Everything you need to know about Mission Control...

You can flag a Project as a Template by setting the ‘Template’ Checkbox field to TRUE on the Project record. A Project Template is the same as any other Project, in that it will comprise of records in the Project, Milestone, Action, Contributor, Checklist Item and Dependency Objects. The ‘Template’ Checkbox field is the only differentiator.

Project Templates are excluded from the following pages:

• Whiteboard
• Scheduler
• Timesheet
• Whiteboard Add Action
• Track Pad Time Logger
• Track Pad Expense Logger
• Log Expenses
• Standalone Gantt Chart

Mission Control Console. Cloning a Project will copy across all Milestones and Actions for the Project. You can keep these details as they are or edit them before saving, as well as choosing to clone the Checklist Items, Contributors and Project Rates.

To clone a Project, simply follow the steps below:

1. Navigate to the Launch Pad on the Console
2. Select the Project you wish to clone from the pick list;
3. Click ‘Clone’

This will take to you the Clone Project page where you can enter information relating to your project. Under the Project Settings section you can change the Start Date of the Project, simply by selecting the correct date and clicking ‘Update’. These settings will be applied across the whole Project.

This is the clone edit page. You can edit the project details, milestones and actions before saving your clone.

The ‘Clone Project’ Tile on the Launch Pad of the Mission Control Console will only display Project Templates. If you wish to clone a Project that is not specified as a Template, you will need to navigate to the Project page and click the ‘Clone’ button.

The Project Clone page provides customers with the ability to select which fields are visible in the Project field sections of the page. Each section is controlled by a Field Set as outlined below.

There are Field Sets on the Milestone and Action Objects that enable you to add additional fields to the Project Clone page:

• Project Clone: Milestone Custom Fields
• Project Clone: Action Custom Fields

By adding Fields to either of these Field Sets, these Fields will be included in the Milestone / Action sections of the Project Clone page.

This provides customers with the ability to add and remove fields to suit their specific requirements.

What parts of a Project are cloned?

There is a lot of information and records that can be copied over when cloning a Project in Mission Control. Here is a list of these items:

• Project
  • This includes values in fields from the original project eg: Project Name, Billing Type, Billing Rate, Cost Rate, Custom fields etc.
• Milestones
• Actions
• Contributors
• Checklist Items
• Rate Adjustments
• Dependencies
• Budget Items

Keep in mind that you don’t have to keep all of the above from the original project; you have the option to pick and choose.

The following records are NOT copied over as it is expected that this is a new Project that you will be working on:

• Time Logs
• Role Forecasts
• Risks
• Issues
• Expenses
• Files
• Notes & Attachments
• Billing Events
• Requirements
• Change Requests
• Project Stakeholders
• Purchase Orders
• Retrospectives
• Custom Objects

The following fields are reset when cloning a Project:

To track whether your Users are creating new Projects from scratch manually or if they are creating the Project via the cloning or auto-generation process, there is a field on the Project Object.

The ‘Source Project’ field on the Project will be populated with the Project that was used as the source Project in the following scenarios:

• Project Cloning
• Opportunity Auto-Generation (will use the ‘Project Template’ field on the Opportunity)
• Project Request (will use the ‘Project Template’ field on the Project Request)

When a Milestone is being created as part of any of the cloning or auto-generation functions, the ‘Source Milestone’ field will be populated to identify which Milestone this new Milestone was generated from. This field will be automatically populated when a Milestone is created using any of the following functions:

• Project Clone
• Milestone Clone
• Milestone Loader
• Auto-generation from Opportunity (all Generation Methods)
• Auto-generation from Project Requests

To prevent Users from manually adding Milestones to their Projects, rather than adding via the above functions, the ‘Prevent New Milestone If Source Empty’ Validation Rule can be activated. This will prevent Users other than System Administrators from adding a new Milestone to a Project if the ‘Source Milestone’ field is empty.

You are able to automatically generate a Project Plan (Project, Milestones, Actions, Checklist Items, Contributors and Dependencies) from an Opportunity. There are two methods for auto-generation of Projects, including:

• Opportunity
• Products
• Products – No Duplicates
• Product Quantity
• Base Template + Products
• Base Template + Products – No Duplicates
• Base Template + Product Quantity

A number of Custom Fields are included on the Opportunity and Product Objects, as outlined below:

Note: A Permission Set called ‘Mission Control Opportunity & Product Fields’ is available so you can quickly provide Users with permission to access those fields.

Opportunity Method

The Opportunity ‘Generation Method’ provides you with the ability to clone and entire Project Plan based on the Project that is specified in the ‘Project Template’ field on the Opportunity.

This will clone the entire project plan exactly as it exists on the template, with the first Action in the Project being scheduled to occur on the ‘Project Start Date’, specified on the Opportunity.

Products Method

The Products ‘Generation Method’ provides you with the ability to build up a Project Plan based on the Products associated to the Opportunity.

The Project record will be cloned based on the ‘Project Template’ specified on the Opportunity. However, the rest of the project plan (e.g. Milestones, Actions, Checklist Items, Contributors and Dependencies) will be added only if the Product has been associated to a ‘Milestone Template’. If a Product is associated to the Opportunity multiple times, then a Milestone will be added to the Project for each Opportunity Line Item referencing the same Product.

Products – No Duplicates Method

The Products – No Duplicates ‘Generation Method’ provides you with the ability to build up a Project Plan based on the Products associated to the Opportunity.

The Project record will be cloned based on the ‘Project Template’ specified on the Opportunity. However, the rest of the project plan (e.g. Milestones, Actions, Checklist Items, Contributors and Dependencies) will be added only if the Product has been associated to a ‘Milestone Template’. No matter how many times a Product is associated to the Opportunity, only one instance of the Milestone will be added to the Project.

Product Quantity

The ‘Product Quantity’ Generation Method provides you with the ability to build up a Project Plan based on the Products associated to the Opportunity.

The Project record will be cloned based on the ‘Project Template’ specified on the Opportunity. However, the rest of the project plan (e.g. Milestones, Actions, Checklist Items, Contributors and Dependencies) will be added only if the Product has been associated to a ‘Milestone Template’ If a Product is associated to the Opportunity, the associated Milestone Template will be added to the project potentially multiple times based on the Opportunity Line Item ‘Quantity’ field.

Base Template + Products

The Base Template + Products ‘Generation Method’ provides you with the ability to clone a generic Project Plan from one Project Template, as well as building up the Project Plan based on the Products associated to the Opportunity.

This Generation Method lets you include standardised Milestones on your Project, as well as including additional Milestones based on the Products sold. For example, you may want to include standard Milestones into every Project Plan, such as ‘Kick-off’, ‘Go Live’ and ‘Customer Success Handover’, but they’re not included as Products that will be added to the Opportunity.

To use this Generation Method, you’ll need your standard Milestones to be on one Project Template, and your Product related Milestones on a different Project. The Project Template containing your standard Milestones will be considered your Base Template, and all of the Milestones within this Project will be added to the Project when it is auto-generated from the Opportunity. Any Milestones related to the Products will also be added.

When specifying the ‘Project Template’ on the Opportunity, you would enter the Project that is your Base Template.

This Generation Method will add a Product Milestone to the Project for each instance of where an Opportunity Line Item references the same Product.

Base Template + Products – No Duplicates

The Base Template + Products – No Duplicates ‘Generation Method’ provides you with the ability to clone a generic Project Plan from one Project Template, as well as building up the Project Plan based on the Products associated to the Opportunity. This method differs from the Base Template + Products method in that regardless of how many Opportunity Line Items reference the same Product, the Milestone will only be added once.

This Generation Method lets you include standardised Milestones on your Project, as well as including additional Milestones based on the Products sold. For example, you may want to include standard Milestones into every Project Plan, such as ‘Kick-off’, ‘Go Live’ and ‘Customer Success Handover’, but they’re not included as Products that will be added to the Opportunity.

To use this Generation Method, you’ll need your standard Milestones to be on one Project Template, and your Product related Milestones on a different Project. The Project Template containing your standard Milestones will be considered your Base Template, and all of the Milestones within this Project will be added to the Project when it is auto-generated from the Opportunity. Any Milestones related to the Products will also be added.

When specifying the ‘Project Template’ on the Opportunity, you would enter the Project that is your Base Template.

Base Template + Product Quantity

The ‘Base Template + Product Quantity’ Generation Method provides you with the ability to clone a generic Project Plan from one Project Template, as well as building up the Project Plan based on the Products associated to the Opportunity

This Generation Method lets you include standardised Milestones on your Project, as well as including additional Milestones based on the Products sold. For example, you may want to include standard Milestones into every Project Plan, such as ‘Kick-off’, ‘Go Live’ and ‘Customer Success Handover’, but they’re not include as Products that will be added to the Opportunity.

To use this Generation Method, you’ll need your standard Milestones to be on one Project Template, and your Product related Milestones on a different Project. The Project Template containing your standard Milestones will be considered your Base Template, and all of the Milestones within this Project will be added to the Project when it is auto-generated from the Opportunity. Any Milestones related to the Products will also be added, potentially multiple times based on the Opportunity Line Item ‘Quantity’ field.

When specifying the ‘Project Template’ on the Opportunity, you would enter the Project that is your Base Template.

The Product ‘Generation Method’ options will be useful for customers who sell their professional services as part of a larger sale. For example, imagine a software company is selling licenses and implementation support, they can have an Opportunity with multiple Opportunity Product lines. Only those that have a ‘Milestone Template’ specified on the parent Product record will be generated into the project plan.

The fields on the Product record allow you to specify whether or not a Product will require a Milestone, along with related Actions, Checklist Items, Contributors and Dependencies to be created.

You identify this by completing the following two fields on the Product record:

Milestone Template

The ‘Milestone Template’ field on the Product lets you reference a Milestone you’ve created on a Project Template. This is a filtered field that will only return Milestones associated to Projects where the ‘Template’ field is set to true.

Project Unit

The ‘Project Unit’ field on the Product lets you specify the unit of measure for calculating the total hours required on the Actions related to the Milestone. This is a Picklist field with values for ‘Day’ ‘Hour’ and ‘Source’.

When using the Products or Products – No Duplicates ‘Generation Method’, the Project will be cloned from the Project specified as the ‘Project Template’ on the Opportunity. Each Opportunity Product that relates to a Product with a value in the ‘Milestone Template’ field will be cloned from that Milestone and the first Action within each cloned Milestone will be scheduled on the ‘Project Start Date’, specified on the Opportunity.

Using either of these Generation Method, the ‘Hours Scheduled – Billable’ and ‘Hours Scheduled – Non Billable’ fields on the Actions within the Milestone will be calculated as follows:

The Opportunity Product ‘Quantity’ and Product ‘Project Unit’ will be used to determine the number of ‘Hours Scheduled – Billable’ and ‘Hours Scheduled – Non Billable’ on each Action. For the Day and Hour options within the Project Unit field, the calculation will identify the total number of hours required for the Milestone by multiplying the Opportunity ‘Quantity’ by 1 if the Product ‘Project Unit’ is set to Hour or by the Custom Setting ‘Hours per Day’ (accessible from the Control Pad of the Mission Control Console), if the Product ‘Project Unit’ is set to Day.

The total hours for the Milestone will be divided across related Actions, retaining the percentage split between the Actions from the Milestone Template.

For the Source option within the Project Unit field, the total number of hours are cloned exactly as they are the template records.

The Table below illustrates an example of how these calculations work:

Multiple Milestones per Product

The ‘Product Milestone’ Object enables you to associate multiple Milestones to an individual Product. This provides the ability to have multiple Milestones added to the Project Plan when a particular Product is added as an Opportunity Line Item.

For example, if a Product called ‘Website Page’ is sold, it may require 3 different Milestones to be added to the Project Plan (e.g. Design, Build, Content).

For all of the Product-based Generation Method options, Milestones referenced in the ‘Product Milestone’ Object will be added to the Project Plan. If the ‘Milestone Template’ field on the Product record contains a value, this will be used. If this field is empty, Milestones referenced in the ‘Product Milestone’ Object related to the Product will be used.

Auto-Generation

To auto-generate a Project from the Opportunity, you need to set the ‘Generate Project’ field to true. This can be done manually, or via a Workflow Rule / Process Builder based on your own criteria, such as when the Stage is set to ‘Closed Won’.

Only Projects with the Template field set to true will be able to be referenced in the ‘Project Template’ field on the Opportunity.

Opportunity Field Mapping

When auto-generating a Project, the following fields will be set by default:

Should you wish to override any of these default mappings, or if you would like to map additional fields from the Opportunity to fields on the Project, you can manage your own custom field mapping using the ‘Auto-Generation Field Mapping’ Tile on the Control Pad of the Mission Control Console, as shown below:

Clicking the ‘Create’ button will open up the Field Mapping component, as shown below:

From here, you are able to map a Project field to an Opportunity field. This mapping will then ensure that the Opportunity field gets populated into the Project field as part of the auto-generation project.

Record Ownership Setting

A  Custom Setting within the ‘Project Automation Settings’ section of the Control Pad on the Mission Control Console allows you to control the Owner of the Project when it’s being auto-generated. This ‘Transfer Cloned Records to Running User’ setting will set the Running User as the record Owner of the Project when it is being automatically generated from an Opportunity or a Project Request record.

If this Setting is FALSE, the Owner will be set as the same value that is on the Template that is being used in the auto-generation process.

Clone Budget Items

Across all Generation Methods, any Budget Items related to the Project Template specified on the Opportunity will be created as part of the auto-generation process.

The ‘Project Request’ Object enables you to create a request for a new Project from any Standard or Custom Object. The Project Request record can be created, then reviewed prior to creating the Project, or it can automatically create the Project.

The Project Request Object has Lookup fields to the following Standard Objects:

• Lead
• Account
• Contact
• Opportunity
• Case

If you wish to leverage this feature from any other Standard or Custom Object, you will need to add a Lookup field to that Object on the Project Request Object.

The Project Request record can be created manually, or automatically via a Process Builder. The key fields required for the Project Request record are outlined below:

The Project specified as the ‘Project Template’ will be cloned in its entirety, including all related Milestones, Actions, Checklist Items, Contributors and Dependencies, with the first Action being scheduled on the ‘Project Start Date’.

To create the Project automatically from the Project Request record, you must set the ‘Generate Project’ field to TRUE. Once saved, the newly created Project will be populated in the ‘Project’ field, as shown below:

The Project Request Related List will need to be manually added to any of the Objects you wish to be able to have access to it from.

Project Request Field Mapping

When auto-generating a Project, the following fields will be set by default:

Should you wish to override any of these default mappings, or if you would like to map additional fields from Custom Objects you add to the Project Request Object, you can manage your own custom field mapping using the ‘Auto-Generation Field Mapping’ Tile on the Control Pad of the Mission Control Console, as shown below:

Clicking the ‘Create’ button will open up the Field Mapping component, as shown below:

From here, you are able to map a Project field to a Project Request field. This mapping will then ensure that the Project Request field gets populated into the Project field as part of the auto-generation process.

If you track billable and non-billable hours, you can identify whether a Project, Milestone, Action or Time Log is ‘Non Billable’. If a record is flagged as Non Billable, all child records will automatically default to Non Billable too. For example, if you set a Milestone to Non Billable, then all Actions and Time logs beneath that Milestone will default to Non Billable as per below example.

To create a new Program, you can quickly access the relevant page from the Mission Control Console.

To create a new Project Role, you can quickly access the relevant page from the Mission Control Console.

The Create New Role page will appear as follows:

A Role is linked to either a Contact or a User within your system. Alternatively, you can create an ‘Asset’ Role, which can be used to identify a project resource such as a machine, truck or a ‘placeholder’ (e.g. Junior Developer, Copywriter, Designer, etc.). To create a new Role, follow the steps below:

1. Select which object (Contact/User/Asset) you want to use
2. Type in the name of the person (note: you can use the lookup feature)
3. Mark the role as active (inactive roles will be filtered out of pages such as Create Actions, Time Logs, Whiteboard and Scheduler)
4. Enter the Job Title for the Role (e.g. Project Manager)
5. Enter an hourly rates for this project role if desired
6. Enter the roles available hours per week (This is used to show the roles capacity on the scheduler)
7. Specify if the project member should receive the daily digest and Timesheet notifications
8. Specify if the project member should receive action notifications
9. Specify if you want this role to be able to manage timesheets for other roles
10. Specify the Mission Control Console Settings
11. Specify the Track Pad Settings
12. Specify the Project Overview Settings
13. Specify the Gantt Chart Settings
14. Add the role to teams (Teams are used to manage groups of people on the whiteboard, scheduler, as well as skills and holiday management.)
15. Record the roles skill sets and proficiency, and apply skill-based rates if desired.
16. Click Save

You will be directed to the Detail page for this record, where you will see all of the contact details have been linked through to the Role record (see example below). This Role will now be available to assign actions to from within your Projects.

The Role ‘Edit’ Page has been overridden to provide you with an efficient way of managing the Role record as well as their skills and team assignments. If you add Custom Fields to the Role Object, you will need to add them to the ‘Custom Field Set’ to make them visible on the edit page.

To add your own Custom Fields to the Field Set, navigate to Setup > Create > Objects > Roles > Field Sets and click Edit.

Drag the fields you require into the Field Set and click Save.

The ‘Active’ checkbox on a role record makes the role available to use in pick lists. If this field is unchecked, then the role will be filtered out of pages such as Create Actions, Time Logs, Whiteboard and the Scheduler.

The skills object allows you to maintain a list of skills (e.g. Experience, Certifications, Languages), which you can assign to roles using Skills Assignments.

To create a skill, go to the Skills tab and then click on the New Button.

You can then enter a name for the skill, notes, make the skill active and select a type to categorise the skill by. Note: You can adjust the Type values in the object setup area.

You can then assign the skill to roles, using the Skills Assignment button.

