User Guide AlineaSol Project Management 2.x v1

User_Guide_AlineaSol_Project_Management_2.
x_v1
User Guide
AlineaSol
Project Management 2.x v1
Version:
Date:
1
29/03/2014
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User_Guide_AlineaSol_Project_Management_2.x_v1
Contents
1
Introduction ...................................................................................................... 3
Acknowledgements ........................................................................................... 4
Community and Enterprise versions ................................................................... 5
Installation ........................................................................................................ 6
4.1
First time install .......................................................................................... 6
4.2
Install new version ...................................................................................... 6
4.3
Activation ................................................................................................... 7
Creating a Project .............................................................................................. 8

5.1
My first Gantt ........................................................................................... 10
Menus ............................................................................................................. 12
6.1
Main menu ............................................................................................... 12
6.2
Edit Menu ................................................................................................. 12
6.3
Status menu ............................................................................................. 14
6.4
Graphical menu ..................................................................................... 15
Baselines ......................................................................................................... 16
Rules ............................................................................................................... 17
Reports............................................................................................................ 18
10
Publishing and workflows............................................................................. 19
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Introduction
This document is a quick user guide to AlineaSols Project Management module for
SugarCRM. The guide covers release 2.X.
AlineaSol Project Management (Asol PM from now on) is part of a family of modules
that AlineaSol has developed on top of the SugaCRM base. These modules include:
Module
AlineaSol Project Management
AlineaSol Reports
AlineaSol Work Flow Manager
AlineaSol Blue Theme
AlineaSol Projects
AlineaSol Publish Home Page
Community
V
V
V
V
V
Enterprise
V
V
V
V
V
Both community and enterprise editions have regular new releases. The enterprise
versions include direct support from AlineaSol.
Asol PM have been tested and run on both CE and Professional versions of SugarCRM.
As with all AlineaSol modules, MySQL is required as database.
Asol PM Enterprise supports baselines of projects and comes bundled with Reports
(using AlineaSol Reports) and workflows (using AlineaSol WFM)
This User guide covers both versions.
Note that this is not an administration guide. See currently Readme notes in package
for administration, configuration and a considerable number of advanced options.
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Acknowledgements
A big thank you to Roberto Bicchierai, from Open Lab in Italy for the TWproject Gantt
editor that has been integrated into this package.
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Community and Enterprise versions
**To be filed in.
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Installation
Asol PM, community edition, can be downloaded at:

http://www.sugarforge.org/projects/solcrm/
Requirements:
Use MySQL as database
For enterprise editions you can contact us at: info@alineasol.com
4.1
First time install
Follow the standard way to load a module in SugarCRM:

Download Asol PM
Login as a SugarCRM admin user
Goto Admin
Select Module Loader
Select the module, and upload
Install the module
You should have now a new module AsolProjects that you can assign to your users.
4.2
Install new version
Recommended procedure:
Uninstall older version but KEEP DATABASE
Install new version of module
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4.3
Activation
Asol PM should be ready to run now. Make sure that the roles you want to use have
the proper assignments (under SugarCRM roles management).
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Creating a Project
Note: all screenshots are using AlineaSol Blue Theme.
Select AsolProjects: Create AsolProject.
And now Create:
Fill in:
o Name
o If you are using a Wiki (or other CMS), you can include here the URL and
alias
o Status: Fill in the corresponding status.
o Priority: use as you prefer.
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o Description: You have a html editor at your disposal to make it as nice as

you want.
o For the time being forget about the rest.
And click Save.
You have just created your first, alas empty, project.
You will see in the second half of your screen the nice looking Gantt editor.
Before starting to add tasks, there are a number of things to take into account:
Editions are only possible by the owner and explicitly assigned editor.
Only one user can edit the gantt at the same time (taken care of by the system)
You can ONLY edit the Working Version (link in the upper half, to the right)
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The Gantt you will see in the detailed view of the project is the last published
version. Note that this Gantt may not be the same as the one you are working
on! (this is a feature, NOT a but ;-)).
So lets start with our first Gantt.
5.1
My first Gantt
Click on the Working version link. You can now start editing:
Click on the pencil icon (icon will become more colourful)
And then the expand button to make it easier to work
More colours and more room:
The Gantt editor is split up in two areas: the task definition area to the left, and the
graphical representation to the right.
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Just start filling in your project plan tasks:

