What is Project 4?

Project 4 lets you create projects and manage them to completion. Create a sequence of jobs and tasks each with responsible parties, timelines, goals and action steps. Keep track of status visually with a chart view of progress or a table view showing written status and risks from the task owners.

1. Add Projects

Projects can be added only by users who have administrator privileges for the Project application. These privileges are set up by the system administrator. See Set Up the Administrator Group for a step-by-step guide on how to register users in the Administrator Group.

If you have project administrator privileges, add a project following these steps:

1. From the Portal Page, click Project on the Office 4 menu.

   The Project List window appears.

2. Click Administrator Menu.

   The Administrator Menu for Project window appears.

3. Click Project Setting.

   The Project Setting window appears.

4. Click Add.

   The Add Project window appears.

5. In the Project Name field, enter a name for the new project.

6. From the Group drop-down menu, select a group with which to associate the project (reference only).

7. Select a Project manager by selecting a User from the select box.

   • Use the Group pull-down menu to find the Users associated with each group.

   Click Enter.

8. Select Project Members by selecting Users from the select box and clicking Add.

9. To clear the fields and start over: Click Reset.

10. When done, click Add.

    The Project will be active. Next, you'll want to add Jobs/Tasks for the Project.

2. Add Projects via CSV Files

Instead of creating a Project from scratch, you can import Project data from a CSV (comma separated value) file. Follow these steps:

Note: Projects can be added only by users who have administrator privileges for the Project application. These privileges are set up by the system administrator. See Set Up the Administrator Group for a step-by-step guide on how to register users in the Administrator Group.

1. From the Portal Page, click Project on the Office 4 menu.

   The Project List window appears.

2. Click Administrator Menu.

   The Administrator Menu for Project window appears.

3. Click Project Setting.

   The Project Setting window appears.

4. Click Add Project Through Import of CSV File.

   The Add Project Through Import of CSV File window appears.

5. From the CSV File for Project Data field, click Browse.

   Note: Be sure the CSV file has data columns that match the required fields in Project. See Item Order in CSV file for Field Order.

   The download location window appears. Find the CSV file you want to import, and click Open.

6. If you want to download Member Data to the Project as well, from the CSV File for Member Data field, click Browse.

   Note: Be sure the CSV file has data columns that match the required fields in Project. See Item Order in CSV file for Field Order.

   The download location window appears. Find the CSV file you want to import, and click Open.

7. From the Project Start Date drop-down menu, select the date you want the project to start.

8. From the Project Data to Utilize area, click the radio button next to the category of information you want to include in your new project.

   We recommend All Information for more robust functionality of Project.

9. When done, click Import.

3. Add Projects Based on Existing Project Data

If you have a new project that is very similar to a past project, you can add a new project based on the existing project.

Note: Projects can be added only by users who have administrator privileges for the Project application. These privileges are set up by the system administrator. See Set Up the Administrator Group for a step-by-step guide on how to register users in the Administrator Group.

1. From the Portal Page, click Project on the Office 4 menu.

   The Project List window appears.

2. Click Administrator Menu.

   The Administrator Menu for Project window appears.

3. Click Project Setting.

   The Project Setting window appears.

4. Click Add Project Based on Existing One.

   The Add Project Based on Existing One window appears.

5. From the Project as a Base drop-down menu, select a project that has the data you want to use.

6. From the Project Start Date drop-down menu, select a date when you want the project to start.

7. From the Project Data to Utilize area, click the radio button next to the category of information you want to include in your new project.

8. Click Add.

   The Project Setting window appears.

9. Select the Project you just created. It will be named the same as the original name but with a version number included.

10. Click Edit.

    The Edit Project Information window appears.

11. Select a Project manager by selecting a User from the select box.

    • Use the Group pull-down menu to find the Users associated with each group.

    Click Enter.

12. Select Project Members by selecting Users from the select box and clicking Add.

13. To change the Job Properties/Task Properties, see Editing Job Properties/Tasks.

14. When done, click Project Setting.

4. Set Units of Numeric Goals

Numeric Goals are options available for Tasks in Projects. To set the unit options (i.e. %, $, etc.), follow these steps:

Note: Numeric Goals can only be set up by users who have administrator privileges for the Project application. These privileges are set up by the system administrator. See Set Up the Administrator Group for a step-by-step guide on how to register users in the Administrator Group.

1. From the Portal Page, click Project on the Office 4 menu.

   The Project List window appears.

