Project Manager Guide

After signing in you land in Staff self-service. Click the view switcher in the top bar and choose Operations.

1. 1Operations. It is offered only to people who manage projects or approve other people's work.

The menu on the left changes to the Operations items. The label in the top bar shows your access level. The amber counter beside it shows how many items need you. It appears only when at least one item needs you.

1. 1The Operations menu.
2. 2Needs you. The number of items that are yours to act on. Press it to open the list.
3. 3Your access level.

Press the amber counter to open Needs you on Staff self-service. It lists what is yours to act on, and under it what you have sent and are waiting for.

Each row opens the screen where you can act. The list changes nothing by itself, and an item leaves it only when somebody acts on it.

1. 1The Needs you list.
2. 2How many items need you and how many are waiting on somebody else.
3. 3A row. Press it to go to the screen that owns the item.

The dashboard shows the tasks on your projects, counted for each person: how many in total, how many completed, in progress and pending, and the share completed. A task with several assignees is counted once for each of them.

1. 1Totals across all the people listed.
2. 2Type a name to show one person.
3. 3The share of that person's tasks that are complete.

My projects lists the projects you manage, with the client, the manager and the status. Each project shows its code first, then its name. Press Manage to open one.

1. 1Open My projects.
2. 2Find a project by its code, name, client or manager.
3. 3Opens the project's own page.

A project page has three tabs: Project team, Project tasks and Deliverables. The heading shows the project's code and name, with the client and the manager below. The page opens on the team. Each person is shown with their role on the project and the dates they are on it.

1. 1The three tabs of a project.
2. 2Add someone to the project.
3. 3+30 days asks you to confirm the person's new last day first, then moves it 30 days later.
4. 4Change the person's role or dates.
5. 5Take the person off the project.
6. 6Back to the list of projects.

Press Add team member. The project is already filled in, with its code and name. Choose the person, their role on this project, and the dates they join and leave it.

Open the Project tasks tab. Each task shows everyone it is assigned to, its type, its stage, its dates, its status and the hours planned for it. A sub-task also shows its parent, and a parent shows how many of its sub-tasks are closed.

1. 1Create a task and give it to someone.
2. 2Open the list of items that must be done for this task.
3. 3+30 days asks you to confirm the task's new end date first, then moves it 30 days later.
4. 4Change the task.
5. 5Remove the task.

Press Assign task. The form is filled in from top to bottom. The phase, stage, task name, task type, lead assignee, start date and progress must be filled in. The end date, the additional assignees, the parent task, the planned hours and the tags are optional.

The numbered notes explain each field. Press Assign task at the bottom of the form to save.

1. 1Phase — the part of the project the work belongs to. You must choose the phase first; the stage list stays empty until you do.
2. 2Stage — the step within that phase. Phase and stage together decide where the task's hours are counted, so choose the stage the work is really being done under.
3. 3Task name — a short description of the work, specific enough that the person knows what to deliver.
4. 4Task type — the kind of work, such as Design, Documentation, Coordination or Site Supervision. The type also decides which standard checklist can be applied to the task.
5. 5Lead assignee — the one person responsible for the task. Only people on the project team are offered, and each person is listed once.
6. 6Additional assignees — anyone else who will work on it. Click a name to add or remove them. This list appears only when the project team has more than one person. Everyone assigned sees the task in My tasks and can log time against it.
7. 7Start date and end date — the period in which the work is to be done. Staff can log time on the task only between these two dates. If you leave the end date empty, it is the same as the start date.
8. 8Status — Pending (not started), Active (under way), On hold (paused) or Completed. A new task normally starts as Pending.
9. 9Parent task — leave it as No parent (top-level task) for a task that stands on its own. Choose another task here to make this one a sub-task of it. See the rules below for what that link does.
10. 10Progress — how much of the task is done, from 0 to 100. Leave it at 0 for new work; the assignee updates it as they go.
11. 11Planned hours — how long you expect the task to take in total. It is compared with the hours planned for the stage.

Press Checklist on a task. Add the items that must be done, one at a time, or press Apply standard list to bring in your company's ready-made list.

Each item can be moved up or down, renamed with Edit, or removed with Delete. The person doing the task ticks the items off.

1. 1How many items are done and how many are outstanding.
2. 2Use your company's standard list for this type of task.
3. 3Add an item of your own.

The Deliverables tab holds the list of what the contract requires you to deliver on this project. It can be kept for a stage, for a phase or for the project as a whole.

There are three ways to get the list in: build it on screen, fill in the Excel template and import it, or ask your administrator to provide it for you.

1. 1New checklist — build a list on screen, one deliverable at a time.
2. 2Template — download the Excel layout. Filling this in is the quickest way to enter a long list.
3. 3Import Excel — bring the filled-in template back in.
4. 4Sign-off readiness — choose a phase and a stage, then check whether everything mandatory in that part of the project has been approved.
5. 5The checklists that exist for the phase and stage chosen above.

Press New checklist. Give it a title and choose its type. Choose the phase and the stage it belongs to, or leave them at project level.

Then list the deliverables underneath, one line each: a code, a description and, if you wish, a comment. Add line gives you another line.

1. 1The form opens below the buttons. Close, where New checklist was, puts it away without saving.

Timesheet approval lists the entries waiting for you: who logged the time, the project (code first, then name) and task, their note, and the date and times.

1. 1Open Timesheet approval.
2. 2Tick entries to act on several at once. The box in the heading ticks them all.
3. 3Approve or reject everything you ticked.
4. 4How many entries are waiting.

The Approve and Reject buttons for each entry stay pinned to the right of the table, so you can act without scrolling the columns sideways.

1. 1Approve the entry. It becomes final.
2. 2Reject the entry. Terranix asks you for the reason in a box on the page, which the person will see.

Leave approval lists requests from the people you coach, with the leave type, the dates and the number of days.

1. 1Open Leave approval.
2. 2Click a request to see it in full.

The details show who is asking, the type of leave, the dates and their reason. Approve it, or write a reason and reject it.

If anything about the request needs a second look, a box headed Check before approving lists it: the same dates sent twice, leave that already covers the dates, a holiday added since the request was made, or a balance that is now too short.

1. 1Write the reason here before rejecting.
2. 2Approve the request.
3. 3Reject the request.

Expense approval lists claims with the date, project, type, amount and who made them. The project shows its code above its name. Click a column heading to sort, or type in the box under it to filter. Click a claim to open it.

1. 1Open Expense approval.
2. 2Filter a column — here, by project. Type the code or the name.
3. 3Who the claim is waiting on.

The details show the project, the person, the type of expense, the amount and the description. Open the bill before you decide.

1. 1Open the bill that was attached.
2. 2A comment for the person. Required if you reject.
3. 3Approve the claim.
4. 4Reject the claim.