Mission Control User Guide
Welcome to Mission Control, the cloud-based project management system that helps you keep your finger on the pulse. Having access to all of your project data ‘in the Cloud’, we are confident you will enjoy using Mission Control.
This user guide will assist you with the installation, configuration and administration of Mission Control. Use the button below to download a PDF version of the user guide or navigate the various sections online using the toggles that follow.
Mission Control is a native application that runs on the Force.com platform. It is a project management system that integrates with the cloud-based CRM system, Salesforce.com. It enables you to manage all of your projects from the cloud, integrated with your existing Salesforce.com system.
Mission Control is available for the following editions of Salesforce.com:
If you are using any other edition, please speak to your Salesforce.com Account Executive about upgrading.
To install Mission Control, click the Get It Now link on the AppExchange.
Confirm you agree to the terms and conditions and install the application
Enter your Salesforce.com User Name and Password and click Log in to Salesforce
Review the package contents and click Continue
Approve the package API access by clicking Next
Choose your security level by selecting ‘Grant access to all users’ and then clicking Next.
You will now get a message that states your installation is complete and Mission Control will show on your application list.
Congratulations! Your Mission Control application has been installed correctly. You are now ready to move on to Configuration.
Before you can begin using Mission Control, there are a few steps required to configure the application to your specific Salesforce.com org.
Mission Control is licensed on a per user basis. When you install Mission Control into your Salesforce.com org, you will need to assign your Mission Control licenses to your Salesforce.com users. To do this, follow the steps below:
PLEASE NOTE: You do not need to assign Mission Control licences if you are installing in a Sandbox environment.
Should you need to increase the number of Mission Control user licenses, please email firstname.lastname@example.org.
Mission Control can be configured to send Daily Digest emails to Action Owners grouping Actions into three categories:
These Daily Digests can be activated from the Daily Digest panel of the Mission Control Console by following the configuration process below:
Your daily digests are now active and will be generated daily at the start time you specified.
Note: Each individual Action Owner can subscribe / unsubscribe to the digest email by adjusting the ‘Receive Digest’ setting on their ‘Role’ record. The default is subscribed.
Mission Control allows you to generate sample data so that you can evaluate and get up and running quickly. If you would like to take advantage of this feature, navigate to the Mission Control Console in the Classic View and click the “Create Sample Data” button. This will populate sample records in all of the key objects required for Mission Control. Please note that once this sample data is created, you will need to manually delete each record that is no longer required.
That’s it! That is all the configuration you need to do. You are now ready to start using Mission Control. Continue reading to find out how to launch your first mission!
Mission Control consists of 18 objects that hold the data relating to various aspects of your projects. These objects are:
You can access each object in the usual manner via their own individual tabs. However, you can launch straight into most of these areas directly from the Mission Control Console.
The Mission Control Console has been designed to work as your ‘command centre’, providing quick access to any aspect of your project data.
Mission Control Console – Lightning Experience
Mission Control Console – Salesforce Classic
From the Mission Control Console, you can quickly perform the following actions:
The following features are currently limited to the Salesforce Classic Console view:
To create the framework of a new project quickly, directly from your Mission Control Console, follow the steps below:
You can remove any of your Milestones by clicking the ‘Remove’ button. You can also clone an existing Project by clicking the ‘Clone’ button.
Once you click the ‘Create Project’ button, your new Project (and related Milestones) will be created and the Project’s edit page will be displayed. From here, you can save the Project as is, or you can add further information to the project such as status, Project Owner and billing information. Once your project is saved you can quickly create the project actions using the Create Actions button. (See more detail on creating actions later in this document)
Projects can also be created using the standard ‘Create New’ options within Salesforce for the Project, Milestones and Actions.
Before adding actions to your project, it is important that you have completed the settings & billing information on the project if you are planning on using the financial information within the app, as the financials will be calculated as soon as you create your actions, based on this project information:
Mission Control allows you to track the revenue and costs of a Project. This enables you to track the Profit & Loss for individual Actions, Milestones and Projects.
You’re able to specify the Billing Rate and Cost Rate for each Project – the options are ‘Standard’ and ‘Role-based’.
Standard – This option will use the ‘Billing Hourly Rate’ and ‘Cost Hourly Rate’ on the Project. These are calculated based on the ‘Billing Day Rate’ and ‘Cost Day Rate’ values that you specify on the Project, which are divided by the ‘Hours per Day’ value.
Role-based – This option will use the ‘Billing Hourly Rate’ and ‘Cost Hourly Rate’ specified on the individual Role records, or the project specific role rates specified using the Manage Rates button on the individual project.
Skill-based – This option will use the ‘Billing Hourly Rate’ and ‘Cost Hourly Rate’ specified on the skill assignments for each individual role involved in the project based on the skill required to complete the action. In the event that Skill-based is selected for the billing type and there is no skill-based rate for the specific skill, the project specific role rates will first be used. If there are no project specific role rates in place (manage rates), then the roles standard rates will be used.
When logging hours against a Project, the ‘Hours Completed – Billable’ will accrue when the ‘Non Billable Indicator’ on the Time Log is FALSE. Where it is TRUE, the time will be attributed to the ‘Hours Completed – Non Billable’.
There are currency fields that track the ‘Billable’ and ‘Cost’ values for the Project. Hours will be taken into account for the ‘Cost’ calculation regardless of whether they are billable or non-billable. Only hours that are considered billable will be calculated into the ‘Billable’ value. The example below aims to illustrate how this new functionality will work.
Scenario: Mick Fanning works for Rip Curl and has been assigned as the Action Owner of an Action on a Project to build a new website. The Action will require Mick to carry out both billable and non-billable work to deliver the Action. The following parameters will be used for the Project.
Hours Per Day: 8
Billing Rate: Standard Cost Rate: Standard
Billing Day Rate: $1,200 Cost Day Rate: $800
Billing Hourly Rate: $150 Cost Hourly Rate: $100
These parameters illustrate that Rip Curl will earn $150 revenue for every billable hour that Mick works on this Project. For every hour works on the Project, Rip Curl will incur $100 cost (e.g. salary, overheads, etc).
Mick logs 2 hours of billable time and 1 hour of non-billable time on the Action. The net result is as follows:
Hours Completed – Billable: 3
Hours Completed – Non Billable: 1
Total Hours Completed: 4
Hours Completed Value (Billable): $450 (3 hours (billable) x $150 (the Billable Hourly Rate))
Hours Completed Value (Cost): $400 (4 hours (billable & non billable) x $100 (the Cost Hourly Rate))
P&L (Actual): $50
These calculations are available for the Scheduled Hours, Completed Hours and Remaining Hours.
A Validation Rule has been included that will prevent users from entering a number greater than 0 in the Hours Scheduled – Billable field if the Non Billable Indicator = TRUE.
Out of the box, this Validation Rule is inactive. If you would like to active the rule, please carry out the following steps:
You have the ability to specify whether a Project is being measured on a ‘Fixed Price’ or ‘Time & Materials’ basis. There is no fundamental difference to the way the calculations will work. However, on a Fixed Price project, you may want to restrict the number of ‘Billable’ hours completed to ensure it does not exceed the scheduled billable hours. In addition, periodic billing can only be applied to Time & Materials based projects. Manual and Milestone Billing can be applied to either type.
To assist with management of scheduled and completed hours on fixed price projects, Mission Control includes a Validation Rule that will prevent the User from logging time if it will push the completed billable hours over the scheduled billable hours.
Out of the box, this Validation Rule is inactive. If you would like to activate the rule, please carry out the following steps:
You can specify on an individual Project basis whether overtime can be calculated into the billable and cost values using the following fields:
When logging time, the User will be able to specify whether or not the time they’re logging is ‘Overtime’. If the above fields have been set, the billable and cost values for the Project will calculate the Hours x Overtime Ratio x Hourly Rate (whether this is standard, role based or skills based).
You are able to specify hourly rates per Role, per Project using the Manage Rates feature. This means you can specify different hourly rates (billable and cost) for Roles that may be working across different Projects.
For Example, when working on the project to develop a website for Billabong, the Hourly Rates for Mick Fanning may be $150 (billable) and $100 (cost). However, for a similar project to develop a website for Quiksilver, we may have needed to offer a discount in order to secure the deal, which means Mick Fanning’s billable rate may only be $120 for this project.
To use this feature, you need to set the rates prior to creating any Actions. After creating the Project & Milestones, navigate to the Project Detail page and click the ‘Manage Rates’ button. This will take you to the following page, where you’ll be able to add the required Roles and specify the Billable and Cost Hourly Rates where applicable.
Using Mission Control
You can also create a new Project by cloning the framework of an existing Project, directly from your Mission Control Console. Cloning a Project will copy across all Milestones and Actions for the Project. You can keep these details as they are or edit them before saving.
