user guide

Welcome to Mission Control, the cloud-based project management system that helps you keep your finger on the pulse. Having access to all of your project data ‘in the Cloud’, we are confident you will enjoy using Mission Control.

This user guide will assist you with the installation, configuration and administration of Mission Control. Use the button to the right to download a PDF version of the user guide or navigate the various sections online using the toggles that follow.

download user guide

The Basics

What is Mission Control?

Mission Control is a native application that runs on the Force.com platform. It is a project management system that integrates with the cloud-based CRM system, Salesforce.com. It enables you to manage all of your projects from the cloud, integrated with your existing Salesforce.com system.

Important Information

Mission Control is available for the following editions of Salesforce.com:

  • Professional;
  • Enterprise;
  • Unlimited;
  • Performance;
  • Developer;
  • Force.com;
  • Communities
    • Employee
    • Customer
    • Partner

If you are using any other edition, please speak to your Salesforce.com Account Executive about upgrading.

Installation

To install Mission Control, click the Get It Now link on the AppExchange.

Choose the appropriate settings to install Mission Control in your Salesforce.com org.

Confirm you agree to the terms and conditions and install the application

Enter your Salesforce.com User Name and Password and click Log in to Salesforce

Choose which Users you wish to assign permissions to and click Install.

You will now get a message that states your installation is complete and Mission Control will show on your application list.

Congratulations! Your Mission Control application has been installed correctly. You are now ready to move on to Configuration.

Configuration

Before you can begin using Mission Control, there are a few steps required to configure the application to your specific Salesforce.com org.

Assign Mission Control Licenses

Mission Control is licensed on a per user basis. When you install Mission Control into your Salesforce.com org, you will need to assign your Mission Control licenses to your Salesforce.com users. To do this, follow the steps below:

  1. Click Setup > Installed Packages
  2. Click on ‘Manage Licenses’ for the Mission Control App
  3. Click Add Users
  4. Select the Users you wish to grant Mission Control access to
  5. Click Add

PLEASE NOTE: You do not need to assign Mission Control licences if you are installing in a Sandbox environment.

Should you need to increase the number of Mission Control user licenses, please email missioncontrol@aprika.com.

Set up Mission Control Daily Digest

Mission Control can be configured to send Daily Digest emails to Action Owners grouping Actions into various categories, including:

  1. Today’s Actions – what you’re meant to be working on today
  2. Timesheet Summary – summary of hours logged this week / last week
  3. New – Actions assigned to you within the last 24 hours
  4. Pending – Actions you should be working on in the next five days
  5. Overdue – Actions that are ‘Planned’ or ‘In Progress’ with an End Date of yesterday or earlier
  6. Approvals – A summary of Time Logs, Holidays, Expenses that require your approval

These Daily Digests can be activated from the Daily Digest panel in the ‘Control Pad’ section of the Mission Control Console by following the configuration process below:

  1. Check the ‘Digest Active’ checkbox on the Mission Control homepage
  2. Select your preferred start time. We recommend picking a time early in the morning so that it gives your users enough time to complete their actions (e.g. 5am)
  3. Click Save

Your daily digests are now active and will be generated daily at the start time you specified.

Note: Each individual Action Owner can subscribe / unsubscribe to the digest email by adjusting the ‘Receive Digest’ setting on their ‘Role’ record. The default is subscribed.

Sample Data

Mission Control allows you to generate sample data so that you can evaluate and get up and running quickly. If you would like to take advantage of this feature, navigate to the ‘Control Pad’ on the Mission Control Console and click the “Create Sample Data” button. This will populate sample records in all of the key objects required for Mission Control. Please note that once this sample data is created, you will need to manually delete each record that is no longer required.

That’s it! That is all the configuration you need to do. You are now ready to start using Mission Control. Continue reading to find out how to launch your first mission!

Getting Started

Before you can begin using Mission Control, there are a few steps required to configure the application to your specific Salesforce.com org.

Mission Control Objects

Mission Control consists of 26 objects that hold the data relating to various aspects of your projects. These objects are:

  • Project – contains the summary information for the overall project
  • Milestone – used to group a set of project actions
  • Action – contains the detail required for a specific project task
  • Time Log and Timesheets – contains details of any progress made for a specific action
  • Role – contains the details of a User or Contact who has a role in a Project
  • Contributor – links additional roles to an action as Action contributors.
  • Checklist Items – keep track of all the small ‘To Do’ items relating to an individual Action.
  • Risks – contains records of any risks recorded for a project, milestone or action
  • Expenses – contains records of any expenses incurred against a project
  • Program – captures high-level information relating to a strategic program. A Program can have multiple Projects and Requirements
  • Requirement – captures high-level requirements that need to be fulfilled as part of a Program
  • User Story – captures the detailed scenarios that need to be delivered as part of a Requirement
  • Persona – captures the details of each type of person that will be impacted by Requirements and User Stories as part of a Program
  • Issue – tracks any identified issues relating to a Project
  • Change Request – links additional Opportunities to a Project as a result of a scope change
  • Skills – contains the different skills and certifications that you can apply to roles.
  • Skill Assignment – allows skills to be assigned to roles.
  • Teams – contains details of different teams such as managers or sales.
  • Team Assignment – allows you to link roles to teams.
  • Holidays – allows you to record holidays and other time off for roles or teams.
  • Holiday Assignment – allows you to assign holidays to roles and teams.
  • Tax Rate – allows you to record specific tax rates and currency information .
  • Billing Event – allows you to record top level information about a billing event (e.g. invoice / credit).
  • Billing Event Item – allows you to record line items for a billing event (e.g. invoice / credit).
  • Billing Payment – allows you to record details of payments for specific billing events (e.g. invoice / credit).
  • Project Stakeholder – allows you to identify stakeholders of the Project, their involvement and subscribe them to the Weekly Status Report.

You can access each object in the usual manner via their own individual tabs. However, you can launch straight into most of these areas directly from the Mission Control Console.

Mission Control Console

The Mission Control Console has been designed to work as your ‘command centre’, providing quick launch access to any aspect of your project data. From the Mission Control Console, you can quickly perform the following actions:

  • Create a new project framework;
  • Create a new project role;
  • Log time against your projects and view your Timesheet;
  • Set a time to receive your daily digest;
  • View a Project’s Overview page;
  • View a Project’s Gantt Chart;
  • View the Scheduler for a specific project or all projects;
  • Reschedule a project;
  • View the Whiteboard;
  • View the PMO Dashboard;
  • Submit your expenses
  • Control the project automation settings;

The Console is broken up into four separate Tabs. Each of which can be restricted to individual users if required. Four Tabs available on the Console include:

  • Launch Pad
  • Progress Pad
  • Management Pad
  • Control Pad

Let’s take a look at each Tab in a bit more detail.

Launch Pad

The Launch Pad is where you need to go if you’re looking to create a new record within Mission Control, such as a Role, Holiday, Skill, Risk, etc. It also provides you with the ability to launch a new Project, whether that’s through the Project Clone feature, or via the new ‘Project Launcher’, which we’ll cover off later in the release notes. It provides you with the ability to create any of the following records:

  • Project (via Project Launcher or Clone)
  • Program
  • Role
  • Team
  • Skill
  • Holiday
  • Risk
  • Tax Rate
  • Billing Event

The Profile Permissions associated to the User will be applied. For example, if the User does not have the permission to create a Skill record, the Skill ‘Tile’ will not be visible on the Launch Pad.

Progress Pad

The Progress Pad is where you’d go if you’re looking to log progress against a Project you’re working on. From here, you’ll be able to access the following tools within Mission Control:

  • Whiteboard
  • Timesheet
  • Expense Log
  • Action Pad
  • Issue Log
  • Risk Log

Management Pad

The Management Pad provides you with access to all of the tools within Mission Control that help you keep on top of the management of your projects, including:

  • Project Overview Page
  • Program Planner
  • Project Builder
  • Gantt Chart
  • Scheduler
  • PMO Dashboard
  • Role Utilisation

Control Pad

The Control Pad provides you with access to all of the administration settings within Mission Control. We expect you’ll want to restrict access to this Tab to your System Administrators and potentially your Project Managers.

Mission Control Console - Control Pad

From the Control Pad, you’ll be able to complete the following administrative functions:

  • Schedule the Daily Digest
  • Set up Action Progress Tracking
  • Specify Custom Settings such as the ‘Hours per Day’ and PMO Dashboard Breakpoints
  • Create Sample Data
  • Set the Logo for the Gantt Chart PDF
  • Centrally manage Timesheet Settings
  • Control the enablement / disablement of various project automation settings
  • Set up Billing Event and Invoice PDF Template settings

Tab Access

We’ve focused on providing you as much flexibility as possible with regards to how much access you provide each User with on the Console. You can control access to each Tab for each individual Role record within Mission Control. The fields that control User access to the Console include:

You can set these field values for an individual Role record by editing the record and updating the fields in the ‘Console 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 – Console’.

Create a new Project

To create the framework of a new project quickly, directly from your Mission Control Console, follow the steps below:

From the Console, navigate to the ‘Launch Pad’ and then click on the ‘New Project’ button as shown below. This will open the ‘Project Launcher’.

The Project Launcher allows you to build out the framework for a new Project by entering high-level details for the Project and Milestones.

From the Project Launcher, you’re able to specify the Project Name and Project Budget for the Project record, as well as adding the number of Milestones you require. For each Milestone, you’re able to enter the Milestone Name, Deadline and Budget (if applicable). Once you’ve entered the required information as per the below example, you’re able to click the ‘Launch Project’ button, which will generate the records for you.

Global Action

You can also access the Project Launcher from the Global Action feature within Lightning Experience. Simply click on the Global Action + sign in the top right corner of your screen and select the ‘Project Launcher.

This will open up the Project Launcher component in a ‘Dock’ at the bottom right hand side of the window, as shown below.

Note: you will need to add the Project Launcher to your ‘Publisher Layout’ for it to appear in your Global Actions list. To do this, click Setup, search for Publisher Layouts in the quick find search box, click ‘Edit’ for the ‘Global Layout’ and add Project Launcher to the Salesforce1 & Lightning Experience Actions section, as illustrated below.

Once your project is saved you can quickly create the project actions using the Create Actions button. (See more detail on creating actions later in this document)

Projects can also be created using the standard ‘Create New’ options within Salesforce for the Project, Milestones and Actions.

Project Financials

Before adding actions to your project, it is important that you have completed the settings & billing information on the project if you are planning on using the financial information within the app, as the financials will be calculated as soon as you create your actions, based on this project information:

Billable & Cost Rates

Mission Control allows you to track the revenue and costs of a Project. This enables you to track the Profit & Loss for individual Actions, Milestones and Projects.

You’re able to specify the Billing Rate and Cost Rate for each Project – the options are ‘Standard’ and ‘Role-based’.

Standard – This option will use the ‘Billing Hourly Rate’ and ‘Cost Hourly Rate’ on the Project. These are calculated based on the ‘Billing Day Rate’ and ‘Cost Day Rate’ values that you specify on the Project, which are divided by the ‘Hours per Day’ value.

Role-based – This option will use the ‘Billing Hourly Rate’ and ‘Cost Hourly Rate’ specified on the individual Role records, or the project specific role rates specified using the Manage Rates button on the individual project.

Skill-based – This option will use the ‘Billing Hourly Rate’ and ‘Cost Hourly Rate’ specified on the skill assignments for each individual role involved in the project based on the skill required to complete the action. In the event that Skill-based is selected for the billing type and there is no skill-based rate for the specific skill, the project specific role rates will first be used. If there are no project specific role rates in place (manage rates), then the roles standard rates will be used.

When logging hours against a Project, the ‘Hours Completed – Billable’ will accrue when the ‘Non Billable Indicator’ on the Time Log is FALSE. Where it is TRUE, the time will be attributed to the ‘Hours Completed – Non Billable’.

There are currency fields that track the ‘Billable’ and ‘Cost’ values for the Project. Hours will be taken into account for the ‘Cost’ calculation regardless of whether they are billable or non-billable. Only hours that are considered billable will be calculated into the ‘Billable’ value. The example below aims to illustrate how this new functionality will work.

Scenario: Mick Fanning works for Rip Curl and has been assigned as the Action Owner of an Action on a Project to build a new website. The Action will require Mick to carry out both billable and non-billable work to deliver the Action. The following parameters will be used for the Project.

Hours Per Day: 8
Billing Rate: Standard        Cost Rate: Standard
Billing Day Rate: $1,200      Cost Day Rate: $800
Billing Hourly Rate: $150    Cost Hourly Rate: $100

These parameters illustrate that Rip Curl will earn $150 revenue for every billable hour that Mick works on this Project. For every hour he works on the Project, Rip Curl will incur $100 cost (e.g. salary, overheads, etc).

Mick logs 2 hours of billable time and 1 hour of non-billable time on the Action. The net result is as follows:

Hours Completed – Billable: 3
Hours Completed – Non Billable: 1
Total Hours Completed: 4

Hours Completed Value (Billable): $450 (3 hours (billable) x $150 (the Billable Hourly Rate))
Hours Completed Value (Cost): $400 (4 hours (billable & non billable) x $100 (the Cost Hourly Rate))
P&L (Actual): $50

These calculations are available for the Scheduled Hours, Completed Hours and Remaining Hours.

A Validation Rule has been included that will prevent users from entering a number greater than 0 in the Hours Scheduled – Billable field if the Non Billable Indicator = TRUE.

Out of the box, this Validation Rule is inactive. If you would like to active the rule, please carry out the following steps:

  • Click Setup
  • Click Create
  • Click Objects
  • Click Action
  • Navigate to the Validation Rules Section
  • Click Edit next to ‘Billable hours Cannot Be Entered’
  • Click the Active Checkbox
  • Click Save

Fixed Price / Time & Materials

You have the ability to specify whether a Project is being measured on a ‘Fixed Price’, ‘Fixed Price + Expenses’ or ‘Time & Materials’ basis. There is no fundamental difference to the way the calculations will work. However, on a Fixed Price project, you may want to restrict the number of ‘Billable’ hours completed to ensure it does not exceed the scheduled billable hours. In addition, periodic billing can only be applied to Time & Materials based projects. Manual and Milestone Billing can be applied to either type.

To assist with management of scheduled and completed hours on fixed price projects, Mission Control includes a Validation Rule that will prevent the User from logging time if it will push the completed billable hours over the scheduled billable hours.

Out of the box, this Validation Rule is inactive. If you would like to activate the rule, please carry out the following steps:

  • Click Setup
  • Click Create
  • Click Objects
  • Click Time Log
  • Navigate to the Validation Rules Section
  • Click Edit next to ‘Fixed Price Hours Scheduled’
  • Click the Active Checkbox
  • Click Save

Overtime

You can specify on an individual Project basis whether overtime can be calculated into the billable and cost values using the following fields:

  • Overtime Allowed (Billable) – Checkbox
  • Overtime Ratio (Billable) – Number (16, 2)
  • Overtime Allowed (Cost) – Checkbox
  • Overtime Ratio (Cost) – Number (16, 2)

When logging time, the User will be able to specify whether or not the time they’re logging is ‘Overtime’. If the above fields have been set, the billable and cost values for the Project will calculate the Hours x Overtime Ratio x Hourly Rate (whether this is standard, role based or skills based).

