User Guide

Everything you need to know about Mission Control.

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.

Salesforce Project Management Software - Mission Control

The Basics

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.

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

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

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

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

 

Salesforce Project Management Software - Mission Control AppExchange Listing

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.

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 [email protected]

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.

Timezone Delivery

You specify the time of day that you would like the Daily Digest to be sent out from the ‘Daily Digest’ Tile on the Control Pad of the Mission Control Console. The Daily Digest will be distributed at the specified time, but it will be based on the Timezone of the individual digest recipients.

 

For example, we have two employees called Mick and Kelly. Mick is based in Melbourne, Australia and Kelly is based in San Francisco, USA. We have scheduled our Daily Digest to be distributed at 5am. Mick will receive his email at 5am AEST and Kelly will receive his email at 5am PST.

 

Specify Days

To accommodate Users that do not work every day, a number of fields are available on the Role Object that allow you to specify at an individual Role level, which days of the week they will receive the Daily Digest. The fields are as follows:

 

·       Daily Digest – Monday

·       Daily Digest – Tuesday

·       Daily Digest – Wednesday

·       Daily Digest – Thursday

·       Daily Digest – Friday

·       Daily Digest – Saturday

·       Daily Digest – Sunday

 

To ensure each Role receives the Daily Digest on the days they wish to receive it, each field must be set to TRUE on their Role record.

 

Do Not Send on Holidays

The Daily Digest will not be distributed to any Role that is on Holiday that day, based on any of the following Holiday types:

 

·       Individual Holiday

·       Team Assigned Holiday

·       Global Holiday

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 consists of 40 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
  • Rate Adjustment – contains the details of Billable and/or Cost Rates for specific date ranges
  • Budget Item – contains details of Budget Line Items relating to 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
  • Retrospective – contains the details of an individual Retrospective that was carried out in context of a particular Project
  • Learning – captures the individual lessons learned as part of a Retrospective
  • 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.
  • Holiday Allowance – allows you to track the periodic allowance, accrual and usage of Holidays
  • 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.
  • Dependency – allows you to create a relationship between Actions
  • Purchase Order – allows you to track the value of commitments to suppliers / sub-contractors on a Project
  • Purchase Order Item – allows you to record the line items for a Purchase Order
  • Project Request – allows you to submit requests for Projects, and auto-generate from Templates
  • Meeting Manager – allows you to group related Meetings together
  • Meeting – allows you to record the high-level details for an individual Meeting within a Meeting Manager
  • Attendee – allows you to identify the Roles that will be required at the Meeting
  • Agenda Item – allows you to identify the agenda for a Meeting
  • Agenda Task – allows you to identify the tasks assigned to Attendees within a Meeting

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.

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
  • Meeting Manager

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
  • Story Board
  • Project Builder
  • Gantt Chart
  • Scheduler
  • PMO Dashboard
  • Role Utilisation
  • Meeting Manager

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:

Field

Field Type

Comments

Console Default Tab

Picklist

Allows you to specify which Tab you would like to appear when initially loading the Console

View Launch Pad

Checkbox

Identifies whether the Role can view the Launch Pad Tab

View Progress Pad

Checkbox

Identifies whether the Role can view the Progress Pad Tab

View Management Pad

Checkbox

Identifies whether the Role can view the Management Pad Tab

View Control Pad

Checkbox

Identifies whether the Role can view the Control Pad Tab

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

Salesforce Project Management Software - Control Pad Role Settings

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’.

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:

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

The Rate Adjustment feature allows you to create a set of rates (e.g. Billable and Cost Rates) for a specified time period. These Rate Adjustment records are created via the ‘Manage Rates’ page, which is accessible from either the Project or Role record. There are 5 types of Rate Adjustment scenarios, as outlined in the table below:

Rate Adjustment Type

Accessed From

Scenario

Project

Project

When using the ‘Standard’ Billing Rate or Cost Rate, this would allow you to adjust the rates used on a specific Project. For example, you may have a Billing Rate of $2,000 per day during 2021 and that might increase to $2,200 in 2022 and further increase to $2,500 in 2023

Role-based

Role

When using the ‘Role-based’ Billing Rate or Cost Rate, this would allow you to adjust the rates for an individual Role. For example, Mick Fanning may have a Cost Rate of $150 per hour in 2021 and that might increase to $175 in 2022

