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Application Manager Tasks

 

Initial Setup (On-Premise Only)
Resources Administration
Archive Setup
Document Templates
Project Template Definition

The Application Manager is the user with the most rights in the Geniusproject application. The Geniusproject configuration and management requires deep insight into the application.

Before starting with Geniusproject, the application manager must decide on some important parameters:

  • The main currency and the secondary currencies.

  • The currency of a Projects database cannot be changed once documents have been created in this database. The 'Workload unit, in the Timesheets and Projects databases, it is possible to choose between days and hours as the unit of time measure. The units of these databases may be different. By default, the unit is 'Hours' in the Timesheets database and Days in the Projects databases. The unit cannot be changed once documents have been created in this database.

To use Genius Integrator or not. Genius Integrator makes the management of attached files easier. It allows also for the generation of Microsoft® Excel reports and management of Microsoft® Word and Microsoft® Excel templates. Be aware that this feature requires the usage of an ActiveX for the Web. This means that Microsoft® Internet Explorer is required as a web browser. It is also incompatible with the Lotus Notes client under Mac OS.

Genius Integrator must be enabled or disabled system wide. It cannot be disabled once documents have been created with attachments in a database.

Initial Setup (Mandatory for on premises only)

The initial setup is done once per database after its creation by the administrator.

It consists of:

  • Linking the new database to the 'Portfolio' database (the 'Portfolio' database is the only one not linked).

  • The creation or modification of mandatory setup documents.

Resources Administration

Resources administration consists of the creation of new resources (users), and possibly companies and groups.

One Resource document is required for each user of the application.  A resource may be created even if there is no corresponding user, for example to represent a generic resource in a project template (customer, project leader, developer, etc...).

Use the 'Resource' document to specify the resource license, rates and distribution profile (among other things).

Use the Company document to group resources by company. If company rates are used, do not forget to create companies and the corresponding Rates setup documents before creating resources.

The Group (On-premises only) document allows one to define the Company Directory groups usable for document distribution and access rights. This is especially useful when the company's address book contains a large number of groups.


Additional Setup

The additional setup consists in the creation of optional setup documents, and possibly in the customization of the databases.

The application manager can create (or delegate the creation of) document templates and project templates.


Project Templates

Projects templates are very useful, reusable elements. Each defined project template might contain a set of documents which already contain data. This allows a project leader to save time when creating new projects based on the same template.

These projects automatically contain documents that may already be partially filled out for him/her.

Any kind of document, for example a Microsoft® Office document, can be attached to a template, thus offering the maximum in flexibility and reusability.

Monitoring

During normal operation of the databases, some problems may arise when the agents process documents, mainly in the 'Projects' and 'Timesheets' databases.

For example:

Through his/her timesheet a user inputs time on a task that has been deleted.
Through his/her timesheet a resource still inputs time on a task to which he/she is no longer assigned.

In those cases, a specific document is marked as a problem and displayed in a specific view. This allows for the detection and reprocessing of the documents. Usually the documents must be corrected manually before reprocessing them. 

Initial Setup (On-Premise Only)

The initial setup is done once per database after its installation by the administrator, if not done already. It consists of:

  • Linking the new database to the 'Portfolio' database (the 'Portfolio' database is the only one not linked).
  • The creation or modification of mandatory setup documents.
  • The publishing of resources in the new database.

It is necessary to fill out the mandatory setup documents in each database before using Genius Project.

To fill out the setup documents:

  • Open the Setup & Administration' console of each module by clicking on the icon in the top-right corner.
  • Choose one of the modules

  •  Click on the 'Setup' tab (already opened by default).

  • Go to the view 'General' (default, when the 'General' tab is opened).
  • Open or create the corresponding setup document.

  • Modify the field values (refer to each specific document for detailed explanation).

  • Save the document.

Important Note: For the initial Geniusproject setup proceed as described below. For databases that are added subsequently, always first create a link to the database in the 'Portfolio' database before creating the database's setup documents.

Portfolio Module/Database

  • Create the General setup document.

  • Setup the database links in the Portfolio database.

