Functions

From BeeDo Wiki
Jump to: navigation, search

Contents

Beedo logo 80x65.png About


Function is a more complex Project:

  • Functions module can be used by a company that has at least one "Manager" type licence;
  • Allows to plan your project with separate stages that are placed in neat sequense;
  • Copy a Function in the tree and paste it. Your copied Function will be used as a template to create new Function;
  • Create Function template in Activity "Templates" and use it to create real Functions.

Template function:

  • Is a function template which serves as a basis for other functions;
  • A template may be edited and used multiple times.

We recommend to try a simple Project at first.
After 5-10 Projects you will see which tasks you used, added or archived, how did you group them inherently, how much time did it take to finish each of the task.
Only then begin to use Functions.

Read more about Simple Projects



Beedo logo 80x65.png Create function


There are two ways to create a new function:

  • creating a function on the basis of the existing one via the activity or project menu;
  • copying the template and pasting it in the location selected (other than the “Templates” activity).

  1. Select a task (activity or project) where you want to create a new function. Expand its menu;
  2. Move the mouse over the “Create” line;
  3. select “Function” in the additional menu that opens;
  4. Select a template for your new function.

09f.png

When you are done, enter the title of the function in the table that opens.

10f.png

Click “OK” and you will see the new function with all its stages and pre-planned tasks in your project tree.

11f.png

Another way to create a new function is also very simple and convenient:

  1. select a template function and copy it via the expandable menu;
  2. select the activity where you want to create a function. Click “Paste” in the expanded activity menu and you have a new function.

When creating functions using a template, tasks are automatically assigned to the persons indicated in the template. Documents attached to the template and persons in the CC field are also copied.

Attention! If you copy-paste a simple function, not a template one, the function will not be created. This way you only copy all stages and tasks of the function without any features – you create only a tree of simple tasks.



Beedo logo 80x65.png Edit function


Tekstas



Beedo logo 80x65.png How are functions rendered in a tree?


Functions are represented by different colours in the tree:

  • Activity of template functions, same as the regular activity, is marked by “Templates” in green background;
  • Template tree is marked by “Function templates” in grey background;
  • Function templates and functions are marked purple;
  • Function stages are in pink.

01f.png




Beedo logo 80x65.png Create function template


To create a function template:

  • click “Projects” in the main menu.
  • find the “Templates” activity.
  • open the “Function templates” menu and select “Create template function”.
  • enter the title of the template function and click “Save”. Now, you have a function template.

02f.png

Open the editing form of the function you have created. Here, you will see two additional fields:

  • Buffers
  • Stages

Task type – function. Please note that it is only a function template which helps you create actual functions.

03f.png

Buffers are needed to foresee time for unplanned tasks or, to be more precise, for unexpected problems faced when performing planned tasks. See below for more about buffers, how to create and use them.

Function stages are stages of your project or process. These stages must be implemented one by one. In this way, you can follow at what stage your project is. You can create as many stages as you want – the number is not limited.

04f.png

To create a new stage, click “Add new” in the “Stages” field and enter the title of a new stage. When you have several stages, you should see them in one place.

The order of stages may be changed by clicking arrows which are on the left next to every stage. To delete a stage, click the recycle bin icon. These changes are possible only when the template there are no active functions, created on the basis of this template.

When you decide that you have all the necessary stages for your process, save the function template. Go back to the project tree and you will see your template with all the stages. You can create specific tasks for every stage by pressing “Tab”, “Insert”, using the expandable stage menu or the quick task creation options.

05f.png




Beedo logo 80x65.png Create function buffers


There are two ways to create a buffer: via space settings or a template function.

You can use space settings to create buffers which will be automatically assigned to all new function templates. So, buffers created via space settings may be called template buffers. Open the space settings control window (click “Settings” on the left of the top corner, select “Space control”) and in the “Buffer control” section create as many template buffers as you want:

  • enter the title of the buffer;
  • indicate the size of the buffer in %;
  • click “Add new” to add more buffers;
  • when you are done, save all the changes.

06f.png

You can create completely new buffers with a template functions (if you have not created them using the settings) or add additional buffers to the existing ones.

  • Open a function template task. In the “Buffers” field you will see the existing buffers of the template selected.
  • Enter the type (title) of the buffer and its size in %.
  • To add a new buffer, click “Add new”.
  • To delete a buffer, click the recycle bin icon.

07f.png




Beedo logo 80x65.png When and how to assign buffers?


Buffers that are visible in the function task may be used only for the tasks assigned to that particular function. When doing a task, you may have assigned, but still not used buffers.

Buffers are calculated only for particular tasks they are assigned to. If you are not sure when to assign a buffer to a task, imagine that:

  • you predict that completing the task should take an hour.
  • you believe that the employee may face difficulties at a certain time when performing the task.
  • you decide that you don’t want to increase the estimated time, but you “cautiously” foresee additional 15 minutes for this task.
  • you assign 25 % buffer to the task (15 min. is 25 % of an hour).