2. Click Administrator Menu.

   The Administrator Menu for Project window appears.

3. Click Project Goal Unit Setting.

   The Project Goal Unit Setting window appears.

4. Choose an option:

   To add a new unit of numeric goals: In the unit list box, enter a unit you want to set (one unit per line), and then click Save.

   To delete a unit of numeric goals: In the unit list box, click the unit you want to delete, and then click Delete.

5. To edit a unit of numeric goals: In the unit list box, click the unit you want to edit, change it the way you want, and then click Save.

5. Edit Projects

To edit the basic properties of a project, follow these steps:

Note: Projects can only be edited by users who have administrator privileges for the Project application. These privileges are set up by the system administrator. See Set Up the Administrator Group for a step-by-step guide on how to register users in the Administrator Group.

1. From the Portal Page, click Project on the Office 4 menu.

   The Project List window appears.

2. Click Administrator Menu.

   The Administrator Menu for Project window appears.

3. Click Project Setting.

   The Project Setting window appears.

4. From the Project List area, select a project to edit.

5. Click Edit.

   The Edit Project Information window appears.

6. From the Project Information area, click Change to change the project name and the associated group.

7. To select a new Project Manager, select a name from the list box and click Enter.

8. To add or delete Members of the Projet, select the names from the list box and click Add or Delete.

9. To change the Job Properties/Task Properties, see Editing Job Properties/Tasks.

10. When done, click Project Setting.

6. Change Project Managers and Members

To edit the basic properties of a project, including Project Managers and Members, follow the steps in Edit Projects.

7. Edit Job/Task Properties

Job/Task Properties are customizable fields that appear on the Job/Task creation forms. You can add custom fields to collect relevant information for each Project.

To add a job or task property to a specific project, follow these steps:

Note: Projects can only be edited by users who have administrator privileges for the Project application. These privileges are set up by the system administrator. See Set Up the Administrator Group for a step-by-step guide on how to register users in the Administrator Group.

1. From the Portal Page, click Project on the Office 4 menu.

   The Project List window appears.

2. Click Administrator Menu.

   The Administrator Menu for Project window appears.

3. Click Project Setting.

   The Project Setting window appears.

4. From the Project List area, select a project with the job/task property you want to change.

5. Click Edit.

   The Edit Project Information window appears.

6. From the Job Properties/Task Properties list box, choose an option:

   To add a job/task property: Click Add. Then from the Add Job Property/Task Property window, enter a new job/task property. When done, click Add.

   To change a job/task property: Select a property, and click Edit. Then from the Edit Job Property/Task Property window, change the job/task property. When done, click Save.

   To delete a job/task property: Select a property, and click Delete. Then from the Delete Job Property/Task Property window, click Yes to confirm.

   To change the order of displaying a job/task property: Select a property, and with the property highlighted, click the Up Arrow to move the property up to a desired location, or click the Down Arrow to move the property down to a desired location.

8. Add Jobs

Jobs are created for each Project, and Tasks are created within the Jobs.

Note: Access permissions to add Jobs/Tasks are set up by the system administrator so if you cannot add/edit/delete Jobs/Tasks, please see your system administrator.

To add Jobs to Projects, follow these steps.

1. From the Portal Page, click Project on the Office 4 menu.

   The Project List window appears.

2. From the Group drop-down menu, select the group with which the Project is associated.

3. Click the project where a job will be added.

   The Jobs/Tasks list window appears.

4. Click Add Job.

   The Add Job window appears.

5. In the Job Name field, enter a job title.

6. From the Person-in-Charge drop-down menu, select the group member responsible for the job.

7. From the Estimated Project Period drop-down menu, select the time-frame of the Job.

8. In the Numeric Goal field, enter a numeric goal, if desired. Then, from the drop-down menu, select a unit for the goal.

9. Click More Details to display Issues/Goals and Other Notes, if you want to add notes for this job.

10. When done, click Add.

9. Edit Job Details

Job details will probably need to be updated on a regular basis, since you will record your status, notes, risks, etc. within Job Details.

Note: Access permissions to add Jobs/Tasks are set up by the system administrator so if you cannot add/edit/delete Jobs/Tasks, please see your system administrator.

To edit the job detail of a project, follow these steps:

1. From the Portal Page, click Project on the Office 4 menu.

   The Project List window appears.

2. From the Group drop-down menu, select the group with the project job you want to edit.

3. Click the project containing the job you want to edit.

   The Jobs/Tasks list window appears.

