the entry in the list opens the Add attachment dialog.


To add a document1 For adding a document, click on the plus icon below the attachment list.

2 A new dialog opens. Enter the title of the attachment you want to add. Select the file from the folders on your system if you want to attach a document. For adding a link, enter the URL of the link. Confirm the settings with a click on the OK button of the Add attachment dialog.

3 The attachment is added with the title and the location to the attachment list.


To delete an attachment1 For deleting an attachment, select the accordant attachment in the list and click on the minus icon below the

attachment list (several attachments can be selected in the list and deleted at once).

2 The selected attachment is deleted from the list of attachments.

Adding CommentsOn the tab Comments, comments which have been added to the activity are displayed.

To add a comment1 Open the Edit Activity dialog of the activity and move to the tab Comments.

Tipps

The administrator of onepoint PROJECTS can configure a maximum file size for attachments. The tolerable size depends on the database type which is used for running onepoint PROJECTS. An entry <max-attachment-size>5</max-attachment-size> in the file configuration.oxc.xml limits the file size to 5 MB.

If the size of the attachment file exceeds a configured value, the file is not attached. A message is displayed: The attachment’s size is above the maximum configured limit.

Tipps

A comment can only be added to an activity which does also exist in an already checked-in version of the project plan. If the activity is newly created in a working copy of the plan, a comment cannot be entered. In this case, the plus icon is also present but in the heading of the comment field „No comments (activity not checked-in yet)“ is displayed.

The comments are not related to a special version of the project plan. They can also be edited by users which cannot edit the project plan. Users who have the accordant activity on their task list can enter comments for their tasks (‘Inserting a New Comment’ on page 44), as well. These comments are also shown in the comment list described here.


2 For adding a comment, click on the plus icon below the comments list.

3 A new dialog opens. Enter the Subject of the comment you want to add. Enter the text in the text field below. Confirm the settings with a click on the OK button in the Add Comment dialog.

4 The comment is added with the subject, author and time of creation to the comments list.


6 The activity is marked with the comment icon in the second column of the Activity List.

To delete a comment This feature is only available for users with the role Administrator.

1 Open the Edit Activity dialog and move to the tab Comments.

2 For deleting a comment, click on the minus icon right of the comment you want to delete.

3 The selected comment is deleted from the list of comments.


4.8.16 Edit Multiple ActivitiesIn the views WBS, Activity List and Schedule, it is also possible to alter several activities in one step. Several activities can be marked using the CTRL button. With a click on the properties icon in the toolbar, a dialog opens which allows to edit parameters which can be set to a unique value.

Tool Group PROJECTS - Controlling Tab for a Project146

4.9 Controlling Tab for a ProjectOn selecting a project in the project navigator on the left, the fourth tab in the tool group PROJECTS is the Controlling tool. This tab is only available if the Planning and Controlling Option is licensed. For projects of the simple kind, the tab is not displayed, as well.

With different views it summarizes the controlling of■ Activity List (see ‘Activity List View’ on page 147)■ Burndown (see ‘Burndown View’ on page 149, only available if the Agile Planning option is licensed) )■ Schedule (see ‘Schedule View’ on page 149)■ Resources (see ‘Resources View’ on page 153)■ Costs (see ‘Costs View’ on page 157) ■ Risks (see ‘Risks View’ on page 160, only available if the Risk Management Option is licensed) ■ Stakeholders (see ‘Stakeholders View’ on page 161, only available if the Stakeholder Analysis Option is

licensed■ Milestones (see ‘Milestones View’ on page 162).

With this tool among other things, the project manager can define the degree of completion for the single activities. In projects for which contributor estimations are allowed or with automatic progess mode, the estimated open effort can be revised. The degree of completion is automatically calculated from these values. From the degree of completion, the expected effort is calculated for the controlling views. In projects with the progress mode % Completed, only the degree of completion can directly be set by the project manager.

Also the actual start and finish dates can be overwritten by the project manager for each activity in a separate dates view.

Tool Group PROJECTS - Controlling Tab for a Project 147

4.9.1 Activity List ViewOn the first view Activity List, the tasks in a project are compiled in a list. The build-up of this tab corresponds to the tab Activity List in the Tasks tool of the tool group MY WORK. However here, the activities are displayed only for one project.

ToolbarThe toolbar contains six icons. With the Print icon, the displayed list can be printed.

The functionality and the dialogs for the buttons correspond to those in the tasks tool in the tool group MY WORK. Only a user with contributor rights for the project can add ad hoc tasks or issues to the task list. New ad hoc tasks and issues are directly added to the selected project. The project is fixed in the dialogs.

For a detailed description of the actions available in the toolbar, see:■ ‘Adding a New Ad Hoc Activity’ on page 43■ ‘Inserting a New Comment’ on page 44■ ‘Properties of an Activity’ on page 44■ ‘Deleting an Ad Hoc Activity’ on page 45.

If the JIRA Connector option is licensed and the project is linked to a JIRA project, the task list also contains the issues from JIRA.The list contains the tasks and issues of the project in a chronologically sorted list. All tasks of a project across all resources are displayed. There are six different types of tasks which refer to the following activities and issues:■ Activities: they are listed in normal type.■ Milestone activities: they are listed in italics and bold letters. No effort is assigned to milestone tasks.■ Task activities: they are listed in italics.■ Ad hoc tasks: they are also listed in italics. No effort and no start date are assigned to ad hoc tasks. Ad hoc

tasks are not included in the project plan. They are marked with the symbol in the activity column. ■ Issues: they are also listed in italics. No effort and no start and end date are assigned to issues. They are

marked with the symbol in the activity column.■ Activities from a JIRA project are also listed in italics. Such activities can only be edited in JIRA. They are

marked with the symbol in the activity column.Sub-tasks from JIRA are marke with he symbol in the activity column.

■ Agile tasks: they are listed in italics. They have a status which is displayed in the last column. Statuses of issues and of agile tasks are defined differently.

As soon as a new version of the project plan is released, the tasks data is updated. Apart from adding comments, the tasks emerging from a project plan cannot be edited by any user.

FiltersRight above the list, the number of tasks can be restricted by the Status and the type of Activities.

The Status All, Open and Closed can be selected. For the type, one of the entries All, Activities, Milestones, Ad Hoc Tasks and Issues can be chosen.

Tipps

There are tasks which are in-depth planned in a project plan and ad hoc tasks for adding dynamic activities to a project.

A user with contributor rights can create ad hoc tasks. These tasks are not contained in the project plan but are displayed in the user’s task list.In addition, a user with contributor rights can record and track issues in a project. The project manager or issue coordinator can assign the issue treating to a project resource. If the issue is assigned to a resource, it is also displayed in the compilation of tasks for this resource.


Columns of the TableThe tasks are listed with the following parameters:


In this column, a symbol is displayed if a comment or an attachment on the activity is inserted.

In this column, ad hoc tasks, issues, new features and improvements are specially marked.

Tasks and sub-tasks from JIRA are also marked with specific icons.

Activity Name of the activity. Ad Hoc tasks and issues are marked with the accordant symbols. Sub-tasks from JIRA are display with the superior task in brackets.

If there are actions assigned to the activity, the status of the actions is displayed in this column.

% Com. Degree of completion. This value is either calculated from the actual effort and the estimated open effort or is directly entered by the project manager.

Start The start date of the activity.

Finish The finish date of the activity.

In this column, a red clock symbol is displayed if the completion of the task is overdue.

Effort The effort of the activity. The value is given in hours (h).

Resources The name of the assigned resources and the percentage of the assignment.


4.9.2 Burndown ViewFor projects of kind Agile, a second tab displaying a burndown chart is available. Plan and actual values of open effort (in days) can be compared. At the top of the diagram, either the Entire Project or a single Sprint can be selected.

4.9.3 Schedule ViewAll instruments for controlling the schedule in a project are integrated in the view Schedule.

This tab is not displayed for projects of kind Agile.

Three Different View Types of the Schedule ControllingIn the main part of the screen, the dates of the project activities for the selected project are displayed. Three view types are available which can be selected at the top left above the view. ■ ‘Progress - Tabular’ (see page 149)■ ‘Progress - Schedule’ (see page 150)■ ‘Versions’ (see page 151)

ToolbarFor the progress table, a toolbar with three icons is displayed at the top of the main screen. The changes in the table can be saved or reverted. Furthermore, the table and the diagrams of the other view types can be printed.

Progress - TabularEach activity is displayed with the planned start and finish dates and the expected dates. The expected dates are automatically filled with data from the work slips. The project manager can edit the expected start and finish dates.

Responsible The name of the responsible resource.

Pri. The priority of an activity, task activity or an ad hoc task.

Status The status of an issue or agile task: Available, Open, in Progress, Resolved, Closed, Reopened.

JIRA The name of the activity in JIRA with the corresponding link. This column is only displayed if the JIRA connector option is licensed and the project is assigned to a JIRA project.




Progress - ScheduleThis view offers the schedule with the progress of the single activities in a bar diagram. The activities are displayed with their WBS code and name.


Number No The number of the activity.


Name No Name of the activity.

% Com. (Completed)

No The degree of completion is calculated from the open effort.

Resp. No Responsible resource.

Start (P) No Planned start date of the activity.

Finish (P) No Planned finish date of the activity.

Start (E) Yes Expected start date of the activity.

Finish (E) Yes Expected finish date of the activity.

Var. No The absolute deviation in days.

Var. (%) No The deviation as percentage.


FiltersAbove the diagram, the View Type (Simple, Resources, Resource Description, Effort, Responsible and Dates) and the Time Unit of the timescale (Days, Weeks, Months, Quarters, Years) can be selected for displaying the data.

In addition, there is a filter for choosing the collection activities to be displayed.

Appearance of the Schedule DiagramColored vertical lines mark the Start (green), Finish (red) and the current (yellow) date. The Start and Finish dates are taken from the properties of the project (see ‘Adding a New Project’ on page 76).

All activities are displayed one below the other with their names. The diagram is very similar to the ‘Schedule View’ (see page 115). The shifting of activities and milestones is indicated with additional triangles.


Activities and sprints are represented by a transparent bar (unless a category which uses another color is assigned to the activity, see ‘Categories Tool’ on page 272). A line inside the bar marks the degree of completion. Connections between two or several activities are marked with arrows.

Milestone activities are represented by a diamond.

Tasks and collection tasks which do not have an assigned start and finish date are not displayed in the schedule history.

VersionsThis view offers the history of the schedule in a bar diagram. The activities are displayed with their WBS code and name.The start and finish date of activities and the schedule of milestones can be shown for every version of the project plan and can be comapred with other versions.


FiltersAbove the diagram, the Version, the View Type (Simple, Resources, Resource Description, Effort, Responsible and Dates) and the Time Unit of the timescale (Days, Weeks, Months, Quarters, Years) can be selected for displaying the data.

In addition, there is a filter, in which the Collections, the Resources, the type of Activities, and the Versions for comparison can be selected for display.

Appearance of the Schedule DiagramColored vertical lines mark the Start (green), Finish (red) and the current (yellow) date. The Start and Finish dates are taken from the properties of the project (see ‘Adding a New Project’ on page 76).

All activities are displayed one below the other with their names. The diagram is very similar to the ‘Schedule View’ (see page 115). The shifting of activities and milestones is indicated with additional triangles.


Activities and sprints are represented by a transparent bar (unless a category which uses another color is assigned to the activity, see ‘Categories Tool’ on page 272). A line inside the bar marks the degree of completion. Connections between two or several activities are marked with arrows.

Milestone activities are represented by a diamond.

Tasks and collection tasks which do not have an assigned start and finish date are not displayed in the schedule history.

The schedule history of activities, collection activities and sprints are displayed in black. Changes in the schedule history of activities, collection activities and sprints are represented by red color. A red triangle marks the beginning and the end of the former schedule. In the figure above, e.g., the activity Implementation UI is prolonged by one week. All subsequent activities are shifted by one week, as well.

The shifting of a milestone date is indicated with red triangles, as well. In the figure above, e.g., the milestone 2.3 Design completed is shifted by one week.


4.9.4 Resources ViewAll instruments for controlling the effort in a project are integrated in the view Resources.

Different View Types of the Resources ControllingIn the main part of the screen, the data of the project resources for the selected project is displayed. Three view types are available which can be selected above the view.

1 Effort Table

2 Progress

3 Earned Value Diagram

Effort TableThis view offers a comparison of planned and actual data for the efforts of activities and assigned resources. The activities in the project and the assigned resources are displayed in a list. Depending on the selected outline level, the activities are listed in the corresponding tree structure. On the lowest level the assigned resources are displayed. The lines with the activities contain the accumulated values of the assigned resources.

Filters At the right above the table, it can be selected from which version of the plan the base data is taken (Baseline, Latest Version, Working Version). Working Version can only be selected by the owner of the working copy. Additionally, the outline levels can be selected (Top, 2-5, All).

Columns of the TableActivities and resources are listed with the following parameters:


Activity/Resource Name of the activity or resource, respectively.


ProgressHere, the project manager can edit the progress of each activity. This can be done either on the activity level or per resource of the activity. Dependent of the selected progress mode of the project, for Contributor Estimation and Automatic the open effort can be revised in addition to the percentage of completion. In this case, the revised open effort and the % completed are linked values.

ToolbarFor the progress table, a toolbar with three icons is displayed at the top of the main screen. The changes in the table can be saved or reverted. Furthermore, the table can be printed.

Base (h) The planned effort for the activity or resource (in the currently checked-in project plan or the selected baseline version, respectively; see page 87). The value is given in hours.

Actual (h) The actual effort (registered by the work slips of the resources) for the activity or resource. The value is given in hours.

Rem. (h) The remaining effort is the difference between base and actual effort for the activity or resource. The value is given in hours. A negative value shows that the plan is exceeded.

Expected (h) The expected effort is a linear extrapolation using the degree of completion (which is calculated from the collected individual remaining efforts). The value is given in hours.

Deviation (h) The deviation is calculated as the difference between the expected effort and the base. The value is given in hours.

Deviation (%) This column gives the percentage deviation of the expected value referred to the base effort.



Columns of the tableThe columns displayed in the table depend on the progress mode selected for the project.

For projects with the progress mode Contributor Estimation and Automatic, two additional columns with the the open and the revised effort are displayed.

The activities and the assigned resources are listed with the following parameters:


Number No Number of the activity.


Activity No Name of the activity and the assigned resources.

No If there are actions assigned to the activity, the status of the actions is displayed in this column.

Resp. No The responsible resource.

Plan No Planned effort for the activity.

Rem. No The remaining effort calculated from the planned effort and the actual effort which is recorded by the resources in their work slips.

Open Nos Only displayed for the progress mode Contributor Estimation and Automatic. The open effort estimated by the contributors or the open effort calculated from the actual effort which is recorded by the resources in their work slips. .


Earned Value ChartThis view displays the earned value along the time axis of the project. The sums of the planned and the actual effort are displayed in the chart.

FiltersAt the right above the diagram, the outline levels can be selected (Top, 2-5, All).

Revised Yes Only displayed for the progress mode Contributor Estimation and Automatic. The open effort can be revised by the project manager in this column.

This value is taken to recalculate the degree of completion. For milestones, the value is not editable.

% Com. Yes The degree of completion calculated from the (revised) open effort or directly given by the project contributors. These values can be edited by the project manager. For the progress mode Contributor Estimation and Automatic on changing this value, the revised effort is updated, as well.

Com. Yes This check box is selected if the degree of completion is 100 %. If it is manually selected, the (revised) open effort is set to zero. For milestones, this setting can also be changed manually.

Dev. No The absolute deviation of the total effort. Calculated from the planned effort and the estimated total effort.

Dev. (%) No The deviation of the total effort given as percentage.



4.9.5 Costs ViewAll instruments for controlling the costs in a project are integrated in the fourth tab Costs.

Different View Types of the Cost ControllingIn the main part of the screen, the data of the project costs for the selected project is displayed.

1 Costs Table

2 Progress

3 Earned Value Diagram

Costs TableThis view offers a comparison of planned and actual data for the costs of activities.

The activities in the project and the assigned costs are displayed in a list. Depending on the selected outline level, the activities are listed in the corresponding tree structure. On the lowest level the cost types are displayed. The lines with the activities contain the accumulated values of the assigned costs.

Filters At the right above the table, it can be selected from which version of the plan the base data is taken (Baseline, Latest Version, Working Version). Working Version can only be selected by the owner of the working copy. Additionally, the outline levels can be selected (Top, 2-5, All).

Columns of the TableActivities and cost type are listed with the following parameters:


WBS Gives the number of the activity in the WBS.


ProgressHere, the project manager can edit the open costs of each activity. Personnel costs cannot be changed here, since they are automatically calculated from the effort.

ToolbarFor the progress table, a toolbar with three icons is displayed at the top of the main screen. The changes in the table can be saved or reverted. Furthermore, the table can be printed.

Activity/Cost Type Name of the activity or cost type, respectively.

Base () The planned costs for the activity or cost type (in the currently checked-in project plan or the selected baseline version, respectively; see page 87). The value is given in the currency which is set in the system settings.

Actual () The actual costs (registered by the work slips of the resources) for the activity or cost type. The value is given in the currency which is set in the system settings.

Rem. () The remaining costs are the difference between base and actual costs for the activity or cost type. The value is given in the currency which is set in the system settings. A negative value shows that the plan is exceeded.

Expected () The expected costs are a linear extrapolation using the degree of completion (which is calculated from the collected individual remaining costs). The value is given in the currency which is set in the system settings.