This allows you to specify a proficiency and expiry date for each individual role that has the skill as well as skill based billable and cost rates. You can also make the skill record active/inactive for the role.

Multiple Skills can easily be managed for individual Roles via the Skill Assignment section of the Role edit page as follows. When adding Skills you can also filter by Skill type to search for a specific group of Skills.

Mass Assign Skills

When managing the Skills an individual Role is assigned to, you are able to mass assign a group of Skills to the Role from their Role Edit Page. Within the Skill Assignment section of the Role Edit page, you can select a Skill ‘Type’ from the picklist and click the Assign button.

This will create a Skill Assignment record for each Active Skill that has the Type value selected.

When creating a new Skill from the Skills Tab, you can mass assign to all Active Roles by setting the ‘Mass Assign to Roles’ field to TRUE.

Setting this field to TRUE will create a Skill Assignment record for any Active Role where they already have a Skill Assignment for another Skill with the same Type value. For example, Mick Fanning and Kelly Slater both have a Skill Assignment for the Skill ‘English’, which has a Type value of Language. When creating a new Skill record for ‘French’, the User sets the ‘Mass Assign to Roles’ field to TRUE. When the record is saved, a Skill Assignment record will be automatically created for both Mick and Kelly.

You are also able to set this field to TRUE on existing Skills and it will perform the same function. For example, Mick Fanning has Skill Assignment records for ‘English’ and ‘French’. Kelly Slater has a Skill Assignment for ‘English’. The User edits the ‘French’ Skill record, sets the ‘Mass Assign to Roles’ field to TRUE and saves the record. A new Skill Assignment record will be automatically created for Kelly.

The Teams object allows you to create teams of roles for example Marketing, Directors etc. which you can then use to easily apply holidays and skills to. Teams can also be filtered on scheduler and whiteboard so that you can see manage teams easily. Roles can be members of multiple teams.

To create a new Team, go to the Teams tab and then click on the ‘New’ Button.

Next, give your team a name, record notes about it and mark it as active before saving.

Once you save your team you can then add roles to the team using Team Assignments.

This allows you to select and add individual roles to the team.

You can also add a Role to multiple teams and manage these using the Team Assignments section of the Role edit page as follows:

You can create Development Plans in relation to an individual Role within Mission Control. Within a Development Plan, you’re able to create Assessments against each Skill that is assigned to them.

The ‘Role Development Plan’ page is accessed by clicking the ‘Development Plan’ button on the Role record.

The Role Development Plan has two Tabs:

• Assessments
• Insights

The Assessment Tab provides you with the ability to carry out an assessment of each Skill that is assigned to the Role.

The Insights Tab provides you with the ability to compare results from up to 5 Development Plans to see how a person’s results have changed between reviews.

Assessments Tab

When you initially load the Role Development Plan page, the Assessments Tab will load by default and you will have the option to:

• Create a new Development Plan
• Load an existing Development Plan
• Clone an existing Development Plan

Create New Development Plan

To create a new Development Plan record, click the New button. This will load a draft Development Plan record enabling you to complete the various fields, along with draft Assessment records for each Skill that the Role has an active Skill Assignment for.

The assessment can be carried out by up to 4 people, including the person that the Role record relates to and 3 additional assessors.

The Role will have the ability to complete the following fields within each Assessment:

• Enjoyment Factor
• Role Rating
• Role Comments

Each of the Assessors will have the ability to complete the following fields within each Assessment:

• Assessor Rating
• Assessor Comments

When reviewing all feedback, you have the ability to view the Average Rating across all assessors, specify an Agreed Rating and choose to have the Enjoyment Factor and Agreed Rating update the Skill Assignment record values.

If during the assessment it is agreed that the Role is interested in developing a new Skill that they’re not currently assigned to, you are able to click the + icon located on the right-hand side of the Skill Assessment section of the page.

This will open up the ‘New Skill Assignment’ Modal where you can specify the Skill, Billable Hourly Rate, Cost Hourly Rate, etc.

Once you click Save, the new Skill Assignment record will be related to the Role and added to the appropriate section of the Assessments.

Load Existing Development Plan

To load an existing Development Plan, you will need to click the Load button. This will display a search field where you can select from the Development Plans related to the Role that you are viewing the page in context of.

Once you have selected the required Development Plan, click the Go button and the Development Plan and Assessment records will be loaded.

Clone Existing Development Plan

To create a new Development Plan based on an existing Development Plan, you’re able to perform a ‘deep clone’ by clicking the Clone button. This will display a search field where you can select from the Development Plans related to the Role record that you are viewing the page in context of.

Once you have selected the required Development Plan, click the Go button and the deep clone process will create draft records for the Development Plan and Assessment records.

Insights Tab

The Insights Tab provides you with the ability to view a variety of metrics from up to 5 Development Plans for an individual Role. This can help identify whether a person’s ability is improving or declining for particular Skills.

The 5 most recent Development Plans will automatically be loaded. This is based on the ‘Review Date’ on the Development Plan records. However, you are able to select the 5 Development Plans manually.

The settings enable you to choose whether to group the data by Skill or by Type. You can also choose what value from the Assessment records you view on the Insights Chart. The options are:

• Enjoyment Factor
• Role Rating
• Average Rating
• Agreed Rating

When grouping by Skill, the values from each Assessment will be displayed. When grouping by Type, the average values from all Assessments for Skills that have the same Type (e.g. Certification, Skill, Language, etc.) will be displayed.

The Chart and Table provide the progressive insight into the movement in the metrics between each Development Plan being analysed.

The ‘Skills Matrix’ Report can be found within the ‘Mission Control Reports’ Folder in the Reports Tab. This report enables Customers to view a matrix of Skills assigned to Active Roles.

The report provides insight into the Proficiency and Enjoyment Factor of each Role for the Skills assigned to them.

The Proficiency value is conditionally highlighted based on the following scale:

• 3 or below = Red
• Between 4 and 7 = Amber
• 8 or above = Green

The Enjoyment Factor value is conditionally highlighted based on the following scale:

• 1 = Red
• 2 = Amber
• 3 = Green

Any Role that has not been assigned the Skill or has not been provided a value in the Proficiency or Enjoyment Factor fields of their Skill Assignment records will be displayed as 0 (Red).

The Role record provides customers with the ability to specify values for ‘Hours per Week’ and ‘Billable Target’. However, these are static values and if changed, would be applied to all legacy periods as well. For example, if a new person joins the business during their ramp-up period they may be expected to achieve a lower Billable Target than once they are fully operational. Another example could be where someone previously worked part-time and has transitioned to work full time. Using these fields on the Role record alone do not provide this level of flexibility.

The Role Availability Custom Object provides customers with the ability to record availability information for different time periods.

A Role Availability record contains key information about when a Role will be working, including:

• Hours per Day (e.g. Mon, Tue, Wed, etc.)
• Hours per Week
• Billable Target %
• Start Date
• End Date

A Role can have multiple Role Availability records.

Role Availability Manager

To enable you to create and manage Role Availability records for a specific Role, you can access the ‘Role Availability’ component from the Role record by clicking the ‘Manage Availability’ button as shown below.

If a Role does not have any related Role Availability records, you will see a draft record ready to be completed, as shown below.

If a Role does have existing Role Availability records, they will be displayed in descending order based on Start Date and End Date.

Note: If you have not enabled the automated management of Role Availability activation/deactivation, you will need to manually adjust the records as required.

The Holiday Allowance Object allows you to define how many days are allocated to each Role over a period. When creating a Holiday record, if applicable, it can be related to a Holiday Allowance record.

Each Role can have multiple Holiday Allowances, each defined for a period of time and for a certain type of Holiday.

For example, you can create Holiday Allowance record for Mick Fanning as follows:

Type: Annual Leave
Days: 20
Start Date: 1/Jan/2021
End Date: 31/Dec/2021

Type: VTO
Days: 4
Start Date: 1/Jan/2021
End Date: 31/Dec/2021

When a Holiday is related to a Holiday Allowance record, the ‘Days Taken’ value from the Holiday record will be added to the ‘Used’ field on the Holiday Allowance.

Rollover Allowance

Each Holiday Allowance record can be set to rollover or expire at the end of the period. If it can rollover, you can specify what percentage can be rolled over. You may for example provide 20 days PTO per year and agree employees can rollover 25%. If the employee uses 10 days, even though the ‘Remaining’ would be 10, once the End Date has passed it would reduce to 5 as that’s the maximum that can be rolled over.

You can specify a default setting for the Rollover % for Holiday Allowance records. This can be done via the ‘Holiday Allowance Rollover Percentage’ setting within the Custom Settings Tile on the Control Pad of the Mission Control Console.

If this Setting contains a value, it will be displayed by default in the ‘Accrual %’ field when creating a new Holiday Allowance record. It can also be overridden for individual Holiday Allowance records. For example, you may set your default to 100% and that is applicable to PTO and VTO, but you may not let Sick Leave accrue, so you can override the Accrual % value for that individual Holiday Allowance record.

Accrual Setting

When using Holiday Allowance feature, you can choose whether the full allowance is available immediately or if it accrues throughout the period it applies to.

This is controlled via the ‘Holiday Allowance Accrues’ setting within the Custom Settings Tile on the Control Pad of the Mission Control Console.

If this Setting is FALSE, the full allowance will be available immediately. However, if this Setting is TRUE, the ‘Available Allowance’ field will progressively increment throughout the period between the Start Date and End Date.

Holiday Trigger

The Apex Trigger on the Holiday Object will automatically update the Holiday Allowance record based on the following scenarios:

• If the Holiday ‘Approval Status’ field = Approved, the Holiday Allowance ‘Used’ field will be increased by the Holiday ‘Days Taken’ field value
• If the Holiday ‘Approval Status’ field = Approved and the Holiday record is deleted, then the Holiday Allowance ‘Used’ field will be reduced by the Holiday ‘Days Taken’ field value
• If the Holiday ‘Approval Status’ field = Approved and the Holiday ‘Days Taken’ is changed, the Holiday Allowance ‘Used’ field will be adjusted by the difference between the Holiday ‘Days Taken’ prior value and new value

Validation Rules

Two Validation Rules are included to support the Holiday Allowance feature. By default, one is active and the other is inactive, but can be activated if required.

Validation Rule: Ensure_HA_Remaining_Sufficient (Active)

This rule ensures the Remaining value on the Holiday Allowance is not less than the number of days being taken on the Holiday record.

Validation Rule: Ensure_Holiday_Specified (Inactive)

This rule ensures a Holiday Allowance record is specified on the Holiday record if the ‘Type’ field is set to Annual Leave, Sick Leave or Study Leave.

Holiday Allowance Reports

Two reports are included that will provide details of the current number of days used and remaining across each Role, across the various Holiday Allowance records.

Holiday Allowance Remaining Summary

This report provides a summary of all Holiday Allowance records grouped by Role and Holiday Allowance ‘Type’.

Holiday Allowance Remaining Role

This report provides a summary of all Holiday Allowance records grouped by Holiday Allowance ‘Type’. You are able to add a ‘Report Chart’ component to the Role Lightning Page that will summarise the number of days ‘Remaining’ for each Holiday Allowance ‘Type’ for a particular Role.

For example, Mick Fanning may have 4 days of VTO for 2021, 20 days of PTO for 2021 and 5 days of PTO accrued from 2020.

By adding the Report Chart component to the page, you will get a real-time view of the Role’s Holiday Allowance.

For individual Holiday records, you can use the approval process whereby once a Holiday is submitted, it can be reviewed and approved or rejected by the Roles Timesheet Approver. The approval status field reflects the current status of the holiday record and should be set to Submitted once the user would like it to be approved.

A validation rule on the approval status field prevents the user that the holiday record is for from approving their own holiday records. (Note this rule is inactive by default and can be switched on by going to Setup > Create > Objects > Holidays > Validation Rules > Cannot Approve Own Holidays.)

All Holidays with a status of “Submitted” will then appear in a list view for the relevant approver called “Holidays Requiring My Approval”.

After you have saved your Holiday record you can use the Team assignment option to assign the Holiday to Teams.

Holidays appear in red on the scheduler to help you plan around these periods.

Holiday Exclusions

The Holiday Exclusion enables you to specify that individual Roles that are part of a Team should not be allocated to a Holiday that has been associated to the Team via a Holiday Assignment.

You can choose to exclude someone manually for a specific Holiday record. Alternatively, you can specify on their Team Assignment record that they should be excluded from Holidays assigned to the Team.

Excluding manually for a specific Holiday

You may find you need to exclude an individual Role that is part of a Team from a specific Holiday. For example, Seth is part of the ‘US Team’ and is entitled to the Holidays that get assigned to this Team. The Labor Day public holiday is coming up next week, so a Holiday is created and a Holiday Assignment is created for the US Team. This will allocate the Holiday to all of the Roles associated to the US Team.

However, Seth has chosen not to take the day off due to work commitments and instead aims to take a TOIL day next month instead. To exclude Seth from this Holiday, a Holiday Exclusion record must be created, as shown below.

Once the Holiday Exclusion record has been created, Seth will not be included in the Holiday and will continue to be available to work that day.

The above shows Seth as still available on the day of the Public Holiday even though other Roles that are members of the US Team are unavailable due to the Holiday.

Excluding automatically for all Holidays assigned to the Team

You may find you need to have a Role included in a Team, but they are not eligible for any of the Holidays that get assigned to the Team. For example, let’s say we have a ‘US Team’ and this includes Colin, Chris, Seth and Mick. However, Mick is a Contractor and is not eligible for Public Holidays.

To avoid having to manually create a Holiday Exclusion record for Mick every time a Holiday is assigned to the US Team, you can specify on Mick’s Team Assignment record, that he should be excluded from team holidays.

The above image shows that the ‘Exclude from Team Holidays’ field has been set to TRUE for the ‘US Team’ Team Assignment for Mick.

This ensures that a Holiday Exclusion record is automatically created for Mick whenever a Holiday Assignment is created for the ‘US Team’.

This means Mick will not be allocated to the Public Holiday and will remain available for work.

The above shows Mick as still available on the day of the Public Holiday even though other Roles that are members of the US Team are unavailable due to the Holiday.

To enable customers to group Milestones of a Project together, you can choose to create ‘Phase’ records under your Project record. Unlike Milestones and Actions, which are mandatory requirements for a Project Plan, the Phase record is optional.

Some of your Projects may not be large enough to warrant having Phases, therefore you do not need to create them for every Project.

For larger Projects, you may wish to group your Milestones into layers beneath the Project. For example, we may have the following Milestones on a Project:

• Current System Review
• Needs Analysis Workshops
• Solution Architecture
• Functional Configuration
• Technical Development
• Data Migration
• Training Documentation
• Admin Training Sessions
• End User Training Sessions

Below is an example of how these Milestones, and related Actions are shown on the Gantt Chart.

We may choose to group these Milestones into the three separate Phases, as detailed below:

• Discovery
  • Current System Review
  • Needs Analysis Workshops
  • Solution Architecture
• Configuration
  • Functional Configuration
  • Technical Development
  • Data Migration
• Delivery
  • Training Documentation
  • Admin Training Sessions
  • End User Training Sessions

Once the Milestones have been related to a Phase, the Phases will be displayed on the Gantt Chart as shown below.

Creating Phases

To create a Phase, click the New button on the Phase Related List on the Project record you want the Phase to relate to. Enter the applicable fields and click Save.

The only standard Fields that need to be populated manually are the Phase Name and the Project. All other fields will be updated automatically once the Phase has related Milestones.

Relating Milestones to Phases

To relate a Milestone to a Phase, you need to populate the Phase field on the Milestone record. This can be done by editing the Milestones individually, entering the appropriate Phase and clicking Save.

Alternatively, you can add the Phase field to the ‘Create Milestones Fields’ Field Set. This will enable you to populate the Phase field for all Milestones.

The Milestone Object allows you to set the Key Milestones for your Project. You can have multiple Milestones per Project, each with multiple Actions. The Milestone object allows you to capture the top-level information for the milestone such as status, budget, deadline and invoicing detail. Milestones can be created as part of the new Project creation on the Mission Control Console, or directly using the New Milestone button of the Project related list.

After clicking on the new milestone button you can enter the Milestone details and then save. Note: You only need to enter details in the information section of the Milestone page; the other fields will be updated by a trigger based on the Actions and Time Logs that get recorded under the Milestone.

Creating Multiple Milestones

The ‘Create Milestones’ page is accessible from the Project Page Layout. You access it by clicking the ‘Create Milestones’ button, as highlighted below.

This page enables you to quickly create multiple Milestones for one Project. You are able to edit existing Milestones if you need to make changes in bulk.

When you initially load the Create Milestones page, you’ll have one draft record ready to complete, as illustrated below.

You can add multiple draft rows by entering the number of rows you wish to add and click the ‘Add Row(s)’ button.

Alternatively, you can use the ‘Quick Add’ feature at the top of the page, which will add the new Milestone to the bottom of the list.

Once you have completed the required information for all of the Milestones, click the Save button at the bottom of the page.

Page Features

Display Existing Milestones

In the top right corner of the page, you can toggle on/off the ability to view and edit Existing Milestones. Is this is toggled on, all existing Milestones related to the Project will be displayed to enable you to make changes as required.

Note: The maximum number of Milestones supported is 100. When editing existing records from the ‘Create Milestones’ page if there are too many Milestones that causes this limit to be exceeded, you will need to edit the Milestones individually.

Display Custom Fields

To provide customers with the ability to choose which fields are displayed on the page, there is a Field Set on the Milestone Object called ‘Create Milestone Fields’. All existing fields on the Milestone Object are available for selection, excluding the following:

• Milestone Name
• Milestone Owner

These fields are excluded from the Field Set as they will always appear on the Create Milestones page by default.

The following fields are pre-selected within the Field Set and will be accessible from the Create Milestones page.