4. Click a job to edit.

   The Edit Job Details window appears.

5. Edit details as necesary.

6. If you registered a task, the Progress Status field will be automatically calculated based on that task.

7. Click More Details to edit Issues/Goals and Other Notes, Progress Status Details and Problems.

8. When done, click Update.

10. Copy Jobs

If some jobs in a Project are similar, you can copy a job and edit it within a Project in order to save time. Follow these steps:

Note: Access permissions to add Jobs/Tasks are set up by the system administrator so if you cannot add/edit/delete Jobs/Tasks, please see your system administrator.

1. From the Portal, click Project on the Office 4 menu.

   The Project List window appears.

2. From the Group drop-down menu, select the group with the job you want to copy.

3. Click the project containing the job you want to copy.

   The Jobs/Tasks list window appears.

4. Click the job you want to copy.

   The Edit Job Details window appears.

5. Click Copy.

   The Jobs/Tasks list window appears with the copy.

11. Delete Jobs

To delete a job from a project, follow these steps:

Note: Access permissions to add Jobs/Tasks are set up by the system administrator so if you cannot add/edit/delete Jobs/Tasks, please see your system administrator.

1. The Project List window appears.

2. From the Group drop-down menu, select the group with the job to delete.

3. Click the project containing the job you want to delete.

   The Jobs/Tasks list window appears.

4. Click the job you want to delete.

   The Edit Job Details window appears.

5. Click Delete.

   The Delete Job window appears.

6. When done, click Yes to confirm.

12. Change Order of Job Display

To change the order of jobs that are displayed in a Project, follow these steps:

1. From the Portal, click Project on the Office 4 menu.

   The Project List window appears.

2. From the Group drop-down menu, select the group with the job you want to move.

3. Click the project containing the job you want to move.

   The Jobs/Tasks list window appears.

4. Click View Setting.

   The View Setting window appears with jobs listed.

5. From the View Setting list box, select a job.

6. Change the order of a job by clicking the Up Arrow and Down Arrow as follows:

   To move up: With the job highlighted, click the Up Arrow to move the job up to a desired location.

   To move down: With the job highlighted, click the Down Arrow to move the job down to a desired location.

7. In the Time Frame field, click the radio button of the time period for the job, if desired.

8. When done, click Save.

13. Add Tasks

Jobs are created for each Project, and Tasks are created within the Jobs for further detail and appointed responsibility.

Note: Access permissions to manage Jobs/Tasks are set up by the system administrator so if you cannot add/edit/delete Jobs/Tasks, please see your system administrator.

1. From the Portal, click Project on the Office 4 menu.

   The Project List window appears.

2. From the Group drop-down menu, select the group with the project to add a task to.

3. Click the project where a task will be added.

   The Jobs/Tasks list window appears.

4. Click Add Task.

   The Add Task window appears.

5. In the Task Name field, enter a task title.

6. From the Under Which Job drop-down menu, select the job where the added task belongs.

7. From the Person-in-Charge drop-down menu, select the group member responsible for the job.

8. From the Estimated Project Period drop-down menu, select the time duration for the job.

9. In the Numeric Goal field, enter a numeric goal, if desired. Then, from the drop-down menu, select a unit for the goal.

10. When done, click Add.

14. Change Order of Task Display

To change the order of tasks that are displayed in a job, follow these steps:

1. From the Portal Page, click Project on the Office 4 menu.

   The Project List window appears.

2. From the Group drop-down menu, select the group with the task you want to move.

3. Click the project containing the task you want to move.

   The Jobs/Tasks list window appears.

4. Click View Setting.

   The View Setting window appears.

5. From the Jobs drop-down menu, select a job.

   The View Setting window appears with the job tasks displayed.

6. From the View Setting list box, select a task.

7. Change the order of a task by using the up arrow or the down arrow as follows:

   To move up: With the task highlighted, click the Up Arrow to move the task up to a desired location.

   To move down: With the task highlighted, click the Down Arrow to move the task down to a desired location.

8. In the Time Frame field, click the radio button of the time period for the task to be completed, if desired.

9. When done, click Save.

15. Edit Task Details

Task details will probably need to be updated on a regular basis, since you will record your status, notes, risks, etc. within Task Details.

To edit a task detail of a project, follow these steps:

Note: Access permissions to manage Jobs/Tasks are set up by the system administrator so if you cannot add/edit/delete Jobs/Tasks, please see your system administrator.

