ZilicusPM

My Project Tasks

Navigate Projects>Select Ongoing Project > Project Workspace >Project Overview >Meeting Manager

As project team members, clicks on the project tasks listed on home page, he/she is navigated to this page.

 

The most crucial part as many project managers consider is project schedule. This section

On this page, users can find

• Current and On-going tasks
• Completed Tasks
• Upcoming Tasks
• For Selected Task

o Basic task details like name, description, planned start/due date, predecessor tasks and its status

o Other resources to whom current task is assigned

o Task status and planned due date

o Task progress in terms of percentage completed

o Linked documents, issues/risks

o View/Add comments

Following screen clearly shows the details of task available on this page

Update My Tasks ('Current & Ongoing Tasks' in Workspace)

1. To update task status, user can click on ‘Update Status’ button (5) and enter actual start/due date depending on status selected. User can also increase percentage (%) completion of tasks by scrolling mouse.

2. As you update a given task from 'Not Started' to 'In status through change status you need to update 'Actual Start Date'. The default value shown is Today's date

3. As you update a given task from 'Not Started' to 'Complete' through change status you need to update 'Actual Start Date' as well as 'Actual End Date'.  The default value listed is today's date.

Not Started -> Started

Not Started -> Completed

In Progress -> Not Started

In Progress -> Completed

Only Project Manager can change Task Status from 'Completed' to 'Rework'

Update Tasks Progress & Task Status via Email

ZilicusPM has been designed to be super simple for users who are heavy email users. For such users, when any task is assigned to them, an email notification is sent. They have an option to update task status and task progress over email just by clicking on the links provided in the email (shown below).

Task assignee just have to click on one of the linkaa, which will open ‘Compose Email’ window (in web based client, as well as in desktop based email clients) and just send it. These links are designed such that ‘Send To’ and ‘Subject’ are auto-populated for user, making it very easy for them. When such email is sent, ZilicusPM will automatically update the task progress in the background.

Thus ZilicusPM allows team members to update task progress via email, without having to login to ZilicusPM. The task assignment email notification sent to users will have predefined links (each for updating progress to 25%, 50%, 75% and marking task as complete). The links are crafted such that it will leave very little chance of user error (i.e. user need not have to enter any details to update task progress). Users just need to click on links provided in the task assignment email; and it will open compose email window, with auto-populated value of send-to field. Team members just have to send that email.

Figure 9: Email Notification: Update Task via Email

Note: There may be few exceptions of Microsoft outlook versions where these links may not work, in that case, users need to copy the specified email ids to SendTo field and send.

View & Update My Tasks ('Upcoming Tasks' in workspace)

Navigate Projects > view through list of Recent/Ongoing Project > click on a project link – 'Go To Workspace' > workspace > Tasks bar in left panel > Click on 'My Project Tasks' > View main workspace panel > View Upcoming Tasks

1. As a team member, if task is assigned to you and it is pending, you can check all such pending tasks in project workspace

Note: Through this view, you can view details for the task such as -

• 
  
  • Task Name
  • Start Date
  • Due Date
  • Actual Start Date (N/A)
  • Percentage Complete (0%)
  • Task Progress Indicator Box – Status of Task (Not Started/Rework/In Progress), number of days to go.
  • For More information you can click 'Show More Details' and view information as follows

Update My Tasks ('Upcoming Tasks' in Workspace)

Navigate Projects > view through list of Recent/OngoingProject > click on a project link – 'Go To Workspace' > workspace > Tasks bar in left panel > Click on 'My Project Tasks' > View main workspace panel > View Upcoming Tasks

1. As a team member, tasks which are assigned to you & are due in near future, you can check & even update all these tasks in the project workspace similar way, as explained in earlier section

Through this view, you can view details as mentioned above (in View My Tasks).

2. To update Task, click on Change Status, it will show Change Status box; where you can change status to 'Completed, IN Progress, Rework' as applicable to your task

3. Click on Save & the status will get updated for a given task in the workspace

4. Depending on status of task you can update Percentage Complete and Actual Start Date fields

5. To change Percentage Complete click on Edit, it will show 'Update Percentage Complete' box. In this box, select the Indicator Position and move it along the progress like. As you select & move the Position Indicator, you can view the number of percentage

6. As you update a given task from 'Not Started' to 'In Progress' through change status you need to update 'Actual Start Date'.  The default value shown is Today's date.

7. As you update a given task from 'Not Started' to 'Complete' through change status you need to update 'Actual Start Date' as well as 'Actual End Date'. The default value listed is today's date.

Not Started -> Started |  Not Started -> Completed | In Progress -> Not Started | In Progress -> Completed

Note: Only Project owner/planner can change Task Status from 'Completed' to 'Rework'

View & Update My Tasks ('Completed Tasks' in workspace)

Navigate  Projects > view through list of Recent/Ongoing Project > click on a project link – 'Go To Workspace' > workspace > Tasks bar in left panel > Click on 'My Project Tasks' > View main workspace panel > View Completed Tasks

1. When you mark status of any task as 'Complete', it will get listed in this section

2. You can view – Who updated it for the last time, who has created it, what is the priority and many other details3. Remember it is only Project Manager who can, update this task now, through his Task Editing section. He can put the task back to 'Rework' state as follows

Weekly Summary Notification For Team Member - View/Update Taks

To make it super simple for users who are heavy email users and/or wouldn't like to leave email inbox to update task progress. Now ZilicusPM will be sending weekly summary notification for team members to view pending tasks, current completion level and expected progress. Weekly summary notification will look like one given below.

There are three links provided in this email to update task progress. If team member would like to update few individual tasks without logging into ZilicusPM, s/he can click on first link. It will open separate ZilicusPM page (view below).

In order to mark all tasks at once, to their expected completion level, user can click on second link. Even when user clicks on this link, s/he doesn't have to login to ZilicusPM.

Note - Though user may not require to login to ZilicusPM after clicking on above two links, these links remain active for limited time of two days for security reasons.