• Status
• Milestone Budget
• Milestone Type
• Milestone Deadline
• Milestone Deadline Name
• Milestone Sort Order
• Invoice on Completion
• Invoice Amount
• Milestone Notes
• Non Billable
• Exclude from Billable Capacity
• Exclude from Status Report
• Exclude from Client Page
• Prevent Time Logs
• Exclude from Timesheet
• Exclude from Scheduler
• Exclude from Gantt
• Exclude from Whiteboard
• Exclude from Utilisation

If you wish to add Custom Fields or remove any of the above pre-selected fields, you can do so by editing the fields included within the Field Set.

Milestone Budget:
This enables you to specify the dollar value (billable revenue) that will be generated as a result of delivering this Milestone. Note: The milestone budget amount will be used for Fixed Price Milestone billing projects in the event that an invoice amount has not been specified.

Unallocated Milestone Budget:
This is a formula field that calculates ‘Milestone Budget’ – ‘Hours Scheduled Value (Billable)

A Validation Rule is available on the Action Object that will prevent an Action from being saved if the Project’s Billing Type is ‘Fixed Price’ and the Action’s ‘Hours Scheduled Value (Billable)’ exceed the ‘Unallocated Milestone Budget’.

Note, this Validation Rule is set to Disabled by default. If you want to utilise this feature, you will need to edit the Validation Rule ‘Exceed_Milestone_Budget’ and set the Active Checkbox to TRUE.

Milestone Deadline

A Date field allows clients to specify the date that the Milestone must be delivered by. The current ‘Start Date’ and ‘End Date’ values on the Milestone are driven by the earliest Start Date and latest End Date of all child Action records.

This Milestone Deadline field can be set and used in conjunction with a Validation Rule to prevent users from setting the End Date on an Action record beyond the Milestone Deadline.

Note, this Validation Rule is set to Disabled by default. If you want to utilise this feature, you will need to edit the Validation Rule ‘End_Date_Exceeds_Milestone_Deadline’ and set the Active Checkbox to TRUE.

The Milestone Deadline can be plotted onto the Gantt Chart as a pink diamond as shown below.

Milestone Deadline Name

You are able to specify a meaningful description that can be associated to a Milestone Deadline. This description can be entered in the ‘Milestone Deadline Name’ field on the Milestone.

If this field is populated, this description will be displayed on the Milestone Deadline row of the Gantt Chart as shown above.

If this field is empty, a generic ‘Milestone Deadline’ description will be displayed on the Milestone Deadline row of the Gantt Chart as shown above.

When creating an Action, you need to associate it to a Milestone and fill in the relevant details, including:

• Action Name
• Action Owner
• Start Date
• End Date
• Hours Scheduled – Billable
• Hours Scheduled – Non Billable

Note: When creating Actions, you are able to specify the Start Date and End Date manually. Alternatively, you can specify the Start Date and the Working Days. When specifying the Working Days, the End Date will be calculated automatically taking into account Business Hours Settings, Holidays (Individual, Team and Global) as well as non-working days specified on the Role’s ‘Role Hours’ records.

The ‘Create Actions’ page is accessible from the Project & Milestone Page Layouts. You access it by clicking the ‘Create Actions’ button, as highlighted below.

This page enables you to quickly create multiple Actions for one Project, including adding Contributors and Checklist Items. You are also able to edit existing Actions if you need to make changes in bulk.

When you initially load the Create Actions page, you’ll have one draft record ready to complete, as illustrated below.

You can add multiple draft rows by entering the number of rows you wish to add and click the ‘Add Row(s)’ button.

Alternatively, you can use the ‘Quick Add’ feature at the top of the page, which will add the new Action to the bottom of the list.

Once you have completed the required information for all of the Actions, click the Save button at the bottom of the page.

Page Features

Display Existing Actions

In the top right corner of the page, you can toggle on / off the ability to view and edit Existing Actions. If this is toggled on, all existing Actions will be displayed to enable you to make changes as required.

Note: The maximum number of Actions supported is 200. When editing existing records from the ‘Create Actions’ page if there are too many Actions that causes this limit to be exceeded, you can access it from the Milestone record, allowing you to edit existing Actions relating to a particular Milestone within a Project. 

Resource Assignment Wizard

You can access the Resource Assignment Wizard by clicking the  icon. This will allow you to search for available Roles, and assign the Action Owner and Contributors.

Checklist Item Manager

You can access the Checklist Item Manager to add new, or edit existing Checklist Items by clicking the  icon.

Multi Line Editing

You are able to apply edits to multiple lines on the Create Actions page at the same time. Click the checkbox at the top of the page, or selecting the checkbox for the individual rows you wish to edit, as shown below.

Applying an edit to one of the selected rows will apply the same change to all of the selected rows. For example, in the image below the User has selected rows 2, 3, 4 and 5.

The User adjusts the Action Owner of row 2, and the same change is automatically applied to rows 3, 4 and 5.

Copy Action Owner

The copy icon located to the right of the Action Owner field on the Create Actions page enables you to copy the Action Owner from the row above to the selected row.

For example, in the image below, row 1 has Mick Fanning specified as the Action Owner. If Mick is also required to be the Action Owner of the Action on row 2, the User can click the icon to copy the value from row 1, rather than having to use the lookup functionality.

Note: clicking this icon will not work in conjunction with the multi-line edit functionality.

Copy Contributors

The copy icon located to the right of the Resource Assignment Wizard icon on the Create Actions page enables you to copy the Contributors from the row above to the selected row.

For example, in the image below, row 11 has Contributors assigned to support the Action Owner. If the same Roles are required as Contributors for the Action on row 12, the User can click the icon to copy the Contributors and their hours contribution from row 11, rather than having to use the Resource Assignment Wizard.

Note: clicking this icon will not work in conjunction with the multi-line edit functionality. It will only be displayed if the Action above has contributors.

Custom Fields

You are able to add up to 5 x Custom Fields on the Create Actions page. To add Custom Fields to the page, you will need to select the fields within the ‘Create Actions Page Settings’ Tile on the Control Pad of the Mission Control Console, as shown below.

These fields will appear between the ‘Action Notes’ and ‘Non Billable’ fields.

By default, the following fields are available on the Create Actions page:

• Milestone
• Action Name
• Status
• Hours Scheduled – Billable
• Hours Scheduled – Non Billable
• Start Date
• Working Days
• End Date
• Action Owner
• Dependency
• Action Type
• Material Costs Scheduled (Billable)
• Material Costs Scheduled (Cost)
• Action Notes
• Non Billable
• Exclude from Billable Capacity
• Notify
• Exclude from Daily Digest
• Exclude from Status Report
• Task
• Event
• Start Hour
• Start Minute
• Exclude from Scheduler
• Exclude from Timesheet
• Prevent Time Logs
• Exclude from Gantt
• Ignore Non-Working Days
• Is Recurring
• Recurring Frequency
• Number of Recurrences

Custom Override of Fields

The ‘Create Actions Page Settings’ Tile on the Control Pad of the Mission Control Console enables you to specify up to 5 x Custom Fields to be included on the Create Actions page.

However, for Customers that want to add more Custom Fields and/or remove any of the default standard Fields, a Field Set is available on the Action Object called ‘Create Actions Fields’. When using this Field Set to control the page layout, you will need to add all of the required Fields to the Field Set.

Note, Milestone, Action Name and Action Owner are not available within the Field Set, as they will always be included on the page by default.

In addition to adding the Fields to the Field Set, you will need to set the ‘Override Fields using the ‘Create Actions Fields’ Field Set’ setting to TRUE within the ‘Create Actions Page Settings’ Tile on the Control Pad of the Mission Control Console.

The Dependency field visibility is not able to be controlled via the Field Set as it is not an actual field on the Object. As such, if you do not want this field to be included on the page layout, you will need to set the ‘Hide Dependency Field’ setting to TRUE within the ‘Create Actions Page Settings’ Tile on the Control Pad of the Mission Control Console.

The Action Contributors feature allows you to record multiple Roles against the one Action and to specify how many Billable and Non-Billable hours each of these Roles will contribute to the Action. Each action can have one Action Owner, multiple Action Contributors. Action Contributors can be added to an action using the Contributors related list of the action, or with the Resource Assignment Wizard. We will look at the Resource Assignment Wizard in the next section. To add Contributors to existing actions, go to the Action detail page and click the “New Contributor” button in the Contributors related list.

Select the Role for the Contributor and enter the Billable and Non Billable hours this Role will be contributing to the Actions completion and then Save.

Any hours on the Action that are not assigned to Contributors will be assigned to the Action Owner.

Actions assigned to contributors will appear on the Timesheet and Scheduler for the Contributor.

On the Scheduler, the action will appear as separate actions for each Contributor, however only the master Action can be rescheduled and all Contributor Actions will be rescheduled accordingly.

The Resource Assignment Wizard is a unique feature of Mission Control that not only allows you to easily add Action Contributors when creating your Actions, but also gives you insight into the availability and Skill sets of your Roles so that you can best decide which Roles to utilise as Contributors and as the Action Owner. You can also unevenly distribute the hours across various days. The Wizard comprises of two tabs:

• Assignment Wizard – search for resources and assign as Action Owner and Contributors
• Hours Distributor – distribute the hours throughout the duration of the Action as required

To use the Resource Assignment Wizard, go to your Project and click the “Create Actions” button. From here select the Milestone you are creating Actions for, enter the Action Name, Status and Billable and Non Billable Hours as well as Start and End Date and then click on the Resource Assignment Wizard Icon.

Note: You must at least enter the Start Date and Billable or Non Billable Hours before you can access the Resource Assignment Wizard.

Assignment Wizard

The Resource Assignment Wizard provides you with the ability to search for the most appropriate resources that can be assigned to an Action on a Project based on various parameters, including:

• Team Membership
• Skill Set
• Skill Proficiency
• Available Capacity

You can access the Resource Assignment Wizard from a number of pages, including:

• Create Actions
• Project Overview – Overview Tab
• Track Pad – Add Action Tab
• Gantt Chart – Action Edit Page
• Whiteboard – Add or Edit Action Page
• Project Builder
• Scheduler
• Action Pad

To launch the Resource Assignment Wizard, click the  icon.

Below is an illustration of the Resource Assignment Wizard:

The sections on the left show the Action Owner and any Contributors, along with their hours allocation. The section on the right defaults to the ‘Search Filters’ feature that allows you to apply filters for the type of resource you require.

You can assign the Action Owner and / or Contributors by manually searching for them in the left sections, as shown below, or by dragging and dropping the appropriate resource from the list of Potential Resources into either the Action Owner zone or the Contributors zone.

Manually assigning an Action Owner

If you wish to quickly assign a Role as the Action Owner and you know who that will be, you can simply type their name in the lookup field within the Action Owner zone and click the + icon. In the example below, Chris Woolcott is the existing Action Owner and will be replaced with Colin Johnson.

Once the new Action Owner has been assigned, click the Save button.

Manually assigning a Contributor

If you wish to quickly assign a Role as a Contributor and you know who that will be, you can simply type their name in the lookup field within the Contributors zone, enter their Billable / Non Billable contributions and indicate whether their contribution should be ‘Excluded from Billable Capacity, then click the + icon. Each Contributor will appear below the search fields and can be edited / deleted as required.

Once the new Contributors have been assigned, click the Save button.

Searching for Resources 

If you do not know which resources you will be assigning to the Action, you can use the ‘Search Filters’ section to help apply filters to find a list of Potential Resources. Note, you can click Search without applying any filters and it will return the full list of active Roles.

Within the Search Filters, you can apply filters for Teams, Skills and Skill Proficiency levels. You’re also able to specify the number of weeks in view and what scale you would like to view.

Once you’ve applied the required filters, click Search. At this point, the Search Filters section will collapse and you will see the Potential Resources section. If you need to adjust your filters, simply click on the Search Filters header and the Potential Resources will collapse, allowing you to make your changes and search again.

Potential Resources

Once you have clicked Search, you will see a list of ‘Potential Resources’ (matching your filter criteria if applied). For each Role, you will be able to see their real-time capacity based on existing allocation of work across other Projects.

You can also drill down into a particular Role to view the breakdown of their hours to see whether they are Billable, Non Billable or Holiday hours.

To find out which Projects the breakdown hours relate to, you can click onto the hours and a tooltip will display the Projects and Hours, as shown below.

Once you’ve identified the Role that you wish to assign to the Action, you can drag them to either the Action Owner zone or the Contributors zone, as shown below.

Mass assign Roles as Contributors

You can assign multiple Roles as Contributors via the Resource Assignment Wizard by using the select checkbox field next to each person’s Role record, as shown below.

For example, if I want to assign both Chris and Kelly as Contributors on an Action, I don’t need to drag them both individually to the Contributors section. I can set their select checkbox field to TRUE and drag one of their Roles to the Contributors section.

This will create Contributor records for each of the selected Roles, reducing the effort required to assign multiple Roles as Contributors.

Settings

You can use the Settings to customize the results of your searches, and how the data is displayed in the Potential Resources section. You access the Settings by clicking the  icon in the top right of the Resource Assignment Wizard.

Exclude Roles >= Hours (per day)

This setting will be used to filter Roles from the Potential Resources list when the ‘Display capacity figures as’ setting is set to Hours and the Search Filters ‘Scale’ is set to Days.

Exclude Roles >= Hours (per week)

This setting will be used to filter Roles from the Potential Resources list when the ‘Display capacity figures as’ setting is set to Hours and the Search Filters ‘Scale’ is set to Weeks.

Exclude Roles >= Percentage

This setting will be used to filter Roles from the Potential Resources list when the ‘Display capacity figures as’ setting is set to Percentage.

Display capacity figures as

This setting lets you define whether you view the capacity of the Potential Resources as Hours or Percentage, below are illustrations of both views.

Hours (Day Scale)

Hours (Week Scale)

Percentage (Day Scale)

Percentage (Week Scale)

Capacity Shading Green Breakpoint %

This setting will define the breakpoint of the Hours / Percentage data that will result in the cell being shaded Green.

Capacity Shading Red Breakpoint %

This setting will define the breakpoint of the Hours / Percentage data that will result in the cell being shaded Red.

Include Events

This setting enables you to factor in Salesforce Events within the figures that show a Role’s availability.

Include Role Forecast Hours

This setting enables you to include hours from Role Forecast records within the figures that show a Role’s availability.

When this setting is TRUE, the calculations for the hours / percentage figures within the ‘Potential Resources’ section of the Resource Assignment Wizard will include the hours from Role Allocation records related to Role Forecast records. These hours will be included in the Hours Summary and incorporated within the Billable and Non Billable values on the Hours Breakdown.

When the Include Forecast Hours setting is TRUE, the User will need to specify the source of hours in the ‘Action / Role Forecast Hours Source’ setting, selecting from the following options:

• Forecasts – this option will only include Role Allocation records that relate to Role Forecast records
• Actions – this option will only include Role Allocation records that relate to Action records
• Both (Forecast Wins) – this option will include Role Allocation records that relate to Role Forecast or Action records. Where a Project has both Role Forecast records and Action records, the Role Allocation records related to the Role Forecast records will be included
• Both (Action Wins) – this option will include Role Allocation records that relate to Role Forecast or Action records. Where a Project has both Role Forecast records and Action records, the Role Allocation records related to the Action records will be included

When the Include Forecast Hours setting is FALSE, the Role Forecast hours won’t be included (e.g. it will be considered the same as Actions only).

Include Contributor Dates

If you have a need to assign a Contributor to a specific date range within the Action’s Start Date and End Date period, you can set the Start Date and End Date on individual Contributor records.

By default, if you leave the Contributor Start Date and End Date fields empty, the system will assume the Contributor is being assigned to the Action for the entire duration based on the Action’s Start Date and End Date. In the example below, Colin is the Action Owner and Chris is a Contributor. The Action spans 5 days, and Chris’ Contributor record has no values in the Start Date and End Date fields. Therefore, he is assigned to the entire duration of the Action.

In the example below, whilst Colin as the Action Owner, will be working on the Design UI Action for the entire week, Mick is only required as a Contributor for 2 days. Therefore, the Start Date and End Date on Mick’s Contributor record have been set.

To set the Start Date and End Date of individual Contributor records, you will need to set the ‘Include Contributor Dates’ setting to TRUE within the Resource Assignment Wizard (RAW) Settings, as shown below.

With this setting TRUE, the Start Date and End Date fields for each individual Contributor will be available within the RAW for you to specify manually as required.

Dates are only required if you wish to control when a Contributor is assigned to an Action. If they are being assigned to the Action for the entire duration, the Contributor Start Date and End Date fields can be left empty.

A Validation Rule is included on the Contributor Object to ensure the Start Date and End Date of the Contributor fall within the Start Date and End Date range of the Action.

Pre-set Team / Skill Filters

There is a custom setting available within the Resource Assignment Wizard Settings that enables the Team and Skill filter parameters to be automatically populated.

If this setting is FALSE, the Team and Skill filter parameters will be pre-populated with the following values:

• Team will be pre-populated with the Team specified as the ‘Master Team’ on the Role record of the Action Owner
• Skill will be pre-populated with the Skill set on the Action

Pre-populating these filter parameters enables Users to more rapidly search for Roles that have the attributes required to be assigned to the Action.

If this setting is TRUE, the Team and Skill search parameters will be left blank for the User to manually apply filters as required.

The ‘Hours Distributor’ feature enables you to manually control how the hours in the ‘Hours Scheduled – Billable’ and ‘Hours Scheduled – Non Billable’ fields are distributed between the working days of an Action or Holiday. By default, these hours fields are distributed evenly between the Start Date and End Date. For example, if an Action has a Start Date of Monday 3rd June and an End Date of Wednesday 5th June, and there are 12 hours scheduled to be done on the Action, then it will be assumed that 4 hours of work will be done on Monday, Tuesday and Wednesday. It is accessible in the following locations:

• Project
• Milestone
• Action
• Resource Assignment Wizard
• Holiday
• Role

For each Object, it will be accessible via the ‘Manage Distribution’ button. For the Resource Assignment Wizard it is accessible from the ‘Hours Distributor’ Tab.

