Guided Tour - Revision history

Bahati: /* Activities, roles and scheduletypes */

2011-03-11T09:22:42Z

Activities, roles and scheduletypes

← Older revision		Revision as of 09:22, 11 March 2011
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	'''Activities'''		'''Activities'''

	One of Achievo's main features is time registration. When you want to keep track of how much time is spent on which projects, you can also indicate on what activity it was spent. If you don't care about such details, one 'General' activity might suffice, but it's a good idea to distinguish between several activities. At ibuildings for example, we distinguish between activities such as 'Testing', 'Meeting', 'Development', 'Design', and we also have general activities like 'Holiday', 'Illness', 'Study' etc. Finally we have an activity named 'Other' for anything that doesn't fit in any of the other activities.		One of Achievo's main features is time registration. When you want to keep track of how much time is spent on which projects, you can also indicate on what activity it was spent. If you don't care about such details, one 'General' activity might suffice, but it's a good idea to distinguish between several activities.

	For each activity, you can enable the 'Specification required' option. If you do not enable this, users can register time on the activity without specifying a remark. When you enable the option, users are required to specify a remark with details about what they did. For example, for the 'Testing' activity, people would have to specify what they tested, and especially for activities like 'Other', it is a useful means of figuring out what people actually did.		For each activity, you can enable the 'Specification required' option. If you do not enable this, users can register time on the activity without specifying a remark. When you enable the option, users are required to specify a remark with details about what they did. For example, for the 'Testing' activity, people would have to specify what they tested, and especially for activities like 'Other', it is a useful means of figuring out what people actually did.

Bahati: /* Adding an entry */

2011-03-11T09:22:10Z

Adding an entry

← Older revision		Revision as of 09:22, 11 March 2011
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	The level of detail in which you want to register time is up to you, and is something you will need to communicate with your employees. For some companies, it might be ok if users register 8 hours on one single activity on a day, with no remark detailing the work done. For others ~~(such as Ibuildings)~~, a more detailed approach is desired. We like to have as much detail in the registrations as possible, in order to be able to indicate to our customers exactly what we did.		The level of detail in which you want to register time is up to you, and is something you will need to communicate with your employees. For some companies, it might be ok if users register 8 hours on one single activity on a day, with no remark detailing the work done. For others, a more detailed approach is desired. We like to have as much detail in the registrations as possible, in order to be able to indicate to our customers exactly what we did.

	What you register and what you don't register is up to you, too. However, we think it works best when users have to register everything they do. This means that if they have a 40 hour contract, they should register 40 hours a week. The reminder scripts provided with Achievo can nag users until they have registered enough hours to fit their contract.		What you register and what you don't register is up to you, too. However, we think it works best when users have to register everything they do. This means that if they have a 40 hour contract, they should register 40 hours a week. The reminder scripts provided with Achievo can nag users until they have registered enough hours to fit their contract.

Stevenworr: /* Employee Statistics */

2010-01-06T06:07:04Z

Employee Statistics

← Older revision		Revision as of 06:07, 6 January 2010
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	== Employee Statistics ==		== Employee Statistics ==

	In the Employee menu, there's an item called 'Employee Statistics', which displays simple but useful statistics for an employee. You can see, for a certain ~~timeframe~~, how the time of that employee was distributed over the projects he worked on, and how it is distributed over the activities he ~~does~~.		In the Employee menu, there's an item called 'Employee Statistics', which displays simple but useful statistics for an employee. You can see, for a certain time frame, how the time of that employee was distributed over the projects he worked on, and how it was distributed over the activities he did.

	It can be a useful guide when determining a ~~persons~~' efficiency.		It can be a useful guide when determining a person's efficiency.

	== Project Statistics ==		== Project Statistics ==

Stevenworr: /* The Time Survey */

2010-01-06T06:05:58Z

The Time Survey

← Older revision		Revision as of 06:05, 6 January 2010
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	The most practical way to retrieve registered time entries is through the 'Time Survey' in the 'Reports' menu.		The most practical way to retrieve registered time entries is through the 'Time Survey' in the 'Reports' menu.

