User Manual Plan, version 1.

1
Author: Rizwan Abbasi, Initech
December 9, 2010
 Version Date Changes
Version 1.1 December 6, 2010 Added chapter content
Version 1.0.1 November 17, 2010 Extended table of contents
Added Managing courses in toc
Version 1.0 November 17, 2010 Initial table of contents
Contents
1 Introduction 4

2 Installation guide 4
2.1 Supported web-browsers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
2.2 Where to access the application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
2.3 How to set-up or receive an account for the service . . . . . . . . . . . . . . . . . . . . . . 4

3 Projects 5
3.1 View Project by Lab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
3.2 Add Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
3.2.1 Set up Edit Budget Constants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
3.3 Assign Employee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
3.4 Add new cost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

4 Course Management 12
4.1 View all courses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
4.2 Edit Course . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
4.3 View all course instances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
4.4 Edit Course instance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
4.5 Create New Course . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
4.6 Create New Course Instance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
4.7 Past Funding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
4.8 Set Current Funding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

5 Course Signup 15
5.1 View All Course Instances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
5.2 Course Signup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

6 Time Reporting 15
6.1 View reported hours . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
6.2 Add new hours . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

7 Personnel 18
7.1 Add personnel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
7.2 Managing personnel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
7.3 Adding employee logins . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
7.4 Managing employee logins . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

8 Contact us 20
8.1 Contact us form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
8.2 Contact us through Email . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
8.3 Contact us through post . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Project Master User Manual 2 INSTALLATION GUIDE

1 Introduction
This software ,Project Master, is developed to manage budget, projects, courses and employees of various
labs. The aim of Project Master is to help organizations in managing their resources effectively. By using
Project Master, you will have access to a web based budget and prognosis system, where you can enter
information regarding the projects of various labs. This is done by facilitating time reporting, resource
management, handling employees, course management, users and groups. The software is developed
general enough that it meets the requirements of any educational institution. Thus, managing the
budget of labs, employees, and courses and handling permissions. By using Project Master you can
create a budget for each lab so that on a particular day you can know how large the amount left for a
specific lab is.

2 Installation guide
No installation is required as our Project Master software is provided as a service. You will only need
one of the web browsers supported (listed below) and an account for the service to access Project Master.

2.1 Supported web-browsers

The following browsers are supported by our software:

• Windows Internet Explorer 8

• Mozilla Firefox 3.6
• Apple Safari 5

• Opera 10.63
• Google Chrome 8

You can easily download one of these browsers from one of the following web addresses:

Microsoft Internet Explorer http://www.microsoft.com/windows/downloads/default.aspx

Mozilla Firefox http://www.mozilla.org/firefox/
Apple Safari http://www.apple.com/safari/
Opera http://www.opera.com/
Google Chrome http://www.google.com/chrome

2.2 Where to access the application

Project Master is a web based application that can be accessed from the following URL
http://pumi-1.ida.liu.se/projectmaster/

2.3 How to set-up or receive an account for the service

You have to enter username and password, provided by administrator, at the login page. High level
accounts such as administrators will be provided by Initech, low level accounts such as normal users will
be set-up within the software by administrators.

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Project Master User Manual 3 PROJECTS

3 Projects
3.1 View Project by Lab
Initialization: You are in View Project by Lab after creating the project

Initial situation
(Figure 3.1)

Step 1: Choose the project from drop down list

(Figure 3.2)

Step 2: Choose the project you want to see from the list of available project assigned according to lab.
(Figure 3.3)

3.2 Add Project

Initialization: Currently you are in the add new project menu option

Initial situation
(Figure 3.4)

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Project Master User Manual 3 PROJECTS

Step 1: To create new project give new project number and new project name.
(Figure 3.5)

Step 2: Click on the Create Project button to assign your task. You come back to the Budget set
up Create user manual page.

3.2.1 Set up Edit Budget Constants

Step 1: When you click on edit budget constants, then this page will open
(Figure 3.6)

These are the other type of cost that is directly related to the project. So give all the cost and store
it and you will be redirected to the Budget setup Create user manual page.

