OmniPres

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Presence Theory Methods Communication
Coordination Using Private and Public Web Sites

• OmniPres

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Communication Needs

• Communicate Presence Initiative- to- Public
• Build presence community
• Disseminate research and findings
• Cross-Project Coordination
• Share drafts and documents
• Discuss internal project related issues
• Keep aware of deadlines, conferences, etc.

• OmniPres

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Communication Vehicles

• Project WWW Sites
• Represent specific project
• Internally generated
• Group or lab based

• OmniPres

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Communication Vehicles

• Public WWW Site
• www.presence-research.org
• Announcements
• Calls
• Publication archive
• Link farm

• OmniPres

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Communication Vehicles
On ProjectProject Management Tools

• Internal, Private Secure WWW Site - Tool
• Internal discussions
• Share work on drafts
• Internal deadlines
• Group and subgroup communication
• Internal reference material

• OmniPres

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Brief Intro Tour of Presence Initiative
Private OnProject Site

• OmniPres

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(No Transcript)
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Advantages of On Project Software

• No software to install.
• Can use any computer.
• Works on any type of Web connected machine
• Upgraded automatically
• Developed at Hewlett-Packard and used at major
  companies
• Scalable Will use part. Room for expansion.
• Room for within project adoption, if chosen.

• OmniPres

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A Quick Overview
My Workspace Landing page when entering the
system. Displays all your projects and company
general information that will display all new,
due, past due, unseen, or updated items in the
system.
File Library Stores files grouped by project,
accepts all types of file formats.
Projects Lists all active and archived projects
with links to view the project details and edit
pertinent information.
To-Do Lists Enable users to keep track of tasks
to be done.
Calendar Dates and descriptions of project
events and automatic e-mail notification for
reminders and status updates.
Discussion Forums Discuss issues about a task or
project through an online message exchange and
e-mail notification.
Contact Manager Address information, send e-mail
messages and schedule meetings among team
members.
Time Zones Includes four U.S. time zones and
time and date stamps of each new item or changes
made.
Project Reports Create on-line reports.
Includes unique URL for customers or others
outside of the project to visit .
Notice Board Enter short important notices for
your users to view when they first log in.
Sign up procedure
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Calendar Timelines
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• Calendar Month
• View
• Month view display
• Events
• Tasks
• All (Events and Tasks)
• Color coding

• Calendar Week
• View
• Week View will display
• Events and Tasks with their corresponding notes
  (if entered).

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• To Add Events
• Click on Create New Event icon
• Fill in the necessary fields.
• Click on Save.
• WWW link
• Contact

Advanced view gives you the same screen as the
basic, but expands to allow users to limit who
can edit or view the event. Can also repeat
reminder emails.
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Shared Contacts
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• Click to email
• Info upgraded by project group
• Names dowloadable

• Can email to specific project groups

• Personal email addressed invisible to all
  including site adminitrator

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• To Create a Contact
• Click on Create New Contact (For Single)
• Complete Section 1 and 2 (Required). Section 3
  can be completed by the contact you have invited.
• Click Save.

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Listing Only indicates you are building an
electronic rolodex. These persons will not be
invited into the site as a user. You can store
contacts under General, under the specific
project, or under Personal.
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File Uploads-Downloads
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File Area

• List files in folders

• Controls who can see listing, read or download
  file.
• All, a group, or selected people

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DOWNLOAD FILES
1 Click on the file name to view the file
details. 2 To view the file, click on the
download file name statement. You will need
the corresponding application as shown to view
the file.
3. The check-in/check-out and lock option is an
administrative feature designed to document which
account members have seen certain uploaded files.
Each of these actions marks the document
version history as an audit trail on what was
done with the file. Using this feature is
optional.
4. When you upload changes to a file, the
previous version is preserved in its entirety.
It ADDS to the disk space you use. The document
version history" statement shows the audit trail
where the versions are located. Here is where
you can delete old files.
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UPLOAD FILE

• 1. Click on Add New File

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2 By Clicking on the Browse icon, the pop-up
window allows you to select the desired file from
your computer.
UP LOAD FILES
4. If you enabled the add more info about this
file, your next screen will allow you to input
any additional information for users to view and
apply any special view/edit permissions.
3 When the file is selected, click on the upload
icon and your file will load into the onProject
website.
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• To Add a New File Folder
• Click on File Folder icon
• Choose Section for file
• Enter File Name
• Enter Short Description
• Check who can/cannot edit.