Role-based Override

Project

When using the ‘Role-based’ Billing Rate or Cost Rate, this would allow you to override the rates for an individual Role on a specific Project. For example, Mick Fanning’s Role-based Cost Hourly Rate may be $150 but for one particular Project, you may need to reduce this to $125. You can also use this to account for changes in the overridden rates during different periods of time

Skill-based

Role

When using the ‘Skill-based’ Billing Rate or Cost Rate, this would allow you to adjust the rates for an Individual Role when using a specific Skill. For example, Mick Fanning using the Skill of HTML Coding may have a Billing Hourly Rate of $175 in 2021 and that might increase to $200 in 2022

Skill-based Override

Project

When using the ‘Skill-based’ Billing Rate or Cost Rate, this would allow you to override the rates for an individual Role for a specific Skill being used on a specific Project. For example, Mick Fanning’s Skill Assignment Billable Hourly Rate for HTML Coding may be $175, but for one particular Project, you may need to adjust it to $200. You can also use this to account for changes in the overridden rates during different time periods

The Manage Rates page comprises of 5 x Tabs, for each of the Rate Adjustment Types outlined in the Table above. Depending on where you access the Manage Rates page from will determine which Tabs you see on the page. The Table below defines which Tabs you’ll see when you view the Manage Rates page from the Project record or from the Role record.

Project

Role

Project

Role-based Override

Skill-based Override

Role-based

Skill-based

When viewing the Manage Rates page from the Project record, you will only see the Tabs that apply to the Billing Rate and Cost Rate values selected on the Project. For example, if my Project has a Billing Rate of Standard and a Cost Rate of Role-based, the Skill-based Override Tab will not be visible.

Project: Project Tab

Below is an example of the Manage Rates page being used to create Rate Adjustment record for a Project using the Project Tab.

Salesforce Project Management Software - Manage Rates Project Tab

 

Project: Role-based Override Tab

Below is an example of the Manage Rates page being used to create Rate Adjustment records for a Project using the Role-based Override Tab.

Salesforce Project Management Software - Manage Rates Role Based Override Tab

 

The Role-based Override Tab will automatically load any Role that is assigned to the Project as an Action Owner, Contributor and Checklist Item Owner. You will also be able to add additional Roles manually as required.

Project: Skill-based Override Tab

Below is an example of the Manage Rates page being used to create Rate Adjustment records for a Project using the Skill-based Override Tab.

Salesforce Project Management Software - Manage Rates Skill based override tab

The Skill-based Override Tab will automatically load any Role that is assigned to the Project as an Action Owner, Contributor or Checklist Item Owner. You will also be able to add additional Roles manually as required.

Role: Role-based Tab

Below is an example of the Manage Rates page being used to create Rate Adjustment records for an individual Role using the Role-based Tab.

Salesforce Project Management Software - Manage Rates role based tab

Role: Skill-based Tab

Below is an example of the Manage Rates page being used to create Rate Adjustment records for an individual Role’s Skill Assignment records using the Skill-based Tab.

Salesforce Project Management Software - Manage Rates skill based tab

The Manage Rates page will prevent you from creating two Rate Adjustment records that cover an overlapping time period. For example, you will not be able to have one Rate Adjustment covering 1st March 21 to 10th April 21 and another Rate Adjustment covering 1st April to 30th April.

The Manage Rates page will support Multi Currency if you have that feature enabled within Salesforce. When creating Rate Adjustments, they will automatically assume the same Currency as the parent record they apply to (e.g. Project, Role or Skill Assignment).

Note: If you override the rates after the Actions have been created, you will need to use the ‘Force Financials Recalculation’ feature to apply the new rates.

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

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).

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.

salesforce-project-management-role-based-rates-override

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

 

For example, when working on the project to develop a website for Billabong, when doing the UX Design, 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 when doing the UX Design on this Project, Mick Fanning’s Skill-based rate may only be $120.

 

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 Billable and Cost Hourly Rates for each Role / Skill as required.

56.-skill-based-override

Note: If you override the rates after the Actions have been created, you will need to use the ‘Force Financials Recalculation’ feature to apply the new rates.

Using Mission Control

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

Project Templates are excluded from the following pages:

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

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.

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

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

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

OpportunityProduct

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’. If a Product is associated to the Opportunity multiple times, then a Milestone will be added to the Project for each Opportunity Line Item referencing the same Product.

