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FREQUENTLY ASKED QUESTIONS

TeamDynamix is a software solution specifically tailored to accommodate the needs of Higher Education.ITCS utilizes the PPM module to capture and manage projects. It allows users to submit and keep track of project requests.

 

-        Enables Project Requestors to submit and track requests

-        Allows Portfolio Managers to review requests, and assign and monitor resources

-        Includes functionality to automate processes by prepopulating forms and allowing the creation of workflows

-        Option to automate survey requests upon project closure

-        Automates status reports

-        Centralized project documents repository

-        Secure, hosted environment

-        Community support

-        Browser agnostic

TeamDynamix users will access the interface from: https://ecu.teamdynamix.com

-        Click on “Users” to login with your pirate ID and password

-        Or, if Client user (Non-ITCS)

-        Go to  https://ecu.teamdynamix.com

-        Click on CLIENT PORTAL.

-        Click on Sign in in the upper right hand corner

-        Log into TeamDynamix using your ECU credentials.

Desktop – A customizable view based on reports and feeds that allow you to quickly see important information.

Projects/Workspaces – Allows interaction with your projects, whether manager or team member. See Desk Reports to locate projects for which you have been assigned.

My Work – Tasks, issues and other responsibilities currently assigned to you.

Resource Management – Project/functional managers view and approve resource requests, run reports and manager allocations.

Analysis – Functional managers run reports on projects and resources

Desktop – A customizable view based on reports and feeds that allow you to quickly see important information.

Projects/Workspaces– Allows interaction with your projects, whether manager or team member. See Desk Reports to locate projects for which you have been assigned.

My Work – Tasks, issues and other responsibilities currently assigned to you.

A project is a temporary endeavor undertaken to create a unique product, service or result. The temporary nature of projects indicates a definite beginning and end. The end is reached when the project’s objectives have been achieved or when the project is terminated because its objectives will not or cannot be met, or when the need for the project no longer exists. More information on the ITCS Project Management Methodology (including the Project Management Lifecycle, Project size, Project Priority Levels, Responsibilities, etc.) - Project Management Methodology

There are two ways of submitting a project request:

1.     Go to the ITCS Central Project Office: http://www.ecu.edu/itcs/help/projectmanagement

a.     Click on “Project Request”

b.     When prompted, log in using your ECU credentials.

c.     Click on “Project Request”

d.     Fill out and submit the IT Project Request Form.

 

2.     Go to TeamDynamix:

https://www.ecu.teamdynamix.com

a.     Click on the “users”

b.     When prompted, log in using your ECU credentials.

c.     Click on the Applications Menu Application Menu button

d.     Click on Services

e.     Under “Popular Services” click on Project Management

f.      Click on “Project Request”

g.     Fill out and submit the Project Request Form.

 

Clients (Non-ITCS) will be able to request projects, track project status, serve as project resources and contribute to the Project Feed (Comments).


Once the project is established in TD, please refer to the “Required Documentation” folder in the Briefcase by expanding the actual project and clicking on the Briefcase folder. Also see Page 15 of the Project Management Methodology for required (R) and optional (O) documents per PHASE.

Waterfall plans are designed to manage complex plans such as those with interdependent tasks and shared task responsibility.

The following features are only available in Waterfall plans:

-        Shifting

-        Milestones

-        Project Templates

-        Project Requests

-        Move Task between Plans

-        Predecessors/Dependencies

-        External Dependencies

-        Parent/Child

-        Plan Export/Import

-        Multiple Responsibility

-        Issues (available from TDNext Task Edit)

-        Check In/Check Out

-        Add Time for Other User (available from TDNext Task Edit)

-        Cut Task

-        Copy Task

-        Foreground Color

-        Convert Ticket to Task

Card Wall plans are designed to manage simple plans with independent tasks which are worked by collaborative teams.

The following features are only available in Card Wall plans:

-        Real Time Updates

-        Drag and Drop Status Updates

-        Drag and Drop Percent Complete Updates

-        Task Archive

-        Inactive (hidden) Lists

 

NOTE: It is not possible to convert plans from Card Wall to Waterfall or vice versa.  Carefully consider the features of each type of project plan before creating a new project plan.

-        Click on the Project under Projects/Workspaces

-        Click on Manage

-        Click on Project Details

-        Click on Actions

-        Click on Apply a Project Template

-        Choose a project template by clicking on the search icon   to the right

-        Pick either Project Plan (small) or Project Plan (Medium/Large), based on your project size.

-        Uncheck all the boxes you DON’T need or keep them all checked if all items are needed

-        Click save

The creation of the desktop is the same process for all the desktops within TD  


Click on the Desktop tab or find it in the application Menu TD icon2 and click on it (it will automatically add a tab)

        Edit existing desktop:

-        Click on Edit Desktop

-        Change layout by clicking on “Edit Layout” if desired

-        Drag items from available content to the columns or vice versa

 

Create a new desktop:

-        Click on New Desktop

-        Name your desktop and save

-        Choose your layout by clicking on Edit Layout

-        Drag the available content into the columns

-        Click save

Delete a desktop

-        Click on the TD icon1  icon in the top right hand corner of the screen

-        Find the desktop you want to delete, click delete and OK


Adding ITCS Resources:

-        Click on the project under Projects/Workspaces

-        Click on Manage

-        Click on Resources

-        Click on the green “Actions” button

-        Click on Add Resources

-        Type the last name of the resource and click search

-        check the box next to the Resource name

-        Click Next

-        Edit Schedule on the bottom if necessary

-        Click Save

 

