FAQ

Registration and authorization: new user/ account settings.

How can I create an account? How can I login to the PM System?

To login to the PM System, first you must create an account.

If you create an account as a Business Owner, you are the account owner. Account owners can add and change information about their clients, projects, tasks, add/assign members and manage any projects and tasks. Click on the “Create account” link in the upper right corner of the screen. The System offers to fill in the required fields. After completing the account form, press the “Create account” button. When the account is created successfully, the System prompts a login, or click on the “Login” link in the upper right corner.

If you are not a Business Owner, ask the Account Owner or Project Manager to add you as a member with your correct role (see How Can I add members to the system?). When a member is added, click on the “Login” link in the upper right corner of the screen.

Сan I change my profile?

Yes. After logging in, click on the link “Your login Name” >> ”Profile”. On the Profile Edit page you can update your information.

Can I set (or update) my role in the PM System?

If you are an Account Owner or Project Manager, you can set roles for members e.g. Project Manager, Team Leader, Team Member, and Timesheet Approver.

Steps to follow:

• Choose the “Members” item from the horizontal menu “Manage” >> “Members”;

• Find the right person and click on the link with the name of the member, the System will open a Member View page;

• Click the “Edit Member” button on the Member View page, the System will open the “Edit Member” page;

• Here you can change the role of the member.

 

My first time in PM System.

Where should I start?

When you login to the System for the first time, the System opens your main working area with the sheets: My Important tasks, My Active projects, Statistics and Team Notice board. The first steps in the PM System should be:

• Add Clients (see How can I create a new client?);

• Add members (see How can I add members to the System?);

• Add Projects (see How can I create a new project?);

• Add Tasks (see How can I create a new task?).

How can I create a new client?

Choose the “Clients” item from the horizontal menu, “Manage” >> “Clients” and press the “Add Client” button. When all the required fields are completed, press the “Save” button and the PM System creates a new client.

How can I create a new project?

After a client has been added successfully, you may add a project for the created client. Choose the “Projects” item from the horizontal menu, “Manage” >> “Projects” and press the “Add Project” button. When all the required fields are completed, press the “Save” button and the PM System creates a new project for the current client.

How can I create a new task?

Choose the “Tasks” item from the horizontal menu, “Manage” >> “Tasks” and press the “Add Task” button. When all the required fields are completed, press the “Save” button and the PM System creates a new task for the project. Both client and project should be created before you add tasks.

How can I add members to the System?

Choose the “Members” item from the horizontal menu, “Manage” >> “Members” and press the “Add Member” button. When all the required fields are completed, press the “Save” button and the PM System creates a new member.

How can I assign members to a Project?

There are 3 options to do this by using either:

• “Edit Project”;

• “Add task”;

• “Edit Task”.

First option (“Edit Project”): Choose the “Projects” item from the horizontal menu, “Manage” >> “Projects” and click on a project name link. The PM System opens the “View Project” screen where you press on the “Edit project” button on the right side of the current project. The PM System opens the “Edit Project” screen. Click on the “Member” tab, choose a member from the list of members and press the “Save” button.

Second option (“Add Task”): Choose the “Tasks” item from the horizontal menu, “Manage” >> “Tasks” and press the “Add Task” button. The System opens the “Add Task” screen. When all the required fields are completed, including the field “Add Assignee”, press the “Save” button and the PM System creates a new task for a project and assigns a member to the Project (if he/she was not assigned before).

Third option (“Edit Task”): Choose the “Tasks” item from the horizontal menu “Manage” >> “Tasks”, click on the task title link and press the “Edit Task” button. When you add a member in the “Add Assignee” field and press the “Save” button, the PM System assigns that member to the Project (if he/she was not assigned before).

Where can I view my personal tasks?

There are 2 options to do this:

First option: Click on the PM System link in the horizontal menu (upper left corner of the screen). Here you can see ”My Important task” area, where your tasks are separated: Priority Tasks, New Tasks, Completed Tasks and All Tasks. Priority Tasks – a list of your tasks that are sorted by deadlines and priorities. New tasks – a list of your last 12 tasks. Completed tasks – a list of your tasks with status: Resolved. All Tasks – a link to the list of all tasks in the System.

