Create project resources

Purpose

Technology resources are needed to support all DORIS projects, from time tracking to file management. Resources that need setup include:

1. Toggl (online time-tracking tool) 
   1. All project hours must be entered in Toggl.
      
2. Box.com project folder
3. Google Drive project folder
4. Slack project channel

Responsible Party

Operations Manager

Interdependencies

• Project resources can be created after the Sales-to-Project Handoff Meeting is completed. 

Directions

1. Setting up Toggl
   • All project hours must be entered in Toggl, an online time-tracking tool. 
   • Click on the “+ New Project” button in the top right corner.
     
   • Name the project according to the Sales-to-Project Handoff
   • Select the appropriate project template (Assessment or Research w/ Usability, etc).
   • Select the client 
   • Set the time estimate based on (button shifted to the right). Click the Time Estimate down arrow, and ensure that "Calculated task-based estimate" is checked.
   • Ensure the project is not set to private
   • Click Apply when done
     
2. Box folder
   • Log on to Box.com. 
   • Go to All Files/2 - Projects/New Project Folder 2024.
   • Make a copy of the entire folder, and rename it with the project name.
3. Google Drive folder
   • Go to Share with me/2 - Projects and create a new folder with the project name.
   • Go into the newly created project folder, and create a folder for each phase.
     • 0 - Communication Content
     • 1 - Project Launch
     • 2 - Project Preparation
     • 3 - Challenge Seeking
     • 4 - Challenge Defining
     • 5 - Solution Seeking
     • 6 - Solution Defining
     • 7 - Project Conclusion
   • Go to Share with me/2-Projects/Project Management/2024 New Project Folder
     • Make copies of the Master List and Call Log files and move those into the project folder.
     • Move the Project Charter file to the project folder that was created from the Sales to Project Handoff meeting.
4. Slack channel
   • Open Slack.
   • On the left side where the existing channels are listed, click on the Add channels button.
   • Click on Create a new channel and enter the project name in lowercase letters.
   • Add everyone in Ops and Sales to the channel.
   • Click in the project channel, and select the Bookmarks button.
   • Click the Add Bookmark button, and add the Project Charter.

Resources

Link to templates, etc.

Example:

Toggl Projects tab 

Slack

Box

Google Drive