At the highest level, you will have the main project. Note that this is the only
item at this level. In the future we want to include the possibility to merge
projects into larger collaborative projects.
Name: name of the task
Start: by default it starts with tomorrow. Just click to change the date
End: is automatically calculated based on duration
Dur(d): duration in days.
Dep.: dependency. You have two formats: x,y (eg. 4,5) which means that tasts X
and Y must be finished before starting this project (FS relationship), or x:d,y
(e.g. 4:3,5) which means d days after finishing x (and finishing y). You will see
the appropriate arrows appearing to the right.
And there you have your first project (if you dont forget to hit save).
Now, once you have saved your project, and you go to the detail view of the project,
you will still see an empty Gantt.because you have not published it yet! More of this
later.
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6.1
Menus
Main menu
At the top of the Gantt you will see the main menu. Going from left to right.
Name of the project and version
Edit icon
Undo
Redo
Insert task above
Insert task below
Indent
Remove indent
Move up
Move down
Zoom out
Zoom in
Delete taks (and children)
Print
Show critical path: this shows what tasks determine the longest path in your
project.
File options:
o Save
o Create baseline (only for enterprise)
o Publish: to show to the public
o Export (JSON format)
o Import (only export format allowed)
o Clear (bye-bye gantt)
Implode/explode button
6.2
Edit Menu
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If you click on the pencil next to the task number, you will see the Edit menu.
You can include here task specific data. Main components:

Progress: if you want to entertain, you can put here a value between 0 and 100.
Looks good on the graph part as you will see the box filling up with a green
colour.
Description
Assignments: We currently allow you to add the owner and previously assigned
participants (in main detail view of the project) with one of the two roles:
o Responsible (should be only 1)
o Participant
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6.3
Status menu
If you click on the traffic-light icons, the status menu will appear.
The following color-scheme is used:

Green: active
Blue: finished
Darkish: failed (we recommend to use for automated processes: currently not
supported)
Orange: on hold
White: not defined.
Note that the status of a parent will impact the status of the children. Also, note that
an action cannot be finished if it depends on another task that is not finished
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6.4
Graphical menu
You will notice that you can actually do a lot of things in the right part of the Gantt:
Drag and drop (horizontally)
Click on a task and then expand.
Hover over a task, click on one on the appearing circles and drop it in the
middle of another task to create a dependency.
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Baselines
Only for Enterprise version.

You can define multiple baselines to reflect different views on the project execution.
Typical baselines are:
Project agreed
Project revisited due to new circumstance
Status-update phase X

Final project
Note that the last published version will be one that will appear in the detail-view of
the project.
In the future we will
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Rules
You will notice that a number of things may behave slight different than you may
expect:
You can give a duration to a parent. If you add children, the length of the
parent will be adapted to the length of the children when you define that
length (will not happen immediately)
You may not be able to change the status of a task due to dependencies.
You may not be able to change the start of a task due to dependencies.
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Reports
If you are looking for Report facilities for a project or additional export facilities in e.g.
csv format, just think AlineaSol Reports.
Along with the enterprise version we provide:
Representation of any project in table view (that can be exported to html, etc)
Tasks that are delayed in my projects.
My tasks that are not finished
Open tasks in my projects
Of course some of these you really want on your dashboard, so consider AlineaSol
Publish Home Page.
Note though remarks about publishing and workflow: you can only create reports
about published versions
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10 Publishing and workflows

Note that until you actually publish a Gantt, it will not be integrated into Sugar, i.e.
no entries in task modules, etc. will be created. This is relevant for Reports, Workflows,
etc.
If you are using AlineaSol WFM, and you are using larger projects (50? Tasks) we do
not recommend to have AsolProjectTasks associated with the WFM. This is due to a
bug in some underlying technology that will add a 1s delay every time you change
some data in a task. So if you add e.g. a new task at the beginning, there will be a lot of
changes that will have to be processed. We recommend instead that you use a
scheduled workflow to check on changes, etc.
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Community and Enterprise versions ................................................................... 5

First time install .......................................................................................... 6

Install new version ...................................................................................... 6

Creating a Project .............................................................................................. 8

My first Gantt ........................................................................................... 10

Main menu ............................................................................................... 12

Edit Menu ................................................................................................. 12

Status menu ............................................................................................. 14

Graphical menu ..................................................................................... 15

Publishing and workflows............................................................................. 19

Community and Enterprise versions

**To be filed in.

Asol PM, community edition, can be downloaded at:

First time install

Follow the standard way to load a module in SugarCRM:

Install new version

Note: all screenshots are using AlineaSol Blue Theme.

Select AsolProjects: Create AsolProject.

And now Create:

o Description: You have a html editor at your disposal to make it as nice as

You have just created your first, alas empty, project.

So lets start with our first Gantt.

More colours and more room:

Just start filling in your project plan tasks:

You can include here task specific data. Main components:

The following color-scheme is used:

Only for Enterprise version.

10 Publishing and workflows

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