To clone a Project, simply follow the steps below:
This will take to you the Clone Project page where you can enter information relating to your project. Under the Project Settings section you can change the Start Date of the Project, simply by selecting the correct date and clicking ‘Update’. These settings will be applied across the whole Project.
This is the clone edit page. You can edit the project details, milestones and actions before saving your clone.
A Project detail page looks like this. From here you can navigate through Milestones and Actions, as well as manage Non Billable activity & Risks. Use the project buttons to create multiple Actions at once, access the Project Overview page for more information in the one place, Reschedule or Clone the Project.
If you track billable and non-billable hours, you can identify whether a Project, Milestone, Action or Time Log is ‘Non Billable’. If a record is flagged as Non Billable, all child records will automatically default to Non Billable too. For example, if you set a Milestone to Non Billable, then all Actions and Time logs beneath that Milestone will default to Non Billable as per below example.
To create a new Project Role, you can quickly access the relevant page from the Mission Control Console.
The Create New Role page will appear as follows:
A Role is linked to either a Contact or a User within your system. To create a new Role, follow the steps below:
You will be directed to the Detail page for this record, where you will see all of the contact details have been linked through to the Role record (see example below). This Role will now be available to assign actions to from within your Projects.
The Role ‘Edit’ Page has been overridden to provide you with an efficient way of managing the Role record as well as their skills and team assignments. If you add Custom Fields to the Role Object, you will need to add them to the ‘Custom Field Set’ to make them visible on the edit page.
To add your own Custom Fields to the Field Set, navigate to Setup > Create > Objects > Roles > Field Sets and click Edit.
Drag the fields you require into the Field Set and click Save.
The ‘Active’ checkbox on a role record makes the role available to use in pick lists. If this field is unchecked, then the role will be filtered out of pages such as Create Actions, Time Logs, Whiteboard and the Scheduler.
The skills object allows you to maintain a list of skills (e.g. Experience, Certifications, Languages), which you can assign to roles using Skills Assignments.
To create a skill, go to the Skills tab and then click on the New Button.
You can then enter a name for the skill, notes, make the skill active and select a type to categorise the skill by. Note: You can adjust the Type values in the object setup area.
You can then assign the skill to roles, using the Skills Assignment button.
This allows you to specify a proficiency and expiry date for each individual role that has the skill as well as skill based billable and cost rates. You can also make the skill record active/inactive for the role.
Multiple Skills can easily be managed for individual Roles via the Skill Assignment section of the Role edit page as follows. When adding Skills you can also filter by Skill type to search for a specific group of Skills.
The Teams object allows you to create teams of roles for example Marketing, Directors etc. which you can then use to easily apply holidays and skills to. Teams can also be filtered on scheduler and whiteboard so that you can see manage teams easily. Roles can be members of multiple teams.
To create a new Team, go to the Teams tab and then click on the ‘New’ Button.
Next, give your team a name, record notes about it and mark it as active before saving.
Once you save your team you can then add roles to the team using Team Assignments.
This allows you to select and add individual roles to the team.
You can also add a Role to multiple teams and manage these using the Team Assignments section of the Role edit page as follows:
The active checkbox on the Team Assignment records allows you to specify if the Role is currently a member of the Team. This means that when you filter the Scheduler or Whiteboard by Teams, only roles that have an active Team Assignment will show.
Holidays allow you to record annual leave, public holidays and other unavailable time for individual Roles or entire Teams, which can then be easily seen on the Scheduler for consideration when planning. You can create a holiday record directly from the Holidays tab or from the Holidays related list of a Role record.
To complete the Holiday record, give it a Name, Select the Type and enter the Start Date and End Date of the Holiday, along with number of Hours Taken. From here you can assign the Holiday to an individual Role or leave it blank if you would like to apply it to a Team.
For individual Holiday records, you can use the approval process whereby once a Holiday is submitted, it can be reviewed and approved or rejected by the Roles Timesheet Approver. The approval status field reflects the current status of the holiday record and should be set to Submitted once the user would like it to be approved.
A validation rule on the approval status field prevents the user that the holiday record is for from approving their own holiday records. (Note this rule is inactive by default and can be switched on by going to Setup > Create > Objects > Holidays > Validation Rules > Cannot Approve Own Holidays.)
All Holidays with a status of “Submitted” will then appear in a list view for the relevant approver called “Holidays Requiring My Approval”.
The Milestone Object allows you to set the Key Milestones for your Project. You can have multiple Milestones per Project, each with multiple Actions. The Milestone object allows you to capture the top-level information for the milestone such as status, budget, deadline and invoicing detail. Milestones can be created as part of the new Project creation on the Mission Control Console, or directly using the New Milestone button of the Project related list.
After clicking on the new milestone button you can enter the Milestone details and then save. Note: You only need to enter details in the information section of the Milestone page; the other fields will be updated by a trigger based on the Actions and Time Logs that get recorded under the Milestone.
This enables you to specify the dollar value (billable revenue) that will be generated as a result of delivering this Milestone. Note: The milestone budget amount will be used for Fixed Price Milestone billing projects in the event that an invoice amount has not been specified.
Unallocated Milestone Budget:
This is a formula field that calculates ‘Milestone Budget’ – ‘Hours Scheduled Value (Billable)
A Validation Rule is available on the Action Object that will prevent an Action from being saved if the Project’s Billing Type is ‘Fixed Price’ and the Action’s ‘Hours Scheduled Value (Billable)’ exceed the ‘Unallocated Milestone Budget’.
Note, this Validation Rule is set to Disabled by default. If you want to utilise this feature, you will need to edit the Validation Rule ‘Exceed_Milestone_Budget’ and set the Active Checkbox to TRUE.
A Date field allows clients to specify the date that the Milestone must be delivered by. The current ‘Start Date’ and ‘End Date’ values on the Milestone are driven by the earliest Start Date and latest End Date of all child Action records.
This Milestone Deadline field can be set and used in conjunction with a Validation Rule to prevent users from setting the End Date on an Action record beyond the Milestone Deadline.
Note, this Validation Rule is set to Disabled by default. If you want to utilise this feature, you will need to edit the Validation Rule ‘End_Date_Exceeds_Milestone_Deadline’ and set the Active Checkbox to TRUE.
The Milestone Deadline can be plotted onto the Gantt Chart as a pink diamond as shown below.
When creating an Action, you need to associate it to a Milestone and fill in the relevant details, as per the example below:
You can create multiple Actions for your Project Milestones at the one time using the “Create Actions” button.
The ‘Create Actions’ page allows you to quickly create multiple Actions for a specific Project. Simply click the ‘Add Row(s)’ button or enter the number of rows you wish to add and click ‘Add Row(s)’ to add more Actions.
Complete the details for each Action, including the Milestone the Action relates to, the Action Name, Status, Skill (if the action is for a Skill-based billing Project), Scheduled Hours, Start and End Date and Action Owner.
The Create Actions page also provides you with the following checkboxes to manage your actions as follows:
Once you’ve finished entering the details for all of your Actions, click the ‘Create Actions’ button and return to the project to see the actions.
The Action Contributors feature allows you to record multiple Roles against the one Action and to specify how many Billable and Non-Billable hours each of these Roles will contribute to the Action. Each action can have one Action Owner, multiple Action Contributors. Action Contributors can be added to an action using the Contributors related list of the action, or with the Resource Assignment Wizard. We will look at the Resource Assignment Wizard in the next section. To add Contributors to existing actions, go to the Action detail page and click the “New Contributor” button in the Contributors related list.
Select the Role for the Contributor and enter the Billable and Non Billable hours this Role will be contributing to the Actions completion and then Save.
Any hours on the Action that are not assigned to Contributors will be assigned to the Action Owner.
Actions assigned to contributors will appear on the Timesheet and Scheduler for the Contributor.
On the Scheduler, the action will appear as separate actions for each Contributor, however only the master Action can be rescheduled and all Contributor Actions will be rescheduled accordingly.
The Resource Assignment Wizard is a unique feature of Mission Control that not only allows you to easily add Action Contributors when creating your Actions, but also gives you insight into the availability and Skill sets of your Roles so that you can best decide which Roles to utilise as Contributors and as the Action Owner.
To use the Resource Assignment Wizard, go to your Project and click the “Create Actions” button. From here select the Milestone you are creating Actions for, enter the Action Name, Status and Billable and Non Billable Hours as well as Start and End Date and then click on the Resource Assignment Wizard Icon.
Note: You must at least enter the Start Date and Billable or Non Billable Hours before you can access the Resource Assignment Wizard.