• To Add (upload) a New File
• Click on File icon
• Choose Section/Project
• Choose Folder
• Enter Title
• Select File from your PC by clicking on the
  Browse icon.
• Note Adding multiple files allows you to add 5
  files at a time into one section and folder.

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Discussion Groups
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Forum Area
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• To Enter a Discussion Topic or Message
• Click on Discussion Topic or Message icon
• Enter Information Topic
• Subject and Message
• Click Save
• Discussion Topic can send email notification of
  new topic inviting your team members to
  participate.

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Advanced link of the Discussion Topic allows you
to set permissions as to who can and cannot view
or edit a topic and its associated messages.
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Invitation and Sign Up Procedure

• OmniPres

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You will receive an invitation email to
participate in the onProject system.
Email
From Biocca_at_msu.edu Sent Tuesday, May 09, 2003
1103 AM To you_at_yourcompany.com Subject Team
Member Invitation - onProject.com   Hello and
welcome to onProject.com, the innovative Internet
workspace that allows you to share and manage
information.  You've been invited to join and
participate in a project team utilizing this
service.   Invited By Debbie Jones  Company
XYZ Company, Inc.   http//www.onproject.com/inv.c
fm?31x21hby80b-i7l-bfag  Please click on the
link above to complete your system signup. You
will be required to pick a user name and password
for entry into the system.  Special Note If
clicking on the link does not work properly, do a
copy and paste of the URl to enter it into your
browser. This will help to ensure that all e-mail
packages will work with onProject.com.  Please
keep your system logon and password in a safe
place or commit it to memory as you would any
secure site.  

• You will receive an Invitation email to set up
  your own username and password.
• If so, click on the active link in the message.
  This is very important! Dont delete this
  message until you have signed up!

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It will take you to a special sign-in page
created especially for you.
Your name will appear here!

• Complete this form provided at the sign up page.
  
• Create a username and password for yourself. A
  password can only be eight letters and/or numbers
  max. Underscores are accepted as part of the
  username.
• Fill in all required fields. They are marked
  with an asterisk ().
• Click on the sign up icon, and you will be
  taken to the My Action Items screen. You are now
  in the system.

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Once youve set yourself up from the invitation
email, always use the onProject Home Page User
Login link to enter the system. If you forget
your username and password, use the Forgot Your
Password? area it will be sent to you within 5
minutes by email.
Never use Try It Now to enter the system once
you set yourself up!!! To do so will result in
activating your own account separate from the
one you were invited into!!! This link is only
for setting up the initial company account.
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If your name appears here, you have entered
correctly!
Whenever you log on, you will see this screen
first.
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To Do Lists
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My To Do List is a personal feature for each
user. You can set your own to dos separate from
the Project Team. You cannot view anyone elses
To Do list nor can any other Project Team Member
view yours.

• To Create New To Do
• Click on the Create New to do.
• Fill in information.
• Click on the Save icon.

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HELP AREAS
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Anything marked with a red asterisk () is a
required field!
Helpful Hints
Always click on the check marked items
pull-down menu. You can quick delete, move, or
mark an item as completed from this area. Each
category has their own options.
Any item marked with a pencil can be edited by
you. Only the person who created the item can
edit unless you give other team members
permissions to do so.
This menu bar is a Quick Create bar appearing in
several categories. This bar will not access any
edit screens.
You can change the color code bar of each
project. Click on change color link and choose
from the pop-up window.
Wherever you see spreadsheet, you can download a
.csv (comma delimited) file of the data.
When you see a function grayed out and in
brackets, this is a function you are not allowed
to perform based on your security role as a
user.
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Your My Account Area allows you to change your
personal information (address, phone, fax,
etc.,). You can also change your system username
and password! FYI Only the company
administrator can view the Billing, Company, and
Security Roles area.
Download area has the Import Wizard for MS
Project 98 and Project 2000 files, Comprehensive
User Manual, and FAQs.
If you need tech support, this link allows you to
send an with your questions. You can choose
to categorize your question from the pull-down
menu.
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Update Time Zones
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• Each member of the team can set their own time
  zone.
• Click on the Select Time zone pull-down menu
  and choose from the list.

