Project Tracking System

PROJECT TRACKING SYSTEM
PROJECT EFFORT TRACKING SYSTEM & SOLUTIONS
The Aim of the Project is latest generation Web Based System for Managing
and Tracking Software Development Projects. It is called "Project tracking System"
for a good reason - it was specifically designed to make software project management
hassle free and straightforward.
Despite the simplicity of use, Easy Projects is a powerful and sophisticated system based
on the Microsoft .NET technology and MS-Access. These robust technologies provide with
a scalable and flexible solution to manage and track projects of any complexity level.

PROJECT REQUIREMENT STUDY AND DOCUMENTATION
The Project Tracking System (PTS) was initially developed to document, prioritize and
track the progress of internal Remedy projects by setting milestones and establishing
deliverables required to complete a project. As the application became more robust, other
groups became interested in using PTS to manage their own projects.

Using the Project Tracking System
This document discusses opening PTS, how to create an PTS projects, adding
attachments, setting up deliverables, establishing project members, creating deliverables
and milestones to measure progress, project security features, setting milestone alert
notifications, sending email from within a PTS project and more..

Notifications and Communications within PTS
This document discusses all of the types of notifications that PTS sends to project
members and customers throughout the lifecycle of the project.
Notifications are divided into categories and defined for who receives a notification, what
information is distributed, when the notification is sent, and why the notification is sent to
either the customer or the support staff working the request.

Advanced Searching and Reporting
This document discusses advanced searching techniques including queries by example
(QBE) and using the Advanced Search Bar to construct search statements to extract
needed information as well as built in reporting and reports generated using an external
application called Crystal Reports.

PROJECT TRACKING SYSTEM - OVERVIEW
The Project Tracking System was initially developed to document, prioritize and track the
progress of internal Remedy projects by setting milestones and establishing deliverables
required to complete a project. As the application became more robust, other groups
became interested in using PTS to manage their own projects.
The Project Tracking System (PTS) can be displayed in two different modes: Save
mode and Search mode. Save mode is indicated in PTS by the Save button located in the
upper right corner of the form and is used to create or modify requests. Search mode is
indicated in PTS by the Search button located in the upper right corner of the form and is
used to find an existing request.

MODULES OF THE PROJECT
USER AUTHENTICATION
TIMES TREE LOG
PROJECTS LIST
• PROJECT
• TASK
• BUGS
• REQUEST

REQUEST LIST
SUMMARY
RESOURCE
PROJECT
BUGS
REQUEST

OPTIONS

AUTHENTICATION
Project manager only having the rights to enter the sites and see what the projects going on. The
former can be used to, for example, restrict project modules to use within a company.
However if the people who are allowed to access the modules are widely dispersed, or the server
administrator needs to be able to control access on an individual basis, it is possible to require a
username and password before being allowed access to a module and databases. This is called
authentication.

TIMES TREE LOG
In an organization each projects contains different module. Each modules maintained by single or
more persons. The times tree log contains person’s details, project titles, modules, total time to
work in particular modules, status of project, and task of all the things are viewed.
In any particular user performance also find out this times tree log module. Also each person
works also maintain this times tree log module.

PROJECT LIST
Created by Project Manager. He can create any number of projects and assign Users to the
projects. A project is an independent unit and can contain its own customized Components, such
as statuses and categories.
Each project can have a different set of Users, statuses, categories, which are independent
from other projects of the system

Requested - Initial request from the customer for ITSS’ involvement in a project.
Investigating - Investigating and researching the project request to determine what resources
including money, materials and people that are required to complete the project within the
specified time frame.
Active - Project is approved and resources are allocated and these resources are actively working
on the project.
Waiting List - A project that meets one of the following criteria: no funding available yet, not
enough IT and / or business unit resources available to work on the project, or the project was put
on hold by the customer.
Rejected - A project request that was either not approved or the request was actually a request for
service from our nested of an actual project.
Completed - A project where all of the stated deliverables were completed

TASK TREE
Created by the Project Manager and assigned to Developers and QA. The tasks can be whether
single or nested. A big task can be divided into small Subtasks and assigned to various Team
Members.
Task tree navigator gives all the group of task details and the modules that are hold by tree
format.

TASK DETAILS
It contains each module details, what are all operation done by that particular project, who working
the entire module, time duration ,status all things hold it has managed.

REQUEST LIST
Created by Project Manager on the request of Client. The Client himself can also submit a request.
Once the requests are created, they are assigned to the developers.
Generally requests are created when the client requires some additional functionality in the
software developed by the company.

REPORT
Can be used by Project Managers to view the progress of their projects. Reports are efficient way
to have a broader outlook of the project.