The Resource Assignment Wizard will open as below. By default, the Action Owner will be the logged in user, unless an Owner has been specified before opening the wizard. From here you can search by teams or skills by entering in your options and clicking the Search button.
This will return a list of relevant Roles along with the hours they currently have scheduled in a colour coded grid which highlights whether or not they are available.
Once you identify the right Roles to be involved with this Action, you can simply drag and drop the Roles from the Potential Roles grid into the Action Owner and Action Contributors sections, specifying the contribution hours for each contributor. The available hours on the grid automatically updates as you add and change the Action Owner and Contributors.
Once you have finished adding contributors you can click Save to return to the create actions page and continue creating any additional actions with or without the Resource Assignment Wizard before clicking the ‘Create Actions’ button which will return you to the Project with all of your Actions and Contributor records created.
Checklist Items are individual items that need to be ‘ticked off’ as part of delivering an Action. The Checklist will serve as a simple ‘To Do’ list of items that you can mark as complete. For example, if you have an Action to deliver training for a client, your Checklist Items might include:
You can add notes to any Checklist Item as well as identify the person that will be responsible for it, and whether it has been completed for not. You can create Checklist Items directly from the Action Detail Page using the ‘Related List’.
You can also create Checklist Items when using the ‘Create Actions’ page and on the Whiteboard. To create Checklist Items you need to click the Checklist Item icon as per the below illustrations.
You will then be presented with the ability to add a new Checklist Item as per the screenshot below. You can fill in the Name, Owner and Notes and click the tick sign to confirm.
The below screenshot provides an illustration of how the Checklist Item will be utilised on an existing Action. There are four Checklist Items, you can see which of them have been completed along with any notes and who is responsible for completing the item.
You are also able to add the ‘Checklist Item’ Tab to your menu navigation to access the Object’s home page. This will enable you to access List Views of your Checklist Items and manage them all from one place.
Event Synchronisation allows you to create a standard Salesforce.com Event record that relates to a Mission Control Action and have it update the actions date and time values based on the event. Note: Where a User has changed the Subject of the Event, when being updated, the Action will no longer overwrite this value.
The Clone button on a Milestone allows you to clone (make a copy of) a Milestone and all child Actions, saving them to the existing Project or to a new Project. Before the records are cloned, you are able to make changes to the Milestone and Actions so they are relevant to the new Project or requirements.
To Clone a Milestone, go to the Milestone page and click the ‘Clone’ button.
Make the desired changes for the new Milestone and Actions and click the Clone Milestone button.
Note: If the Milestone you are cloning relates to a skills based project, you will also be able to edit the view and edit the skills for the actions.
You’re able to set Milestones and their Actions, or just individual Actions to be recurring. The process is slightly different for each option.
Recurring Milestones & Actions
A Milestone can be set to be recurring. This will recur the Milestones and its Actions and their Checklist Items & Contributors. To set a Milestone as recurring, you need to specify the following field values on the Milestone record:
When the Milestone Status is set to Complete, the next instance of the Milestone (and Actions & Checklist Items) will be created with the Milestone Deadline and the Action Start Date, End Date, Baseline Start Date and Baseline End Date all adjusted based on the ‘Recurring Frequency’ using the following adjustment rules.
The Milestone created as part of the recurring process will have the same field values as the original Milestone. The Milestone Name will have a number in brackets at the start of the string, indicating which recurrence it is. For example, a Milestone that has been configured to recur 3 times will result in the following:
Note: Where the Milestone’s Name is using all 80 characters of the field string, the final four characters will be dropped from the string for the subsequent recurrences to make room for the number.
Each Action created as part of the recurring process will have the same field values as the original Action, except for the Status field, which will be set to ‘Planned’.
Each new recurrence of the Milestone is used to recur the subsequent Milestone. Therefore, any new Actions added to the current Milestone will be created as part of the next recurrence. To support the recurring process, each recurrence of the Milestone will have a ‘Recurrences Remaining’ field identifying how many more recurrences are required. Once the final Milestone has been recurred, it will have a ‘Recurrences Remaining’ value of 0 and therefore, when the Status is set to Complete, no further recurrences will be created. The below table illustrates how this will function.
Note: If you want to continue recurring the Milestone, you’ll need to adjust the ‘Remaining Recurrences’ value of the last Milestone.
An Action can be set to be recurring. This will recur the Action and its Checklist Items & Contributors and parent the new Actions to the same Milestone. To set an Action as recurring, you need to specify the following field values on the Action record:
When the Action is created, or updated and has been set to ‘Is Recurring’, the relevant number of additional Actions will immediately be created, changing the Start Date, End Date, Baseline Start Date and Baseline End Date based on the ‘Recurring Frequency’ using the following adjustment rules.
Each Action created as part of the recurring process will have the same field values as the original Action, except for the Name and the Status. The Status will default to ‘Planned’ for all recurrences. The Name will have a number in brackets at the start of the string indicating which recurrence it is. For example, an Action that has been configured to recur 3 times, will result in the following:
Where the original Action Name is using all 255 characters of the field string, the final four characters will be dropped from the string for subsequent recurrences to make room for the number.
Validation Rules are included on the Milestone and Action Objects to ensure the ‘Number of Recurrences’ and ‘Recurring Frequency’ fields contain a value if ‘Is Recurring’ is set to TRUE.
Note: An Action that was set to be recurring within a recurring Milestone will not be recurred when the Milestone is recurred to prevent doubling up the required Actions within the new Milestone.
When creating a Risk you need to associate it to a Project and fill in the relevant details, as per the example below:
It is recommended you create Risks from the Project record, that way they are automatically related to the correct Project.
The Risk Log allows you to specify the details of a Risk, categorise it and determine the Risk Score based on Impact and Probability.
All Risk Logs will appear on the Project Overview page.
From Mission Control, you can quickly launch into a Project Overview for a specific Project. This Project Overview provides a complete overview of the project, including:
To launch into a Project Overview from the Mission Control Console, follow the steps below:
You can also access the Project Overview by clicking the “Project Overview” button on a Projects detail page.
The project Overview provides information via various ‘Tabs’. Each tab provides you with detailed information relating to a specific area of the Project. Each tab is explained below.
This tab provides various charted information showing the current state of play for the project.
The aim of the Insights Tab is to provide you with a high level, graphical view of how the project is performing. The key information represented on the Insights Tab includes:
This tab provide some charts relating to the status of the project and a tree-structure of Milestones > Actions > Checklist Items
You have a number of other features available within this Tab, including the following:
Completed Actions Chart
The Completed Actions gauge chart provides you with an overview of how many Actions have been completed on the Project.
Overdue Actions Chart
The Overdue Actions donut chart provides you with insight into any Actions that are overdue and groups them based on their ‘Priority’ value. When you hover over this chart, you’ll see a list of the Actions that are overdue, so you can quickly jump to the detail if required.
Expand / Collapse Actions & Checklist Items
By default, the Overview Page table will show a list of Milestones. Where a Milestone has child Actions, there will be a + sign to the left of the Milestone Name. Clicking this + sign will expand the table to show the Actions.
Similarly, where an Action has child Checklist Items, there will be a + sign that can be clicked to expand the table to show the Checklist Items.
Expanded records will have a – sign that can be clicked to collapse the related records.
Start/End Date Warnings
Where Start Date and End Date values are either overdue or approaching, you will see a Red or Yellow warning sign as illustrated below.
The table below outlines the rules that control which warning sign is displayed.
You’re able to Edit or Delete a Milestone directly from the Overview Tab by clicking the drop down arrow on the right-hand side.
Edit Milestone and Save
Confirm you wish to Delete
You’re also able to Edit or Delete an Action directly from the Overview Tab by clicking on the drop down arrow on the right-hand side in the same manner as illustrated above for the Milestones.
Resource Assignment Wizard
You’re able to access the Resource Assignment Wizard by clicking the icon on the relevant Action. The icon will display if an Action has Contributors assigned to it.
Managing Checklist Items
You’re able to Edit or Delete individual Checklist Items directly from the Overview Tab by clicking on the drop down arrow on the right-hand side in the same manner as illustrated above for the Milestones.
In addition to this, you’re able to click the ‘Manage’ link to open up the Checklist Item component where you can manage all of your Checklist Items related to the particular Action the same way as you can from the Whiteboard.
You’re also able to perform an ‘inline edit’ of the Complete Checkbox for individual Checklist Items.
This tab gives you access to the standard detail page layout based on the Project record’s record type / user’s page layout assignment
The benefit of this page is that you can control which fields you present to individual Users/Profiles, which is something the previous Project Overview page didn’t offer.
This tab includes the burn down chart, hours summary chart and ‘Timeline’ of all time Logs
Burn Down Chart
The Burn Down Chart illustrates the ‘ideal’ and ‘actual’ delivery of hours throughout the project.
