Project Team Delivery
Project Team Delivery
The Project Team Delivery capability’s enablers include Task Management, Document Management, and Collaboration. Each capability within the Planview Capability Framework has a distinct set of features and functionality, business processes, best practices, and analytics and reports that deliver value to customers in the form of specific business outcomes.
Project Team Delivery Business Outcomes
Task Management
- We can ensure focus on the highest priority tasks and improve on-time delivery of projects by providing team members with visibility into the project plan and linking kanban boards and cards to planned activities.
- We can provide project managers with greater visibility into project teams’ progress and the status of key tasks, allowing them to easily identify any risks to delivery and re-plan as required.
Document Management
- We can store and manage all our documentation in a single location.
- Template documents can be stored, version tracked, as well as shared, reviewed, sent for approval and have approvals tracked.
Collaboration
- We can provide a collaborative team workspace that ensures all team members have rapid and current access to the information and deliverables they are collaborating on, whether structured project work or unstructured non-project work.
- We can increase portfolio visibility by sending key project status and key performance indicator (KPI) information to the portfolio level for reporting and analysis.
- We can drive consistency and efficiency by creating workspaces based on pre-defined templates, including template plans, documents, boards, and cards.
Project Team Delivery Processes
This capability uses integrated Kanban boards and Gantt charts to provide your team members with a productivity-focused workspace to manage group projects, complete tasks, track progress, and gain overall visibility into the project plan.
Unlocking the Value of this Solution
What do we need to achieve?
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At the Portfolio Level |
At the Work Delivery Level |
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How do we achieve this?
Using connected Enterprise One and Projectplace
Traditional project schedules/plans often contain a lot of information; split out into stages, activities, tasks and sub-tasks which can make them difficult to maintain and keep up to date. There is also often very little connection or value between the schedule and the project team's day-to-day activities. These activities are difficult for the project manager to keep track of in the schedule as they are far too granular and subject to change. Instead, they are often captured in meeting minutes, email threads, or even on sticky notes! Consequently, project managers have very little visibility into the progress of these activities and project team members have no clear sight of the schedule or the context of how their individual actions contribute to the project timeline and milestones.
Connecting Planview Enterprise One with Projectplace provides an opportunity to modernize approaches to project planning.
With the connected Planview Enterprise One and Projectplace solution, project team members are provided with a collaborative workspace in which to carry out all tasks and activities while also providing them with visibility into the project plan and access to the latest project documents. The progress of their work, represented in Projectplace by cards, flows back up into Planview Enterprise One as action items visible in the project schedule. Project managers are then able to review these action items, re-prioritizing and re-planning as required.
In having a dedicated workspace in which to manage the lower-level detailed activities while also being able to automatically view the progress of these in the project schedule, project managers are provided the opportunity to "raise the waterline" when it comes to project planning. The project schedule can be used where it directly provides value: for the stages and key activities required for resource profiling, financials and critical path management. Tasks, sub-tasks, and all other collaborative work can be planned and managed as cards on boards in Projectplace.
Combining Enterprise One and Projectplace drives Value
| Planview Enterprise One | Projectplace |
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Task Management Process Steps
This provides team members a productivity-focused workspace to manage group projects and complete daily tasks using integrated Kanban boards.
