Project manual

What is Project?

Project 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 Project Manager privileges within Project application. These privileges are set up by the system administrator. See Set Up Project Managers for a step-by-step guide on how to register users as Project Managers.

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

  1. From the Home Page, click Project on the Share360 menu.

    The Project List window appears.

  2. Click Project Manager Options.

    The Project Manager Options Menu window appears.

  3. Click Add, Edit, Delete.

    The Add, Edit, Delete 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 to manage the project by selecting a user from the select box.

    Click Enter.

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

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

    Add project members by highlighting users 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 Project Manager privileges within the Project application. These privileges are set up by the system administrator. See Set Up Project Managers for a step-by-step guide on how to register users as Project Managers.

  1. From the Home Page, click Project on the Share360 menu.

    The Project List window appears.

  2. Click Project Manager Options or Manager Options.

    The Project Manager Options Menu window appears.

  3. Click Add, Edit, Delete.

    The Add, Edit, Delete 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 Project Manager privileges within the Project application. These privileges are set up by the system administrator. See Set Up Project Managers for a step-by-step guide on how to register users as Project Managers.

  1. From the Home Page, click Project on the Share360 menu.

    The Project List window appears.

  2. Click Project Manager Options or Manager Options.

    The Project Manager Options Menu window appears.

  3. Click Add, Edit, Delete.

    The Add, Edit, Delete 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.

    Add project members by highlighting users and clicking Add.

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

  13. When done, click Back.

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 Project Manager privileges within the Project application. These privileges are set up by the system administrator. See Set Up Project Managers for a step-by-step guide on how to register users as Project Managers.

  1. From the Home Page, click Project on the Share360 menu.

    The Project List window appears.

  2. Click Project Manager Options or Manager Options.

    The Project Manager Options Menu window appears.

  3. Click Numeric Unit for Tasks .

    The Numeric Unit for Tasks 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 edit a unit of numeric goals: In the unit list box, click edit the unit and then click Save.

    To delete a unit of numeric goals: delete the unit and then click Save.

5. Edit Projects

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

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

  1. From the Home Page, click Project on the Share360 menu.

    The Project List window appears.

  2. Click Project Manager Options or Manager Options.

    The Project Manager Menu Options window appears.

  3. Click Add, Edit, Delete.

    The Add, Edit, Delete 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 Back.

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 Project Manager privileges within the Project application. These privileges are set up by the system administrator. See Set Up Project Managers for a step-by-step guide on how to register users as Project Managers.

  1. From the Home Page, click Project on the Share360 menu.

    The Project List window appears.

  2. Click Project Manager Options or Manager Options.

    The Project Manager Menu Options window appears.

  3. Click Add, Edit, Delete.

    The Add, Edit, Delete 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 Home Page, click Project on the Share360 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 Home Page, click Project on the Share360 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 tasks under the job, the Progress Status field will be automatically calculated based on those tasks.

  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 Home Page, click Project on the Share360 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. From the Home Page, click Project on the Share360 menu.

    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:

Note: Projects Jobs can be reordered only by users who have Project Manager privileges within the Project application. These privileges are set up by the system administrator. See Set Up Project Managers for a step-by-step guide on how to register users as Project Managers.

  1. From the Home Page, click Project on the Share360 menu.

    The Project List window appears.

  2. Click Project Manager Options or Manager Options.

    The Project Manager Options Menu window appears.

  3. Click Order & View.

    The Order & View window appears.

  4. Choose the project that has the jobs you want to reorder.

    Click Work on this Project.

  5. Select (Jobs List) in the Jobs pull-down menu to see all jobs within the project listed.

  6. Use the Up and Down arrows to change the order of the listed jobs.

  7. 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 Home Page, click Project on the Share360 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:

Note: Projects Tasks can be reordered only by users who have Project Manager privileges within the Project application. These privileges are set up by the system administrator. See Set Up Project Managers for a step-by-step guide on how to register users as Project Managers.

  1. From the Home Page, click Project on the Share360 menu.

    The Project List window appears.

  2. Click Project Manager Options or Manager Options.

    The Project Manager Options Menu window appears.

  3. Click Order & View.

    The Order & View window appears.

  4. Choose the project that has the tasks you want to reorder.

    Click Work on this Project.

  5. Select a job in the Jobs pull-down menu to see all the tasks within the job listed.

    Use the Up and Down arrows to change the order of the listed jobs.

  6. 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 Home Page, click Project on the Share360 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, "There are no tasks for this job" will be displayed.

  5. Click a task to edit.

    The Edit Task Details window appears.