Adding Non-ITCS Resources:

-        Click on the project under Projects/Workspaces

-        Click on Manage

-        Click on Resources

-        Click on the green “Actions” button

-        Click on Add Resources

-        Select “Both”

-        Select “Include Users whose capacity is not managed”

-        Type the last name of the resource and click search

Note: Non-ITCS users Pri Func Role are listed as Participant

-        check the box next to the Resource name

-        Click Next

-        Edit Schedule on the bottom if necessary

-        Click Save

-        Click on My Work

-        Click on My Approvals

-        Click on the item to be approved

-        Click on Actions

-        Click on Approve

-        Click on the project

-        Click on Manage

-        Click on Resources

-        Check the box next to the resource (name) which needs to be removed

-        Click on Actions

-        Click Remove Resources

-        Select the appropriate actions:

o   Remove person and delete all associated materials (which means all the documents, feeds, tasks etc. associated with this person will be deleted) – do not recommend.

o   Remove person and delegate associated materials to another person – recommend as these tasks have a person responsible

-        If delegating, click on the pull down window and choose the appropriate resource

-        Click save


-        Click on the project

-        Click on Manage

-        Click on Resources name which needs to be “withdrawn”

-        Click on Actions

-        Click Withdraw

-        Click on Projects/Workspaces

-        Click on the Project

-        Click on Manage

-        Click on Project Details

-        Click on Update Status

oSeveral items can be updated in reference to the project status (Status, Health, Percent Complete, Comments, etc.)

-        Click Save

While TeamDynamix is not a time management system, you are required to report time spent on all tasks related to a project.

“ADD TIME”

All the tasks assigned are found under “My Assignments” or “My Work”.

-        Find the task you want to add time

-        Click on +Add time

-        Choose Project work or Support Work from the pull down window

-        Choose the date

-        Add time (in 15 minutes’ increments, for example 15min = .25, 30min = .5, etc.)

-        Add description (optional)

-        Click Save

                                 

“SUBMIT TIME”

        After all the time has been added/updated

-        Click on “My Time Card”

-        Review all the time and ensure you are on the correct week

-        Click on “Submit as Final”

-        Click OK

TeamDynamix has a Version Control feature that allows you to update documents directly into the application. To do this you must first:

-        Click on the document (a window opens up)

-        Click on the “Actions” button and check out the document

-        Click the “Download” button (you have to save the file)

-        edit and save the document

-        click on the “Actions” button

-        click on check in

-        click on browse, find the file and click on upload (the file has been uploaded and you can close all windows associated with the file

-        Right click on the file

-        Click Delete and OK and OK

The folder can be restored, but it will require a TeamDynamix Support ticket.

Identifying issues and risk is your way to ensure quality in the project. All project team members are encouraged to use this tool to communicate issues and risks with the team. To create a new issue or risk, click on ISSUES on the Project Navigation pane.

-            Click “New” issue on top

-            Fill out the entire form - NOTE: If Category is not listed, you can easily add a category by clicking on the “+” sign for use on this project ONLY.

-            Save

-            Ensure all the tasks are 100% completed, including time added

-            All the documents are filed

-            All issues and risk have been closed

-            Lessons learned

-            Project acceptance approval has been signed

-            Project closeout report has been done

-            Click on the Project you want to close

o     Click on Manage

o     Click on Project Details

o     Click on Update Status

o     Make sure the “New Status” is in the Transition and close phase

o     Change Percent Complete to 100%

o     Save

-            Click on Actions

o     Click on Close

o     Click on de-activate - NOTE: Time and other items cannot be added once de-activated


The Project Feed automatically tracks all Status Changes, Edits, Comments, Likes for the project. It also tracks replies to emails generated by the feed. Most feed items are system generated, however you can also contribute directly to the Feed.

-            Click on the Project Name in the Navigation Pane of the Project Desktop

-            Click FEED

-            Click COMMENT to contribute directly to the Feed. Select the Team Members you wish to notify by email (Option)

NOTE: currently the comment in the feed CANNOT be edited or deleted

-            Open the project and check out

-            Double click on the Task which you want to be alerted on

-            Click on the tab “Alert”

-            Under “Alert”, pick yourself or the person who needs to be alerted on

-            Under “When”, check the box(s) for the alerting

-            Click Save

If a comment is made in TD and a notification went out to one or more people, the following needs to happen in order for the comment to be posted automatically to the feed within that task/project:

-        ONLY click REPLY

-        Add your comment

-        Click send

NOTE: DO NOT take the e-mail address out, just click reply.If the e-mail is taken out and the senders

name is put into the address field; it will NOT be posted in the comment section.

 

-        The Project Feed automatically tracks all Status Changes, Edits, Comments, Likes for the project. It also tracks replies to emails generated by the feed. Most feed items are system generated, however you can also contribute directly to the Feed.

PLEASE CONTACT THE CPO OFFICE WITH ANY QUESTIONS NOT LISTED OR INFORMATION YOU LIKE TO HAVE ADDED TO THIS DOCUMENT.

 

Other HELP:

Project Management Service Requests


CPO Office or ITCS HelpDesk:

CPO Office - About us


To submit a ticket, visit the IT Help Desk service request catalog or call 252-328-9866 | 1-800-340-7081