Deviation () The deviation is calculated as the difference between the expected costs and the base. The value is given in the currency which is set in the system settings.

Deviation (%) This column gives the percentage deviation of the expected value referred to the base costs.






Activity No Name of the activity.

Plan No Planned costs for the activity.

Actual No Actual costs for the activity.

Open No The estimated open costs by the contributors or the open costs calculated from the actual costs which are recorded by the resources in their work slips.

Rev. Yes The revised open costs. For milestones, the value is not editable.

No In this column, it is displayed whether the activity is already completed.

Exp. No The expected costs for the activity calculated from the actual costs and the revised open costs.

Dev. No The absolute deviation of the total costs. Calculated from the planned costs and the expected costs.

Dev. (%) No The deviation of the total costs given as percentage.


Earned Value ChartThis view displays the earned value along the time axis of the project. The sums of the planned and actual costs are displayed in the chart.

FiltersAt the right above the diagram, the outline levels can be selected (Top, 2-5, All).

4.9.6 Risks ViewThis view displays the project risks in a graphical presentation using the probability (x axis) and the impact (y axis). The risks displayed can be filtered by their status.


Context menuWith a right mouse-click into the diagram, a context menu with the item Save as Image opens. The diagram can be saved as image file. It is then available to external applications.

4.9.7 Stakeholders ViewThis view displays the stakeholder of the project in a graphical presentation. The attitude of the stakeholders in represented by coloured bubbles using the power (x axis) and the iinterest (y axis).


Context menuWith a right mouse-click into the diagram, a context menu with the item Save as Image opens. The diagram can be saved as image file. It is then available to external applications.

4.9.8 Milestones ViewAll instruments for controlling the milestones in a project are integrated in the last tab Milestones.

Different View Types of the Milestone ControllingIn the main part of the screen, the milestones of the project plan for the selected project are displayed. Two view types are available which can be selected above the view. ■ Milestones List: This view displays the milestones with the palnned date and the actual date.■ Milestones History: This view displays the history of the milestone dates in a table■ Trend Analysis: This view displays the history of the milestone dates in a diagram.

Milestones ListIn this view type, the list of the scheduled milestones is presented with their date from base plan, the current plan version and the actual completion date.


Milestones HistoryIn this view type, the history of the scheduled milestones is presented in a list. The milestones of the project are listed one below the other.


Columns of the TableThe schedule of the milestones is listed for several flexible dates. The columns give the schedule of the milestone from the project plan which was checked-in at the date given in the column header. The dates in the column headers are calculated from the current date in two-week steps backward. The interval between the dates can be selected in the system ‘Settings’ on page 282.

In the figure above, the schedule of milestones has not changed at the current date compared with the schedule in the past.

Trend AnalysisIn this view type, the history of the scheduled milestones is presented in a diagram. The scheduled date of a milestone is shown for different dates in the history of the project plan.

Appearance of the Trend Analysis DiagramThe timescale of the project plan is given from top to bottom. The unit of the timescale is automatically fitted to display all milestones. Different colors sign the single milestones. The names of the milestones and the respective colors are given at the right side of the diagram.

From left to right, dates in two-week steps are given. The interval between the dates can be selected in the system ‘Settings’ on page 282.

In the figure above, the schedule of the milestones has changed at the current date compared with the schedule two (or more) weeks ago.

Tool Group PROJECTS - Status Tab for a Project 165

4.10 Status Tab for a ProjectOn selecting a project in the project navigator on the left, the fifth tab in the tool group PROJECTS is the Status tool.

The project manager can create a status report for a project. In this status report, all efforts from work slips are compiled which have been locked by the corresponding resource managers (see ‘Locking a Time or Cost Record’ on page 65). The period, which is set in the system settings as controlling interval (see ‘Editing the System Settings’ on page 282) is regarded.

ToolbarFor the status tool, a toolbar with four icons is displayed at the top of the main screen. A project manager can create a new status report for this project (to do so the project plan must either be released or checked-out by himself). An existing status report which is not yet submitted can be edited by the project manager. Status reports can be again deleted. The controlling of the work slips is finalized by submitting the created status report. Simultaneously, the project plan is released again. Every status report can be opened and viewed with a double-click.

Tipps

The status tool is an additional option for onepoint PROJECTS which has to be licensed separately. If this option is not licensed the accordant tool is not included into the user interface.

With the Status Reporting Option also the following four reports are available (see ‘Reports for the Use of the Status Reporting Option’ on page 173):■ Work Instruction (see ‘Appearance of the Dialog’ on

page 134)■ Project Order (see ‘Report Project Order’ on page 95)■ Project Progress (see ‘Reports for the Use of the Status

Reporting Option’ on page 173)■ Project Closure (see ‘Reports for the Use of the Status

Reporting Option’ on page 173)

Tool Group PROJECTS - Status Tab for a Project166

FiltersRight above the list, the number of status reports can be restricted by the selection of a time period (Current Quarter, Previous Quarter, Current Year, All).

Columns of the TableThe status reports are listed with the following parameters:

4.10.1 Adding a New Status Report1 Select the tool group PROJECTS.

2 Select in the project navigator the project for which you want to add a status report and navigate to the tab Status.

3 Click on the icon New Status Report in the toolbar. This button is only active if you - as a project manager - have edit rights for the plan (the plan may not be checked out by another user).

4 A dialog opens with the sections Overview, Progress, Rating, Billable, Milestones, Trend Analysis and Closure.

5 Section Overview: You can rate the so far obtained project result using different traffic lights. First, select the valid period of the status report. The selected traffic lights are compiled on the tab Overview in the tool group PROJECTS (see ‘Project List Tab for a Portfolio’ on page 74) and in the Status view of the tool group MY WORK (see ‘Status View’ on page 48).


Period Gives the period for which the status report was created.

Plan Version Gives the version of the project plan for which the status report was created.

Traffic Light The status of up to nine traffic lights from the status report.

Submitted Date of release of the status report.

Closed Shows if the project was closed in the status report.


The following traffic lights can be selected:

6 Section Progress: The progress and the variance from plan for the dimensions dates, effort and costs are displayed as percentages.


General Total rating of the project.

Manager Rating by the project manager.

Customer Rating by the customer.

Quality Rating with regard to obtained quality.

Dates Rating with regard to observance of dates.

Resources Rating with regard to the effort of resources.

Costs Rating with regard to the costs.

Risk Rating with regards to the project risks.


7 Section Rating: You can keep records of the project progress and of specific problems and decisions, as well. Furthermore, a forecast can be given.

8 Section Billable: All activities are included, for which effort was accounted during the controlling period. As a precondition, the accordant work records have to be locked by the corresponding resource manager. You can specify for each activity how many hours of the tracked hours are billable and whether the activity is completed. Furthermore, a comment field is available for every entry.


The activities are listed with the following parameters:

9 Section Milestones: All milestones of the project plan are listed.


Activity Name of the activity.

Base (h) The planned effort for the activity (in the currently checked-in project plan).

Actual (h) The actual effort (registered by all work entries of the resources) for the activity.

Billed (h) The effort which was already billed for this activity in status reports created before.

Tracked (h) The actual effort for the activity registered in the work records which are included into this status report.

Billable (h) The billable effort results from the tracked effort and the percentage which is given for the activity in the project plan as % Billable (see ‘To edit costs’ on page 139). As a project manager you can edit this value in the status report.

Com. You can specify whether you regard the activity as completed.

Comment You can enter a comment for every activity.


The milestones are listed with the following parameters:

10 Section Trend Analysis: All milestones are depicted in the trend analysis diagram. Thus, shiftings in the schedule can be easily identified.


Activity Name of the milestone.

Baseline The schedule of the milestone from the baseline version of the project plan.

Current The schedule of the milestone in the current version of the project plan.

Com. This checkbox specifies whether the milestone is achieved.

Comment You can enter a comment for every milestone


11 Section Closure: you can keep records of the project results at the closure of the project.


First, you have to select the check box for closing the project. Enter your comments with regard to ■ Goals■ Deliverables■ Milestones■ Costs■ Effort■ Conclusion

12 Click on the Save button of the dialog at the top right.

13 A new status report for the working copy of the project plan is created.

4.10.2 Editing a Status Report1 Select the tool group PROJECTS.

2 Select in the project navigator the project for which you want to edit a status report and navigate to the tab Status.

3 Select the status report you want to edit in the list.

4 Click on the icon Edit in the toolbar.

5 The dialog with the properties of the status report opens. The composition is identical to the dialog for adding a status report (see ‘Adding a New Status Report’ on page 166). However, the attributes are only editable for a status report which is not yet released.

6 Make your changes on the parameters and save the new settings with a click on the Save button at the top right.


4.10.3 Deleting a Status Report1 Select the tool group PROJECTS.

2 Select in the project navigator the project for which you want to delete a status report and navigate to the tab Status.

3 Select the status report you want to delete in the list.



6 Click Delete to confirm the deletion.

4.10.4 Submitting a Status ReportYou can submit a status report which you have created. With this release also the project plan is checked in again.

1 Select the tool group PROJECTS.

2 Select in the project navigator the project for which you want to submit a status report and navigate to the tab Status.

3 Select the status report you want to submit in the list.

4 Click on the icon Submit in the toolbar. This is only possible for a status report which was not yet submitted before.

5 The status report gets the new status Submitted and the working copy of the project plan is checked-in. The status report is assigned to the preceding version of the project plan.

4.10.5 Reports for the Use of the Status Reporting OptionThe dialogs for creating or editing a status report have at the top left a button for generating a report Project Progress.

If the check box for closing the project is selected, also a button for generating a Project Closure report is displayed. The same button is then available in the Properties dialog of the project itself.

Report Project ProgressIn the Project Progress Report the following settings are compiled:

1 Project Properties

2 Overall Status

3 Progress

4 Ratings

5 Milestones

6 Costs


Report Project ClosureIn the Project Closure Report the following settings are compiled:

1 Description

2 Project Goals

3 Deliverables

4 Milestones

5 Project Effort

6 Project Costs

7 Lessons Learned

Tool Group PROJECTS - Todos Tab for a Project 175

4.11 Todos Tab for a ProjectOn selecting a project in the project navigator on the left, the sixth tab in the tool group PROJECTS is the Todo tool.

Here, the project manager can create a checklist with todos which are not covered in the project plan itself. The todos which have been created by the project contributors and by the worflow feature are listed, as well. Also todos which concern the project manager and not the project contributors (e.g. to internally market a project) can be covered with this tool.

ToolbarFor the todos, a toolbar with three icons is displayed at the top of the main screen. The todos can be saved and the properties of one todo can be opened. Additionally, the list can be printed.

Below the toolbar, there is the possibility to display or hide the filter for the table. With a click on the Filter icon, the following five filter fields are unhidden:■ Status (All, Open, Closed)■ Type (All, Todo, Issue, Information, Decision)■ Responsible (All or a single resource)■ Time Period (This Week, Next Week, Next 2 Weeks, Next Month, Next 2 Months or All) ■ Topic (a single topic or All),


The fields of each todo can directly be edited in the table. After selecting a todo and a click on the Properties icon, the dialog for editing a todo opens. If you click on the minus icon below the list after having selected a todo in the list, the todo will be deleted.

Columns of the TableThe todos are listed with the following parameters:

Tool Group PROJECTS - Todos Tab for a Project176

4.11.1 Adding a New Todo1 Select the tool group PROJECTS.

2 Select in the project navigator the project for which you want to edit the todos and navigate to the tab Todos.

3 An entry can be added by a click on the plus icon at the bottom of the list. Entries can be deleted with a click on the minus icon (several entries can be selected and deleted at once).

4 Enter the Title of the entry directly in the table. Additionally, each entry can be marked with a type, a responsible resource, a Priority and a Due date. The appropriate status can be selected for each todo from the selection.

5 If you click on the Activities field, a new dialog opens where you can select the appropriate activities.

Confirm your selection with a click on the OK button of the dialog.

6 Click on the Save icon in the toolbar to save the todos.


Status

The status of the todo is given by the symbols.

Title Name of the todo.

Type

Issue, todo or decision

Responsible A resource of the project can be assigned as responsible resource.

Pri. The priority of the todo (1-5).

Due The due date of the todo.

Activities Activities of the project plan can be assigned to the todo.

Topic The topic of the todo. It can be freely defined.

Tool Group PROJECTS - Agendas Tab for a Project 177

4.12 Agendas Tab for a ProjectOn selecting a project in the project navigator on the left, the seventh tab in the tool group PROJECTS is the Agendas tool.

This tool can be used to create agendas and to assign todos to an agenda. By default, all open todos are assigned to a new agenda and hence are carried forward into each meeting until they are completed. For each agenda, todos can be manually deleted or added. Invitations with the agenda and minutes of the meeting can be generated. Each todo can be commented for the minutes.

ToolbarFor the agendas, a toolbar with eight icons is displayed at the top of the main screen.

■ a new agenda can be created,■ an existing agenda can be copied to create a new agenda using the existing data,■ an agenda can be deleted,■ the properties of an agenda can be opened and edited,■ an agenda can be submitted,■ an invitation with the agenda of the meeting can be sent to all participants of the meeting by email,■ the invitation report can be created as seaparte report,■ a report with the agenda minutes can be created. For the minutes report, comments can be added to each

todo.

Below the toolbar, there is the possibility to filter the table with a topic selection.

Columns of the TableThe agendas are listed with the following parameters:

Tool Group PROJECTS - Agendas Tab for a Project178

4.12.1 Adding a New Agenda1 Select the tool group PROJECTS.

2 Select in the project navigator the project for which you want to create an agenda and navigate to the tab Agendas.

3 Select the symboly New Agenda. If you want to create an agenda based on an existing one, you can select this entry in the table and click on the symbol Copy. The following dialog is then prefilled with the data of the existing agenda.

4 Enter the data for the new agenda. In the toolbar, there are icons for the following actions■ Save the agenda■ Submit the agenda■ Send invitation: all participants of the meeting with a valid email address get an email with the agenda of

the meeting as pdf attachment.■ Create the invitation report: the invitation agenda can be created as separate file■ Create the minutes report: the minutes are created as pdf file.


Title Name of the agenda.

Topic The topic of the todos.

Chair The reource which will be the chairman of the meeting.

Date The date of the meeting.

Submitted The date when the agenda was submitted.


5 Add the participants to the agenda by using the plus and minus icons.

A new dialog with two tabs opens, where you can select the project resources on the first tab.

On the second tab, additional resources are available for selection.

Tool Group PROJECTS - Agendas Tab for a Project180

After having selected the resources, click on the OK button.

6 Add the todos to the agenda by using the plus and minus icons. The list is prefilled by default with all todos not yet covered by other agendas and linked to same topic as the agenda. With a click on the plus icon, you can directly create new todos for the new agenda. The data can directly be edited in the list. With a click on the comment icon at the left, you can add a note to the todo. In the field Miscellaneous, you can add general information to the agenda.


With a click on the third icon below the list, a new dialog opens, where you can select todos which are not yet covered by any agenda.

After having selected the todos, click on the OK button.

7 The new agenda can be saved by a click on the Save button.

8 The agenda can be submitted. After submission, it cannot be edited anymore. Also the invitation report cannot be created anymore.

Tool Group PROJECTS - Documents Tab for a Project182

4.13 Documents Tab for a ProjectOn selecting a project in the project navigator on the left, the seventh tab in the tool group PROJECTS is the Documents tool.

Every project contributor can create and view project-related documents here. Beside documents also links can be created. The folders can be used to clearly structure the documents.

ToolbarFor the documents tool, a toolbar with five icons is displayed at the top of the main screen. New folders and documents can be added to onepoint PROJECTS. The properties of existing folders and documents can be viewed or edited. Tree entries can be moved into other folders. Existing folders and documents can also be deleted.

Columns of the TableProject documents and folders are listed with their Name, Description, the name of the creator and the creation date.

4.13.1 Adding a New Folder1 Select the tool group PROJECTS.

Tipps

You have to allow pop-up windows in your web browser. If you block pop-ups, the document cannot be opened in a new browser window.

A document can be opened by a double-click on the accordant entry in the list.

Tool Group PROJECTS - Documents Tab for a Project 183

2 Select in the project navigator the project for which you want to add a folder and navigate to the tab Documents.

3 Click on the icon New Folder in the toolbar.

4 A new dialog opens where you have to enter the Name of the new folder and optionally a Description.


4.13.2 Adding a New Document1 Select the tool group PROJECTS.

2 Select in the project navigator the project for which you want to add a document and navigate to the tab Documents.

3 Select a folder and click on the icon New Document in the toolbar.

4 A new dialog opens where you have to enter the Name of the new document and optionally a Title.■ If you want to create a document, select the radio button Document and select the accordant document in

your file system.■ If you want to create a link, select the radio button Link and enter the address of the link into the text field

Location.


Tool Group PROJECTS - Documents Tab for a Project184

6 onepoint PROJECTS adds the new document or link to the system.

4.13.3 Properties of a Document or FolderThe parameters of a folder or document can be viewed or edited:


2 Select in the project navigator the project for which you want to edit a document and navigate to the tab Documents.

3 Select the document or folder which you want to edit.


5 A new dialog opens where you can edit the parameters. The composition of the dialog is identical to the add dialog.


4.13.4 Moving a Folder or DocumentA folder or document can be moved to another position in the documents tree.


2 Select in the project navigator the project for which you want to move an object and navigate to the tab Documents.

3 Select the folder or document which you want to move.


5 A new dialog opens where you can select the target folder.

6 After having selected the folder, click on the OK button.

7 The folder or document which you selected is moved to the new position.

4.13.5 Deleting a Folder or Document1 Select the tool group PROJECTS.

Tool Group PROJECTS - Documents Tab for a Project 185

2 Select in the project navigator the project for which you want to delete an object and navigate to the tab Documents.

3 Select the folder or document which you want to delete. Several entries can be selected at once.




onepoint PROJECTS deletes the folder or document which you selected for deletion.

