PROJECT TRACKING SYSTEM

PROJECT EFFORT TRACKING SYSTEM & SOLUTIONS

The Aim of the Project is latest generation Web Based System for Managing

and Tracking Software Development Projects. It is called "Project tracking System" for a good reason - it was specifically designed to make software project management

hassle free and straightforward.

Despite the simplicity of use, Easy Projects is a powerful and sophisticated system based

on the Microsoft .NET technology and MS-Access. These robust technologies provide with

a scalable and flexible solution to manage and track projects of any complexity level.

PROJECT REQUIREMENT STUDY AND DOCUMENTATION The Project Tracking System (PTS) was initially developed to document, prioritize and

track the progress of internal Remedy projects by setting milestones and establishing

deliverables required to complete a project. As the application became more robust, other

groups became interested in using PTS to manage their own projects.

Using the Project Tracking System

This document discusses opening PTS, how to create an PTS projects, adding

attachments, setting up deliverables, establishing project members, creating deliverables

and milestones to measure progress, project security features, setting milestone alert

notifications, sending email from within a PTS project and more..

Notifications and Communications within PTS

This document discusses all of the types of notifications that PTS sends to project

members and customers throughout the lifecycle of the project.

Notifications are divided into categories and defined for who receives a notification, what

information is distributed, when the notification is sent, and why the notification is sent to

either the customer or the support staff working the request.

Advanced Searching and Reporting

This document discusses advanced searching techniques including queries by example

(QBE) and using the Advanced Search Bar to construct search statements to extract

needed information as well as built in reporting and reports generated using an external

application called Crystal Reports.

PROJECT TRACKING SYSTEM - OVERVIEW The Project Tracking System was initially developed to document, prioritize and track the

progress of internal Remedy projects by setting milestones and establishing deliverables

required to complete a project. As the application became more robust, other groups

became interested in using PTS to manage their own projects.

The Project Tracking System (PTS) can be displayed in two different modes: Save

mode and Search mode. Save mode is indicated in PTS by the Save button located in the

upper right corner of the form and is used to create or modify requests. Search mode is

indicated in PTS by the Search button located in the upper right corner of the form and is

used to find an existing request.

MODULES OF THE PROJECT

� USER AUTHENTICATION

� TIMES TREE LOG

� PROJECTS LIST

• PROJECT

• TASK

• BUGS

• REQUEST

� REQUEST LIST

� SUMMARY

� RESOURCE

� PROJECT

� BUGS

� REQUEST

� OPTIONS

AUTHENTICATION Project manager only having the rights to enter the sites and see what the projects going on. The

former can be used to, for example, restrict project modules to use within a company.

However if the people who are allowed to access the modules are widely dispersed, or the server

administrator needs to be able to control access on an individual basis, it is possible to require a

username and password before being allowed access to a module and databases. This is called

authentication.

TIMES TREE LOG In an organization each projects contains different module. Each modules maintained by single or

more persons. The times tree log contains person’s details, project titles, modules, total time to

work in particular modules, status of project, and task of all the things are viewed.

In any particular user performance also find out this times tree log module. Also each person

works also maintain this times tree log module.

PROJECT LIST Created by Project Manager. He can create any number of projects and assign Users to the

projects. A project is an independent unit and can contain its own customized Components, such

as statuses and categories.

Each project can have a different set of Users, statuses, categories, which are independent

from other projects of the system

Requested - Initial request from the customer for ITSS’ involvement in a project.

Investigating - Investigating and researching the project request to determine what resources

including money, materials and people that are required to complete the project within the

specified time frame.

Active - Project is approved and resources are allocated and these resources are actively working

on the project.

Waiting List - A project that meets one of the following criteria: no funding available yet, not

enough IT and / or business unit resources available to work on the project, or the project was put

on hold by the customer.

Rejected - A project request that was either not approved or the request was actually a request for

service from our nested of an actual project.

Completed - A project where all of the stated deliverables were completed

TASK TREE Created by the Project Manager and assigned to Developers and QA. The tasks can be whether

single or nested. A big task can be divided into small Subtasks and assigned to various Team

Members.

Task tree navigator gives all the group of task details and the modules that are hold by tree

format.

TASK DETAILS It contains each module details, what are all operation done by that particular project, who working

the entire module, time duration ,status all things hold it has managed.

REQUEST LIST Created by Project Manager on the request of Client. The Client himself can also submit a request.

Once the requests are created, they are assigned to the developers.

Generally requests are created when the client requires some additional functionality in the

software developed by the company.

REPORT Can be used by Project Managers to view the progress of their projects. Reports are efficient way

to have a broader outlook of the project.

A TYPICAL WORKFLOW 1. Administrator creates users, such as Project Managers, QA, Developers and Administrators.

2. Project Manager creates a project and assigns users to it.

3. Project Manager creates tasks. Divides bigger tasks into smaller tasks and assign them to

developers.