3.3 Assign Employee

Initialization: You are on the ”Budget Setup” view after creating a new project.
(Figure 3.7)

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Project Master User Manual 3 PROJECTS

Step 1: Click on the Assign employee link in the left menu. The list of all employees is displayed.
(Figure 3.8)

Step 2: Check the box of all employees you want to assign to your project.
(Figure 3.9)

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Project Master User Manual 3 PROJECTS

Step 3: Click on the ”Assign” button to submit your choice. You come back to the ”Budget Setup” view with
your employees added.
(Figure 3.10)

Step 4: The default time allocation to an employee is 100% of his working time. Click on the employee’s name
to setup the time allocation.
(Figure 3.11)

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Project Master User Manual 3 PROJECTS

Step 5: Change the ”Number of hours” you want to allocate, or the ”Percent of work”. The other field is
automatically updated.
(Figure 3.12)

Step 6: Submit your changes by clicking on ”Ok”. The cost is updated with your new parameter.
(Figure 3.13)

3.4 Add new cost

Initialization: You are on the ”Budget Setup” view after creating a new project
(Figure 3.14)

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Project Master User Manual 3 PROJECTS

Step 1: Click on the ”Add cost” link in the left menu. An empty form is displayed.
(Figure 3.15)

Step 2: Fill in the ”Cost Name” and add a ”Cost Description” to your new cost.
(Figure 3.16)

Step 3: Select if your cost is a ”Factor” or an ”Amount”. Factor: the cost will be calculated as a factor of the
project’s cost. Amount: the cost will be fixed.
(Figure 3.17)

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Project Master User Manual 3 PROJECTS

Step 4: Add the value of your cost

(Figure 3.18)

Step 5: Register your new cost by clicking on the ”Add” button. The ”Budget Setup” view is displayed with
your new cost.
(Figure 3.19)

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Project Master User Manual 4 COURSE MANAGEMENT

4 Course Management
4.1 View all courses

This screen displays all the available courses with edit and delete option next to the Req. hours column
(Figure 4.1)

4.2 Edit Course

This screen comes up when we click edit button in available courses screen. Type the new course name and the
required work hour field and click the “Update Course” button in screen. Course information will be updated
in database.
(Figure 4.2)

4.3 View all course instances

From left menu click the link “View all course instances” and it will come up with the course instances screen,
with edit and delete options for each instance.
(Figure 4.3)

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Project Master User Manual 4 COURSE MANAGEMENT

4.4 Edit Course instance

We can edit a course instance by clicking the edit button for a specific instance, then this screen will come up.
Type the participant fee amount and the max participants allowed to take the course and click the “Update
course instance” new data will be updated in database.
(Figure 4.4)

4.5 Create New Course

Step 1: From left menu click the link “Create new course”, new course screen will come up with empty fields.
(Figure 4.5)

Step 2: Fill the fields with new course data, and click the “Create Course” button to save the record.
(Figure 4.6)

4.6 Create New Course Instance

Step 1: Click the “Create new course instance” link form left menu and new instance screen will come up
with empty fields.
(Figure 4.7)

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Project Master User Manual 4 COURSE MANAGEMENT

Step 2: Choose the course from the dropdown “Course id :” to create a new instance for a course. Fill in the
other fields to create record, click the button “Create course instance”.
(Figure 4.8)

4.7 Past Funding

Click the “Past funding” link from left menu, then this screen will come up with funding details.
(Figure 4.9)

4.8 Set Current Funding

Step 1: Click the “Set current funding” from left menu to set new funding, and funding screen will come up
with past funding value.
(Figure 4.10)

Step 2: Change the funding value with new funding value and click the “Set funding” button to save the new
finding value in database.
(Figure 4.11)

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Project Master User Manual 6 TIME REPORTING

5 Course Signup
5.1 View All Course Instances

Click the “View all course instances” from left menu, and this screen will come up with available courses for
sign up with “Sign up” button. Different columns are displayed with course instance information, course name,
instance id, course fee and max participants allowed to signup.
(Figure 5.1)

5.2 Course Signup

Step 1: Click the “Signup” button from last column in available course instances screen and signup form will
be displayed with empty fields.
(Figure 5.2)

Step 2: Fill the fields with required data and click the “Signup” button to sign up in course instance.
(Figure 5.3)

6 Time Reporting
Time Reporting menu implements the following two functionalities:

1. View reported hours – this view is used for viewing the reported hours of a particular employee for
a particular project from a specified start date till a specified end date.
2. Add new hours – this view is used to add new hours for any project by the employee for a particular
date. These are explained below with the help of screenshots.