Projects

When accessing the Hours Distributor from the Project record, it will display Role Allocations relating to each Role / Action contained within the Project Plan.

You are able to choose whether to view the data grouped by Action or by Role. When viewing the data by Action, you will see a data row for each Role that is assigned to the Action as either the Action Owner or Contributor. The Actions will be grouped by Milestone.

When viewing the data by Role, you will see a data row for each Action the Role is assigned to as either the Action Owner or Contributor.

Milestones

When accessing the Hours Distributor from the Milestone record, it will display Role Allocation records relating to each Role / Action relating to the Milestone.

You are able to choose whether to view the data grouped by Action or by Role. When viewing the data by Action, you will see a data row for each Role that is assigned to the Action as either the Action Owner or Contributor.

When viewing the data by Role, you will see a data row for each Action the Role is assigned to as either the Action Owner or Contributor.

Actions

When accessing the Hours Distributor from the Action record, it will display Role Allocation records relating to each Role assigned to the Action.

Resource Assignment Wizard

You are able to access the Hours Distributor from within the Resource Assignment Wizard. This provides the same functionality that is available when accessing it from an individual Action record.

Holidays

You can utilise the Hours Distributor on a Holiday record to create Role Allocation records. This enables you to distribute the hours across the days. For example, a person may be taking 12 hours of PTO across a 2 day period. Rather than it being evenly distributed with 6 hours per day, it may be that 4 hours are for day 1 and 8 hours for day 2. Another example may be where a person is taking PTO from Friday through to Tuesday, but it only requires 2 days (e.g. Friday and Tuesday, as Monday is a Public Holiday). In this scenario, you are able to distribute the 16 hours on Friday (8 hours) and Tuesday (8 hours).

Note: The Hours Distributor should only be used for Holidays that relate to an individual Role.

Roles

When accessing the Hours Distributor from a Role record, it will display Role Allocation records assigned to the Role across multiple Projects and Opportunities. As such, it the Role Allocation records may be related to an Action or a Role Forecast. You will be able to select a specific date range (e.g. view all Role Allocations assigned to Mick Fanning for the next two weeks).

In addition to Role Allocation records relating to Actions and Role Forecasts, this view will also show Role Allocations assigned to Holidays and provide a capacity summary at the bottom to easily identify any potential bottlenecks.

Adjust Start Date & End Date

When a Role Allocation record is created or edited with Total Hours Scheduled greater than zero, and it is before the existing Start Date of the Action, Contributor or Role Forecast that it relates to, the Start Date and Working Days fields of the parent record (e.g. Action, Contributor or Role Forecast) will be adjusted to be based on the date from the Role Allocation record.

When a Role Allocation record is created or edited with Total Hours Scheduled greater than zero, and it is after the existing End Date of the Action, Contributor or Role Forecast that it relates to, the End Date and Working Days fields of the parent record (e.g. Action, Contributor or Role Forecast) will be adjusted to be based on the date from the Role Allocation record.

Clear All Values

When distributing hours on the ‘Manage Forecast’ or ‘Manage Distribution’ Component, you can use the  icon to clear all existing Role Allocation field entries.

When you click this icon, it will reset all fields to 0 if they are currently greater than 0. This enables Users to restart the manual distribution and gradually build up the allocation as they enter values into the individual Role Allocation fields.

Redistribute Remaining Hours

When distributing hours on the ‘Manage Distribution’ Component in relation to Actions, you can use the  icon to redistribute hours from historical dates where the Role Actual does not match the Role Allocation.

This function can be carried out for an individual row of data being displayed on the ‘Manage Distribution’ Component by clicking the icon within that row. Alternatively, if you wish to carry this function out for all rows being displayed, you can click the master icon located in the top right.

When you click the icon, the sum of hours remaining for any Role Allocation with a Date less than Today will be redistributed across the remaining Role Allocations between Today and the End Date. Specifically, the following functions will be carried out:

• If the Sum of ‘Hours Scheduled – Billable’ – ‘Hours Completed – Billable’ for all Role Allocation records with a Date < Today is <> 0, it is divided evenly between the number of Working Days between End Date and Today and that amount will be added to each of the Role Allocation records between Today and End Date. This may result in increasing or decreasing the ‘Hours Scheduled – Billable’ for the remaining dates.
• If the Sum of ‘Hours Scheduled – Non Billable’ – ‘Hours Completed – Non Billable’ for all Role Allocation records with a Date < Today is <> 0, it is divided evenly between the number of Working Days between End Date and Today and that amount will be added to each of the Role Allocation records between Today and End Date. This may result in increasing or decreasing the ‘Hours Scheduled – Non Billable’ for the remaining dates.
• If Role Allocation Date is < Today and ‘Hours Scheduled – Billable’ > ‘Hours Completed – Billable’, reduce ‘Hours Scheduled – Billable’ to be equal to ‘Hours Completed – Billable’
• If Role Allocation Date is < Today and Hours Scheduled – Non Billable > Hours Completed – Non Billable, reduce Hours Scheduled – Non Billable to be equal to Hours Completed – Non Billable

Hours Distributor Distribution Rules

When modifying Action records, a User may amend key fields that will require related Role Allocation records to be modified. The table below summarises the distribution rules that will be applied to each scenario based on whether the Role Allocation records are evenly distributed or manually distributed.

Checklist Items are individual items that need to be ‘ticked off’ as part of delivering an Action. The Checklist will serve as a simple ‘To Do’ list of items that you can mark as complete. For example, if you have an Action to deliver training for a client, your Checklist Items might include:

• Book Training Room
• Issue Agenda
• Prepare Training Slides
• Issue Post Training Survey

You can add notes to any Checklist Item as well as identify the person that will be responsible for it, and whether it has been completed for not. You can create Checklist Items directly from the Action Detail Page using the ‘Related List’.

You can also create Checklist Items when using the ‘Create Actions’ page and on the Whiteboard. To create Checklist Items you need to click the Checklist Item icon as per the below illustrations.

You will then be presented with the ability to add a new Checklist Item as per the screenshot below. You can fill in the Name, Owner and Notes and click the tick sign to confirm.

You are also able to add the ‘Checklist Item’ Tab to your menu navigation to access the Object’s home page. This will enable you to access List Views of your Checklist Items and manage them all from one place.

Checklist Item Hours

When applying hours at the individual Checklist Item level, this will override the ability to enter values in the Hours Scheduled – Billable and Hours Scheduled – Non Billable fields directly on the Action record the Checklist Item relates to.

For example, if I create an Action and enter 10 in the Hours Scheduled – Billable field and 4 in the Hours Scheduled – Non Billable field, and then proceed to create some Checklist Items that contain values in the Hours Scheduled – Billable and Hours Scheduled – Non Billable fields, the values I entered in the Action will be overwritten with the sum of hours from the related Checklist Items. To revert to entering values manually in the Action, I would need to remove all values in the fields from all related Checklist Items.

If you try to modify the Action fields, you will be presented with a notification as illustrated below.

However, this fuctionality can be turned off to allow you to enter Checklist Item hours without them overriding the Action hours. This is controlled by a Custom Setting that is accessible within the Project Automation Settings section of the Control Pad on the Mission Control Console. The setting is called:

Disable Action Hours Override from Checklist Item Hours

This setting will need to be set to TRUE if you do not want Checklist Item hours overriding the Action hours.

Automated Management of Contributor Records

You can choose to have Contributor records automatically created / updated / deleted based on the Role being assigned as the Item Owner of Checklist Items.

This feature is controlled by a setting in the ‘Project Automation Settings’ section of the Control Pad on the Mission Control Console.

If this setting is TRUE, the feature will be disabled and Contributors will need to be managed manually. If this setting is FALSE, the feature will be enabled and Contributors will be managed automatically.

When Contributors are being managed automatically, you will not need to create / edit / delete Contributor records manually. In addition, the ‘Contribution Billable’ and ‘Contribution Non Billable’ fields will be calculated automatically. If you try and edit these fields manually, you will be presented with a notification as illustrated below.

Contributor records will be created, updated and deleted automatically based on the Role’s assignment to the Action / Checklist Items.

For example, prior to creating Checklist Items, I assign Mick Fanning as the Action Owner and create Contributor records for Kelly Slater and Joel Parkinson. I then create a Checklist Item with values entered in the ‘Hours Scheduled – Billable’ or ‘Hours Scheduled – Non Billable’ fields and assign the Item Owner as Kelly Slater, the automated management of Contributors will be invoked. The result will be that Kelly Slater’s Contributor record will be updated to ensure the ‘Contribution – Billable’ and ‘Contribution – Non Billable’ fields reflect the hours on the Checklist Items. Joel Parkinson’s Contributor record will automatically be deleted, as he doesn’t yet own any Checklist Items. If a new Checklist Item with hours is created and assigned to Joel Parkinson, then a new Contributor record will be created for him.

In a scenario where the Action Owner also owns Checklist Items, they will not have a Contributor record created. However, if the Action is reassigned to a different Role and the outgoing Action Owner remains the Item Owner of Checklist Items, a Contributor record will automatically be created for them.

Log time to Checklist Items

You can associate a Time Log to a specific Checklist Item relating to the Action. A Time Log must always relate to an Action, but you can optionally choose to relate it to one of the Checklist Items under the Action and it will reflect in the Checklist Items ‘Hours Completed – Billable’ or ‘Hours Completed – Non Billable’ field. This enables you to identify how much time has been spent working on the individual Checklist Items.

When using the Log Time Component, you will be able to select the Action the Time Log relates to and then further select the specific Checklist Item.

When using the Timesheet, you can select the specific Checklist Item by double-clicking into the hours cell to open the Time Log Summary field.

The Time Log Related List can be included on both the Action Page Layout and the Checklist Item Page Layout.

Checklist Item Manager

The Checklist Item Manager lets you easily manage all of your Checklist Items relating to a particular Action or User Story.

Quick Create Items

The Quick Create section at the top of the Checklist Item Manager provides you with the ability to quickly create multiple Checklist Items.

Optionally select the Checklist Item Owner and then enter the Checklist Item Name. Once this has been done, you can either click the + icon, or press the Enter key.

The Checklist Item will appear in the Checklist Item Manager and focus will be retained on the Quick Create Checklist Item Name text box so you can create another record.

To add further information to the Checklist Item record, you can click the pencil icon to open it in Edit mode.

Add New Items

You can click the ‘New Item’ button in the bottom left of the Checklist Item Manager to open a draft record in Edit mode, allowing you to fill in all of the key fields.

When the new record is ready to be saved, you can click the tick icon and then the Save Items button. Alternatively, if you want to save the record and then immediately add another new record, click the + icon.

This will enable you to create another new Checklist Item. Once you’ve created all the required records, click the Save Items button.

Edit Individual Items

If you need to make changes to an existing Checklist Item, you can click the pencil icon for the required record. This will open up the record in Edit mode.

Once you have made your changes, click the tick icon to commit your save.

Edit All Items

If you wish to edit all Checklist Items at once, you can click the pencil icon located on the right-hand side of the Quick Create row of the Checklist Item Manager.

This will open up all Checklist Item records in Edit mode, allowing you to make changes across multiple records.

Once you have made all of your required changes, click the tick icon located on the right-hand side of the Quick Create row of the Checklist Item Manager.

This will commit the changes across all Checklist Items.

View Full Record

To access the full record detail of an individual Checklist Item, click the eye icon for the required record.

This will open up the full Page Layout view for the Checklist Item record. From here you can edit or delete the record.

Filters

You can apply filters within the Checklist Item Manager by clicking the Filter icon located in the top right.

This will open up the Filter modal as illustrated below.

From the Filter modal, you are able to apply various filters. In addition, you can save filters into the ‘Preset Filters’ list at the top of the modal. These preset filters will be stored for ongoing use.

Settings

By default, the Checklist Item Manager will show the following fields:

• Complete
• Item Owner
• Checklist Item
• Item Notes
• Start Date
• End Date
• Exclude from Gantt
• Hours Scheduled – Billable
• Hours Scheduled – Non Billable

By default, the Checklist Items will be sorted using the following logic:

• Sort Order ASC
• Start Date ASC
• End Date ASC

The first four fields are static, but the remaining five fields can be customized to your own preference as well as modifying the Sort Logic. This is controlled within the Settings modal, which is accessed by clicking the Setup icon located in the top right of the Checklist Item Manager.

When you access the Settings modal, you can specify the Fields you wish to display on the Checklist Item record rows. You can also adjust the fields and direction preferences for how your Checklist Items will be sorted.

When you make changes to the Settings, you will need to click the Save button. To reset the default settings, click the Reset button.

The Checklist Item Kanban Board enables you to visualise all of your Checklist Items based on their current ‘Status’. You can access the Checklist Kanban via the main navigation menu as a sub-tab on the Project Overview Component, which will pre-filter the board to show Checklist Items that relate to Actions on that specific Project.

Each Checklist Item is displayed as a ‘Sticky Note’ (also referred to as a ‘Card’) on the Kanban, showing details such as:

• Checklist Item Name
• Action Name
• Project Name
• Start Date
• End Date
• Item Owner

You can drag and drop the Checklist Item cards from one column to another. For example, if you have a Checklist Item that has progressed from ‘Planned’ to ‘In Progress’, you can simply drag it from the Planned column and drop it into the In Progress column.

Note: When you drag a card into the Complete column, the Status field of the Checklist Item will be updated to ‘Complete’ and the Complete (Checkbox Field) will also be set to TRUE. Similarly, if you set the Complete field to TRUE, the Status will automatically be updated to Complete.

Add Checklist

You can add a new Checklist Item record by clicking the blue ‘Add Checklist’ button located in the header of the Board.

This will open up the ‘New Checklist’ modal, where you are able to enter the full details for a new Checklist Item and then click Save.

Quick Add Checklist

You can quickly add a new Checklist Item by clicking the ‘Add Checklist Item…’ just below the column header. This will open up the Quick Add section, as shown below:

Simply select the Project, Milestone and Action, type in the Checklist Item Name, then click the tick icon or hit enter. The Checklist Item will be created and the fields will reset to enable you to add another Checklist Item.

Note: If you have a Validation Rule or field requirement that prevents the Checklist Item from being created, a New Checklist Item page will open up where you can complete the required fields and save the record.

Checklist Card

Below is an example of a Checklist Item Card on the Kanban Board.

The card offers you a lot of functionality, each feature of the card is explained below.

1. These fields are static, and show you the Checklist Item Name, Action Name, Milestone Name and Project Name
2. These fields can be changed within the Board Settings, by default Start Date, End Date, Total Hours Scheduled, Total Hours Complete and Total Hours Remaining will be displayed
3. Provides a summary of the Total Hours Completed / Total Hours Scheduled
4. Provides a summary of the Issues with a Status other than Closed
5. End Date Warning. Will display Red if overdue or Yellow if due within next 2 days
6. Click to Collapse / Expand Card
7. Click to open the ‘Checklist Summary’ component
8. Click to open the Time Log component
9. Click to open the Issue Manager component
10. Click to open the Chatter component
11. Identifies the Item Owner

Collapse / Expand All

The Checklist Cards can show a lot of information, and as such, can take up a fair amount of space, and you may wish to have a more compact view. The Cards can be collapsed or expanded as required between the ‘Detail’ and ‘Compact’ views, based on how much information you with to view. Below are examples of the expanded and collapsed Cards.

Within the Board Settings, you can specify the default view for any new Checklist Items. You are able to collapse / expand individual cards by clicking the icon in the footer of the Card. You are also able to collapse / expand all Checklist Cards at once by clicking the Expand All or Collapse All button within the Board Header, as shown below.

Checklist Sort Order

By default, the Checklist Cards will be displayed based on the following values:

• Board Priority Order
• End Date ASC
• Project Name ASC
• Milestone Name ASC
• Sort Order ASC
• Checklist Item Name ASC

If you need to reorganize the priority of the Checklist Items within a specific column, you are able to drag and drop them up or down within the column and that adjustment will be persistently remembered.

The ‘Board Priority Order’ field value is adjusted by dragging a Checklist Item up / down within a column, but if the Checklist Item is dragged left / right into another column, the values will not be adjusted.

Users have the ability to control the Sort Order of Cards should they not wish to use the default sort order. This can be controlled within the Board Settings modal, as shown below:

Users can disable the Board Priority Order field from being used as the initial sorting value. In addition, they can specify up to 5 fields to sort by, and the direction (e.g. ASC / DESC).

Column Heading

You’re able to dynamically adjust the Column Headings. By default, Status columns will be displayed. However, if you want to switch from viewing columns for Status to Item Owner, you just need to select the Picklist in the ‘Column Heading’ field as below.

This will dynamically switch the column headings on the Kanban Board and rearrange all of the Checklist Items based on their ‘Item Owner’ value.

Summary Field

You’re able to dynamically adjust the Summary Field. By default, the Summary Field will be set to Total Hours Remaining. You have the option to change this to a range of other Number or Percent fields on the Checklist Item Object.

The Summary Field will be persistently remembered for each User.

Checklist Filters

You can apply any combination of filters to make sure you’re viewing the Checklist Items that are most important to you. Simply click on the Filter icon to open up the Filters modal and apply the filters as required.

The filters can be applied as required, alternatively, you can save any Filter selection, and that will be persistently applied each time you visit the Checklist Board.

Preset Filters are created and accessed by individual Users and cannot be shared with other Users.

Board Settings

The Board Settings modal enables you to customise various settings to control which features are accessible on the Board.

These Board Settings can be controlled by each individual User by clicking on the Settings icon on the Board.

Alternatively, you can choose to override these settings at an organisation-wide level from the Control Pad of the Console. If you override from the Control Pad, Users will no longer have access to the Settings icon on the Board.