Manage Rates per Project

You are able to specify hourly rates per Role, per Project using the Manage Rates feature. This means you can specify different hourly rates (billable and cost) for Roles that may be working across different Projects.

For Example, when working on the project to develop a website for Billabong, the Hourly Rates for Mick Fanning may be $150 (billable) and $100 (cost). However, for a similar project to develop a website for Quiksilver, we may have needed to offer a discount in order to secure the deal, which means Mick Fanning’s billable rate may only be $120 for this project.

To use this feature, you need to set the rates prior to creating any Actions. After creating the Project & Milestones, navigate to the Project Detail page and click the ‘Manage Rates’ button. This will take you to the following page, where you’ll be able to add the required Roles and specify the Billable and Cost Hourly Rates where applicable.

Project Rates

Using Mission Control

Project Templates

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

Cloning a Project

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.

Clone 1Clone 2

Opportunity Auto-generate Projects

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

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

Opportunity Product
Generation Method (Picklist)

Project Template (Lookup)

Project Start Date (Date)

Generate Project (Checkbox)

Milestone Template (Lookup)

Project Unit (Picklist)

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’.

The Products ‘Generation Method’ 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’ and ‘Hour’.

When using the Products ‘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 this 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. 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. The Table below illustrates an example of how these calculations work:

Project Unit Quantity Total Hours Template Milestone New Milestone
Day 3 24

(e.g. 3 * 8)

Action A: 4 hours (50% of total)

Action B: 2 hours (25% of total)

Action C: 1 hour (12.5% of total)

Action D: 1 hour (12.5% of total)

Action A: 12 hours

Action B: 6 hours

Action C: 3 hours

Action D: 3 hours

Hour 4 4

(e.g. 4 * 1)

Action A: 6 hours (66.6% of total)

Action B: 3 hours (33.3% of total)

Action C: 3 hours

Action A: 2 hours

Action B: 1 hour

Action C: 1 hour

 

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:

Project Field Default Value
Project Name Opportunity Name
Opportunity Opportunity Id
Account Opportunity > Account Id
Project Budget Opportunity Amount
Archived FALSE
Template FALSE
Status Planned

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 ‘Opportunity 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.

Non Billable Activity

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.

Non Billable 1

Create a new Program

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

Create a new Project Role

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
  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. Add the role to teams (Teams are used to manage groups of people on the whiteboard, scheduler, as well as skills and holiday management.)
  14. Record the roles skill sets and proficiency, and apply skill-based rates if desired.
  15. 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.

Adding Custom Fields to Role Page

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.

screen-shot-2016-12-20-at-5-08-53-pm

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

screen-shot-2016-12-20-at-5-09-01-pm

Active Roles

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.

Skills

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.

Teams

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:

Active Team Assignments

The active checkbox on the Team Assignment records allows you to specify if the Role is currently a member of the Team. This means that when you filter the Scheduler or Whiteboard by Teams, only roles that have an active Team Assignment will show.

Holidays

Holidays allow you to record annual leave, public holidays and other unavailable time for individual Roles or entire Teams, which can then be easily seen on the Scheduler for consideration when planning. You can create a holiday record directly from the Holidays tab or from the Holidays related list of a Role record.

To complete the Holiday record, give it a Name, Select the Type and enter the Start Date and End Date of the Holiday, along with number of Hours Taken. From here you can assign the Holiday to an individual Role or leave it blank if you would like to apply it to a Team.

Holiday Approval

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”.

Holiday Assignment

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 Assignment

Creating a Milestone

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.

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.

Creating an Action

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

You can create multiple Actions for your Project Milestones at the one time using the “Create Actions” button.

You can create multiple Actions for your Project Milestones at the one time using the “Create Actions” button.

The ‘Create Actions’ page allows you to quickly create multiple Actions for a specific Project. Simply click the ‘Add Row(s)’ button or enter the number of rows you wish to add and click ‘Add Row(s)’ to add more Actions.

Complete the details for each Action, including the Milestone the Action relates to, the Action Name, Status, Skill (if the action is for a Skill-based billing Project), Scheduled Hours, Start and End Date and Action Owner.

The Create Actions page also provides you with the following checkboxes to manage your actions as follows:

  • Notify: Will issue a notification email to the Action Owner when the Action is created, or if the action ownership is changed, a chatter post and email alert will be recorded.
  • Task: Will create a standard Salesforce Task for the Action
  • Event: Will create a standard Salesforce Event for the Action (Requires Start Time)
  • Scheduler: Will hide this Action from the Scheduler
  • Timesheet: Will hide this Action from Timesheets
  • Non Billable: Will automatically set all time logged against the Action as Non-Billable.

Once you’ve finished entering the details for all of your Actions, click the ‘Create Actions’ button and return to the project to see the actions.

screen-shot-2016-12-20-at-5-12-23-pm

Action Contributors

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.

Contributors 3

Resource Assignment Wizard

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.

Assignment Wizard Icon

Resource Assignment

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 will open as below. By default, the Action Owner will be the logged in user, unless an Owner has been specified before opening the wizard. From here you can search by teams or skills by entering in your options and clicking the Search button.

This will return a list of relevant Roles along with the hours they currently have scheduled in a colour coded grid which highlights whether or not they are available.

Once you identify the right Roles to be involved with this Action, you can simply drag and drop the Roles from the Potential Roles grid into the Action Owner and Action Contributors sections, specifying the contribution hours for each contributor. The available hours on the grid automatically updates as you add and change the Action Owner and Contributors.

Once you have finished adding contributors you can click Save to return to the create actions page and continue creating any additional actions with or without the Resource Assignment Wizard before clicking the ‘Create Actions’ button which will return you to the Project with all of your Actions and Contributor records created.

Hours Distributor

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 the Action. 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.

Using the ‘Hours Distributor’ you are able to specify how many hours will be allocated to each day. The ‘Hours Distributor’ is accessible from the Resource Assignment Wizard, as shown below:

In this example, you can see how the hours have been unevenly distributed between the days. To support this manual distribution, the ‘Scheduled Hours Breakdown’ Long Text Field on the Action Object will contain a JSON String of the manual distribution. The information captured for each person assigned to work on the Action includes:

  • Role ID
  • Role Name
  • Working Day
  • Hours Scheduled – Billable
  • Hours Scheduled – Non Billable

If the Action’s Start Date or End Date are changed, then the ‘Scheduled Hours Breakdown’ field value will be deleted, and the hours distribution will revert back to the automatic, even distribution.

Creating Action 'Checklist Items'

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.

screen-shot-2016-12-15-at-3-44-07-pm

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.

screen-shot-2016-12-15-at-3-46-03-pm

The below screenshot provides an illustration of how the Checklist Item will be utilised on an existing Action. There are four Checklist Items, you can see which of them have been completed along with any notes and who is responsible for completing the item.

screen-shot-2016-12-15-at-3-46-21-pm

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.

Event Synchronisation

Event Synchronisation allows you to create a standard Salesforce.com 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.

Milestone & Action Clone

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.

Milestone Action Clone 2

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.

Milestone Loader

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.

Recurring Milestones & Actions

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.

screen-shot-2016-12-15-at-3-57-48-pm

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:

screen-shot-2016-12-15-at-3-58-36-pm

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.

screen-shot-2016-12-15-at-3-59-02-pm

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.

screen-shot-2016-12-15-at-3-59-37-pm

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:

screen-shot-2016-12-15-at-3-59-51-pm

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.

Creating a Risk

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.

Project Overview

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
  • Action Pad
  • Detail
  • Time Logs
  • Expenses
  • Risks
  • Issue Log
  • Billing
  • Whiteboard
  • Gantt Chart
  • Revenue Recognition
  • Scheduler

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
  • Risk Summary
  • Project Owner
  • Cost Performance Index
  • Scheduled Performance Index
  • ‘Billable’ Revenue Summary
  • Hours Summary
  • P&L Summary
  • Invoice Summary

Overview

This tab provide some charts relating to the status of the project and a tree-structure of Milestones > Actions > Checklist Items

You have a number of other features available within this Tab, including the following:

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.

Expand / Collapse Actions & Checklist Items

By default, the Overview Page table will show a list of Milestones. Where a Milestone has child Actions, there will be a + sign to the left of the Milestone Name. Clicking this + sign will expand the table to show the Actions.

Similarly, where an Action has child Checklist Items, there will be a + sign that can be clicked to expand the table to show the Checklist Items.

Expanded records will have a – sign that can be clicked to collapse the related records.

Start/End Date Warnings

Where Start Date and End Date values are either overdue or approaching, you will see a Red or Yellow warning sign as illustrated below.

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

Edit/Delete Milestones

You’re able to Edit or Delete a Milestone directly from the Overview Tab by clicking the drop down arrow on the right-hand side.

Click Edit

Edit Milestone and Save

Click Delete

Confirm you wish to Delete

Edit/Delete Actions

You’re also able to Edit or Delete an Action directly from the Overview Tab by clicking on the drop down arrow on the right-hand side in the same manner as illustrated above for the Milestones.

Resource Assignment Wizard

You’re able to access the Resource Assignment Wizard by clicking the  icon on the relevant Action. The  icon will display if an Action has Contributors assigned to it.

If you hover over the Contributors icon, you will see a popover that shows all of the people assigned to work on the Action (see below).

Managing Checklist Items

You’re able to Edit or Delete individual Checklist Items directly from the Overview Tab by clicking on the drop down arrow on the right-hand side in the same manner as illustrated above for the Milestones.

In addition to this, you’re able to click the ‘Manage’ link to open up the Checklist Item component where you can manage all of your Checklist Items related to the particular Action the same way as you can from the Whiteboard.

You’re also able to perform an ‘inline edit’ of the Complete Checkbox for individual Checklist Items.

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.

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.

Timeline

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

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

Expenses

This tab provides you with access to some expense summary charts and a list of all expenses related to the project

Expense Summary – Approval Status

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

Expense Summary – Category

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

Expense Summary

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

Expenses List

You’re able to view all Expenses logged against the project including key fields such as Category, Amount Claimed and Approval Status. The Expenses are displayed in descending Date order.

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

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.

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.

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.

 

Field Field Type Comments
Project Overview Default Tab Picklist Allows you to specify which Tab you would like to appear when initially loading the Project Overview page
View Insights Tab Checkbox Identifies whether the Role can view the Insights Tab
View Overview Tab Checkbox Identifies whether the Role can view the Overview Tab
View Overview Tab Charts Checkbox Identifies whether the Role can view the charts on the Overview Tab
View Action Pad Tab Checkbox Identifies whether the Role can view the Action Pad Tab
View Time Logs Tab Checkbox Identifies whether the Role can view the Time Logs Tab
View Time Logs Tab Charts Checkbox Identifies whether the Role can view the charts on the Time Logs Tab
View Expenses Tab Checkbox Identifies whether the Role can view the Expense Tab
View Expenses Tab Charts Checkbox Identifies whether the Role can view the charts on the Expense Tab
View Risks Tab Checkbox Identifies whether the Role can view the Risks Tab
View Risks Tab Charts Checkbox Identifies whether the Role can view the charts on the Risks Tab
View Issue Log Tab Checkbox Identifies whether the Role can view the Issue Log Tab
View Billing Tab Checkbox Identifies whether the Role can view the Billing Tab
View Billing Tab Charts Checkbox Identifies whether the Role can view the charts on the Billing Tab
View Whiteboard Tab Checkbox Identifies whether the Role can view the Whiteboard Tab
View Gantt Chart Tab Checkbox Identifies whether the Role can view the Gantt Chart Tab
View Rev Rec Tab Checkbox Identifies whether the Role can view the Revenue Recognition Tab
View Scheduler Tab Checkbox Identifies whether the Role can view the Scheduler Tab

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:

Resource Re-assignment Wizard

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

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.

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.

Project Stakeholders & Weekly Status Report

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. Below is an example of the Project Status Report.

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 ‘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.

Track Pad

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.

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.

Field Field Type Comments
Track Pad Default Tab Picklist Allows you to specify which Tab you would like to appear when initially loading the Track Pad
View Track Pad Checkbox Identifies whether the Role can view the Track Pad
View Track Pad Feed Checkbox Identifies whether the Role can view the Feed Tab
View Track Pad Timeline Checkbox Identifies whether the Role can view the Timeline Tab
View Track Pad Time Logger Checkbox Identifies whether the Role can view the Log Time Tab
View Track Pad Expense Logger Checkbox Identifies whether the Role can view the Log Expenses Tab
View Track Pad Add Action Checkbox Identifies whether the Role can view the Add Action Tab
View Track Pad Add Risk Checkbox Identifies whether the Role can view the Add Risk Tab
View Track Pad Add Issue Checkbox Identifies whether the Role can view the Add Issue Tab

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

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:

Gantt Chart

Gantt Chart

The Gantt Chart is available within The Project Overview page of specific Projects, or as a stand alone chart. The Gantt Chart displays the Actions and Milestones for your Projects on a grid and offers a number of features as follows:

  • Reschedule Actions & Milestones
  • Create and Edit Milestones, Actions & Checklist Items
  • Track Milestone Deadlines
  • Manage Action Dependencies
  • View Baseline Dates
  • Export the Gantt Chart to PDF
  • Export the Gantt Chart to MS Project XML File

You can launch the stand alone Gantt Chart from the Mission Control Console on the ‘Management Pad’ Tab as follows:

The Gantt Chart displays all of the Milestones and Actions for your selected Project(s) for the Entire Timeline of the Project(s) which you can navigate by scrolling left and right, as well as a Project List which allows you to collapse and expand the Projects and Milestones that are displayed.

The top section of the Gantt Chart provides the ability to filter which Projects are displayed, whether or not to show the Project Data Table, the ability to zoom in and out of the grid, the ability to add a week at a time to the start or end of the timeline, as well as the PDF & MS Project exports. Don’t forget the Save button which you will need to save any changes you make!

 

  1. Click to apply the filters to select the Projects you want to look at on the Gantt Chart
  2. Click to remove all current filters
  3. Click to collapse / expand the ‘Data Table’
  4. Click to collapse / expand the ‘Gantt Chart’
  5. Click to select which fields you want to display in the ‘Data Table’
  6. Click to Zoom Out (make columns narrower)
  7. Click to Zoom In (make columns wider)
  8. Click to view the Baseline Dates
  9. Click to view the Checklist Items
  10. Click to Collapse Milestone & Action rows
  11. Click to Expand Milestone & Action rows
  12. Click to turn on/off Auto Scheduling feature
  13. Click to turn on / off the Placeholder to use inline editing
  14. Click to jump to Today within the timeline
  15. Identifies if there are unsaved records
  16. Click Save to commit all unsaved changes
  17. Adds 1 week to the beginning of the project timeline
  18. Adds 1 week to the end of the project timeline
  19. Click to export the Gantt Chart as an XML file that can be imported to MS Project
  20. Click to export the Gantt Chart as a PDF

The project data table on the left hand side can be hidden and displayed as required using the show hide project list button. This section allows you to collapse or expand the Projects and Milestones that are displayed on the Gantt Chart and lists the Project, Milestone, Action and Checklist Item Names, Owners, Start and End Dates and number of Working Days. Here, you can also use the plus (+) icons to create new Milestones, Actions and Checklist Items.