Products – No Duplicates Method

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

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

The Products and Products – No Duplicates ‘Generation Method’ options will be useful for customers who sell their professional services as part of a larger sale. For example, imagine a software company is selling licenses and implementation support, they can have an Opportunity with multiple Opportunity Product lines. Only those that have a ‘Milestone Template’ specified on the parent Product record will be generated into the project plan.

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

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

Milestone Template

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

Project Unit

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

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

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

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

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

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

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

Project UnitQuantityTotal HoursTemplate MilestoneNew Milestone
Day3

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

Hour4

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

SourceN/AN/A

Action A: 4 hours

Action B: 4 hours

Action C: 2 hours

Action A: 4 hours

Action B: 4 hours

Action C: 2 hours

Base Template + Products

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

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

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

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

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

Base Template + Products – No Duplicates

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

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

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

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

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 FieldDefault Value
Project NameOpportunity Name
OpportunityOpportunity Id
AccountOpportunity > Account Id
Project BudgetOpportunity Amount
ArchivedFALSE
TemplateFALSE
StatusPlanned

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

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

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

Record Ownership Setting

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

55.-auto-generation-project-setting

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

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

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

  • Lead
  • Account
  • Contact
  • Opportunity
  • Case

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

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

 

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

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

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

Project Request Field Mapping

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

Project FieldDefault Value
Project NameProject Request: Project Name
Project BudgetProject Request: Proposed Budget
ArchivedFALSE
TemplateFALSE
StatusPlanned

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

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

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

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

Non Billable 1

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

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

The Create New Role page will appear as follows:

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

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

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

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

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

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

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

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

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

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

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

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

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

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:

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.

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

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

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

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

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

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

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

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

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

Holiday Trigger

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

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

 

Validation Rules

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

Validation Rule: Ensure_HA_Remaining_Sufficient (Active)

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

Validation Rule: Ensure_Holiday_Specified (Inactive)

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

Holiday Allowance Reports

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

Holiday Allowance Remaining Summary

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

Holiday Allowance Remaining Role

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

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

Salesforce Project Management Software - Holiday Allowance Remaining Chart

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

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. Holidays that are not related to a Role or assigned to Team(s) via Holiday Assignments will be considered ‘Global Holidays’ and be assigned to all Roles.

 
 

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

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

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

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

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

Holiday Assignment

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.

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

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

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

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

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

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

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

Page Features

Display Existing Actions

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

Note: If the Project has too many Actions, the Display Existing Actions feature will be disabled. The maximum number of Actions supported is 100.

Resource Assignment Wizard

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

Checklist Item Manager

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

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

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

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

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

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

To launch the Resource Assignment Wizard, click the 1.-resource-assignment-icon icon.

Below is an illustration of the Resource Assignment Wizard:

2.-resource-assignment-wizard

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

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

Manually assigning an Action Owner

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

3.-resource-assignment-wizard-adding-action-owner

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

Manually assigning a Contributor

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

4.-resource-assignment-wizard-adding-contributor-1

5.-resource-assignment-wizard-adding-contributor-2

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

Searching for Resources 

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

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

6.-resource-assignment-wizard-search-filters

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

Potential Resources

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

7.-resource-assignment-wizard-potential-resources-1

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

8.-resource-assignment-wizard-potential-resources-2

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

9.-resource-assignment-wizard-potential-resources-3

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

10.-resource-assignment-wizard-drop-zones

Settings

You can use the Settings to customize the results of your searches, and how the data is displayed in the Potential Resources section. You access the Settings by clicking the 11.-resource-assignment-wizard-settings-icon icon in the top right of the Resource Assignment Wizard.

12.-resource-assignment-wizard-settings

Exclude Roles >= Hours (per day)

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

Exclude Roles >= Hours (per week)

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

Exclude Roles >= Percentage

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

Display capacity figures as

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

Hours (Day Scale)

13.-resource-assignment-wizard-potential-resources-4

Hours (Week Scale)

14.-resource-assignment-wizard-potential-resources-5

Percentage (Day Scale)

15.-resource-assignment-wizard-potential-resources-6

Percentage (Week Scale)

16.-resource-assignment-wizard-potential-resources-7

Capacity Shading Green Breakpoint %

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

Capacity Shading Red Breakpoint %

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

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.

Note: The Hours Distributor feature is only available for Actions that have a duration of 60 days or less. Best Practice recommendation beyond this duration is to split the allocation into separate Actions.