Roles Tab

The ‘Roles’ Tab located on the right-hand-side of the Board allows you to view all of the active Roles within Mission Control.

You can expand / collapse the Tab, which will be persistently remembered between visits to the Board. Therefore, if you don’t wish to use the Role Tab, you can keep it collapsed.

The primary purpose of the Roles Tab is to enable you to re-assign a Checklist Item from one owner to another. You can do this by dragging and dropping the right person on top of the image of the existing Item Owner, which will transfer ownership.

You can filter to find Roles that match the criteria you require. For example, you may be looking for Roles that have a specific Skill or are a member of a particular Team. To access the Role Filters, click the Filter icon at the top of the Role Tab, which will open the Role Filters modal as shown below.

Within the Role Filters, you can:

• Filter to ‘Existing Roles Only’, which will only show Roles that are already involved in the Checklist Item(s) being displayed
• Filter based on specific Skills, using AND or OR filter logic
• Filter based on Skill Proficiencies
• Filter based on specific Teams, using AND or OR filter logic

The filters can be applied as required, alternatively, you can save any Filter selection, and that will be persistently applied each time you visit the Checklist Board.

Task/Event Synchronization allows you to create a standard Salesforce.com Task or Event record that relates to a Mission Control Action and have it update the actions date and time values based on the event. Note: Where a User has changed the Subject of the Event, when being updated, the Action will no longer overwrite this value.  

When creating an Action, if you set the ‘Task’ Checkbox field to TRUE, a Salesforce Task record will be created and associated to the Action in the Activity History related list.

When creating an Action, if you set the ‘Event’ Checkbox field to TRUE, a Salesforce Event record will be created and associated to the Action in the Activity History related list. It will be assigned to Action Owner and Contributors, providing their Role records relate to Salesforce User records.

Note: Events will only be created if the Action Owner’s Role record relates to a Salesforce User. If Multi-Day setting is disabled and the Event checkbox is set at the action level, users will have to schedule actions for a single day to have them populate as events in the calendars.

Task / Event Prefix

By default when the ‘Task’ or ‘Event’ fields on the Action are set to TRUE, the Task or Event record is created with ‘Mission Control: ‘ set as a Prefix followed by the Action Name with the Project Name in brackets within the Name field. For example, for the ‘Rip Curl: Website’ Project, if you set the Task field to TRUE on the ‘Design Wireframes’ Action, the Name of the Task will be as follows:

Mission Control: Design Wireframes (Rip Curl: Website)

To provide Customers with flexibility on the Prefix, there is a Setting within the ‘Project Automation Settings’ Tile on the Control Pad of the Mission Control Console called ‘Enable Task/Event Prefix Override’.

This Setting enables Customers to choose to override the Prefix with a Custom Prefix value or to remove the Prefix altogether.

To override with a Custom Prefix, set the Setting Checkbox to TRUE, select ‘Custom Prefix’ in the Override Option and specify a value in the Custom Prefix field, as shown below.

In this example, the Task Name would be:

Project Task: Design Wireframes (Rip Curl: Website)

To remove the Prefix, set the Setting Checkbox to TRUE and select ‘No Prefix’ in the Override Option, as shown below.

Leaving this Setting FALSE will mean Task and Event Names use the out of the box format.

The Clone button on a Milestone allows you to clone (make a copy of) a Milestone and all child Actions, saving them to the existing Project or to a new Project. Before the records are cloned, you are able to make changes to the Milestone and Actions so they are relevant to the new Project or requirements.

To Clone a Milestone, go to the Milestone page and click the ‘Clone’ button.

Make the desired changes for the new Milestone and Actions and click the Clone Milestone button.

Note: If the Milestone you are cloning relates to a skills based project, you will also be able to edit the view and edit the skills for the actions.

The Milestone Clone page provides customers with the ability to select which fields are visible in the Milestone field sections of the page. Each section is controlled by a Field Set as outlined below.

There is also a Field Set on the Action Object to enable Custom Fields to be added to the Action section of the page:

• Milestone Clone: Action Custom Fields

By adding Fields to this Field Set, these Fields will be included in the Action section of the Milestone Clone page.

This provides customers with the ability to add and remove fields to suit their specific requirements.

The Milestone Loader is a tool that takes the existing Milestone Clone feature to a new level. You’re able to select and load in multiple Milestones in one go, including all of their Actions, Contributors and Checklist Items.

So for example, I may have created a Project record, but not yet created any Milestones, Actions, etc. I may have two other Projects that between them already contain the detail of what is required on this new Project. Therefore, I can use the Milestone Loader to go and grab a copy of the relevant records from each of the other two Projects.

You access the Milestone Loader from the Overview Tab on the Project Overview page, as shown in the screenshot below.

The Milestone Loader will initially load as shown below:

You’re able to search for the Project that you want to load the Milestones from. As you start typing the Project Name, the search list will automatically begin to filter the list of Projects you can choose from.

Once you have selected the Project you’re looking for, a list of Milestones will appear. You can then choose the Milestones you’re looking to load in to your new Project.

You’re able to select all, or as many of the Milestones as you require. You can also choose to specify the Start Date for the first most Action being loaded in to the new Project, along with whether you want to clone the Checklist Items and Contributors.

The Milestone Loader lets you load in multiple Milestones from one Project at a time, if you require Milestones from more than one Project, you’ll need to perform this process for each Project.

The Action Clone Page provides you with the ability to perform a ‘Deep Clone’ of the Action and any related Checklist Items and Contributors.

When you click the ‘Clone’ button the Action Page Layout, the custom clone page will load as shown below.

The page will show the Action record, and any related Checklist Items and Contributors. Within the Clone Settings section at the top, you are able to:

• Set the Start Date (this will update all Start Date / End Date values accordingly on the Action and related Checklist Items)
• Choose to clone Checklist Items
• Choose to clone Contributors

You can also modify any field values manually as required, as well as adding / deleting Checklist Items and Contributors.

Custom Field Sets

The fields displayed on the Action record section of the custom clone page are controlled by two Field Sets:

• Action Clone Standard
• Action Clone Custom

If you have your own custom fields that you would like to be included on the custom clone page, you can add them to the Action Clone Custom Field Set. You can also adjust the order of the fields within the Action Clone Standard Field Set.

You’re able to set Milestones and their Actions, or just individual Actions to be recurring. The process is slightly different for each option.

Recurring Milestones & Actions

A Milestone can be set to be recurring. This will recur the Milestones and its Actions and their Checklist Items & Contributors. To set a Milestone as recurring, you need to specify the following field values on the Milestone record:

• Is Recurring = TRUE
• Recurring Frequency = Select from Daily; Weekly; Monthly; Quarterly; Annually
• Number of Recurrences = Enter the number of times you’d like the Milestone to recur

When the Milestone Status is set to Complete, the next instance of the Milestone (and Actions & Checklist Items) will be created with the Milestone Deadline and the Action Start Date, End Date, Baseline Start Date and Baseline End Date all adjusted based on the ‘Recurring Frequency’ using the following adjustment rules.

The Milestone created as part of the recurring process will have the same field values as the original Milestone. The Milestone Name will have a number in brackets at the start of the string, indicating which recurrence it is. For example, a Milestone that has been configured to recur 3 times will result in the following:

Note: Where the Milestone’s Name is using all 80 characters of the field string, the final four characters will be dropped from the string for the subsequent recurrences to make room for the number.

Each Action created as part of the recurring process will have the same field values as the original Action, except for the Status field, which will be set to ‘Planned’.

Each new recurrence of the Milestone is used to recur the subsequent Milestone. Therefore, any new Actions added to the current Milestone will be created as part of the next recurrence. To support the recurring process, each recurrence of the Milestone will have a ‘Recurrences Remaining’ field identifying how many more recurrences are required. Once the final Milestone has been recurred, it will have a ‘Recurrences Remaining’ value of 0 and therefore, when the Status is set to Complete, no further recurrences will be created. The below table illustrates how this will function.

Note: If you want to continue recurring the Milestone, you’ll need to adjust the ‘Remaining Recurrences’ value of the last Milestone.

Recurring Actions

An Action can be set to be recurring. This will recur the Action and its Checklist Items & Contributors and parent the new Actions to the same Milestone. To set an Action as recurring, you need to specify the following field values on the Action record:

• Is Recurring = TRUE
• Recurring Frequency = Select from Daily; Weekly; Monthly; Quarterly; Annually
• Number of Recurrences = Enter the number of times you’d like the Action to recur

When the Action is created, or updated and has been set to ‘Is Recurring’, the relevant number of additional Actions will immediately be created, changing the Start Date, End Date, Baseline Start Date and Baseline End Date based on the ‘Recurring Frequency’ using the following adjustment rules.

Each Action created as part of the recurring process will have the same field values as the original Action, except for the Name and the Status. The Status will default to ‘Planned’ for all recurrences. The Name will have a number in brackets at the start of the string indicating which recurrence it is. For example, an Action that has been configured to recur 3 times, will result in the following:

Where the original Action Name is using all 255 characters of the field string, the final four characters will be dropped from the string for subsequent recurrences to make room for the number.

Validation Rules are included on the Milestone and Action Objects to ensure the ‘Number of Recurrences’ and ‘Recurring Frequency’ fields contain a value if ‘Is Recurring’ is set to TRUE.

Note: An Action that was set to be recurring within a recurring Milestone will not be recurred when the Milestone is recurred to prevent doubling up the required Actions within the new Milestone.

Budget Items allow you to breakdown and track the Project Budget at a granular level across multiple budget line items. For example, if you have a Project that is developing a new software application you may choose to break your budget into three areas:

• Research
• Development
• Launch

Whilst you have an overall ‘Project Budget’ field on the Project, the Budget Items will allow you to track the budget allocation and performance for each of these individual areas of the Project.

From the Project Overview page, you can access the ‘Budget’ Tab. This comprises of summary charts with a Data Table below where you can view the Budget Items. Within the Budget Tab, there are a series of Tabs that allow you to get to key information relating to your Budget Items, including:

• All
• Summary
• Scheduled
• Completed
• Forecast
• P&L
• GM%
• Variance

Below is an illustration of the Budget Tab with the Summary Data Table being displayed.

You can create new, and edit existing Budget Item records using the ‘Manage Budgets’ page. This is accessible from the Budget Tab on the Project Overview page by clicking the ‘Manage Budgets’ button.

To track the performance of your Budget Items, you will need to relate your Actions and Expenses to Budget Items. The Hours and Material Cost financials from the Action, along with Expenses will be summarized on the Budget Item record they relate to. It’s easiest to relate the Budget Items to the Actions from the Create Actions Page. It’s also recommended to set up the Budget Item to Action relationship on the Project Template which will carry over into new Projects. 

Note: Budget Items do not update the ‘Project Budget’ field on the Project.

When creating a Risk you need to associate it to a Project and fill in the relevant details, as per the example below:

You are able to create Risks from the Project Overview page, the Risk Object home page, the ‘Add Risk’ component on the Track Pad or Utility and directly from the Risk Log.

Risk Log

The Risk Log is accessible as a stand-alone page, which you can access via the ‘Progress Pad’ on the Mission Control Console.

You can also access it on the Project Overview from the Risks sub-tab. Access via the Project Overview page can be controlled via the Project Overview permissions on the Role record, like all other Project Overview Tabs.

Below is an example of the Risk Log being viewed as a stand-alone page.

It comprises of two main sections – Summary and Risk Log. Each can be collapsed to allow you to focus on the area of interest.

When using the Risk Log on the Project Overview page, it’s filtered to show all of the Actions related to that Project. On the stand-alone page, you will be able to determine which Risks are displayed, by selecting a ‘List View’ filter on the Risk Object.

Summary Section

The Summary Section includes 4 charts, providing you with a high level overview of the following:

• Risk Matrix
• Risk Score Summary
• Risks by Category
• Risks by Status

Risk Log Section

The Risk Log section provides you with a working ‘pad’ where you can do numerous tasks, including:

• Quickly create new Risks
• Sort by any column
• Set Risks to Closed
• View / Edit Risks
• Collaborate via Chatter

Quick Create Risks

You’re able to quickly create new Risks using the quick create feature located at the top of the Risk Log – see below.

Providing you don’t have any Validation Rules or mandatory field requirements preventing a Risk from being created with just the Risk Name, you’ll be able to rapidly create new Risks using the feature.

If a Validation Rule or mandatory field requirement does prevent the Risk from being created, a new Risk page will open up where you can complete the required fields and save the record.

Using the quick create feature, new Risks will appear at the top of the list in your Risk Log and you can then click on any of them to view them in the Risk Detail on the right-hand side, or double click to edit further information.

Sort by any Column

Within the Risk Log, you’re able to sort the data by any of the columns. Just click on the column you would like to sort by and the data will be re-organised accordingly. You can identify which column is being used for sorting by the directional arrow – in the example below, the Category is being used.

Close Risks

You can quickly mark a Risk’s Status as Closed by ticking the box on the left-hand side of the table, or at the top of the Risk Detail Tab.

View / Edit Risks

If you need to view further information relating to an individual Risk, you can click on to the Risk within the Risk Log table, and that will populate the ‘Risk Detail’ Tab on the right-hand side.

If you need to edit the record, you can select the drop-down arrow and click Edit, or you can double-click on the record within the table and the Risk Edit page will open, where you’ll be able to make changes and click Save.

Collaborate via Chatter

If you need to collaborate with colleagues on a Risk, you can click on the ‘Chatter’ tab within the Risk Detail section to access the Chatter Feed for the individual Risk.

Promote a Risk to an Issue

In order to be able to ‘promote’ a Risk into an Issue, customers can use the ‘Promote Risk to Issue’ Quick Action on the Risk record. This is accessible from the Chatter Feed on the Risk Log, or from the Buttons on the Risk Detail Page. When you click the ‘Promote Risk to Issue’ button/link, it will open up a draft Issue record with Risk field information merged in to the appropriate Issue fields, as illustrated below:

To add this button to the Chatter Feed inside the Risk Log, you’ll want to update the Risk page layout to include this button in the ‘Quick Actions in the Salesforce Classic Publisher’ section. You will also need to ensure the ‘Enable Actions in the Publisher’ option in Chatter Settings is checked.

To add this button to the Risk record page, you’ll want to update the Risk page layout to include this button in the ‘Salesforce Mobile & Lightning Experience Actions’ section.

From Mission Control, you can quickly launch into a Project Overview for a specific Project. This Project Overview provides a complete overview of the project, including:

• Insights
• Overview
• Budget
• Action Pad
• Detail
• Time Logs
• Expenses
• Risks
• Issue Log
• Billing
• Whiteboard
• Checklist Board
• Gantt Chart
• Revenue Recognition
• Scheduler
• Retro

To launch into a Project Overview from the Mission Control Console, follow the steps below:

1. Click the ‘Management Pad’ Tab
2. Select the Project you wish to look at from the View Project Overview panel
3. Click ‘View Project’ button

You can also access the Project Overview by clicking the “Project Overview” button on a Projects detail page.

The project Overview provides information via various ‘Tabs’. Each tab provides you with detailed information relating to a specific area of the Project. Each tab is explained below.

Insights

This tab provides various charted information showing the current state of play for the project.

The aim of the Insights Tab is to provide you with a high level, graphical view of how the project is performing. The key information represented on the Insights Tab includes:

• Project Budget
• Completed Actions
• Overdue Actions
• Completed Checklist Items
• Overdue Checklist Items
• Burn Down Chart
• Risk Matrix
• Risk Summary
• Issue Summary
• Project Owner
• Cost Performance Index (CPI)
• Scheduled Performance Index (SPI)
• ‘Billable’ Revenue Summary
• Hours Summary
• Purchase Order Summary
• Expenses Summary
• P&L Summary
• Invoice Summary

The entire Insights Tab can be hidden by setting the ‘View Insights Tab’ to FALSE on individual Role records. However, you may want to provide access to the Insights Tab, but restrict visibility to certain Charts.

You are able to control the display settings for each individual Chart, to determine whether or not they are displayed for each individual User. These settings are controlled via Checkbox Fields on the Role record.

Overview

The Overview Tab provides a number of Charts relating to the status of Actions and Checklist Items along with a expandable tree grid of the Work Breakdown Structure of a Project, including Phases, Milestones, Actions and Checklist Items.

Overview Charts

Within the Overview Tab, you have a number of Charts providing insight into specific metrics.

Completed Actions Chart

The Completed Actions gauge chart provides you with an overview of how many Actions have been completed on the Project.

Overdue Actions Chart

The Overdue Actions donut chart provides you with insight into any Actions that are overdue and groups them based on their ‘Priority’ value. When you hover over this chart, you’ll see a list of the Actions that are overdue, so you can quickly jump to the detail if required.

Completed Checklist Items Chart

The Completed Checklist Items gauge chart provides you with an overview of how many Checklist Items have been completed on the Project.

Overdue Checklist Items Chart

The Overdue Checklist Items donut chart provides you with insight into any Checklist Items that are overdue and groups them based on the ‘Priority’ value of the Action they relate to. When you hover over this chart, you’ll see a list of the Checklist Items that are overdue, so you can quickly jump to the detail if required.

These Charts can be hidden for individual Users by setting the ‘View Overview Tab Charts’ field to FALSE on their Role record.

Work Breakdown Structure

The Work Breakdown Structure section of the Overview Tab provides details of the full project plan, including:

• Phases
• Milestones
• Actions
• Checklist Items

Each layer can be collapsed / expanded by clicking the +/- buttons. This will be persistently remembered for each User each time they view a Project Overview. For example, if Mick collapsed Actions and Checklists, so was only looking at Phases and Milestones, he would only see Phases and Milestones the next time he loaded the Project Overview page.

Warning Icons

Where Start Date and End Date values are either overdue or approaching, a Red or Yellow warning icon will be displayed, as illustrated below.

The table below outlines the rules that control which warning icon is displayed.