Second option: Choose the “Tasks” item from the horizontal menu “Manage” >> “Tasks”. The System then allows you to use a filter. Click on “Filter” >> “Create Filter”. The System then opens the “Task Filter” where you enter the “Filter title” and lets you check the appropriate fields that include Project, Members, Status, Priorities and Types, then click the “Create New Filter” button. The System displays all the tasks that correspond to your personal filter.

Can I view my active projects?

Yes. Click on the PM System link in the horizontal menu (upper left corner of the screen). You will see the “My active project” area, which displays all the projects that you have created. Click on the name of a project for detailed information.

 

Edit Information.

Can I update information about a client?

Yes.

Choose the “Clients” item from the horizontal menu, “Manage” >> “Clients” and press the “Edit Client” button to the right side of the selected client. The PM System opens an “Edit Client” screen where you can view and update information about the client. When you update fields and press the “Save” button, the PM System updates information about the selected client.

Can I update information about a project?

Yes.

Choose the “Projects” item from the horizontal menu, “Manage” >> “Projects” and click on the project name link. The PM System opens a “View Project” screen where you press the “Edit Project” button to the right side of a current project. The PM System opens the “Edit Project” screen where you view and update information about a project. When you update fields and press the “Save” button, the PM System updates information about the selected project.

Can I remove a member from a project?

Yes.

Choose the “Projects” item from the horizontal menu, “Manage” >> “Projects” and click on the project name link. The PM System opens a “View Project” screen where you press the “Edit project” button to the right side of a current project. The PM System opens an “Edit Project” screen where you click on the “Member” sheet. From the list of Members, you click on the “X” link near the member and press the “Save” button. The System then removes that member from the current project.

 

General questions.

Can I select a specified list of tasks?

Yes.

Choose the “Tasks” item from the horizontal menu, “Manage” >> “Tasks”, click on the Filter drop-down list and choose “Create new”. You can create a number of filters to have the ability to select a specified list of tasks.

Can I see estimates that show times clocked by members for certain tasks on individual projects?

Yes.

Choose the “Projects” item from the horizontal menu, ”Manage” >> “Projects” and click on the Project name. In the “Project Tasks” section you see information about all the tasks for all members from a current project. In the “Project Time Entries” section you see information on how many hours each member has spent on certain tasks/activities in a project. In the “Project Statistic” section you see the time spent by every member in a project and also the correlation between hours and pay for a week, month or longer.

Does the System send notifications about processes?

Yes.

The PM System sends notification about the following processes: Task creation, Task Editing.

How can I add or stop email notifications?

Choose the “Profile Edit” link in the upper right corner of the screen. The System opens your profile where you can check/uncheck the “Email Notification” field.

How can I add or stop email notifications for a specified task?

Choose the “Tasks” item from the horizontal menu, “Manage” >> “Tasks” and click on the “Task Title” link. The System opens a “View Task” screen. On the right side of the screen you see the “Assignee” section. On the left of the assigned member you see an “eye” icon. If this icon is inactive, the member doesn’t receive notifications for the current task. If this icon is active, the member receives notifications. You can click on this icon to enable or disable it.

Can a client have access to the PM System?

Yes. Choose the “Clients” item from the horizontal menu, “Manage” >> “Clients” and press the “Add Contact” button. The System opens an “Add Contact” screen where you see the “Is Login required?:” field. If this field is enabled that allows the client to have system access. If this field is disabled that client doesn’t have system access, but it can be checked to enable it. Please note, the System will send an email message once a client account is activated, with instructions in the message.

What do the task (or defects) statuses mean? What is the life cycle for defects?

A task (or defect) has different statuses in the Life Cycle. A successful life cycle of a task (or defect) can be shown diagrammatically as follows:

Submitted: When a task (or defect) is added into the system without an assigned member, its status becomes submitted.

Assigned: If a member is assigned to a task, its status becomes Assigned. Click on the “Edit Task” button on the “View task” screen, choose an assignee from the list and click on the “Save” button.

Open: At this stage a team member has begun analyzing and working on a defect fix. Click on the “Open” button on the “View task” screen.

Resolved: When a developer makes any necessary code changes and verifies those changes, he/she can then mark the task (defect) status as ‘Resolved’ and the bug is passed on to the testing team. Click on the “Resolve” button on the “View task” screen.