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.

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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.

27.-checklist-item-manager-5

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

Checklist Item Hours

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

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

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

18.-create-actions-adjusting-hours-error-notification

Automated Management of Contributor Records

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

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

19.-custom-setting-automated-contributor-management

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

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

20.-contributor-adjusting-hours-error-notification

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

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

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

Log time to Checklist Items

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

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

21.-log-time-component-checklist-item

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

22.-timesheet-checklist-item

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

Checklist Item Manager

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

23.-checklist-item-manager-1

Quick Create Items

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

24.-checklist-item-manager-2

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

25.-checklist-item-manager-3

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

26.-checklist-item-manager-4

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

Add New Items

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

27.-checklist-item-manager-5

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

28.-checklist-item-manager-6

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

Edit Individual Items

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

29.-checklist-item-manager-7

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

Edit All Items

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

30.-checklist-item-manager-8

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

31.-checklist-item-manager-9

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

32.-checklist-item-manager-10

This will commit the changes across all Checklist Items.

View Full Record

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

35.-checklist-item-manager-filters

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

Filters

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

34.-checklist-item-manager-header

This will open up the Filter modal as illustrated below.

35.-checklist-item-manager-filters

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

Settings

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

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

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

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

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

34.-checklist-item-manager-header

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

36.-checklist-item-manager-settings

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

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.

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

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

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

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

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

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

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

The Milestone Loader will initially load as shown below:

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

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

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

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

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

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

17.-action-clone-page

 

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

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

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

Custom Field Sets

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

  • Action Clone Standard
  • Action Clone Custom

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

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

Recurring Milestones & Actions

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

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

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

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.

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

  • Research
  • Development
  • Launch

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

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

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

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

Salesforce Project Management Software - Budget Items Summary Tab

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

Salesforce Project Management Software - Budget Items Manage Budgets

To track the performance of your Budget Items, you will need to relate your Actions and Expenses to Budget Items. The Hours and Material Cost financials from the Action, along with Expenses will be summarized on the Budget Item record they relate to.

 

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

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

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

Risk Log

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

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

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

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

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

Summary Section

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

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

Risk Log Section

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

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

Quick Create Risks

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

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

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

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

Sort by any Column

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

Close Risks

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

View / Edit Risks

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

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

Collaborate via Chatter

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

 

Promote a Risk to an Issue

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

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

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

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

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

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

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

Insights

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

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

  • Project Budget
  • Completed Actions
  • Overdue Actions
  • 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.

Budget Tab

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

Salesforce Project Management Software - Budget Items Summary Tab

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.

Retro

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

Salesforce Project Management Software - Project Overview Retro Board

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.

FieldField TypeComments
Project Overview Default TabPicklistAllows you to specify which Tab you would like to appear when initially loading the Project Overview page
View Insights TabCheckboxIdentifies whether the Role can view the Insights Tab
View Overview TabCheckboxIdentifies whether the Role can view the Overview Tab
View Detail TabCheckboxIdentifies whether the Role can view the Detail Tab
View Overview Tab ChartsCheckboxIdentifies whether the Role can view the charts on the Overview Tab
View Budget TabCheckboxIdentifies whether the Role can view the Budget Tab
View Action Pad TabCheckboxIdentifies whether the Role can view the Action Pad Tab
View Time Logs TabCheckboxIdentifies whether the Role can view the Time Logs Tab
View Time Logs Tab ChartsCheckboxIdentifies whether the Role can view the charts on the Time Logs Tab
View Expenses TabCheckboxIdentifies whether the Role can view the Expense Tab
View Expenses Tab ChartsCheckboxIdentifies whether the Role can view the charts on the Expense Tab
View Risks TabCheckboxIdentifies whether the Role can view the Risks Tab
View Risks Tab ChartsCheckboxIdentifies whether the Role can view the charts on the Risks Tab
View Issue Log TabCheckboxIdentifies whether the Role can view the Issue Log Tab
View Billing TabCheckboxIdentifies whether the Role can view the Billing Tab
View Billing Tab ChartsCheckboxIdentifies whether the Role can view the charts on the Billing Tab
View Whiteboard TabCheckboxIdentifies whether the Role can view the Whiteboard Tab
View Gantt Chart TabCheckboxIdentifies whether the Role can view the Gantt Chart Tab
View Rev Rec TabCheckboxIdentifies whether the Role can view the Revenue Recognition Tab
View Scheduler TabCheckboxIdentifies whether the Role can view the Scheduler Tab
View Retro TabCheckboxIdentifies whether the Role can view the Retro 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.