Task management process flow
| Process Step | Description |
|---|---|
| Create project workspace and apply WBS template/flag for sync |
A workspace is a place where team members can communicate, collaborate, plan work to be done, and follow up on work progress. Critical information about your project's status at the workspace level is rolled up to portfolio-level reports. Create a record of the new project/work entity in Planview Enterprise One. This will likely include the population of a small amount of (configuration-specific) description and categorization attributes as determined by the data and information needs of the organization. Sync project from Planview Enterprise One to Projectplace. This can either be done via a connected template which will paste a schedule template into the Work and Assignments screen in Planview Enterprise One and automatically create a corresponding workspace in Projectplace (the workspace will be created from a workspace template that can include pre-defined boards, cards, and documents). If connected templates aren't being used, the Sync with Projectplace option is set to Yes from either the Work Portfolio View screen or from a configured screen. |
| Project workspace created |
Once a project workspace is in place, there are a few additional several steps to complete: Define workspace settings. When you're just starting out with a workspace, we recommend taking some time to update the following workspace settings:
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| Update work schedule |
Project managers build out the project schedule in the form of high-level phases, activities, and milestones. If an integrated template is used, project managers may already have a stencil outline of the schedule upon which they can build. In the connected solution, we recommend that the schedule is used only where it directly delivers value i.e., for structured work (stages, key activities, and milestones), resource management (including time reporting), and critical path management. Lower level, more granular work and activities should be managed as cards in Projectplace. |
| Review plan |
Team members can view a read-only version of the project schedule from the Plan tab within Projectplace. The only operations available in this case are: connecting, disconnecting or changing a board, adding or removing cards, changing labels, and setting activities or milestones to done. Note: The project in Planview Enterprise One is the system of record for managing work schedules for connected Projectplace workspaces. Project managers should use the plan in Projectplace to manage connections between activities and boards/cards. |
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Manage resource assignments
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Project managers populate the project schedule with the resource assignments required to deliver the project. Allocations and Reserves can be used to plan the short and medium-term resource effort for a project and provide a record of the named resource and effort of the individual who will be carrying out the work. Authorizations can be used to give a resource (or a group of resources, such as a team) permission to report time to a work item without defining specific effort. When an allocation, authorization, or reserve is created in Planview Enterprise One against a work item that is synchronized with Projectplace, the connector invites the user to join the Projectplace workspace by sending an email to the Planview Enterprise One email address of the user associated with the resource. If the user is not already a user in Projectplace, the connector sends an email for them to create their user in Projectplace. |
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Create boards |
Project managers or workspace administrators create boards to help plan work (represented by cards) and visualize the progress of the work being completed. Boards can be customized to fit different ways of working through the definition of the status columns, WIP (Work in Progress) limits, labels to categorize cards, and board email settings. If integrated templates are being used, boards and settings may have already been defined. These can be updated by the project manager or workspace administrator as required. It is recommended that only one board is created for project execution. Project managers are able to prioritize the work to be completed on this board by connecting the board/cards with activities on the plan. |
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Connect activities to boards/cards |
When it is time for the team to begin work on an activity, the project manager connects plan activities to boards and cards. This ensures that team members are always aligned to the plan and stay focused on the highest priority tasks. As work is progressing project managers should use the board to supervise progress, looking out for blocked cards and bottlenecks highlighted by the Work-In-Progress (WIP) limits. |
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Create cards for all planned work |
Cards represent work that needs to get done. Each card should contain information about the task to perform (either in the form of a description or a checklist of items to be completed), who is assigned to complete the work, and a due date (if applicable). Cards can also be categorized using labels or tags, making it easier to filter or find work items with the same type or subject matter. Cards can be linked to each other using dependencies. A card can either be made to be dependent on another card or have its own dependents. Once all dependencies have been completed, the person assigned to the dependent card will be notified that it’s time to get to work. Projectplace cards that capture team member progress flow back into Planview Enterprise One as action items. In addition, authorizations to submit time can be automatically created on the project schedule in Planview Enterprise One based on card assignees in the connected workspace. |
| Manage action items |
Projectplace cards that capture team member progress flow back into Planview Enterprise One as action items. Supporting information about the cards, including assignments, details, and status, appear in Planview Enterprise One providing additional visibility to the team’s progress. Project managers review the action items, re-prioritizing and re-planning as required. Note: Projectplace is the system of records for all cards which means that the data in Projectplace overrides data in Planview Enterprise One. |
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Assign resources to cards |
Once cards are created, resources must be assigned to complete the work. Multiple people can be assigned to a single card. Other card details you may want to include are:
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| Time reporting |
Team members report time from within Projectplace with the information flowing back into Planview Enterprise One. Project managers are able to monitor the actual effort reported to their project and how the effort has contributed to the progress of the project. |
| Do work and update card status |
As work is progressing, team members update the status of a card by moving cards through the board from left to right. The first column to the left represents work that has not yet been started. When cards are moved to the second column, they are considered to be started, and cards in the last column are considered to be done. Meanwhile, project managers should use the board to supervise progress, looking out for blocked cards and bottlenecks highlighted by the WIP limits. |
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Maintain plan; update milestone/activity status as work is completed |
Project managers set the schedule, activity, or milestone to complete in Planview Enterprise One. Completed/done statuses in Planview Enterprise One often have the Remove Schedule, Assignments, and Authorizations option enabled. When a connected task or milestone in Planview Enterprise One is set to a work status that has Remove Schedule, Assignments, and Authorizations enabled or a Percent Complete of 100, the following actions are performed:
Project managers continue to manage the project work by connecting the next activity in the plan to the execution board. |
| Monitor project process | Metric and status information from Projectplace is also available for review in Planview Enterprise One column sets. |
Document Management Process Steps
This provides a centralized document management solution, allowing for integrated document templates, version tracking, sharing, review, and approval of documents.
