Archer Project Management

Users: Project Manager

1. Go to the Project Management record.

   1. From the menu bar, click Project Management.

   2. Under Solutions, click Project Management.

   3. Under Applications, click Project Management.

   4. In the Project Management record browser, click New Record.

2. Enter all pertinent information related to the project in the General Information section.

3. Enter a Project Name, Type, and Description. These are required fields that must be entered to save a record.

4. Enter a Start Date and Due Date for the project.

5. Select the Type, Stage, Phase, and Delivery Status.

6. In the Description field, record any additional information about the project that you would like to document.

7. (Optional) In the Success Criteria field, enter information that is crucial to the overall success of the project such as key deliverables, dates, deadlines, etc.

8. Save the record.

Users: Project Manager

1. In the Project Management record browser, click the project where you would like to make a team assignment. 

2. Select the Staffing Tab at the bottom of the General Information section.

3. Click the Add New button in the Team Assignments section.

   1. Select the role of the Team Member from the dropdown field.

   2. Click the team member in the Name field.

   3. (Optional) In the Notes field, record any additional information about the team member that you would like to document.

4. Click Save in the Record Toolbar.

Users: Project Manager

1. Go to the Milestones record browser.

   1. From the menu bar, click Project Management.

   2. Under Solutions, click Project Management.

   3. Under Applications, click Milestones.

   4. In the Milestones record browser, click New Record.

2. Enter a brief, descriptive name in the Milestone Name field. 

3. Select the project in the Project field.

4. Select a Creation Date and Due Date for the Milestone in the respective fields.  

5. (Optional) In the Notes field, record any additional information about the Milestone that you would like to document.

6. Link any appointments in the Appointment section, if available.

7. The Percent Complete, Tracking ID, # Appointments, # In Progress Appointments, and # Completed appointments fields automatically calculate based on the status of associated appointments.

8. Click Save in the Record Toolbar.

Users: Project Manager, Staff

1. Go to the Appointment record browser.

   1. From the menu bar, click Project Management.

   2. Under Solutions, click Project Management.

   3. Under Applications, click Appointment.

   4. In the Appointment record browser, click New Record.

2. In the Appointment Information section:

   1. Enter the Name, Duration (Hours) scheduled for the appointment, Appointment Start Date, and Appointment End Date.

   2. Select the Type and Status of the appointment from the respective dropdown menus.

3. In the Appointment Detail section:

   1. Click the down arrow in the Parent field and select ‘Project Management: Staff Schedule.’

   2. Clickunder the Resource field and select the radio button of the contact you would like to schedule an appointment for.

   3. Click the down arrow in the Resource field and select ‘Contacts.’

   4. Click under the Resource field and select the radio button of the contact you would like to schedule an appointment for.

4. Click Save in the Record Toolbar.

Users: Project Manager

1. Navigate to the Project Management application.

2. In the Project Management record browser, click the project record you want to access and edit the record.

3. Select the tab titled Project Financial at the bottom of the General Information section.

4. Enter the Original Budget Expenses in the Project Financial section and any Change Request Expenses that have been approved.

5. Enter the Original Budget Hours in the Schedule Analysis section and any Change Request Hours that have been approved.

6. The remaining fields in Project Financial and Schedule Analysis will automatically update and calculate based on data driven events.

7. Click the Save in the Record Toolbar.

Users: Program Manager

1. Go to the Program Management record browser.

   1. From the menu bar, click Project Management.

   2. Under Solutions, click Program Management.

   3. Under Applications, click Program Management.

   4. In the Program Management record browser, click New Record.

2. Enter a brief, descriptive name in the Program Name field.

3. Select a Start Date and End Date for the project in their respective fields.

4. (Optional) In the Description field, record any additional information about the program that you would like to document.

5. Link existing Projects to the Program in the Projects section.

6. Information in the Program Financial section will be automatically populated with the aggregate financial records from each included project.

7. Attach any documents related to the program in the Project Documentation / Deliverable section.

8. Click Save in the Record Toolbar.

Users: Staff

1. Go to the Project Expense Report record browser.

   1. From the menu bar, click Project Management.

   2. Under Solutions, click Project Planning.

   3. Under Applications, click Project Expense Reports.

   4. In the Project Expense Reports record browser, click New Record.

2. Select the project in the Project field.

3. Select the resource who incurred the expense in the Resource field.

4. Project Owner responsible for reviewing the expense report will be inherited from related Project Management record in the Approving Authority field.

5. To enter expense information, click the Add New button in the Expense Details section.

   1. Select the type of expense in the Expense Type field.

   2. Enter the amount of the expense and date it was incurred in the respective fields.

   3. (Optional) In the Description field, record any additional information about the expense that you would like to document.

