USING SMARTSHEET: PhD studentships

Guide 23.4.2012

You have a smartsheet (PhD yourname) to record your projects progress / key outputs. Your smartsheet will be reviewed at each meeting of the Management Board. The focus will be on the Traffic Lights in the RYG column: Green Amber Completed / On track = no worries Some issue(s) have emerged If not sorted appropriately could lead to slippage in the timeline shown Red There are issue(s) with no current solution; Slippage in stage completion date is expected 1. Ensure a traffic light is selected for every row. 2. Use the COMMENT column for a very brief, high-level comment on the project stage. 3. Use ATTACHMENTS to upload all interim / final reports, associated data / images - this smartsheet and its attachments will be the key record of the project. 250MB max (there is an IBIS-wide storage limit, we will contact you if you store several gigantic files here!). 4. Use DISCUSSIONS to initiate / pursue / expand on any row comment / issue. Any comments made by the Management Board will be added as a sheet-level discussion accessed from the Discussions tab at the bottom of the smartsheet window. The student and/or supervisors are welcome to participate in all discussions. Attachments can be added to discussions. 5. Use your smartsheet to record all your IBIS-related TRAVEL away from your base (away from SCENE or QUB). For every distinct trip / stage of trip, enter text in the Task Name column, and ensure a corresponding entry in the Start and Finish date. Any attachment or discussion can be accessed directly from within the calendar view (double-click or right-click on the entry in the calendar view). 6. You are also have a reserve smartsheet (# yourname), with EDITOR rights, for you to use for testing etc. Ensure that your main sheet (PhD yourname) is kept up to date, as that is the sheet that will be monitored. 7. Examine the Alerts tab at the bottom of the smartsheet window. You may, or may not, want to be mailed after every change anyone makes. 8. Let us know if you want to change the list of people to whom your sheet is shared to. 9. Make and keep backups for yourself. The Help available via the link at the top of smartsheets window is good. Ask any of the IBIS Admin team if you remain stuck. Your feedback is always welcome. Andrew Smith (also see next page)

Who can see / mess with my smartsheet and its data? Sheet access rights (cumulative): Viewer: default = IBIS Management Board; Supervisor(s) and board for this project) (let us know if you want anyone else added as Viewer)* View all the sheet data Export and send rows and attachments View attachments but cannot add or delete attachments. Set reminders and notifications for themselves Filter, sort rows and freeze columns, but cannot save No editing or sharing power Editor: the student and her/his supervisor(s) Edit unlocked rows and columns Insert and delete rows Filter, sort rows and freeze columns Send update requests Add or delete attachments Extra for Editor with right to share to others Share with others if allowed. They can only share a sheet with others if the 'Editor can share with others' checkbox is selected when they are shared the sheet. [Note - that checkbox only appears when the Editor type is selected] Admin: The IBIS admin team based in SCENE Insert, delete columns, change column properties Hide/unhide and lock/unlock columns Set alerts and reminders for other people Edit conditional formatting rules Edit Smartforms Edit dependency settings * You can also get comments from external parties (= anyone not in the sharing list) by sending them an update request on a sheet or row that has a discussion associated with it. The update request link will give the external party access to the sheet or row (one time only), enabling them to click on the Discussion and add a comment.