The Hours Summary chart provides you with an overview of the ‘Total Hours Scheduled’ in comparison to the ‘Total Hours Completed’ + ‘Total Hours Remaining’, giving insight to whether the project is likely to be delivered in less or more hours than were scheduled.
The Timeline shows a list of all Time Logs in descending order as they’ve logged against the Project’s Actions.
You’re able to Editor Delete any Time Log directly from the Timeline by clicking the arrow on the right-hand side and selecting ‘Edit’ or ‘Delete’.
This tab provides you with access to some expense summary charts and a list of all expenses related to the project
Expense Summary – Approval Status
This donut chart provides a summary of all expenses grouped by the Approval Status value.
Expense Summary – Category
This bar chart provides a summary of all Expenses grouped by the Category.
This bar chart provides a summary of Anticipated Expenses versus Actual Expenses.
You’re able to view all Expenses logged against the project including key fields such as Category, Amount Claimed and Approval Status. The Expenses are displayed in descending Date order.
You’re able to Edit or Delete any Expense directly from the list by clicking the arrow on the right-hand side and selecting ‘Edit’ or ‘Delete’.
This tab includes the Risk Matrix and a Risk Summary chart as well as a list view of all Risks.
The Risk Matrix is a bubble chart representing all of the Risks based on their probability and impact rating. The bubbles increase in size based on the number of Risks with that rating.
The Risk Summary donut chart provides insight into the Risk Score of each Risk related to the Project.
You’re able to view all Risks logged against the project including key fields such as Category, Area of Impact and Risk Score.
You’re able to Edit or Delete any Risk directly from the list by clicking the arrow on the right-hand side and selecting ‘Edit’ or ‘Delete’.
This tab includes some financial charts and a tree-structure of Billing Events > Billing Event Items and Billing Payments
Billing Event Summary
This bar chart provides a summary of all Invoices and Credits that have been raised against the Project and summarised based on the ‘Status’.
This bar chart provides a summary of the project budget and the amounts invoiced, remaining, paid and outstanding.
Billing Events List
This tab provides you with visibility of all Billing Events, Billing Event Items and Billing Payments logged against the project. The Billing Events are displayed in descending ‘Invoice Date’ order.
The list displays the Billing Events by default and can be expanded to display any related Billing Event Items and Billing Payments. To expand any individual Billing Event, simply click the + sign next to the Billing Event Name.
To collapse any of the Billing Event records, click the – button and the Billing Event Items and Billing Payments will be hidden again.
You’re able to Edit or Delete any Billing Event, Billing Event Item or Billing Payment directly from the list by clicking the arrow on the right-hand side and selecting ‘Edit’ or ‘Delete’.
This tab provides you with access to the Whiteboard, filtered for the single Project. All of the main Whiteboard functionality is available here.
This provides you with access to standard Gantt Chart, filtered for the single Project. All of the main Gantt Chart functionality is available here.
Field Level Security / Object Access
Please note that all records displayed on the Project Overview Page have Field Level Security, Object Access and Sharing Rules enforced. However, whilst the Charts enforce Object Access and Sharing Rules, the Field Level Security is not enforced. For example, if a User does not have the permission to view the Expense Field ‘Amount Claimed’ they would still see the figures in the Expense Charts. Therefore, we recommend you review the contents of each chart to ensure you set User visibility accordingly.
Tab / Chart Access
We’ve focused on providing you as much flexibility as possible with regards to how you use the Project Overview. You can control access to each Tab, and the Charts on the Tab for each Individual Role. A number of new fields have been added to the Role Object to enable you to set the access to each Tab. The new fields are summarised below.
You can set these field values for an individual Role record by editing the record and updating the fields in the ‘Project Overview Settings’ section.
You can also manage these settings for all of your Role records from a new List View that has been included called ‘Role Permissions – Project Overview Page’
To ensure all of your Roles have access to the Project Overview upon initial upgrade to this version, an Install Script will run as part of the upgrade that will set all of the fields to TRUE. You will then be able to adjust the settings for each Role as required.
For customers using Salesforce Classic, you will not need to take any action to begin using the Project Overview Page. However, for Lightning Experience customers, you will have to make a small modification to the Page Layout.
Please Note: You will need to have already configured ‘My Domain’ within Salesforce to be able to use the Project Overview Page within Lightning Experience. Please refer to the Salesforce Help Documentation on how to configure ‘My Domain’.
To access the Project Overview Page in Lightning Experience, please navigate to a Project, where you will see a page similar to the one shown below.
Then click the Settings Icon in the top right hand corner of the screen and click ‘Edit Page’
This will open up the Lightning App Builder and show you a screen like the one below.
Click on the ‘Record Detail’ Component that is in the Overview Tab and delete it, as shown above. This will then result in your page looking like this:
Using the left-hand menu, navigate to the Custom Components and drag the ‘ProjectOverview’ Component into the position where you have just removed the Record Detail Component from. This will result in the page now looking like this:
Then click ‘Save’ and ensure you follow the instructions as outlined below to set the page to be your org wide default.
Then when you navigate back to the Project record, you’ll see the Project Overview Page now looks something like this:
The other really cool feature included in this release, which compliments the Project Overview Page is the ‘Track Pad’. The Track Pad provides you with quick access to the following features:
The Track Pad is accessible on the right-hand side of the Project Overview Page. However, as it is a stand-alone component, you can also add it to other pages within Lightning Experience. For example, you could add it to the Home Page so you can quickly see everything that’s going on across all of your projects.
When using the Track Pad on a Project Overview page, the Tabs will show records relative to the context Project. If you are using it elsewhere, for example, on the Home page, it will show you records for all Projects.
You will notice that whilst viewing the Track Pad in context of the Project Overview Page, you’ll see a X in the top-right hand corner. This enables you to collapse the Track Pad so you can use the full width of the screen for your Project Overview. Whilst the Track Pad is collapsed, you’ll see an arrow icon at the bottom-right hand corner. If you click this arrow, the Track Pad will be expanded again.
The Feed Tab provides you with access to the Chatter Feed for the Project.
The Timeline Tab pulls together a Timeline for your Project, brining together all of the key records onto one time line. The Objects that are included in the Timeline are listed in the table below with the date from that record that is used for the Timeline.
For Actions and Tasks that are displayed in the Timeline that are not yet complete, a Checkbox will be displayed to the left of the record name. To complete the Action or Task, simply set the Checkbox to TRUE.
The Log Time Tab provides you with access to the Time Logger Component. From here, you will be able to log your time or start/stop your time recording against any Action.
Whilst using the Track Pad on the Project Overview Page, the Project Member and Project fields will be pre-populated. If you’re using the Track Pad elsewhere, for example, on the Home page, the Project Member field will be pre-populated, but not the Project field.
The Log Expenses Tab provides you with access to the Expense Logger Component. From here, you will be able to log your expenses against any project, as well as uploading a copy of the receipt if applicable.
Whilst using the Track Pad on the Project Overview Page, the Incurred By and Project fields will be pre-populated. If you’re using the Track Pad elsewhere, for example, on the Home page, the Incurred By field will be pre-populated, but not the Project field.
Tab / Chart Access
We’ve also aimed to provide you with as much flexibility as possible with regards to how you use the Track Pad. You can control whether a specific Role has access to the Track Pad, and whether they can have access to each Tab. A number of new fields have been added to the Role Object to enable you to set the access to each Tab. The new fields are summarised below.
You can set these field values for an individual Role record by editing the record and updating the fields in the ‘Track Pad Settings’ section.
You can also manage these settings for all of your Role records from a new List View that has been included called ‘Role Permissions – Track Pad’
To ensure all of your Roles have access to the Project Overview upon initial upgrade to this version, an Install Script will run as part of the upgrade that will set all of the fields to TRUE. You will then be able to adjust the settings for each Role as required.
Lightning Experience ‘Utility Bar’
For customers using Lightning Experience, you will now be able to take advantage of the ‘Utility Bar’, which will provide you with the ability to access the ‘Log Time’ and ‘Log Expense’ Components from anywhere in Lightning Experience.
To log time from the Utility Bar, simply click the ‘Log Time’ icon in the bottom left corner of the screen. This will open up the Time Logger Component. From here, you will be able to log your time or start/stop your time recording against any Action.
To log expenses from the Utility Bar, simply click the ‘Log Expenses’ icon in the bottom left of the screen. This will open up the Expense Logger Component. From here, you will be able to log your expenses against any project, as well as uploading a copy of the receipt if applicable.