Tool Group PROJECTS - Discussions Tab for a Project or Template186

4.14 Discussions Tab for a Project or TemplateOn selecting a project in the project navigator on the left, the eighth tab in the tool group PROJECTS is the Discussions tool. On selecting a template, the Discussions tool is the third tab.

For his projects, every project contributor can attend the project specific forum. New topics and replies to existing topics can be created.

ToolbarFor the discussions, a toolbar with three icons is displayed at the top of the main screen. A new topic or reply to an existing topic can be created. An entry can again be deleted by a user with administrator rights.

4.14.1 Adding a New Topic1 Select the tool group PROJECTS.

2 Select in the project navigator the project for which you want to add a discussion topic and navigate to the tab Discussions.

3 Click on the icon New Topic in the toolbar.

4 A new dialog opens where you have to enter the Topic Name and write your contribution into the text area.

Tool Group PROJECTS - Discussions Tab for a Project or Template 187

5 Click on the OK button of the dialogue.

6 onepoint PROJECTS adds the new topic to the system.

4.14.2 Adding a Reply1 Select the tool group PROJECTS.

2 Select in the project navigator the project for which you want to add a reply and navigate to the tab Discussions.

3 Select the topic for which you want to add a reply and click on the icon Reply in the toolbar.

4 A new dialog opens where you have to enter your reply into the text area.

Tool Group PROJECTS - Discussions Tab for a Project or Template188


6 onepoint PROJECTS adds your reply to the accordant topic in the discussion forum.

4.14.3 Deleting a Topic or ReplyA user with administrator rights can delete topics and Replies from the discussion forum.


2 Select in the project navigator the project for which you want to delete an object and navigate to the tab Discussions.

3 Select the topic or reply which you want to delete. Several entries can be selected at once.




onepoint PROJECTS deletes the topic or reply which you selected for deletion.

Tool Group PROJECTS - Stream Tab for a Project 189

4.15 Stream Tab for a ProjectOn the tab Stream, the latest events of a project are displayed in an activity stream.

The following events are supported:

Logged Text Event

[User] has started working on [Activity] Time or progress is tracked for an activity for the first time.

[User] has completed [Activity] Activity is completed.

[User] has submitted a (new) status report A new status report is submitted.

[User] has added [Resource] to the project team Resource manager assigns a resource to the project.

[User] has added a new comment on [Activity] User made a comment - the text of the comment follows in a quoted style.

[User] has changed the project status to [Status] Change of project status.

[User] has created a new version of the project plan (version [Version Number])

Check-in of a project plan.

[User] has created a (new) ad hoc activity "[Activity Subject] User created an ad hoc activity.

[User] has created a (new) issue "[Issue Title]" User created an issue.

Tool Group PROJECTS - Stream Tab for a Project190

Various texts Workflow Events

Logged Text Event

Tool Group PROJECTS - Archive Tab for a Project 191

4.16 Archive Tab for a ProjectThe last entry in the tool group PROJECTS is the Report Archive tool. In this tool, all reports from the reports archive (see ‘Archive Tab’ on page 253) are assorted which contain data related to a distinct project. From the standard reports these are the reports Project Progress, Project Status and Resource Allocation (see ‘Overview Tab of a Report’ on page 249).

Columns of the TableThe reports are listed in the archive with the following parameters:

ToolbarIn the tool Archive, a toolbar with the icons Properties and Delete is displayed.


Name Name of the report (composed by the report type and the creation time).

Type Gives the report type.

Created By The name of the user who created the report.

Created On The date on which the report was created.

Tipps

You have to allow pop-up windows in your web browser. If you block pop-ups, the report cannot be opened in a new browser window.

A double-click on a report in the list opens the report as pdf file in a new browser window.

Tool Group PROJECTS - Archive Tab for a Project192

4.16.1 Viewing the Properties of a Report1 Navigate to the tab Archive in the tool group PROJECTS.

2 Select the report for which you want to view the properties.


4 A new dialog with two tabs opens where you can view the parameters.

Tool Group PROJECTS - Archive Tab for a Project 193

5 On the second tab Permissions you can view the permissions for the report.

6 After viewing the parameters, click on the OK button. The dialog is closed.

4.16.2 Deleting an Archived Report1 Navigate to the tab Archive in the tool group PROJECTS.

2 Select the report which you want to delete. Several entries can be selected at once.




6 onepoint PROJECTS deletes the report(s) which you selected for deletion.

Tool Group PROJECTS - Archive Tab for a Project194

195

5 Tool Group RESOURCES

■ The tool group RESOURCES offers all features for the administration of resources. The monitoring of the utilization of resources across projects is also included.

In onepoint PROJECTS the administration of project resources is separated from the administration of users (see ‘Users Tool’ on page 288).

In contrast to other project planning programs, e.g. Microsoft Project, the resource administration in onepoint PROJECTS is very strict. All resources have to be available in the system before being used for planning of a project.

This rule offers some advantages:■ For instance, an ad hoc resource utilization chart can be shown (see ‘Utilization Tab for Resource Pools,

Collection Resources or Resources’ on page 217).■ In addition, errors are less likely to occur when resources are planned/assigned.

Not until a resource is created in the resource administration of onepoint PROJECTS and is assigned to a project, the resource can be used in a project. For this purpose, the resource administration offers a resource navigator. Here, the resources can be structured. The properties of resources and resource pools can be defined in detail. In order to support the resource managers in allocating resources to projects, views for the allocation and total utilization of resources across projects are offered.

The focus of onepoint PROJECTS lays on Hightech R&D- and Consulting projects, as well. Hence, resources in onepoint PROJECTS are mainly human resources and resource costs always appear as personnel costs.

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In onepoint PROJECTS, project resources are administered independently from user accounts for the application. Resources, however, can be connected to users. Each resource optionally has a linked user. This user account is used to support the access control and to receive notes (e.g. e-mail messages). In this way, a user who is a Contributor to a project only gets the tasks and work slips of the resource(s) to which he is assigned. A user can also be the linked user of multiple resources (e.g. a partner manager).

The separation of users and resources in onepoint PROJECTS offers the following advantages:■ The planning of subcontractors or external resources in

projects (persons who cannot access the onepoint PROJECTS system) is available.

■ It is also possible that project observers can use the controlling components (they can get a personal user account), even though they do not act in person in the projects as resources.

The access control of projects (and hence their administration) is separated from the administration of resources.

Tool Group RESOURCES - Resource Navigator196

5.1 Resource NavigatorOn opening the RESOURCES tool group, a tree of resource pools, resources, collection resources and linked resources is displayed on the left side. The pools act as folder or subfolder which contain the resources and /or subpools which belong to the pool. You can open or close pools containing further elements with mouse-clicks on the dark blue arrows.

The resource pool can be used for the sub-administration of resources. Using a link, a resource can be assigned to several pools. If an employee is set up in the system using multiple resources, these resources can be combined into a collection resource. The utilization of the collection resource displays the actual utilization of the employee.

The hourly rate of pools can be used for simplifying the resource administration. Resources with the same hourly rate can be integrated into one pool. This structure enables that the pool rate can be inherited to the contained resources (see ‘Adding a New Resource’ on page 200).

A resource, collection resource or resource pool can be selected in the tree.

Depending on the type of element you have selected in the navigator, a different selection of tools is presented in the main part of the screen. For all elements, the following three tabs are displayed:■ ‘Properties Tab for Resource Pools, Collection Resources or Resources’ (see page 215)■ ‘Allocation Tab for Resource Pools, Collection Resources or Resources’ (see page 216)■ ‘Utilization Tab for Resource Pools, Collection Resources or Resources’ (see page 217).

In addition, for Resource Pools and Collection Resources an Overview Tab (see page 198) is available. This tab offers several tools for administrating and structuring the resources.

Depending on the selected tab, a toolbar is displayed which offers different actions. Generally, the action is applied to the object selected in the project navigator.

Having selected a pool in the resource navigator, the sub-structure of this pool is displayed as a tree on the tabs Overview, Allocation and Utilization. This representation allows, as well, the selection of subordinate elements (sub-pools or resources). As soon as an element is selected on the tab Overview, the buttons in the toolbar refer to this selected element.

Hence, moving a resource is possible ■ on either selecting the resource directly in the project navigator on the left or

Tool Group RESOURCES - Resource Navigator 197

■ on firstly selecting a superior pool and then marking the appropriate resource on the Overview Tab.

With the second approach several elements can be selected simultaneously. The resource navigator on the left hand allows only a single selection.

Tool Group RESOURCES - Overview Tab for a Resource Pool or Collection Resources198

5.2 Overview Tab for a Resource Pool or Collection ResourcesThe first tab after having selected a resource pool or a collection resource in the resource navigator is the Overview tab. It is used for the administration of resources and for structuring the pool tree. The pools act as folder or subfolder to structure the number of resources. Collection resources can be used to cover persons who act as different resources. Links can be used to assign a resource to multiple pools.

The tab contains a toolbar with nine buttons. Initially, the buttons refer to the pool/collection resource selected in the navigator. The substructure of the selected pool/collection resource is displayed below the toolbar. Secondary pools can be opened or closed for display.

Present pools or resources can be selected in the substructure. The buttons in the toolbar then refer to the marked object.

Columns of the tableResources and resource pools are listed with their Name and Description (if available).

ToolbarNew resources and resource pools can be added to onepoint PROJECTS. An existing resource can be linked to other resource pools. The properties of existing resources or pools can be viewed or edited. Tree entries can be moved into other pools. Existing resources or pools can also be deleted. Resources can be assigned to projects. A detailed search for resources with the required availability and/or skills is supported, as well. User accounts can be imported as resources. Resources and unavailabilities can be imported from Excel files. For each action an icon is displayed in the toolbar.

For a detailed description of the actions available in the toolbar, see:■ ‘Adding a New Resource Pool’ on page 199. You need at least manager access to the pool to perform this

action.■ ‘Adding a New Resource’ on page 200. You need at least manager access to the pool to perform this action.■ ‘Adding a New Collection Resource’ on page 204, You need at least manager access to the pool to perform

this action.■ ‘Adding a Link’ on page 205.You need manager access to the destination pool.■ ‘Properties of an Object’ on page 206

Tool Group RESOURCES - Overview Tab for a Resource Pool or Collection Resources 199

■ ‘Moving a Resource Pool or Resource’ on page 206. You need at least manager access to the object and the target pool.

■ ‘Deleting a Resource Pool or Resource’ on page 207. You need manager rights for the object which shall be deleted.

■ ‘Assigning a Resource to a Project’ on page 208. You need manager rights for the ressource.■ ‘Finding an Appropriate Resource’ on page 208■ ‘Importing Users (as Resources)’ on page 210■ ‘Importing Resources’ on page 213■ ‘Importing Unavailabilities’ on page 213.

5.2.1 Adding a New Resource PoolA new resource pool can be added using the New Pool icon in the toolbar:

1 Navigate to the tool group Resources and select in the resource navigator the pool to which you want to add the new pool as subfolder.

2 Note that you need manager permissions on the pool in order to be allowed to create new pools in the pool.

3 Click on the icon New Pool in the toolbar.

4 A dialog opens with the sections General, Hourly Rates, Projects and Permissions.

5 Section General: you have to enter the Name of the new pool and optionally a Description. In addition, you can select a calendar for the new pool. If the administrator of your onepoint PROJECTS application, additionally, has defined types of pools (see ‘Tool Group CUSTOMIZE’ on page 258), you can also select a pool type.

6 Section Hourly Rates: Specify the internal and external hourly rates of the resource pool.

7 Section Projects: the project(s) to which you want to assign the new resource pool can be selected.


Click on the plus button. A new dialog opens, where the projects are listed and can be selected. Multiple selection is possible. A project which is already assigned cannot be selected anymore. Confirm your selection with a click on the OK button of the Select Projects dialog.

The assignment to a project can be again deleted after selection of the project by a click on the minus button below the list.

8 If you select a pool type for which additional fields are defined (see ‘Adding a new Custom Field’ on page 262), an additional section Custom Fields is displayed. Dependent on the fields which are defined, you have to enter additional parameters. Some of the attributes may be mandatory fields or require a unique value. An example for the Custom Fields section is given on page 79.

9 Select the permissions for the new pool on the last tab Permissions. The permissions of the superior pool are automatically used for the new pool. You are automatically added with at least manager rights for the new pool. A detailed description of how to change permissions is given in ‘Setting Permissions for Objects’ on page 311.


11 onepoint PROJECTS adds the new pool to the pool and resources tree.The user who created the pool has also the possibility to edit it or to delete it.

5.2.2 Adding a New ResourceThere are two ways to add resources to onepoint PROJECTS.■ Users can be imported as resources (see ‘Importing Users (as Resources)’ on page 210).■ A new resource can be added using the New Resource icon in the toolbar:

1 Navigate to the tool group Resources and select in the resource navigator the pool to which you want to add the new resource.

2 Note that you need manager permissions on the pool in order to be allowed to create new resources in the pool.

3 Click on the icon New Resource in the toolbar.

4 A dialog opens with the sections General, Hourly Rates, Projects, Skill ratings, Availability and Permissions.


5 Section General: Enter the Name of the new resource and optionally the other parameters. The parameters of the first section General are listed with a short description in the following table:


Name The name of the resource.

Type The administrator of your onepoint PROJECTS application, additionally, can define types of resources (see ‘Tool Group CUSTOMIZE’ on page 258). In this case, you can also select a resource type.

Description A description of the resource.


6 Section Hourly Rates: Specify the hourly rates of the resource.

The rates can be inherited by the rate of the superior pool or be explicitly entered for the new resource (check box Override hourly rates of pool).

The internal hourly rate of a resource is used for the automatic calculation of personnel costs. The external hourly rate of a resource is used for the automatic calculation of proceeds. Additionally, you can specify time-dependent hourly rates for the resource. During the selected period, these rates override the general rates.

To add periods, click on the plus icon at the bottom of the list. The dates and rates can directly be edited in the corresponding fields of the new entry.

A defined period can be again deleted by a click on the minus icon (several entries can be selected in the list and deleted at once).

7 Section Projects: The project(s) to which you want to assign the new resource can be selected.

Availability (%) Gives the global availability of the resource for the project planning. 100% corresponds to a full-time resource, 50% to a half-time working resource. Project managers can assign resources only up to the global availability. At the same time the availability is used for checking the resource’s utilization level in the resource utilization view.

Linked user The linked user is responsible for the time and cost recording of the resource. He gets the tasks of the resource in his task list.

Calendar A calendar can be selected for the resource.

Archived This check box can be selected, once the resource is not utilized anymore and is ready to be archived. Archived resources are not available anymore at the utilization tool.

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Resources can also be assigned to a project on creating or editing the project (see ‘Adding a New Project’ on page 76 or ‘Characteristics on Editing the Properties of a Project’ on page 86).

Click on the plus button. A new dialog opens, where the projects are listed and can be selected. Multiple selection is possible. A project which is already assigned cannot be selected anymore. Confirm your selection with a click on the OK button of the Select Projects dialog.



The assignment to a project can be again deleted after selection of the project by a click on the minus button below the list

8 Section Skill Ratings: You can specify and rate the skills of the resource. The skills have to be created by the user Administrator in the system (see ‘Skills Tool’ on page 295). These data allow to find an appropriate resource for a project (see ‘Finding an Appropriate Resource’ on page 208).

To add a skill, click on the plus button. A new dialog opens where the skills available in onepoint PROJECTS are listed and can be selected. Confirm your selection with a click on the OK button of the Select Skill dialog. A skill can be again deleted by a click on the minus icon (several entries can be selected in the list and deleted at once).


The rating of a skill can be set with a click on the rating field. A selection with ratings from zero to five stars is available.

9 Section Unavailabilities: Periods of unavailability can be defined for the new resource.

Click on the plus icon and enter a start and finish date for the new entry. A type of unavailability is also required and you can enter a comment for each period.

10 If you selected on the first tab a resource type for which additional fields are defined (see ‘Adding a new Custom Field’ on page 262), a fifth section Custom Fields is displayed. Dependent on the fields which are defined, you have to enter additional parameters. Some of the attributes may be mandatory fields or require a unique value. An example for the Custom Fields section is given on page 79.

11 Select the permissions for the new resource on the last section Permissions. The permissions of the superior pool are automatically used for the new resource. You are automatically added with at least manager rights for the new resource. A detailed description of how to change the permissions is given in ‘Setting Permissions for Objects’ on page 311.


13 onepoint PROJECTS adds the new resource to the resource pool which was selected for the creation of the resource. he user who created the resource has also the possibility to edit it or to delete it.

5.2.3 Adding a New Collection ResourceA new collection resource can be added using the New Collection Resource icon in the toolbar:

1 Navigate to the tool group RESOURCES and select in the resource navigator the pool to which you want to add the new resource.

2 Note that you need manager permissions on the pool in order to be allowed to create new resources in the pool.

3 Click on the icon New Resource in the toolbar and select the entry New Collection Resource.

4 A dialog opens with the sections General, Hourly Rates, Projects, Unvailabilities and Permissions.


5 Enter the Name of the new collection resource and optionally the other parameters. The parameters correspond to the parameters of a resource.