4. Developers develop the software according to the project plan.

5. Team members test the projects and submit bugs to the system. The bugs are then assigned

to Developers or QA.

6. Developers fix the bugs.

7. Project Manager keeps track of the project by setting the status of project bugs, tasks and

requests. Project Manager assigns and reassigns tasks to team members if required.

8. Client tests the product and submits bugs and requests to the system if required.

9. Project Manager views reports to have a broader view of the project data.

10. The users fill their time sheets entries to keep track of the time spent on each project activity.

11. The Project Manager evaluates the gap between the estimated and actual time spent on a project.

EASY PROJECTS MANAGEMENT Using only a few clicks you will be able to see a complete picture of your project including

resource allocation, completed and outstanding tasks, fixed and opened issues, status of

customers' requests, employees/contractors timesheets and other valuable information.

A variety of filters and sorting options will allow you to see certain tasks at a glance. Creating a

task and assigning it to a team member will take just 30 seconds!

Multi-nesting (hierarchical) Projects and Tasks Our system allows you to have an unlimited number of projects and tasks with as many sub-levels

of hierarchy as you need.

You can split large tasks into small ones, assign deadlines and team members, specify estimated

durations and activity categories. Be effective - eat the elephant bite by byte!

Employees/Contractors Timesheets Do you want to know exactly how your project members spent their working time? Our easy-to-

use timesheets will help you.

Each team member will just select the project and task assigned to him, enter number of hours,

specify the status of the task and voila! - you have all necessary data in real time.

Auto assign This unique feature will speed up your team response time drastically. Once a new feature request

or issue is submitted to your system by the customer, the request or issue will be automatically

converted to a task and assigned to a specific team member, based on your preferences (by

username or team role). As soon as the task is assigned it appears on the person's task list.

Easily Customizable and Expandable User interfaces, including colors, graphics and text, can be customized according to your company

policies and culture. Easy Projects .NET is built on the Microsoft .NET framework and Microsoft

SQL Server 2000. This means that it can be easily modified to meet your requirements or integrate

into your existing system.

Multiple Project Roles (Project Manager, Developer/Engineer, QA, Customer) Project tracking System uses a multi-level permissions system based on the user's role in a

project. Each role has different access rights and can work only with the objects available to

them.

In addition, each role can be restricted to certain actions such as deleting the project or task,

submitting a new request, assigning resources, etc...

Issues (defects) Tracking Project tracking System has a built-in Issue (defect) tracking system. You can use it for your

internal issues tracking or for client support.

Once a defect is submitted, it will be automatically converted to a task and assigned to a member

of the team responsible for the project. You will be able to track how many hours were spent on

bug fixing and compare actual times versus estimated.

Customers Requests Tracking Project tracking System allows you to keep track of all customer requests. Either a customer or

a project manager can submit these requests.

All hours spent on the tasks that are out of the original specification scope will be logged

separately and this data can be linked to your billing system.

Email Notifications

This feature will keep your team members updated in real-time and provide excellent

communication within a team. Each user will be able to receive an email when the task

or project he is working on is changed or assigned to him. . Here is one possible scenario

to demonstrate how this feature works:

• Customer submits a new request or an issue

• It is automatically converted to a task and assigned to a specific team member

• The team member receives an email with a new task notification

• Once the task is completed the team member changes its status

• Proper email notification is sent to the customer who submitted the request or issue.

Just imagine how much time the Project Manager can save!

Message boards

This is another useful tool that will facilitate project's team collaboration. You will be able

to attach a discussion board to each of your project tasks. You can have as many topics

as you need. This feature will help your team to improve communications and keep track

of all discussions.

Files Upload

Easy Projects .NET allows attaching files to a project or a task. The files can include

executables, source codes, documents, images, etc… Forget about searching through

thousands of emails. Just open the project or task and see all relevant files.

Multiple reports and Statistics

Project tracking System has a special Reports section. It provides you with set of

ready-to-use reports showing all aspects of the project development process at a

glance. You can view a summary for all projects, resource workloads, team member

timesheets, estimated time vs. actual time and issue and request statistics. Flexible filters

make it easy for you to see only the information relevant to you at that particular moment.

In addition, since the Microsoft SQL Server 2000 is used as a database, you will be able

to create custom reports using any third party report engine such as Crystal Reports or

Active Reports.

PROPOSED SYSTEM REQUIREMENTS

PROPOSED SYSTEM SOFTWARE REQUIREMENTS

Server : Windows 2000 and Client

Client : Windows Client

Software : ASP.NET

Database : Oracle 8 / Access / SQL SERVER

PROPOSED SYSTEM HARDWARE REQUIREMENTS

• PIII and Above with 256 MB RAM

• 40 GB HDD

• Digital Color Monitor

• Key Board, Mouse