Salesforce Project Management Software - Role Project Overview Settings

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

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

LEX Configuration

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

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

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

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

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

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

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

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

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

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

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

Project Reassignment

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

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

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

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

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

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

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

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

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

Milestone Reassignment

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

 

Action Reassignment

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

Role Reassignment

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

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

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

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

  • Internal
  • Client
  • External

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

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

Project Status Report

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

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

Cover Page

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

Below is an illustration of the Cover Page.

Salesforce Project Management Software - Project Status Report Cover

The elements that can be branded within the report include:

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

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

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

Salesforce Project Management Software - Project Status Report Logo URL

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

Salesforce Project Management Software - Project Status Report Hero Image URL

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

Salesforce Project Management Software - Project Status Report Custom Branding cover

Project Summary

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

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

  • Hours Last Week
  • Issues
  • Risks
  • Change Requests

Below is an example of the Project Summary page.

Salesforce Project Management Software - Project Status Report Summary

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

Project Detail

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

  • Project
  • Milestone
  • Action
  • Checklist Item

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

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

Below is an example of the Project Detail page.

Salesforce Project Management Software - Project Status Report Detail

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

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

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

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

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

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

Gantt Chart

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

Salesforce Project Management Software - Project Status Report Gantt

Time Log Appendix

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

Below is an example of the Time Log Appendix.

Salesforce Project Management Software - Project Status Report Time Log Summary

Issue Log Appendix

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

Below is an example of the Issue Log Appendix.

Salesforce Project Management Software - Project Status Report Issue Summary

Risk Log Appendix

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

Below is an example of the Risk Log Appendix.

Salesforce Project Management Software - Project Status Report Risk Summary

Change Request Appendix

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

Below is an example of the Change Request Appendix.

Salesforce Project Management Software - Project Status Report Change Request Summary

Back Page

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

Below is an example of the Back Page.

Salesforce Project Management Software - Project Status Report Back Cover

Include Project Custom Fields

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

Project Summary Custom Fields

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

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

Salesforce Project Management Software - Customer Project Field Set

Once you have added your Fields, click Save.

Project Detail Custom Fields

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

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

Salesforce Project Management Software - Project Status Report Detail Field Set

Once you have added your Fields, click Save.

Include Milestone Custom Fields

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

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

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

Salesforce Project Management Software - Customer Milestone Field Set

Once you have added your Fields, click Save.

Include Action Custom Fields

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

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

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

Salesforce Project Management Software - Customer Action Field Set

Once you have added your Fields, click Save.

Include Checklist Item Custom Fields

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

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

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

Salesforce Project Management Software - Customer Checklist Field Set

Once you have added your Fields, click Save.

Apply Date Range Filters

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

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

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

Setting up the Project Status Report

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

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

On the Project, you will need to set the ‘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.

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

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

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

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

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

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

The records are included based on the following filter criteria:

Time Logs

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

Issues

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

Risks

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

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

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

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

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

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

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

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

Overview Tab

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

Salesforce Project Management Software - Customer Overview Tab

By default, the following fields will be visible:

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

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

Include Project Custom Fields

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

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

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

Salesforce Project Management Software - Customer Project Field Set

Once you have added your Fields, click Save.

Include Milestone Custom Fields

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

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

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

Salesforce Project Management Software - Customer Milestone Field Set

Once you have added your Fields, click Save.

Include Action Custom Fields

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

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

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

Salesforce Project Management Software - Customer Action Field Set

Once you have added your Fields, click Save.

Include Checklist Item Custom Fields

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

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

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

Salesforce Project Management Software - Customer Checklist Field Set

Once you have added your Fields, click Save.

Gantt Chart Tab

Below is an example of the Gantt Chart Tab.

Salesforce Project Management Software - Customer Gantt Tab

Kanban Tab

Below is an example of the Kanban Board Tab.

Salesforce Project Management Software - Customer Kanban Tab

Time Logs Tab

Below is an example of the Time Logs Tab.

Salesforce Project Management Software - Customer Time Log Tab

Risks Tab

Below is an example of the Risk Log Tab.