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Project Master User Manual 6 TIME REPORTING

6.1 View reported hours

Step 1: Click on the View reported hours link in the time reporting menu.
(Figure 6.1)

Step 2: Click on the calender symbol beside the start date and choose a date menu.
(Figure 6.2)

Step 3: Choose an end date and choose project from the drop down menu.
(Figure 6.3)

Step 4: Choose the employee from the drop down option and click on search button
(Figure 6.4)

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Project Master User Manual 6 TIME REPORTING

Step 5: The reported hours is displayed as below. You can delete or edit by clicking on the delete and edit
symbols respectively.
(Figure 6.5)

Step 6: Editing can be done by re-entering any of the fields below: Date of work, project, hours, minutes,
comments
(Figure 6.6)

6.2 Add new hours

Step 1: Click on the calender symbol besides date of work and select a date for which time has to be reported.
(Figure 6.7)

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Project Master User Manual 7 PERSONNEL

Step 2: Select project from the drop down option, enter hours, minutes and comments and click on the button
add to add new hours.
(Figure 6.8)

7 Personnel
Using ProjectMaster, personnel can be managed using the corresponding menu item Personnel. The
personnel section contains functionality for managing personnel, therefore adding and editing employees,
as well as adding logins for employees.

7.1 Add personnel

To add personnel, choose Personnel - Employees - Add Employee. You will then see the form for adding
a new employee as shown in figure ??. Please note that all fields are required.

• Swedish Personal Number (required) The swedish personal number of the new employee,
allowed formats are YYMMDD-NNNN or YYMMDD-CNNN, where YY is the year in two-digit
format and the same applies for MM (month) and DD (day). N is a number from 0 to 9 and C is a
character, enabling the use of temporary swedish personal numbers, where C normally means the
upper-case character P.
• Yearly Work Hours (optional) The amount of hours the employee works in one year. Use a
point as separator in case you are’t using only full hours.
• First name (optional) The first name of the new employee.
• Last name (optional) The last name of the new employee.
• Lab (required) The lab the employee is working in.
• Salary (optional) The monthly salary of the employee.

When you are done with filling out at least the required fields, click Add Employee to add the new
employee. If all inputted data was in a valid format, the message Employee created will be shown (see
figure ??) and you will see an overview of all existing employees.

The form for adding a new employee

(Figure 7.1)

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Project Master User Manual 7 PERSONNEL

The new employee was successfully added to the system

(Figure 7.2)

7.2 Managing personnel

To manage already existing personal, therefore remove or edit existing employees, choose Personnel -
Employees - View Employees. You will now see a list of all existing employees and using the options in
the outer right column of the table, you can either delete or edit an employee.
To delete employees, select the employees you want to delete using the check-boxes on the right
side of the table and then finally delete the selected employees using the Delete button at the bottom of
the table. Please note, that you won’t be asked for a confirmation of the removal. The message Employee
removed will be shown for each successfully deleted employee.
To edit an employee, click on the pen symbol on the right side of the row containing the employee
you want to remove. The same form you already used for adding an employee will be shown, including
the already available values for the selected employee. The same input rules as for adding a new employee
apply, also see chapter 7.1 Add personnel.

7.3 Adding employee logins

When you added a new employee to the system, the employee won’t yet be able to login, because he yet
has no login. Using Personnel - Users - Add User (also see figure ??) you can add a login for an existing
employee.

• Employee (required) Choose the employee for who you want to add a login from the dropdown
list.
• Username (required) The username that the choosen employee shall be able to use to login to
the system. The username is limited to 10 characters, but you might use arbitrary characters.
• Password (required) The password that must be used in combination with the provided user-
name to login. Not limited in length or restricted in characters.

Adding a login for Pernilla Fredman

(Figure 7.3)

7.4 Managing employee logins

Using the user list that you can find on Personnel - Users - User List you can either delete or edit logins.

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Project Master User Manual 8 CONTACT US

To delete a login for an employee, just check the check-box on the right in the according row and
then click the Delete button at the end of the list. Note that you can select and delete multiple employees
at a time and that you will only remove the selected login, not the employee that is associated with it.
A confirmation message User xyz removed will be shown for each removed login, where xyz is the login
that was removed.
To edit a login for an employee, click the pen symbol in the according row. You will then see a
form where you can change the password. The same password rules as during the login creation apply,
see chapter 7.3 Adding employee logins for details. Confirm the changed password by clicking the button
Edit user.

8 Contact us
If you have any confusion or problem regarding Project Master, you can contact us by clicking Contact
link (on the top right).

The contact link on the top right of every page

(Figure 8.1)

8.1 Contact us form

There are some text fields in contact us form. You have to fill in your name, company name, email
address, subject of the email and the particular issue you are facing. Describe briefly about the problem
you are facing in the issue text box. Finally press the send button to send your email.

8.2 Contact us through Email

You can also contact us by sending your problem through email at the following email address, info@initech.com

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Project Master User Manual 8 CONTACT US

The contact us formular

(Figure 8.2)

8.3 Contact us through post

You can also contact us through post at the following postal address.
Initech Linköpings University SE-581 83 Linköping Sweden

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