A Lightning App has been included in the release. However, Salesforce does not currently allow customers to modify the apps that come as part of a Managed Package such as Mission Control. You will therefore need to configure a Lightning App in order to be able to use the Utility Bar in the footer of the Lightning Experience User Interface. Follow the instructions below:
Click Setup, then navigate to Apps > App Manager
Click the ‘New Lightning App’ Button in the top-right section of the page. This will take you to a step-by-step wizard page as shown below.
Complete the ‘App Details & Branding’ section as below:
The Mission Control Logo can be sourced here: http://resources.aprika.com.au/logos/mc_logo_lex_app.png
Click Next and then select ‘Standard Navigation’ for the App Options Tab and then Click Next again.
In the Utility Bar Tab, click on the ‘Add’ button.
Add the ‘InboxAppLogTime’ Component and configure as shown below.
Add the ‘LogExpense’ Component and configure as shown below.
Click Next and then select the Tabs you want to appear in the ‘Selected Items’ section. Once you’re finished, Click Next.
Then add the Profiles to the ‘Selected Profiles’ list that you wish to assign access to for this Lightning App and Click Done.
Your new Lightning App will now be available to select from the ‘App Launcher’ as shown below:
The Gantt Chart is available within The Project Overview page of specific Projects, or as a stand alone chart. The Gantt Chart displays the Actions and Milestones for your Projects on a grid and offers a number of features as follows:
You can launch the stand alone Gantt Chart from the Mission Control Console as follows:
In the Project overview Section, select a specific project from the picklist, or leave blank for all projects, and then click the ‘View Gantt Chart’ button.
The Gantt Chart displays all of the Milestones and Actions for your selected Project(s) for the Entire Timeline of the Project(s) which you can navigate by scrolling left and right, as well as a Project List which allows you to collapse and expand the Projects and Milestones that are displayed.
The top section of the Gantt Chart provides the ability to filter which Projects are displayed, whether or not to show the Project List, the ability to zoom in and out of the grid, the ability to add a week at a time to the start or end of the timeline, as well as the PDF & MS Project exports. Don’t forget the Save button which you will need to save any changes you make!
The project list on the left hand side can be hidden and displayed as required using the show hide project list button. This section allows you to collapse or expand the Projects and Milestones that are displayed on the Gantt Chart and lists the Project, Milestone and Action Names, Owners, Start and End Dates and number of Working Days. Here, you can also use the plus (+) icons to create new Milestones and Actions.
Creating new Milestones
You can create a new Milestone directly within the Gantt Chart using the + symbol next to the name of a Project. This will open up a New Milestone Lightbox, allowing you to specify a Name, Budget, Deadline, Owner and Notes as follows:
Note: When creating new Milestones on the Gantt chart, you need to Save the Lightbox and then Save the Gantt Chart.
Creating new Actions
You can create a new Action directly within the Gantt Chart using the + symbol next to the name of a Project. This will open up a New Action Lightbox, allowing you to specify a Name, Hours Scheduled, Owner, Start and End Date, and Notes as follows:
Note: When creating new Actions on the Gantt chart, you need to Save the Lightbox and then Save the Gantt Chart. For Skills Based Actions you will also be able to add the Skill.
Editing Actions & Milestones
You can also make changes to existing Actions & Milestones by double clicking on the Action or Milestones within the Gantt Chart. For example, if you want to reassign from one Action Owner to another, you can double click on the Action, select a different Owner and click Save.
After making changes you will need to Save the Lightbox and then Save the Gantt Chart.
Action dependencies are displayed on the Gantt Chart with orange connecting lines. You can add and delete dependencies on the chart as follows:
To add a dependency, click on the circle that appears at the end of an action bar when hovered over, and then drag to see a dotted line appear, Drag the dotted line to the start of the action you want to make dependant. After you let go it should appear as a solid orange line indicating that the dependency has been added. Remember you will still need to save the Gantt chart to apply the change to the action.
If you need to delete a dependency, you can do this by double clicking on the orange dependency line. This will open a pop up asking you to confirm that you want to delete the dependency. Click ok to delete and then save the Gantt Chart.
Drag n’ Drop Rescheduling
You can reschedule an Action simply by clicking and dragging to where ever you need to reschedule it to. Milestone dates will automatically adjust to match Actions when they are moved. Dependant actions will move with parent actions.
You can also extend or shorten the length of the Action by dragging the end of the Action.
If a Milestone has a value in the Milestone Deadline field, this will be visible on the Gantt Chart via a pink diamond as shown in the illustration below.
The Gantt Chart provides you with the ability view the Baseline Dates as well as the actual Dates. The Baseline Dates can be toggled on/off by clicking the Baseline button.
When you toggle the Baseline Dates on, they will appear as a secondary line for each Action, Milestone or Project as shown in the illustration below.
The Checklist Items can be toggled on/off by clicking the Checklist button.
When you toggle the Checklist Items on, they will appear as child items to the Action as per the illustration below. Note: Checklist Items cannot be rescheduled independently of the Action, but if you reschedule the Action, the Checklist Items will automatically reschedule to remain with the Action.
The PDF Export feature allows you to export a PDF version of the Gantt Chart. This can be for the entire length of the selected Projects, or for a specified date range.
To export the Gantt Chart to PDF, click on the PDF Export button.
This will open a pop up window allowing you to specify a date range to export, or you can leave it blank to expire the entire Project(s). After selecting your date range click the export button.
The PDF will then be downloaded and can be opened, saved and printed as required. Here is an example of the PDF version of the Gantt chart:
You are able to brand the PDF by including your logo, a secondary logo that is project specific and a custom title. You can also choose to include the baseline dates onto the PDF if required.
Display your Logo
If you want to include your own logo on the Gantt Chart PDF, you can specify the logo you would like to include from the Console as per the illustration below.
The logo selected here will appear at the top left of the Gantt Chart PDF.
Display Secondary Logo
You can also include a second logo on the Gantt Chart PDF that will appear at the top right. We anticipate this could be used to display your customer’s logo.
To add a secondary logo to the Gantt Chart, this is done on an individual project basis. To add the logo to a specific project, you first need to upload the logo as a ‘Document’ and then add the URL for that Document into the ‘Logo URL’ field on the Project record as shown below.
Display Custom Title
The Gantt Chart ‘Title’ will display the Project Name by default. However, you can also adjust the Title using the custom heading section at the time of generating the PDF, as shown below.
Display Baseline Dates
If you wish to export the Baseline Dates on the Gantt Chart PDF, you will need to select the ‘Raw Export’ option at the bottom of the Export
Mission Control allows you to export your Projects as ‘XML’ files, which can then be imported into Microsoft Project.
To Export a project for MS Project, select your desired Project on the Gantt Chart and then Click the MS Project Project button.
Then click the Export button in the pop up window as follows:
The XML file will then be generated allowing you to save it to your computer. Once saved, you can then open MS Project and select the “New from Excel Workbook” option.
You will then be able to locate and select your “XML” file and click open, then click finish and the project will be imported as follows:
The Scheduler provides a calendar style view of Action records and is an excellent resource capacity planning tool.
The scheduler offers the following features:
You can access the Scheduler for all projects from the Scheduler tab, or to instantly open the scheduler for a specific project, you can launch it from the Mission Control Console, as follows;
Once you have accessed the scheduler, it will appear as follows.
In the scheduler settings section you can apply your filters for projects, teams, skills, actions and roles as well as adjust the number of weeks being displayed and wether or not you would like to view tasks & events and then click on the “Scheduler Settings” tab to hide the sections.
On the scheduler itself you can adjust your view using the buttons at the top of the timeline. These buttons allow you to view the month view, hours view, scroll back and forwards in time as well as adjust the view to start back at Today.
The timeline view shows all actions for each role by day and allows you to drag and drop to reschedule actions backwards or forwards, or to reassign actions from one role to another. In this view you can hover over an action to see more information such as Project, Milestone, Action Status, Hours Scheduled and Remaining, or you can double click on an Action to go to the Actions detail page.
Important: When rescheduling or reassigning actions on the Scheduler, you need to open the Scheduler Settings and Click the Save Actions button to apply the changes.
The month view displays all actions for a specific month within days. You can hover over the Actions to view who the Action is assigned to, as well as the Project, Milestone, Status and Hours Scheduled and Remaining information. You can also “Drag and Drop” Actions to different dates but not the owners. You can also double click on an Action to go to the Action detail page.
Important: When rescheduling or reassigning actions on the Scheduler, you need to open the Scheduler Settings and Click the Save Actions button to apply the changes.
The hours view will give you a read only view of the hours allocated for each role per day, with colour coding used to indicate if the role is available, not available or over allocated. The hours allocation and utilisation % information is also displayed.