1. From the Portal Page, click Project on the Office 4 menu.

   The Project List window appears.

2. From the Group drop-down menu, select the group with the project task detail to edit.

3. Click the project containing the task detail to edit.

   The Jobs/Tasks list window appears.

4. Click the Plus symbol (+) in the box next to the job to "expand" to show the tasks.

   The Jobs/Tasks list window appears with the tasks displayed under the job you selected.

   If there was no task registered under the job, “No Task” will be displayed.

5. Click a task to edit.

   The Edit Task Details window appears.

6. Edit Task Details as necessary.

   • From the Actual Project Period field, click Start to make the current day when the project begins. Then, click Complete to set an end date.
   • If desired, click Resume to clear your entries and enter dates again.
   • From the Progress Status drop-down menu, select a percentage of how much of the project has been completed.
   • Click More Details to display Issues/Goals, Other Notes, Progress Status Details, and Problems, if you want to add notes for this task.

   When done, click Update.

16. Copy Task Details

If some jobs in a Tasks are similar, or if you need to assign the same task to multiple people, you can copy a task and edit it within a job in order to save time. Follow these steps:

Note: Access permissions to manage Jobs/Tasks are set up by the system administrator so if you cannot add/edit/delete Jobs/Tasks, please see your system administrator.

1. From the Portal Page, click Project on the Office 4 menu.

   The Project List window appears.

2. From the Group drop-down menu, select the group with the task detail you want to copy.

3. Click the project containing the task detail you want to copy.

   The Jobs/Tasks list window appears.

4. Click the Plus symbol (+) in the box next to the job to "expand" the information to show you the task you want to copy.

   The Jobs/Tasks list window appears with the tasks displayed of the job you selected.

   If there is no task registered under the job, “No Task” will be displayed.

5. Click a task detail to copy.

   The Edit Task Details window appears. (See Edit Task Details for a step-by-step guide on how to make changes to the copy.)

6. Click Copy.

   The Jobs/Tasks list window appears with a copy of the task detail you selected.

17. Delete Tasks

To delete tasks from jobs, follow these steps:

Note: Access permissions to manage Jobs/Tasks are set up by the system administrator so if you cannot add/edit/delete Jobs/Tasks, please see your system administrator.

1. From the Portal Page, click Project on the Office 4 menu.

   The Project List window appears.

2. From the Group drop-down menu, select the group with the project task to delete.

3. Click the project containing the task to delete.

   The Jobs/Tasks list window appears.

4. Click the Plus symbol (+) in the box next to the job containing the task to delete.

   The Jobs/Tasks list window appears with the tasks displayed of the job you selected.

   If there is no task registered under the job, “No Task” will be displayed.

5. Click a task to delete.

   The Edit Task Details window appears.

6. Click Delete.

   The Delete Task window appears.

7. When done, click Yes to confirm.

18. Set Projects as Complete

To set a project as complete, follow these steps:

Note: Access permissions to manage projects are set up by the system administrator so if you cannot complete the project, please see your system administrator.

1. From the Portal Page, click Project on the Office 4 menu.

   The Project List window appears.

2. Click the project to set as complete.

   The Participating Project window appears.

3. Click Complete (lower far right).

   The project will be completed.

   Completed projects are not listed in the Project List. To browse completed projects, you must click Completed Project from the Project List window.

19. Resume Completed Projects

To resume a project that has been previously set as complete, follow these steps:

Note: Access permissions to manage projects are set up by the system administrator so if you cannot resume the project, please see your system administrator.

1. From the Portal Page, click Project on the Office 4 menu.

   The Project List window appears.

2. Click Completed Project.

   The Completed Project List Project window appears.

3. Click the completed project to resume.

   The Participating Project window appears.

4. Click Resume (lower far right).

20. Import Project Data via CSV Files

To import project data in a CSV (comma separated value) file, follow these steps:

Note: Access permissions to Import/Export are set up by the system administrator so if you cannot import or export, please see your system administrator.

1. From the Portal Page, click Project on the Office 4 menu.

   The Project List window appears.

2. From the Group drop-down menu, select the group with the project requiring the CSV file.

3. Click the project requiring the CSV file.

   The Jobs/Tasks list window appears.

4. Click Import/Export.

   The Import/Export Project Data window appears.

5. Click Explanation of Item Order in CSV File for Project Data to see the proper order of project data in a CSV file.

6. From the Import Project Data in CSV File area, in the File for Project Data field, click Browse.

   The File Upload window appears.