Date Field	Status Value	Date	Warning Icon
Start Date	Planned	<= Today
Start Date	Planned	Today +1 OR Today +2
End Date	Planned OR In Progress	<= Today
End Date	Planned OR In Progress	Today +1 OR Today +2

Sort Order

By default, the Sort Order of each layer is set to the values specified in the table below.

Project Overview Filters

Filters can be applied to the Work Breakdown Structure (WBS) table on the Overview Tab of the Project Overview. This enables you to remove records that you may not wish to currently view. For example, you may wish to filter the records to only show you those where you are the owner, or remove any that have already been completed.

To access the Filters Modal, you will need to click the filter icon located on the right-hand side of the Overview WBS table, as shown below.

You can apply Filters at each of the following layers:

• Phases
• Milestones
• Actions
• Checklist Items

Filters applied at the Action layer can comprise of Filters on the Action, Checklist Item and Contributor Objects. For example, you may want to filter Actions based on you being the Action Owner, or a Contributor, or an Item Owner of a related Checklist Item.

You are able to adjust the Filter Logic for each layer. Filters can be saved using the Pre-set Filter feature and shared with other Users.

Project Overview Settings
Each User can set their own preferences by clicking on the  icon and adjusting the sort settings for each layer.

Users can specify up to 5 fields per Object to determine the sorting of records, along with whether the field should be sorted in ascending (ASC) or descending (DESC) order. To reset to the default settings, click the Reset button.

Customising the fields displayed

By default, the fields included for each layer of the Work Breakdown Structure are as specified in the table below.

You are able to adjust the fields displayed using the following Field Sets:

• Phase Object: Project Overview Tab Fields
• Milestone Object: Project Overview Tab Fields
• Action Object: Project Overview Tab Fields
• Checklist Item Object: Project Overview Tab Fields

Page Functions

There are a variety of buttons/icons that provide you with access to key features, each button/icon is explained below.

Button/Icon	Function
	Click to create a new Milestone
	Click to open the Milestone Loader
	Click to open the Edit Modal for the record
	Click to delete the record
	Click to open the Resource Assignment Wizard
	Click to open the Log Time component
	Click to open the Checklist Item Manager
	Click to open the Issue Manager
	Click to open the Action Splitter
	Click to add a new Action relating to the Milestone

Detail

This tab gives you access to the standard detail page layout based on the Project record’s record type / user’s page layout assignment

The benefit of this page is that you can control which fields you present to individual Users/Profiles, which is something the previous Project Overview page didn’t offer.

Budget Tab

This tab gives you access to the Budget Items related to the Project. From here, you can also access the ‘Manage Budgets’ page, which allows you to create and edit Budget Items.

Action Pad

This tab gives you access to the Action Pad, filtered for the specific Project.

Time Logs

This tab includes the burn down chart, hours summary chart and ‘Timeline’ of all time Logs

Burn Down Chart

The Burn Down Chart illustrates the ‘ideal’ and ‘actual’ delivery of hours throughout the project.

Hours Summary

The Hours Summary chart provides you with an overview of the ‘Total Hours Scheduled’ in comparison to the ‘Total Hours Completed’ + ‘Total Hours Remaining’, giving insight to whether the project is likely to be delivered in less or more hours than were scheduled.

Time Log Table

The table shows a list of all Time Logs in descending order as they’ve logged against the Project’s Actions.

Project Time Logs PDF

The ‘Time Logs PDF’ can be generated from the Time Logs Tab on the Project Overview. This provides you with the ability to generate a PDF containing the Time Logs related to the Project, which can be downloaded and shared, for example, with your customer, to provide insight into the time spent on the project.

To generate the PDF, navigate to the Time Logs Tab on the Project Overview and click the ‘Generate PDF’ button, located on the right-hand side above the Time Log Summary table.

When you click the button, a modal will appear allowing you to specify a date range.

By default, these field values are set based on the following rules:

Start Date: Set to the Project Start Date or the Date of the earliest Time Log, whichever is earlier
End Date: Set to the Project End Date or the Date of the latest Time Log, whichever is later

You are able to run the report using these default dates, or select the required date range you want to apply. Time Logs will be included in the report if the ‘Date’ is greater or equal to the specified Start Date and less or equal to the specified End Date.

When you download the PDF, the default format for the File Name will be:

YYMMDD – Project Name – Time Log Summary.pdf

For example, if you generate the PDF on the 14^th August 2024 for the Rip Curl: Website Build Project, the file name will be:

240814 – Rip Curl Website Build – Time Log Summary.pdf

Sort Order

The Sort Order used within the PDF is:

• Milestone Sort Order ASC
• Milestone Start Date ASC
• Milestone End Date ASC
• Milestone Name ASC
• Action End Date ASC
• Gantt Sort Order ASC
• Action Name ASC
• Time Log Date ASC

Custom Fields

The Milestone Name / Action Name column will always appear as the first column within the table. The other columns included by default are:

• Project Member
• Date
• Hours Completed
• Time Log Notes

You can add additional fields into the table by using the ‘Time Log Summary PDF’ Field Set on the Time Log Object. You can include a total of 10 columns into the table, therefore, the first 9 fields included within the Field Set will be included in the PDF.

Branding

The logo located in the top right will display the file set as the ‘Gantt Chart Logo’ on the Control Pad within Mission Control. If there is no logo specified within this setting, the Mission Control logo will display by default.

The footer can be turned off by setting the ‘Report Generated by Mission Control Footer’ Setting to TRUE within the ‘Project Status Report Settings tile on the Control Pad of the Mission Control Console.

Expenses

The Expenses Tab provides access to key Purchase Order / Expense summary charts along with lists of Purchase Orders and Expenses.

Expense Charts

Within the Expense Tab, you have a number of Charts providing insight into specific metrics.

Purchase Order Summary

This bar chart provides a summary of all Purchase Orders related to the Project.

Expense Summary – Approval Status

This donut chart provides a summary of all Expenses grouped by the Approval Status.

Expense Summary – Category

This bar chart provides a summary of all Expenses grouped by Category.

Expense Summary

This bar chart provides a summary of Anticipated Expenses versus Actual Expenses.

These Charts can be hidden for individual Users by setting the ‘View Expense Tab Charts’ field to FALSE on their Role record.

Purchase Orders & Expenses Tabs

Below the charts, there are Tabs that provide access to Purchase Orders and Expenses. You also have the ability to create new Purchase Orders and Expenses.

Purchase Orders

The Purchase Orders Tab provides visibility of all Purchase Orders logged against the Project, along with related Purchase Order Items and Expenses.

Expenses

The Expenses Tab provides visibility of all Expenses logged against the Project, including key fields such as Category, Amount Claimed and Approval Status.

Customising the fields displayed

By default, the fields included for the Purchase Orders and Expenses Tabs are as specified in the table below.

You are able to adjust the fields displayed using the following Field Sets:

• Purchase Order Object: Project Expense Tab Fields
• Purchase Order Item Object: Project Expense Tab Fields
• Expense Object: Project Expense Tab Fields

Risks

This tab includes the Risk Matrix and a Risk Summary chart as well as a list view of all Risks.

Risk Matrix

The Risk Matrix is a bubble chart representing all of the Risks based on their probability and impact rating. The bubbles increase in size based on the number of Risks with that rating.

Risk Summary

The Risk Summary donut chart provides insight into the Risk Score of each Risk related to the Project.

Risks List

You’re able to view all Risks logged against the project including key fields such as Category, Area of Impact and Risk Score.

You’re able to Edit or Delete any Risk directly from the list by clicking the arrow on the right-hand side and selecting ‘Edit’ or ‘Delete’.

Billing

This tab includes some financial charts and a tree-structure of Billing Events > Billing Event Items and Billing Payments

Billing Event Summary

This bar chart provides a summary of all Invoices and Credits that have been raised against the Project and summarised based on the ‘Status’.

Invoices Summary

This bar chart provides a summary of the project budget and the amounts invoiced, remaining, paid and outstanding.

Billing Events List

This tab provides you with visibility of all Billing Events, Billing Event Items and Billing Payments logged against the project. The Billing Events are displayed in descending ‘Invoice Date’ order.

The list displays the Billing Events by default and can be expanded to display any related Billing Event Items and Billing Payments. To expand any individual Billing Event, simply click the + sign next to the Billing Event Name.

To collapse any of the Billing Event records, click the – button and the Billing Event Items and Billing Payments will be hidden again.

You’re able to Edit or Delete any Billing Event, Billing Event Item or Billing Payment directly from the list by clicking the arrow on the right-hand side and selecting ‘Edit’ or ‘Delete’.

Whiteboard

This tab provides you with access to the Whiteboard, filtered for the single Project. All of the main Whiteboard functionality is available here.

Checklist Board

This tab provides you with access to the Checklist Board, filtered for the single Project. All of the main Checklist Board functionality is available here.

Gantt Chart

This provides you with access to standard Gantt Chart, filtered for the single Project. All of the main Gantt Chart functionality is available here.

Revenue Recognition (Rev Rec)

The Rev Rec Tab gives you access to the Revenue Recognition page of the PMO Dashboard, filtered to the individual Project.

Scheduler

The Scheduler Tab gives you access to the capacity planning resource scheduler page, filtered to the individual Project.

Retro

The Retro Tab gives you access to the Retrospective Kanban Board, filtered to the individual Project. It will display Learnings related to Retrospectives that are related to the Project.

Field Level Security / Object Access

Please note that all records displayed on the Project Overview Page have Field Level Security, Object Access and Sharing Rules enforced. However, whilst the Charts enforce Object Access and Sharing Rules, the Field Level Security is not enforced. For example, if a User does not have the permission to view the Expense Field ‘Amount Claimed’ they would still see the figures in the Expense Charts. Therefore, we recommend you review the contents of each chart to ensure you set User visibility accordingly.

Tab / Chart Access

We’ve focused on providing you as much flexibility as possible with regards to how you use the Project Overview. You can control access to each Tab, and the Charts on the Tab for each Individual Role. A number of new fields have been added to the Role Object to enable you to set the access to each Tab. The new fields are summarised below.

You can set these field values for an individual Role record by editing the record and updating the fields in the ‘Project Overview Settings’ section.

You can also manage these settings for all of your Role records from a new List View that has been included called ‘Role Permissions – Project Overview Page’

To ensure all of your Roles have access to the Project Overview upon initial upgrade to this version, an Install Script will run as part of the upgrade that will set all of the fields to TRUE. You will then be able to adjust the settings for each Role as required.

LEX Configuration

For customers using Salesforce Classic, you will not need to take any action to begin using the Project Overview Page. However, for Lightning Experience customers, you will have to make a small modification to the Page Layout.

Please Note: You will need to have already configured ‘My Domain’ within Salesforce to be able to use the Project Overview Page within Lightning Experience. Please refer to the Salesforce Help Documentation on how to configure ‘My Domain’.

To access the Project Overview Page in Lightning Experience, please navigate to a Project, where you will see a page similar to the one shown below.

Then click the Settings Icon in the top right hand corner of the screen and click ‘Edit Page’

This will open up the Lightning App Builder and show you a screen like the one below.

Click on the ‘Record Detail’ Component that is in the Overview Tab and delete it, as shown above. This will then result in your page looking like this:

Using the left-hand menu, navigate to the Custom Components and drag the ‘ProjectOverview’ Component into the position where you have just removed the Record Detail Component from. This will result in the page now looking like this:

Then click ‘Save’ and ensure you follow the instructions as outlined below to set the page to be your org wide default.

Then when you navigate back to the Project record, you’ll see the Project Overview Page now looks something like this:

The ‘Resource Re-assignment Wizard’ enables you to quickly re-assign ownership from one Role to another within a Project, Milestone or Action.

The Reassignment Wizard can be used in context of a Project, Milestone, Action or a Role.

Project Reassignment

Below is an example of the Resource Re-assignment Wizard:

The page lists all Role records with involvement in the Project. Involvement is defined by being at least one of the following:

• Project Owner
• Milestone Owner
• Action Owner
• Checklist Item Owner
• Contributor

The Roles are listed alphabetically by First Name. For each instance where the Role has involvement in the Project, as outlined above, a Lookup field is displayed. These Lookup fields enable you to transfer the ownership of record(s) of that type to another Role.

By default, when using the Reassignment Wizard, you will reassign all records. However, you can select which records to reassign based on their Status.

For example, looking at the wireframe above, Colin is a Project Owner, also owns some Milestones and Checklist Items. Therefore, those Lookup fields are visible, but as he doesn’t own any Actions, and isn’t a Contributor on any Actions, those fields are not visible.

Some example use cases for the Resource Re-assignment Wizard would include:

• Re-assigning all responsibility from one Role to another if the initial person has left the company, or has been assigned to another Project
• Assigning a named Role in place of an ‘Asset’ placeholder Role (e.g. assign Mick Fanning to anything currently assigned to ‘Placeholder Developer’

You access the Resource Re-assignment Wizard from the Project Page, by clicking the ‘Reassignment’ button as shown below.

Milestone Reassignment

When being used in context of a Milestone, it will enable you to do a mass transfer of the Milestone Owner and the Owner of records relating to the Milestone, including Actions, Checklist Items and Contributors.

Action Reassignment

When being used in context of an Action, it will enable you to do a mass transfer of the Action Owner and the Owner of records relating to the Action, including Checklist Items and Contributors.

Role Reassignment

The Reassignment Wizard can also be used on the Role record. This for example, would enable you to do a mass transfer of records across multiple Projects if a team member left the organisation, or was temporarily unavailable.

You access the Resource Reassignment Wizard from the Role Page, by clicking on the ‘Reassignment’ button as shown below.

This will show one line for the Role you will be transferring from. You will be able to choose to transfer all records, or select which records to transfer based on Status.

The Auto Assignment Wizard is a feature within Mission Control that enables you to easily identify and auto-assign the most appropriate Roles to a Project, based on defined criteria including Capacity, Team Membership and Skill set. In order to use the Auto Assignment Wizard, the Project’s Actions must have values in the Start Date and End Date fields.

The Auto Assignment Wizard is accessible from the Project record, by clicking the ‘Auto Assignment’ button, as shown below.

Note: If this button is not available on your Project records, please speak to your System Administrator.

When using the Auto Assignment Wizard, there are 3 steps to complete:

1. Select Assignment Method
2. Select Search Method
3. Launch the Assignment Wizard

Step 1 – Select Assignment Method

This step lets you choose whether you automatically assign the best matched resources, or view a list of the top recommendations, allowing you to manually choose the final selections. To automatically assign resources, you will need to select ‘Auto-Assign’. To view the list of recommended resources, you will need to select ‘Recommend’.

Step 2 – Select Search Method

This step lets you choose the criteria that you will use to search for Roles. The options include:

• Master Team
• Skill

The Master Team option will factor in how long each Role has been a member of the Team and their available capacity. The Skill option will factor in how long each Role has had the Skill, their proficiency in that Skill, their enjoyment factor of the Skill and their available capacity.

Within the Settings Modal of the Auto Assignment Wizard, you are able to control the weighting applied to each data point used in the auto-assignment process.

To use the ‘Master Team’ option, each Action, Contributor and Checklist Item on the Project needs to have a Role assigned. Each Role needs a value in the ‘Master Team’ field. To use the ‘Skill’ option, each Action, Contributor and Checklist Item on the Project needs to have a Role assigned. Each Action on the Project needs a Skill assigned.

Step 3 – Launch the Assignment Wizard

This step initiates the auto-assignment process. Whilst the process is running, you will see the screen below.

Once the auto-assignment process has completed, you will be presented with one of the following screens. This will be dependent on which option you selected during Step 1.

If you chose ‘Recommend’, you will be presented with a list of Recommendations. This will show you the Roles that most closely match the requirements for the Project. They are ranked based on their Match %. You are able to review the results and select a Role for each assignment. Once you have selected the Roles you want to be assigned, you will need to click the Assign button.

After clicking the Assign button having made your selections from the Recommendations, you will then get a confirmation screen showing the list of Roles assigned to the Project. When using the ‘Auto-Assign’ option, you will arrive on this screen without having to make any manual selection.

At this stage, the auto-assignment process is complete and these Roles have now been assigned to the Project.

Note: The auto-assignment process will assign Roles as Project Owners, Phase Owners, Milestone Owners, Action Owners, Contributors and Checklist Item Owners.

Settings

The Settings Modal within the Auto-Assignment Wizard provides you with access to the weighting values that are used for the ‘Master Team’ and ‘Skill’ assignment options. These Settings are Organization-wide settings, so all Users that are using the Auto Assignment Wizard will all use the same weighting values.

Note: In order to be able to edit the values within the Settings Modal, you will need to ensure the ‘Edit Auto Assignment Settings’ field on your Role record is set to TRUE.

To access the Settings Modal, click the  icon in the top-right of the Auto Assignment Wizard component. This will open the Settings Modal.

Existing Allocation Source

This Setting will only be visible for Customers using Role Forecasting. Specifically, it will be displayed if the ‘Auto-generate Role Allocation records’ setting within the Role Allocation Automation Settings on the Control Pad is set to TRUE.

When the ‘Auto-generate Role Allocation records’ setting is TRUE, you will need to select a value for this Setting. This Setting enables you to determine which datasets will be factored in when calculating existing allocation towards capacity.

• Forecasts – uses Role Allocations relating to Role Forecasts during the date range
• Actions – uses Role Allocations relating to Actions during the date range, factoring in assignments as Action Owner and Contributor
• Both (Forecasts Win) – uses the following datasets:
  • For Projects that don’t have Actions, take Role Allocations relating to Role Forecasts during the date range
  • For Projects that don’t have Role Forecasts, take Role Allocations relating to Actions during the date range, factoring in assignments as Action Owner and Contributor
  • For Projects that have both Actions and Role Forecasts, take Role Allocations relating to Role Forecasts during the date range
• Both (Actions Win) – uses the following datasets:
  • For Projects that don’t have Actions, take Role Allocations relating to Role Forecasts during the date range
  • For Projects that don’t have Role Forecasts, take Role Allocations relating to Actions during the date range, factoring in assignments as Action Owner and Contributor
  • For Projects that have both Actions and Role Forecasts, take Role Allocations relating to Actions during the date range, factoring in assignments as Action Owner and Contributor

Note: allocations will always include Role Allocations relating to Holidays, regardless of which value is selected.