Salesforce Project Management Software - Customer Risk Log Tab

Issues Tab

Below is an example of the Issue Log Tab.

Salesforce Project Management Software - Customer Issue Log Tab

Change Requests Tab

Below is an example of the Change Requests Tab.

Salesforce Project Management Software - Customer Change Requests Tab

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

Field Name

Comments

Display Overview Tab

Set this field to TRUE if you wish to include the Overview Tab on the read-only page

Display Gantt Tab

Set this field to TRUE if you wish to include the Gantt Chart Tab on the read-only page

Display Kanban Tab

Set this field to TRUE if you wish to include the Kanban Tab on the read-only page

Display Time Logs Tab

Set this field to TRUE if you wish to include the Time Logs Tab on the read-only page

Display Risks Tab

Set this field to TRUE if you wish to include the Risks Tab on the read-only page

Display Issues Tab

Set this field to TRUE if you wish to include the Issues Tab on the read-only page

Display Change Requests Tab

Set this field to TRUE if you wish to include the Change Requests Tab on the read-only page

Page Branding

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

Salesforce Project Management Software - Customer Generic Branding

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

Salesforce Project Management Software - Customer Gantt Logo Setting

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

Salesforce Project Management Software - Customer Logo URL

Below is an example displaying both custom logos.

Salesforce Project Management Software - Customer Custom Branding Header

Site Setup

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

Configuring Force.com Site

The steps to complete this configuration are outlined below.

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

Register a Force.com Domain

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

Salesforce Project Management Software - Customer Site Setup

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

Salesforce Project Management Software - Customer Site Setup

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

Create a Force.com Site

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

Salesforce Project Management Software - Customer Site Setup

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

Salesforce Project Management Software - Customer Site Setup

Granting Site Guest User Access

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

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

Salesforce Project Management Software - Customer Site Permission Set

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

Configure Sharing Rules

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

Object

Step 1

Step 2

Step 3

Step 4

Step 5

Project

Read Only Page

Guest user access, based on criteria

Archived

Equals

FALSE

Share with Read Only Site Guest User

Read Only

Checklist Item

Read Only Page

Guest user access, based on criteria

Exclude from Client Page

Equals

FALSE

Share with Read Only Site Guest User

Read Only

Change Request

Read Only Page

Guest user access, based on criteria

Exclude from Client Page

Equals

FALSE

Share with Read Only Site Guest User

Read Only

Issue

Read Only Page

Guest user access, based on criteria

Exclude from Client Page

Equals

FALSE

Share with Read Only Site Guest User

Read Only

Dependency

Read Only Page

Guest user access, based on criteria

Created By ID

Not Equal to

.

Share with Read Only Site Guest User

Read Only

Control Pad Setting

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

Salesforce Project Management Software - Customer Site Settings Tile

Unique URL

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

Salesforce Project Management Software - Customer URL Fields

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

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

Track Pad

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

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

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

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

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

Feed

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

Timeline

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

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

Log Time

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

Whilst using the Track Pad on the Project Overview Page, the Project Member and Project fields will be pre-populated. If you’re using the Track Pad elsewhere, for example, on the Home page, the Project Member field will be pre-populated, but not the Project field.

Log Expenses

The Log Expenses Tab provides you with access to the Expense Logger Component. From here, you will be able to log your expenses against any project, as well as uploading a copy of the receipt if applicable.

Whilst using the Track Pad on the Project Overview Page, the Incurred By and Project fields will be pre-populated. If you’re using the Track Pad elsewhere, for example, on the Home page, the Incurred By field will be pre-populated, but not the Project field.

Add Action

The Add Action Tab provides you with the ability to create a new Action relating to a Milestone within the Project. You’ll be able to specify all of the key fields, as well as access the Resource Assignment Wizard and Checklist Item Manager.

Whilst using the Track Pad on the Project Overview Page, the Action Owner and Project fields will be pre-populated. If you’re using the Track Pad elsewhere, for example, on the Home page, or the Mission Control Console, the Action Owner field will be pre-populated, but not the Project field.

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.