  • To allow the databases to be interconnected and working as intended, they need to be linked through a Linked database document of the Portfolio database. To create a linked database :

  • Go to the Portfolio database, Setup & Administration context, in the  Linked databases view.

  • Click the Create menu, then select New database to create a new Linked database setup document.

  • Link the newly created database

Resources Module/Database

  • Create the General setup document.

  • Create the Availabilities management setup document.

  • Create the default Rates setup document ('All - All - All').

Projects Module/Database

  • Create the General setup document.

  • Create the Keywords & Labels setup document.

Timesheet Module/Database

  • Create the General setup document.

Resources Administration

The resources administration consists of the creation of new resources (users), companies and groups, and in their update when necessary.

One Resource document is necessary for each user of the application. A resource may be created even if there is no corresponding user, for example, to represent a generic resource (customer, project leader, developer, etc...) in a project template. The resource document allows one to specify the resource license, type, rates and distribution profile (among other things). It is in the 'Resources' database where the match is done between the bought and used licenses (see Licenses information).

Geniusproject can also manage 'generic resources'. They are virtual resources that allow for a better management of project templates and long term planning. See the 'Resource management' principles for more information about generic resources.

The Company document allows one to group resources by company and to define default rates for a company location. If company rates are to be used, do not forget to create companies before creating resources, and then the corresponding Rates setup document. The company locations are also used to limit the scope of Public holidays.

For On-premise version, the Group document allows one to define the company Directory groups usable for document distribution and access rights. This is especially useful when the company's Directory contains a lot of groups.

Since Geniusproject is a multi-database system, all resources (resources, companies and groups) are published from the 'Resources' database into the other databases through the resource's destinations.

Updating the Rates of the Resources

If the rates in Rates setup documents are modified, it is possible to update the rates directly in all Resource documents:

Make sure that the 'Rates' setup documents are up-to-date.

In the Actions menu of the 'General' setup view of the 'Resources' database, click the Actions menu and select Update the resources rates.

The Resource' documents are only updated if the Import the rates parameter is checked.

Once the resources are updated, they must be published in the destination databases to be updated, if needed.

Resources Bulk Edit

To facilitate the update of existing resources, it is possible to modify several resource at a time directly from the 'All' views menu under the 'Resources' tab.

The field Destinations is such an example and is described in the Publishing section.

Some key data, for resources only, can be directly changed from the views, through the Actions menu --> Modify the resources...: 

  1. Go to the Resources tab, choose any of the views.
  2. Select the resources to process in the view.
  3. Click the Actions menu and select Modify the resources... 

 

 

In the following dialog box, select the field you want to modify. 

 

Click OK.

Creating a Generic Resource Automatically

It is possible to easily create generic resources based on the various resource types defined in the General setup document of the 'Resources' database. To do so:

  1. Go to the Setup & Administration module of the Resources database, Setup tab, 'General' view.

  2. Edit the General setup document.

  3. Change the value of Create the generic resources from the defined resource types? to Yes.
  4. Select the destination databases where to publish the generic resources in the Publish in databases? field.



  5. Save and close the document.

  6. For each resource type, one generic resource is created and automatically published in all the selected destination databases.

  7. The name of the generic resource is computed according to the following format: %[ResourceType]_1.

The external ID of the generic resource is computed by removing all spaces in the resource's name and keeping the six first letters (and adding letters if necessary to ensure the uniqueness of the external ID).

Publishing Resources

All resources, that is, 'Resource', 'Company' and 'Group' documents, must be published in the destination databases in order to access and use these databases.

Important Note: Each time a 'Company', 'Resource' or 'Group' document is saved, it is automatically published in the listed destination databases.

Important Note II: Although 'Timesheets' databases can be selected as a destination in 'Company' and 'Group' documents, they are not published there, since they are not used in 'Timesheets.' To publish resources from a view:

  • Go to the 'Resources' tab, into one of the views, depending on the resources that must be published.

  • Select in the view of the resources to publish.

  • Click on the Update the destinations menu .

  • In the dialog box, select the destinations databases where to update the resources. The list of choices comes from the Portfolio database. It is the list of all databases where resources can be published.