When the ‘Auto-generate Role Allocation records’ setting is FALSE, the following datasets will be used:

• Actions
  • Use Role Allocations if they exist, determined by the Action ‘Manual Allocation’ field being TRUE
  • If ‘Manual Allocation’ is FALSE, use (Total Hours Scheduled – SUM(Contribution Total of related Contributors)) / Working Days
• Contributors
  • Use Role Allocations if they exist, determined by the parent Action ‘Manual Allocation’ field being TRUE
  • If ‘Manual Allocation’ is FALSE, use the Contributor Total based on the number of working days between the Contributors Start Date and End Date. If the Contributor Start Date and End Date are empty, the Action fields will be used instead
• Holidays
  • Use Role Allocations if they exist, determined by the Holiday ‘Manual Allocation’ field being TRUE
  • If ‘Manual Allocation’ is FALSE, the ‘Hours Taken’ will be divided by ‘Days Taken

Master Team Assignment Weighting

When a User selects the Master Team Option in Step 2, the following parameters will be considered to determine how well the Role matches the assignment requirement.

• Team Duration – all Roles that have the same Master Team as the Role assigned to the Project will be sorted based on how long they have been in that Team
• Capacity – all Roles will be ranked based on how many hours they have available during the period required. This is based on the earliest Start Date and latest End Date for all Actions owned by the Placeholder on the Project. Capacity will factor in Actions, Role Forecasts and Holidays

Example Master Team Weighting

In this scenario, we have set our Master Team Assignment weightings as per the table below.

This indicates that we are placing three times more importance on Capacity than how long the person has been a member of the team.

As each parameter will return a maximum of 5 Roles, the highest parameter score will be 5 and the lowest will be 1. The maximum score a Role could achieve in this scenario is 5 x the Team Duration Weighting and 5 x the Capacity Weighting. Based on these example weightings, the maximum score a Role could achieve is:

Team Duration:                         5 x 20 = 100
Capacity:                                      5 x 60 = 300
Maximum Score:                      400

Based on these calculations, the Top 5 recommended Roles would be listed in the following order:

Joel:                          80%
Kelly:                         70%
Chris:                        65%
Colin:                        55%
Mick:                         30%

Skill Assignment Weighting

When a User selects the Skill Option in Step 2, the following parameters will be considered to determine how well the Role matches the assignment requirement.

• Skill Duration – all Roles that have an active Skill Assignment record will be sorted based on how long they have had that Skill
• Skill Proficiency – all Roles will be ranked based on their Skill Proficiency for the Skill
• Enjoyment Factor – all Roles will be ranked based on their Enjoyment Factor value for the Skill
• Capacity – all Roles will be ranked based on how many hours they have available during the period required. This is based on the earliest Start Date and latest End Date for all Actions owned by the Placeholder on the Project. Capacity will factor in Actions, Role Forecasts and Holidays

Example Skill Weighting

In this scenario, we have set our Skill Assignment weightings as per the table below.

This indicates that we are placing the most importance on Capacity, followed by Enjoyment Factor.

As each parameter will return a maximum of 5 Roles, the highest parameter score will be 5 and the lowest will be 1. The maximum score a Role could achieve in this scenario is 5 x the Skill Duration Weighting, 5 x the Skill Proficiency Weighting, 5 x the Enjoyment Factor Weighting and 5 x the Capacity Weighting. Based on these example weightings, the maximum score a Role could achieve is:

Skill Duration:                            5 x 20 = 100
Skill Proficiency:                        5 x 20 = 100
Enjoyment Factor:                   5 x 40 = 200
Capacity:                                      5 x 80 = 400
Maximum Score:                      800

Based on these calculations, the Top 5 recommended Roles would be listed in the following order:

Joel:                          70%
Chris:                        62.5%
Kelly:                         60%
Colin:                        47.5%
Mick:                         35%

Automatically Run the Assignment Process

You are able to automatically invoke the auto-assignment process via a Flow or Apex Trigger. For example, you may want to execute the auto-assignment process automatically after a Project has been auto-generated from an Opportunity. This can be done by calling an invokable Apex Class.

There are two separate invokable Apex Classes. Which one you use will depend on whether you want to use the ‘Master Team’ or ‘Skill’ assignment method.

If you want to use the ‘Master Team’ assignment method, you will need to call the ‘AutoAssignmentWizardTeamMethod’ Apex Class. If you want to use the ‘Skill’ assignment method, you will need to call the ‘AutoAssignmentWizardSkillMethod’ Apex Class.

When calling either Apex Class, you will need to supply it with a Project ID or a list of Project IDs.

Once the Apex Class has processed, the person that invoked the process will receive a confirmation or failure email notification.

The Project Stakeholders Object enables you to associate Contacts, Users or Roles to a Project, identifying their Stakeholder position, including:

• Internal
• Client
• External

Project Stakeholders can added to a Project by going to the Project record, selecting the Project Stakeholders Related List and clicking the ‘New’ button.

When adding a Project Stakeholder, you will associate it to a User, Contact or Role. Note: An individual Project Stakeholder can only be associated to one of these records. You can also choose to set the Project Stakeholder to follow the Project on Chatter (if they are a User or a Role related to a User). You an also choose to subscribe the Project Stakeholder to receive the Project Status Report.

Project Status Report

The Project Status Report is a PDF that can be emailed to Project Stakeholders on a weekly basis. The Project Status Report comprises of the following sections:

• Cover Page
• Project Summary
• Project Detail
• Gantt Chart (Optional)
• Time Log Appendix (Optional)
• Budget Items (Optional)
• Issue Log Appendix (Optional)
• Risk Log Appendix (Optional)
• Change Request Appendix (Optional)
• Project Stakeholders Appendix (Optional)
• Back Page

Cover Page

The Cover Page includes key details such as the Project Name, along with the Account & Contact information for the customer. You can also include the customer’s logo and a ‘Hero’ image.

Below is an illustration of the Cover Page.

The elements that can be branded within the report include:

• Your Logo (Mission Control Logo in the example above)
• Customer Logo (Rip Curl Logo in the example above)
• Hero Image (image on right of page in the example above)

Your Logo will be visible in the top left of the page if you have specified a logo within the Gantt Chart Settings section of the Control Pad on the Mission Control Console. This logo has a fixed width of 200px. 

The Customer Logo will be visible if you have populated the ‘Logo URL’ field on the Project record. Note, this URL must be a ‘Document’ that you add to Salesforce Documents, ensuring the ‘Externally Available Image’ Checkbox field is set to TRUE. This logo has a fixed height of 400px.

By default, the Hero Image will be the generic Mission Control image as illustrated in the example above. However, you are able to personalize the Hero Image with your own branding, or customize it appropriately for the individual project/customer. To override the generic Hero Image, you can populate the ‘Weekly Status Report – Hero Image URL’ field on the Project record. Note, this URL must be a ‘Document’ that you add to Salesforce Documents, ensuring the ‘Externally Available Image’ Checkbox field is set to TRUE.

Below is an example of the Cover Page with the Hero Image overridden with a custom image.

Project Summary

The Project Summary page provides a quick overview of the progress that has been made to date on the Project.

The following sections of this page will only be visible if the applicable Appendix has been selected to be included in the report:

• Hours Last Week
• Issues
• Risks
• Change Requests

Below is an example of the Project Summary page.

You can include up to 5 x Additional Fields from the Project Object on the Project Summary page. Please refer to the ‘Include Project Custom Fields’ section below for instructions on how to do this.

Project Detail

The Project Detail page(s) will provide a full breakdown of the project, including the following records:

• Project
• Milestone
• Action
• Checklist Item

By default, the following information will be displayed on the report:

• Record Name
• Record Owner
• Start Date
• End Date
• Status
• Completion %

Below is an example of the Project Detail page.

If you wish to exclude a particular Milestone from the Project Status Report, you will need to set the Milestone ‘Exclude from Status Report’ field to TRUE. This will flow down to all related Actions and Checklist Items, setting their ‘Exclude from Status Report Indicator’ field to TRUE.

If you wish to exclude a particular Action from the Project Status Report, you will need to set the Action ‘Exclude from Status Report’ field to TRUE. This will set the Action ‘Exclude from Status Report Indicator’ field to TRUE and flow down to all related Checklist Items, setting their ‘Exclude from Status Report Indicator’ field to TRUE.

If you wish to exclude a particular Checklist Item from the Project Status Report, you will need to set the Checklist Item ‘Exclude from Status Report’ field to TRUE. This will set the Checklist Item ‘Exclude from Status Report Indicator’ field to TRUE.

Records will be excluded from the Project Status Report based on the following field criteria:

Milestone: ‘Exclude from Status Report’ = TRUE
Action: ‘Exclude from Status Report Indicator’ = TRUE
Checklist Item: ‘Exclude from Status Report Indicator’ = TRUE

You can include up to 5 x Additional Fields from the Project, Milestone, Action and Checklist Item Objects on the Project Detail page. Please refer to the appropriate section below for instructions on how to do this.

Gantt Chart

You can choose to include a copy of the Gantt Chart within the report. This can be done by setting the ‘Weekly Status Report – Include Gantt Chart’ field to TRUE. To include the Gantt Chart, you must ensure you go to the Gantt Chart Tab of the Project Overview page and click the ‘PNG Export’ button prior to the Project Status Report being generated. This will store an up to date PNG file of the Gantt Chart so it can be included in the Report.

Time Log Appendix

The Time Log Appendix can be optionally included in the Status Report by setting the ‘Weekly Status Report – Include Time Logs’ field to TRUE on the Project record. This Appendix includes Time Logs with a Date of Last Week.

Below is an example of the Time Log Appendix.

By default, the Time Log page within the Project Status Report will include Time Logs from ‘Last Week’. Customers can adjust this time period on a per Project basis by specifying a value in the ‘Weekly Status Report – Time Log Period’ field on the Project. The values within this field include:

• All Time Logs – this will include all Time Logs related to Actions within the Project
• Last Week – this will include Time Logs for the previous week. For example, if the Report is generated on the 10^th April, it will include Time Logs for the period from the 2^nd April to the 8^th April
• Last Month – this will include Time Logs for the previous month. For example, if the Report is generated on the 10^th April, it will include Time Logs for the period from the 1^st March to the 31^st March
• Last n Days – this will include Time Logs for those dates based on the n number of days from the date the Report is generated. For example, if the Report is generated on the 10^th April and n = 7, it will include Time Logs for the period 3^rd to 9^th April inclusively, plus any Time Logs created on the 10^th

If this field is null, the default ‘Last Week’ filter will be applied. If you specify ‘Last n Days’ you need to specify a value in the ‘Weekly Status Report – Time Log Days’ field, indicating how many days you want to report on.

A Validation Rule on the Project Object will prevent Users from setting the ‘Weekly Status Report – Time Log Period’ field to Last n Days without specifying a value in the ‘Weekly Status Report – Time Log Days’ field.

Budget Items (Appendix)

The Budget Item Appendix can be optionally included in the Status Report by setting the ‘Weekly Status Report – Inc Budget Items’ field to TRUE on the Project record. This Appendix includes Budget Items where the ‘Include in Weekly Status Report’ field on the Budget Item record is TRUE.

Below is an example of the Budget Item Appendix.

Issue Log Appendix

The Issue Log Appendix can be optionally included in the Status Report by setting the ‘Weekly Status Report – Include Issues’ field to TRUE on the Project record. This Appendix includes Issues where the ‘Include in Weekly Status Report’ field on the Issue record is TRUE.

Below is an example of the Issue Log Appendix.

To add Custom Fields to the Issue page within the Project Status Report, Customers can add fields to the ‘Issue: Status Report’ Field Set, which is available on the Issue Object within Setup.

Any fields added to this Field Set will appear at the bottom of the ‘Issue’ cell of the Issues Summary Table, beneath the Issue Name.

Risk Log Appendix

The Risk Log Appendix can be optionally included in the Status Report by setting the ‘Weekly Status Report – Include Risks’ field to TRUE on the Project record. This Appendix includes Risks where the ‘Include in Weekly Status Report’ field on the Risk record is TRUE.

Below is an example of the Risk Log Appendix.

To add Custom Fields to the Risks page within the Project Status Report, Customers can add fields to the ‘Risk: Status Report’ Field Set, which is available on the Risk Object within Setup.

Any fields added to this Field Set will appear at the bottom of the ‘Risk’ cell of the Risk Summary Table, beneath the Risk Name.

Change Request Appendix

The Change Request Appendix can be optionally included in the Status Report by setting the ‘Weekly Status Report – Include CRs’ field to TRUE on the Project record. This Appendix includes Change Requests where the ‘Include in Weekly Status Report’ field on the Change Request record is TRUE.

Below is an example of the Change Request Appendix.

To add Custom Fields to the Change Request page within the Project Status Report, Customers can add fields to the ‘Change Request: Status Report’ Field Set, which is available on the Risk Object within Setup.

Any fields added to this Field Set will appear at the bottom of the ‘Change Request’ cell of the Change Requests Table, beneath the Change Request Name.

Project Stakeholders Appendix

The Project Stakeholder Appendix can be optionally included in the Status Report by setting the ‘Weekly Status Report – Inc Stakeholders’ field to TRUE on the Project record. This Appendix includes Project Stakeholders where the ‘Include in Weekly Status Report’ field on the Project Stakeholder is TRUE.

Below is an example of the Project Stakeholder Appendix.

To add Custom Fields to the Project Stakeholder page within the Project Status Report, Customers can add fields to the ‘Project Stakeholder: Status Report Fields’ Field Set, which is available on the Project Stakeholder Object within Setup. Note: A maximum of 3 additional fields will be displayed on the Appendix.

Note: A Validation Rule on the Project Stakeholder Object will prevent you from setting the ‘Include in Weekly Status Report’ field to TRUE if the Role it relates to is an ‘Asset’ Role.

Back Page

The Back Page provides your Company Name, Phone Number and the email address of the Project Owner.

Below is an example of the Back Page.

Include Project Custom Fields

You can include up to 5 x Custom Fields from the Project record on the Project Summary and Project Detail pages of the Status Report. You can include different fields on each page by adding fields to the two different Field Sets.

Project Summary Custom Fields

These fields need to be added to a Field Set on the Project Object called ‘Project: Status Report Fields’. Whilst you can add more than 5 Fields to this Field Set, only the Top 5 Fields will be displayed within the Status Report.

You can access the Field Set by going to Setup > Object Manager > Project > Field Sets > Project: Status Report Fields.

Once you have added your Fields, click Save.

Project Detail Custom Fields

These fields need to be added to a Field Set on the Project Object called ‘Project: Status Report Detail Fields’. Whilst you can add more than 5 Fields to the Field Set, only the Top 5 Fields will be displayed within the Status Report.

You can access the Field Set by going to Setup > Object Manager > Project > Field Sets > Project: Status Report Detail Fields.

Once you have added your Fields, click Save.

Include Milestone Custom Fields

You can include up to 5 x Custom Fields from the Milestone record on the Project Detail page of the Status Report.

These fields need to be added to a Field Set on the Milestone Object called ‘Milestone: Status Report Fields’. Whilst you can add more than 5 Fields to this Field Set, only the Top 5 Fields will be displayed within the Status Report.

You can access the Field Set by going to Setup > Object Manager > Milestone > Field Sets > Milestone: Status Report Fields.

Once you have added your Fields, click Save.

Include Action Custom Fields

You can include up to 5 x Custom Fields from the Action record on the Project Detail page of the Status Report.

These fields need to be added to a Field Set on the Action Object called ‘Action: Status Report Fields’. Whilst you can add more than 5 Fields to this Field Set, only the Top 5 Fields will be displayed within the Status Report.

You can access the Field Set by going to Setup > Object Manager > Action > Field Sets > Action: Status Report Fields.

Once you have added your Fields, click Save.

Include Checklist Item Custom Fields

You can include up to 5 x Custom Fields from the Checklist Item record on the Project Detail page of the Status Report.

These fields need to be added to a Field Set on the Checklist Item Object called ‘Checklist Item: Status Report Fields’. Whilst you can add more than 5 Fields to this Field Set, only the Top 5 Fields will be displayed within the Status Report.

You can access the Field Set by going to Setup > Object Manager > Checklist Item > Field Sets > Checklist Item: Status Report Fields.

Once you have added your Fields, click Save.

Apply Date Range Filters

You can choose to apply a Date Range filter to the ‘Project Detail’ section of the Status Report. This is controlled by the following fields on the Project record:

• Weekly Status Report – Start Date
• Weekly Status Report – End Date

These dates need to be manually entered and will only apply to the information displayed in the Project Detail page.

Setting up the Project Status Report

On the Control Pad of the Mission Control Console, there is a ‘Project Status Report’ Tile, as illustrated below.

To activate the Project Status Report, you will need to set the Checkbox to true and select the day and time you would like your reports to be generated and distributed.

On the Project, you will need to set the ‘Project Owner’ to a Role with an email address on it and set the ‘Generate Weekly Project Status Report’ field to true. If this field is false, a report will not be distributed, even if there are Project Stakeholders.

Note: The ‘Project Status Report Required Fields’ Validation Rule ensures the appropriate fields are populated if the ‘Generate Weekly Status Report’ is set to TRUE. This Validation Rule is Active by default.

There is also a button available on the Project record called ‘Preview Status Report’ that will enable you to manually generate the PDF as and when required.