Creating new Milestones

You can create a new Milestone directly within the Gantt Chart using the   +    symbol next to the name of a Project. This will open up a New Milestone Lightbox, allowing you to specify a Name, Budget, Deadline, Owner and Notes as follows:

Note: When creating new Milestones on the Gantt chart, you need to Save the Lightbox and then Save the Gantt Chart.

Creating new Actions

You can create a new Action directly within the Gantt Chart using the   +     symbol next to the name of a Project. This will open up a New Action Lightbox, allowing you to specify a Name, Hours Scheduled, Owner, Start and End Date, and Notes as follows:

Note: When creating new Actions on the Gantt chart, you need to Save the Lightbox and then Save the Gantt Chart. For Skills Based Actions you will also be able to add the Skill.

Creating new Checklist Item

You can create a new Checklist Item directly within the Gantt Chart using the   +     symbol next to the name of a Action. This will open up a New Checklist Item Lightbox, allowing you to specify a Name, Owner and Notes as follows:

Editing Projects, Milestones, Actions & Checklist Items

You can also make changes to the Project, existing Milestones, Actions or Checklist Items by double clicking on the Action or Milestones within the Gantt Chart. For example, if you want to reassign from one Action Owner to another, you can double click on the Action, select a different Owner and click Save.

For the Project, Milestone and Checklist Item, you’re able to edit key fields within the default tab, or click onto the ‘Record Detail’ tab and edit the full record. In addition to this, for the Action, you’re also able to access the ‘Log Time’ tab to enter time against the Action.

After making changes you will need to click the Confirm button in the Lightbox and then Save the Gantt Chart.

Gantt Save

Dependencies

Dependencies are displayed on the Gantt Chart with orange connecting lines. You can add and delete dependencies on the chart as follows:

To add a dependency, click on the circle that appears at the end of the bar when hovered over, and then drag to see a dotted line appear, Drag the dotted line to the action you want to make dependant. After you let go it should appear as a solid orange line indicating that the dependency has been added. Remember you will still need to save the Gantt chart to apply the change to the action.

Action Dependencies

If you need to delete a dependency, you can do this by double clicking on the orange dependency line. This will open a pop up asking you to confirm that you want to delete the dependency. Click ok to delete and then save the Gantt Chart.

Action dependencies

A child can be associated to multiple parents. In addition, a variety of dependency types are supported:

Parent Child Type
Action Action Finish to Start
Action Action Start to Start
Milestone Action Finish to Start
Milestone Action Start to Start

The ‘Dependency Email Notifications’ will be issued to those Roles involved with the child Action get notified at the appropriate time, as follows:

  • Finish to Start – email notification is sent to the Roles involved with the child Action when the parent Action Status is set to ‘Complete’
  • Start to Start – email notification is sent to the Roles involved with the child Action when the parent Action Status is set to ‘In Progress’

The illustration below shows the various dependency relationships you’re now able to create.

  1. Start to Start (Parent – Action)
  2. Finish to Start (Parent – Milestone)
  3. Finish to Start (Parent – Action)
  4. Start to Start (Parent – Milestone)

Dependency Enforcement

Dependency enforcement logic is available for both Start to Start and Finish to Start dependencies. This logic is controlled by a field on the Project Object called ‘Enforce Dependency Validation’. If this field is set to TRUE, the following logic will be applied:

  • If the Action is a child in a Start to Start relationship, ensure no parent records (e.g. Milestones or Actions) have a Status of Planned
  • If the Action is a child in a Finish to Start relationship, ensure all parent records (e.g. Milestones or Actions) have a Status of Complete

If the field is set to TRUE and the parent records fall outside of this criteria, the User will receive an on-screen notification advising why the child Action is unable to be progressed.

Drag n’ Drop Rescheduling

You can reschedule an Action simply by clicking and dragging to where ever you need to reschedule it to. Milestone dates will automatically adjust to match Actions when they are moved. Dependant actions will move with parent actions.

Drag n'Drop Gantt

You can also extend or shorten the length of the Action by dragging the end of the Action.

screen-shot-2016-09-16-at-12-02-43-pm

Hover Box Tooltips

You are able to turn off the hover box (see illustration below) that displays various field values.

This can be turned off by navigating to the ‘Control Pad’ on the Console. Within the ‘Gantt Chart Settings’ section, set the ‘Disable Gantt Tooltips’ to be TRUE and click Save.

Note: This is an org-wide setting, so if it is turned off, it will be turned off for all Users.

Milestone Sort Order

You can specify the order of the Milestones. This will primarily be visualized on the Gantt Chart, but will also drive the ordering of Milestones on the Project Overview ‘Overview’ Tab.

The example below shows a Gantt Chart where the Milestone Sort Order field has been left blank on all Milestones.

The example below shows a Gantt Chart where the Milestone Sort Order has been set as follows:

Design = 2
Build = 1
Follow Up Support = 3
Deliver = 4

The Milestone Sort Order field is accessible from the Milestone Edit Modal Window on the Gantt Chart, as illustrated below.

You can also drag and drop records within the Gantt Chart Data Table to adjust the ‘Sort Order’ field. To adjust the sort order, click and drag a record (e.g. Milestone, Action or Checklist Item) and drop it to the new location. Below is an illustration of the ‘Client Approval’ Action being moved to appear above the ‘Design UI’ Action.

Once you have adjusted the sort order as required, please click the Save button on the Gantt Chart.

Note: This drag and drop functionality can also be used to re-parent child records from one parent to another (e.g. you can change an Action from relating to one Milestone and relate it to another.

Milestone Deadline

If a Milestone has a value in the Milestone Deadline field, this will be visible on the Gantt Chart via a pink diamond as shown in the illustration below.

screen-shot-2016-12-15-at-4-10-44-pm

Baseline Dates

The Gantt Chart provides you with the ability view the Baseline Dates as well as the actual Dates. The Baseline Dates can be toggled on/off by clicking the Baseline button.

screen-shot-2016-12-15-at-4-11-08-pm

When you toggle the Baseline Dates on, they will appear as a secondary line for each Action, Milestone or Project as shown in the illustration below.

screen-shot-2016-12-15-at-4-11-28-pm

Reset Baseline Dates

A Checkbox field on the Project record called ‘Set Baseline Dates’ enables you to reset the baseline dates of a Project. When this field is set to TRUE, all of the Baseline Start Date and Baseline End Date values on the Actions will be updated to match the existing Start Date and End Date.

This will allow you to create Projects, adjust the scheduling of the Project and then once it’s ready to go live, you can commit the Baseline Dates.

Display Custom Fields

You can add 3 additional fields in the Data Table. From the ‘Control Pad’ on the Console, within the Gantt Chart Settings section, you can specify up to 3 fields to add for the Project, Milestone, Action and Checklist Item, as shown below.

The 3 additional fields will appear on the right-hand side of the Data Table, as shown below. Once you’ve set these on the Console, you can then choose to add them from the Gantt Chart by clicking the  button.

Checklist Items

The Checklist Items can be toggled on/off by clicking the Checklist button.

screen-shot-2016-12-15-at-4-12-02-pm

When you toggle the Checklist Items on, they will appear as child items to the Action as per the illustration below. Note: Checklist Items cannot be rescheduled independently of the Action, but if you reschedule the Action, the Checklist Items will automatically reschedule to remain with the Action.

screen-shot-2016-12-15-at-4-12-20-pm

Auto Scheduling

An ‘Auto Scheduling’ feature is available on the Gantt Chart that will automatically reschedule records when dependencies are created. For example, in the illustration below, there is one day of lag between the Build Framework and Build Page Content Actions.

Once I create a dependency between the two Actions, in this instance a ‘Finish to Start’, the Auto Scheduling feature will automatically snap the child Action to start on the day following the completion of the parent Action, as shown below.

To ‘fine tune’ the scheduling of your Projects, you can turn off the Auto Scheduling feature.

To do this, there is a button available on the Gantt Chart, as shown below.

When Auto Scheduling is on, it will be displayed in green, when it is off, it will be displayed in red.

Critical Path

The Critical Path is the path within the project that has the least amount of slack. Therefore, if any of the Actions within the Critical Path are delayed, the overall Project is likely to be delayed.

If an Action / Milestone falls within the Critical Path, through it’s relationships with other Actions / Milestones from it’s dependencies, the relationship will be highlighted red, as shown below.

Note: Critical Path will support Lead between Actions, but not Lag. Lead is where the child Action starts prior to the parent Action finishing, whereas Lag is where there is a gap between the parent Action finishing and the child Action starting. See below for examples of Lead and Lag.

Inline Editing

To enable you to quickly create out the detail of a project plan directly on the Gantt Chart, you’re able to add new Milestones, Actions and Checklist Items using the inline edit functionality.

By default, the Inline Edit feature is disabled. To enable the feature, you will need to click the  button on the Gantt Chart. Clicking this button will reveal a blank row at the bottom of the Gantt Chart as shown below.

To add a new record, click into the ‘New Task’ area and you will then be able to quickly create new records by typing in the record name and hitting enter, as shown below where two new Milestones have been created.

Once you’ve created a record, you can drag it to change the type (e.g. from a Milestone to an Action). To make the record an Action, drag it on to the Milestone you want to parent it to and upon release, the record will be displayed as an Action, as shown in the examples below.

Any new records created, will assume the same record as the last one you created. For example, if I add a new record and make it an Action, then subsequent records will also be Actions, as shown below.

You can also change the record to be a Checklist Item, as shown below. To make the record a Checklist Item, drag it on to the Action you want to parent it to and upon release, the record will be displayed as a Checklist Item, as shown in the example below.

Before saving records created via the inline edit feature, you can change the record type between Milestones, Actions and Checklist Items. After saving the records, you will no longer be able to change the record type. However, you will still be able to re-parent from one parent to another, as shown in the example below where Action 3 has been re-parented from Milestone 2 to Milestone 1.

Note: you are unable to assign the owner from within the inline edit feature. It is recommended that you create the records, save them and then edit individual records to assign owners and dates.

If you prefer not to us the ‘Inline Edit’ feature on the Gantt Chart, you’re now able to disable that from within the Gantt Chart settings. This can be done centrally for all Users within the Gantt Chart Settings section of the Control Pad on the Mission Control Console, or at an individual User level within the settings section of the Gantt Chart, which you can access by clicking the button.

Hiding Records

To enable you to hide specific records from the Gantt Chart (for example, internal components of the project that may not be required to be presented to the customer), ‘Exclude from Gantt’ Checkbox fields are available on the Milestone, Action and Checklist Item Objects.

If the Milestone field is set to TRUE, the Milestone and all related Actions and Checklist Items will be hidden from view on the Gantt Chart / Gantt Chart PDF. If the Action field is set to TRUE, the Action and all related Checklist Items will be hidden from view on the Gantt Chart / Gantt Chart PDF.

Timeframe Scale Enhancement

The ‘Zoom In’ and ‘Zoom Out’ buttons enable you to zoom the scale from days to weeks to months to years. This will enable you to zoom out and see a larger duration without needing to endlessly scroll. Below are some examples of the various scale views.

Day Scale

Week Scale

Month Scale

Year Scale

Note: It is recommended to be on the days scale when rescheduling Actions for more precise rescheduling.

PDF Export

The PDF Export feature allows you to export a PDF version of the Gantt Chart. This can be for the entire length of the selected Projects, or for a specified date range.

To export the Gantt Chart to PDF, click on the PDF Export button.

PDF Export

This will open a pop up window allowing you to specify a date range to export, or you can leave it blank to expire the entire Project(s). After selecting your date range click the export button.

screen-shot-2016-12-20-at-5-30-54-pm

The PDF will then be downloaded and can be opened, saved and printed as required. Here is an example of the PDF version of the Gantt chart:

screen-shot-2016-12-15-at-4-12-52-pm

You are able to brand the PDF by including your logo, a secondary logo that is project specific and a custom title. You can also choose to include the baseline dates onto the PDF if required.

Display your Logo

If you want to include your own logo on the Gantt Chart PDF, you can specify the logo you would like to include from the Console as per the illustration below.

The logo selected here will appear at the top left of the Gantt Chart PDF.

Display Secondary Logo

You can also include a second logo on the Gantt Chart PDF that will appear at the top right. We anticipate this could be used to display your customer’s logo.

To add a secondary logo to the Gantt Chart, this is done on an individual project basis. To add the logo to a specific project, you first need to upload the logo as a ‘Document’ and then add the URL for that Document into the ‘Logo URL’ field on the Project record as shown below.

screen-shot-2016-12-15-at-4-13-51-pm

Display Custom Title

The Gantt Chart ‘Title’ will display the Project Name by default. However, you can also adjust the Title using the custom heading section at the time of generating the PDF, as shown below.

screen-shot-2016-12-15-at-4-14-11-pm

Display Baseline Dates

If you wish to export the Baseline Dates on the Gantt Chart PDF, you will need to select the ‘Raw Export’ option at the bottom of the Export

screen-shot-2016-12-15-at-4-14-56-pm

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MS Project Export

Mission Control allows you to export your Projects as ‘XML’ files, which can then be imported into Microsoft Project.

To Export a project for MS Project, select your desired Project on the Gantt Chart and then Click the MS Project Project button.

MS Export 1

Then click the Export button in the pop up window as follows:

MS Project

The XML file will then be generated allowing you to save it to your computer. Once saved, you can then open MS Project and select the “New from Excel Workbook” option.

MS Project 3

You will then be able to locate and select your “XML” file and click open, then click finish and the project will be imported as follows:

MS Project 4

Gantt Anywhere

The Gantt Chart Lightning Component can be added to the Page Layout of any parent Object that a Project relates to. For example, out of the box the Project Object has Lookup fields to the Account, Contact, Opportunity and Program Objects. Therefore, you will be able to add the ‘LightningGantt’ Lightning Component to the Page Layout of any of these Objects, and it will display all related Projects. Setting a component height of approximately 1000 is recommended. Below is an example of the Gantt Chart being added to the Opportunity Page Layout.

If you have created your own Custom Lookup Fields to other Objects, you will also be able to add the Lightning Component to the Page Layout for those Objects.

Note: This feature is only available in Lightning Experience.

Custom Action Colours based on Status

By default, Actions are coloured Green on the Gantt Chart. If the Priority is set to High, the Action will be coloured Red, and if the Priority is Medium, it will be coloured Amber. You can now specify your own colours based on the Action Status field, which will override the default settings of the Gantt Chart.

You set the colours based on Action Status from the Gantt Chart Settings section of the Control Pad on the Mission Control Console. Below is an example where each Status has been provided it’s own Hex Colour Code.

Once these settings have been saved, the Action bars on the Gantt Chart will be displayed with those colours, as illustrated below.

Scheduler

Scheduler

The Scheduler provides a calendar style view of Action records and is an excellent resource capacity planning tool.