Re-open: If the task (or defect) still exists even after the task (or defect) is fixed by a team member, the task can still be re-opened with the task (or defect) going through the life cycle once again. Click on the “Re-open” button on the “View task” screen.

Closed: This stage means that the task (or defect) is fixed, tested and approved. Click on the “Close” button on the “View task” screen. Also a task can have a “Cancelled” stage.

Cancelled: The “Cancelled” stage appears if no further changes are required to have the application function properly, or a task has been added by accident. Click on the “Cancel” button on the “View task” screen that is independent of the current task’s stage.

Can I delete a task?

Yes.

Choose the “Tasks” item from the horizontal menu, “Manage” >> “Tasks” and click on the “Task Title” link. The System opens a “View Task” screen. Press the “Delete” button. The System then deletes that task.

Statistics. 

What kind of statistics can I use in an analysis?

The PM System offers the following kinds of statistics: Task statistics, Project statistics by members, Member statistics, Client statistics and General Statistics (from me, teams and statistics for all projects).

Where can I view Task statistics for a member?

Choose the “Tasks” item from the horizontal menu, “Manage” >> “Tasks” and click on the “Task Title” link. The System opens a “View Task” screen. On the right side of the screen you see a “Task Statistics” section for members of the current task: time spent by every member on a current task and also the correlation between hours and pay for a week, month or longer.

Where can I view Project statistics for members?

Choose the “Projects” item from the horizontal menu, ”Manage” >> “Projects” and click on the “Project name” link. The System opens a “View Project” screen. On the right side of the screen you see the “Project Statistic” section for members of the current project: time spent by every member on a project and also the correlation between hours and pay for a week, month or longer.

Where can I view Client statistics?

Choose the “Clients” item from the horizontal menu, “Manage” >> “Clients” and press the “View Client” button to the right side for current clients. The System opens the “View Client” screen where you see a “Client Statistic” sheet for clients by project and team: time spent by every member on all projects and also the correlation between hours and pay for a week, month or longer.

Where can I view Member statistics?

Choose the “Members” item from the horizontal menu, “Manage” >> “Members” and click on the “Name Member” link. The System opens a “View Member” screen where you see the “Member Statistic” section for a current member by their project: time spent on every project and also the correlation between hours and pay for a week, month or longer.

Where can I see my personal statistics?

You can see personal statistics using 3 functions: “PM System” link, “Reports” link and the Member View screen

1) Using the “PM System” link: Click on the “PM System” link in the horizontal menu (upper left corner of the screen). The System opens your personal tasks and projects. In the lower right part of the screen you see the “Statistic” section. In the tab “Me”, the System displays information about the status of active projects, hours and pay during a week, month or longer.

2) Using the “Reports” link: Click on the “Reports” item in the horizontal menu (upper left corner of the screen). The System opens a Reports screen which offers a choice to filter certain reports with statistics.

3) Using the Member View screen: Choose the “Members” item from the horizontal menu, ”Manage” >> “Members” and click on a certain Member. The System opens a “View Member” screen where on the right side you see the member’s statistics.

 

Expenses.

Can I add expenses for a project?

Yes.

Choose the “Expenses” item from the horizontal menu, “Manage” >> “Expenses” and press the “Add Expenses” button. The System opens an “Add Expenses” screen where you fill in all the required fields and press the “Save” button. The System adds new expenses to a current project.

Can I add expenses to a task?

Yes.

Choose the “Tasks” item from the horizontal menu, “Manage” >> “Tasks” and click on the “Task Title” link. The System opens a “View Task” screen. Click on the “Expenses” sheet in the central part of the screen and press the “Add Expenses” button. In the pop-up screen you fill in all the required fields and press the “Save” button. The System adds new expenses to a current task.

How can I see a list of all Expenses?

Choose the “Expenses” item from the horizontal menu, “Manage” >> “Expenses”. The System shows a list of all Expenses.

 

Reports.

What information contains the Summary report?

The summary report contains the following information: Project Tasks Level, Tasks List Level, and Time Entries Level. Project Tasks Level: general quantity of time spent (in hours) and the general amount per project. Tasks list Level: list of tasks with a short description (Status, Priority, Type, Billable), time spent (in hours) per every task and the amount for every task. Time Entries Level: list of activities for every task, the responsible member per activity, time spent (in hours) per activity and the amount for every task.