FieldField TypeComments
Track Pad Default TabPicklistAllows you to specify which Tab you would like to appear when initially loading the Track Pad
View Track PadCheckboxIdentifies whether the Role can view the Track Pad
View Track Pad FeedCheckboxIdentifies whether the Role can view the Feed Tab
View Track Pad TimelineCheckboxIdentifies whether the Role can view the Timeline Tab
View Track Pad Time LoggerCheckboxIdentifies whether the Role can view the Log Time Tab
View Track Pad Expense LoggerCheckboxIdentifies whether the Role can view the Log Expenses Tab
View Track Pad Add ActionCheckboxIdentifies whether the Role can view the Add Action Tab
View Track Pad Add RiskCheckboxIdentifies whether the Role can view the Add Risk Tab
View Track Pad Add IssueCheckboxIdentifies 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’

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

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:

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!

Salesforce Project Management - Gantt Chart Buttons

  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. Click to export the Gantt Chart as an XML file that can be imported to MS Project
  18. Click to export the Gantt Chart as a PDF
  19. Click to export the Gantt Chart Data Table as a CSV File
  20. Click to generate the Gantt Chart as a PNG File. This is stored as a Salesforce Document that is included in the Project Status Report

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. You can also adjust the Lead / Lag within this modal.

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

ParentChildType
ActionActionFinish to Start
ActionActionStart to Start
MilestoneActionFinish to Start
MilestoneActionStart 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)

View & Create WBS & Predecessors

In addition to creating Dependencies by dragging and dropping the relationship, you can also create them in the Data Table. Within the Gantt Chart, you can view two Columns, ‘WBS’ and ‘Predecessors’. These two columns can be toggled on / off within the Gantt Chart settings, as shown below:

When this setting is true, the WBS and Predecessor columns will be visible within the Gantt Chart Data Table, as shown below:

The real power of this feature is the ability to create ‘Dependencies’ directly within the Data Table. To create a Dependency, click into the Predecessor cell for the child Action, as shown below:

Enter the WBS number for the parent record (e.g. Action or Milestone). In the example above, we are making the ‘Deliver Training’ Action a child to the ‘Prepare Training Materials’ Action in a Finish to Start relationship. So we enter 1.3.1 into the Predecessor field.

Once the WBS number has been populated, press the Enter key and the Dependency relationship will appear within the Gantt Chart, as shown below:

If you wish to create a Start to Start relationship, you must enter SS after the WBS number (e.g. 1.3.1SS).

If you wish to add Lead or Lag to the relationship, you must enter -n or +n after the WBS number (e.g. to add a 2 day Lead, enter 1.3.1+2).

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

Note: If you create a Checklist Item on the Gantt Chart whilst you have the Checklist Item visibility toggled off, the new Checklist Item will remain visible on the Gantt Chart until you click Save, at which point, it will be hidden as per the setting.

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

screen-shot-2016-12-15-at-4-15-07-pm

Export Data Table CSV

To export the Gantt Chart Data Table as a .csv file, click the ‘CSV Export’ button located on the top right-hand-side of the Gantt Chart, as shown below:

When you click the button, a .csv file will be downloaded with the File Name ‘Gantt Chart Export YYMMDD.csv’, and will contain the export of the Data Table, as shown below:

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

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.

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.

For each record displayed on the Gantt Chart (e.g. Project, Milestone, Action or Checklist Item), you can access the Modal window for that record by clicking the pencil icon, or by double-clicking on the bar for that record on the chart timeline.

Within the Modal for each record you have access to the following Tabs.

 

Project

Milestone

Action

Checklist Item

Project Summary

Record Detail

Chatter

Milestone Summary

Record Detail

Chatter

Action Summary

Log Time

Record Detail

Chatter

Checklist Summary

Record Detail

Chatter

 

For each Role record you have the ability to specify which of these Tabs they have access to, and which will load by default. This is controlled via fields within the ‘Gantt Chart Settings’ section of the Role Page Layout.

Salesforce Project Management Software - Gantt Chart Role Settings

For your convenience, these fields will be pre-populated as part of an Install Script. Full details of the Install Script can be found later in these release notes.

Control Pad Gantt Chart Settings

To enable you to centrally configure the Gantt Chart settings for all Users, the Gantt Chart Settings on the Control Pad of the Console have been updated to include a Gantt Chart Settings Override feature. I

Salesforce Project Management Software - Gantt Chart Settings Override

If this is TRUE, the Settings icon on the Gantt Chart will not be visible and the column selections in the Gantt Data Table will be controlled based on the Control Pad Gantt Chart Settings.

Salesforce Project Management Software - Gantt Chart Data Table Settings

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:

  • Financials
  • Hours Detail
  • Hours Total
  • Actions<