The scheduler offers the following features:

  • Filter actions by Projects, Teams, Skills, Actions or Roles
  • Colour Coding of Weekends (Grey) and Holidays (Red) and Actions (based on Project)
  • Drag and drop functionality to reschedule and reassign actions.
  • Hours allocation display showing hours scheduled versus hours available per week for each Role, taking Holdiays into consideration.
  • Utilisation Percentage, Where the hours allocated are more than the hours per week, this will be highlighted red.
  • Hours View to show each Roles hours scheduled per day.
  • Action Hover Views which show key action information.
  • Quick access to Action detail pages by double clicking on the action.
  • Ability to set Projects, Milestones or Actions to be excluded from the Scheduler.
  • Optimized for use on Tablets.
  • Ability to view between 1 and 52 weeks at one time.
  • Ability to view standard Salesforce Task and Event records.(Cannot be rescheduled)
  • Collapsible settings section.

You can access the Scheduler for all projects from the Scheduler tab, or to instantly open the scheduler for a specific project, you can launch it from the Mission Control Console, as follows;

  1. Go to the ‘Management Pad’ Tab on the Mission Control Console
  2. Click ‘View Scheduler button

Once you have accessed the scheduler, it will appear as follows.

The Scheduler features two Tabs, giving you a different view:

  • Timeline
  • Month

Timeline

Within the Timeline Tab, you have options to control the View, Group By and Scale values, as outlined in below.

View

The View options allow you to determine what information is being displayed within the Timeline, including:

  • Hours Detail
  • Hours Total
  • Actions
  • Projects

Hours Detail

The Hours Detail View will show you a breakdown of the hours assigned to each Role, categorised into the following areas:

  • Billable Hours
  • Non Billable Hours
  • Salesforce Events
  • Holidays

Below is an example of the Hours Detail View:

Note: The Hours Detail View can only be used with the Role Group By and Days and Weeks Scale values.

Hours Total

The Hours Total View will show you a summary of the hours assigned to each Role. Below is an example of the Hours Total View:

Note: The Hours Total View can only be used with the Role Group By and Days and Weeks Scale values.

Actions

The Actions View will show you the separate ‘bars’ for the individual Actions assigned to the Action Owner / Contributor. Below is an example of the Actions View:

Note: The Action View is the only view that will support edits being made to the records.

Projects

The Projects View will provide a high level summary view of work scheduled. In this View, Actions within the same Project that are scheduled to occur on the same day or consecutive days will be grouped into a single ‘bar’. Below is an example of the Projects View:

Note: The Projects View can only be used with the Days and Weeks Scale values.

Group By

The Group By options allow you to determine how the Rows are organised, including:

  • Role
  • Master Team

Role

The Role Group By option will display each Role in alphabetical order, based on the Role’s First Name. Below is an example of the Role Group By view:

Master Team

The Master Team Group By option will display each Role in alphabetical order, based on the Role’s First Name, grouped within their ‘Master Team’. Below is an example of the Master Team Group By view:

Scale

The Scale options allow you to determine the scale used across the Timeline, including:

  • Hours
  • Days
  • Weeks

Hours

The Hours Scale will display the Timeline scale per hour, based on the number of hours and days you’ve selected in the Scheduler Settings. Below is an example of the Hours Scale showing 8am to 6pm over a 3-day period.

Note: The Hours Scale can only be used with the Actions View.

Days

The Days Scale will display the Timeline scale per day, based on the number of weeks you’ve selected in the Scheduler Settings. Below is an example of the Days Scale showing a 4-week period.

Weeks

The Weeks scale will display the Timeline scale per week, based on the number of weeks you’ve selected in the Scheduler Settings. Below is an example of the Weeks Scale showing a 52-week period.

Month

The Month Tab provides a month in view calendar display. All Actions across all Projects will be displayed. Below is an example of the Month View:

Note: If you use the Scheduler Filters to filter to an individual Role, any Holidays assigned to that Role will also be displayed on the Month View.

Scheduler Features

There is a range of features that the Scheduler provides to help you manage your resource capacity, each feature is explained in further detail below.

Scheduler Settings

The Scheduler Settings are accessible by clicking the icon, located in the top-right corner of the Scheduler. Note: These Settings are persistently remembered, and controlled at the individual User level.

Hours View – Visible Days

This Slider allows you to specify how many days will be displayed when using the Hours View. The maximum value for this Slider is 7 days.

Days View – Visible Weeks

This Slider allows you to specify how many weeks will be displayed when using the Days View. The maximum value for this Slider is 12 weeks.

Weeks View – Visible Weeks

This Slider allows you to specific how many weeks will be displayed when using the Weeks View. The maximum value for this Slider is 52 weeks.

Display Hours

The From and To fields allow you to specify the hours that will be displayed on the Timeline when using the Hours View.

Show Tasks

This Checkbox enables you to toggle on / off the ability to display Salesforce Tasks on the Scheduler.

Show Events

This Checkbox enables you to toggle on / off the ability to display Salesforce Events on the Scheduler.

Hours Shading Green Breakpoint %

This percentage value will be used on the Hours Total View. If the sum of hours scheduled for a Role is less or equal to this value, the cell will be shaded Green.

Hours Shading Red Breakpoint %

This percentage value will be used on the Hours Total View. If the sum of hours scheduled for a Role is greater or equal to this value, the cell will be shaded Red.

Display Scheduled Hours / Utilisation

This Checkbox enables you to toggle on / off the ability to view the Scheduled Allocation and Scheduled Utilisation figures for each Role.

Display Remaining Hours / Utilisation

This Checkbox enables you to toggle on / off the ability to view the Remaining Allocation / Remaining Utilisation figures for each Role.

Scheduler Filters

The Scheduler Filters are accessible by clicking the icon, located in the top-right corner of the Scheduler. Note: These Filters can be saved and persistently remembered, and are controlled at the individual User level.

You are able to filter based on a combination of the following records / fields:

  • Program
  • Project
  • Project ‘Categories’
  • Action Name ‘Contains’
  • Action ‘Status’
  • Roles
  • Teams
  • Skills
  • Skill Proficiencies
  • Any Custom Field on the Project, Milestone or Action

To save a Filter selection, click the ‘save’ and enter a ‘Filter Name’ and then click save.

The Filter will then be available for the individual User to access within their ‘Saved Filters’ picklist. When a Saved Filter is applied, it will be persistently remembered each time you visit the Scheduler.

PDF Export

You are able to export the Scheduler as a PDF using the icon located in the top-right corner. When you click the icon, you will be able to specify the File Name, Header Text and Footer Text prior to generating the PDF, as shown below:

Once you’ve completed these (optional) details, you can click Export and the PDF will be generated.

Date Navigation

There are a number of ways to navigate the period displayed on the Scheduler, as shown below.

  1. This Date Picker lets you select a specific point in time to quickly jump to
  2. Enables you to move back by 7 days
  3. Enables you to move back by 1 day
  4. Enables you to jump back to today
  5. Enables you to move forward by 1 day
  6. Enables you to move forward by 7 days

Saving Changes

Any adjustments you make to the Scheduler will not be saved until you click the ‘Save’ button, which is located in the top-right corner of the Scheduler. If there are unsaved changes, a warning icon will be displayed, as shown below.

Timeline Settings

When you have the Timeline Tab selected, you will see the View, Group By and Scale settings as outlined below.

Each of these features are explained earlier in this document.

Editing Actions

Rescheduling

From the Actions View of the Scheduler, you’re able to drag and drop Actions to reschedule to a different point in time, and / or to adjust the number of days.

The example below illustrates how an Action is rescheduled from Monday and Tuesday to Thursday and Friday.

The example below illustrates how an Action’s End Date has been extended from Tuesday to Thursday.

Editing

By double-clicking on an Action within the Scheduler, you will open the ‘Action Summary’ component, which will give you access to:

  • Action Detail Page
  • Related Checklist Items
  • Related User Stories
  • Chatter

The example below illustrates the Action component with all of the various tabs.

Adding Actions

You can create new Actions directly on the Scheduler by dragging on the day/days you wish to schedule the Action for, on the row for the Role that will be the Action Owner. This will then open the following component where you’re able to create the Action details, as well as accessing the Resource Assignment Wizard to include Contributors.

Reassigning Actions

You can drag an Action from one Role to another if you need to reassign ownership. You can do this for the Action Owner, or for a Contributor.

Role Access

When on the Timeline Tab, you will have a row for each Role. Within each row, you’re able to access the Role Profile and Role Chatter components.

Utilisation Figures

The Timeline view of the Scheduler also provides you with visibility into the hours allocation and utilisation of each Role.

  • Scheduled Allocation: calculates the ‘Total Contribution for the Actions contained within the Timeline view
  • Scheduled Utilisation: calculates the utilisation percentage for the Role based on the ‘Total Contribution’ / ‘Hours per Week’
  • Remaining Allocation: calculates the effort remaining for the Role based on the Actions within the Timeline view plus any overdue Actions that are scheduled and not yet completed prior to the end date of the Timeline. This calculation is based on the ‘Total Contribution’ of effort minus the ‘Hours Completed’ by this Role on these Actions.
  • Remaining Utilisation: calculates the utilisation percentage for the Role based on the remaining effort / ‘Hours per Week’

Role Profile

You’re able to click the icon to open the ‘Role Profile’ component, that will give you access to the Teams and Skills this Role is associated with. Within either of the Teams or Skills tabs, you can view / edit / add to their profile.

Role Chatter

You’re able to click the icon to open the ‘Role Chatter’ component, that will enable you to post to the Chatter Feed for that individual Role.

 

Time Logging

Time Logging

Logging Time in Mission Control can be done in the following ways:

  • Timesheet Page
  • Whiteboard Time Log Feature
  • Salesforce 1 Time Logger
  • Side Bar Time Logger
  • Manual Time Log Entry
  • Cirrus Insight App

The Timesheet, Whiteboard and Cirrus Insight time logging features are covered in separate sections of this document.

Salesforce 1 Time Logger

The Salesforce1 Time Logger page allows users to quickly select a Project, Milestone and Action, to quickly and easily log time and update the status of Actions ‘on the go’.

Side Bar Time Logger

The side bar Time Logger is a Visualforce component that allows users to quickly select a Project, Milestone and Action so they can log time and update the status of Actions from anywhere within Salesforce.com.

Side Bar Time Logger

This can be added to the Side Bar by clicking Setup > Customize > Home > Home Page Layouts. Click Edit and select ‘Time Logger’ in the Narrow Components section. Click Save.

If you would like this Time Logger to appear on all Side Bars, not just on the SFDC Home Page, you can configure this by clicking Setup > Customize > User Interface. Ensure the Sidebar Setting ‘Show Custom Side Bar Components on All Pages’ is set to TRUE. Click Save.

Manual Time Log Entry

You can log time manually by going to an actions detail page, and clicking the ‘New Time Log’ button the Time Logs related list.

From here you can record the details for the time log such as Project Member, Date, Hours Completed, whether it is Non Billable or Overtime and any material expenses incurred. The remaining fields will be populated once you have saved the entry.

Timesheets

The Timesheet allows Users to view all of their Actions that are due within a given week. The User is able to log time & comments; view existing time already logged, view their Holidays for the period, complete actions as well as link through the Actions and Milestones. To access the Timesheet page, click on the ‘Timesheet’ button from the ‘Progress Pad’ Tab on the Mission Control Console, in the ‘Log Your Time’ section, or go directly to the Timesheets tab.

If you have not logged any time for the week in view, no values will be visible in the hours fields. However, once you have entered time, when you subsequently revisit the Timesheet, those hours will be visible. You can log your time, use the start/stop time tracking functionality and submit your timesheets. Roles with the ‘Manage Timesheets’ or the ‘Manage Subordinate Timesheets’ permission can also manage timesheets for other Roles.

 

The Timesheet features three tabs, which are:

  • Timesheet
  • Calendar Converter
  • Approvals

Timesheet

The Timesheet is the main way of entering Time Logs against your Actions. The new Timesheet is illustrated below.

To enter time, you simply add the number of hours in to the appropriate billable or non-billable field for the relevant day. Note: If you want to add time to an Action you have previously entered time against, simply increment the number in the time field for that action. To add notes to your time entry, double click the field you’re entering time in and the following modal will appear.

Edit existing Time Logs

You’re able to edit existing Time Log entries directly from the Timesheet. If you click the  icon, you’ll access the ‘Time Log Summary’ component, as shown below.

From here, you’re able to edit or delete individual Time Log records. You can edit the Hours Completed, Non Billable, Overtime and Exclude from Billable Capacity checkboxes, edit the Notes as well as view the Approval Status.

Chatter Feed

If you need to collaborate with colleagues whilst on the Timesheet, you’re able to click the  icon to open up the Chatter component where you’re able to post on to the Action, Milestone or Project Chatter Feeds.

Checklist Items

You can access the Checklist Items relating to each Action displayed on the Timesheet by clicking on the  icon.

Hours

The Hours column only shows the hours allocated to you as the Action Owner or a Contributor, rather than the total hours allocated to the Action.

Suggested Hours

The ‘Suggested Hours’ feature divides the Hours Scheduled across the working days between the Start Date and End Date of an Action. The Suggested Hours are displayed on the Timesheet as grey numbers, as illustrated below:

If you would like to convert the Suggested Hours into actual Time Logs, simply click the ‘Save Suggested Hours’ button at the bottom left of the page and it will create Time Logs for each individual Suggested Hours entry.

Save & Submit Timesheet

Where you are using the Time Log Approval functionality, new Time Log records you create will be set with an approval status of ‘Pending’. The ‘Save & Submit Timesheet’ button allows you to change the status value from ‘Pending’ to ‘Submitted’ for all Time Log records displayed on the Timesheet.

When a User clicks the ‘Save & Submit Timesheet’ button, if the total hours logged is less than the target, they will be prompted to see if they wish to continue with the submit process.

 

Daily & Weekly Summary

The Daily & Weekly Summary figures enable you to see the Total Hours as well as a breakdown of Billable, Non Billable and Holidays.

You’re also able to view a total of the hours logged per Action.

Quick Search Actions

If you need to add an Action to the Timesheet in order to log time against it that week, you’re able to do so using the quick search feature:

You can type in a string of text and the results will filter to show any Actions where the search string has been found in the Project, Milestone or Action.

Once you’ve found the Action you would like to add, click the icon and that Action will be loaded into the Timesheet.

Customisation Options

To provide you with as much customisation as possible, the Timesheet has a Settings section that you can access by clicking the  icon.

Within the Settings section, you’re able to configure your own personal preferences, based on the following:

Data Settings

  • Show Overdue Actions – setting this field to TRUE will display Overdue Actions as well as those Actions scheduled to be worked on this week.
  • Hide Billable Row for Non-Billable Actions – setting this field to TRUE will hide the ‘Billable’ fields where an Action is set as Non Billable.
  • Hide Billable Row – setting this field to TRUE will hide the Billable Row for all Actions.
  • Hide Non-Billable Row – setting this field to TRUE will hide the Non-Billable Row for all Actions.
  • Hide Holidays – setting this field to TRUE will hide the Holiday Rows.

Column Settings

The Column Settings provide you with the ability to choose which columns you have visible on the Timesheet. For example, if you don’t want to see the ‘PAN’ column set the checkbox to FALSE and that Column will no longer appear on the Timesheet.

Field Settings

There is a provision for you to be able to include one additional field from the Action Object to be visible on the Timesheet. The field you select here will be displayed directly underneath the Action Name, as shown below:

 

The Timesheet Settings by default can be managed by each individual User on their own Timesheet. However, if you wish to manage these centrally for your entire business, you can do so on the Control Pad of the Mission Control Console.