Where can I see the summary report? Click on the “Reports” item in the horizontal menu (upper left corner of the screen). The System opens a Reports screen where a filter for a certain report is chosen. If you don’t check a value for the filter, then the System displays a report for all projects, clients and members.

Can I see the summary report for a selected range of dates?

Yes.

Click on the “Reports” item in the horizontal menu (upper left corner of the screen). The System opens a Reports screen where you choose the dates for your report in the field “Select Date Range” and press the “Apply” button.

Why do I see “Amount=0” in the Summary report? In the case when a task is not billable, you see the amount for a current task = 0. To update billable parameters, click on the “Task Title” link. The System opens a “View Task” screen where you can press the “Edit Task” button and check the “Billable” value.

 

TimeSheets.

Why are timesheets needed?

A timesheet is a list of tasks and activities for corresponding projects, with status and time spent information. Timesheets help to check and analyze work hours. They also show the status of work whether complete or not, the time spent on current activities and to help build statistics about time worked by each member of a project.

How can I complete all my activities in the timesheets for a current project?

Click on the “Timesheet Edit” item in the horizontal menu, ”Timesheets” >> “Timesheet Edit”. If you want to end an activity for a current project or task, you can click on “Finished” to the right of each activity. Please note: Finished activities will not be displayed subsequent weeks.

Who can approve a timesheet?

The timesheet can be approved by a member with the role Timesheet Approver. I’m a Timesheet Approver.

How can I reject timesheets?

Choose the “Timesheets Review” item from the horizontal menu, “Timesheets” >> “Timesheets Review”. The System shows your timesheets with your projects, tasks and activities

How can I add time spent to my task?

You have 3 options:

First option (using Timesheets): Choose the “Timesheet Edit” item from the horizontal menu “Timesheets” >> “Timesheets Edit”. The System shows your timesheets with your projects, tasks and activities. If your activity exists on the timesheet, you can add hours spent for this activity (If you spent 15 minutes put the value = 0.25). If the activity is finished, check the “Finished” checkbox. If an activity is not in the list of tasks yet, you can add it. Click on the “Add Activity” icon, complete the Activities title and hours spent on the current activity.

Second option (using Time entry): Choose the “Projects” item from the horizontal menu, ”Manage” >> “Projects” and click on the “Project name” link. The System opens a “View Project” screen. On the right side of the screen you see the “Add Time Entry” sheet for a current project. Fill in all the required fields and press the “Add Time Entry” button. This entry is added to your timesheet automatically. Please note, this activity automatically finishes.

Third option (using View Task): Choose the “Tasks” item from the horizontal menu, “Manage” >> “Tasks” and click on the “Task Title” link. The System opens a “View Task” screen. In the central part of the screen you see a “Timesheets” tab. If there is no activity for this task you may add it. Click on the “Add Activity” icon, fill in the Activities title and hours spent on a current activity (by hours: If you spent 15 minutes, put the value=0.25). This activity is added to your timesheet automatically.

Can I see the timesheet for a certain member?

Yes.

Click on the “Timesheet Review” item in the horizontal menu, “Timesheets” >> “Timesheets View”. The System allows you to choose a member from the Timesheet Review.

Can I add a new activity to a task?

Yes.

You have 3 options:

First option: Open the “Project Tasks” section on the “View Project” screen. On the right side of the project tasks, you see the sheet “Add Time Entry” where you can add a new activity for a particular task.

Second option: You can add a new activity in Timesheets. Click on the ”Timesheet Edit” item in the horizontal menu, “Timesheets” >> “Timesheets Edit”. The System opens Timesheets where you can add an activity by clicking on the icon “Add Activity”.

Third option: Choose the “Tasks” item from the horizontal menu, “Manage” >> “Tasks” and click on the “Task Title” link. The System opens a “View Task” screen. In the central part of the screen you see a “Timesheets” tab . Click on the “Add Activity” icon, fill in the Activities title and hours spent on a current activity (by hours: If you spent 15 minutes, put the value=0.25). This activity is added to your timesheet automatically.

Why can’t I add an activity to a task?

The System doesn’t allow adding activities when the task status is closed or canceled. You need to add the task again and then add an activity to this task.