7 onepoint PROJECTS adds the new collection resource to the resource pool which was selected for the creation of the resource. The user who created the resource has also the possibility to edit it or to delete it.

5.2.4 Adding a LinkA resource can be linked to other resource pools. The feature is not available for pools and collections resources.

1 Navigate to the tool group RESOUCRCES and select in the resource navigator the pool which contains the resource for which you want to add a link.

2 Mark the resource you want to link on the tab Overview. You can also mark multiple resources. If you want to link only a single resource, you can also directly select this resource in the resource navigator on the left hand. The button Link is then available on the tab Properties, as well.

3 Click on the icon Link in the toolbar.

4 A new dialog opens where you can select the target pool. Also multiple pools can be selected to create multiple links at once.


5 Note that you need manager permissions on the pool in order to be allowed to create a link in the pool.

6 After selecting the pool(s), click on the OK button of the Select Pools dialog.

7 To the resource pool(s) which you selected, the resource is added as a link.

5.2.5 Properties of an ObjectThe button Properties in the toolbar is active on the tab Overview as soon as an element (pool or resource) of the sub-structure is selected. With a click on the button, the view switches to the Properties tab (see page 215) of the selected object. The accordant element is then also selected in the resource navigator on the left side.

5.2.6 Moving a Resource Pool or ResourceA resource (also a linked resource or a collection resource) or a resource pool can be moved to another position in the resources tree.

1 Navigate to the tool group RESOURCES and select in the resource navigator the pool which you want to move completely or partly. Note that you need manager permissions on the object which you want to move.

2 If you want to move elements included into the selected pool, mark the sub-pool, resource, linked resource or collection resource you want to move on the tab Overview. You can also mark multiple elements. If you want to move only a single element, you can also directly select this element in the resource navigator on the left hand. The button Move is then available on the tab Properties, as well.


4 A new dialog opens where you can select the target pool. Note that you need manager permissions on the pool in order to be allowed to move objects.


5 After selecting the pool, click on the OK button of the Select Pool dialog.

6 The resource or resource pool which you selected is moved to the new position.

5.2.7 Deleting a Resource Pool or ResourceA resource pool or resource in the pool can be deleted using the icon Delete in the toolbar:

1 Navigate to the tab Overview in the tool group RESOURCES.

2 Select the resource or resource pool which you want to delete. Several entries can be selected at once. If you want to delete only a single element, you can also directly select this element in the resource navigator on the left hand. The button Delete is then available on the tab Properties, as well.




Tipps

Resources which are still assigned to projects cannot be deleted. A corresponding error message is presented.

6 onepoint PROJECTS deletes the resource or resource pool which you selected for deletion.


5.2.8 Assigning a Resource to a ProjectAs mentioned before, a resource must be explicitly assigned to a project by its manager in order that it can be used by the project manager for planning purposes. There are six possibilities to assign a resource to a project:■ On adding a new resource, you can select the project(s) in the Projects section (see ‘Adding a New

Resource’ on page 200).■ On editing a resource, you can edit the project assignment in the Projects section (see ‘Properties Tab for

Resource Pools, Collection Resources or Resources’ on page 215).■ On importing users as resources, the projects can be assigned on the Projects tab (see ‘Importing Users (as

Resources)’ on page 210).■ On creating or editing a project (see ‘Adding a New Project’ on page 76), one or several resources can be

assigned to one project.■ If you edit a project plan, in the toolbar at the bottom, there is an icon for assigning resources to the project

(see ‘Activity Toolbar’ on page 130).■ There is a button in the toolbar to assign resource(s) to project(s). This feature offers the possibility to select

several resources at once and to assign them in a single step to one or several projects:

1 Navigate to the tab Overview in the tool group RESOURCES.

2 Select the resource or resource pool which you want to assign to one or several projects. Several entries can be selected at once. If you want to assign only a single element, you can also directly select this element in the resource navigator on the left hand. The button Assign to Project is then available on the tab Properties, as well.

3 Click on the icon Assign to Project in the toolbar.

4 A dialog opens where you can select the project(s) from the portfolio tree.

5 Select the project(s) and click OK to confirm the selection.

6 onepoint PROJECTS assigns the resource(s) which you selected to the selected project(s).

After assigning a resource to a project, the project manager can dispose of the resource within the project.

5.2.9 Finding an Appropriate Resource1 Navigate to the tool group RESOURCES and select in the resource navigator a pool.


2 Navigate to the tab Overview.

3 Click on the icon Find in the toolbar.

4 A search dialog opens where you enter in the upper part a time period and the required availability and the essential skills.

5 Once you click on the Find a Resource button, the results list in the bottom part of the window is filled. Appropriate resources are listed with an overall rating of the requested skills, their availability and a score of the result.

6 If you have found one or several appropriate resources, you can directly assign them to a project with a click on the arrow symbol.

7 Finish the search with a click on the Close button.

5.2.10 Importing ResourcesIn the resources section, there are three possibilities for importing data. With a click on the Import symbol, a sub menu with three entries opens where you can select the accordant feature.

If you click simultaneously on the Alt button, you can download the accordant Excel template for importing resources and unavailabilities. After having inserted the data into the files, you can use the two import features.


5.2.11 Importing Users (as Resources)Resources can also be created by an import of existing user accounts. Several resources can be created in one step if the resources are assigned to the same resource pool, have the same availability and the same hourly rate.

1 Navigate to the tool group RESOURCES and select in the resource navigator a pool.

2 Navigate to the tab Overview and click on the icon Import Users in the toolbar.

3 A new dialog opens with two tabs.

4 On the first tab General, you can add the user(s) which you want to import as resource(s). Also enter the additional parameters.

Click on the plus button. A new dialog opens where the users available in onepoint PROJECTS are listed and can be selected. Confirm your selection with a click on the OK button of the Select Users dialog. The selection of a user can be again deleted by a click on the minus button below the list.


The parameters of the first tab are listed with a short description in the following table:

The accordant user is automatically assigned as the linked user for the new resource.

5 On the second tab Projects, the project(s) to which you want to assign the new resource(s) can be selected.


Pool Select the pool to which you want to add the new resource(s).

Availability (%) Gives the global availability of the resource for the project planning. 100% corresponds to a full-time resource, 50% to a half-time working resource. Project managers can assign resources only up to the global availability.

Override hourly rates of pool With this check box selected, the preset hourly rates of the superior pool can be changed.

Internal hourly rate The internal hourly rate of a resource is used for the automatic calculation of personnel costs. It can be explicitly entered or be inherited by the rate of the superior pool.

External hourly rate The external hourly rate of a resource is used for the automatic calculation of proceeds. It can be explicitly entered or be inherited by the rate of the superior pool.


Click on the plus button. A new dialog opens where the projects available in onepoint PROJECTS are listed and can be selected. Confirm your selection with a click on the OK button of the Select Projects dialog.

The assignment to a project can be again deleted after selection of the project by a click on the minus button below the list.

6 Click on the OK button of the Import Users dialog.

7 onepoint PROJECTS adds the new resource(s) to the resource pool which was selected for the import of the user(s).


5.2.12 Importing ResourcesResources can be imported from an external Excel file. The template of such a data file can be downloaded from the application (see ‘Importing Resources’ on page 209).



3 Click on the icon Import in the toolbar and select the entry Import Resources.

4 A new dialog opens in which you can select a file from file system.

5 The file has to be in the format xlsx and the following columns have to be filled with the appropriate resource data.

6 Click on the OK button of the Import Resources dialog.

7 onepoint PROJECTS adds the new resource(s) to the system.

5.2.13 Importing UnavailabilitiesPeriods of unavailability for resources can be imported from an external Excel file. The template of such a data file can be downloaded from the application (see ‘Importing Resources’ on page 209). The type of unavailabilities which are used have to be present in the system.



3 Click on the icon Import in the toolbar and select the entry Import Unavailabilities.

4 A new dialog opens in which you can select a file from file system.

5 The file has to be in the format xlsx and the following columns have to be filled with the appropriate unavailability data.

Column header Data

Name Name of the resource

Fullname Fill name of the resource

Description Description of the resource

Pool Name of the pool to which the resource shall be added..

is Resource

Availability The global availability of the resource for the project planning.

Archived

Internal hourly rate The internal hourly rate of the resource.

External hourly rate The external hourly rate of the resource.

Column header Data

Resource Name of the resource

Start Start date of the unavailability

Finish End date of the unavailability

Type Type of the unavailability

Comment Comment for the unavailability


6 Click on the OK button of the Import Unavailabilities dialog.

7 onepoint PROJECTS adds the unavailabilities to the system.

Tool Group RESOURCES - Properties Tab for Resource Pools, Collection Resources or Resources 215

5.3 Properties Tab for Resource Pools, Collection Resources or Resources

The parameters of resources and pools can be viewed or edited. The dialog can be accessed with selecting the Properties tab after having selected the object in the resource navigator on the left.

It depends on your access rights to the object whether the attributes in the dialog are editable or not.

The composition of the dialog is identical to the dialogs for adding a new resource pool, resource or resource collection: ■ see ‘Adding a New Resource Pool’ on page 199,■ see ‘Adding a New Resource’ on page 200,■ see ‘Adding a New Collection Resource’ on page 204.

If you have edit rights, make your changes on the parameters and save the new settings with a click on the Save button at the top right.

If you have selected a linked resource in the resource navigator, the Properties dialog is identical to the dialog for the resource itself. Changes apply to the resource and its links.

On editing the permissions of resource pools (you need administrator rights), there is a special checkbox available:

You can additionally define whether these changes shall also apply on the contained objects. For resource pools, there is the option Apply changes to sub-pools and resources. If this option is not selected, the newly defined permissions of the pool are only inherited to future objects which will be created into this folder and not to the existing objects.

Tool Group RESOURCES - Allocation Tab for Resource Pools, Collection Resources or Resources216

5.4 Allocation Tab for Resource Pools, Collection Resources or Resources

The third tab offers a tabular compilation of the allocated effort of the resources and pools across all projects. The table summarizes the monthly or weekly allocation of the resources during a selected year.

Having selected a pool in the resource navigator, the sub-structure of this pool is displayed as a tree in the table. This representation allows to collapse and expand subordinate pools. For the resource pools and collection resources the summed up allocation is presented.

FiltersAt the top of the diagram, it can be selected whether Plan efforts, Actual efforts or the differences of both values are presented. Also a calendar year can be selected as Time Period and the Time Unit can be chosen (Months or Weeks).

In addition, the allocation can be restricted to a single Project Type.

It can also be selected that only projects with a definite Probability are taken into account (All, Decided (100%), Forecast (99%), Upside (75%), Pipeline (50%)).

Tool Group RESOURCES - Utilization Tab for Resource Pools, Collection Resources or Resources 217

5.5 Utilization Tab for Resource Pools, Collection Resources or Resources

This tab offers two different views on the real-time utilization of the resources and pools across all projects.

The view can be selected by a click on the accordant icon at the top left.

5.5.1 Utilization ViewThis view offers a graphical compilation of the real-time utilization of the resources and pools across all projects. At a glance, resource conflicts can be identified. It can be easily seen which resources are not planned at full capacity and which are overloaded.

Having selected a pool in the resource navigator, the sub-structure of this pool is displayed as a tree in the table. This representation allows to collapse and expand subordinate pools. For each resource displayed in the sub-structure, a bar for the utilization of the resource is displayed. For the resource pools and collection resources the averaged resource utilization is displayed.

Below the diagram, a description of the colors and the assigned utilization is given. The utilization is related to the global availability of the resource.

FiltersAt the top of the diagram, the Time Unit of the timescale can be selected (Days, Weeks, Months, Quarters, Years).

In addition, the utilization can be restricted to a single Project Type.

It can also be selected that only projects with a definite Probability are taken into account (All, Decided (100%), Forecast (99%), Upside (75%), Pipeline (50%)).

Mouse-OverWith a mouse-over on a section of the bar for a resource, a small window opens, which displays the activities for which the resource is planned. This tabular utilization information provides you with the necessary information to start resolving the resource conflict. The name of the actitvity and of the project, the start and finish date of the activity, the effort in hours and the degree of assignment are displayed, as well. With a click on the project name, the project plan can be directly accessed. Also periods, in which the resource is unavailable are considered in the chart and also listed in the details view.

Tool Group RESOURCES - Utilization Tab for Resource Pools, Collection Resources or Resources218

With a mouse-over on a section of the bar for a resource pool, a small window opens, which displays the resources which are planned for this period. The name of the resource, the effort in hours and the degree of assignment are displayed, as well.

5.5.2 Histogram ViewThis view offers a graphical compilation of the workload of the resources. Having selected a pool or resource in the resource navigator, the displayed data refers to the selected object. For pools the summed values of the contained resources are displayed.

FiltersAt the top of the diagram, a calendar year as Time Period and a Project Type can be selected

The presentation differentiates the load of the resources with different colors according to the projects’ probabilities. The blue horizontal line marks the available number of working hours.

219

6 Tool Group STRATEGY

■ The tool group STRATEGY offers all features for the planning of a strategy with strategic goals and initiatives. Initiatives can be linked to projects.

The tool group STRATEGY is available as a separately licensed module.

The STRATEGIC Management Option offers with goals, initiatives and linked projects a strategy plaining across projects and the controlling of the strategy performance.

Goals and initiatives can be defined. Intitiatives can be linked to existing projects.

Tool Group STRATEGY - Strategy Tool220

6.1 Strategy ToolThe strategy tool offers five different views:■ ‘Overview’ on page 221■ ‘Properties Tab’ on page 222■ ‘Planning View’ on page 223■ ‘Controlling View’ on page 225■ ‘Pipeline View’ on page 226

Only in the planning view, the strategy can be edited.

Tool Group STRATEGY - Overview 221

6.2 OverviewThe Overview tab offers a compilation of the data and the pipeline from the other three views. It has four sections■ Vision: here, the name and a logo of the vision is displayed.■ Goals: here, the goals of the controlling view are displayed.■ Initiatives: here, the initiatives of the controlling view are displayed.■ Initiative Pipeline: here, the pipeline of the pipeline view are displayed.

Tool Group STRATEGY - Properties Tab222

6.3 Properties TabThere are two sections in the Properties tab:

1 Vision: The vision can be described in a text and be visualised by uploading a logo.

2 Permissions: Select the permissions for the strategy in this section. A detailed description of how to change permissions is given in ‘Setting Permissions for Objects’ on page 311.

Tool Group STRATEGY - Planning View 223

6.4 Planning ViewIn the view Planning, the details of the strategy can be planned. The data is distributed into two sections:

1 Goals: This section contains four icons for■ adding a goal: Plus icon■ deleting a goal: Minus icon■ ordering the goals in the list: two arrow icons

With a click on the plus icon, a new dialog is opened in which you can enter a goal with a title, a priority and an assigned color.

With a click on the minus icon, the goal is deleted.

2 Initiatives: his section contains four icons for■ adding an initiative: Plus icon■ deleting an initiative: Minus icon■ ordering the initiatives in the list: two arrow icons

With a click on the plus icon, a new dialog is opened in which you can enter an intitative with a name and a description.

With a click on the minus icon, the initiative is deleted.

Save the strategy by a click on the Save button.

6.4.1 Linking of Initiatives with Goals and ProjectsOn creating and editing of initiatives you can linke the initiative to ■ existing goals of the strategy or■ existing projects

Tool Group STRATEGY - Planning View224

Tool Group STRATEGY - Controlling View 225

6.5 Controlling ViewIn the view Controlling the vision, the goals and the initiatives are displayed. The status of the initiatives is derived from the project status.

Tool Group STRATEGY - Pipeline View226

6.6 Pipeline ViewIn the view Pipeline the initiatives are displayed with their completion degree in the initiative pipeline.

227

7 Tool Group CUSTOMERS

■ The tool group CUSTOMERS offers all features for the administration of customers.

Tool Group CUSTOMERS - Customer Tool228

7.1 Customer ToolThe tool group CUSTOMERS offers the possibility to add customers with all required information and subsequently to assign them to projects. On opening the tool group CUSTOMERS a list of Customers which are already configured in the system is displayed.

ToolbarNew customers can be added to onepoint PROJECTS. The properties of existing customers can be viewed or edited. Existing customers can also be deleted. For each action an icon is displayed in the toolbar.

Columns of the tableCustomers are listed with their Customer Number, their Name, a Description, the Contact and their Country (if available).

Tool Group CUSTOMERS - Adding a new Customer 229

7.2 Adding a new Customer1 Navigate to tool group CUSTOMERS.

2 Click on the icon New Customer in the toolbar.

3 A new dialog opens where you have to enter on the first tab the Name of the new customer, the customer number and the additional parameters.

4 On the second tab, enter the contact name and the contact data.

5 On the third tab, the projects are listed to which the customer is assigned. In this dialog, a project cannot be assigned (it has to be done by the project manager in the properties dialog of the project). Hence, this list is empty on creating a new customer.

Tool Group CUSTOMERS - Adding a new Customer230

6 Select the permissions for the new customer on the last tab Permissions. A detailed description of how to do this is given in ‘Setting Permissions for Objects’ on page 311.


8 onepoint PROJECTS adds the new calendar to the system.

Tool Group CUSTOMERS - Properties of a Customer 231

7.3 Properties of a CustomerThe parameters of customers can be viewed or edited:

1 Navigate to the tool group CUSTOMERS.

2 Select the customer which you want to edit.


4 A new dialog opens where you can edit the parameters. The composition of the dialog is identical to the dialogs for adding a new customer (see ‘Adding a new Customer’ on page 229).