You can also choose to include the following appendices within the Project Status Report:

• Gantt Chart
• Last Week’s Time Logs
• Issues
• Risks
• Change Requests

For Issues, Risks and Change Requests, you may not want to share all records with your Project Stakeholders. To accommodate this scenario, there is a Checkbox field available on the Issue and Risk Objects called ‘Include in Weekly Status Report’. If this field is TRUE, the record will be included in the appendix.

To include any of the appendices within the weekly Project Status Report PDF, you need to ensure the following Project fields are set to TRUE:

• Weekly Status Report – Include Time Logs
• Weekly Status Report – Include Issues
• Weekly Status Report – Include Risks

The records are included based on the following filter criteria:

Time Logs

Include all Time Logs related to Actions within the Project that have a Date within the ‘Last Week’ date range.

Issues

Include all Issues related to this Project where ‘Include in Weekly Status Report’ is TRUE.

Risks

Include all Risks related to this Project where ‘Include in Weekly Status Report’ is TRUE.

Remove Mission Control Footer

The Project Status Report PDF includes ‘Report Generated by Mission Control’ in the page footer, as shown below.

If Customers wish to remove this from the PDF footer, they are able to do so by setting the ‘Remove Report Generated by Mission Control Footer’ setting to TRUE on the Project Status Report setting tile on the Control Pad of the Mission Control Console.

If this setting is FALSE, the text will be included in the Footer.

Report Distribution

When a Project is updated to meet either of the following two conditions:

• Status is set to Complete
• Archived is set to TRUE

The ‘Generate Weekly Project Status Report’ field will be set to FALSE. This ensures the automatic distribution of a Project’s Status Report will stop.

Distribute Reports on different days

Mission Control also provides the ability to distribute the Weekly Status Reports on different days of the week. For example, you may have one client that wants to receive their report on a Monday, and another that wants to receive it on a Tuesday.

On the Control Pad, you specify the day of the week and the time of day that the Weekly Status Reports should be distributed. This day is considered the ‘Default Distribution Day’.

If you have a Project that you would like to distribute the report on a different day to the ‘Default Distribution Day’, you can set the day of the week for that Project using the ‘Report Distributed On’ field.

NOTE: This Feature is not available for customers on the Professional Edition of Salesforce. This is due to requiring features within Salesforce that are only available with Enterprise Edition and upwards. In order to use the read-only page feature, you will need to configure a Force.com Site. As part of configuring a Force.com Site, a Site Guest User will be created. This Site Guest User will require a Mission Control license.

The ‘Read-Only’ page allows you to provide your customers with a unique link that can be used to access a read-only, real-time view of the Project.

The page can be configured on a per-Project basis to include any of the following Tabs:

• Overview
• Gantt Chart
• Kanban
• Time Logs
• Risks
• Issues
• Change Requests

For any of the Tabs, records will only be displayed if the ‘Exclude from Client Page’ field is FALSE. This field can be found on each of the following Objects:

• Milestone
• Action
• Time Log
• Checklist Item
• Risk
• Issue
• Change Request

The Action, Checklist Item and Time Log Objects also have an additional field called ‘Exclude from Client Page Indicator’. If the parent record has been marked to be excluded, then the child record will automatically be marked to be excluded as well. For example, if I mark an Action to be excluded, then any Time Log or Checklist Item that relates to that Action will also automatically be excluded.

Overview Tab

Below is an example of the Overview Tab. By default it shows the Project, Milestone, Action and Checklist Item records.

By default, the following fields will be visible:

• Name
• Status
• Start Date
• End Date
• Completion %

However, you can also add additional fields for any of the records as explained below.

Include Project Custom Fields

You can include up to 5 x Custom Fields from the Project record on the Overview Tab.

These fields need to be added to a Field Set on the Project Object called ‘Project: Status Report Fields’. Whilst you can add more than 5 Fields to this Field Set, only the Top 5 Fields will be displayed within the Overview Tab.

You can access the Field Set by going to Setup > Object Manager > Project > Field Sets > Project: Status Report Fields.

Once you have added your Fields, click Save.

Include Milestone Custom Fields

You can include up to 5 x Custom Fields from the Milestone record on the Overview Tab.

These fields need to be added to a Field Set on the Milestone Object called ‘Milestone: Status Report Fields’. Whilst you can add more than 5 Fields to this Field Set, only the Top 5 Fields will be displayed within the Overview Tab.

You can access the Field Set by going to Setup > Object Manager > Milestone > Field Sets > Milestone: Status Report Fields.

Once you have added your Fields, click Save.

Include Action Custom Fields

You can include up to 5 x Custom Fields from the Action record on the Overview Tab.

These fields need to be added to a Field Set on the Action Object called ‘Action: Status Report Fields’. Whilst you can add more than 5 Fields to this Field Set, only the Top 5 Fields will be displayed within the Overview Tab.

You can access the Field Set by going to Setup > Object Manager > Action > Field Sets > Action: Status Report Fields.

Once you have added your Fields, click Save.

Include Checklist Item Custom Fields

You can include up to 5 x Custom Fields from the Checklist Item record on the Overview Tab.

These fields need to be added to a Field Set on the Checklist Item Object called ‘Checklist Item: Status Report Fields’. Whilst you can add more than 5 Fields to this Field Set, only the Top 5 Fields will be displayed within the Overview Tab.

You can access the Field Set by going to Setup > Object Manager > Checklist Item > Field Sets > Checklist Item: Status Report Fields.

Once you have added your Fields, click Save.

Adding permissions for custom fields

Please keep in mind that if you’re using the Mission Control Customer Read Only permission set for the guest user, it only includes access to standard Mission Control fields. You may also find that you created a new custom field and selected the option to apply Read and Write Field Level Security for all Profiles thinking it would apply to the Guest User Profile as well but that may not be the case. Guest User Profile does not appear there as per Salesforce and the permission for the new field will have to be added by following the steps below.

This can be done in 2 ways, create a new permission set which is assigned to the Guest User or assigning the permissions on the Guest User Profile.

1. Creating a Permission set and assigning to Guest User

If you’d like to create a Permission set with access to the custom fields and assign to the Guest User, please follow these steps:

1. Go to Setup > Search for ‘Permission Sets’ > New
2. Assign the Field Level Security for the custom fields and save it with a meaningful name (For eg: MC Guest User Custom Fields)
3. Navigate to Setup > User Interface > Sites and Domains > Sites
4. Click on the Read Only Page label
5. Click on Public Access Settings and then View Users/Assigned Users
6. Select the Site Guest User and assign the custom permission set to this Guest User

All done! If there are any other custom fields you want to show on this page, you can just update this permission set to include the access.

2. Updating Guest User Profile

If you’d like to update the Guest User profile with access to the custom fields, please follow these steps:

1. Navigate to Setup > User Interface > Sites and Domains > Sites
2. Click on the Read Only Page label
3. Click on Public Access Settings and this should open up the Guest User Profile
4. From here, update this Profile to include access to your custom fields

When you need to include access to additional fields, you will need to repeat the steps above to update the Guest User profile.

Gantt Chart Tab

Below is an example of the Gantt Chart Tab.

Kanban Tab

Below is an example of the Kanban Board Tab.

Time Logs Tab

Below is an example of the Time Logs Tab.

Risks Tab

Below is an example of the Risk Log Tab.

Issues Tab

Below is an example of the Issue Log Tab.

Change Requests Tab

Below is an example of the Change Requests Tab.

Each Tab can be included on the read-only page by ensuring the appropriate field from the list below is set to TRUE on the Project record.

Page Branding

The page can display your logo and your customers logo. By default, it will display the Mission Control logo in the top-left corner of the header section.

You are able to configure the settings to display your logo on the top-left of the header. To do this, you need to ensure the following setting within the Gantt Chart Settings section of the Control Pad on the Console is set to reference your logo.

You are able to configure the settings to display your client’s logo in the top-right of the header. To do this, you need to populate the ‘Logo’ field on the Project record. The Customer Logo will be visible if you have populated the ‘Logo URL’ field on the Project record. Note, this URL must be a ‘Document’ that you add to Salesforce Documents, ensuring the ‘Externally Available Image’ Checkbox field is set to TRUE.

Below is an example displaying both custom logos.

Site Setup

In order to use the read-only page feature, you will need to configure a Force.com Site. As part of configuring a Force.com Site, a Site Guest User will be created. This Site Guest User will require a Mission Control license.

Configuring Force.com Site

The steps to complete this configuration are outlined below.

Navigate to Setup > User Interface > Sites and Domains > Sites

Register a Force.com Domain

Note: This step only applies if you do not already have a Force.com Domain. To register a Force.com Domain, enter [Your Company Name] into the text box and click ‘Check Availability’.

If the Force.com Domain Name is available, accept the Terms of Use checkbox and click ‘Register My Force.com Domain’. If it’s not available, choose another name for your Domain, such as an abbreviated or extended version of your business name.

Once you have a registered Domain, you will be able to create a new Force.com Site.

Create a Force.com Site

Click the ‘New’ button to create a new Site.

Configure your Site as shown below and click ‘Save’.

Granting Site Guest User Access

From the Site Details page click on the ‘Public Access Settings’ button. Next click on the ‘View Users’ button. Next click the ‘Full Name’ of the User displayed.

Scroll down to the Permission Set Assignments Related List and click the ‘Edit Assignments’ button. Move the ‘Mission Control Customer Read Only’ Permission Set from the Available Permission Sets column to the Enabled Permission Sets column and click ‘Save’.

Scroll down to the Managed Packages Related List and click the ‘Manage Assignments’ button. Select Mission Control from the ‘Unassigned Packages’ so it appears in the ‘Selected Packages’ and click the ‘Add’ button.

Configure Sharing Rules

By default the Organization-Wide Defaults Sharing Settings for Default External Access is Private. In order for your customers to be able to view the information on the read-only page, we recommend the following Objects have Sharing Rules configured as outlined below.

Note: If the Sharing Setting ‘Require permission to view record names in lookup fields’ is enabled, you will also need to configure the following Sharing Rule.

Control Pad Setting

Once you have completed all of the above configuration steps, you will need to go to the Control Pad on the Mission Control Console. Within the ‘Customer Read Only Page’ Tile, select the URL of the Force.com Site you have configured and click ‘Save’. This URL will be referenced in the Unique URL for each Project.

Unique URL

For each Project, a unique Id will be generated and stored within the ‘External Project Id’ field. This unique Id, along with the Force.com Site URL will form the Unique URL for the Project that will be stored in the ‘Client Overview Page URL’ field.

To provide your customer with access to the read-only page for a Project, you will need to supply them with the URL contained within the ‘Client Overview Page URL’ field.

For a Project that does not have an External Project Id, simply click Edit, then click Save and the field will be populated. Likewise, if you need to refresh the field value, simply Edit, remove the field value, click Save and a new value will be populated.

Track Pad

Another really cool feature, which compliments the Project Overview Page is the ‘Track Pad’. The Track Pad provides you with quick access to the following features:

• Project Chatter Feed
• Project Timeline
• Time Logger
• Expense Logger
• Add Action
• Add Risk
• Add Issue

The Track Pad is accessible on the right-hand side of the Project Overview Page. However, as it is a stand-alone component, you can also add it to other pages within Lightning Experience. For example, you could add it to the Home Page so you can quickly see everything that’s going on across all of your projects.

When using the Track Pad on a Project Overview page, the Tabs will show records relative to the context Project. If you are using it elsewhere, for example, on the Home page, it will show you records for all Projects.

You will notice that whilst viewing the Track Pad in context of the Project Overview Page, you’ll see a X in the top-right hand corner. This enables you to collapse the Track Pad so you can use the full width of the screen for your Project Overview. Whilst the Track Pad is collapsed, you’ll see an arrow icon at the bottom-right hand corner. If you click this arrow, the Track Pad will be expanded again.

Feed

The Feed Tab provides you with access to the Chatter Feed for the Project.

Timeline

The Timeline Tab pulls together a Timeline for your Project, brining together all of the key records onto one time line. The Objects that are included in the Timeline are listed in the table below with the date from that record that is used for the Timeline.

For Actions and Tasks that are displayed in the Timeline that are not yet complete, a Checkbox will be displayed to the left of the record name. To complete the Action or Task, simply set the Checkbox to TRUE.

Log Time

The Log Time Tab provides you with access to the Time Logger Component. From here, you will be able to log your time or start/stop your time recording against any Action.

Whilst using the Track Pad on the Project Overview Page, the Project Member and Project fields will be pre-populated. If you’re using the Track Pad elsewhere, for example, on the Home page, the Project Member field will be pre-populated, but not the Project field.

Log Expenses

The Log Expenses Tab provides you with access to the Expense Logger Component. From here, you will be able to log your expenses against any project, as well as uploading a copy of the receipt if applicable.

Whilst using the Track Pad on the Project Overview Page, the Incurred By and Project fields will be pre-populated. If you’re using the Track Pad elsewhere, for example, on the Home page, the Incurred By field will be pre-populated, but not the Project field.

Add Action

The Add Action Tab provides you with the ability to create a new Action relating to a Milestone within the Project. You’ll be able to specify all of the key fields, as well as access the Resource Assignment Wizard and Checklist Item Manager.

Whilst using the Track Pad on the Project Overview Page, the Action Owner and Project fields will be pre-populated. If you’re using the Track Pad elsewhere, for example, on the Home page, or the Mission Control Console, the Action Owner field will be pre-populated, but not the Project field.

You can customize which fields appear on the Add Action Component. This is controlled by a Field Set on the Action Object called ‘Add Action Component Fields’.

All existing fields on the Action Object are available for selection, excluding the following:

• Project
• Milestone
• Action Owner
• Action Name

These fields are excluded from the Field Set as they will always appear on the Component by default.

The following fields are pre-selected within the Field Set and will be accessible from the Component.

• Status
• Start Date
• Working Days
• End Date
• Hours Scheduled – Billable
• Hours Scheduled – Non Billable
• Action Type
• Action Notes
• Notify
• Exclude from Daily Digest
• Exclude from Status Report
• Exclude from Gantt
• Prevent Time Logs
• Ignore Non-Working Days
• Is Recurring
• Event
• Start Hour
• Start Minute
• Task

If you wish to add Custom Fields or remove any of the above pre-selected fields, you can do so by editing the fields included within the Field Set.

Add Risk

The Add Risk Tab provides you with the ability to create a new Risk relating to the Project. You can quickly create a new Risk and the Project field will be pre-populated when using the Track Pad on the Project Overview Page.

Add Issue

The Add Issue Tab provides you with the ability to create a new Issue relating to the Project. You can quickly create a new Issue and the Project field will be pre-populated when using the Track Pad on the Project Overview page.

Tab / Chart Access

We’ve also aimed to provide you with as much flexibility as possible with regards to how you use the Track Pad. You can control whether a specific Role has access to the Track Pad, and whether they can have access to each Tab. A number of new fields have been added to the Role Object to enable you to set the access to each Tab. The new fields are summarised below.

You can set these field values for an individual Role record by editing the record and updating the fields in the ‘Track Pad Settings’ section.

You can also manage these settings for all of your Role records from a new List View that has been included called ‘Role Permissions – Track Pad’

To ensure all of your Roles have access to the Project Overview upon initial upgrade to this version, an Install Script will run as part of the upgrade that will set all of the fields to TRUE. You will then be able to adjust the settings for each Role as required.

Lightning Experience ‘Utility Bar’

For customers using Lightning Experience, you will now be able to take advantage of the ‘Utility Bar’, which will provide you with the ability to access the ‘Log Time’ and ‘Log Expense’ Components from anywhere in Lightning Experience.

Log Time

To log time from the Utility Bar, simply click the ‘Log Time’ icon in the bottom left corner of the screen. This will open up the Time Logger Component. From here, you will be able to log your time or start/stop your time recording against any Action.

Log Expenses

To log expenses from the Utility Bar, simply click the ‘Log Expenses’ icon in the bottom left of the screen. This will open up the Expense Logger Component. From here, you will be able to log your expenses against any project, as well as uploading a copy of the receipt if applicable.

Add Action
To create a new Action from the Utility Bar, simply click the ‘Add Action’ icon in the bottom left of the screen. This will open up the Add Action Component. From here, you will be able to create a new Action against any Project.

Add Risk
To create a new Risk from the Utility Bar, simply click the ‘Add Risk’ icon in the bottom left of the screen. This will open up the Add Risk Component. From here, you will be able to create a new Risk against any Project.

Add Issue
To create a new Issue from the Utility Bar, simply click the ‘Add Issue’ icon in the bottom left of the screen. This will open up the Add Issue Component. From here, you will be able to create a new Issue against any Project.

Add Requirement
To create a new Requirement from the Utility Bar, simply click the ‘Add Requirement’ icon in the bottom left of the screen. This will open up the Add Requirement Component. From here, you will be able to create a new Requirement against any Program.

Configuration

A Lightning App has been included in the release. However, Salesforce does not currently allow customers to modify the apps that come as part of a Managed Package such as Mission Control. You will therefore need to configure a Lightning App in order to be able to use the Utility Bar in the footer of the Lightning Experience User Interface. Follow the instructions below:

Click Setup, then navigate to Apps > App Manager

Click the ‘New Lightning App’ Button in the top-right section of the page. This will take you to a step-by-step wizard page as shown below.

Complete the ‘App Details & Branding’ section as below:

The Mission Control Logo can be sourced here: resources.aprika.com.au/logos/mc_logo_lex_app.png

Click Next and then select ‘Standard Navigation’ for the App Options Tab and then Click Next again.

In the Utility Bar Tab, click on the ‘Add’ button.

Add the ‘InboxAppLogTime’ Component and configure as shown below.

Add the ‘LogExpense’ Component and configure as shown below.

Click Next and then select the Tabs you want to appear in the ‘Selected Items’ section. Once you’re finished, Click Next.

Then add the Profiles to the ‘Selected Profiles’ list that you wish to assign access to for this Lightning App and Click Done.

Your new Lightning App will now be available to select from the ‘App Launcher’ as shown below: