4. Project management

Integria IMS includes a dynamic project management system that includes planning, tracking and user reports. This way not only is it possible to plan (time and costs), but also it's possible to see the evolution over time thanks to hourly inputting from the people that work on these projects. This input is done on a small scale, taking the shape of WorkUnits (which can be hours or days, depending on the level of detail needed), and can be assigned specifically to each of the project's tasks.

Gantt diagrams, cost calculations, automatic notifications to warn about task and milestone closings are just some of the automatic actions in the system that feed off of data inputted across time by the users.

Projects and Tasks

The Integria IMS projects' function is based on: projects, tasks and people.

Internally a project is composed of tasks. These tasks, at the same time, can contain subtasks (so that start-to-end relationships can be built amongst them and a hierarchy can be established, which will finally be seen in a Gantt diagram).

Tasks can -optionally- contain as many associated instances as WorkUnits that represent granular delegation of the task into different single-person work packages (assigned to only one user). This allows us to see at a glance the chunks into which a task can be broken up into, both in planned work (WorkUnits) and in unplanned work (incidents).

Assigning staff resources

Within projects, different tasks can be created and people can be assigned, either to the original project, or individually to the tasks within it. All participants will have an assigned role on the project. There will always be a user with overall responsibility, who will have permission to manage the project itself, and also to create tasks and assign other people and roles to the project or its related tasks.

Individually these roles can be adjusted per task in such a way that not all participants in a project can be participating in the same tasks. Participants in a task can have permission to modify some parameters from that task (progress level, task description) or be simple users with that assigned task so that they can only view it and report work and costs for it.

Overview of persons assigned to a project:

Tasks and costs

Costs for each task are calculated based on the costs for each profile (hours per person) and the additional costs inputted (in the form of expense invoices, additional costs, or any other formula) directly into the task, and therefore into the project. This cost managment per profile (known as role in Integria in order to distinguish it from the application's user profile) are defined in the People→Management→Manage Roles section.

Tasks assigned to a project can be seen in the form of a chart, found in the upper right menu, “Task development”.

Creating a new task

Tasks assigned to a project can be seen in the form of a chart, found in the upper right menu, “Task development”.

From this menu option, or from the “new task” option, you can create new tasks for the project

When it comes to defining a task, it's done within the 'start' and 'finish' time margin and has a priority assigned to it. Resources (people) are also assigned, along with target costs and time resources (in hours). From here, based on the amount of hours inputted to said task that the assigned users have applied, you calculate time, cost and resource planning deviations. Integria automatically generates these indexes, which can be viewed in real time.

The first step is creating a task. We can't assign resources, add files, input WUs, etc. until a task is created. Once it has been created, the next logical step is to assign resources (people) to perform this task.

Task set-up from “Task planning” section:

Task editing from “Task planning” section

As can be seen in the second screenshot, the upper right menu changes when you enter task editing, displaying specific sections unique to tasks.

Erasing tasks and projects

Projects pass on to be archived, storing all the information they contain. An archived program can be deleted, leaving all its assigned WUs as “orphans” that won't be assigned to any project or task, but continue to exist.

To archive a project press the “Archive” button on the “Project Detail” view. Automatically that project passes on to the archived projects view. Said projects will no longer automatically notify task, milestone or project closings. Said projects can be reactivated from the “Archived Projects” page. To access this view, access the menu Projects→ Archived Projects.

To delete a task we must go to Task Planning and click on the right side icon of a trash can on the task we wish to delete.

Reports and views

General project view

From here some general project details may be edited, such as its name, person responsible, group of projects which it belongs to, etc. View a series of metrics on the current status of the project.

Task planning

The task planner is a view mode that allows for agile task management. It makes it possible to create, edit and delete tasks, create work units (WU), tickets, etc.

Also, it offers statistics that include: number of tasks per status, hours worked per employee, and tasks assigned to each user.

To update task information, make all the necessary changes on the chart and save them by pressing the update button. If the task has more than one employee assigned to it and you wish to make any changes in this field, you must head over to the detailed editing menu and click on the icon with a wrench icon, found on the right hand column. To delete a task you can use the button with a trashcan icon found on the right hand column.