A TYPICAL WORKFLOW
1. Administrator creates users, such as Project Managers, QA, Developers and Administrators.
2. Project Manager creates a project and assigns users to it.
3. Project Manager creates tasks. Divides bigger tasks into smaller tasks and assign them to
developers.
4. Developers develop the software according to the project plan.
5. Team members test the projects and submit bugs to the system. The bugs are then assigned
to Developers or QA.
6. Developers fix the bugs.
7. Project Manager keeps track of the project by setting the status of project bugs, tasks and
requests. Project Manager assigns and reassigns tasks to team members if required.
8. Client tests the product and submits bugs and requests to the system if required.
9. Project Manager views reports to have a broader view of the project data.
10. The users fill their time sheets entries to keep track of the time spent on each project activity.
11. The Project Manager evaluates the gap between the estimated and actual time spent on a project.

EASY PROJECTS MANAGEMENT
Using only a few clicks you will be able to see a complete picture of your project including
resource allocation, completed and outstanding tasks, fixed and opened issues, status of
customers' requests, employees/contractors timesheets and other valuable information.
A variety of filters and sorting options will allow you to see certain tasks at a glance. Creating a
task and assigning it to a team member will take just 30 seconds!

Multi-nesting (hierarchical) Projects and Tasks
Our system allows you to have an unlimited number of projects and tasks with as many sub-levels
of hierarchy as you need.
You can split large tasks into small ones, assign deadlines and team members, specify estimated
durations and activity categories. Be effective - eat the elephant bite by byte!

Employees/Contractors Timesheets
Do you want to know exactly how your project members spent their working time? Our easy-to-
use timesheets will help you.
Each team member will just select the project and task assigned to him, enter number of hours,
specify the status of the task and voila! - you have all necessary data in real time.

Auto assign
This unique feature will speed up your team response time drastically. Once a new feature request
or issue is submitted to your system by the customer, the request or issue will be automatically
converted to a task and assigned to a specific team member, based on your preferences (by
username or team role). As soon as the task is assigned it appears on the person's task list.

Easily Customizable and Expandable
User interfaces, including colors, graphics and text, can be customized according to your company
policies and culture. Easy Projects .NET is built on the Microsoft .NET framework and Microsoft
SQL Server 2000. This means that it can be easily modified to meet your requirements or integrate
into your existing system.

Multiple Project Roles (Project Manager, Developer/Engineer, QA, Customer)
Project tracking System uses a multi-level permissions system based on the user's role in a
project. Each role has different access rights and can work only with the objects available to
them.
In addition, each role can be restricted to certain actions such as deleting the project or task,
submitting a new request, assigning resources, etc...

Issues (defects) Tracking
Project tracking System has a built-in Issue (defect) tracking system. You can use it for your
internal issues tracking or for client support.
Once a defect is submitted, it will be automatically converted to a task and assigned to a member
of the team responsible for the project. You will be able to track how many hours were spent on
bug fixing and compare actual times versus estimated.

Customers Requests Tracking
Project tracking System allows you to keep track of all customer requests. Either a customer or
a project manager can submit these requests.
All hours spent on the tasks that are out of the original specification scope will be logged
separately and this data can be linked to your billing system.

Email Notifications
This feature will keep your team members updated in real-time and provide excellent
communication within a team. Each user will be able to receive an email when the task
or project he is working on is changed or assigned to him. . Here is one possible scenario
to demonstrate how this feature works:
• Customer submits a new request or an issue
• It is automatically converted to a task and assigned to a specific team member
• The team member receives an email with a new task notification
• Once the task is completed the team member changes its status
• Proper email notification is sent to the customer who submitted the request or issue.
Just imagine how much time the Project Manager can save!

Message boards
This is another useful tool that will facilitate project's team collaboration. You will be able
to attach a discussion board to each of your project tasks. You can have as many topics
as you need. This feature will help your team to improve communications and keep track
of all discussions.

Files Upload
Easy Projects .NET allows attaching files to a project or a task. The files can include
executables, source codes, documents, images, etc… Forget about searching through
thousands of emails. Just open the project or task and see all relevant files.

Multiple reports and Statistics
Project tracking System has a special Reports section. It provides you with set of
ready-to-use reports showing all aspects of the project development process at a
glance. You can view a summary for all projects, resource workloads, team member
timesheets, estimated time vs. actual time and issue and request statistics. Flexible filters
make it easy for you to see only the information relevant to you at that particular moment.
In addition, since the Microsoft SQL Server 2000 is used as a database, you will be able
to create custom reports using any third party report engine such as Crystal Reports or
Active Reports.

PROPOSED SYSTEM REQUIREMENTS
PROPOSED SYSTEM SOFTWARE REQUIREMENTS
Server : Windows 2000 and Client
Client : Windows Client
Software : ASP.NET
Database : Oracle 8 / Access / SQL SERVER

PROPOSED SYSTEM HARDWARE REQUIREMENTS
• PIII and Above with 256 MB RAM
• 40 GB HDD
• Digital Color Monitor
• Key Board, Mouse

Project Tracking System

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