Set the ‘Timesheet Settings Override’ field to TRUE and configure the settings as required, then click Save and these settings will be applied to every User’s Timesheet.

Calendar Converter

The Calendar Converter provides you with an alternative way of logging time by dragging and dropping on the calendar, or by converting Mission Control Actions or Salesforce Events you may have in your Salesforce Calendar. For example, if you’re entering events into your Google or Outlook Calendar to capture your project work, and syncing your Google or Outlook Calendar to Salesforce, these Salesforce ‘Events’ will be displayed on the Calendar Converter tab on the Timesheet, as shown below.

To create a Time Log from any of these Event records, you simply need to click the  icon. This will open up the Time Log component that lets you select the Project / Milestone / Action, enter your Notes and then click the ‘Log Time’ button.

Once the Time Log has been created, the Event on the Calendar Converter will be displayed in the Colour relative to the Project, so you’re able to identify that the Event has already been converted to a Time Log.

Actions with Start Times
Actions that have the Start Hour and Start Minute fields populated are visible on the Calendar Converter. You can identify an Action based on the icon displayed in the top right corner of the calendar entry, as shown below.

To convert this into a Time Log, click the Action icon and it will open up the Time Log entry component, with the Action, Date and Hours Completed pre-populated as shown below.

Once you have created the Time Log, the Action icon will be replaced with a red clock icon.

Clicking on this icon will open the Time Log Summary component, enabling you to edit / delete the Time Log details as required.

If you delete the Time Log, the Action icon will re-appear, enabling you to log time again if required.

Drag n’ Drop to add Time Logs
You can create a brand new Time Log entry simply by dragging and dropping the duration you’re wanting to log time for, as shown below.

Once you stop dragging, the Time Log entry component will open with the Date and Hours Completed fields pre-populated.

Once you select the Project and Action you can log your time and that new Time Log will appear on the Calendar, as shown below.

Drag n’ Drop to edit Time Logs
If you need to edit the number of hours, or the date of an existing Time Log on the Calendar, you can drag and drop to resize, which will change the ‘Hours Completed’ value, or from one date to another, which will change the Date.

 

Approvals

Time Logs can be put through an Approval Process. If using the approval process, Time Logs will not be calculated against the billable/cost values of a project until the Time Log has been approved.

There are two approval options that can be used:

Role Manager: On an individual’s Role record, you will be able to specify the ‘Timesheet Approver’. This field will link to another Role record and will be referenced on the Time Log record if ‘Role Manager’ approval is required

Project Owner: The Role record specified as the ‘Project Owner’ on the Project will be referenced on the Time Log if ‘Project Owner’ approval is required.

Both options can be set for each Project by ensuring the following Checkbox fields are set to TRUE.

Each approval option contributes to the overall ‘Approval Status’ of the Time Log. The Time Log has three approval status fields as follows:

  • Role Manager Approval Status
  • Project Owner Approval Status
  • Approval Status

All fields are picklists with values:

  • Pending
  • Submitted
  • Approved
  • Rejected

Both ‘Role Manager Approval Status’ and ‘Project Owner Approval Status’ fields must be set to Approved in order for the ‘Approval Status’ to be ‘Approved’.

Once the master ‘Approval Status’ is set to approved, the Hours Completed Value (Billable) and Hours Completed Value (Cost) will be calculated and accounted for on the parent Action.

If you do not wish to utilise this feature, simply ensure the Project fields ‘Role Manager Timesheet Approval Reqd’ and ‘Project Owner Timesheet Approval Reqd’ are FALSE. All Time Log records will automatically default to an Approval Status of ‘Approved’.

A List View is available, which is called ‘Time Logs Requiring My Approval’. This list view will display all Time Logs where the ‘RM Approver Current User’ or ‘PO Approver Current User’ is TRUE. The columns displayed on the list view are:

  • Project Name
  • Date
  • Hours Completed
  • Notes
  • Role Manager Approver
  • Role Manager Approval Status
  • RM Rejection Comments
  • Project Owner Approver
  • Project Owner Approval Status
  • PO Rejection Comments

The approving User will be able to review and approve Time Log records using the inline edit functionality within the List View.

You can also submit all of your pending Time Logs in one go via the Timesheet.

The Approvals tab on the Timesheet provides you with an efficient way of approving any Time Logs that are submitted for your approval.

Note, the Approvals tab will only be visible on the Timesheet if you have Time Logs to approve.

When you click on the Approvals tab, you’ll see a list of the people that you need to review / approve Time Logs for on the left-hand side of the page.

Clicking on to one of the Roles listed will then display the Time Logs that require your approval, as shown below:

The main section of the page will show you all of the Time Logs that require your approval. The Time logs are grouped by Project > Milestone > Action. The Date, Hours, Non-Billable, Overtime and Notes fields are visible for each Time Log. You also have access to the Time Log Chatter Feed should you need to collaborate with colleagues to clarify anything.

There are sections for approval that is required as the ‘Project Manager’ or the ‘Role Manager’. You will only have the ability to approve as either of these, if you are specified as that approver. For example, if I’m not the Project Manager, but I’m the person’s Role Manager, I will only be able to approve the Time Logs as the Role Manager.

There are Checkboxes to ‘Approve’ or ‘Reject’ the Time Logs, as well as a field for entering ‘Rejection Comments’

Mission Control Features

Expense Management

Users can submit expenses within Mission Control, linking them to the relevant project if applicable and even submitting them for approval. This can be done on an individual basis from the Expenses related list of the Relevant Project, or directly via the Expenses tab if not related to a Project, or, in bulk using the Expense Log page.

To create an Individual Expense record, click the ‘New Expense’ button on the Expenses Tab or via the Expenses related list on the Project detail page, as per the illustrations below.

On the next screen, complete the details about the expense such as; the expense type, who it was incurred by, the date and the amount. You can also log expenses for mileage costs by entering the number of kms/miles travelled. If you use this option the claim amount will be calculated based on the distance multiplied by the mileage rate recorded on the related Role record. (You will need to set up your mileage rates first). Complete the details and then Save.

To record multiple expenses at one time, select the “Expense Log” button on the ‘Progress Pad’ Tab of the Mission Control Console.

You can then select the Role that the expenses relate to, and add as many rows as you need to record all of your expenses in the one page. Once you have completed all of the expense information, you can click the Create Expenses button to create the expenses.

Submit Expenses

By default, your expense record will have an approval status of pending. Once you are ready to submit the expense you can update it to submitted directly on the record, or via the “My Pending Expenses” related list.

Once submitted the Expense log will go through the approval process, or if not in use will be updated to approved. If approvals are being used, the expense record will appear in the “Expenses Requiring My Approval” list of the approver. The expense approver will be the role listed as the ‘Expense Approver on the Role of the person who incurred the expense.

Only once an Expense has been set to ‘Approved’, will the amount be attributed to the Project. Expenses do not have to relate to a Project, so you may wish to consider using this Object for all of your staff expenses, not just those related to project work. You can also use the ‘Notes & Attachments’ related list to upload supporting documentation such as receipts.

You can also log expenses (and upload supporting receipts) directly from the Salesforce1 Mobile App as per the screenshots below.

Whiteboard

Mission Control also features a ‘Whiteboard’, which lets you view all of your Project Actions as sticky notes on a virtual whiteboard. You can launch the Whiteboard directly from the Mission Control Console, by clicking on the ‘Progress Pad’ Tab:

Each Action is displayed as a ‘sticky note’ on the Whiteboard, showing key details such as:

  • Action Owner
  • Action Name
  • Milestone Name
  • Project Name
  • Start Date
  • End Date
  • Scheduled Hours
  • Completed Hours

You can ‘drag and drop’ Actions from one Action Status to another. For example, if you have an Action that has progressed from ‘Planned’ to ‘In Progress’, you can simply drag it from the Planned column on the Whiteboard and drop it into the In Progress column. (Note: When you log time against a ‘Planned’ project, it will automatically get updated to ‘In Progress’.) All underlying workflow rules will be executed as well.

screen-shot-2016-12-15-at-3-47-10-pm

The Whiteboard provides a range of tools and features that let you dynamically set the board to suit your own requirements.

Column Headings

You’re able to dynamically adjust the Column Headings. So if you want to switch from viewing columns for ‘Status’ to ‘Priority’, you just need to select the Picklist in the ‘Column Heading’ field as below.

screen-shot-2016-12-15-at-3-47-40-pm

This will dynamically switch the column headings on the Whiteboard and rearrange all of the Actions based on their ‘Priority’ value.

screen-shot-2016-12-15-at-3-48-03-pm

So, you’ll be able to drag and drop your ‘Cards’ to re-organise their priority rating!

You’re also able to organise the column headings based on any of the following Action Object fields:

  • Status
  • Action Owner
  • Priority
  • Start Hours
  • Start Minutes
  • Milestone (Note: must be filtered to 1 Project)
  • Custom Picklist Fields

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 of Percent fields on the Action Object.

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Action ‘Card’

The Action Card offers you a lot of functionality, each item is explained below.

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Action Chatter Feed

Clicking the   screen-shot-2016-12-15-at-3-49-41-pm    Icon on the Action Card will open up the Action Chatter Feed. You can view the Chatter Feed and Post a new comment.

screen-shot-2016-12-15-at-3-49-49-pm

Action Checklist

Clicking the    screen-shot-2016-12-15-at-3-50-29-pm   Icon will open up the Action Checklist. You can view the Checklist Items, tick them off as completed and add new Items to the list. You can also edit and delete existing Checklist Items.

screen-shot-2016-12-15-at-3-50-38-pm

Log Time

By clicking the  screen-shot-2016-12-15-at-3-50-59-pm   Icon, you can open the Log Time modal window that will let you log time or start ‘tracking’ time.

screen-shot-2016-12-15-at-3-51-11-pm

Edit Action

By clicking the  screen-shot-2016-12-15-at-3-51-32-pm   Icon, you will be able to open up the ‘Edit’ modal window that will allow you to edit the Action directly from the Whiteboard. You’re also able to quickly identify if the Action has Contributors.

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You can also open up the ‘Resource Assignment Wizard’ if you want to make changes to Contributors.

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Reassigning Action Owners

If you need to re-assign an Action from one owner to another, you can do this directly from the Whiteboard. On the right-hand side, you’ll see a list of all your project resources (Roles).screen-shot-2016-12-15-at-3-52-25-pm

You can click the filter button   screen-shot-2016-12-15-at-4-37-51-pm    and search for the right person based on Skill / Team.

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When you find the right person, simply click on their photo and drag them on top of the photo of the existing Action Owner on the Action Card to transfer ownership.

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Adding New Actions

If you need to add a new Action to an existing Project, you can do so simply by clicking the ‘Add Action’ button.

screen-shot-2016-12-15-at-3-53-34-pm

This will open up the modal window to allow you to enter the details for your new Action and then click Save. You’re also able to access the Resource Assignment Wizard if you need to search for the right person, or add Contributors.

screen-shot-2016-12-15-at-3-53-52-pm

Whiteboard Filters

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

screen-shot-2016-12-15-at-3-54-12-pm

Clicking the ‘Reset Board’ button will quickly remove all of your current filters and reload all Actions to the board.

End Date Warning Icon

The End Date Warning icon will display a different colour depending on how close the End Date is to Today.

  • Icon will display red if the End Date is in the past
  • Icon will display amber if it is approaching within the next two days
  • Icon will be removed altogether once the Status is set to Complete

Whiteboard Settings

The Whiteboard Settings modal enables you to specify which Action fields are displayed on the ‘Card’. The top four values of the Card are static (e.g. PAN, Action Name, Milestone Name and Project Name). However, you’re able to specify which Action fields are displayed in the bottom five places. By default, these places are set to the following fields:

  1. Start Date
  2. End Date
  3. Total Hours Scheduled
  4. Total Hours Completed
  5. Completion %

By clicking the Settings icon, you access the Whiteboard Settings and you can change these field values.

screen-shot-2016-12-15-at-3-54-43-pm

You’re also able to specify the number of Actions you’d like to load onto the board by default.

screen-shot-2016-12-15-at-3-55-00-pm

If there are more Actions than the display amount, you will see an icon on the Whiteboard header to enable you to load more Actions.

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Action Completion % Management

Mission Control provides the ability to manually specify the ‘Completion %’ of an Action. This field enables users to specify the progress their effort on the Action to date has resulted in. Typically, a user would specify this value if the progress is not aligned with the effort expended to date.

For example, if an Action has 8 hours scheduled, and to date, 4 hours of effort have been completed, if progress is not 50%, the User will be able to enter the actual completion percentage value.

Note, if you wish to take advantage of the progress tracking and PMO Dashboard features explained below, you will need to enter a value in this field regardless of whether you’re on track or not. To have this field appear on various pages such as the Timesheet and the Time Logger, please ensure the Checkbox is set to TRUE on the Project Automation section on the ‘Control Pad’ Tab of the Mission Control Console as per the below screenshot.

Additional fields are used to provided the ‘Projected Financial Information on an Action based on the ‘Completion %’ value.

Action Progress Tracking

An extension to the ‘Action Completion % Management’ feature outlined above is the ‘Action Progress Tracking’.

If you plan to use the Completion % feature outlined in the previous section, you will also have the ability to track the value of this field on a weekly basis for reporting purposes.

A batch process can be scheduled from the Mission Control console that will operate once a week at your specified time and day of week (See below screenshot of the relevant section of the Mission Control Console).

To schedule this batch process, select your preferred ‘Run Time’ tick the ‘Progress Tracking Active’ checkbox and click Save.

This process will create / update ‘JSON’ file that will be stored in the Notes/Attachments section of the Project record (See below screenshot).

The files will be created / updated with the ‘Completion %’ value for each Action on Projects where the Project Status is not ‘Completed’ and Archived is FALSE.

This file will be used by the PMO Dashboard to identify the ‘Earned Value’ – please refer to the PMO Dashboard section for an explanation of Earned Value.

Note: Whilst the current progress tracking solution is not utilising the Field Tracking History data, it is recommended that you switch on field tracking for the Action ‘Completion %’ field as this will serve as a back up source for tracking the changes.

PMO Dashboard

The PMO Dashboard provides you with the ability to establish a variety of key performance indicators relating to your projects, including:

Planned Value: The percentage of ‘Hours Scheduled – Billable’ accounted for based on the Action ‘Start Date’ to the end of the selected week. For Example, an Action has an ‘Hours Scheduled Value (Billable)’ value of $1,200 and has a Start Date of 17/08/15 and an End Date of 26/08/15. The Total days (excluding non-working days) is 8. Therefore ‘Week 1’ of the Project will have a ‘Planned Value’ of $756 (e.g. 5 days / 8 days = 63%. 63% * $1,200 = $756).

Earned Value: The Earned Value is calculated based on the ‘Completion %’ multiplied by the ‘Hours Scheduled Value (Billable). For example, if I have specified that I am 40% completed on an Action, which has an Hours Scheduled Value (Billable) value of $1,200, the Earned Value is $480.

Actual Cost: The Actual Cost is the sum of the ‘Hours Completed Value (Billable) on the Time Logs. For example, if I have logged a total of 4 hours and my Billable Hourly Rate is $150, the Actual Cost would be $600.