Tool Group CUSTOMERS - Deleting a Customer232

7.4 Deleting a Customer1 Navigate to the tool group CUSTOMERS.

2 Select the customer which you want to delete. Several entries can be selected at once. Only customers can be deleted which are not assigned to a project.




6 onepoint PROJECTS deletes the customer which you selected for deletion.

233

8 Tool Group REPORTS

■ onepoint PROJECTS features a powerful, integrated project reporting system with a plug-in concept for any number of custom reports. Such reports can be individually defined using a report wizard. The tool group REPORTS offers all features for creating and archiving of project reports.

The integrated reporting offers five types of reports:

1 Classical reports, which are included into the standard release of onepoint PROJECTS. The reports can be created as Acrobat pdf files, Microsoft Excel files or csv files.

2 So-called quick queries. The quick queries are designed to rapidly obtain important operating figures on the screen which are not available in the controlling components of onepoint PROJECTS.

Furthermore, individual reports can be defined. The queries of theses reports can be saved into different file formats.

3 The individual reports are based on simple reports. In a multi-step wizard, all details of such a report can be defined.

4 There is also the possibility to create so-called document reports. The document reports are constructed from several sections. Each section contains a simple sub-report. One doccument report is restricted to one business object such as:■ activity■ agenda■ customer■ portfolio■ product■ project■ release■ requirement■ resource■ resource pool■ status report■ user

The business objects cannot be mixed in one report.

5 Additionally, it is possible to create so-called compound reports. These reports combine a summary page and a detailed report per contained object for the business objects

■ portfolio with project details■ project with activity details■ pool with resource details■ group with user details

See:

Tool Group REPORTS -234

■ ‘Overview Tab of a Folder’ on page 236■ ‘Overview Tab of a Report’ on page 249■ ‘Archive Tab’ on page 253

Tool Group REPORTS - Reports Navigator 235

8.1 Reports NavigatorOn opening the REPORTS tool group, a tree of reports and folders is displayed on the left side. A report or folder can be selected in the tree.

To structure the reports in the tree, folders can be used. If an object is selected in the navigator on the left, the information is distributed on three tabs Overview, Properties and Archive.

These five simple reports are available as standard reports in onepoint PROJECTS:■ Project Status: This report shows for a project a comparison of planned and actual effort and costs and the

degree of completion for each activity. Additionally, a simulated traffic-light shows the status of each activity. The planned data is taken from the currently checked-in project plan or the selected baseline version, respectively (see ‘Characteristics on Editing the Properties of a Project’ on page 86).

■ Work Report: This report shows the actual efforts and costs of all resources to which the user is the linked user. All activities are listed separately for the accordant projects. It can be restricted to a definite time period .

■ Resource Allocation: This report shows for a project the remaining tasks grouped by resources and resource pools. It provides the total remaining effort in a project.

■ Delivery Forecast: This report gives a forecast of the remaining tasks and the revenue to be expected in a specific period of time for all resources for which the user is the linked user. The activities are grouped by the resource pool, the resource and the project. It can be restricted to a specific period of time.

■ Category Report: This report gives the sum of the actual efforts and costs for every category across all projects. It can be restricted to a specific period of time.

From the Todos tool, the two reports for the agenda are available in the report navigator (see page 178):■ Agenda Invitation■ Agenda Minutes

If the Status Reporting Option is licensed, the following SRO reports are available in the report navigator:■ Project Order: details see ‘Report Project Order’ on page 95■ Project Progress: details see ‘Report Project Progress’ on page 173■ Project Closure: details see ‘Report Project Closure’ on page 174■ Work Instruction: details see ‘Work Instruction report’ on page 135

Tool Group REPORTS - Overview Tab of a Folder236

8.2 Overview Tab of a FolderIf the root entry Reports or a folder is selected in the report navigator, seven icons for tools are available in the toolbar

ToolbarOn the Overview tab, there are nine tools available in the toolbar: ■ ‘Adding a New Folder’ (see page 236)■ ‘Adding a New Simple Report’ (see page 237),■ ‘Adding a New Document Report’ (see page 243),■ ‘Adding a New Compound Report’ (see page 245),■ ‘Editing the Properties of a Report’ (see page 246),■ ‘Moving a Report or Folder’ (see page 246)■ ‘Copying an Existing Report’ (see page 247),■ ‘Importing a Report’ (see page 247),■ ‘Deleting a Report’ (see page 247).

8.2.1 Adding a New Folder1 Select the tool group REPORTS.

2 Select in the report navigator the folder for which you want to add a folder and navigate to the tab Overview.

3 Click on the icon New Folder in the toolbar.

4 A dialog opens where you have to enter the Title and the Name of the new folder.

5 Select the permissions for the new folder in the section Permissions. A detailed description of how to do this is given in ‘Setting Permissions for Objects’ on page 311.

6 Click on the Save button.

7 onepoint PROJECTS adds the new folder to the report tree.

Tool Group REPORTS - Overview Tab of a Folder 237

8.2.2 Adding a New Simple ReportYou can define individual reports, e.g. witha tabular layout, by composing the fields from the database for the report columns. The resulting lines can then be grouped and sorted by selected fields. The data selection can be limited using accordant query and input criteria. Finally, individual permissions can be assigned to the report.

For these reports, the following types are available:

Type Description

Activities with Comments All activities across all projects with comments.

Activities with Responsible Resources All activities across all projects with responsible resources.

Agenda All agendas across all projects.

All Activity Versions with Resources All activity versions of all plan versions.

All Deliverable Versions All deliverable versions across all project plans.

All Status Reports All status reports of all projects. Usually used to report the controlling history of a single project.

Criteria Ratings with Projects All ratings across all projects.

Discussion Topics All discussion topics/articles.

Issues with Responsible Resources All activities of type issue across all projects (planned and ad hoc).

Latest Activity Versions with Resources

All activities that are present in the latest plan versions (can also be a working version if one exists).

Latest Deliverable Versions All deliverables that are present in the latest plan versions (can also be a working version if one exists).

Latest Submitted Status Reports Latest submitted status reports across all projects.

Milestones with Resources All milestones of the latest plan version (can also be a working version if one exists). Also joins latest status report.


1 Navigate to the tool group REPORTS. Select the folder in the report navigator where you want to create the new report.

2 Click on the New Simple Report icon in the toolbar.

3 A report wizard opens which guides you in six steps through the process of defining the new report.

4 In the first step, enter a name and label for the report and select the appropriate type of report from the list. By default, the layout Tabular is preselected.

5 Additionally, you can select the output format (A0, A1, A2, A3, A4 or US Letter) and the orientation (Portrait or Landscape). The following steps describe the creation of a report with the tabular layout.

Periods of Unavailability with Resources

All unavailabilities across all resources.

Portfolios All portfolios with their parameters.

Projects with Permissions All projects with their permissions.

Projects with Pipeline Stages All projects with their plans and pipeline stages.

Requirements All requirements with products, releases and responsible resources.

Resources with Pools All resources with pools and optionally linked users.

Resources with Projects All resources with their project assignments.

Risks with Categories All risks including risk category that are present in the latest plan version (can also be a working version if one exists).

Skills with Skill Categories All skills with skill categories.

Time & Cost Records Separately queries time and cost records and provides the resulting data per resource on a daily basis. Typically used to report on tracked actual time & cost.

Todos All todos across all projects.

Users with Groups All users and groups. With this type, the sign-on and sign-off dates can be queried. Also a business object user session is available for this type to get information about currently logged-in users.

Work Month Versions with Assignments

All work month versions of all assignments versions with accrued/confined planned effort and cost per resource assignment and month. For instance, used in Project Order report for effort breakdown.

Work Period Versions with Activities All work period versions of all activity versions with accrued/confined planned effort and cost per cost type per activity and month. For instance, used in Project Order report for budgetary breakdown.

Type Description


Click on the Next button to access the next step.

6 In the second step, a selection of the available database fields is displayed for configuring the report columns. First, you have to select one of the available business objects in the list on the left side. Then, select from the list in the middle the fields which you want to display in the report. With a click on the arrow icon, the selected fields are transferred into the table on the right side. With a click on the minus icon, selected fields can be discarded.



7 In the third step, the order of the fields which become report columns can be changed using the arrow icons.For each column a label can be given and a detail can be selected. The detail selection, e.g. offers the entries Quarter, Day, Year, Week, Month.

The format of columns with numbers can be defined (decimal or rounded). Furthermore, an aggregation of the data can be defined from the following selection: ■ sum■ average■ minimum■ maximum■ count■ count distinct


8 In the fourth step, you can define up to four criteria for grouping and sorting the data in the report lines.


Choose the appropriate database field from the respective selections. Firstly, select the business object in the dialog window. You will then get the list of available database fields. Confirm the selection with a click on the OK button.

Click on the Next button of the New Report dialog to access the next step.

9 In the fifth step, you define the criteria how to restrict the data selection for the report. You can define either fixed values of fields or input parameters which have to be entered on every query. With a click on the plus icon, you add a criteria or parameter. Select the appropriate field from the list of available fields and define the appropriate operator in the second column. Here, you can select from:■ equal


■ greater than■ less than■ greater equal■ less equal■ not equal■ like.

In the next column, enter the value of the operator. The last two columns define whether it is an input parameter. With the Input Title you define the caption of the input field in the query.


10 In the last step, you define the permissions for the new report. A detailed description of how to do this is given in ‘Setting Permissions for Objects’ on page 311.


Click on the Save icon to complete the report creation.

The report is saved into onepoint PROJECTS. It is available in the project navigator for running, exporting or archiving a query.

Using other Layouts for Simple ReportsBeside the layout Tabular, you can also select other layouts for the report. If you choose one of these layouts, the views Functions & Aggregations and Grouping & Sorting are not displayed. Depending on the selected layout, modified forms are presented:■ Chart

Selecting this layout, you can choose in step 2 Field one of the charts WBS, MTA or Pipeline. A business object must not be selected for this kind of report.

■ Matrix Selecting this layout, a step 2 Columns is displayed. Here, you can define the fields for the report columns with their aggregation, grouping and sorting. In step 3 Grouping & Sorting, you can define the ordering and grouping of the rows.

■ DescriptionSelecting this layout, you can define in step 2 Fields und step 3 Columns the fields and their ordering by columns.

■ ImageSelecting this layout, you can upload in step 2 Field an image file for the report.

■ TextfieldSelecting this layout, you can define in step 2 Fields und step 3 Columns the fields and their ordering by columns.

8.2.3 Adding a New Document Report1 Navigate to the tool group REPORTS. Select the folder in the report navigator where you want to create the

new report.

2 Click on the New Document Report icon in the toolbar.

3 A report wizard opens which guides you in two steps through the process of defining the new report.

4 In the first step, enter a title and the headers for the report. At the bottom, you can select the Output format (A0, A1, A2, A3, A4 or US Letter) and the orientation (Portrait or Landscape).


5 Select the business object which defines for which kind of object the report is designed. Depending on the selected object, a selection of subreports is available for this document report.

6 Add the subreports to the new document report by using the plus and minus icons. A new dialog opens, where you can select the subreports.

Confirm your selection with a click on the OK button.

7 Click on the Next button to access the next step.




The report is saved into onepoint PROJECTS. It is available in the project navigator for exporting or archiving a query.

8.2.4 Adding a New Compound Report1 Navigate to the tool group REPORTS. Select the folder in the report navigator where you want to create the

new report.

2 Click on the New Compound Report icon in the toolbar.

3 A report wizard opens which guides you in two steps through the process of defining the new report.

4 In the first step, enter a title and the name of the report. You have to select one of the available business objects■ Portfolio with Project Details■ Project with Activity Details■ Pool with Resource Details■ Group with User Details

5 A summary report and a detail report is selectable for a compound report. The summary report is used as the first page of the compound report. The detail report is used to represent the data of each contained object (project, resource or user depending on the selected business object).

6 Select the business object which defines for which kind of object the report is designed. Depending on the selected object, a selection of summary and detail reports is available for this document report.

7 Add the respective reports to the new compound report. A new dialog opens, where you can select the reports.


Confirm your selection with a click on the Ok button.

8 Click on the Next button to access the next step.



The report is saved into onepoint PROJECTS. It is available in the project navigator for queries.

8.2.5 Editing the Properties of a ReportThe properties of existing reports can be viewed or edited.

1 Navigate to the tab Overview in the tool group REPORTS.

2 Select on the Overview tab the report which you want to edit.

3 Click on the Properties button in the toolbar.

4 A new dialog opens in which you can edit the parameters. The composition of the dialog for editing the report is similar to the dialog for ‘Adding a New Simple Report’ (see page 237), ‘Adding a New Document Report’ (see page 243) or ‘Adding a New Compound Report’ (see page 245).

5 Make the modifications on the parameters and save the settings with a click on the OK button.

8.2.6 Moving a Report or FolderA folder or report can be moved to another position in the reports tree.

1 Select the tool group REPORTS.

2 Select in the report navigator the object which you want to move.


4 A new dialog opens where you can select the target folder.



6 The folder or report which you selected is moved to the new position.

8.2.7 Copying an Existing ReportAn existing report can be copied.

1 Navigate to the tab Overview in the tool group REPORTS.

2 Select on the Overview tab the report which you want to copy.

3 Click on the Copy button in the toolbar. A new dialog opens where you can select the target folder.


5 A copy of the report is saved into the application.

8.2.8 Importing a ReportThe report definition can also be imported by a file upload.

1 Navigate to the tool group REPORTS. Select the folder in the report navigator where you want to add the report.

2 With a click on the Import icon, a jar file can be selected in your local environment. The selected file is uploaded into onepoint PROJECTS database.

8.2.9 Deleting a Report1 Navigate to the tab Overview in the tool group REPORTS.

2 Select on the Overview tab the report which you want to delete. Several entries can be deleted in one step.

3 Click on the Delete button in the toolbar.



5 Click on the OK button to confirm the deletion.

onepoint PROJECTS deletes the report(s) which you selected for deletion.

Tool Group REPORTS - Overview Tab of a Report 249

8.3 Overview Tab of a Report

ToolbarIf a report is selected in the report navigator, eight tools are available in the tool bar of this tab:■ ‘Running a Quick Query’ (see page 250)■ ‘Downloading a Report’ (see page 251)■ ‘Archiving a Report’ (see page 251)■ ‘Resetting a Query’ (see page 252)■ ‘Exporting a Report’ (see page 252)

The report can also be copied (see page 247), moved (see page 246) and deleted (see page 247.

Main part of the screenIn the main part of the screen, the parameters which have to be entered for the creation of the selected report are displayed. Below the parameters, the empty table of the quick query is displayed with their column labels.

The entry mask may contain the following parameters: ■ Project: This specification is needed for the reports Project Status and Resource Allocation.

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The sample reports are intended to be templates for custom-tailored reports. The philosophy of onepoint PROJECTS is that different companies never have exactly the same reporting requirements. Customized reports can either flexibly and quickly be created by Onepoint or one of its partner companies or can be defined using the included report wizard.

onepoint PROJECTS offers five ready-made reports included in the standard supply. They can also be used for a quick query. The results of a quick query are presented as table in the user interface of onepoint PROJECTS. The queries from the standard reports created by a download are available as e.g. pdf files and are opened in a new browser window. Archiving the queries of standard reports saves the generated files into the database.

Tool Group REPORTS - Overview Tab of a Report250

Click on the project icon. A new dialog opens where the projects available in onepoint PROJECTS are listed and can be selected. Confirm your selection with a click on the OK button of the Select Project dialog.

■ User: This specification is needed for the reports Work Report and Delivery Forecast.

Click on the User icon. A new dialog opens where the users and groups available in onepoint PROJECTS are listed and can be selected. Confirm your selection with a click on the OK button of the Select User dialog.

■ Start and Finish: This specification is needed for the reports Work Report, Delivery Forecast and Category Report.

The date can be directly entered into the fields. If you click on the small arrow at the right of the fields, a calendar dialog opens where you can select the appropriate date.

8.3.1 Running a Quick QueryA quick query of a report is available if the results can be easily presented on the screen in a simple table. With a click on the the Run icon, the table in the screen is filled with the data accordant to the parameters selected in the query form.

Tool Group REPORTS - Overview Tab of a Report 251

1 Navigate to the toolgroup REPORTS and select in the report navigator the report for which a quick query is available.

2 Navigate to the tab Run.

3 Enter the report parameters in the entry mask.

4 Click on the icon Run in the toolbar.

5 The result of the quick query is presented as table in the user interface of onepoint PROJECTS.

6 With a click on the Print icon in the toolbar, the result of the quick query can be printed.

8.3.2 Downloading a ReportWith the Download icon, a report is filled with data and opened in a new window of the browser. For these reports, different export formats are available.

1 Navigate to the toolgroup REPORTS and select in the report navigator the report for which you want to generate a file.




5 A new window opens where you can select the export format. Pdf, xls and csv are available.

Click on the OK button to confirm your selection.

6 The report is created and is directly displayed.

7 The report can be printed or saved into the file system using the standard functionalities of the programme which is used for displaying the report.

8.3.3 Archiving a ReportWith the Archive icon, a report can be created and directly saved into the onepoint PROJECTS database. Only users with manager role or the user administrator can save a report. The created report can be accessed on the ‘Archive Tab’ (see page 253). For the generated reports, different file formats are available.

1 Navigate to the toolgroup REPORTS and select in the report navigator the report which you want to archive.



4 Click on the icon Archive in the toolbar.

5 A new window opens where you can select the export format. Pdf, xls and csv are available.

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Tool Group REPORTS - Overview Tab of a Report252

Click on the OK button to confirm your selection.

