Working with Projects

This how-to article will help users to create a new project using the Work Management interface. The user must have access to Work Management and a Project application with the "Add Projects" app-level security role permission. This article is NOT geared toward projects that come through the portfolio planning approval process. This is only for Work Management users with permission to create projects directly.

Overview

This article describes how to create a project and manage high-level changes. Each project can have different settings and sections based on its type and the settings defined by your organization's administrators.

All the information that makes up a project is referred to as its settings. There are settings that are shared across all projects, including custom attributes defined by your organization, custom settings based on the project's type, time and expense attributes, and advanced attributes.

Setting Up a Project

Creating a New Project

To create a project:

1. In Work Management, navigate to View Applications > and select the Project application.
2. Click the New button and select Project.
3. Select a Type. If you don’t know the type names, click the magnifying glass icon.
   • Different project types have different custom attributes associated with them. This is based on how those custom project attributes were set up in TDAdmin and were associated with project type(s).
4. Make selections for Acct/Dept, Start and End Date, and Description if desired.
5. If you will be tracking time and expenses for the project, enter values in the Time & Expenses section.
6. Configure any advanced fields as directed by your organization’s procedures.
   • Advanced settings are not used by all organizations, so check with your organization to understand how or when these fields are used.
7. Click the Save button at the top of the page.

A new tab will open for the project, and you will be on the Project Details page.

Adding Resources

When setting up your project, you’ll need to add people who will perform the work as resources to your project. There are some rules you should understand about adding resources.

The licensed users in your systems are assigned functional roles, which helps project managers assign the right resources to a project. Learn more about functional roles.

Check a user’s availability and schedule their time for your project.

Adding Plans

To create an organized list of tasks and track progress, first create a project plan and add it to your project.

Plans can be added to projects at any time, and a project can have more than one plan. This can be useful when you are working on larger projects with multiple facets.

Project Settings

Many fields on the Settings page include helpful tips. To see them all in line, click the + Expand All Help button.

To add more information or parameters to your project:

1. In Work Management, navigate to View Applications > and select the Project application.
2. Click a project name in the left navigation.
3. Click Settings in the left navigation.
4. Make setting selections, referring to the help tips if needed.
   • Learn more about Choosing Manage by Project vs Manage by Plan.
5. When finished, click the Save button.

Updating the Status and Other Details of a Project

The project manager or alternate manager may update the project status and add comments that will be presented in the executive reporting tools. All other project details can be edited following these same instructions. There are a few paths to update a project's details.

To update the project status from a Project application:

1. In Work Management, navigate to View Applications > and select the Project application.
2. Click the project name in the left navigation.
3. Click Details in the left nav
4. On the  Details page, click the Update button.
5. In the Update Project Status panel, select the appropriate Status.
6. Update the Percent Complete.
7. Enter a Comment relative to the status.
8. Click the Save button.

To Disable Emails About Project Hours Limits

By default, TeamDynamix will notify project managers when their projects exceed their allocated hours.

To change this:

1. In Work Management, navigate to View Applications > and select the Project application.
2. Click the project name in the left navigation.
3. Click Settings in the left nav.
4. On the Settings page, under Options, uncheck one or both of the checkboxes:
   • Notify me when the assigned hours for plans exceed the scheduled hours for this project.
   • Notify me when the estimated hours for plans exceed the estimated hours for this project.
5. Click the Save button.

Changing a Project's Manager

If a new project manager or alternate manager needs to be assigned to a project, the new project manager must already be a resource on the project. Once the change is made, the current project manager will no longer be able to access the project in the Project application.

To verify that the new manager is already included as a resource:

1. In Work Management, navigate to View Applications > and select the Project application.
2. Click the project name in the left navigation.
3. On the Project tab, click Resources in the left navigation.
4. Verify whether the resource to become the new project manager is actually a resource.
5. If not, follow the adding and editing project resources instructions to add the needed resource.

To change the project manager on a project:

1. In Work Management, navigate to View Applications > and select the Project application.
2. Click the project name in the left navigation.
3. Click Resources in the left navigation.
4. Click the Actions button, then select Change Manager from the dropdown menu.
5. Select the desired project manager from the New Manager dropdown.
6. Click the Save button.

Gotchas & Pitfalls

• You can only see projects for which you are a resource. To see all projects, use the Analysis application.
• Closed/inactive projects will not appear in the Projects area for resources.