Frequently Asked Questions: Implement

• Once Tasks are assigned to a User, they will appear under the user’s Projects folder.  The User can input the Actual Hours Worked and % of Work Completed, lock their input and click save.
• Alternatively, once Tasks are assigned to a User, they can input the hours worked on each Task in each day and % of Work Completed under Time Sheet.

If the User’s account is locked due several failed attempts, for example, placing checkmark next to the Reactivate account and clicking Save with reactivate the user account.

Click on the desired (project account) under Project Account, Select Yes for Convert to User Account field and click Save.

The % of work completed is displayed under Progress under Track.

The data is entered by each individual in ADVISOR under Time Sheets under Personalize.  All Tasks assigned to the User are displayed and each user can enter the number of hours worked on each task as well as indicate the % completed.  Once data is Committed, it is displayed under Progress for Project Manager.  Please not that the Time Sheet will only appear if the user is assigned this privilege.

ADVISOR checks that the proposed change in schedule will not violate dependencies and constraints and displays a message indicating why the proposed change in schedule is not valid. The schedule can be changed if:

• All dependencies are not being violated by the proposed change.
• All constraints are not being violated by the proposed change.
• The Start Date of every task commences after the project start date.
• The End Date of every task occurs after the Start Date of the Task.

You can generate a comprehensive project plan using the Project Plan report under Plan. This includes the Start and End Date of each Task as well as who will be performing each Task.

Yes, Course schedule can be imported from to a Project Plan by selecting the Course under the Import Course field under Project title.

• You can adjust the time for all Phases at the same time by clicking on the Edit All button under Phases. This will automatically adjust the time for each Task based on the work% assigned to them.
• You can adjust the time for each Task/Activity by clicking on the Project Plan button and changing the Work % field.

Once the 1^st course (Phase) is created, place checkmark next to it and click the Duplicate button to create another Phase (course) with the same Tasks/Activities and schedule.  Next, rename the Phase (course) title and adjust as needed

The Training Plan and Schedule under Training Design is based on the User Recommended Delivery Option versus the Currently Used Delivery Option.  The User Recommended Delivery Option is specified in Training Design under User Recommendation.

Click on Project Status under Track, specify Start Date and End Date and click Save. Discrepancies for each Project Phase and Task/Activity are presented – including projected number of hours ahead or behind schedule.

Click on Project Status under Track, specify Start Date and End Date and click Save. Discrepancies for each Project Phase and Task/Activity are presented – including projected number of hours ahead or behind schedule.

COriginal Start and End Dates under Schedule can only be edited by individuals with administrative privileges.  Other users can see but not edit.

Yes, Projects Status report under Manage Projects under Reports allow users to view the schedule and status of multiple projects for any given time. This includes individuals assigned for each Task/Activity, % completed, as well as hours worked, hours planned and hours ahead/behind schedule.

Under Progress under Track, the Project Manager can review the data submitted by each individual and accept or decline under the Sign Off field.

Each Task/Activity requires specific effort (work hours) and costs to complete.  If you assign 100% of the work to an individual, it implies that the individual will conduct all the work on this Task/Activity.  If on the other hand two individuals are assigned to the same Task/Activity and the effort is equally divided between the two individuals, then you can assign each individual 50%. In other words, if the Task/Activity requires 24 hours to complete, and you assign 50% to two individuals, then each individual will perform 12 hours. The same would be true if you assign 100% to two individuals. Since the effort is 24 hours, the Work will be divided equally among the two.

Disparity reflects the difference between the number of hours worked on a Task/Activity versus the planned number of hours for the Task/Activity.  ADVISOR calculates the disparity based on these numbers as well as the % of work completed.  For example, if an individual worked 12 hours and the effort needed to complete the work is 12 hours, but the % completed is 0%, the disparity is -12 hours.  If on the other hand, the individual indicated that 100% of the Task/Activity is complete – then the disparity in this case would be 0.  If the individual worked 8 hours and the Task/Activity is 100% complete than the disparity is +4 hours – i.e., the Task/Activity is completed faster than expected.

If the Task/Activity duration (i.e., End Date – Start Date) increases from the Original Plan, it will show as Late an in Red.  For example, if you change the End Date for Task/Activity 1 under Schedule to 03/04/2026 from 03/03/206, the Task/Activity Status will display Late.

Slippage (Duration Discrepancy) indicates changes in due date.  It is calculated as follows:

• For each Task/Activity within a Phase Slippage (Duration Discrepancy) is calculated as follows: Slippage = (End Date – Start Date) – (Original End Date – Original Start Date).  To view Original and Current Start and End Dates, go to Project Management, click on (project), click on Plan and click on Schedule.

• For each Phase, Slippage (Duration Discrepancy) is calculated by adding all the Slippage (Duration Discrepancies) for all Tasks/ Activities within the Phase. For example, if a Phase has 10 Tasks/Activities, and each Task/Activity is experiencing a 10-day slippage, then the total slippage for the Phase will be 100 days

Slippage (Duration Discrepancy) in the Project Timeline Status Report is reported for each Phase.  Each Phase, in-turn, includes several Tasks/Activities. Each Task/Activity may be completed on time, may require less days than originally anticipated, or more days than initially anticipated. In other words, the computation will account for the time behind schedule as well as the time ahead of schedule. In this case, no slippage will be reported for project.