The colour breakpoints for this view are based on the hours scheduled for the Role on that day out of the Standard hours per day value on the Mission Control console, as follows:
|Hours Allocated/Standard Hours||Colour|
|Less than 50%||Green|
|Greater or equal to 50% and less or Equal to 85%||Orange|
|Greater than 85%||Red|
|Not Available (Holidays or weekends)||Blue|
Logging Time in Mission Control can be done in the following ways:
The Timesheet, Whiteboard and Cirrus Insight time logging features are covered in separate sections of this document.
The side bar Time Logger is a Visualforce component that allows users to quickly select a Project, Milestone and Action so they can log time and update the status of Actions from anywhere within Salesforce.com.
This can be added to the Side Bar by clicking Setup > Customize > Home > Home Page Layouts. Click Edit and select ‘Time Logger’ in the Narrow Components section. Click Save.
If you would like this Time Logger to appear on all Side Bars, not just on the SFDC Home Page, you can configure this by clicking Setup > Customize > User Interface. Ensure the Sidebar Setting ‘Show Custom Side Bar Components on All Pages’ is set to TRUE. Click Save.
You can log time manually by going to an actions detail page, and clicking the ‘New Time Log’ button the Time Logs related list.
From here you can record the details for the time log such as Project Member, Date, Hours Completed, whether it is Non Billable or Overtime and any material expenses incurred. The remaining fields will be populated once you have saved the entry.
The Timesheet allows Users to view all of their Actions that are due within a given week. The User is able to log time & comments; view existing time already logged, view their Holidays for the period, complete actions as well as link through the Actions and Milestones. To access the Timesheet page, click on the ‘Timesheet’ button from the Mission Control Console, in the ‘Log Your Time’ section, or go directly to the Timesheets tab.
If you have not logged any time for the week in view, no values will be visible in the hours fields. However, once you have entered time, when you subsequently revisit the Timesheet, those hours will be visible. You can log your time, use the start/stop time tracking functionality and submit your timesheets. Roles with the ‘Manage Timesheets’ permission can also manage timesheets for other Roles.
Note: If you want to add time to an Action you have previously entered time against, simply increment the number in the time field for that action.
If you wish to add comments to support the hours being logged, double click in the relevant hours field and a dialogue box will appear allowing you to enter the supporting notes.
Time Logs can also be put through an Approval Process. If using the approval process, Time Logs will not be calculated against the billable/cost values of a project until the Time Log has been approved.
There are two approval options that can be used:
Role Manager: On an individual’s Role record, you will be able to specify the ‘Timesheet Approver’. This field will link to another Role record and will be referenced on the Time Log record if ‘Role Manager’ approval is required
Project Owner: The Role record specified as the ‘Project Owner’ on the Project will be referenced on the Time Log if ‘Project Owner’ approval is required.
Both options can be set for each Project by ensuring the following Checkbox fields are set to TRUE.
Each approval option contributes to the overall ‘Approval Status’ of the Time Log. The Time Log has three approval status fields as follows:
All fields are picklists with values:
Both ‘Role Manager Approval Status’ and ‘Project Owner Approval Status’ fields must be set to Approved in order for the ‘Approval Status’ to be ‘Approved’.
Once the master ‘Approval Status’ is set to approved, the Hours Completed Value (Billable) and Hours Completed Value (Cost) will be calculated and accounted for on the parent Action.
If you do not wish to utilise this feature, simply ensure the Project fields ‘Role Manager Timesheet Approval Reqd’ and ‘Project Owner Timesheet Approval Reqd’ are FALSE. All Time Log records will automatically default to an Approval Status of ‘Approved’.
A new List View has been created with a name of ‘Time Logs Requiring My Approval’. This list view will display all Time Logs where the ‘RM Approver Current User’ or ‘PO Approver Current User’ is TRUE. The columns displayed on the list view are:
The approving User will be able to review and approve Time Log records using the inline edit functionality within the List View.
The approving User will be able to review and approve Time Log records using the inline edit functionality within the List View.
You can also submit all of your pending Time Logs in one go via the Timesheet.
Save & Submit Timesheet
Where you are using the Time Log Approval functionality, new Time Log records you create will be set with an approval status of ‘Pending’. The ‘Save & Submit Timesheet’ button allows you to change the status value from ‘Pending’ to ‘Submitted’ for all Time Log records displayed on the Timesheet.
Total Hours Summary
The Total Hours section shows you the sum of Time Logs and the ‘Hours per Week’ value from the Role record. This allows a User to easily see how many hours they have logged in relation to their weekly target, including holidays.
When a User clicks the ‘Save & Submit Timesheet’ button, if the total hours logged is less than the target, they will be prompted to see if they wish to continue with the submit process.
Time Log Approval Status
There is a summary in the header section of the Timesheet showing you an overview of the quantity of Time Logs currently loaded on the Timesheet that are in each ‘Approval Status’
Mission Control Features
Users can submit expenses within Mission Control, linking them to the relevant project if applicable and even submitting them for approval. This can be done on an individual basis from the Expenses related list of the Relevant Project, or directly via the Expenses tab if not related to a Project, or, in bulk using the Expense Log page.
To create an Individual Expense record, click the ‘New Expense’ button on the Expenses Tab or via the Expenses related list on the Project detail page, as per the illustrations below.
On the next screen, complete the details about the expense such as; the expense type, who it was incurred by, the date and the amount. You can also log expenses for mileage costs by entering the number of kms/miles travelled. If you use this option the claim amount will be calculated based on the distance multiplied by the mileage rate recorded on the related Role record. (You will need to set up your mileage rates first). Complete the details and then Save.
To record multiple expenses at one time, select the “Expense Log” button the Mission Control Console page.
You can then select the Role that the expenses relate to, and add as many rows as you need to record all of your expenses in the one page. Once you have completed all of the expense information, you can click the Create Expenses button to create the expenses.
By default, your expense record will have an approval status of pending. Once you are ready to submit the expense you can update it to submitted directly on the record, or via the “My Pending Expenses” related list.
Once submitted the Expense log will go through the approval process, or if not in use will be updated to approved. If approvals are being used, the expense record will appear in the “Expenses Requiring My Approval” list of the approver. The expense approver will be the role listed as the ‘Expense Approver on the Role of the person who incurred the expense.
Only once an Expense has been set to ‘Approved’, will the amount be attributed to the Project. Expenses do not have to relate to a Project, so you may wish to consider using this Object for all of your staff expenses, not just those related to project work. You can also use the ‘Notes & Attachments’ related list to upload supporting documentation such as receipts.
You can also log expenses (and upload supporting receipts) directly from the Salesforce1 Mobile App as per the screenshots below.
Should you need to reschedule Actions within a Project, you can do so by editing each individual Action record. However, you can also mass-reschedule all Actions within a Project from the Mission Control Console.
From the Project Rescheduler, you need to follow the steps below in order to reschedule a Project’s Actions:
Once you click the ‘Reschedule’ button, the Start Date and End Date values of all Actions matching the criteria you specific above will be edited. You will receive a notification at the bottom of the page advising you of how many actions have been rescheduled.
Mission Control also features a ‘Whiteboard’, which lets you view all of your Project Actions as sticky notes on a virtual whiteboard. You can launch the Whiteboard directly from the Mission Control Console:
Each Action is displayed as a ‘sticky note’ on the Whiteboard, showing key details such as:
You can ‘drag and drop’ Actions from one Action Status to another. For example, if you have an Action that has progressed from ‘Planned’ to ‘In Progress’, you can simply drag it from the Planned column on the Whiteboard and drop it into the In Progress column. (Note: When you log time against a ‘Planned’ project, it will automatically get updated to ‘In Progress’.) All underlying workflow rules will be executed as well.
The Whiteboard provides a range of tools and features that let you dynamically set the board to suit your own requirements.
You’re able to dynamically adjust the Column Headings. So if you want to switch from viewing columns for ‘Status’ to ‘Priority’, you just need to select the Picklist in the ‘Column Heading’ field as below.
This will dynamically switch the column headings on the Whiteboard and rearrange all of the Actions based on their ‘Priority’ value.
So, you’ll be able to drag and drop your ‘Cards’ to re-organise their priority rating!
You’re also able to organise the column headings based on any of the following Action Object fields:
By default, the ‘Summary Field’ will be set to Total Hours Remaining. You have the option to change this to a range of other Number of Percent fields on the Action Object.
The Action Card offers you a lot of functionality, each item is explained below.
Action Chatter Feed
Clicking the Icon on the Action Card will open up the Action Chatter Feed. You can view the Chatter Feed and Post a new comment.
Clicking the Icon will open up the Action Checklist. You can view the Checklist Items, tick them off as completed and add new Items to the list. You can also edit and delete existing Checklist Items.
By clicking the Icon, you can open the Log Time modal window that will let you log time or start ‘tracking’ time.