When a buffer is assigned to a task, the system will automatically calculate the time for “unexpected situations”. To assign a buffer to a task:

  • open a particular task of the function stage selected;
  • make sure that the “Planned” field is not empty;
  • select one of the buffers in the expandable menu;
  • the remaining fields of the buffer will be completed automatically;
  • save the changes to the task. This task will have time which, where necessary, may be used to solve unexpected problems.

08f.png




Beedo logo 80x65.png News feed


You can follow the most interesting news about functions with a help of News Feed. The function news block is visible when you open the function editing tab (e.g. click the pencil icon next to the title of the function concerned).

By default, the news feed contains the latest 15 news items. To see more news items, click “Show older” at the bottom of the news tab. To see more, fewer or other function news, click the wheel on the right of the tab.

12f.png

Click the wheel to open the settings window. Here, you can select the type of news you want to see. Drag news items which you want to see into the “Custom fields” window. If you don’t want to see certain news, move the blocks selected to the “Other possible fields” window.

At the bottom of the settings window, you can indicate how many news items you want to see. Select the fields you want to see and the number of news items, and click “Save”. The information of the function will be updated accordingly. Your settings will be saved until other changes.

13f.png




Beedo logo 80x65.png Project links


Function links section is a place to see all related users, contacts and projects in one grouped list.

Here you will see two kind of links:

  • Links, that automatically appears in this list. You can't edit such relations. Non-editing links appears when you or some working with function ads new person or company to "client" field in one of function's task.
  • Links that you add directly by clicking "New link" button. These links can be edited or deleted from the list of links.

This is very useful if you want to quickly find related old project or responsible contact person.

Links001.png




Beedo logo 80x65.png Approve function


When the function is fully planned (tasks are allocated into stages, they have the estimated time for performance, duration, buffers), all you have to do is to confirm it. Only after confirmation you can monitor the actual performance statistics – whether the work is done on time, whether there are any unplanned tasks, whether you will be able to finish the function on time.

If all the tasks have been planned:

  • open the function (the function editing tab);
  • view the function stages, the estimated performance duration;
  • check whether the buffers are assigned correctly, whether the function completion date is estimated.

Find “Confirm function” in the function statistics field and click it. Upon the approval of the function, “Planned” times and buffers of its tasks will be recorded. Once the function is confirmed, you can add only unplanned tasks to it. If the function is rejected, all its “Planned” times will be recalculated.

14f.png




Beedo logo 80x65.png Buffer statistics


When the function tasks are planned and buffers are assigned to them, you can monitor statistics of buffers. This statistics is visible in the function task:

  • Progress bar:
    • Yellow colour denotes the remaining time of buffers
    • Green colour denotes the estimated time of buffers
  • Table containing information on every buffer individually:
    • time planned for a buffer
    • remaining time
    • how much of planned time is used already
    • time exceeded
  • Total – the total planned, remaining, used and exceeded time of buffers.

15f.png

After every completed task which has one of the buffers assigned to it you can monitor the changes in the buffer times and the ratio. The data table shows the remaining time, the time used and the time exceeded of each buffer. The same information reflects in the progress bar.

  • If the green bar does not change, no additional tasks were created with a buffer;
  • Yellow colour shows the remaining buffer time according to the plan;
  • Blue bar shows the buffer time used.

When all the tasks with buffers are marked as done, the yellow bar disappears – it means that no buffer time planned is left.




Beedo logo 80x65.png Statistics


Once the function tasks are planned, buffers are assigned and the function is confirmed, you can follow the statistics of the function progress. This statistics is visible in the function task:

  • The first progress bar shows the relation between the task time planned and the buffer time planned:
    • Yellow colour denotes the time planned for tasks
    • Purple colour denotes the estimated time of buffers
  • The second progress bar shows the relation between the time planned and the actual working time:
    • Green colour shows the time planned
    • Yellow colour shows the remaining time
  • Table containing information on every function stage individually:
    • working hours planned
    • remaining time
    • time planned
    • icons of possible actions. These icons help you access the stage task tree, open the stage task, quickly view the list of tasks assigned to the stage.
  • Total buffer – the total amount of the buffer time planned and the remaining buffer time.
  • Total – the total time planned, left and used of all tasks.

After the completion of each task, the statistics of the task is updated in the table and in the progress bars accordingly. Updating the statistics of buffers requires some time.

