Guided Tour

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The tour works best, if you have a working, fresh Achievo installation by hand to try out everything described here.

Profiles, Employees, Activities, Roles and Scheduletypes

Profiles and employees

The first thing to do after setting up Achievo is to create at least one profile and one user. It is not a good idea to use the default 'administrator' user in Achievo. It is intended for initial setup, but you should start using a regular user account as soon as possible.

The first place to look is in the 'Employees' menu. You'll find an option 'Security Profiles' there. When you click it, the right part of the screen changes to the profile management screen. A profile is a set of privileges that you can assign to users.

The profile screen is divided in two parts. The top part can be used to create a new profile, the bottom part displays existing profiles and lets you search them. (Later on you'll recognize this structure in most of Achievo's features.)

On first use, no profiles are available yet. A useful first profile is one with all access rights. Enter something along the lines of 'Managers' as name for the first profile, and click the 'Save' button. You'll now be taken to a second screen that allows you to specify in details what managers may do in Achievo. It's too early to explain all the options in detail, so for the sake of brevity, and because we want to walk through all features, let's assume Managers may do anything they like. By clicking the 'Select All' link, you enable all checkboxes at once. Near the bottom of the screen, you can click the 'save and close' button to save the profile and go back to the profile main window.

Ok, so we now have a security profile. Later on, you'll want to create some more. Useful profiles are profiles for 'Projectleaders', 'Controllers', 'Programmers' etc. But for the sake of the Tour, one profile is enough.

It's now time to create a user account. The option 'Employees' in the menu on the left takes you to the employee admin screen. The 'Employee Add' link opens a screen to enter the employee data. The important parts are: the user-is, which is used to login to Achievo, the real name, profile and password. For profile, you should select the just created 'Managers' profile. Some parts of Achievo can send mail to users, so entering a valid email address is a good thing to do.

It is not obligatory, but it is useful to add a contract for the user. In the contract, you can configure on which days the user works, and how many hours a week. There are several features in Achievo that make use of this information (for example for calculating overtime)

After you saved the user, logout of Achievo, and re-login with the user-id and password of the user you just created.

Activities, roles and scheduletypes

After you logged in with the new user account, have a look at the Setup menu on the left. It contains the following items:

• Activities, for configuring the activities that you want to track time on.
• Phase templates, which are templates for phase configurations, we'll get to this later on.
• Project templates, which are templates for project configurations, we'll handle this together with the phase templates later on.
• Roles'. Here you can configure the roles that people can have when taking part in a project.
• Organization contracts. If you have contracts with your customers (for example hosting contracts), you can define the types you have here.
• Schedule types. Appointments can be categorized; here you can configure the categories that you will use.

Let's focus on some of these items now (we'll get to the other ones soon).

Activities

One of Achievo's main features is time registration. When you want to keep track of how many time is spent on which projects, you can also indicate on what activity it was spent. If you don't care about such detail, 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.

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.

Roles

Later on you will be creating projects. For each project, you can define a project team. A team consists of employees and/or contact persons from other organizations. To keep track of which team member has which function, you must indicate a role for each member. In the Roles menu item in the setup menu, you can configure what roles you will be using. For employees, useful roles are 'Developer', 'Tester', 'Project leader' etc. For external contact persons, you might add roles like 'Customer', 'Financial controller', 'Supplier' etc. You define one set of roles. You can use all roles both for employees and external contacts.

This way, you can not only track projects done completely by your own staff, but also projects that are done in cooperation with external companies.

Schedule types

When creating appointments, you can specify a category. In this menu-item, you can configure what categories the users will be able to use. Useful categories might be 'External meeting', 'Holiday', 'Private appointment', 'Internal meeting etc'. If you do not want to categorize, create at least one category like 'General'.

For each category you add, you can select a foreground and background colour. This is the colour that will be used to display the appointment in the scheduler. If you don't have too many categories, users will get used to the colourschemes and recognize appointments without having to look at the details.

Organizations

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.

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.

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

Projects and phases

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.

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.

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.

General On this tab, you can find some general project information. The following fields are available:

• Name: The name of the project.
• Abbreviation: Short representation of the name (useful for searches and quick lookups).
• Coordinator: The person in your organisation responsible for managing the project internally.
• Description: An optional multiline 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.
• 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.
• 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.

Planning 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).
• 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.
  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.

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).

Notes The notes tab can be used to write stuff down. 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.

Time registration

Everything you need to register time has been set up in the previous chapters. Now it is time to tour one of Achievo's core features.

If you haven't done so already, go back to the main menu, and select 'Time Registration'. The registration screen will open up on the right.

It is divided in 2 parts: The top area is for adding new entries. The bottom area displays entries already entered. By default, it shows all entries of today. This is called the dayview.

Adding an entry

The time entry screen contains several fields:

• 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.
  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.
  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.
  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