Document management process flow
| Process Step | Description |
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Maintain document library |
To set up a document library, create a folder structure or upload an existing folder structure to keep documents organized. Different colors can be used to differentiate folders from each other, for example, to specify a particular color for a specified stage in the project. You will also need to set folder access rights. Document security is controlled at the folder level, so any documents stored inside a folder all have the same access level. You can use the Public Documents folder to provide documents to users outside of Projectplace, but you can’t restrict access to public documents, and only administrators can edit them. You can set document rules to automatically delete recycle bin items after a certain amount of time, or to request new people in a workplace read certain documents. |
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Upload working documents and attach to cards as required |
With a document library in place, you are able to upload your documents to the relevant folder. Files can also be added to any relevant cards. If you store documents in another system, Projectplace's third-party integrations make it easy to link to documents from Box, Dropbox, Sharepoint, Google Drive, and more. Work with your team to establish standards for which kinds of documents will be stored in third-party repositories, and which ones will use the native Projectplace document repository. |
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Work on documents |
From here team members can keep track of any changes to documents, and version management can be applied if needed.
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Send documents for review and approval as required |
Team members can gather structured feedback on working documents using document reviews and review workflows. Documents can be sent to a single reviewer or to multiple reviewers, who are notified of review requests via email and Projectplace notifications. Anyone can be invited to review a document, but only Projectplace users are able to edit documents. Use the Knowledge Base for repeatable projects, gate-driven deliverables, etc., to easily update standard documents that apply to all workspaces using a particular template. When you add something to the Knowledge Base, it is available for use in all relevant workspaces as a read-only document. For templates specific to a workspace, while it is possible to create them separately, Knowledge Base is the recommended method. |
Collaboration Process Steps
This provides the ability to have team visibility into the project plan and track progress using integrated Kanban boards and Gantt charts.
This also provides an integrated communication tool for all team members.
Collaboration process flow
| Process Step | Description |
|---|---|
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Do work |
As work is progressing, team members move cards through the board from left to right. Throughout this process updates, information, and files can be shared in the cards for collaboration with other team members. |
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Communicate with team through comments, conversations, and meetings |
Team members collaborate by leaving comments on cards, documents, milestones, and activities. In addition to comments, the Conversations tool can also be used for general communication with team members and stakeholders. You can also attach documents or use tags when posting. In both comments and conversations, you can @-ref people to let them know when you have a comment or a question about an item or want to call a conversation to someone’s attention, and they will be notified in the service. You can also @-ref the All members group If you want to communicate something to all workspace members. Note: Tags are a great way to organize conversations by topic. |
| Collaborate on designs and plans using whiteboard | The Whiteboard is a tool that you use to create designs and plans while collaborating or brainstorming, similar to an actual whiteboard. You can use elements such as shapes as you brainstorm, and if desired convert text within elements to cards on a specified board. |
Outputs, Reports, and Analytics
| Output Type | Output Name | Output Audience | Description |
|---|---|---|---|
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Work and Assignments Pivot View: Schedule and Backlog |
Project managers |
Project managers should use this pivot view to view and manage actions from the Projectplace workspace (Projectplace cards flow back into Planview Enterprise One as action items). Project managers can:
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Task Management Process Steps
This provides team members a productivity-focused workspace to manage group projects and complete daily tasks using integrated kanban boards.