6 The report is created and saved into the report archive of onepoint PROJECTS.

7 The report can be viewed in the ‘Archive Tab’ (see page 253).

8.3.4 Resetting a QueryWith the Reset icon, the query form (which can be used for creating a report or a quick query) is cleared. The data of a quick query which is presented on the screen is cleared, as well.

8.3.5 Exporting a ReportWith the Export icon the report definition can be saved as jar file.

Tool Group REPORTS - Archive Tab 253

8.4 Archive Tab

Columns of the tableThe reports are listed in the archive with the following parameters:

A click on a report name in the list opens the report in the accordant programme.

ToolbarA toolbar with two icons is displayed at the top of the main screen. The parameters of a report can be viewed using the Properties icon. With the Delete icon a report can be manually deleted.

For a detailed description of the actions available in the toolbar, see:■ ‘Viewing the Properties of a Report’ on page 254,■ ‘Deleting an Archived Report’ on page 255.

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The report archiving period can be defined by an Administrator in the system ‘Settings’ (see page 282) of onepoint PROJECTS. Older reports are automatically deleted by the system.

onepoint PROJECTS offers an archive of all reports which are saved using the Archive button on the tab Run (see ‘Archiving a Report’ on page 251). The reports are displayed in a list.


Name Name of the report (composed by the report type and the creation time).

Type Gives the report type.

Created By The name of the user who created the report.

Created On The date on which the report was created.

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Tool Group REPORTS - Archive Tab254

8.4.1 Viewing the Properties of a Report1 Navigate to the tab Archive in the tool group REPORTS.

2 Select the archived report for which you want to view the properties.


4 A new dialog with two tabs opens where you can view the parameters.

5 On the second tab Permissions you can view the permissions for the report.

6 After viewing the parameters, click on the OK button. The dialog is closed.

Tool Group REPORTS - Archive Tab 255

8.4.2 Deleting an Archived Report1 Navigate to the tab Archive in the tool group REPORTS.

2 Select the archived report which you want to delete. Several entries can be selected at once.




6 onepoint PROJECTS deletes the report(s) which you selected for deletion.

Tool Group REPORTS - Archive Tab256

257

9 System Settings

■ The system settings are only available for the user Administrator. In the system area all features which are important for the operation of onepoint PROJECTS are included. In addition, customer-specific fields can be defined for different objects.

Every user with the access level System can switch into the system area by a click on the wrench symbol at the top right of the screen. A navigation bar with two new tool groups for customizing and administrating is loaded.

In the tool group CUSTOMIZE, different custom types of portfolios, projects, resource pools and resources can be defined. Each type can be customized be defining additional attributes for the objects.

In addition, all activities and risks can be supplemented by additional attributes.

With the definition of custom types of projects, there is the possibility to define actions which are assigned to every activity. In addition, the views can be selected which should be displayed for such a project.

For the different tools user levels can be set which have access rights to the tool in the tool bar.

For the specific usage of onepoint PROJECTS, cost types and unavailability types can be defined. Pipeline stages, classifications and project roles can be set for further specification of projects. Furthermore, categories of activities, deliverables, risk categories and issue escalation settings can be set as well. Criteria can be defined and related to fields for the usage in the analyze tool for the portfolio. Traffic lights cab be defined and selected for display.

In the tool group ADMINISTRATE, several system settings which apply to the whole onepoint PROJECTS system can be administrated in the Settings tool. In addition, the connection data for external applications, e.g. JIRA, can be configured. Furthermore, the users, skills and calendars can be administrated.

The Notifications tool allows to define for several events that users with a given role are notified per email about this event.

The system area also lists all current sessions of the application and allows to backup and restore the entire project repository to and from a database-independent XML format. A reset of the database can be started using the Repository tool, as well.

All information on the software license of onepoint PROJECTS is available in the License component.

See:■ ‘Tool Group CUSTOMIZE’ on page 258■ ‘Tool group ADMINISTRATE’ on page 282

System Settings - Tool Group CUSTOMIZE258

9.1 Tool Group CUSTOMIZE

9.1.1 Definition of Custom Types for Portfolios, Projects, Pools and ResourcesOptional custom types for portfolios, projects, resource pools and resources can be defined by the administrator. These types are displayed for selection in the dialogs for adding or editing portfolios, projects, resource pools or resources.

Compared with the default type, every custom type can contain additional custom fields. Depending on the selected type, these custom fields are displayed in the dialogs on a separate tab Custom Fields.

For project types, additionally, actions can be defined. These actions are displayed for all activities in a project of this type (see ‘Editing the Actions’ on page 136) and they have to be executed in order to complete an activity. In addition, for project types it can be defined which tools (views) shall be represented in the user interface for projects of this type.

If you select the entry Portfolios, Projects, Pools or Resources in the tool group CUSTOMIZE, at the top right a dropdown menu is displayed. In the beginning, only the entry No Custom Type Defined is present. Afterwards, the defined types are contained in this menu.

In order to administrate the types, select the entry Manage Custom Types in the dropdown menu. A new dialog opens for the administration of the custom types.

System Settings - Tool Group CUSTOMIZE 259

The dialog displays four symbols for ■ ‘Adding a new Custom Type’ (see page 259): plus icon■ ‘Deleting a Custom Type’ (see page 261): minus icon■ Ordering the types in the list and hence in the dropdown menu: two arrow symbols.

Adding a new Custom Type1 Navigate to the tool Portfolios, Projects, Pools or Resources in the tool group CUSTOMIZE.

2 Select in the dropdown menu on the right the entry Manage Custom Types. Click on the plus button at the bottom of the type navigator.

3 A new dialog opens where you have to enter the Name of the new custom type and optionally a Label and a Description. If you enter a label, the label is displayed instead of the name in the corresponding dialogs. You can also enter a tab label. This label is used to name the tab (instead of Custom Fields) in the dialogs for adding or editing a portfolio, project, pool or resource.


4 On adding a new project type, a second tab Actions is displayed.

On this tab, you can define actions which are included for any activity in a project of this type. For every action, you can enter a name, description and specify whether the action is Required.

5 On creating a new project type, also a third tab Tools is displayed.



7 onepoint PROJECTS adds the new custom type to the system. The custom type is now available to be assigned to the corresponding objects.

Properties of a Custom TypeThe parameters of custom types can be viewed or edited:

1 Select the custom type which you want to edit with a double-click in the list of the dialog Manage Custom Types.

2 A new dialog opens where you can edit the parameters. The composition of the dialog is identical to the add dialog (see ‘Adding a new Custom Type’ on page 259).


Deleting a Custom Type1 Select the custom type which you want to delete. Several entries can be selected at once.

2 Click on the minus button at the bottom of the type list.



onepoint PROJECTS deletes the custom type which you selected for deletion.


9.1.2 Definition of Custom Fields for Portfolios, Projects, Pools, Resources, Activities and Risks

In the main screen of these tools Portfolios, Projects, Pools, Resources, Activities and Risks in the tool group CUSTOMIZE, a list of the custom fields which are defined for the selected custom type is displayed.

For activities, onepoint PROJECTS already differentiates between the different types Collection activity, Collection task, Scheduled task, Standard activity, Milestone and Task. Hence, no additional types can be defined for activities. The same is valid for Risks: No types but only additional fields can be defined for all risks. Accordingly, no dropdown menu and no administration of types is available on selecting the entry Activities or Risks.

ToolbarThe toolbar contains five icons. New custom fields can be added for a selected custom type (or activities as a whole). The properties of existing custom fields can be viewed and edited. Existing fields can also be deleted again. The order of the custom fields (in the presentation on the tab Custom Fields) can be changed using the move buttons Move Up or Move Down in the list.

Columns of the tableThe custom fields are listed with their Label, Name and Field Type. Additionally, it is specified whether the field is Unique or Mandatory. Also the user role for which the field is visible is listed.

For customer fields of activities, the settings Unique and Mandatory are not available.

Adding a new Custom Field1 Navigate to the desired object in the tool group CUSTOMIZE and select (except for activities and risks) the

corresponding custom type in the type navigator.

2 Click on the button New Field in the toolbar.

3 A new dialog opens where you enter the Name of the new field and the other parameters.


The parameters of a custom field are listed with a short description in the following table:



Label The label of the custom field. If the label is filled, the label is displayed instead of the name in the corresponding dialogs.

Name The name of the custom field.

Field Type Specifies the type of the field. It can be chosen from:■ Text■ Number■ Decimal■ Date■ Checkbox■ Memo■ Attachment■ Choice

Possible Values For a field type Choice, here you can define the possible values. They have to be separated by ;.

Description A description of the custom field.

Mandatory Specifies whether the custom field is a mandatory field which requires an input. This parameter is not available for activity fields.

Unique Specifies whether the custom field has to be filled uniquely. This parameter is not available for activity fields.

Visible for Specifies the user role (Observers, Managers, Administrators) of the corresponding object to which the custom field shall be displayed in the dialogs.


5 onepoint PROJECTS adds the new custom field to the system. The field is now displayed on the corresponding tab Custom Fields in the dialogs (if the corresponding type was selected before).

Properties of a Custom FieldThe parameters of a custom field can be viewed or edited:

1 Navigate to the desired object in the tool group CUSTOMIZE and select (except for activities and risks) the corresponding custom type in the type navigator.

2 Select the custom field which you want to edit.


4 A new dialog opens where you can edit the parameters. The composition of the dialog is identical to the add dialog (see ‘Adding a new Custom Field’ on page 262).


Deleting a Custom Field1 Navigate to the desired object in the tool group CUSTOMIZE and select (except for activities and risks) the

corresponding custom type in the type navigator.

2 Select the custom field which you want to delete. Several entries can be selected at once.

3 Click on the Delete icon in the toolbar.



onepoint PROJECTS deletes the custom field which you selected for deletion.

Moving Up or Down a Custom FieldThe order of the custom fields in the list can be changed using the Move Up or Move Down button in the toolbar. The listing of the custom fields defines the sequence of the custom fields on the tab Custom Fields.

1 Navigate to the desired object in the tool group CUSTOMIZE and select (except for activities and risks) the corresponding custom type in the type navigator.

2 Select the custom field which you want to move in the list. Click on the icon Move Up or Move Down in the toolbar.

3 The selected custom field is moved in the list.

9.1.3 Tools ToolThe seventh tool of the tool group CUSTOMIZE is named Tools. Here, the access rights to each tool can be assigned to a user level. The fields for the user level can be directly edited in the table. The changes have to be saved using the Save button in the tool bar.


9.1.4 Cost Types ToolThe eighth tool of the tool group CUSTOMIZE is named Cost Types. Here, you can name up to fifteen cost types, which are available in onepoint PROJECTS - beside the personal costs - in accordance with your requirements. By default, four cost types are activated and named travel, material, external and miscellaneous.

For each cost type, a long and short name (is used e.g. as column headers) can be specified.

ToolbarThere are three icons available. The changed names of the cost types can be saved. Additionally, the order of the cost types can be changed.


9.1.5 Unavailability Types ToolThe ninth tool of the tool group CUSTOMIZE is named Unavailability Types (UA-Types). You can define unavailability types (e.g. vacation, professional development) and use them in the administration of time periods in which specific resources cannot be utilized..

ToolbarNew unavailability types can be added to onepoint PROJECTS. The properties of existing unavailability types can be viewed or edited. Existing unavailability types can also be deleted. For each action an icon is displayed in the toolbar.


Columns of the tableUnavailability types are listed with their Name and a Description (if available).

Adding a new Unavailability Type1 Navigate to the component UA-Types in the tool group CUSTOMIZE.

2 Click on the icon New Unavailability Type in the toolbar.

3 A new dialog opens where you have to enter the Name of the new unavailability type and optionally a description.



5 onepoint PROJECTS adds the new unavailability type to the system.

Properties of an Unavailability TypeThe parameters of unavailability types can be viewed or edited:

1 Navigate to the component UA-Types in the tool group CUSTOMIZE.

2 Select the unavailability type which you want to edit.


4 A new dialog opens where you can edit the parameters. The composition of the dialog is identical to the dialogs for adding a new unavailability type (see ‘Adding a new Unavailability Type’ on page 267).


Deleting an Unavailability Type1 Navigate to the component UA-Types in the tool group CUSTOMIZE.

2 Select the unavailability type which you want to delete. Several entries can be selected at once.





6 onepoint PROJECTS deletes the unavailability type which you selected for deletion.

9.1.6 Pipeline ToolThe tenth tool of the tool group CUSTOMIZE is named Pipeline. The stage can be used as status to classify projects. The manually settable pipeline stage allows you to order your projects into phases. A color for displaying a stage can be chosen on creating the pipeline stage. In the main part of the screen, a list of pipeline stages is displayed.

ToolbarNew pipeline stages can be added to onepoint PROJECTS. The properties of existing pipeline stages can be viewed or edited. Existing pipeline stages can also be deleted. The order of the pipeline stages can be changed using the Move Up or Move Down functionality for the list. For each action an icon is displayed in the toolbar.

Columns of the tablePipeline Stages are listed with their Name, Description (if available) and Color.

Adding a New Pipeline Stage1 Navigate to the component Pipeline Stage in the tool group CUSTOMIZE.

2 Click on the icon New Pipeline Stage in the toolbar.

3 A new dialog opens where you have to enter the Name of the new pipeline stage and optionally a Description. With a click on the small arrrows right of the Color field a selection of colors opens. Select the color which you want to be used for displaying a project with this pipeline stage on the ‘Pipeline View’ (see page 50).


You can also specify whether the stage shall be used as default. The stage can be selected as the phase which should be automatically set for a project which is completed above a specified level. If you do so, you have to enter the level, as well.


5 onepoint PROJECTS adds the new pipeline stage to the system. The pipeline stage is now available for the assignment to projects (see ‘Adding a New Project’ on page 76).

Properties of a Pipeline StageThe parameters of pipeline stages can be viewed or edited:

1 Navigate to the component Pipeline in the tool group CUSTOMIZE.

2 Select the pipeline stage you want to edit.


4 A new dialog opens where you can view the parameters. The composition of the dialog is identical to the add dialog (see ‘Adding a New Pipeline Stage’ on page 269).


Deleting a Pipeline Stage1 Navigate to the component Pipeline in the tool group CUSTOMIZE.

2 Select the pipeline stage which you want to delete. Several entries can be selected at once.





onepoint PROJECTS deletes the pipeline stage which you selected for deletion.

Moving Up or Down a Pipeline StageThe order of the pipeline stages in the list can be changed using the Move Up or Move Down button in the toolbar. The listing of the pipeline stages defines the sequence of the pipeline stages on the ‘Pipeline View’ (see page 50).

1 Navigate to the component Pipeline in the tool group CUSTOMIZE.

2 Select the pipeline stage you want to move in the list. Click on the icon Move Up or Move Down in the toolbar.

3 The selected pipeline stage is moved in the list.

9.1.7 Classifications ToolThe eleventh tool of the tool group CUSTOMIZE is named Classification. The classification can be used to classify projects. In the main part of the screen, a list of classifications is displayed with their name and description (if available). The way how to create, edit, delete, move up and down classifications is similar to the pipeline stage tool (see ‘Pipeline Tool’ on page 269). Classifications, however, do not have a color assigned.


9.1.8 Project Roles ToolThe twelfth tool of the tool group CUSTOMIZE is named Projects Roles. The project roles can be used to classify resources which are assigned to a project. In the main part of the screen, a list of project roles is displayed with their name and description (if available). The way how to create, edit, delete, move up and down project roles is similar to the pipeline stage tool (see ‘Pipeline Tool’ on page 269). Project Roles, however, do not have a color assigned.

9.1.9 Categories ToolThe next tool of the tool group CUSTOMIZE is named Categories. Categories of project activities can be used to standardize activities across projects. Typical examples of categories are■ design,■ development,■ quality assurance or■ acceptance.

The color can be chosen on creating the category.

In the main part of the screen, a list of categories is displayed with their name, description (if available) and the assigned color. The way how to create, edit and delete classifications is similar to the pipeline stage tool (see ‘Pipeline Tool’ on page 269).

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Categories can also be used for a concise structuring of the project plans in the GANTT diagram or Work Breakdown Structure (WBS). All activities with the same category assigned are displayed with the same color.

The chief benefit of categories appears in the reporting across projects. For example, a report can be defined, which compares all effort for development to the effort for quality assurance. A classification number for projects can be taken from such comparisons.


9.1.10 Deliverables ToolThe next tool of the tool group CUSTOMIZE is named Deliverables. The deliverable status can be used to classify deliverables. In the main part of the screen, a list of deliverable status is displayed with their name and description (if available). The way how to create, edit, delete, move up and down deliverable status is similar to the pipeline stage tool (see ‘Pipeline Tool’ on page 269). Deliverable status, however, do not have a color assigned.

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If a category is deleted which is still assigned to an activity in a project plan, the category is not completely deleted from the database of onepoint PROJECTS.

Activities which have been assigned to a deleted category remain assigned to this category and are still presented with the corresponding color.


9.1.11 Risk Categories ToolThe next tool of the tool group CUSTOMIZE is named Risk Categories. Categories of project risks can be used to standardize project risks across projects.

In the main part of the screen, a list of risk categories is displayed with their name and description (if available). The way how to create, edit and delete risk categories is similar to the UA-Types tool (see ‘Unavailability Types Tool’ on page 266).

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The risk management is an additional option for onepoint PROJECTS which has to be licensed separately. If this option is not licensed the accordant tool is not included into the user interface.