  • The field Destinations of the document must contain the destination database in order for the resource to be published in it. For example, if one selects a resource that have only Projects in the Destinations field and then selects the 'Timesheets' database in the destinations to update, nothing will happen.

  • Click OK.

  • If the resource already exists in the destination database, it is updated.  If not, it is created.

  • It is not possible to add or remove destinations from a view. This must be done directly in the document.

Renaming a Resource 

This function is used to manage the situation when a resource Lotus Notes username is changed for one reason or another.

Edit the concerned 'Resource' document.

Click the Actions menu and select Resource Rename.

In the dialog box, input the required changes. See table below.

 

 

Click OK.

The resource's name is updated in all the destinations databases of the resource, including the 'Resource' document in the 'Resources' database where the action was done. The plans (Gantt) in the 'Projects' modules.

New first name

If required, the new first name of the resource.

New last name

If required, the new last name of the resource.

New initial

If required, the new initial of the resource.

New email address

If required, the new email address of the resource.

New external ID

If required, the new external ID of the resource.

New user name

The new username of the resource. The common name part is computed based on the other fields. 

Note: This operation can be rather long, depending on the number of destination databases and the number of documents in each database. Indeed, the action scans each field in each document of all databases (with the exception of the 'Timesheets' database) to ensure that the name is changed everywhere.

Replacing a Resource

This function is used to manage the situation when a resource must be replaced with another in one or more databases.

  • Edit the concerned 'Resource' document.

  • Click the Actions menu and select Replace the existing resource.

 

In the dialog box, select the database where to replace the resource, and the resource which to replace it with. See table below.

Resource to replace

The name of the database in which to replace the resource. Single-selection field. Mandatory.

Within the database

The resource who will be replaced. Retrieved from the resource document. Not editable.

Replace with

The list of resources defined in the 'Resources' database.

  • Click OK button.

  • The resource is replaced in the selected destination databases of the resource. If it is a Projects database, then the plan’s (Gantt) is also updated.

Changing the Resource/User Password

To change a password, navigate to the resource view

Click on your Personal profile menu which will be displayed as your name and select My profile.

  • Edit the concerned 'Resource' document.
  • Click on the Action menu and select Change the password.

 

A dialog box will be displayed where you can enter a new password.

 

  • Enter your new password in the New password field. Geniusproject will simultaneously calculate the score for the new password’s level of security. The higher the percentage, the more secure the password. We recommend using an alphanumeric password combining upper and lower case characters.

  • Confirm your new password by re-entering it in the Password confirmation field

  • Click OK to save the change

Archive Setup

Archiving is part of the project life cycle, and can be performed at any time, whatever the project status is. Data of existing projects is stored in a separate database either to backup a project or to archive completed projects.

It requires one to create an 'Archive' setup document in each 'Projects' module/database.

To create an 'Archive' setup document:

  1. Open the 'Setup & Administration' console of the concerned Project database/Module.

  2. In the Setup tab,  General view, click the Create menu and select Archive setup.

  3. Fill in the Archive setup document.

  4. Save the document.

  5. Only one 'Archive' setup document can be created per Projects database/module.

 

Global Archiving

It is possible to proceed with a global archiving of a 'Projects' database:

  1. Open the Setup & Administration console of the concerned Project database/Module.

  2. Open the Archive setup document.

  3. Click the Actions menu  and select Archive all the projects.

  4. This will copy all the projects in the database to the Archive database. But no project will be removed from the Projects database.

 

Archiving a Project

A project can be archived at any time.  Once a project is archived, it can be restored at any time. See the principles of the Archiving process for more information.

To archive a project:

  1. Open the project description.

  2. Click the Actions menu and select Archive.



  3. A dialog box will open asking if you would like to delete the original project after it has been archived.




  4. Make your choice and click OK to archive.

Document Templates

In addition to standard documents such as issue reports or progress reports, Geniusproject provides a document template library in which to store predefined documents. 

The document template library is available in each 'Projects' module. However, it is possible to implement a centralized template library in a chosen 'Projects' module.