Recognised Revenue: This calculates how much of the revenue due to be earned has been recognised so far. If the Project’s Billing Type = Fixed Price, this is calculated based on Completion % * Hours Scheduled Value (Billable), otherwise it references the ‘Hours Completed Value (Billable)’.

CPI: This indicator identifies how the Project, Milestone or Action is performing against the scheduled revenue. The higher the score, the better you’re performing (e.g. you’re delivering the work more efficiently than you scheduled it to be delivered).

SPI: This indicator identifies how the Project, Milestone or Action is performing against the scheduled time line. The higher the score, the better you’re performing (e.g. you’re delivering the work quicker than you scheduled it to be delivered).

CPI / SPI Breakpoints: The CPI and SPI values will be coloured red, amber or green based on the breakpoints you have set. These breakpoints can be set on the Mission Control Console Page in the ‘Project Automation’ section.

Using the PMO Dashboard

The PMO Dashboard can be accessed from the ‘Management Pad’ Tab of the Mission Control Console within the ‘PMO Dashboard’ section.

The PMO Dashboard will initially load as per the screenshot below:

You can set the ‘Master Date’ that you want to use to view data for. This will load the Completion % value from the JSON file for each Action, and use all Time Logs up to the last day of the selected week, if the Action Start Date occurs on or prior to the last day of the selected week.

You also have the ability to set the ‘Comparison Date’ should you wish to evaluate two snapshots of data side by side.

Once you’ve selected the dates you wish to analyse, click the ‘Load Dashboard’ button to view the results.

 

The Dashboard Summary section provides an overall CPI and SPI rating for all records. They will be colour-coded based on the breakpoints you have specified on the Mission Control Console.

The Project Information section provides you with the ability to drill down from the Project, to the Milestones, to the Actions to view the individual values. Any CPI or SPI value beneath the red breakpoint will be highlighted red.

To expand or collapse the data tree, click on the triangle to the left of the appropriate Project or Milestone.

To open up any record in a new tab in your browser, click on the Project Name, Milestone Name or Action Name.

Please note, for a Project to be displayed on the PMO Dashboard, it must have the ‘Display on PMO Dashboard’ field set to TRUE. You will need to manually add this field to the page layout.

Access to Chatter
At the Action level of the ‘Project Information’ section, you now have access to the Chatter Component. When you open that, you will be able to collaborate on Chatter at the Action, Milestone or Project level.

Access to Resource Assignment Wizard
At the Action level of the ‘Project Information’ section, you now have access to the Resource Assignment Wizard, should you need to view / adjust the details of the Action Owner and Contributors.

Access to Resource Allocation
At the Action level of the ‘Project Information’ section, you now have access to the Contributors icon. When you hover over that icon, you’ll be able to see which Roles have been allocated to the Action.

Revenue Recognition

The Revenue Recognition page provides you with insight into how your financials are spread across the duration of your project. There are two main sections to the page:

  • Summary – analytic charts showing cumulative figures for revenue recognition and profit & loss
  • Detail – financial data for each period / project

You’re able to set the date range for your reporting period and also export the detail section to a CSV file. Below is a wireframe of the Revenue Recognition page.

Header Section

The Header Section enables you to set the parameters for your report. You can set the Start Date, End Date and choose whether you would like to view Weekly or Monthly periods. Once you’ve made your selection, click on Go and the Summary and Detail sections will populate with the data. Note, for a Project to be included, the ‘Display on PMO Dashboard’ field needs to be set to TRUE.

You can click the ‘CSV’ icon located on the right side of the Header Section to export the Detail data as a CSV file.

Summary Section

The Summary Section will show you to cumulative line charts. The left-hand chart shows you ‘Revenue Recognition’ and the right-hand chart shows you ‘Profit & Loss’.

Detail Section

The Detail Section will show you the financial data for your projects, broken up by the period (Weekly or Monthly) that you’ve specified in the Header Section.

You’re able to click the Collapse All button  to view a high level summary of the Period data.

You’re able to click the Expand All button  to view a detailed view of the Project data per Period.

In order to view data on the Revenue Recognition report, you need to ensure the ‘Action Progress Tracking’ and ‘Use the Completed % Functionality’ settings on the Control Pad of the Mission Control Console are enabled.

Data stored within the JSON file on the Project record, which is updated weekly as part of the ‘Action Progress Tracking’ feature is used for some of the calculations. All calculations take into account the number of working days / non-working days during each period.

The table below provides a detailed explanation of each column of data within the Detail section.

Column Description
Project The Project Name
Project Budget The Project Budget stored in the JSON file for this Period
Completion % The Project Completion Status stored in the JSON file for this Period. If no value exists in the JSON for the period, the current Project Completion Status is used
Cumulative Scheduled Value Billable (PV) The value of the Hours Scheduled Value – Billable from all Actions on the Project that is scheduled to have been recognised by this Period. PV = Planned Value. Planned Value is the percentage of revenue you are planned to earn during the period you are evaluating.
Cumulative Scheduled Value Cost The value of the Hours Scheduled Value – Cost that is scheduled to have been recognised by this Period
Cumulative Scheduled P&L The Cumulative Scheduled Value Billable (PV) – Cumulative Scheduled Value Cost
Cumulative Completed Value Billable (AC) The value of the Hours Completed Value (Billable) from all Time Logs on the Project that occurred during this Period. AC = Actual Cost. Actual Cost identifies how much of the revenue has already been used in achieving the current completion percentage.
Cumulative Completed Value Cost The value of the Hours Completed Value (Cost) from all Time Logs on the Project that occurred during this Period.
Cumulative Completed P&L The Cumulative Completed Value Billable (AC) – Cumulative Completed Value Cost
Earned Value (EV) The Earned Value calculates the Project Budget * Completion %. EV = Earned Value. Earned Value identifies how much revenue has been earned based on how much of the work has been completed as a result of the effort expended to date
Earned Value P&L The Earned Value (EV) – Cumulative Completed Value Cost
Cumulative Projected Completed Value Billable Historic Periods will show the Cumulative Completed Value Billable (AC). Current / Future Periods will show the revenue left to be recognised, split across the periods based on the number of hours remaining calculated from the current Project Completion Status.
Cumulative Projected Completed Value Cost Historic Periods will show the Cumulative Completed Value Cost. Current / Future Periods will show the cost left to be incurred, split across the periods based on the number of hours remaining calculated from the current Project Completion Status.
Cumulative Projected Completed P&L The Cumulative Projected Value Billable – Cumulative Projected Value Cost

Project Overview Page

The Revenue Recognition page is also accessible on the Project Overview as a new sub-tab. This can be controlled via the Project Overview permissions on the Role record, like all other Project Overview Tabs.

Below is an example of the Revenue Recognition being viewed on the Project Overview page.

Role Utilisation Report

The ‘Role Utilisation Report’ enables you take into account Time Logs and Holidays, so you’re able to get a full picture of the utilisation for each Role.

In addition to reporting on the ‘Utilisation’ of each Role, it will also allow you to report on the ‘Billable Performance’ as well. To support this, the ‘Billable Target %’ on the Role Object is used to calculate the target number of ‘Billable’ hours each Role should achieve. For example, if Mick Fanning has an ‘Hours per Week’ value of 40 and a ‘Billable Target %’ value of 80%, then his Billable Target Hours would be 32.

In some situations, a customer may wish to have the flexibility of reducing the Billable Target Hours from one week to another, based on whether the Role has been assigned to specific Actions that fall outside of their usual target. For example, working on a support issue as part of an ongoing contract, or working on an RFP that the business is responding to.

To provide customers with the ability to identify certain Actions that should be excluded from the Billable Hours Target, a field referred to as ‘Exclude from Billable Capacity’ is available on the Project, Milestone, Action and Time Log Objects. This ‘Exclude from Billable Capacity’ Checkbox has been added to key pages throughout the system such as:

  • Create Actions
  • Add Action
  • Time Log (Whiteboard / Track Pad)
  • Timesheet
  • Gantt Chart (Milestone / Action)

You can access the Role Utilisation Report from the ‘Management Pad’ of the Console (see below). It can also be added to the main navigation menu.

When you initially load the Role Utilisation Report, you will be required to select who you’re wanting to view details for. This selection can be made by selecting Team(s) or individual Role(s). You’re also able to specify the timeframe and whether you’d like to group the data weekly or monthly.

Once you’ve made your selections, the data will load for each Role, as shown below.

 

The individual figures displayed are explained below.

  • Hours per Week – The field from the Role record that specifies how many hours this person is meant to work per week
  • Total Hours – a sum of all hours logged for that week, including Billable, Excluded from Billable Capacity, Non-Billable and Holidays
  • Billable Hours Completed – sum of all Billable hours logged for that week, where ‘Exclude from Billable Capacity’ = FALSE
  • Excluded from Billable Capacity – sum of all Billable hours logged for that week, where ‘Exclude from Billable Capacity’ = TRUE
  • Non Billable Hours Completed – sum of all Non-Billable hours logged for that week
  • Holiday Hours – sum of all Holiday hours taken that week
  • Utilisation % – formula calculating ‘Total Hours’ / ‘Hours per Week’
  • Billable Capacity – formula calculating ‘Hours per Week’ – ‘Excluded from Billable Capacity’
  • Billable Target % – the field from the Role record that specifies the Billable Target %
  • Billable Target (Hrs) – formula calculating ‘Billable Capacity’ * ‘Billable Target %’
  • Billable Performance % – formula calculating ‘Billable Target (Hrs)’ / ‘Billable Capacity’

Page Settings

You’re able to set the breakpoints for the Utilisation % and Billable Performance % figures by clicking on the  icon.

Program Planner

The Program Planner will enable you to quickly capture new Requirements relating to a Program. They can be allocated to the Program ‘Backlog’ or assigned to a Project. Within each Program, you’re able to document User Stories and build out Checklist Items so they’re ready for when you convert the Requirement to an Action (more to come on that in a moment).

We envisage the Program Planner being used to manage the higher-level requirements for a program of works that will be delivered across a number of related projects. Examples of such complex programs could include a major implementation of Salesforce for a customer, where you will be delivering the work in multiple projects or managing the requirements of a product roadmap.

The Program Planner is illustrated in the wireframe below.

To use the Program Planner, you first of all need to create a Program. You can do this via the Program Tab in the navigation menu, or from the Launch Pad of the Mission Control Console.

Once you’ve created your Program, you’ll be able to access the Program Planner from the ‘Management Pad’ on the Mission Control Console.

Unless you’ve already related Projects to your Program, when you first view the Program Planner for a new Program, you will see it has two columns for ‘Backlog’ and ‘Priority Backlog’:

There are a number of tasks the Program Planner enables you to do, including:

  • Create Requirements
  • Edit Requirements
  • Add User Stories
  • Add Checklist Items
  • Add Projects

Let’s take a closer look at how to do each of these tasks.

Create Requirements

You can begin creating Requirements quickly by clicking on the ‘Add Requirement…’ link at the top of any of the columns. That will open the quick create field as shown below. Simply enter the name of the Requirement, hit enter and you’ll see the Requirement appear on the Planner and you’ll be able to then go on to crate another Requirement if needed.

You can continue creating Requirements in the Backlog and then dragging them to the Priority Backlog, or you can create them directly in the Priority Backlog column using the ‘Add Requirement…’ feature.

Edit Requirements

If you click on the  icon for an individual Requirement, the Requirement modal will open, which will give you access to:

  • Requirement Details Page
  • Related User Stories
  • Related Checklist Items

On the Requirement Tab, you’re able to edit the details of the Requirement record by clicking the  icon or deleting it by clicking the  icon.

When editing the record, you can make changes to any of the fields and then scroll to the bottom of the page and click Save.

Add User Stories

User Stories are the detailed scenarios that need to be delivered as part of the Requirement. To add new User Stories relating to a Requirement, click the ‘User Stories’ Tab in the Requirement Modal and then click the ‘New Story’ button.

This will open a new draft User Story for you to create. Fill in the relevant fields and you can click the  to save and close, or the  to save and open a new User Story ready to create.

All User Stories relating to the Requirement will be listed in the User Stories tab of the Requirement Modal.

When you look at the Requirement card on the Program Planner, you’ll be able to identify how many User Stories are related to the Requirement.

Add Checklist Items

Checklist Items are the sub-tasks that sit underneath an Action on a Project. You’re able to create Checklist Items under the Requirement, and when you convert the Requirement to an Action on a Project, the Checklist Items will be related to the new Action.

To add Checklist Items relating to a Requirement, click the ‘Checklist Items’ Tab in the Requirement Modal and then click the ‘New Item’ button.

This will open a new draft Checklist Item for you to create. Fill in the relevant fields and you can click the  to save and close, or the  to save and open a new Checklist Item ready to create.

All Checklist Items relating to the Requirement will be listed in the Checklist Items tab of the Requirement Modal.

When you look at the Requirement card on the Program Planner, you’ll be able to identify how many Checklist Items are related to the Requirement.

Add Projects

You can relate Projects to your Program, so you can drag and drop the Requirements to a Project, in essence, assigning the Requirement to be delivered as part of that Project. You can relate existing Projects or create new Projects by clicking on the  button. This will open the following modal window:

Once you’ve added your Projects to your Program, they’ll automatically appear to the right of the ‘Priority Backlog’ column.

Note: You’re able to drag and drop the Project columns to re-order them, but the Backlog and Priority Backlog will always be positioned on the left.

Now you have Projects on your Program Planner, you’re able to drag and drop your Requirements, assigning them to individual Projects. You’re also able to create new Requirements directly on any of the Project columns.

You can apply a filter to your Program Planner by clicking the  button. You can save any of your filters for ongoing use.

If you want to hide a Project from the Planner without removing the relationship to the Program, you can set the ‘Exclude from Program Planner’ to TRUE on the Project record.

Project Builder

The ‘Project Builder’ assists with building the detail of a Project. You’re able to:

  • Add Milestones
  • Add Actions
  • Add Requirements
  • Convert Requirements to Actions

If you haven’t created any Milestones underneath your Project, when you load the Project Builder, you’ll get a screen that looks like this:

From here, you’re able to click the ‘Add Milestone’ button to create new Milestones.

In the example below, the Project already has some Milestones created, and we’re ready to start building out the detail by adding Actions. We have two options here:

  • Add Actions manually
  • Convert Requirements into Actions

To create an Action manually, simply click the ‘Add Action’ button and enter the appropriate field values and click Save. The new Action will automatically appear in the relevant Milestone column.

You’re also able to convert Requirements into Actions. To do this, you need to click on the ‘Requirements’ Tab on the right-hand side of the Project Builder. This will expand a section that will display all of the Requirements that are related to the Project, that have not yet been converted to an Action.

The Requirement card here gives you the same functionality as the Program Planner, where you can access the Requirement modal, User Stories and Checklist Items.

To convert a Requirement to an Action, simply drag and drop the Requirement into a Milestone Column and it will create the Action.

You can continue to convert the Requirements in to Actions and once you’ve completed that, you can close the Requirements Tab by clicking on it again.

You’re also able to assign an Action Owner by clicking on the Roles Tab on the right-hand side. You’ll see a list of Roles and you can then drag and drop the appropriate Role on to the Action to assign them as the Action Owner

To edit the Action further, or to assign Contributors, you can click the icon on the individual Action, where you’ll be able to edit key fields such as Hours Scheduled, Start Date, End Date, and access the Resource Assignment Wizard to manage Contributors.