Task management process flow
| Process Step | Description |
|---|---|
| Add Tasks | |
| Review Tasks |
Tasks allow team members to know what work is assigned to them and what work is the highest priority. The Tasks page includes different views, including calendars, to-do lists, and Kanban boards, so that users and teams are able to view and complete work in the method that is most efficient for their needs. |
| Complete Tasks | As tasks are completed, they can be updated to reflect percentage complete, or can be manually updated to set the status as complete. This information will allow Project Managers and Resource Managers to track the status of work in progress. |
Document Management Process Steps
This provides a centralized document management solution, allowing for integrated document templates, version tracking, sharing, review and approval of documents.
Document management process flow
| Process Step | Description |
|---|---|
| Share Files |
Sharing Files allows for users to easily collaborate around work within a single space. Files can be added as related items to Projects, Programs, and Portfolios. This may be done by directly uploading a file, or from Box, Google docs, Sharepoint, and other integrations. Files can be viewed in the Relations Panel on the right. |
Collaboration Process Steps
This provides the ability to have team visibility into the project plan and track progress using integrated Kanban boards and Gantt charts.
This also provides an integrated communication tool for all team members.
Collaboration process flow
| Process Step | Description |
|---|---|
| Create Discussions around Work |
Social is the heart of collaboration within Clarizen. Discussions allow users to comment around work. Users can see the discussions related to work items such as projects in the relations panel. Discussions can also take place independently using discussion groups. Multiple discussions can take place around a single related item, so discussions can also be pinned so that the most relevant information is readily available. For more information, see Social Overview. |
| Tag users and Share Discussions |
Tagging allows one user to notify another user of a discussion, which is a useful tool to ask questions and share information and updates. Similarly, discussions may be shared by relating them to other items, sharing them with other users, or posting the to discussion groups or boards. Users who are tagged have the option to receive an email notification, in addition to being notified in-product and seeing the comments in their social feed. |
| Follow Relevant Items |
Users can choose to receive updates about a work item such as a project and view discussions related to the item in their social feed by following the item. The follow button can be found in the ribbon of the relevant item. All discussions you are following will appear on the social page. |
| Create Discussion Groups | Discussion Groups allow users to have discussions independent of related items. This can be helpful when collaborating with a group of people who often work together but may not be officially linked in a team or to a specific item. |
| Customize Social Feed | The Social Feed can be highly customized to a user's needs, using workflow rules, validation rules, and custom actions. This allows the social feed to be as efficient as possible in relation to each user's individual needs. |
Task Management Process Steps
This provides team members a productivity-focused workspace to manage group projects and complete daily tasks using integrated Kanban boards.
Task management process flow
| Process Step | Description |
|---|---|
| Create project workspace |
A workspace is a place where team members can communicate, collaborate, plan work to be done, and follow up on work progress. Critical information about your project's status at the workspace level is rolled up to portfolio-level reports. Typically, the PMO, project manager, or Projectplace administrator is responsible for creating project workspaces. There are a few steps to set up your workspace:
Note: It's best to set up user groups and define basic workspace settings before inviting members to the workspace. After that, it's up to you to determine the point at which you invite the people you want to be involved in your project. |
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Build out initial plan; define milestones and activities |
Project managers build out the initial project plan by adding activities and milestones. Once your plan is in place, activities in the plan can be connected to cards on team boards, ensuring that team members stay aligned to the plan. To build your project plan:
You may decide whether you want to adopt a bottom-up or top-down planning style. Which style you adopt will determine how you form your plan:
Note: If the Planview Enterprise One - Projectplace Connector is installed, the Projectplace Workspace Plan is not editable and is available with a read-only status. The only operations available in this case are: connecting, disconnecting or changing a board, adding or removing cards, changing labels, and setting activities or milestones to done. |
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Create boards |
Project managers or workspace administrators create boards to help plan work (represented by cards) and visualize the progress of the work being completed. It is recommended that only one board is created for project execution. Project managers are able to prioritize the work to be completed on this board by connecting the board/cards with activities on the plan. Create a new board and give it a descriptive name. If desired, boards can be customized to fit different ways of working through definition of the status columns, WIP (Work in Progress) limits, labels, and more. |
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Connect activities to boards/cards |
Connecting the board with activities in the plan ensures that team members are always aligned to the plan and keep focus on the highest priority tasks. |
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Create cards for all planned work |
Who creates cards in Projectplace depends on how work is managed and planned:
As you create cards, each card should contain information about the task to perform, either in the form of a description or a checklist of items to be completed. |