7. Select a file and click Open.

8. When done, click Import.

21. Export Project Data to CSV Files

To export project data to a CSV (comma separated value) file, follow these steps:

Note: Access permissions to Import/Export are set up by the system administrator so if you cannot import or export, please see your system administrator.

1. From the Portal Page, click Project on the Office 4 menu.

   The Project List window appears.

2. From the Group drop-down menu, select the group with the project containing a CSV file to export.

3. Click the project with the CSV file to export.

   The Jobs/Tasks list window appears.

4. Click Import/Export.

   The Import/Export Project Data window appears.

5. Choose an option:

   If you want to save project data: From the Export Project Data to CSV File area, in the File for Project Data field, click project.csv.

   If you want to save member data: From the Export Project Data to CSV File area, in the File for Member Data field, click member.csv.

   The Save As window appears.

6. Select a file name and location.

7. When done, click Project View.

22. Display Projects on Your Portal Page

(User Settings)

You can control yoru personal view of Project on your Portal Page. In order to change your personal view, follow these steps.

1. On the Portal Page, from the Project area, click Setting.

   The Project User Setting window appears.

2. Check the box of the project you want to display.

3. When done, click Register.

23. Set Access Permissions

(System Settings)

As a system administrator, you control the Project access permissions for registered users associated with the project, registered users not associated with the project, and guest users. To change permissions, follow these steps:

1. From the Portal Page, choose Project > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

   Select Access Permission Setting.

2. Check the appropriate check boxes to assign permissions to the various types of users.

   See chart below (Step 4.).

3. Project members will be categorized into the following four (4):

4. Default for each setting is "Yes."

   Functions Project Members (Registered Users) Non-Project Members (Registered Users) Non-Registered Users Project Manager Job Person-in-charge Task Person-in-charge Other Members Access Permissions to the existing Projects Complete Projects Project Browse Setting Import CSV Files Add/Copy/Delete Jobs Yes Type1 Type1 Type1 Type3 No Edit Jobs Yes Yes Type1 Type1 Type3/div> No Add/Copy/Delete Tasks Yes Yes for Task under the assigned Job Type1 Type1 Type3 No Edit Tasks Yes Yes for Task under the assigned Job Yes Type1 Type3 No Browse Export CSV Files Yes Yes Yes Yes Type2 Type4 Access Permissions to the completed Projects Resume the Complete Projects Yes Type1 Type1 Type1 Type3 No Project Browse Setting Import CSV Files Add/Copy/Delete Jobs Add/Copy/Delete Tasks No No No No No No Browse Export CSV Files Yes Yes Yes Yes Type2 Type4

   Type1

   Valid if checked on 'Add & Update' in the 'Access Permission for Registered Users to the Project they participate in' and 'Access Permission for Registered Users Not in Charge of any Jobs / Tasks'

   Type2

   Valid if checked on 'Browse' in the 'Access Permission for Registered Users to the Project they do not participate in'

   Type3

   Valid if checked on 'Add/Update' in the 'Access Permission for Registered Users to the Project they do not participate in' However, if Type 1 or Type 2 was not checked. This setting will become 'invalid'.

   Type4

   Valid if checked on 'Browse' in the Access Permission for Guest Users However, if Type 2 was not checked. This setting will become 'invalid'.

   "Browse" means browsing projects, jobs, or tasks.

   Even if you cannot browse the Project, you can browse the Project List.

   You can browse Project Name/Progress Status (%, status)/Person-in-charge (User name. Mail Address).

   You can export CSV files with an Access Permission for Browsing.

   You can import CSV files if you have Access Permission for Editing the Assigned Project (Type 1, 3).

24. Set Permissions for Project Administrators

(System Settings)

In order to add/edit/delete projects, Users must have Project Administrator status. The system administrator can set up these permissions following these steps:

1. From the Portal Page, choose Project > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

   Select Administrator Group Setting.

2. Click the appropriate radio button next to who you want to include in the Administrator Group.

   To include all registered users in the Administrator Group: Click Include all registered users in Administrator Group.

   To include only specific users in the Administrator Group: Click Select users included in Administrator Group. A drop-down menu will appear.

   Choose an option:

   • To add to the Administrator Group: Select members from the drop-down menu, and click Add.
   • To delete from the Administrator Group: Select members from the drop-down menu, and click Delete.