	It is divided in two parts. The top part of the screen contains a selection area, which allows you to specify exactly what entries you want to view. You can view per project, per activity, per phase, per employee, per supervisor, per date. Also, you can customize the output of the report.		It is divided into two parts. The top part of the screen contains a selection area, which allows you to specify exactly what entries you want to view. You can view per project, per activity, per phase, per employee, per supervisor, per date. Also, you can customize the output of the report.

	If you need to print the entries, you can choose a 'printer friendly' version of the report.		If you need to print the entries, you can choose a 'printer friendly' version of the report.

Stevenworr: /* Why templates? */

2010-01-06T06:03:24Z

Why templates?

← Older revision		Revision as of 06:03, 6 January 2010
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	Once you've created several projects, you'll notice similarities between them.		Once you've created several projects, you'll notice similarities between them.

	Probably most of them consist of the same phases, and probably most of those phases always have the same set of activities.		Probably, most of them consist of the same phases, and also probably, most of those phases always have the same set of activities.

	Or perhaps you have large and small projects. Each with their own characteristic sets of phases and activities.		Or perhaps you have large and small projects. Each with their own characteristic sets of phases and activities.

	When you have to create a lot of projects that all look ~~a like~~, this becomes a very tedious job.		When you have to create a lot of projects that all look alike, this becomes a very tedious job.

	Enter templates.		Enter templates.

Stevenworr: /* Now what? */

2010-01-06T06:02:09Z

Now what?

← Older revision		Revision as of 06:02, 6 January 2010
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	== Now what? ==		== Now what? ==
	Now you know everything you need to know in order to use one of the basic features of Achievo. There are however a set of helpful features available to make your life easier. They may be a bit hard to find, so we devoted a separate chapter to them.		Now you know everything you need to know in order to use one of the basic features of Achievo. There are however, a set of helpful features available to make your life easier. They may be a bit hard to find, so we devoted a separate chapter to them.

	= Project and Phase templates =		= Project and Phase templates =

Stevenworr: /* The Week View */

2010-01-06T06:01:33Z

The Week View

← Older revision		Revision as of 06:01, 6 January 2010
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	Also, it gives an indication of the number of hours you registered in the week. The columns representing the days of the week have a clickable title, which takes you to the day view of the selected day.		Also, it gives an indication of the number of hours you registered in the week. The columns representing the days of the week have a clickable title, which takes you to the day view of the selected day.

	Depending on the configuration of Achievo, the week view also has a 'lock' link. This can be used to indicate that you are done registering time for the selected week. After you ~~locked~~ it, you can no longer change it. This is useful if a financial department needs to process the registered time entries.		Depending on the configuration of Achievo, the week view also has a 'lock' link. This can be used to indicate that you are done registering time for the selected week. After you lock it, you can no longer change it. This is useful if a financial department needs to process the registered time entries.
	Depending on configuration and user privileges, users can unlock the week themselves, or else only managers can unlock locked weeks.		Depending on configuration and user privileges, users can unlock the week themselves, or else only managers can unlock locked weeks.

	Depending on the setting of $config_timereg_incompleteweeklock, users may always lock the week (when it's set to true), or only if they registered the number of hours that matches their contract (when it's set to false).		Depending on the setting of $config_timereg_incompleteweeklock, users may always lock the week (when it's set to true), or only if they registered the number of hours that matches their contract (when it's set to false).