   4. (Optional) Attach any relevant documents in the Attachment field.

   5. Save the record and navigate to the parent record.

   6. Repeat the steps for any other expenses as necessary.

6. Once you are satisfied with the expense report click the Submit Expense Report.

Users: Project Manager

When an expense report is submitted for your review a notification will be sent to your email address

1. Log into Archer. View for task titled Expense Report Review (under the bell icon).

2. Click the text titled “An expense report requires your review” to open the expense record.

3. After reviewing the expense details click the Edit button in the top left of the window.

4. Select one of the following options:

   1. Approve Expense. Sends an approval notification to the submitter and the expense will be reflected in the project financials.

   2. Cancel Expense. Sends a cancellation notification to the submitter and closes the record.

   3. Reject Expense. Sends a rejection notification to the submitter prompting them to revise the expense report. Archer recommends that you include the required revisions in the Comments field under the Review Comments section.

Users: Staff, Project Manager

1. Open an Appointment record.

2. Goto Project Management Tab

3. Add new timesheet in Project Timesheet section.

4. Provide the Actual Hours for the Appointment and date.

5. Repeat the process periodically to submit timesheets.

There is no Undo function for a package installation. Packaging is a powerful feature that can make significant changes to an instance. Back up the instance database before installing a package. This process enables a full restoration if necessary.

An alternate method for undoing a package installation is to create a package of the affected objects in the target instance before installing the new package. This package provides a snapshot of the instance before the new package is installed, which can be used to help undo the changes made by the package installation. New objects created by the package installation must be manually deleted.

1. From the menu bar, click > Application Builder > Install Packages.

2. In the Available Packages section, click Import.
3. Click Add New, then locate and select the package file that you want to import.
4. Click OK.

   The package file is displayed in the Available Packages section and is ready for installation.

Important: This step is required only if FAR Regulatory Correspondence is already present in your system, and you are installing this package.

1. From the menu bar, click > Application Builder > Install Packages.

2. In the Available Packages section, locate the package you want to map.
3. In the Actions column, click for that package.

   The analyzer examines the information in the package. The analyzer automatically matches the system IDs of the objects in the package with the objects in the target instance and identifies objects from the package that are successfully mapped to objects in the target instance, objects that are new or exist but are not mapped, and objects that do not exist (the object is in the target but not in the source).

   When the analyzer is complete, the Advanced Package Mapping page lists the objects in the package file and corresponding objects in the target instance.

4. On the Advanced Mapping page, click to open each category and review the icons next to each object to determine which objects you must map manually.

   The following table describes the icons.

   Icon	Name	Description
   	Awaiting Mapping Review	Indicates that the system could not automatically match the object or one of its children to a corresponding object in the target instance. Objects marked with this icon must be mapped manually. New objects should not be mapped. Select Do Not Map from the drop-down menu to clear this icon for an individual object, or click Do Not Map to clear the icon for all unmapped objects.
   	Mapping Completed	Indicates that the object and all children are mapped to objects in the target instance, or that they have been marked as Do Not Map. Nothing more needs to be done with these objects in Advanced Package Mapping.

   Note: You can run the mapping process without mapping all objects. The icon is for informational purposes only.

5. For objects awaiting mapping review, do one of the following:
   • To map each object individually, use the drop-down menu in the Target column to select the object in the target instance to which you want to map the source object. To leave an object unmapped, select Do Not Map in the Target column.
   • To automatically map all objects in a category that have different system IDs but the same object name as an object in the target instance, click Auto Map. Select whether to ignore case and spaces when matching object names. Click OK.
   • To mark all unmapped objects as Do Not Map, click Do Not Map.

6. (Optional) Click to enable filter fields that you can use to find specific objects in each mapping category. To undo your mapping selections, click Undo, then select whether to undo all mappings in the category or only the mappings on a single page. If you choose to undo all mappings, you will be returned to the categories list.

7. (Optional) To save your mapping selections and return to the categories list without committing changes to the target instance, click .
8. After you review and map all objects, click Execute.
9. Select I understand the implications of performing this operation. Click OK.

   When the mapping is complete, the Import and Install Packages page displays.

   Important: Advanced Package Mapping modifies the system IDs in the target instance. You must update any Data Feeds and Web Service APIs that use these objects with the new system IDs.

All objects from the source instance are installed in the target instance unless the object cannot be found or is flagged to not be installed in the target instance. A list of conditions that may cause objects not to be installed is provided in the Log Messages section. A log entry is displayed in the Package Installation Log section.

1. From the menu bar, click > Application Builder > Install Packages.
2. In the Available Packages section, locate the package file that you want to install, and click the file name or at end of the row to open the Options menu.
   