Program / Project Charts

There are a number of individual Lightning Components that can be added to the Program or Project Pages. Each component provides you with a specific analytic insight into the Program / Project. The components include:

  • Budget Summary – summarises the Project Budget
  • Requirements Summary – summarises all Requirements by Status
  • Overdue Milestones – summarises the number of overdue Milestones
  • Action Summary – summarises the number of Actions based on their Status
  • Resource Allocation – summarises scheduled / completed / remaining hours per Role, factoring in Action Owners and Contributors
  • Hours Summary – summarises the hours scheduled / completed / remaining
  • Risk Summary – summarises all Risks by Risk Score
  • Risk Matrix – matrix chart of Risks based on impact and probability
  • Expense Summary – summarises Expense activity
  • Billing Summary – summarises Billing Event activity

Using the Lightning App Builder, you can add any of these charts to your Lightning Experience page. You’re also able to add all 10 charts to your Salesforce Classic page layout by adding the ‘programCharts’ or ‘projectCharts’ Visualforce Page to a single column section on the respective Object page layout.

Below is an illustration of how you could display these charts using a 3-column page design in Lightning App Builder.

Below is an example of each chart for your reference.

Budget Summary

Requirements Summary

Overdue Milestones

Action Summary

Resource Allocation

Hours Summary

Risk Summary

Risk Matrix

Expense Summary

Billing Summary

Action Pad

The Action Pad 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 as a new sub-tab. This can be controlled via the Project Overview permissions on the Role record, like all other Project Overview Tabs.

Below is an example of the Action Pad being viewed as a stand-alone page.

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

Action Pad Filters
The Action Pad can be filtered in one of two ways. You’re able to determine which Actions are displayed, by selecting a ‘List View’ filter on the Action Object. Alternatively you can toggle to use the custom filters.

When the ‘Use Custom Filters’ toggle is switched off, you will be able to access the List View filters, as shown below.

When the ‘Use Custom Filters’ toggle is switched on, you will have access to the Custom Filter component like that available on the Whiteboard.

Your setting will be persistently remembered, so if you were using the Custom Filters option the last time you were on the Action Pad, the next time you visit the page, the Custom Filters will be switched on by default.

When using the Action Pad 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 Actions are displayed, by selecting a ‘List View’ filter on the Action Object.

Summary Section

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

  • Action Summary
  • Overdue Actions
  • Hours Summary
  • Checklist Summary

Action Log Section

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

  • Quickly create new Actions
  • Sort by any column
  • Log Time
  • View Contributors via Resource Allocation hover
  • Complete Actions
  • Edit Actions
  • Collaborate via Chatter
  • Manage Checklist Items

Quick Create Actions

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

Providing you don’t have any Validation Rules or mandatory field requirements preventing an Action from being created with just the Action Name, Milestone and Action Owner populated, you’ll be able to rapidly create new Actions using this feature.

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

Using the quick create feature, new Actions will appear at the top of the list in your Action Log and you can then click on any of them to go into them and edit further information.

Sort by any Column

Within the Action 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 End Date is being used.

Log Time

You can click on the  icon to log time. This will open up the same component you can access from the Whi­­teboard. This will allow you to log time already completed, or use the start/stop time tracking feature.

View Contributors

Where an Action has Contributors assigned to it, the  icon will appear. Nothing new here you say…well, now if you hover over the icon, you’ll see a table showing the allocation of hours scheduled / completed / remaining to each Role – see below for an example.

This component is also available on the Whiteboard, Gantt Chart and Project Overview page where the C­ontributors icon is visible.

Complete Actions

You can quickly mark an Action’s Status as Complete by ticking the box on the left-hand side of the table, or at the top of the work pad.

Edit Actions

If you need to edit any of the field information on the individual Action records, select Edit from the drop down list located in the top-right corner of the work pad. This will open the Action edit modal, where you’ll be able to make changes and click Save.

Collaborate via Chatter

If you need to collaborate with colleagues on an Action, you can click on the ‘Chatter’ tab within the work pad to access the Chatter Feed for the individual Action.

Manage Checklist Items

You’re also able to manage your Action’s Checklist Items from the work pad. Simply click on the Checklist Items tab and you’ll be able to mark existing Checklist Items as complete and add new records.

Issue Log

The Issue Object enables you to track ‘Issues’ relating to your Project. To help you easily manage your Issues, you can use the ‘Issue Log’ page. The Issue Log is accessible as a stand-alone page, which is accessible from the ‘Progress Pad’ on the Mission Control Console.

You can also access it on the Project Overview as a new sub-tab. This can be controlled via the Project Overview permissions on the Role record, like all other Project Overview Tabs.

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

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

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

Summary Section

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

  • Issues by Category
  • Issues by Status
  • Issues by Priority
  • Issues by Impact

Issue Log Section

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

  • Quickly create new Issues
  • Sort by any column
  • Complete Issues
  • Collaborate via Chatter

Quick Create Issues

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

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

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

Using the quick create feature, new Issues will appear at the top of the list in your Issue Log and you can then click on any of them to go into them and edit further information.

Sort by any Column

Within the Issue 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.

Complete Issues

You can quickly mark an Issue’s Status as Complete by ticking the box on the left-hand side of the table, or at the top of the work pad.

Note: when you mark an Issue as Complete, a Trigger will automatically populate the ‘Date Resolved’ to Today, if it’s not already populated.

Edit Issues

If you need to edit any of the field information on the individual Issue records, select Edit from the drop down list located in the top-right corner of the work pad. This will open the Issue edit modal, where you’ll be able to make changes and click Save.

Collaborate via Chatter

If you need to collaborate with colleagues on an Issue, you can click on the ‘Chatter’ tab within the work pad to access the Chatter Feed for the individual Issue.

Change Requests

The Change Request Object enables you to track Change Requests relating to a Project. The main reasons a Change Request occurs are:

  • The scope of the Project increases
  • The scope of the Project decreases

Depending on when the Change Request is received, and the impact the request will have on the Project, the changes may be associated to an existing Opportunity, or a new Opportunity. There will also be four potential outcomes of the Change Request, including:

  • Increase the Project Budget on the Project to reflect the scope increase
  • Decrease the Project Budget on the Project to reflect the scope decrease
  • Increase the Amount on the Opportunity to reflect the scope increase
  • Decrease the Amount on the Opportunity to reflect the scope decrease

The Change Request record is a child to the Project and the Opportunity. You can therefore create a Change Request from the Change Request related list on either on the Project or the Opportunity.

If you set the ‘Adjust Project Budget’ or the ‘Adjust Opportunity Amount’ fields to TRUE, the respective fields will be adjusted based on the value entered in the ‘Change Amount’ field.

Project Automation

The following features have been included to keep you running efficiently. These features can be managed via the Project Automation section of the Mission Control console.

Chatter Roll-Ups

If this feature is active, chatter posts will be posted on to the Action, Milestone & Project Chatter Feeds identifying progress changes such as Status changes, time logs, etc.

Auto Project Status
If this feature is active, the project status automatically gets updated based on the related milestone that is furthest along. It will not update to ‘Completed’ unless all milestones are at a stage of ‘Completed’. Note this is active by default, unless disabled.

Auto Milestone Status
If this feature is active, the milestone status will automatically be updated based on the related action that is furthest ahead. It will not update to ‘Completed’ unless all actions are at a stage of ‘Completed’. Note this is active by default, unless disabled.

Auto Action Status
If this feature is active, all actions relating to a milestone will be updated to match the status of the Milestone if it is manually updated. Note this is active by default, unless disabled.

Auto Project to Milestone Status

If this feature is active, all Milestones relating to a Project will be updated to match the status of the Project if it is manually Complete or Cancelled. Note this is active by default, unless disabled.

Auto Action Reschedule
This feature automatically reschedules dependant actions by the same number of days, when the parent action is rescheduled. Note this is active by default, unless disabled.

Time Log Update Action Status
This feature automatically updates the status of an action to ‘In Progress’ when time is logged against it if it is currently set as ‘Planned’. Note this is active by default, unless disabled.

Dependant Action Notification Alerts
This feature sends an email to the Action Owner of any Actions that are dependant on another Action, when the parent Action’s Status is updated to ‘Completed’.

Action notification emails are optional and are not switched on by default. Individual Action Owners can subscribe / unsubscribe to these notifications as required. In order for Action Owners to receive notification emails the ‘Receive Action Notifications’ checkbox on the Role record must be set to TRUE. You can also disable this functionality entirely within the Project Automation section of the Mission Control console by ticking the ‘Disable Automatic Notifications for Dependant Actions’ checkbox and clicking Update.

An example of the email notification is as follows:

Action Rescheduling
Mission Control allows you to ignore weekends and non-working days when existing Actions are being rescheduled.

A ‘Non Working Day’ is defined as a Holiday record, which is either assigned to an individual Role, or via a Holiday Assignment.

When an Action is rescheduled (e.g. the Start Date or End Date are changed) the rescheduling process will move the date forward to the next working day.

For example, an existing Action has the following values:

Start Date: Wednesday 19th August 2015
End Date: Friday 21st August 2015

If the Action is updated so the dates are moved forwards by two days, the result would end up being an End Date on a Sunday, so the End Date will be moved forward by one day. Therefore, the final result will be:

Start Date: Friday 21st August 2015
End Date: Tuesday 25th August 2015

In the same scenario, where the Action Owner also has a Holiday record for Monday 24th August, the end result would be:

Start Date: Friday 21st August 2015
End Date: Wednesday 26th August 2015

This rescheduling feature will execute once the record has been saved. Therefore, if you’re applying the change on the Gantt Chart or the Scheduler, it will not adjust for weekends and non-working days until the changes are saved.

Weekends can be shaded grey on the Gantt Chart to make day of the week identification simpler. Note, the standard ‘Business Hours’ feature within Salesforce.com has been used to identify which days of the week should be highlighted grey. In the illustration below, the Business Hours settings will result in Saturday and Sunday being highlighted grey.

Business Hours

To access the Business Hours section you need to click Setup > Administer > Company Profile > Business Hours.

If you do not wish to use this feature, it can be disabled within the Project Automation section of the Mission Control Console as per the illustration below.

Completion % Functionality
This feature automatically updates the completion % of Actions based on the time logged and time scheduled for the action. When using this feature, if you manually override the completion % value for a specific action, you will need to maintain it manually from that point.

Billing Event Chatter Notifications

If this feature is active, a Chatter Post will be created on the Billing Event Chatter Feed when a PDF is generated from the automated billing process. Note this is active by default, unless disabled.

Default Hours Per Day
This feature allows you to set a default number of hours per day to be used on projects. This value will be applied to the project if the field is not manually completed.

PMO Dashboard Breakpoints
The PMO Dashboard breakpoints allow you to set the scores to be displayed as red and green; anything between the two will be displayed in amber.

Timesheet Offset
By default the Timesheet page will display a full week based on your organisation locale. E.g.: Sunday – Saturday. You can adjust this to display Monday – Sunday, or any other adjustment you would like, by moving the start day forward or backwards with the offset picklist.

Disabling Automatic Updates
Automatic updates are enabled by default. However if you would like to disable any of the features you can do so from the Mission Control console. To disable automatic updates simply tick the updates that you would like to disable and then click the Update button.

Project Archiving

To prevent pick lists continuously growing as you load more and more Projects into the system, a new ‘Archived’ checkbox has been added to the Project record. Once a Project has this field set to TRUE, it will no longer appear in any of the pick list fields on the Console, Time Log, Whiteboard, etc. You will still be able to access the Project record directly by navigating to the Project tab or searching for it using the standard salesforce.com global search functionality.

Milestone Archiving

You’re also able to archive a Milestone within a Project. If you set the ‘Archived’ Checkbox Field to TRUE on the Milestone record, the Milestone and related Actions & Checklist Items will be removed from the following pages within Mission Control:

  • Whiteboard
  • Project Overview – ‘Overview Tab’
  • Timesheet
  • Scheduler
  • Create Actions Page
  • Daily Digest Email

All of the records will still be accessible via the standard page layouts.

Mission Control Reports & Dashboard

Whilst you can create custom reports and dashboards to meet your own requirements, Mission Control comes with a set of standard reports as well as a dashboard.

To access the Mission Control dashboard, click the Dashboards tab and select Mission Control Dashboard from the drop down, which is contained in the Mission Control Dashboards folder.

The underlying reports that feed the Mission Control dashboard can all be located in the Mission Control Reports folder within the Reports tab. The reports supplied with Mission Control are listed below:

Report Name Description
Actions by End Date Displays all Planned and In Progress Actions, grouped by Action End Date
Actions by Status Displays all Actions with an End Date This Month, grouped by Action Status
Completed Projects by Actual Performance Displays summary of Projects that are Complete, grouped by Actual Performance
Current Projects by Forecast Performance Displays the number of Projects by Forecast Performance
Hours Remaining Summary by Action Owner Matrix Report: Displays the total Hours Remaining by End Date for each Action Owner
Hours Remaining Summary by Role Displays total Hours Remaining by Role Name for Actions with an End Date of less or equal to the Next 7 Days
Hours Remaining Summary by Status Displays a summary of the number of Hours Remaining by Action Status
Project Summary by Status Displays a summary of all Projects by Status
Resource Utilisation Report – Last 3Mth Shows the utilisation of each Role within Mission Control over the last 3 months
Top Projects by Hours Allocated Displays the top Projects by the Hours Allocated
Top Projects by Hours Remaining Displays the top Projects by the Hours Remaining

Permission Sets

Mission Control comes with a collection of permission sets, which can be used to provide appropriate level of access to the Mission Control package.

This will allow a System Administrator to quickly provide access to Mission Control without needing to assign access to the individual components. The permission set can be assigned by going to Your Name > Setup > Manage Users > Permission Sets > [Select Permission Set] > Manage Assignments Button > Add Assignments Button and then select the users you want to add.

 

Permission Set Description
Mission Control Full Full Access to the Mission Control Application
Mission Control Full Classic Only Full Access to the Mission Control Application. Access to Classic App and VF Tabs, but not LEX App and Components
Mission Control Full LEX Only Full Access to the Mission Control Application. Access to Lightning App and Components, but not Classic App and Visualforce Tabs
Mission Control Full No Apps Full Access to the Mission Control Application, but does not have any Apps assigned.
Mission Control Full No Financials Full Access to the Mission Control Application with no visibility of Financial Fields (e.g. Billing or Cost) on the Role, Project, Milestone, Action, Time Log or Skill Assignment Objects
Mission Control Full No Financials Classic Only Full Access to the Mission Control Application with no visibility of Financial Fields (e.g. Billing or Cost) on the Role, Project, Milestone, Action, Time Log or Skill Assignment Objects. Access to Classic App and VF Tabs, but not LEX App and Components
Mission Control Full No Financials LEX Only Full Access to the Mission Control Application with no visibility of Financial Fields (e.g. Billing or Cost) on the Role, Project, Milestone, Action, Time Log or Skill Assignment Objects. Access to LEX App and Components, but not Classic App and VF Tabs
Mission Control Full No Financials Read Only Full Access to the Mission Control Application with no visibility of Financial Fields (e.g. Billing or Cost) on the Role, Project, Milestone, Action, Time Log or Skill Assignment Objects. Read-Only Field Level Security.
Mission Control Full Read Only Full Access to the Mission Control Application. Read-Only Field Level Security.
Mission Control Opportunity & Product Fields Access to the Opportunity & Product Fields required to auto-generate Projects within Mission Control from an Opportunity

Please ensure you review any of these Permission Sets in detail to ensure they are providing the appropriate level of access to your Users. If you wish to create a variation on any of the above Permission Sets, you can do so by clicking the ‘Clone’ button and making the required adjustments.