Stevenworr: /* Adding an entry */

2010-01-06T05:58:46Z

Adding an entry

← Older revision		Revision as of 05:58, 6 January 2010
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	:* ''Date:'' Here you select the date for which you want to register time. Usually, you want to register time for the day already selected. If you want to register time for a different day, you can select a different one, but it is more convenient to navigate to the day you wish with the day or week view.<br />If you need to register time for multiple days at once, you can use the 'Select range' link, which adds an end-date to the screen.<br />When using multiple days, you can indicate on which days the time should be registered. This is useful when you want to register a four week holiday, but not on saturdays and sundays.<br />For 99% of the time entries however, you'll just want to use the current date.		:* ''Date:'' Here you select the date for which you want to register time. Usually, you want to register time for the day already selected. If you want to register time for a different day, you can select a different one, but it is more convenient to navigate to the day you wish with the day or week view.<br />If you need to register time for multiple days at once, you can use the 'Select range' link, which adds an end-date to the screen.<br />When using multiple days, you can indicate on which days the time should be registered. This is useful when you want to register a four week holiday, but not on saturdays and sundays.<br />For 99% of the time entries however, you'll just want to use the current date.
	:* ''Project/phase:'' Here you select the project and the phase on which you worked. The dropdown contains the 10 most recently used projects/phases, and is initially empty. You can use the 'Search in all projects & phases' link to select a project that is not in the dropdown. You ~~acn~~ only register time on active phases of active projects. If a project has only one phase, the phase is selected automatically.		:* ''Project/phase:'' Here you select the project and the phase on which you worked. The dropdown contains the 10 most recently used projects/phases, and is initially empty. You can use the 'Search in all projects & phases' link to select a project that is not in the dropdown. You can only register time on active phases of active projects. If a project has only one phase, the phase is selected automatically.
	:* ''Activity:'' With this dropdown, you can select which activity you worked on. All activities of the selected phase are displayed in the dropdown.		:* ''Activity:'' With this dropdown, you can select which activity you worked on. All activities of the selected phase are displayed in the dropdown.
	:* ''Remark:'' Here you can specify in detail what you worked on. For some activities, a remark may be optional. For others it may be required, depending on the setting of 'Specification required' which you set earlier for each activity.		:* ''Remark:'' Here you can specify in detail what you worked on. For some activities, a remark may be optional. For others it may be required, depending on the setting of 'Specification required' which you set earlier for each activity.
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	The level of detail in which you want to register time is up to you, and is something you will need to communicate with your employees. For some companies, it might be ok if users register 8 hours on one single activity on a day, with no remark detailing the work done. For others (such as Ibuildings), a more detailed approach is desired. We like to have as much detail in the registrations as possible, in order to be able to indicate to our customers what we did ~~exactly~~.		The level of detail in which you want to register time is up to you, and is something you will need to communicate with your employees. For some companies, it might be ok if users register 8 hours on one single activity on a day, with no remark detailing the work done. For others (such as Ibuildings), a more detailed approach is desired. We like to have as much detail in the registrations as possible, in order to be able to indicate to our customers exactly what we did.

	What you register and what you don't register is up to you too. However, we think it works best when users have to register everything they do. This means that if they have a 40 hour contract, they should register 40 hours a week. The reminder scripts provided with Achievo can nag users until they have registered enough hours to fit their contract.		What you register and what you don't register is up to you, too. However, we think it works best when users have to register everything they do. This means that if they have a 40 hour contract, they should register 40 hours a week. The reminder scripts provided with Achievo can nag users until they have registered enough hours to fit their contract.

	For 'wasted' time, for example for breaks, reading news-sites etc, it is useful to have one General project with activities such as 'Other', 'Holiday', 'Illness'. If people use this project to register their non-productive time, you will be able to monitor the efficiency of your company.		For 'wasted' time, for example for breaks, reading news-sites etc, it is useful to have one General project with activities such as 'Other', 'Holiday', 'Illness'. If people use this project to register their non-productive time, you will be able to monitor the efficiency of your company.

Stevenworr: /* Projects and phases */

2010-01-06T05:54:18Z

Projects and phases

Stevenworr: /* Organizations */

2010-01-06T05:46:04Z

Organizations

← Older revision		Revision as of 05:46, 6 January 2010
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	== Organizations, Projects and Phases ==		== Organizations, Projects and Phases ==
	== Organizations ==		== Organizations ==
	After you've set up the initial things like activities etc, it is time to enter some business data.		After you've set up the initial things, like activities, etc, it is time to enter some business data.