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Notices to Other Users
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• To Create a New Notice
• Click on the Create new notice button
• Choose your type (FYI, New Item, Comment, etc.)
• Type your Notice.
• Select those you wish to read, edit, delete, etc.
• Click Save

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OTHER FEATURESPrimarily used by project managers
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Project Creation and Management
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• To View your Tasks across all projects
• Click on the my tasks link from the Project
  Area.
• Choose from the Team Members displayed in the
  resources pull-down menu.
• Choose the projects or All from the show
  project(s) pull-down menu.
• Choose the task display option from the display
  pull-down menu. (Either all tasks, due next 30
  days, etc.).

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• To Create a Project
• Click on Create New Project icon from the Project
  Area.
• Complete information the necessary information.
• Click on Save.

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The Manage Project Screen shows the details that
you entered. If you are the Project Creator, you
will have the ability to edit the details of the
project.
Within the Manage Project Edit Screen, you can
configure automatic email notifications whenever
a significant project event occurs. Define the
project holidays, view Time Expense data,
create/view project and task issues, and
view/assign project members.
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Select rules from the apply additional rules to
this project drop down menu. View/Manage
Shows rules that apply and shows who will receive
the email.

• Add/Edit/Delete at top are for
• Adds the name of the rule set.
• Edit the name of the rule set.
• Delete the rule set.

• Add/Edit/Delete at bottom are for
• Adds the condition of the rule.
• Edit the condition of the rule set.
• Delete the rule.

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• To Create a Management Report
• Choose the Project from the Report menu
• Click on Management Report
• Complete information and click on the projects
  link.
• (see next page)

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Task Creation and Assignment
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• To Create Tasks
• Click on Task List link
• Click on Create new Single or Multiple
• For Single Task fill in all necessary fields.
• Click on Save

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• To Create Multiple Tasks
• Enter Task Name
• Start Date
• Duration
• Assign To (optional for this screen)
• Click on Save.

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• To View Timeline
• Choose Project from drop-down list
• Click on Timeline link
• Scroll Timeline to view across days and weeks

Click on the dates link and adjust your view
down to days of week or up to the Year in one
view.
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• To Assign Resources for Tasks
• From the Manage Task Screen, click on task
  resources link
• Click on the assign link.
• Add personnel from Available People list
• Choose Task Leader (if desired)
• Remind Task Leader to Update Status
• Click on send task assignment email notify
• Click on Save

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• To Create Sub-Tasks
• Enter you tasks first.
• Check mark the ones you want to make sub-tasks.
• At the check marked items, choose Indent.
• Your tasks will become sub tasks underneath a
  previous task. This task (I.e., producers
  meeting) now becomes a header or summary task.
  It does not function as a real task.

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To Enter Labor Expense for a task Labor
expense only appears when resources are assigned
to the task. Project members can only enter
their own data. The Project Manager of the
project can enter for all project members for
their assigned tasks.
Labor Entry
Expense Entry
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You can link uploaded files to the project
tasks. Click on the link at the Files and
Folders Section and receive a new screen that
outlines the current files that are linked and a
listing of available files/folders to link.

• Select your files by placing a checkmark next to
  the file.
• You can even checkmark the folder and include all
  the associate files.
• Click on link.

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To create Project Issues, click on the Issues
create link on the Manage Project Screen. To
create Task Issues, click on the Issues create
link on the Manage Task Screen. Title your issue
and fill in the necessary information. Assign
your issue to a team member and give a date for
resolution if desired.
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OnProject Reports
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• Choose your options from the left hand boxes.
  Highlight the option and add to the right hand
  box.
• Choose the project(s) you desire, who receives
  the report, and what information (report columns)
  you wish included.
• You can go to permissions to select who can or
  cannot view.

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Sample Management Report Chart
Sample Management Report Details
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• To Create a Project Summary
• Click on Project Summary
• Choose the Project and click on Next
• Choose from the available options.
• You can also select who can view or edit from the
  bottom of this screen (not shown).

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• Once you have created and saved your report, it
  brings you back to the main Project Report menu.
  
• To view the report, click on the report name link.

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To view Time and Expense reports, click on the
time and expense link. Your projects will
appear. Click on the project name and view the
entries by task name.
The Display pull-down menu will filter your data
as shown with the different choices.
The spreadsheet and the XLs icon will transfer
all the entered data into an Excel spreadsheet.
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Clicking on the XLs icon next to the project name
will transfer all the entered labor and expense
data into an Excel spreadsheet. The data
includes all labor and expense data, dates of
entry, description, important comments, hours,
complete, etc. with the totals. You can save
this spreadsheet to your hard drive for an
offline record or to merge into another
spreadsheet.