If the yellow and purple bars are still present in the first progress bar – only the display times and their ratio change. However, the second progress bar may also have other colours:

  • The total time planned is provided in the green bar – this time does not change (unless the function is rejected and re-confirmed with the estimated time of the remaining open tasks).
  • The remaining time of tasks is provided in the yellow bar.
  • The blue bar shows the total time spent on tasks.
  • The red bar shows the time that is not planned. The red colour warns that your time planned is exceeded. If you see the red colour in the progress bar, you should hurry up or otherwise you will not complete the function on time.

The stage table shows the implementation of every function stage. It is the place where you can view and compare the time planned, the remaining time and the working time.




Beedo logo 80x65.png How to view all functions at once?


If you work on several functions at the same time, you can view their progress in one place. To get to the function grid:

  • click “Plans” or “Projects” in the main menu;
  • click the “Functions” button on the right;
  • select filters.

16f.png

A list of the function stages selected will open. Next to the title of a stage, you will see the functions contained in that stage. Attention! If the type of function you selected has many stages, to view the last stages use the scroll bar (see the picture below – the arrow points to the scroll bar). Move the mouse over the yellow ball, click the ball and drag it to the side, thus moving the entire page view.

In the example below, you can see that functions may be different in colours:

  • Functions in a blue background have priority “As planned”.
  • Functions in a red background have priority “Urgent”.
  • Functions in a grey background are not urgent.

If you have many functions in the same working stage, they will be displayed below a respective stage. Closed functions (if the display of closed tasks is enabled) are always displayed at the bottom of the page, irrespective of the filters selected. Closed functions are displayed in a grey background, in grey letters.

If you want to view functions, but you are not interested in the statistics of the time planned, left and used, you can disable their display. For this, remove the tick next to “Show statistics” at the top of the page.

17f.png

The most important information about the function is provided next to function concerned:

  • The title of the function. Click it to open the function task;
  • The progress bar shows how many tasks have been completed (in %);
  • The completion date of the function (if indicated);
  • Days left until the estimated completion date of the function (or the stage). If the completion of the function is delayed, the number of days is displayed in red with a minus;
  • Working hours planned. Click the eye icon to view the list of all works planned;
  • Working hours remaining. Click the eye icon to view the list of the remaining works;
  • Hours spent. Click the eye icon to view the list of all tasks worked on.
  • The author of the function.

A warning icon next to a function means that the function is not confirmed.

Click the arrow next to each function description to expand a menu where you can:

  • create a task in a stage;
  • access the task tree of a function;
  • access the list of function tasks.

18f.png

Attention! The function stage changes automatically and is marked as completed when all tasks in the stage concerned are closed. The function is marked as completed when the last stage is closed. If you open at least one of the tasks of the completed function, the function’s status will change into “New”. The function’s status will be the same as before closing it: if the function was submitted, it will remain the same.

To quickly view the statistics of all function stages on the estimated end date, the days spent and the delay time, move the mouse over the “i” icon. You will get a table with the most important statistical information:

19f.png




Beedo logo 80x65.png Function filters


01filter2.png

It is possible to filter the data of all active functions. Here is a list of filters:

  • Space filter is standart. To view functions assigned to a specific space, select the space.
  • Template filter enables you to view functions created under the template concerned. This filter is obligatory since it determines the stages to be displayed.
  • Activity filter is standard, but not mandatory. Here, you can indicate one of the activities of the space selected. This filter is not active if the space is not selected.
  • Member filter is standard, but not mandatory. Here, you can select one or several employees. In this case, the system will show you all functions the person work on or which correspond to the data of other filters.
  • Sorting filter is standart. You can select to sort ascending or descending by name, priority or date of the task.
  • General filter is non-standard filter. Here you can select functions by very specific features:
    • My created functions shows only the functions you have created;
    • Show that are late will show you the functions with missed deadline;
    • To filter functions by deadline choose the period: last week, last month, show all or enter custom dates;
    • To filter functions by creation date choose the period: last week, last month, show all or enter custom dates;
    • To filter by last comment you must choose the date or time period too;
    • If you mark "Show not commented selected period" you will see just not commented functions.
    • Choose the exact priority or filter them all at once;
    • To see closed functions mark "Also show closed that were edited".

On the left side of the page, you select which statistics to see: functions or stages.




Beedo logo 80x65.png Settings


Settings of functions are changed via space control settings.

The settings menu is on the top right. Click “Settings” and select “Space (company) control” in the menu.

A settings control window will open. If you have multiple spaces, select the one the settings of which you want to change.

If the function module is disabled, you will not see additional functions-related settings. To enable the “Function control” module, tick “Enable”. When the module is enabled, activity “Function templates” will be created in the space concerned.

Enabling the function control module expands the settings table. Here, you can make additional settings:

  • enable/disable the display of functions in project lists;
  • create buffers to be used when creating all new function templates;
  • create stages to be assigned by default to all new function templates.


Personal tools
Namespaces

Variants
Actions
Navigation
Toolbox
Print/export