By clicking the Icon, you will be able to open up the ‘Edit’ modal window that will allow you to edit the Action directly from the Whiteboard. You’re also able to quickly identify if the Action has Contributors.
You can also open up the ‘Resource Assignment Wizard’ if you want to make changes to Contributors.
Reassigning Action Owners
If you need to re-assign an Action from one owner to another, you can do this directly from the Whiteboard. On the right-hand side, you’ll see a list of all your project resources (Roles).
You can click the filter button and search for the right person based on Skill / Team.
When you find the right person, simply click on their photo and drag them on top of the photo of the existing Action Owner on the Action Card to transfer ownership.
Adding New Actions
If you need to add a new Action to an existing Project, you can do so simply by clicking the ‘Add Action’ button.
This will open up the modal window to allow you to enter the details for your new Action and then click Save. You’re also able to access the Resource Assignment Wizard if you need to search for the right person, or add Contributors.
You can apply any combination of filters to make sure you’re viewing the Actions that are most important to you. Simply click on the Filter icon to open up the Filters modal and apply the filters as required.
Clicking the ‘Reset Board’ button will quickly remove all of your current filters and reload all Actions to the board.
The Whiteboard Settings modal enables you to specify which Action fields are displayed on the ‘Card’. The top four values of the Card are static (e.g. PAN, Action Name, Milestone Name and Project Name). However, you’re able to specify which Action fields are displayed in the bottom five places. By default, these places are set to the following fields:
By clicking the Settings icon, you access the Whiteboard Settings and you can change these field values.
You’re also able to specify the number of Actions you’d like to load onto the board by default.
If there are more Actions than the display amount, you will see an icon on the Whiteboard header to enable you to load more Actions.
Mission Control provides the ability to manually specify the ‘Completion %’ of an Action. This field enables users to specify the progress their effort on the Action to date has resulted in. Typically, a user would specify this value if the progress is not aligned with the effort expended to date.
For example, if an Action has 8 hours scheduled, and to date, 4 hours of effort have been completed, if progress is not 50%, the User will be able to enter the actual completion percentage value.
Note, if you wish to take advantage of the progress tracking and PMO Dashboard features explained below, you will need to enter a value in this field regardless of whether you’re on track or not. To have this field appear on various pages such as the Timesheet and the Time Logger, please ensure the Checkbox is set to TRUE on the Project Automation section of the Mission Control Console as per the below screenshot.
Additional fields are used to provided the ‘Projected Financial Information on an Action based on the ‘Completion %’ value.
An extension to the ‘Action Completion % Management’ feature outlined above is the ‘Action Progress Tracking’.
If you plan to use the Completion % feature outlined in the previous section, you will also have the ability to track the value of this field on a weekly basis for reporting purposes.
A batch process can be scheduled from the Mission Control console that will operate once a week at your specified time and day of week (See below screenshot of the relevant section of the Mission Control Console).
To schedule this batch process, select your preferred ‘Run Time’ tick the ‘Progress Tracking Active’ checkbox and click Save.
This process will create / update ‘JSON’ file that will be stored in the Notes/Attachments section of the Project record (See below screenshot).
The files will be created / updated with the ‘Completion %’ value for each Action on Projects where the Project Status is not ‘Completed’ and Archived is FALSE.
This file will be used by the PMO Dashboard to identify the ‘Earned Value’ – please refer to the PMO Dashboard section for an explanation of Earned Value.
Note: Whilst the current progress tracking solution is not utilising the Field Tracking History data, it is recommended that you switch on field tracking for the Action ‘Completion %’ field as this will serve as a back up source for tracking the changes.
The PMO Dashboard provides you with the ability to establish a variety of key performance indicators relating to your projects, including:
Planned Value: The percentage of ‘Hours Scheduled – Billable’ accounted for based on the Action ‘Start Date’ to the end of the selected week. For Example, an Action has an ‘Hours Scheduled Value (Billable)’ value of $1,200 and has a Start Date of 17/08/15 and an End Date of 26/08/15. The Total days (excluding non-working days) is 8. Therefore ‘Week 1’ of the Project will have a ‘Planned Value’ of $756 (e.g. 5 days / 8 days = 63%. 63% * $1,200 = $756).
Earned Value: The Earned Value is calculated based on the ‘Completion %’ multiplied by the ‘Hours Scheduled Value (Billable). For example, if I have specified that I am 40% completed on an Action, which has an Hours Scheduled Value (Billable) value of $1,200, the Earned Value is $480.
Actual Cost: The Actual Cost is the sum of the ‘Hours Completed Value (Billable) on the Time Logs. For example, if I have logged a total of 4 hours and my Billable Hourly Rate is $150, the Actual Cost would be $600.
Recognised Revenue: This calculates how much of the revenue due to be earned has been recognised so far. If the Project’s Billing Type = Fixed Price, this is calculated based on Completion % * Hours Scheduled Value (Billable), otherwise it references the ‘Hours Completed Value (Billable)’.
CPI: This indicator identifies how the Project, Milestone or Action is performing against the scheduled revenue. The higher the score, the better you’re performing (e.g. you’re delivering the work more efficiently than you scheduled it to be delivered).
SPI: This indicator identifies how the Project, Milestone or Action is performing against the scheduled time line. The higher the score, the better you’re performing (e.g. you’re delivering the work quicker than you scheduled it to be delivered).
CPI / SPI Breakpoints: The CPI and SPI values will be coloured red, amber or green based on the breakpoints you have set. These breakpoints can be set on the Mission Control Console Page in the ‘Project Automation’ section.
The PMO Dashboard will initially load as per the screenshot below:
You can set the ‘Master Date’ that you want to use to view data for. This will load the Completion % value from the JSON file for each Action, and use all Time Logs up to the last day of the selected week, if the Action Start Date occurs on or prior to the last day of the selected week.
You also have the ability to set the ‘Comparison Date’ should you wish to evaluate two snapshots of data side by side.
Once you’ve selected the dates you wish to analyse, click the ‘Load Dashboard’ button to view the results.
The Dashboard Summary section provides an overall CPI and SPI rating for all records. They will be colour-coded based on the breakpoints you have specified on the Mission Control Console.
The Project Information section provides you with the ability to drill down from the Project, to the Milestones, to the Actions to view the individual values. Any CPI or SPI value beneath the red breakpoint will be highlighted red.
To expand or collapse the data tree, click on the triangle to the left of the appropriate Project or Milestone.
To open up any record in a new tab in your browser, click on the Project Name, Milestone Name or Action Name.
Please note, for a Project to be displayed on the PMO Dashboard, it must have the ‘Display on PMO Dashboard’ field set to TRUE. You will need to manually add this field to the page layout.
The following features have been included to keep you running efficiently. These features can be managed via the Project Automation section of the Mission Control console.
If this feature is active, chatter posts will be posted on to the Action, Milestone & Project Chatter Feeds identifying progress changes such as Status changes, time logs, etc.
Auto Project Status
If this feature is active, the project status automatically gets updated based on the related milestone that is furthest along. It will not update to ‘Completed’ unless all milestones are at a stage of ‘Completed’. Note this is active by default, unless disabled.
Auto Milestone Status
If this feature is active, the milestone status will automatically be updated based on the related action that is furthest ahead. It will not update to ‘Completed’ unless all actions are at a stage of ‘Completed’. Note this is active by default, unless disabled.
Auto Action Status
If this feature is active, all actions relating to a milestone will be updated to match the status of the Milestone if it is manually updated. Note this is active by default, unless disabled.
Auto Action Reschedule
This feature automatically reschedules dependant actions by the same number of days, when the parent action is rescheduled. Note this is active by default, unless disabled.
Time Log Update Action Status
This feature automatically updates the status of an action to ‘In Progress’ when time is logged against it if it is currently set as ‘Planned’. Note this is active by default, unless disabled.
Dependant Action Notification Alerts
This feature sends an email to the Action Owner of any Actions that are dependant on another Action, when the parent Action’s Status is updated to ‘Completed’.
Action notification emails are optional and are not switched on by default. Individual Action Owners can subscribe / unsubscribe to these notifications as required. In order for Action Owners to receive notification emails the ‘Receive Action Notifications’ checkbox on the Role record must be set to TRUE. You can also disable this functionality entirely within the Project Automation section of the Mission Control console by ticking the ‘Disable Automatic Notifications for Dependant Actions’ checkbox and clicking Update.
An example of the email notification is as follows:
Mission Control allows you to ignore weekends and non-working days when existing Actions are being rescheduled.
A ‘Non Working Day’ is defined as a Holiday record, which is either assigned to an individual Role, or via a Holiday Assignment.