Document templates are available in the 'Setup & Administration' in the tab 'Templates', view 'Document templates' of the 'Projects' module and are usually managed by the application managers.

Each template is linked to a document type. Several 'document templates' can be of the same type. The various document types are defined in the Keywords & Labels setup document.

Basically, there are two types of document templates:

  • Templates with a customized form,
  • Templates with an attached document, such as Microsoft® Word or Excel.

 

Document Templates with Attachment

The following process explains how to create a template that includes attachments, provided that Genius Integrator is enabled.

  1. Open the Projects module Setup & Administration console, in the Templates tab, select the Document templates view .

  2. Click the New menu and select Document template.

  3. In the dialog box select the Standard value and click the OK button.

  4. Once the new template is open, select the Template type from the Type list.

  5. Fill in the template name. For instance, if the type is Meeting minutes, the name could be Weekly meeting we xx or Project status etc., depending on the purpose of the meeting.

  6. Fill in the Title; when a document is created from this template, the title of the document is initialized by the title of the template.

  7. Fill in the rich text section. (Optional.)

  8. Go to the Attachments section.

  9. Click the link Attach… to open the Attach file browser, select a document of any type and click the OK button. This can be done up to ten times.



  10. Save and close the document. 

 

Document Template with Customized Forms 

Creating aGeniusproject Template Document' that contains a customized data structure first requires to design the structure (ask your Genius consultant for this).

Geniusproject can contain as many subforms as needed to be used ‘n 'Document templates'. These subforms must all be named 'SubformTemplateXXX and are stored in a specific database that contains the predefined customizable elements.

Assuming that the required subform is designed and imported in Genius Project, the following two steps process explains how to create such a 'Document Template' in Genius Project.

Link the subform with Genius Project:

  1. In the Projects module Setup & Administration' console, in the Setup' tab, General view.

  2. Edit the Keywords & Labels setup document and go to the Templates subforms section; the document shows all available subforms and the Using name they have when enabled.

  3. Select the required subform (the Using name should be Disabled) and click  the corresponding radio button in the left margin.

  4. Click the Enable link at the bottom of the page.

  5. In the dialog box, fill in the name.

  6. Save and close the setup document.

  7. Now the specific subform is ready for implementation in a Document Template.

Create a document template using a specific subform:

  1. Open the Projects database.

  2. In the Projects module Setup & Administration console, in the tab Templates, view Document templates.

  3. Click on the menu [New > Document template].

  4. In the dialog box select the name set in step 5 in the process above and click the OK button.

  5. Once the new template is open, select the 'Template type' from the 'Type' list.

  6. Fill in the template name. For instance, if the type is 'Meeting minutes', the name could be Weekly meeting we xx or Project status, etc., depending on the purpose of the meeting.

  7. Fill in the Title; when a document is created from this template, the title of the document is initialized by the title of the template.

  8. Possibly pre-fill the fields

  9. Attach documents (See previous section.). (Optional.)

  10. Save and close the document.

 

Restricting Access to Document Templates

It is possible to restrict the access to a document template to a specific resource, a set of resources, groups, roles (which must then be assigned in each project), or a combination of all.

  1. Edit the Document template setup document.

  2. Go to the Access section.

  3. In the  Accessibility field, select Restricted.

  4. In the Resources/groups field, select the resources and/or groups that will have access to the template, if applicable.

  5. In the Roles field select the roles that will have access to the template, if applicable.

  6. If both Resources/groups and Roles fields are filled, then the logical operator must be chosen, either And or Or.

  7. Save and close the document.

Project  Templates Definition

Project templates are very useful, reusable elements. Each project template can contain a set of prefilled documents. This is a time saving solution because it allows project leaders to quickly create new projects based on model projects that resemble theirs. Most of the required documents are thus already created for the project leaders. They only need to complete or modify what does not meet their requirements.

Creating a project template is exactly like creating a project and the various elements which make it up. The main difference between a project and a project template is the status of the 'Project description' document and the use of generic resources instead of named resources.

It is possible to create a project from the copy of an existing project, provided that the copied project has not started, i.e. no time has been spent on tasks.