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Assign resources to cards |
Once cards are created, resources must be assigned to complete the work. Multiple people can be assigned to a single card. Other card details you may want to include are:
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| Report time |
If desired an organization can track time spent to complete work by having team members report time on the activities they have been working on. This can be done using the Time Reporting tool, or it can be tracked on a single activity or card. If the Planview Enterprise One - Projectplace Connector is installed and the Team Member FLEX Timesheet enabled, users can report time directly to a connected Planview Enterprise One - Portfolio and Resource Management project. |
| Do work | As work is progressing, team members move cards through the board from left to right. Meanwhile, project managers should use the board to supervise progress, looking out for blocked cards and bottlenecks highlighted by the WIP limits. |
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Update card status |
The status of a card is represented by the status column in which the card currently resides. The first column to the left represents work that has not yet been started. When cards are moved to the second column, they are considered to be started, and cards in the last column are considered to be done. You can update the status by moving the card from one column to another. |
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Maintain plan; update milestone/activity status as work is completed |
Document Management Process Steps
This provides a centralized document management solution, allowing for integrated document templates, version tracking, sharing, review and approval of documents.
Document management process flow
| Process Step | Description |
|---|---|
|
Maintain document library |
To set up a document library, create a folder structure or upload an existing folder structure to keep documents organized. Different colors can be used to differentiate folders from each other, for example, to specify a particular color for a specified stage in the project. You will also need to set folder access rights. Document security is controlled at the folder level, so any documents stored inside a folder all have the same access level. You can use the Public Documents folder to provide documents to users outside of Projectplace, but you can’t restrict access to public documents, and only administrators can edit them. You can set document rules to automatically delete recycle bin items after a certain amount of time, or to request new people in a workplace read certain documents. |
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Upload working documents and attach to cards as required |
With a document library in place, you are able to upload your documents to the relevant folder. Files can also be added to any relevant cards. If you store documents in another system, Projectplace's third-party integrations make it easy to link to documents from Box, Dropbox, Sharepoint, Google Drive, and more. Work with your team to establish standards for which kinds of documents will be stored in third-party repositories, and which ones will use the native Projectplace document repository. |
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Work on documents |
From here team members can keep track of any changes to documents, and version management can be applied if needed. |
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Send documents for review and approval as required |
Team members can gather structured feedback on working documents using document reviews and review workflows. Documents can be sent to a single reviewer or to multiple reviewers, who are notified of review requests via email and Projectplace notifications. Anyone can be invited to review a document, but only Projectplace users are able to edit documents. Use the Knowledge Base for repeatable projects, gate-driven deliverables, etc., to easily update standard documents that apply to all workspaces using a particular template. When you add something to the Knowledge Base, it is available for use in all relevant workspaces as a read-only document. For templates specific to a workspace, you can create them separately; however, Knowledge Base is the recommended method. |
Collaboration Process Steps
This provides the ability to have team visibility into the project plan and track progress using integrated Kanban boards and Gantt charts.
This also provides an integrated communication tool for all team members.
Collaboration process flow
| Process Step | Description |
|---|---|
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Do work |
As work is progressing, team members move cards through the board from left to right. Throughout this process updates, information, and files can be shared in the cards for collaboration with other team members. |
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Communicate with team through comments, conversations, and meetings |
Team members collaborate by leaving comments on cards, documents, milestones, and activities. In addition to comments, the Conversations tool can also be used for general communication with team members and stakeholders. You can also attach documents or use tags when posting. In both comments and conversations, you can @-ref people to let them know when you have a comment or a question about an item or want to call a conversation to someone’s attention, and they will be notified in the service. You can also @-ref the All members group If you want to communicate something to all workspace members. Note: Tags are a great way to organize conversations by topic. |
| Collaborate on designs and plans using whiteboard | The whiteboard is a tool that you use to create designs and plans while collaborating or brainstorming, similar to an actual whiteboard. You can use elements such as shapes as you brainstorm, and if desired convert text within elements to cards on a specified board. |
Outputs, Reports, and Analytics
My Overview
Every time you log in to Projectplace, you will land on the My overview page. This is where you will find all of the work that needs to be completed, and from here you can get to where you need to be.