	In the organization menu, you can add your business relations. The menu is called 'Organizations' instead of 'Customers', because probably you not only have customers, but also suppliers, partners etc. You can enter all of them in the organization menu.		In the organization menu, you can add your business relations. The menu is called 'Organizations' instead of 'Customers', because probably you not only have customers, but also suppliers, partners, etc. You can enter all of them in the organization menu.

	To add an organization, enter it's name in the appropriate box and click the 'Save' button. You'll now see a second screen where you can enter all details of the organization.		To add an organization, enter it's name in the appropriate box and click the 'Save' button. You'll now see a second screen where you can enter all details of the organization.

	You can also add contact persons to the organization. Add all persons of the organization you'll be doing business with. These might include for example the general manager, their account manager, a project leader, sales people, etc. Also, if ~~your~~ entering a partner ~~that~~ will do a project together ~~with you~~, add the people that will work on the project.		You can also add contact persons to the organization. Add all persons of the organization you'll be doing business with. These might include for example the general manager, their account manager, a project leader, sales people, etc. Also, if you're entering a partner with whom you will do a project together, add the people that will work on the project.

	For the tour, entering an organization or two, each with some contact persons, will suffice.		For the tour, entering an organization or two, each with some contact persons, will suffice.

← Older revision		Revision as of 05:54, 6 January 2010
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	After you added some organizations, go back to the main menu and enter the project menu.		After you added some organizations, go back to the main menu and enter the project menu.

	The project administration screen will be opened by default, and you'll be able to enter the first project. Enter ~~it's~~ name, and if you like, an abbreviation. The abbreviation is a kind of short identifier for the project in order to quickly recognize it in reports, or a short name to search for when you are looking for the project. An abbreviation is not required but it may be useful later on.		The project administration screen will be opened by default, and you'll be able to enter the first project. Enter its name, and if you like, an abbreviation. The abbreviation is a kind of short identifier for the project in order to quickly recognize it in reports, or a short name to search for when you are looking for the project. An abbreviation is not required but it may be useful later on.

	There's also a field named template, but we'll get to that later. For now, you can leave it to the default setting.		There's also a field named template, but we'll get to that later. For now, you can leave it to the default setting.

	After you entered the name and optionally, an abbreviation, click the save button. A second screen will now appear, allowing you to enter all project details.		After you entered the name, and optionally, an abbreviation, click the save button. A second screen will now appear, allowing you to enter all project details.

	There is so much to tell about a project, that it has been split into several tabs. I'll walk you through all of them here.		There is so much to tell about a project, that it has been split into several tabs. I'll walk you through all of them here.
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	:* ''Name:'' The name of the project.		:* ''Name:'' The name of the project.
	:* ''Abbreviation:'' Short representation of the name (useful for searches and quick lookups).		:* ''Abbreviation:'' Short representation of the name (useful for searches and quick lookups).
	:* ''Coordinator:'' The person in your ~~organisation~~ responsible for managing the project internally.		:* ''Coordinator:'' The person in your organization who is responsible for managing the project internally.
	:* ''Description:'' An optional ~~multiline~~ description of the project		:* ''Description:'' An optional multi-line description of the project
	:* ''Fixed price:'' If the project is done for a fixed price, you can enter the price here. This is used by add-on modules such as the billing module.		:* ''Fixed price:'' If the project is done for a fixed price, you can enter the price here. This is used by add-on modules such as the billing module.
	:* ''Status:'' The status of a project. Active projects are projects currently in use. Non-active projects are projects no longer in use. Archived projects are hidden completely in the system. It's like a delete, but you can keep te project in case you need it in the future.		:* ''Status:'' The status of a project. Active projects are projects currently in use. Non-active projects are projects no longer in use. Archived projects are hidden completely in the system. It's like a delete, but you can keep the project in case you need it in the future.
	:* ''Contactpersons:'' Here you can add all external persons that are part of the project team. You can add the person at the customer site who serves as your contactperson, and you can also add contactpersons from suppliers, partners etc. For each contact person you add, you can select a role you created earlier.		:* ''Contactpersons:'' Here you can add all external persons that are part of the project team. You can add the person at the customer site who serves as your contactperson, and you can also add contactpersons from suppliers, partners, etc. For each contact person you add, you can select a role you created earlier.