9.1.12 Escalation ToolThe next tool of the tool group CUSTOMIZE is named Escalation. For the five issue priorities, the period for escalation can be defined. As soon as an open issue receives a timeout, a email notification is sent to the user linked to the "Issue Coordinator"-resource. Also all users with managing permissions on the project receive that email.

In the main part of the screen, a table with the settings is displayed.

ToolbarFor saving modifications of the settings, one icon is displayed in the toolbar.


Columns of the TableThe five issue priorities are displayed with the escalation interval, the assigned time unit (Minutes, Hours, Days or Weeks) and the setting whether a notification shall be sent.

Editing the Escalation1 Navigate to the component Escalation in the tool group CUSTOMIZE.

2 Edit the settings of the issue priorities by directly clicking tin the accordant fields.

3 Click on the icon Save.

4 The new settings are saved into onepoint PROJECTS.

9.1.13 Criteria ToolThe next tool of the tool group CUSTOMIZE is named Criteria. The criteria can be used in the analysis tool for the portfolio (e.g. for presentation in bubble charts).The tool is only available if the portfolio analysis option is licensed. A project field can be assigned on creating the criteria. In the main part of the screen, a list of criteria is displayed.

ToolbarNew criteria can be added to onepoint PROJECTS. The properties of existing criteria can be viewed or edited. Existing criteria can also be deleted. The order of the criteria can be changed using the Move Up or Move Down functionality for the list. For each action an icon is displayed in the toolbar.


Columns of the tableCriteria are listed with their ID, Name, Description (if available), the assigned field and and activity checkbox.

Adding a New Criteria1 Navigate to the component Criteria in the tool group CUSTOMIZE.

2 Click on the icon New Criteria in the toolbar.

3 A new dialog opens where you have to enter the Name of the new criteria and optionally a Description. The criteria can be set active and assigned to a field. You can select whether the criteria is used inversely.

4 When the criteria is assigned to a field, a dropdown list opens where you can select the desired field.


Depending on the format of the selected field further formatting of the criteria can be defined.


6 onepoint PROJECTS adds the new criteria to the system. The criteria is now available for the usage in the bubble diagramms.

Properties of a CriteriaThe parameters of criteria can be viewed or edited:

1 Navigate to the component Criteria in the tool group CUSTOMIZE.

2 Select the criteria you want to edit.


4 A new dialog opens where you can view the parameters. The composition of the dialog is identical to the add dialog (see ‘Adding a New Criteria’ on page 277).


Deleting a Criteria1 Navigate to the component Criteria in the tool group CUSTOMIZE.

2 Select the criteria which you want to delete. Several entries can be selected at once.





onepoint PROJECTS deletes the criteria which you selected for deletion.

Moving Up or Down a CriteriaThe order of the criteria in the list can be changed using the Move Up or Move Down button in the toolbar.

1 Navigate to the component Criteria in the tool group CUSTOMIZE.

2 Select the criteria you want to move in the list. Click on the icon Move Up or Move Down in the toolbar.

3 The selected criteria is moved in the list.

9.1.14 Traffiq Lights ToolThe third to last tool of the tool group CUSTOMIZE is named Traffiq Lights. Here, you can define up to eleven traffiq lights, which are available in onepoint PROJECTS. Eight traffiq lights are provided as default. They can be activated or deactivated and their name can be edited. Three additional traffiq lights can be specifically arranged.

ToolbarThere are three icons available. The changed settings of the traffiq lights can be saved. Additionally, the order of the traffiq lights can be changed.


9.1.15 Ratings ToolThe second to last tool of the tool group CUSTOMIZE is named Ratings. Here, you can define up to six ratings, which are available in onepoint PROJECTS. Three ratings are fixed. They can be activated or deactivated. Three additional ratings can be specifically arranged.

ToolbarThere are three icons available. The changed settings of the ratings can be saved. Additionally, the order of the ratings can be changed.

9.1.16 Workflows ToolThe last tool of the tool group CUSTOMIZE is named Workflows. For six actions, a small workflow involving a user with manager rights and a user with administrator rights can be activated: ■ Resource Absence Approval■ Change Request Approval■ Close Down Project■ Pipeline Stage Approval■ Project Decision Approval■ Resource Assignment Approval

In addition, the notification by email can be chosen for every action.

With the resource absence approval, a project contributor can add periods of unavailabilities to its resources. hese can ba approved by another user with manager rights for this resource.

If the workflow is activated in the system settings, a user with manager rights for a project or resource can apply for the accordant change in the project. These changes can only be performed by users with administrator rights for the object. The workflow creates a correspondent todo for the administrator of the object. The administrator is informed about the desired change in his todo list and can approve or reject the change.

ToolbarThere is only the Save icon available. The changed settings of the workflows can be saved.

System Settings - Tool group ADMINISTRATE282

9.2 Tool group ADMINISTRATE

9.2.1 SettingsA few number of system settings is available in onepoint PROJECTS. These settings are valid for every user. The settings can only be edited by the user Administrator.

Editing the System Settings1 Navigate to the component Settings in the tool group ADMINISTRATE.

2 Edit the settings.

The following parameters are available:


UI Settings

Default language Specifies the language of the login and the default language for an onepoint PROJECTS user.

WBS Default Outline Level Speficies the default number of levels which are used in the Work Breakdown Structure.

Show resource assignments in hours

Specifies whether the resource assignments shall be displayed in hours (instead of %, see ‘Activity List View’ on page 112).

Show costs from Specifies from which user access level the cost information is displayed in the application (for details see ‘Access Rights for the Different Roles’ on page 313).

Show effort in days Specifies whether the effort shall be displayed in days (instead of hours).

System Settings - Tool group ADMINISTRATE 283

Default Time Unit Specifies the default setting for the time unit.

Resource display name Specifies the details of how a resource is displayed.

Highly Underutilized (Limit) Gives the degree of utilization which is marked in the resource utilization diagram as highly underutilized.

Underutilized (Limit) Gives the degree of utilization which is marked in the resource utilization diagram as underutilized.

Overutilized (Limit) Gives the degree of utilization which is marked in the resource utilization diagram as overutilized.

Highly Overutilized (Limit) Gives the degree of utilization which is marked in the resource utilization diagram as highly overutilized.

Use project-assignments for resource utilization prior to first check-in of plan

With this checkbox selected, the project assignments are already considered in the resource utilization before the project plan is checked-in for the first time.

Default Bubble Chart Quadrant

Gives the default for the sectioning of the bubble chart.

Criteria Rating Granularity Gives the level of detail in the criteria rating. Three levels are available for selection.

Show only risk numbers in risk chart

Specifies whether only the risk number is displayed.

Use logarithmic scale for probability in risks chart

Specifies whether a logarithmic scale is used.

Show successors in planning activity list

Specifies whether the successor is displayed.

Always show filters Specifies whether the filter criteria are always displayed.

Show profit in cost controlling Specifies whether the profit is displayed.

Use custom header logo With this checkbox selected, a custom header logo is used in the GUI of onepoint PROJECTS.

Custom header logo (maximum height: 35 px)

Here, you can select a logo file from your file system which shall be used as custom header logo.

Use custom logo for reports With this checkbox selected, a custom header logo is used in the reports of onepoint PROJECTS.

Custom report logo (print quality)

Here, you can select a logo file from your file system which shall be used as custom logo in the reports.

Project Administration Behavior

Report archiving period (weeks)

Specifies the period how long reports are kept in the report archive before being automatically deleted by the system.

Activity Distribution from Probability

Gives the minimum probability for the realization of a project for which the tasks are distributed into the task lists of the contributors.

Sort Projects by Project Number

Specfies whether the projects are sorted by their project number or thei name.

Project Number Behavior Specifies whether the project number is optional, mandatory or automatically set.

Format (Prefix, Infix, Padding) Specifies the format of a project number.



Maximum Outline Level for Controlling Reports

Gives the outline level for Controlling Reports.

Milestone controlling interval (weeks)

Specifies the interval of the dates in the timescale for the ‘Milestones View’ on page 162.

Progress mode for new projects (default setting)

Specifies the default setting for a new project in respect of how the progress is calculated:■ Contributor Estimations: the employees estimate the open effort in the

working records.■ % Complete: for this mode, there is additionally the choice whether time

tracking is active or inactive. If time tracking is deactived, the employees can only record the degree of completion. With time tracking, the degree of compleion and the times can be recorded by the employees.

■ Automatic: The progress and the remainigneffort are automatically calculated from the planned and actual effort..

Enable Time tracking

Link duration to effort (default setting)

Specifies the default setting for a new project in respect of whether duration is linked to effort.

New activities are public by default

Public activities are linked in the programme Management Option into the superior project.

Automatic traffic lights for projects and pipelines

A selection of the following dimensions■ None, ■ Dates, Effort and Costs■ Dates, Effort, Costs and General

is available.

Dates The percentage for a yellow and red traffic light for dates can be defined.

Effort The percentage for a yellow and red traffic light for effort can be defined.

Costs The percentage for a yellow and red traffic light for costs can be defined.

Activity Traffic Light The number of days overdue for a yellow and red traffic light for an activity can be defined.

Always allow activity assignment up to general maximum availability

With this checkbox selected the maximum resource availibility is used on assigning the resource to a task.

Status Reporting Period Specifies the interval for the status reports of the work slips. The entries Weekly, Bi-Weekly, Monthly, Bi-Monthly and Quarterly are available. This setting is only required, if the Status Reporting Option is licensed for the application.

Notification period for project plans edited

The period can be defined in number of days.

Tracking

Maximum resource availability (%)

Specifies the maximum of resource availability. Resources can only be planned up to this limit.

Enable explicit tracking of start and finish times

Specifies whether the tracking of start and finish times on a separate tab is displayed in the work slips. Then the recording of effort is done from the recording of working time.



3 Click the Save Settings button.


Allow daily comments for effort tracking

With this checkbox selected, the contributors can give daily comments insteasd of weekly comments on their efforts for a task.

Enable pulsing Specifies whether in the work slips the entered time is rounded up. If the pulsing is set, e.g., to 10 minutes and the user enters 23 minutes in the work record, it will be updated to 30 minutes.

Pulsing (minutes) Specifies the interval for the pulsing.

Max. time trackable p. resource and day (h, 0=no limit)

Specifies the maximum working time on a day for a resource in hours. On entering „0“ the working time is not limited.

Allow tracking of actual time and costs for project managers

With this checkbox selected, also project managers can track time and costs for resources.

Enable clearing of locked work records

With this checkbox selected, also locked work records are considered in the status report.

Add activities to new timesheets

Specifies whether tasks in progress or activities tracked last week are displayedas proposals in the work slips.

XLS Export Period Day, week and two weeks are available in the selection.

Dates and Currency

First work weekday Specifies the start of the week. This setting is taken to mask out the weekend in the planning algorithms.

Last work weekday Specifies the end of the week. This setting is taken to mask out the weekend in the planning algorithms.

Working hours per day Specifies the number of working hours per day. This number is taken to calculate effort into duration. onepoint PROJECTS allows the planning of effort in hours (or less) but the duration is limited to at least one work day.

Working hours per week Specifies the number of working hours per week.

Calendar (bank holidays) Specifies the calendar which is taken into account for holidays.

Currency Specifies the currency which is used for the project plans.

Enable planning on holidays and weekends

With this checkbox selected, also holidays and weekends can be used in the project planning.

System

Onepoint Home Folder Specifies the home directory of the Onepoint installation.

Notification sender e-mail

Specifies the e-mail address which is shown as sender of automatic e-mails from the system.

Allow empty passwords This check box should only be selected in test systems. With this check box selected, user accounts can be created without passwords. Thus, everybody knowing a user name can login to the system.



9.2.2 External AppsThe second tool of the tool group ADMINISTRATE is the tool for configuring external applications. So far, the connection to a JIRA instance, to a CMIS (Content Management Interoperability Service) and to Slack is supported by onepoint PROJECTS. For each application the parameters are displayed on a separate tab.

On the tab JIRA, the configuration parameters of the JIRA instance can be set.

On the tab CMIS, the configuration parameters of the CMIS can be set.


On the tab Slack, the configuration parameters of Slack can be set.

The corresponding access data (e.g. URL of the server, user) have to be configured for each of the three external applications. In addition, the usage of the connections can be activated or deactivated.


There are several configurative settings for the connection to a JIRA application.

Configuration of a JIRA Connection

GeneralThe details of the JIRA synchronisation can be set in the section General. Here, also the status of the last synchronization process is displayed.

Status MappingsIn this status table, the individual JIRA status can be assigned to a onepoint PROJECTS Status. On synchronizing, the issues and requirements obtain the accordant status. For the default status the data is updated on every change. Customly specified status are only updated on updating another attribute or on a complete synchronization.

Issue Type MappingsIn this table, the individual JIRA issue types can be assigned to a onepoint PROJECTS type. These are:■ Issue■ Task■ Sub-Task

On synchronization, the synchronised JIRA issues obtain the accordant type. Backwards, the type of the JIRA issue is not updated.

Priority MappingsIn this priority table, the individual JIRA priorities can be assigned toa onepoint PROJECTS priority.

9.2.3 Users ToolThe next tool of the tool group ADMINISTRATE is named Users. The user administration offers the possibilities to administer the user accounts of onepoint PROJECTS and optionally to group them into user groups. User accounts perform two tasks:

Initially, two objects are present in the user accounts:■ The user Administrator: This user is the global administrator of the system. He can administer users and

groups and edit the system settings, as well.■ The group Everyone: All users which are created belong by default to this group. However, it is possible to

remove a user from this group on creating or editing the user account.

Only users with the access level System can create and edit users and user groups.

In the main part of the screen, a tree of users and groups is displayed. The groups act as folder or subfolder which contain the users and/or subgroups which belong to the group. You can navigate through the groups with mouse-clicks on the black arrows which mark groups with members in the tree. The list of users can be restricted to active users using the filter selection at the top right.

ToolbarNew users and groups can be added to onepoint PROJECTS. The properties of existing users or groups can be viewed or edited. Existing users or groups can also be deleted. Users can be assigned to groups. Users can be activated or deactivated. For each action an icon is displayed in the toolbar.

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The users of the application are administered separately from the resources of projects. A detailed explanation of this principle is given in the section ‘Resource Navigator’ on page 196.

■ they are needed to log into Onepoint Project,■ they govern the access control to business objects

such as resource pools, resources, portfolios, projects and templates (together with user groups and the access level of objects).


Columns of the tableUsers and groups are listed with their Name and Description (if available), the last access date and their access level. Furthermore, it is displayed whether the user is active.

Adding a New User1 Navigate to the component Users in the tool group ADMINISTRATE.

2 Click on the icon New User in the toolbar.

3 A new dialog opens where you have to enter the Login of the new user and optionally the other parameters. The Password can also be a mandatory field (see table below).


The parameters of the first dialog tab General are listed with a short description in the following table:

4 On the second tab Contact, the contact data of the user can be entered.


Login The login name of the user (mandatory).

First name The first name of the user.

Last name The last name of the user.

Password The password of the user account. This field is a mandatory field in case empty passwords are not allowed by the system settings (see ‘Editing the System Settings’ on page 282).

Retype password The password has to be retyped in case empty passwords are not allowed by the system settings (see ‘Editing the System Settings’ on page 282).

Access Level Select to which access level the new user shall be assigned. The levels Manager, Contributor, Observer and Observer (Customer) are available. The access level is used to hide cost-related information from normal users. The access level specifies the highest permission for an object in onepoint PROJECTS (e.g., projects, resources etc.), which can be assigned to this user. Only a manager user can be a project manager or a resource manager.

Description A description of the user.

Language Select the language of the user. The graphical interface of onepoint PROJECTS will be displayed in the selected language for this user.

Active A user can be set inactive (instead of being deleted).


5 On the third tab Groups, the group Everyone is automatically listed for any new user.

The new user can be assigned to additional groups by a click on the plus icon. A new dialog opens with a list of all groups which are available in onepoint PROJECTS and to which the user is not yet assigned. Select the group(s) to which you want to assign the user and click on the OK button of the Select User or Group dialog.


6 The assignment to the group Everyone can be deleted after selection of the group and a click on the minus button below the list.

7 Click on the OK button of the New User dialog

8 onepoint PROJECTS adds the new user to the users and to the groups to which the user was assigned.

Adding a New User Group1 Navigate to the component Users in the tool group ADMINISTRATE.

2 Click on the icon New Group in the toolbar.

3 A new dialog opens where you have to enter the Name of the new group and optionally a Description.

4 On the second tab Super Groups, the group(s) to which you want to assign the new group can be selected.


Click on the plus button. A new dialog opens where the groups available in onepoint PROJECTS are listed and can be selected as super group of the new group. Confirm your selection with a click on the OK button of the Select Super Groups dialog.

The assignment to a group can be again deleted after selection of the group and a click on the minus button below the list.

5 Click on the OK button of the New Group dialog

6 onepoint PROJECTS adds the new group to the system and to the super groups to which the new group was assigned.

Properties of a User or User GroupThe parameters of users and groups can be viewed or edited using the Properties icon in the toolbar:

1 Navigate to the component Users in the tool group ADMINISTRATE.

2 Select the user or group for which you want to edit the properties.



4 A new dialog opens where you can view the parameters. The composition of the dialog is identical to the add dialogs for adding a user or group (see ‘Adding a New User’ on page 289 and ‘Adding a New User Group’ on page 292).


Deleting a User or User Group1 Navigate to the component Users in the tool group ADMINISTRATE.

2 Select the user or user group which you want to delete. Several entries can be selected at once.




6 onepoint PROJECTS deletes the user or group which you selected for deletion.

