Project management

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Integria IMS enables dynamic project management that includes planning, monitoring and reporting. In such a way that it is possible not only to plan (times and costs), but to see the evolution of the projects over time thanks to the allocation of hours of the people who collaborate on the projects. This hour allocation can be done in detail, in the form of Workunits assigned specifically to each task of the project.

Integria IMS allows some automatic actions such as cost calculation, notifications about changes in tasks and milestones. It also includes a Gantt chart that also makes it easier for us to see the distribution of tasks over time.

Project management in Integria IMS combines: projects , tasks and people. The tasks created within each project can have, in turn, subtasks, thus establishing hierarchical structures.

The tasks can have tickets associated with the incidents that arise or Workunits where you can track the time breakdown of the work performed by each person.

To create new projects, access Projects → View projects from the side menu and select Create Project.

A form will open where to save the project data.

In this view you may set a user in charge of the project, a group, an email address that will be used to send notifications related to the project. It is also possible to replicate tasks already created in another project.

Selecting 'Create' will take you to the list of projects from which they can be filtered and accessed for modification.

If you click on “My project” you will access a view from which you will have: editing, people management, project view and tasks.

To the left there is a column where you may edit all the project parameters.

Below the project editing, there is a table with the people involved in the project and from which new users with different roles can be added or existing ones can be managed. Within the projects, different tasks will be created in which people will participate. These people can participate both in the project, globally, and in the tasks themselves with a specific role in each case.

Individually, at task level, these roles can be adjusted, so that the participants of a project may not be in the same tasks, and with different roles, allowing great flexibility.

Depending on their assigned role, users participating in projects and tasks will have different privileges, from total modification to simple work report.

With relevant data about the project.

Graphics with the distribution of work by users and tasks.

Chart with activity.

Detailed project monitoring.

To access the task menu of a project select the corresponding tab .

In this section you may create tasks and manage existing ones.

From this same section in the menu you may create new tasks for the project.

When defining a task, start and end time margins are specified, as well as a criticality or priority for it. Resources (people) are assigned to it and it is assigned target costs based on time. From here, and based on the allocation of hours to said task made by the users who are assigned to it, you will be able to find out the deviations in time, deviations in costs and deviations in planning on the resources hours/person. Integria automatically generates these indexes that can be checked in real time.

The first step is creating a task, you cannot assign resources, add files, allocate work units, etc. until the task has been created. Once created, the next logical step is to assign resources (people) to that task.

From the Project Management view itself, you may access the editing of each of the tasks by selecting the icon

It will take you to the editing view of the task itself.

Here you may associate people to tasks, modify their base parameters and see the progress of the task.

The costs of each task are calculated based on the costs of each role (hours/person) and the additional costs charged (in the form of expense invoices, additional costs or any other formula) that are directly allocated to the task (and therefore to the project). The costs of the different roles are defined in section People → Role management.

Integria IMS tracks almost all those information sections or elements that are susceptible to changes. In the case of the task, it records all the operations of opening, closing, changing and adding information, either in the form of a work unit or in the form of an attached file.

The Work Units of the task will remain linked to it even if it is moved from the parent project or task.

When finishing, the projects go to the “archived” state, saving all the information they contain. An archived project can be deleted, all its tasks disappear, and the work units it contains become “orphaned” and are not assigned to any project or task, although they still exist.

To archive a project, just click Archive in the Project Details view. That project will automatically go to the archived projects view. These projects do not automatically notify task, project or milestone closing. These projects can be activated again from the archived projects view. To access this view, just access the Projects → Archived projects menu.

To delete a task go to Project Management, Tasks tab and click on the icon in the task you want to delete.

The task planner is a view that allows task agile management. It is possible to create, edit and delete tasks, create new work units (WU), tickets, and so on.

It also offers statistics with: the number of tasks by status, the hours worked per user, and the tasks assigned to each user.

To update task information, you just have to make all the changes you want in the previous view and save them by clicking Update. If the task has more than one employee assigned and you want to make any changes in this field, go to the detailed editing menu by clicking on the icon located in the right column.

The color shown in each task corresponds to the following percentage completed:

• Pending (white): Between 0% and 39%.
• In processes (yellow): Between 40% and 89%.
• Completed (blue): Between 90% and 99%.
• Verified (green): 100%.

By manually creating work units you may allocate time to a project and task. You should not mistake these manual work units with ticket comments (also called work units).

In the case of ticket work units, they will automatically allocate the total ticket time when it is assigned to a task; in the case of these individual work units, they will be added manually by the user and will allocate the time directly as entered when creating the work unit. The creation form has a series of basic fields (description, number of hours spent in the work unit, assigned profile, etc.).

It also offers some controls that allow “dividing” the work unit into blocks of X hours (4 hours by default) and dividing that time into different Work Units (WU) over time (forward or backward, depending on your choosing) with the same content as the original, except for the date. It is the ideal way to add the hours to complete a vacation calendar, for example.

The work units of a project can be created from the task planner by clicking . Access the following view.Or either from the user section (Users → Work units → Add work unit). There are two special cases that Integria IMS contemplates:

• Telecommuting.
• Units of work without assigned project/task.

These concepts correspond to special tasks within a special project that are computed differently.

There is also a special section (Users → Work Units → Holidays and sickness) to cover cases of absence due to illness or medical assistance and vacations.

Work units can be created one at a time or in blocks as it is convenient, and all of them can be previewed before uploading them to the system.

It shows the project information, merging the actual account assignment (in red), with the task progress (in green) and the original schedule (blue). It shows dependencies and milestones.

In general, a milestone is a zero (0) duration task that represents an important date or point in time in a project, such as the completion of a project stage, or the date that a particular report is due. Additionally, milestones support custom field creation. To access custom field creation and management, click on Milestone fields.In the creation of fields you may define:

• Name: It is required and may not be unique.
• Field type:
  • Text type: An input change (one line introduction) will be displayed in the ticket creation/editing form.
  • Textarea: A textarea change (multiline introduction) will be displayed in the ticket creation/editing form.
  • Combo: A select change (selection) will be displayed in the ticket creation/edition form with all the available options.

You may upload, download or delete files attached to a project.

You will not be able to upload files with source code format (.php, .pl, etc.) and it is recommended to compress the files before uploading them.

Attachments can only be deleted by an administrator user or by the user who created the attachment and who has administration permissions on projects.

From here you may see the people assigned to the project. With the necessary permissions you may also remove participants from the project and add new ones.

In Reports → Project management → General project report there is a report with detailed information and statistics related to the project you select.

With this filter select Proyect, task(s) and detail level you want to see.

You will have a summary table with the general data of the project and the people involved.

Manpower summary.

Project costs, deviation, profitability and invoicing.

Graph where task distribution is shown.

Graph with task distribution.

Gráfico con la actividad del proyecto distribuida en el tiempo.List with the detail of each task that makes up the project.

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