  6. Edit Task Details as necessary.

    • From the Task Namefield, edit the name of the task.
    • From the Assigned Task To drop-down menu, edit the group member responsible for the job
    • From the Estimated Project Period date pull-down menus, edit the project period.
    • From the Actual Project Period field, click Start to make the current day the first day of the task. Click Complete when the task is finished.
    • Click Resume if you've already clicked Complete, but you want to resume the task.
    • If desired, click Reset to clear your start/end entries and enter dates again.
    • From the Numeric Result field, select a percentage of task completion.
    • Edit any other other custom fields.
    • Click More Details to update Issues/Goals, Other Notes, Progress Status Details, and Problems, if you want to edit 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 Home Page, click Project on the Share360 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, “There are no tasks for this job” 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 Home Page, click Project on the Share360 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, “There are no tasks for this job” 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 Delete 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 Home Page, click Project on the Share360 menu.

    The Project List window appears.

  2. Click the project to set as complete.

    The Project window appears.

  3. Click Complete (lower right).

    The project will be completed.

    Completed projects are not listed in the Project List. To browse completed projects, you must click Completed Projects 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 Home Page, click Project on the Share360 menu.

    The Project List window appears.

  2. Click the Completed Projects tab.

    The Completed Project List Project window appears.

  3. Click the completed project to resume.

    The Project window appears.

  4. Click Resume (lower right).

20. Import Project/Member 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 Home Page, click Project on the Share360 menu.

  2. Click Project Manager Options or Manager Options.

    The Project Manager Options Menu window appears.

  3. Click Import/Export.

    The Import/Export Options window appears.

  4. Click Import a Project.

    The Project Data Import 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.

    Click Back when finished browsing.

  6. To import Project Data:

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

    The File Upload window appears.

    Select a file and click Open.

  7. To import Member Data:

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

    The File Upload window appears.

    Select a file and click Open.

  8. When done, click Import.

21. Export Project/Member Data to CSV Files

To export project/member 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 Home Page, click Project on the Share360 menu.

    The Project List window appears.

  2. Click Project Manager Options or Manager Options.

    The Project Manager Options Menu window appears.

  3. Click Import/Export.

    The Import/Export Project Data window appears.

  4. Choose a project to export.

    Click Go To Export Options.

  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.

    Click Save.

  7. When done, click Back.

22. Display Projects on Your Home Page

   (User Settings)

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

  1. On the Home Page, from the Project area, click Options.

    The Home Page Options for Project window appears.

  2. Check the boxes of the projects you want to display.

    For each Project you select, a link to that project will appear on your Home Page, as well as a list of each Task and Job for which you are responsible.

  3. When done, click Save.

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 Home Page, choose Project > Admin Tools.

    Note: You can access Admin Tools from any page; just use the left navigation in Admin Tools to find the specific application options.

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

    Select Access Permission.

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

    Click More Details for the specifics of the Access Permissions.

    Only Users with Project Managers Status set up by the system administrator can add/edit/delete actual projects. All other settings are for access to/within projects as follows:

    Project Members Access:

    • Project Managers (for this particular project) can browse, add/copy/edit/delete Jobs/Tasks, complete projects and import/export CSV files.
    • Users in charge of Jobs can browse, update the job assigmed to them, add tasks to their assigned job, and export CSV files.
    • Users in charge of Tasks can browse, update their assigned task, and export CSV files.
    • Other Project Members can only browse.
    • To allow all members of the project to add/edit/delete/copy Jobs and Tasks, check Add & Update under Other Project Members.

    Non-Project Members Access:

    • To allow non-project members to Browse, click Browse Project, Jobs, Tasks under Users who are Non-Project Members.
    • To allow non-project members to add/edit/delete/copy Jobs and Tasks and to allow Users in charge of Jobs and Tasks to add/edit/delete/copy Jobs and Tasks not assigned to them, click Add/Update Jobs and Tasks under Users who are Non-Project Members.

    Guest User Access:

    • To allow Guest Users to browse, click Browse Project, Jobs, Tasks under Guest Users.

24. Set Up Project Mana

   (System Settings)gers

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

  1. From the Home Page, choose Project > Admin Tools.

    Note: You can access Admin Tools from any page; just use the left navigation in Admin Tools to find the specific application options.

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

    Select Managers.

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

    To let all registered users act as Project Managers: Click Let all users act as Project Managers.

    To let only specific users as Project Managers: Click Select users can act as Project Managers. A drop-down menu will appear.

    Choose an option:

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

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