Jan 2010 Tutorial 1 Teamwork Work Plan Setup

Clearvale Tutorials

Tutorial 1

Teamwork

Work Plan Setup

© Copyright 2009 BroadVision On Demand Inc.

Introducing “Clearsoft”

• Clearsoft is a fictitious software company used throughout these tutorials.

• Clearsoft uses Clearvale to create the Clearsoft Connect network. The network enables employees and customers to communicate more effectively.


Tutorial episodes

• Work plan setup.

• Work Plan Tracking.

• Work Plan Performance Evaluation and Bonus Assignment.


What do I need to do?

• I am organizing Clearsoft’s Annual User Conference– I am team leader and need to get other colleagues involved in the

organization.

• I need to define a plan, tasks and activities to delegate to the various members of the group who will participate in the organization of the User Conference.

• I need to define – Tasks.– Deadlines.– Metrics to measure the progress of the activities.

• Once the User Conference has been organized and completed I will assign bonuses based on the performance of those involved.


What do I need to do?

• The overall tasks I need to create and assign are:– Create a blog to gather feedback from customers

regarding subject areas to cover during the User Conference.

– Create a User Conference community and invite those involved in the organization of the User Conference.

– Set up the information infrastructure within the community to hold all the required documentation.


How can Clearvale help?

• Clearvale provides a work plan management tool called Teamwork.

• With Teamwork you can:

– Create work plans.

– Create goals and tasks.

– Assign people to carry out goals and tasks and monitor their progress.

– Create reports.

– Assign bonuses.


Defining the work plan

• The work plan will be implemented as follows:– Work plan name: User Conf Plan.

– Major tasks:• Create a blog that will be active for one month and monitor it.

• Create and set up a Clearsoft User Conference community – Invite members: they will have one week to register.

– Define page layout of community.

– Define documentation infrastructure.

• Organize User Conference logistics.

• Gather and prepare presentation materials.

• Do a trial run of the User Conference.


How to: Create a work plan from community

• Teamwork is accessible via a community or network home page

• To access from your community, access it and from the Community Directory widget. – You are automatically taken to

the My Objectives landing page of Teamwork and from there you can create a new Plan or work with an existing one.


How to: Create a work plan from network home page

• Teamwork is accessible via a community or network home page.

• To create and work with Teamwork plans the network administrator will have placed the Teamwork Plans widget on the network home page.

• Locate the widget and select to view all– You are automatically taken to the

My Objectives landing page of Teamwork and from here you can create a new plan or work with an existing one.


How to: Create a work plan

• Provide:

– Plan Name.

– Start and End dates.

– State whether the plan is Active (you will set it to archived when the plan is no longer needed)• If plan is Archived it will

not be usable.



– If the setting Is Shared is set to Yes and the work plan is created from the network then all network members can access the plan and view which assignments are assigned to who.

– If the setting Is Shared is set to Yes and the work plan is created from the community then all community members can access the plan and view which assignments are assigned to who.



– If the setting Is Shared is set to No and the work plan is created from the network then only network members selected from the Share Plan tab will be able to view which assignments are assigned to who.

– If the setting Is Shared is set to No and the work plan is created from the community then only community members selected from the Share Plan tab will be able to view which assignments are assigned to who.



– Optionally provide Notes on the work plan and select Save and Next.

• You are then taken to the screen where you generate Checkpoints.


How to: Set checkpoints

• Before defining Tasks and Goals you must define Checkpoints.

• The status of this work plan will be checked once a week, every Friday:– Set recurrence to Fri.– Leave 1 week(s).– Click Generate Checkpoints.

• Remove dates that are not required.

• With Add Another Checkpoint you may add some more checkpoint dates.

• Click Save.


How to: Manage a work plan

• From the Teamwork tab called Manage you can change some of the details of a work plan and you can also create a new one:– The pencil icon allows you to change some details regarding

an existing work plan.

– With the calendar icon you can define checkpoints for your work plan.

– With the spreadsheet icon you can export some work plan data to a spreadsheet.

– The garbage can icon is for deleting the plan.


How to: Create and assign top goals, subgoals and tasks

• You can define three levels of assignments: Top goals, subgoals and tasks.

• Go to My Objectives to select the plan with which you wish to work.

• From the main area double click on Top goal.

– You will edit this goal with your information.


How to: Create top goals

• Top goals are automatically assigned an item number.

• The Assignee is the person in charge of carrying out the top goal. The Assignee must accept the assignment for the activity to commence

• If the Assignee and Reviewer are the same person creating the goal/task, then the goal/task is automatically accepted.

• Else, you will soon see how a different assignee accepts a top goal.


How to: Create Top Goals

– The Reviewer will review the progress of the top goal

– You will define Start and Due dates for this top goal.

– You will assign a priority (the weight) to this top goal.

– Save.


How to: View Top Goals

• When you finish defining your Top goals you may visualize a summary of the plan from the My Objectives tab.

• The ones whose status is Accepted are those ‘Accepted’ by the Assignee.

• The New ones are still to be accepted by the Assignee.


How to: View and accept assignments

• You are Jason Heggs and wish to view and accept the goals assigned to you.

• Open the Teamwork widget from the network home page or from within the appropriate community; the My Objectives page opens. Your plan will be selected and you will see Goals and Tasks assigned to you.


How to: View and accept assignments

• Highlight the goal to Accept or Decline it and right click.

• Select to Accept the goal.

• Select the Change Status option and you will have the option of declining the goal.

• The Goal now looks like this from the plan administrator’s point of view.


How to: Create subgoals

• You now wish to break down a Top goal into subgoals.

• From the My Objectives tab select the Top goal to which you wish to add details.

• Right click and select Add Subgoal.

• Provide details as you did for the Top goal– Numbering will commence

from the top goal number and will be assigned automatically.


How to: Create subgoals

• The weights of the same level subgoals indicate how important the goal is compared to other goals.

• Save.


How to: View subgoals

• From the My Objectives tab you can now see the sub goals and to whom they are assigned.

• To view goals and tasks assigned to someone else, go to Switch View and select a different member.

.


How to: Create tasks

• Finally you will identify the tasks involved in completing a goal.

• From My Objectives select the Top goal or Subgoal and right click.

• Select Create Task…



• Task numbering is automatic and will carry on from the above level.

• Give the task a Name.• Provide a Start and

Due date.• Weight indicates the

level of importance of this activity compared to the others.



• The Assignee is the person in charge of carrying out the top goal. The Assignee must accept the assignment for the activity to commence. The Reviewer will review the progress .

• Save the Task.


How to: View work plan summary

• From the Dashboard tab it is possible to view a summary of the work plan so far.

• This is the view seen by the work plan administrator



• This is the view seen by a project member



• From the My Objectives tab you may also see a summary of the assignments involved in the work plan.


Next

• Work plan setup

• Work Plan Tracking

• Work Plan Performance Evaluation and Bonus Assignment

Jan 2010 Tutorial 1 Teamwork Work Plan Setup

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