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	On the Planning tab, you can find information related to the planning of the project:		On the Planning tab, you can find information related to the planning of the project:

	:* ''Employees:'' Here you add all employees ~~that~~ are part of the project. For each employee you add, you can select one of the roles you created earlier. (Note: time registration is currently not limited to people on the project team, but other modules make use of the information about the project team, and future versions will be able to limit access to the project to just the team members).		:* ''Employees:'' Here you add all employees who are part of the project. For each employee you add, you can select one of the roles you created earlier. (Note: time registration is currently not limited to people on the project team, but other modules make use of the information about the project team, and future versions will be able to limit access to the project to just the team members).
	:* ''Startdate and enddate:'' The startdate and estimated enddate of the project.		:* ''Startdate and enddate:'' The startdate and estimated enddate of the project.
	:* ''Phases:'' Here you add the phases that make up the project. Usually, you'll want to create phases like 'Preparation phase', 'Design phase', 'Development phase', 'Test phase', 'Support phase', etc. But this ~~ofcourse~~ is up to you, and depends on the type of business you are in. Even if you don't want to use phases, you should create at least one phase ('Main', for example), because it is needed to be able to register time.<br />For each phase, you can specify estimated duration and which activities people may register time on during the phase. This way, you can specify that people may not do design in the development phase, and no development in the design phase. This information is used by the project planning gantt chart, among others.		:* ''Phases:'' Here you add the phases that make up the project. Usually, you'll want to create phases like 'Preparation phase', 'Design phase', 'Development phase', 'Test phase', 'Support phase', etc. But this, of course, is up to you, and depends on the type of business you are in. Even if you don't want to use phases, you should create at least one phase ('Main', for example), because it is needed to be able to register time.<br>For each phase, you can specify estimated duration and which activities people may register time on during the phase. This way, you can specify that people may not do design in the development phase, and no development in the design phase. This information is used by the project planning gantt chart, among others.
	:* ''Phase dependencies:'' if you have 2 phases or more, you can indicate dependencies. For example, the development phase may not start until the design phase has been completed, etc.		:* ''Phase dependencies:'' if you have 2 phases or more, you can indicate dependencies. For example, the development phase may not start until the design phase has been completed, etc.


	'''Todo's'''		'''Todo's'''
	Here you can add todo's for the project. These are not like 'tasks' in which a project is ~~devided~~. They are just simple reminders of things people need to do. Like "mail this or that to the customer" or "don't forget to review the design spec.". Achievo will send reminders of todo's that are due, and you can keep track of their status. (In a future version, todo's might get a bigger role and might be promoted to actual tasks or ~~subphases~~).		Here you can add todo's for the project. These are not like 'tasks' in which a project is divided. They are just simple reminders of things people need to do. Like "mail this or that to the customer" or "don't forget to review the design spec.". Achievo will send reminders of todo's that are due, and you can keep track of their status. (In a future version, todo's might get a bigger role and might be promoted to actual tasks or sub-phases).

	'''Notes'''		'''Notes'''
	The notes tab can be used to write stuff down. ~~Like~~ the familiar yellow post-it notes.		The notes tab can be used to write stuff down, e.g., like the familiar yellow post-it notes.

	After you created a project with at least one phase with one or more activities, you are ready to register time.		After you created a project with at least one phase with one or more activities, you are ready to register time.