Assigning a User or User Group to a GroupThis section describes how to assign a user or a user group to another group.

onepoint PROJECTS offers three possibilities to assign a user to a user group:■ On adding a user, you can select the group(s) on the last tab (see ‘Adding a New User’ on page 289). As a

requirement, the group(s) have to be created before the user.■ On editing a user, you can edit the group assignment on the last tab (see ‘Properties of a User or User Group’

on page 293).■ There is a button in the toolbar to assign one or several users to a group. This feature offers the possibility to

select several users at once and to assign them in a single step to the same group.

Additionally, onepoint PROJECTS offers three possibilities to assign a user group to another user group:■ On adding a group, you can select the super group(s) on the last tab (see ‘Adding a New User Group’ on

page 292). As a requirement, the super group(s) have to be created before the new group.■ On editing a group, you can edit the group assignment on the last tab (see ‘Properties of a User or User

Group’ on page 293).■ There is a button in the toolbar to assign one or several groups to another group. This feature offers the

possibility to select several groups at once and to assign them in a single step to the same super group.

To assign a user or group to a group1 Navigate to the component Users in the tool group ADMINISTRATE.

2 Select the user(s) and/or user group(s) which you want to assign to another group. Several entries can be selected at once.

3 Click on the icon Assign to group in the toolbar.

4 A dialog opens where you can select the group. The list displays all groups which are not yet assigned to any user(s) or group(s) selected before.


5 Select the group in the list and click OK to confirm the selection.

6 onepoint PROJECTS assigns the user(s) and/or group(s) which you selected to the selected group.

9.2.4 Skills ToolThe next tool of the tool group ADMINISTRATE is named Skills. Skills can be used to file the professional profiles of the resources in onepoint PROJECTS. Once the individual skills of all resources are rated, one can search for capable resources for the projects. For that purpose, the required skills have to be created in the system. The skill categories are used to clearly arrange the skills. In the main part of the screen, a tree of skill categories and skills is displayed.

ToolbarNew skill categories and skills can be added to onepoint PROJECTS. The properties of existing skill categories and skills can be viewed or edited. Tree entries can be moved into other categories. Existing skill categories and skills can also be deleted. For each action an icon is displayed in the toolbar.

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The new assignment will become active on the next login of the user.


Columns of the tableSkill categories and skills are listed with their Name and a Description (if available).

Adding a new Skill Category1 Navigate to the component Skills in the tool group ADMINISTRATE.

2 Select the skill category to which you want to add the new category.

3 Click on the icon New Skill Category in the toolbar.

4 A new dialog opens where you have to enter the Name of the new category and optionally a Description.



6 onepoint PROJECTS adds the new category to the tree.

Adding a new Skill1 Navigate to the component Skills in the tool group ADMINISTRATE.

2 Select the skill category to which you want to add the new skill.

3 Click on the icon New Skill in the toolbar.

4 A new dialog opens where you have to enter the Name of the new skill and optionally a Description.



6 onepoint PROJECTS adds the new skill into the category which you selected before. The skill is now available in the dialogs for creating and editing resources (see ‘Adding a New Resource’ on page 200).

Properties of a Skill Category or SkillThe parameters of skill categories and skills can be viewed or edited:

1 Navigate to the component Skills in the tool group ADMINISTRATE.

2 Select the skill category or skill which you want to edit.


4 A new dialog opens where you can edit the parameters. The composition of the dialog is identical to the dialogs for adding a new skill category or skill (see ‘Adding a new Skill Category’ on page 296 and ‘Adding a new Skill’ on page 297).


Moving a Skill Category or SkillA skill category or skill can be moved to another position in the tree.

1 Navigate to the component Skills in the tool group ADMINISTRATE.

2 Select the skill category or skill which you want to move.


4 A new dialog opens where you can select the target skill category.

5 After selecting the category, click on the OK button.

6 The skill category or skill which you selected is moved to the new position.

Deleting a Skill Category or Skill1 Navigate to the component Skills in the tool group ADMINISTRATE.


2 Select the skill category or skill which you want to delete. Several entries can be selected at once.




6 onepoint PROJECTS deletes the skill category or skill which you selected for deletion.

9.2.5 Calendars ToolThe next tool of the tool group ADMINISTRATE is named Calendars. Calendars with the definition of workdays, holidays and the number of work hours per day can be created and subsequently assigned to projects and resources.

ToolbarNew calendars can be added to onepoint PROJECTS. The properties of existing calendars can be viewed or edited. Existing calendars can also be deleted. For each action an icon is displayed in the toolbar.

Columns of the tableCalendars are listed with their Name, the first and last work day, the work hours per day and the holiday calendar.


Adding a new Calendar1 Navigate to the component Calendars in the tool group ADMINISTRATE.

2 Click on the icon New Calendar in the toolbar.

3 A new dialog opens where you have to enter the Name of the new calendar and the additional parameters.

4 Specify the first and last workday and the work hours per day. Select a holiday calendar from the list and select whether the public holidays are work days.


6 onepoint PROJECTS adds the new calendar to the system.

Properties of a CalendarThe parameters of calendars can be viewed or edited:

1 Navigate to the component Calendars in the tool group ADMINISTRATE.

2 Select the calendar which you want to edit.


4 A new dialog opens where you can edit the parameters. The composition of the dialog is identical to the dialogs for adding a new calendar (see ‘Adding a new Calendar’ on page 300).


Deleting a Calendar1 Navigate to the component Calendars in the tool group ADMINISTRATE.

2 Select the calendar which you want to delete. Several entries can be selected at once.





6 onepoint PROJECTS deletes the calendar which you selected for deletion.

9.2.6 Notifications ToolThe next tool of the tool group ADMINISTRATE is named Notifications. In this tool, the events can be set about which users with the appropriate role for the object are notified by an e-mail.

for the following types of event an automatic email notification can be sent:

Event Type Action

New project available This notification is sent directly after a project was created. Users will get notified according to their assigned roles in the project.

Pipeline stage has been updated

This notification is sent directly after a project's "Pipeline Stage" was altered. Users will get notified according to their assigned roles in the project.

New project plan version available

This notification is sent directly after checking in a new plan-version in the tool "Planning". Users will get notified according to their assigned roles in the project.

Activity finish date exceeds project finish date

This notification is sent directly after checking in a new plan-version in the tool "Planning", if:■ a finish-date was defined for the project■ and activities had been planned for the new version with a

finish-date later than the project's one

Users will get notified according to their assigned roles in the project. The setting "Contributor" notifies only users who are linked to these resources which have been assigned to the task or activity.

Scheduled work not yet started

Sends notification if work on a planned activity was not started yet for more than 2 weeks.


Milestone is due The notification is sent on that day for which the milestone is planned.



Scheduled work can be started

The notification is sent on that day for which the activity is planned to start.


Estimated remaining effort exceeds plan value

The notification is sent directly after a work record was tracked with an "Open" value higher than the currently planned effort.


Notify linked users if activity assignments change

The notification is sent directly after a new plan-version which contains the altered assignments gets checked in.

Setting "Administrator" will notify the "Administrator"-user or manager user-accounts who are linked to resources affected by the assignment-changes. But messages will only go out to users with administrative permissions on the project.

Setting "Manager" will notify all manager-users who are linked to resources affected by the assignment-changes. But messages will only go out to users with managing permissions on the project.

Setting "Contributor" will notify all users linked to either the previously assigned resources or to those being assigned in the new plan-version.

Setting "Observer" notifies all users with "Observer"-permissions on the project.

New status report submitted The notification is sent directly after submitting a status report. Users will get notified according to their assigned roles in the project.

New controlling cycle scheduled

This notification is sent for each project whenever a new controlling period was entered and no status report yet exists for this controlling period. The length of the current controlling period is determined in the application settings. Users will get notified according to their assigned roles in the project.

Resource assigned to project This notification is sent directly after newly assigning a resource to a project. Users will get notified according to their assigned roles in the project.

Sub-project plans have been updated

This notification is sent directly after a new version of a sub-project's planning was checked in. Please note that this notification does not check if changes were made to the subproject's planning. Users will get notified according to their assigned roles in the project.

No work tracked for the given work week

This notification is sent at the last day of the week if work was assigned to resources linked to a user for the given time-period, but no work was tracked during the week (by default the messages will be sent on Saturday, 8:00 GMT server-time).

This notification can only be enabled for the "Contributor"-permission on a project, but this will include "Manager" user-accounts and the "Administrator"-user, too, if they are linked to resources which had been assigned to the project's planning.

Event Type Action


Editing the Notifications1 Navigate to the component Notifications in the tool group ADMINISTRATE.

2 Edit the settings by selecting the check boxes in the matrix event/user role.

Project plan was not committed

This notification is sent when a project plan was not committed (controlled by the system setting Notification period for project plans edited).

New ad hoc activity was created

This notification is directly sent to the user of the responsible resource after an ad hoc activity was created.

New todo was created This notification is directly sent to the user of the responsible resource after a task was created.

New comment added to task Users will get notified directly after a new comment was stored for any type of "Issue", "Task" or "Activity". Users will get notified according to their assigned roles in the project.

New discussion article This notification is sent directly after a discussion-article (a new topic or a new reply) was posted in the Discussions tool. Users will get notified according to their assigned roles in the project.

Program plan needs updating due to milestone delay in sub-project

This notofication is directly sent after a sub project plan was committed with a milestone delay.

Sub-project plan needs updating due to milestone delay in program

This notofication is directly sent after a progra, project plan was committed with a milestone delay.

Event Type Action


Once the given event occurs, the users with the selected user role get an adequate e-mail. in the notification text the name of the corresponding portfolio, project, resource, activity or user is given.

3 Click the Save button.


9.2.7 SessionsThe next component of the tool group ADMINISTRATE is named Sessions. The currently active sessions are displayed in a list.

9.2.8 Repository ToolThe next to last tool of the tool group ADMINISTRATE is named Repository. All important information on the number of objects in the data base (number of users, projects, templates, portfolios, resources, reports ...) is given here.

ToolbarThe content of the database used for running onepoint PROJECTS can be saved into a backup file. This file contains the content of the database in the xml format. An existing backup file can again be reimported into the application. The content of the data base can also be cleared. For each action an icon is displayed in the toolbar.

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For each user, the e-mail address has to be filed, in order that e-mail notifications can be send correctly.

In the file configuration.oxc.xml, the SMTP server which is used for sending the e-mails has to be configured by an entry <smtp-server>IP adress or domain of the server</smtp-server>. The access to the SMTP server must be possible without a user and password.


Making a Backup1 Navigate to the component Repository in the tool group ADMINISTRATE.

2 Click on the icon Backup in the toolbar.

3 A dialog opens when the operation has finished. The name of the backup file is given in the dialog.

Restoring the Database1 Navigate to the component Repository in the tool group ADMINISTRATE.

2 Click on the icon Restore in the toolbar.

3 A dialog opens where you have to enter the administrator password.


4 A second dialog opens where you have to select the file to restore.

5 Click on the OK button of the dialog. The content of the backup file is reimported into the database.

Clearing the Database1 Navigate to the component Repository in the tool group ADMINISTRATE.

2 Click on the icon Clear in the toolbar.

3 A dialog opens where you have to enter the administrator password.

4 Click on the OK button of the dialog. The content of the database is cleared.

9.2.9 License ToolThe last component of the tool group ADMINISTRATE is named License. The status of the onepoint PROJECTS License can be viewed here.

309

10 Roles and Permissions

■ This section describes the concept of access control in onepoint PROJECTS. The principles of the concept and how to define permissions to different objects are described.

See:■ ‘Principles’ on page 310■ ‘Setting Permissions for Objects’ on page 311■ ‘Access Rights for the Different Roles’ on page 313

Roles and Permissions - Principles310

10.1 PrinciplesThe access control of onepoint PROJECTS is object based and governed by the user who is logged into the application. Basically, there are three access roles for onepoint PROJECTS users:■ Observers can view information but cannot change anything.■ Managers are virtually the owners of an information. They can change, add and delete information.■ Administrators have complete access rights. Additionally, they can change the permissions of the objects

itself.

The objects for which these roles apply are■ portfolios,■ projects,■ templates,■ resource pools, ■ resources,■ customers and■ reports.

The access rights for each role are given in ‘Access Rights for the Different Roles’ on page 313.

Editing the permissions of an object is only allowed for users with administrator rights for the object.

10.1.1Project Role ContributorPresently only for projects, there is an additional access role Contributor. Users with this role can record time and costs for a project and add comments. Hierarchically, this role is ranked between an Observer and a Manager. It is important to note, that on adding a resource to a project, the linked user (if specified) of the resource is automatically added with the role Contributor to the project. These access rights are maintained by the system and cannot be changed even by an Administrator.

10.1.2Default PermissionsThe default permissions for a portfolio, project, template, resource pool, resource and customer are:■ only the user Administrator has the role Administrator,■ the group Everyone (all users are by default members of this group) has the role Observer.

The user who is assigned as the project manager automatically has the role Manager for his project. With this role he is able to edit the project plan.

In addition to the object based role concept, members of the user group System can access all objects with the role Administrator. This access right is controlled by the system and is not visible in the permissions details of a single object.

Additionally, all features of the tool groups CUSTOMIZE and ADMINISTRATE are only available to the user Administrator and the user group System: only these users can administer e.g. the user accounts, the categories, pipeline stage and the system settings.

Roles and Permissions - Setting Permissions for Objects 311

10.2 Setting Permissions for ObjectsIn the dialogs for creating portfolios, projects, templates, resource pools, resources, customers and reports, there is always a tab or section Permissions. Here, the users can be assigned to the different roles Administrator, Manager and Observer.

The same feature is available in the dialogs for editing portfolios, projects, templates, resource pools, resources, customers and reports.

1 Navigate to the accordant tool group and click on the icon New Object in the toolbar or open the Properties dialog for an existing object.

2 Move to the tab or section Permissions in the opening dialog.

3 For adding a new user or group to the roles Administrator, Manager or Observer, click on the plus icon below the tree. A new dialog opens with a list of users and groups which are present in the system. You can search for a special user or group by entering a search term. Select the group or user which you want to add and click on the OK button of the Select Users or Groups dialog.

In case you selected a role before clicking on the plus icon, the user or group is added to the selected role. Otherwise the user(s) and/or group(s) are added to the role Observer. An assigned user or group can be moved to another role by a click on the Move up or Move down icons below the tree.

4 For deleting a user or group from a role, select the user or group which you want to remove. Multiple selections are possible. Click on the minus icon below the tree. The selected user(s) and/or group(s) are removed from the role.

5 After finishing your changes on the role assignment, click on the Save button of the Properties or New Object dialog.

Roles and Permissions - Setting Permissions for Objects312

6 On editing the permissions of portfolios or resource pools, you can additionally define whether thes changes shall also apply on the contained objects. To do so you have to select for portfolios the option Apply changes to sub-projects, portfolios and templates. For resource pools, there is the option Apply changes to sub-pools and resources. If this option is not selected, the newly defined permissions of the portfolio or pool are only inherited to future objects which will be created into this folder and not to the existing objects.

Roles and Permissions - Access Rights for the Different Roles 313

10.3 Access Rights for the Different RolesThe table gives the access rights for the roles Manager and Administrator. Details about the object related actions are given in ‘Overview of User Rights for Objects’ on page 29.

Restrictively, in the system settings it can be selected that all cost and utilization information is hidden below a distinct user access level (see ‘Settings’ on page 282). If this option is set, the following views are not available for users below the chosen user access level:

MY WORK■ Tab Projects: the view Costs is hidden.

PROJECTS

Manager Administrator

Portfolio

Has the same rights as an administrator, but cannot change the permissions of the portfolio.

Has all rights to create new portfolios, templates or projects inside the portfolio. The portfolio can be edited, deleted or moved to another portfolio (for which the user has also manager or administrator access).

Project

Has the same rights as an administrator, but cannot change the permissions of the project. A manager user can also not delete the versions of a project. Also some special parameters of a project cannot be set by a manager user (details see ‘Adding a New Project’ on page 76).For assigning a resource to a project, the user needs also manager or administrator rights for the resource he wants to add.

Has all rights to edit, delete or move the project (to another portfolio for which the user has also manager or administrator access). The project can be saved as template (to another portfolio for which the user has also manager or administrator access). Has the right to edit the project plan or to import an mpx file.

Template

Has the same rights as an administrator, but cannot change the permissions of the template.

Has all rights to edit, delete or move the template (to another portfolio for which the user has also manager or administrator access). Has the right to edit the project plan or to import an mpx file.

Resource pool

Has the same rights as an administrator, but cannot change the permissions of the resource pool.

For assigning a resource pool to a project, the user does not need manager or administrator rights for the project.

Has all rights to create new resource pools or resources inside the pool. The pool can be edited, deleted or moved to another pool (for which the user has also manager or administrator access). The pool can be assigned as resources to a project. A user can be imported as new resource for the resource pool.

Resource

Has the same rights as an administrator, but cannot change the permissions of the resource.

For assigning a resource to a project, the user does not need manager or administrator rights for the project.

Has all rights to edit, delete or move the resource (to another pool for which the user has also manager or administrator access). The resource can be assigned to a project.

Customer

Has the same rights as an administrator, but cannot change the permissions of the customer.

Has all rights to edit or delete the customer.

Roles and Permissions - Access Rights for the Different Roles314

■ Selection of portfolios: the tab Costs is hidden.■ Planning: the view Costs is hidden.■ Monitoring: the view Costs is hidden.■ The tab Controlling is not displayed.■ The tab Reports is not displayed.