• If a Team Member indicates that a Task/Activity assigned to them has been completed, they can continue to submit updates until it has been accepted by the Project Manager.
• Once the Project Manager signs off on a Task/Activity under Progress, then it is hidden for corresponding Team Members.
• To reactive the Task/Activity, Project Managers can change the Sign Off to Pending. This will redisplay the Task/Activity to Team Members so they can continue to submit updates.

For each Task/Activity, the “Percent Completed” is based on Team Members input. For example, if the Task/Activity is divided equally between two Team Members, and the 1^st Team Member completed 50% of the work assigned to them, and 2^nd Team Member did not yet start, then % Completed for both is 25%.  In this example, both Team Members will be presented for the Task/Activity, and % Completed for Team Member 1 will be 50% and Team Member 2 will be 0%.

Once Team Members update the % of work completed for Tasks/Activities assigned to them, ADVISOR automatically updates the % of Task Completed for the Project Manager. To view, the % Completed, go to Project Management, click on Projects, click on desired (project), click on Track and click on Progress.

Unless the project is shared with Team Members, Team Members will only have access to the Tasks/Activities assigned to them.

Project can be shared with Team Members by clicking on the Share with tab under a project, placing checkmark next to Team Members names and clicking Save.

Go to Project Management, click on Projects, click on desired project title, click on Track and click on Project Status.  Once Team Members update and save the time spent working on each Task/Activity, the data is automatically updated in Project Status report. The report presents all Phases and Tasks/Activities in the Project, Hours Planned, Hours Worked, and the Disparity.

Colors in the Project Status report can be interpreted as follows:

• Grey indicate Tasks/Activities that have been assigned to Team Members but not accepted or reported on.
• Green and Grey indicate that Tasks/Activities are underway and on or ahead on schedule. For example, if a Team Member completed 55% of the Task/Activity within 50% of the assigned time, then they are ahead of schedule. These figures are presented on the left side of the Gantt Chart.
• Red and Grey indicate a Task/Activity is underway and behind schedule. If place mouse over a bar, the Start and End Dates of the Task/Activity will appear.
• Green indicates that the Task/Activity is completed.
• Red indicates personal activities – i.e., vacations, training, statutory holidays, sick leave, etc.

Yes.  Go to Project Plan, click on Projects folder, click on desired project, click on Plan, click on Assign Resources. To assign Personnel to all Tasks in the Project, click on Assign Personnel button. To assign Resources to all Tasks in the Project, click on Assign Resources button.

Tasks/Activities assigned to Team Members with Project Accounts are automatically accepted, while Tasks/Activities assigned to Team Members with User Accounts are displayed as pending until the Tasks/Activities are accepted by the Team Member.

ADVISOR assigns the hours based on the Time (Work) assigned to the Task/Activity and Work (% of Total) allocated to each individual. For example, if the Time (Work) assigned to a Task/Activity is 50 hours, and the 1^st individual is assigned to 25%, and no other individual are assigned to the Task, then the full 50 hours will be assigned to this individual. If a 2^nd individual is assigned 25% of the Task, each individual will be assigned 25 hours.

If Team Members require supervisors (individuals they Report To) approval to accept assignments, then their supervisors are notified once they accept Tasks/Activities.  Supervisors’ Project approval is indicated under Approval under User Account.  If Project Approval is not required, then supervisors will not be notified.

End Dates change under one of the following conditions:

• If you change the project Start Date and set the Change Tasks Date field to “Yes”. In this case, the Start and End Dates of all Tasks/Activities in the project are updated accordingly.
• If you execute the Auto Generate schedule function under Schedule.
• If manual changes are made to the schedule under Schedule.

If Team members with Project Accounts are not assigned the Time Sheets or Projects privilege, then the Project Manager can update the hours that individuals worked on each Task/Activity as well as % of Work Completed.

To update:

• Go to ADVISOR Setup
• Click on Project Accounts
• Click on desired Team Member
• Click on Projects
• Update Actual Work (hours) and % of Work Completed for each Task/Activity and click save. If the Actual Work and % of Work Completed are presented in read only mode, click on the corresponding Edit button.

Project Managers can use Sign Off to indicate to Team Members whether the Task/Activity has been accepted/completed, or cancelled – i.e., no longer needed.  When a Task/Activity is Accepted or Cancelled, Team members assigned to this Task/Activity will no longer be able to update. In fact, the Task/Activity will be moved from Projects to Completed Projects.  Declined can be used when a Team Member indicates that a Task/Activity has been completed, but Project Manager believes that additional work is still needed

A project can be created and named “template project” with generic Phases and Tasks/Activities. Personnel and Resources can be allocated to various Tasks/Activities. The “template project” can then be copied, renamed and modified.

ADVISOR Enterprise includes an email function to quickly notify Team Members impacted by a change to Tasks/Activities assigned to them. The email notification is automatically triggered once a change to schedule is made.  To send email notifications, go to Project Management, click on Projects, click on desired project, click on Plan, click on Email Notification, place checkmark to Notify project personnel and click save.

Email notifications will only be sent to individuals and resource managers affected by the changes. Each individual will receive a personalized email including Tasks/Activities assigned to the individual that have been changed.  Email Notification will disappear once emails are sent.

Verify that each project in Excel file has a unique Reference Code, and that existing projects in ADVISOR have unique Reference Codes.

Most likely the data is saved in memory. You can either copy and paste the date from another cell; or log out and log back into ADVISOR.