Billing Management

Mission Control provides comprehensive billing management for your projects. You can record invoices, credits and payments, and these can be managed manually, or automated on a periodic or Milestone completion basis. Project expenses can also be included in these Billing Events.

Once you have set up the billing information on a project and created a billing event, a PDF document will also be created and stored against the record on a scheduled basis, or as and when you need by selecting to generate the PDF. This PDF is also customisable to ensure that you can add your company information, logo, and your own footer notes.

Billing Setup

If you would like to take advantage of Mission Controls billing functionality you should start by completing the billing setup section on the ‘Control Pad’ Tab of the Mission Control Console.

In the Billing Automation section, tick the ‘Invoice Generation Active’ checkbox to have invoices and credit notes automatically created for new or modified billing events every 5 minutes. If you do not choose this option you will need to manually generate invoices and credit notes when required.

If you perform billing on a periodic basis, you should tick the ‘Periodic Billing Active’ checkbox to enable periodic billing to run and automatically create billing event records for the relevant projects. Projects with a billing type of ‘Periodic’ will be included in the schedule based on the billing cycle information for the specific project. Be sure to click the ‘Update’ button to apply your settings.

The Invoice Details section allows you to customise the template used to generate the PDF of invoices and credits.

  • You can customize the name of the document based on whether it is an invoice or credit note using the ‘Invoice Header Text’ and ‘Credit Header Text’ fields.
  • You can apply your Companies logo, by selecting an image from one of your Salesforce Document folders. (Document record must be marked as externally available).
  • You can enter in your business registration number, including name or type.
  • You can enter a standard footer text to appear on the bottom of the documents such as payment details, current promotions or business hours – whatever is applicable to your company.

The footer text area is limited to 255 characters and allows you to enter plain text, or, if you want to include formatting to the footer, you can also add HTML tags. In the example above we have used to make the text Bold,
to add Line Breaks, and to apply an Underline. Note: HTML tags count towards your character limit.

Once you have applied or changed your custom invoice details, remember to click the ‘Update’ button to save.

Next you will want to record some tax rates.

Tax Rates

The Tax Rates object allows you to record the specific tax information relevant to your company. You can establish various Tax Rates and then select the relevant rate on each specific project. The tax rate object allows you to specify the Tax Label and Rate as well as specific currency and date formatting to use on invoices generated. To create a tax rate, go to the Tax rates tab and click the new button.

Enter the details for the tax rate and then click save. Please note that the data entered here will be used to calculate the tax rate as well as to format invoices and credit notes as follows:

  • Tax Label: Displayed on the Invoice/Credit Note
  • Tax Rate: Used to calculate tax amounts on billing event items and payments.
  • Date Format: Used to format the dates of the billing event records and invoice/credit note.

Currency Code: Displayed on the Invoice/Credit Note

Date Formatting
The Date Format field must be populated using Java Simple Date Format such as dd/MM/yyyy or MM/dd/yyyy. If the date format is not entered, or entered incorrectly the running users locale will be used to format the dates. Please see some sample date formats as follows:

EEE MMM d, yyyy Thursday September 1, 2016
dd/MM/yy 01/09/16
dd/MM/yyyy 01/09/2016
MM/dd/yyyy 09/01/2016
M.d.yyyy 9.1.2016
yyyy-MM-dd 2016-09-01
MMM d yyyy September 1 2016

Note: Date formatting is case sensitive.

If you have multiple business entities all using the same instance of Mission Control, you’re able to override the ‘Business Entity’ details. You’re also able to override the PDF ‘Labels’ to meet your own requirements, whether that’s terminology preferences or to translate to another language.

Override Business Entity

There are a number of new fields now available on the Tax Rate Object that enable you to override the Company Name, address, logo and invoice footer notes. If you have two separate business entities using the same instance of Mission Control, you can set up separate Tax Rate labels for each company and apply the override field values as shown below.

Override Template Labels

There are a number of new fields now available on the Tax Rate Object that enable you to override the various labels on the Invoice / Credit Note PDF templates. These can be used should you wish to translate any of the labels to another language.

Periodic Billing

The Periodic Billing feature allows you to automate your invoicing process by automatically generating invoices for your projects at set timeframes. Periodic billing is currently available for time & materials based projects only. Follow the steps below to set your projects up for periodic billing:

  • Go to your project record
  • Ensure the project ‘Billing Type’ is set to “Time & Materials”
  • Select the applicable tax rate using the ‘Tax Label’ lookup field.
  • Set the ‘Billing Cycle’ to “Periodic”
  • Specify the ‘Payment Terms’, being the number of days from invoice date to the due date.
  • Select the ‘Periodic Billing Frequency’, either Weekly, Fortnightly, 1st & 16th, 4 Weekly, Monthly or Quarterly.
  • Enter the ‘Periodic Billing Next Date’ – this being the date the first invoice should be created.

The Periodic Billing feature will create a billing event item, each period, for the Hours Completed Value (Billable) value of all time logs approved, and all approved billable up to, but not including the next billing date, excluding any that have already been invoiced. These will be included in one signed billing event record, with a separate billing event item for the expenses and time logs, which will be listed as spate lines on the invoice. You can view the invoice by clicking the view PDF button, and then print or download as required.

The individual Billing Event Items appear as follows with either the time logs or expenses related in lists at the bottom of the page.
The billing event item descriptions will be populated with the following text:

[Project Name] – Progress Payment
Times Logs to [Billing Date]

Or

[Project Name] – Progress Payment
Expenses to [Billing Date]

An invoice for a period billing event will look something like this:

Invoice

Milestone Billing

The Milestone Billing feature allows you to automate your invoicing process by automatically generating invoices for your Projects when Milestones are completed. Milestone billing is available for both Fixed Price and Time & Materials based Projects and provides the flexibility of allowing you to specify which Milestones within the Project should be included in billing.

Fixed Price Milestone Billing
Follow these steps to set your Projects up for Fixed Price Milestone Billing

  • Go to your Project record
  • Ensure the project ‘Billing Type’ is set to “Fixed Price”
  • Select the applicable tax rate using the ‘Tax Label’ lookup field.
  • Set the ‘Billing Cycle’ to “Milestone”
  • Specify the ‘Payment Terms’, being the number of days from invoice date to the due date.
  • Now for each Milestone within the Project use the “Invoice on Completion” checkbox to specify whether the Milestone should be included in billing.
  • For Each Milestone within the Project you can specify the “Invoice Amount”.

When the Milestone ‘Status’ is set to Complete and the ‘Invoice on Completion’ checkbox is True, the Billing Event record will then be created. The amount of the Billing Event record will be the ‘Invoice Amount’, or if this is null or 0, the ‘Milestone Budget’, or if this is null or 0, then the ‘Hours Scheduled Billable Value’ will be used. The Billing Event will be created with a single Billing Event Item for the completed Milestone.

The description of the Billing Event Item will be populated as follows:

[Project Name] – Progress Payment
[Milestone Name] – Completion

An example of an invoice for a fixed price Milestone Project is as follows:

Tax Invoice

 

Time & Materials Milestone Billing

Follow these steps to set your Projects up for Time & Materials Milestone Billing:

  • Go to your Project record
  • Ensure the project ‘Billing Type’ is set to “Time & Materials”
  • Select the applicable tax rate using the ‘Tax Label’ lookup field.
  • Set the ‘Billing Cycle’ to “Milestone”
  • Specify the ‘Payment Terms’, being the number of days from invoice date to the due date.
  • Now for each Milestone within the Project use the “Invoice on Completion” checkbox to specify whether the Milestone should be included in billing.

When the Milestone ‘Status’ is set to Complete and the ‘Invoice on Completion’ checkbox is True,, the Billing Event record will then be created, with the amount being based on the Hours Completed Billable Value.

The Billing Event will be created with a single Billing Event Item for the completed Milestone.

The description of the Billing Event Item will be as follows:

[Project Name] – Progress Payment
[Milestone Name] – Completion

An example of an invoice for a Time and Materials Milestone billing Project is as follows:

Invoice

Manual Billing

Manual billing will remove the automation of the billing process by Mission Control. With this option you will need to create your own Billing Events and Billing Event Items against your Projects. This option is good for customers who do not have specific billing processes, or whose processes cannot be handled with the existing automation. Manual billing is available for all Projects and provides you with full control over your billing.

Follow these steps to set your Projects up for Manual Billing:

  • Go to your Project record
  • Select the applicable ‘Billing Type’
  • Select the applicable tax rate using the ‘Tax Label’ lookup field.
  • Set the ‘Billing Cycle’ to “Manual”

Based on your requirements, you can then create a Billing Event for the Project by clicking the New Billing Event button in the Billing Events related list of the Project.

Complete the details for the Billing Event such as Type Status, Summary, Invoice Date & Due Date and then click save. Note the amount will be calculated based on the individual Billing Event items that you add to the Billing Event.

Once saved you can click the “New Billing Event Item” button in the Billing Event Items related list to add lines to your Billing Event.

Enter the details of the Billing Event Item such as Description, Amount and whether Tax is applicable and then Save.

The Tax Amount is calculated based on your selection to include it, and the Tax Label associated to the Project.

The amounts from the Billing Event Items then roll up to the Billing Event record and an Invoice can then be generated using the ‘View PDF’ button.

Two fields on the Billing Event Object allow you to automatically add Time Logs and Expenses to a Billing Event. The two fields will need to be added to the page layout and are called:

  • Auto Add Time Logs
  • Auto Add Expenses

When generating a new Billing Event, a User will be able to set these to Checkbox fields to be TRUE and once the Billing Event is saved, two new Billing Event Item records will automatically be created, including all billable Time Logs and Expenses that have not yet been invoiced.

These fields can only be used when the Project Billing Cycle field is set to ‘Manual’. To enforce this a Validation Rule called ‘Ensure_Billing_Cycle_Manual’ is available on the Billing Event Object.

Two additional fields can be populated on the Billing Event record:

  • Start Date
  • End Date

If these fields contain values, Time Logs and / or Expenses will only be included in the Billing Event Items if the Approval Date falls within the Start Date and End Date values.

 

Retainer Periodic Billing

The Retainer Billing Cycle enables you to raise fixed fee periodic Billing Events. An ideal use case for this feature would be where you’re charging a customer a fixed fee on a retainer-based agreement.

The Retainer Billing Cycle can be used in conjunction with these Billing Type values:

  • Fixed Price – in this scenario, a Billing Event will have one Billing Event Item, for the Retainer Amount.
  • Fixed Price + Expenses – in this scenario, a Billing Event will have two Billing Event Items. One for the Retainer Amount, and another for any Expenses that are approved, but not yet invoice, that have been approved during the period.

An example of using this feature might be a Marketing Agency on an annual retainer with their customer, where they are charging a fixed fee of $10,000 per month. The fields on the Project would be set as follows:

Field Field Value
Billing Type Fixed Price
Billing Cycle Retainer
Periodic Billing Frequency Monthly
Retainer Amount 10,000
Periodic Billing Next Date 31/1/2019

Invoice Appendices

If you are generating Time & Materials invoices, you’re able to include appendices to the invoice PDF that show the Time Logs and Expenses included in the invoice.

There are two fields on the Project Object called:

  • Include Time Log Appendix
  • Include Expense Appendix

If these fields are set to TRUE, the appendices will be automatically included in the PDF. The Time Log appendix shows the Action the Time Logs relate to, the date, notes and hours of the Time Log. The Expense appendix shows the Expense ID, Category, Date, Notes and Amount Claimed. See below for examples of the two appendices.

Credits

Billing Event records can be created for Invoices or Credits, simply be selecting the relevant option in the Billing Event ‘Type’ field. Credits can only be created via the manual process. Invoices and Credits total up separately on the related Project record.

Generating Invoices and Credit Notes

When a credit note or invoice has been created, you generate a PDF of the event using the ‘View PDF’ button on the Billing Event record. If you have set Mission Control up for automatic invoice creation, then invoices will be created for all billing event items every 5 minutes and will be instantly displayed when you click the view PDF button.

 

If you are not automatically creating invoices, or a change has been made to the Billing Event and needs updating, you will be prompted to generate the PDF.

The only difference to the PDF for the Billing Event types of Invoice and Credit is the document name, which appears in the top left hand corner.

Invoice customisation

You can specify the wording for each type (Invoice or Credit) on the billing setup section of the Mission Control console page as follows.

Billing Notifications

When an Invoice or Credit Note PDF is generated, a chatter post will be created on the billing Event record notifying the record owner that the billing event has been raised and linking to the invoice/credit note document with a chatter @mention to the owner as follows:

Billing Payments

Mission Control also allows you to record details of payments made against invoices or credits for each individual Billing Event. This information is then totalled up and included on the Invoice or Credit Note as the Amount Paid.

To record a payment, go to the Billing Event record and click the ‘New Billing Payment’ button in the Billing Payments related list.

Enter the payment details such as Name, Amount & Date and then Save.

The payment amount rolls up to the Billing Event and the Total Outstanding is updated. When the Total Outstanding is equal or less than 0, the ‘Status’ will be updated to “Paid”.

An example of a Sales Invoice that has been paid in full is as follows:

Sales Invoice

Cirrus Insight Inbox Apps

Mission Control has partnered with Cirrus Insight Inbox Apps, to bring the Project Management directly to your Gmail or Outlook 365 Inbox!

There are four key features available within the Inbox App:

  • View Active Projects for a particular client
  • Mark Actions as ‘Complete’
  • Log Time against any Action on any Project
  • Add a new Action to any active Project

Installing the Mission Control for Cirrus Insight App

You need to have a Cirrus Insight Closer account in order to take advantage of Inbox Apps. Please visit the Cirrus Insight website here in order to sign up: https://www.cirrusinsight.com

If you are a Cirrus Insight user on a Closer plan, you can install the app directly from the Cirrus Insight Inbox Apps page here: www.cirrusinsight.com/inbox-apps. Locate and click on the Mission Control app and then click on the Add to Cirrus Insight button.

Cirrus Insight

Once the app has installed you will receive a confirmation message as follows:

Mission Control Inbox App

You can then return to Gmail or Outlook and you will see the Mission Control app available within Cirrus Insight. Please note: you may need to refresh Cirrus Insight first. To do this, simply click on the Settings Icon > click Account Info > click Refresh Cirrus Insight.

Using the Cirrus Insight App

Inbox App Home

The Mission Control home page will load up as per the following screenshot.

Inbox App 1

 

Inbox App Active Projects

The Active Projects page will load up all currently active Projects in Mission Control relating to the Contact or their Account.

Inbox App 2

 

Inbox App Time Logger

Log time against any Action within Mission Control, direct from your inbox!

Inbox App 3

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