Status coding for a task corresponds to the following completion rate percentage:

  • Pending (white): between 0% and 39%
  • In progress (yellow): between 40% and 89%
  • Complete (blue): between 90% and 99%
  • Verified (green): 100%

Creating new WorkUnits (WUs) from the Task planning section

Manually creating a WU allows a user to input the time dedicated to a project and task. Don't confuse these manual WUs with comments on tickets (also labeled work units). In the case of work unit tickets that are assigned to a task the total ticket time is inputted automatically; in the case of individual work units, times are entered manually by the user, and are inputted according to the time entered when creating the ticket. The user fills in a series of basic fields (description, number of hours applied to the WU, assigned profile, etc.). Apart from these fields there is a series of controls that allow you to “divide” the WU into blocks of X amount of hours (default is 8 hours) and distribute this time among different WUs throughout time (forward or backward in that time span) with the same content as the original, except for the date. This is the optimal way to “fill out” hours to complete, for example, a vacations calendar.

WorkUnits for a project can be created from the Task planning:

It can also be done from the user's general view (Users→Add Spare WorkUnit). The only way to add work hours in all three special ways that Integria IMS contemplates, is from the user view (Add Spare WorkUnits):

  • Vacations
  • Sick days
  • Unjustified nonattendance

These concepts correspond to special tasks within a special project which is computed differently.

WUs can be created one by one or in blocks, for convenience. They can also be previewed before being inputted to the system.

Interactive Gantt Graph

Shows project information, mixing real inputs (in red) with the task's progress (in green) and original planning (blue). It also shows dependencies and milestones.

Milestones

In general terms, a milestone is a task that has 0 duration value, but which represents an important date for a project such as, for example, the end of a phase, or the date on which a specific report must be turned in.

Milestones are a way to know how the project advances without needing to be familiar with the project. They also form a 0 duration task because they represent an achievement, a specific period or moment in the project's timeline.

Edit task

Allows modification of details such as start and finish date, an estimate of duration (hours), estimated cost, etc. As can be seen in the upper right menu, it forms part of the specific task options.

Task tracking

Integria IMS performs a task tracking on practically each section or information element that is subject to changes. In this case the task it registers all open, close, change and add information operations, whether in the form of a file or attachment.

People

View the people assigned to a project. With the correct permissions you can also eliminate participants in the project and add new ones.

Task reports

Integria IMS has an option to send an automated report on the task in its current status to all members in that task. Select the menu button Project→Task→Email Reports to access this tool.

The task report will automatically generate a text that a user can modify or customize. By pressing the “send” button, an email will be generated and sent automatically to each member participating in the task.

Move task

WUs for the task are linked to the parent even if a task moves to another project or parent task.

Project schedule map / Graph of time per project

This option allows us to see in a graph, for a specific person, in a specific time interval, which projects he or she has dedicated time to, and show it at scale. Move the cursor over the graph to see additional details.

General tracking reports

Specially designed to perform personal tracking for project activity, and also to display ticket information. The final report creates a detailed trace of a person's activity, during a period of time. This way we can see which tasks they've taken on, how much time has been dedicated. We can also “see the details” for each of them, listing reported WUs for each task or subtask.

To access the report we must navigate to People→ Report→ Complete Report. We can choose a user and a date range and it shows the list of projects/tasks on which work hours have been inputted. Hours inputted by that person during that interval are shown and compared to the total hours inputted by all users on that task, for comparison.

It also shows the same information in a graph format below.

If we click on any of the tasks shown we can see the detailed report for that time period, for that user and that task. This detailed information can be edited if we're administrators. If the WorkUnits have been validated already, then nobody can modify them except for the administrator or team leader.

Global task assignment

The section for Global Task Assignment allows the users to see the tasks they have assigned as single users, their roles in the task, the WUs inputted to it and total WUs for the task.

Plus, from here we can quickly assign (“in bulk”) specific tasks to a single user.

This section is especially useful for administrators because it enables them to see if a user has inappropriate tasks assigned, whether it be globally or by noticing that the user hasn't inputted any hours into the task. Administrators can also use this to confirm that a user's role in the task is the correct one. Here we can “expel” a user from a task with just a single click.


Integria Documentation