3. In the Selected Components section, click the Lookup button to open the Package Selector window.
   • To select all components, select the top-level checkbox.
   • To install only specific global reports in an already installed application, select the checkbox associated with each report that you want to install.

   Note: Items in the package that do not match an existing item in the target instance are selected by default.

4. Under the Translation Option drop-down menu, select an option for each selected component. To use the same Translation Option for all selected components, select a method from the top-level drop-down list.
   The Translation Option is enabled only when a language is selected.

   The following table describes the options.

   Option	Description
   Full Install	Installs the component and its translations from the selected languages.
   Translations Only	Only installs the translations from the selected languages.

5. Under the Install Method drop-down menu, select an option for each selected component. To use the same Install Method for all selected components, select a method from the top-level drop-down list.

   The following table describes the options.

   Option	Description
   Create New Only	Only creates new fields and other elements in the applications, questionnaires, workspaces, data feeds, and dashboards specified in the package file. This option does not modify any existing elements on your instance of Archer. This is useful when you want to add functionality to an existing application, questionnaire, workspace, dashboard, data feed, or access role, but you do not want to risk making any unwanted changes to the existing elements of workspaces, data feeds, or dashboards. iViews that are not currently on the dashboards that are selected for the package install are created. Note: The Create New Only option does not apply to access roles or languages.
   Create New and Update	Updates all elements in the applications, questionnaires, workspaces, data feeds, and dashboards as specified in the package file. This includes adding new elements and updating existing elements. Existing iViews on the dashboards that are selected for the package install are updated, and iViews that are not currently on the dashboards that are selected for the package install are created. Note: The Create New and Update option does not apply to access roles or languages.

6. Under the Install Option drop-down menu, select an option for each selected component. To use the same Install Option for all selected components, select an option from the top-level drop-down list.

   The following table describes the options.

   Option	Description
   Do not Override Layout	Installs the component, but does not change the existing layout. This is useful if you have a lot of custom fields and formatting in your layout that you do not want to risk losing. You may have to modify the layout after installing the package to use the changes made by the package. Note: The Do not Override Layout option does not apply to access roles or languages.
   Override Layout	Updates the layout as specified in the package file, overwriting the existing layout. Note: The Override Layout option does not apply to access roles or languages.

7. Click Continue to advance to the next object category in the Package Selector, and repeat steps 4 to 6. After reviewing all object categories, click OK.
8. To deactivate target fields and data-driven events that are not in the package, in the Post-Install Actions section, select the Deactivate target fields and data-driven events that are not in the package checkbox. To rename the deactivated target fields and data-driven events with a user-defined prefix, select Apply a prefix to all deactivated objects, and enter a prefix. This can help you identify any fields or data-driven events that you may want to review for cleanup post-install.
9. Click Install.
10. Click OK.

1. From the menu bar, click > Application Builder > Install Packages.

2. In the Package Installation Log section, click the package that you want to view.
3. In the Package Installation Log page, in the Object Details section, click View All Errors.
   

   Note: To view individual logs, in the Errors column of the log you want to view, click the Failures link or Warnings link. Clicking View All Errors, Failures, or Warnings opens the specific errors on a different page.

4. Click the Export icon to export the log file.
5. Click Close.

For a list of packaging installation log messages and remediation information for common messages, see Package Installation Log Messages.

1. Go to the Applications page.

   1. From the menu bar, click .

   2. Under Application Builder, click Applications.

2. In the Applications section, select the Project Expense Reports Application.

3. On the Advanced Workflow Tab, click ‘Activate’ in the top right corner of the page.

4. Then click ‘Save Workflow’ in the top left corner of the page.

1. Go to the Solutions page.

   1. From the menu bar, click .

   2. Under Application Builder, click Solutions.

2. Select Project Management.

3. In the Applications section, click Add New.

4. Select Appointment and Contacts application. Click OK.

5. Save the Solution.

Task 1: Add fields

Note: Configuring the Contacts application is only required if you have installed Program Management. If you do not have Program Management, skip this task and proceed to Configure Appointment Application.