- The Recent boards section includes a list with the boards you have most recently visited.
- The Recent documents section provides a list of the documents you have last read or edited.
- The My workspaces tab provides a list of workspaces that you own, and the Workspaces I am a member of tab lists the workspaces you are a member of.
- The Today's meetings section lets you know which meetings you're scheduled to attend today.
- The My work tab includes a list of work assigned to you, as well as your personal tasks. Learn more about how to keep track of work.
- The Following tab includes a list of cards you are following.
- The Meetings section includes a list of all your upcoming meetings.
My Teams
From My teams, you can access an overview of all of the teams you are a member of. On each team overview page, you can also edit the team page to customize the size and position of the widgets to prioritize what is most important to the team, and also create new teams. Learn more about Working with teams.
- Use the dropdown menu to select the team you want to view an overview for.
- Click Edit team page to update the team page's banner image, rearrange widgets, resize widgets, or collapse widgets.
- The Members section includes a list of members included in the team, and their individual workload trend charts
- The Team Workload trend widget displays the team's total workload over time (including assignments in non-Team workspaces).
- The Workspaces connected to the team section includes a list of workspaces connected to the team. To add a workspace to this list, the Team needs to be invited to the workspace. Learn more by visiting Work with members and groups.
- Use the Message Board widget to communicate with your team members.
- The Pinned Boards widget displays boards you've added to the widget for quick access, and basic statistics about those boards. Only boards from workspaces connected to the team can be pinned to this widget.
- The Team Assignments widget includes a list of the work team members are assigned to in the workspaces that the team is connected to, including active requests.
Workspace Overview
The workspace overview allows users to quickly and easily find important information about the workspace and provides the work status of your project at any moment.
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The Workspace name, the name of the account the workspace belongs to, and the workspace description (such as its purpose and goals) are found in this section.
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See recent workspace member conversations in the Conversations tool.
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The Meetings section displays your upcoming meetings. From here, you can click Create new to create a new meeting, or Go to Meetings to access the Meetings tool.
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The Milestones sections helps you review upcoming and overdue milestones.
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This dashboard provides progress for both Cards and Activities. Click the Cards tab to see a summary status of cards and get the same type of information by clicking the Activities tab for activities. Hover the cursor over the legend to get more detailed information. Click the Dashboard Full View icon
to access a full screen view with a variety of charts providing a graphical view of ongoing work progress. -
The Members section identifies workspace members. Click a member's avatar to access member contact information.
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The Recent documents tab includes information from the Documents tool. You will have instant access to see those documents that have been added or edited during the last ten days. The list includes the name of the document that was added or edited, the type of edits that were made, who the edits were made by, and when the edits were made.
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The Ongoing activities tab review activities from the Plan tool that are currently being worked on.
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The Scheduled work tab includes the work in progress from cards, issues, and meetings that are currently scheduled.
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Select one of these Projectplace tools (Overview, Conversations, Plan, Board, Documents, Meetings, Members, Status, and Administration) to get your work done.
Follow up on Activity Progress
Progress on activities is displayed in the Plan tool as a status bar, representing the number of cards done in relation to the total number of cards connected to the activity. If the end date of an activity has been reached but there are still cards to be done, a warning signal is displayed for that activity, so project managers can easily identify problem areas.
Follow up on Board Progress
A number of charts help you get various insights about the progress of all cards on a board. Click the Chart view icon to access the following reports:
- Cumulative flow chart: Displays an aggregated view of how many cards are planned, ongoing, and done for a selected period of time, or the total number of story points estimated for these cards.
- Cycle time chart: Displays the average number of days required for a card to be finished and is an indication of the team efficiency.
- Burn down chart: Displays the remaining work plotted over time. It also shows when the work is expected to be completed with the current efficiency (burn down rate).
- Burn-up chart: Displays the work done in relation to the total work. If you use point estimation, you can get a good overview of the progress if you choose to base the burn-up chart on points.
Related Capabilities
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