It is good practice to put all project templates in a dedicated 'Project templates' database.

How to Proceed to Create a Project Template

In the Project Description 

  1. Change the project description Status field to Template (code #01).

  2. In the Participants section fill in the lists with generic resources. By default, the names of such resources start with % and are easily recognizable.

  3. No need to fill in the Project Leader field with a generic resource as this field is automatically replaced by the resource that creates the project from a template. However, some tasks may also be assigned to the project leader. It is strongly recommended that all tasks in a project template are assigned to generic resources. It is therefore wise to add the generic resource corresponding to the project leader, for instance %Project_Leader to the Project Leader Substitutes list. This ensures that the replacement of the generic resources also applies to the project leader assignments.

  4. Fill in the Classification section and the Budget section if it makes sense to pre-fill such information.

  5. If some project leaders are not allowed to access certain templates, specific rights have to be implemented in the project description of these templates.

    1. Click on the View action bar and select Security

    2. Set up the Read Access to meet the requirements; for instance, change the Read access Type to Private and fill in the Additional Readers with the project leaders that are allowed to use this template.

Note: Project templates are available to users when they are visible in the Portfolio, i.e. when the Refresh the list of projects agent of the Portfolio database has run.  Project templates are visible to any resource having the ViewTemplates role  in the Portfolio.

Note 2: When specific rights have been set up at the Project Description level, the project leader that creates the project from the template must change the default Read Access Type value back to Project, in order to allow the project participants to see the Project Description document.

In the Plan (Gantt)

To plan a project template is the same as to plan a standard project, except for the topics that are listed below.

The author of the plan (Gantt) should be the Project Leader generic resource, because when the plan is synchronized and the tasks are generated, the Requester of the tasks is by default the author of the plan. Defining the author of the plan as a Generic Resource ensures that the requester of the tasks is replaced by the actual project leader of the project when the Replace the generic resources is used.

  • Edit the Plan document

  • Click on the key   icon in the right lower corner of the header.

  • In the Author field, select the correct generic resource.

The resources available in the plan should be generic resources. There is no difference between assigning a named resource and a generic resource.

It is not mandatory to synchronize the plan of a template. However, it is necessary to synchronize the plan when tasks, assignments or deliverables contain information that does not come from the plan and thus must be updated manually. Here are some examples:

  • The activity type of the tasks is required in order to compute the cost of the task depending on the activity.

  • The approvers of the deliverables are known (generic resources or named resources).

  • Links are set between deliverables or between any document generated from the plan and other documents.

Documents

All document management features are available in project templates, but the way to use them is slightly different. Any kind of document can be created in a project template: standard Geniusproject documents, other documents, either from a template or using 'Generic' documents associated with a 'Type.' The most important thing to remember when using documents in 'Project Templates' is to use 'generic' instead of 'named' resources. This applies to the following cases:

For document of all types: 

  • Document properties Distribution.

  • Document properties Reply request.

  • Document properties Security: it is recommended to set the Author of the document to the Project Leader generic resource;

Risks: assign the tasks of the mitigation plan to generic resources.

Cost: select the Requester among the generic resources.

To Do: select the Assigned to resource among the generic resources.

Task: when created manually, that is, not generated by a plan synchronization, assign the task to generic resources.

Deliverable: when created manually, i.e. not generated by a plan synchronization, select the Responsible and the Approvers among the generic resources.

Workflows

If a workflow is assigned to a type of document used in a project template, the first status can be reached when the document is created, depending on the workflow definition. This occurs when the property Status by default of the first workflow status is set to Yes. According to this setup, the first status is assigned to the author of the document; hence a generic resource needs to entered, as recommended above in this document. 

If the Status by default is set to No, nothing needs to be done, since resources will be assigned to the document once a project was created from the template.

Note: To ensure that all document templates are up-to-date, it is recommended to use one 'Projects' database as the reference for all document templates in the Geniusproject environment.

Note2: The workflow definition must be consistent between the 'Projects' database where the project template is created and the 'Projects' database where the project is created from a template.

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