1. Go to the Applications page.

   1. From the menu bar, click .

   2. Under Application Builder, click Applications.

2. Select the Contacts application and navigate to the Designer>Layout tab.

3. Add the following fields:

   1. Default Project Management RP

      1. Type: Record Permissions

      2. Display Options: Dropdown

      3. Permission Model: Automatic

      4. Default Users/Groups: Assign Update and Delete access to the group “Project Management: Program Manager”.

4. Save the Application.

Task 1: Add fields to the layout

1. Go to the Applications page.

   1. From the menu bar, click .

   2. Under Application Builder, click Applications.

2. Select the Appointment application and navigate to the Designer>Layout tab.

3. Add the following fields:

   1. Default Staff (Project Management)

      1. Type: Record Permissions

      2. Display Options: Dropdown

      3. Permission Model: Automatic

      4. Default Users/Groups: Assign only Read access to the group “Project Management: Staff”.

   2. Inherited Project Manager (Project Management)

      1. Type: Record Permissions

      2. Display Options: Dropdown

      3. Permission Model: Inherited. Unrestricted

      4. Field Population: Select “Project Owner” from Milestones application.

   3. Inherited Staff (Project Management)

      1. Type: Record Permissions

      2. Display Options: Dropdown

      3. Permission Model: Inherited. Unrestricted

      4. Field Population: Select “Assigned Staff” from Milestones application.

d. Program Manager (Project Management)

1. Type: Record Permissions

2. Display Options: Dropdown

3. Permission Model: Automatic

4. Default Users/Groups: Assign Update and Delete access to the group “Project Management: Program Manager”.

4. Edit the field Total Actual Hours.

   1. Modify the formula:

      IF(ISEMPTY([Timesheet Task]),

      SUM(REF([Project Timesheets ],[Actual Hours])),

      SUM(REF([Timesheet Task],[Actual Hours])))

   2. Save the field.

5. Add new layout object, aTab Set named “Solutions”. Add the following tabs under it:

   1. Project Management

6. (Optional) If you have installed Project Timesheets during package installation, a related records field named “Project Time-sheets” will be in Appointment application.

7. Place the fields Milestones and Project Timesheets on “Project Management” tab.

10. Save the Application.

Task 2: Create reports

1. Navigate to Appointment Applications.

2. Add the following reports by clicking on New Report.

3. Report Name: Appointments this Week

   1. Fields to Display: Tracking ID, Contact Full Name, Name, Appointment Start Date, Appointment End Date, Duration (Hours), Total Actual Hours

   2. Filters:

      Field to Evaluate	Operator	Values
      Appointment Start Date	Next	7 Days
      Inherited Staff (Project Management)	Contains	Current User

   3. Click Search.

   4. Save the report.

4. Report Name: Appointments this Month

   1. Fields to Display: Contact Full Name, Name, Tracking ID, Appointment Start Date, Appointment End Date, Duration (Hours), Total Actual Hours

   2. Filters:

      Field to Evaluate	Operator	Values
      Appointment Start Date	Current	Month
      Inherited Staff (Project Management)	Contains	Current User

   3. Click Search.

   4. Save the Global Report.

5. Report Name: Appointments this Quarter

   1. Fields to Display: Tracking ID, Contact Full Name, Name, Appointment Start Date, Appointment End Date, Duration (Hours), Total Actual Hours

   2. Filters:

      Field to Evaluate	Operator	Values
      Appointment Start Date	Current	Quarter
      Inherited Staff (Project Management)	Contains	Current User

   3. Click Search.

   4. Save the Global Report.

6. Report Name: Appointments Starting & Ending this Month (Calendar)

   1. Fields to Display: Name, Appointment Start Date, Appointment End Date, Contact Full Name, Status, Tracking ID

   2. No Filters

   3. Display Options:

      1. Display Format: Calendar

      2. Date Display: Appointment Start Date, Appointment End Date

   4. Click Search

   5. Save the Global Report.

Task 3: Update Staff/Consultant Dashboard

1. Navigate to Staff/Consultant Dashboard. Edit Dashboard.

2. Add the following reports to a single wides: Staff Appointments

   • Appointments this Week

   • Appointments this Month

   • Appointments this Quarter

3. Save the Dashboard.

Task 1: Add fields

1. Go to the Applications page.

   1. From the menu bar, click .

   2. Under Application Builder, click Applications.

2. Select the Project Timesheets application and navigate to Designer>Layout.

3. Update the Inherited Project Manger fields:

   1. Field Population: Appointments > Project Timesheets > Inherited Project Manager (Project Management)

   2. Save the field.

4. Save the Application.

Note: This task will mitigate the warning “Inherited Project Manager (Project Management) was not found in the target instance and was removed from field Inherited Project Manager” in Project Timesheets app detected from the package installation.

Case 1: If users are using the older version of Project Management and want to utilize the latest package alongside the Document Repository ODA from initial version of the offering, the following changes are recommended during package installation:

• Ensure to select ‘Do not map’ for the Project Document / Deliverables field in Project Management and Program Management during mapping.

Case 2: If users are using the older version of Project Management without Document Repository ODA and wish to utilize the latest package alongside the Document Repository following changes are recommended before package installation:

• Install Document Repository from Archer Documentation Request Tracking.