When an Action is rescheduled (e.g. the Start Date or End Date are changed) the rescheduling process will move the date forward to the next working day.
For example, an existing Action has the following values:
Start Date: Wednesday 19th August 2015
End Date: Friday 21st August 2015
If the Action is updated so the dates are moved forwards by two days, the result would end up being an End Date on a Sunday, so the End Date will be moved forward by one day. Therefore, the final result will be:
Start Date: Friday 21st August 2015
End Date: Tuesday 25th August 2015
In the same scenario, where the Action Owner also has a Holiday record for Monday 24th August, the end result would be:
Start Date: Friday 21st August 2015
End Date: Wednesday 26th August 2015
This rescheduling feature will execute once the record has been saved. Therefore, if you’re applying the change on the Gantt Chart or the Scheduler, it will not adjust for weekends and non-working days until the changes are saved.
Weekends can be shaded grey on the Gantt Chart to make day of the week identification simpler. Note, the standard ‘Business Hours’ feature within Salesforce.com has been used to identify which days of the week should be highlighted grey. In the illustration below, the Business Hours settings will result in Saturday and Sunday being highlighted grey.
To access the Business Hours section you need to click Setup > Administer > Company Profile > Business Hours.
If you do not wish to use this feature, it can be disabled within the Project Automation section of the Mission Control Console as per the illustration below.
Completion % Functionality
This feature automatically updates the completion % of Actions based on the time logged and time scheduled for the action. When using this feature, if you manually override the completion % value for a specific action, you will need to maintain it manually from that point.
Default Hours Per Day
This feature allows you to set a default number of hours per day to be used on projects. This value will be applied to the project if the field is not manually completed.
PMO Dashboard Breakpoints
The PMO Dashboard breakpoints allow you to set the scores to be displayed as red and green; anything between the two will be displayed in amber.
By default the Timesheet page will display a full week based on your organisation locale. E.g.: Sunday – Saturday. You can adjust this to display Monday – Sunday, or any other adjustment you would like, by moving the start day forward or backwards with the offset picklist.
Disabling Automatic Updates
Automatic updates are enabled by default. However if you would like to disable any of the features you can do so from the Mission Control console. To disable automatic updates simply tick the updates that you would like to disable and then click the Update button.
To prevent pick lists continuously growing as you load more and more Projects into the system, a new ‘Archived’ checkbox has been added to the Project record. Once a Project has this field set to TRUE, it will no longer appear in any of the pick list fields on the Console, Time Log, Whiteboard, etc. You will still be able to access the Project record directly by navigating to the Project tab or searching for it using the standard salesforce.com global search functionality.
Mission Control users can now add their own Custom Fields to the Project overview and project clone page(s). Create your Custom Field in the usual way and simply navigate to the Setup Menu > Create > Objects > Projects > Field Sets to add them to the Project Overview page and/or the Clone Project page by dragging your custom field into the Field Set.
From the Field Sets area, click edit next to custom fields:
Drag and drop the required fields into the Field Set and Save:
Custom fields added to the field set will then be visible in the ‘Other Project Data’ section of the Project Overview Page.
Whilst you can create custom reports and dashboards to meet your own requirements, Mission Control comes with a set of standard reports as well as a dashboard.
To access the Mission Control dashboard, click the Dashboards tab and select Mission Control Dashboard from the drop down, which is contained in the Mission Control Dashboards folder.
The underlying reports that feed the Mission Control dashboard can all be located in the Mission Control Reports folder within the Reports tab. The reports supplied with Mission Control are listed below:
|Actions by End Date||Displays all Planned and In Progress Actions, grouped by Action End Date|
|Actions by Status||Displays all Actions with an End Date This Month, grouped by Action Status|
|Completed Projects by Actual Performance||Displays summary of Projects that are Complete, grouped by Actual Performance|
|Current Projects by Forecast Performance||Displays the number of Projects by Forecast Performance|
|Hours Remaining Summary by Action Owner||Matrix Report: Displays the total Hours Remaining by End Date for each Action Owner|
|Hours Remaining Summary by Role||Displays total Hours Remaining by Role Name for Actions with an End Date of less or equal to the Next 7 Days|
|Hours Remaining Summary by Status||Displays a summary of the number of Hours Remaining by Action Status|
|Project Summary by Status||Displays a summary of all Projects by Status|
|Resource Utilisation Report – Last 3Mth||Shows the utilisation of each Role within Mission Control over the last 3 months|
|Top Projects by Hours Allocated||Displays the top Projects by the Hours Allocated|
|Top Projects by Hours Remaining||Displays the top Projects by the Hours Remaining|
Mission Control comes with a permission set called ‘Mission Control Full’, which contains all components within the Mission Control package. This will allow a System Administrator to quickly provide access to Mission Control without needing to assign access to the individual components. The permission set can be assigned by going to Your Name > Setup > Manage Users > Permission Sets > Mission Control Full > Manage Assignments Button > Add Assignments Button and then select the users you want to add.
Mission Control provides comprehensive billing management for your projects. You can record invoices, credits and payments, and these can be managed manually, or automated on a periodic or Milestone completion basis. Project expenses can also be included in these Billing Events.
Once you have set up the billing information on a project and created a billing event, a PDF document will also be created and stored against the record on a scheduled basis, or as and when you need by selecting to generate the PDF. This PDF is also customisable to ensure that you can add your company information, logo, and your own footer notes.
If you would like to take advantage of Mission Controls billing functionality you should start by completing the billing setup section of the Mission Control Console. Note: You will need to switch to Salesforce Classic in order to access this section.
In the Billing Automation section, tick the ‘Invoice Generation Active’ checkbox to have invoices and credit notes automatically created for new or modified billing events every 5 minutes. If you do not choose this option you will need to manually generate invoices and credit notes when required.
If you perform billing on a periodic basis, you should tick the ‘Periodic Billing Active’ checkbox to enable periodic billing to run and automatically create billing event records for the relevant projects. Projects with a billing type of ‘Periodic’ will be included in the schedule based on the billing cycle information for the specific project. Be sure to click the ‘Update’ button to apply your settings.
The Invoice Details section allows you to customise the template used to generate the PDF of invoices and credits.
The footer text area is limited to 255 characters and allows you to enter plain text, or, if you want to include formatting to the footer, you can also add HTML tags. In the example above we have used to make the text Bold,
to add Line Breaks, and to apply an Underline. Note: HTML tags count towards your character limit.
Once you have applied or changed your custom invoice details, remember to click the ‘Update’ button to save.
Next you will want to record some tax rates.
The Tax Rates object allows you to record the specific tax information relevant to your company. You can establish various Tax Rates and then select the relevant rate on each specific project. The tax rate object allows you to specify the Tax Label and Rate as well as specific currency and date formatting to use on invoices generated. To create a tax rate, go to the Tax rates tab and click the new button.
Enter the details for the tax rate and then click save. Please note that the data entered here will be used to calculate the tax rate as well as to format invoices and credit notes as follows:
Currency Code: Displayed on the Invoice/Credit Note
The Date Format field must be populated using Java Simple Date Format such as dd/MM/yyyy or MM/dd/yyyy. If the date format is not entered, or entered incorrectly the running users locale will be used to format the dates. Please see some sample date formats as follows:
|EEE MMM d, yyyy||Thursday September 1, 2016|
|MMM d yyyy||September 1 2016|
Note: Date formatting is case sensitive.
If you have multiple business entities all using the same instance of Mission Control, you’re able to override the ‘Business Entity’ details. You’re also able to override the PDF ‘Labels’ to meet your own requirements, whether that’s terminology preferences or to translate to another language.
Override Business Entity
There are a number of new fields now available on the Tax Rate Object that enable you to override the Company Name, address, logo and invoice footer notes. If you have two separate business entities using the same instance of Mission Control, you can set up separate Tax Rate labels for each company and apply the override field values as shown below.
Override Template Labels
There are a number of new fields now available on the Tax Rate Object that enable you to override the various labels on the Invoice / Credit Note PDF templates. These can be used should you wish to translate any of the labels to another language.
The Periodic Billing feature allows you to automate your invoicing process by automatically generating invoices for your projects at set timeframes. Periodic billing is currently available for time & materials based projects only. Follow the steps below to set your projects up for periodic billing:
The Periodic Billing feature will create a billing event item, each period, for the Hours Completed Value (Billable) value of all time logs approved, and all approved billable up to, but not including the next billing date, excluding any that have already been invoiced. These will be included in one signed billing event record, with a separate billing event item for the expenses and time logs, which will be listed as spate lines on the invoice. You can view the invoice by clicking the view PDF button, and then print or download as required.
The individual Billing Event Items appear as follows with either the time logs or expenses related in lists at the bottom of the page.
The billing event item descriptions will be populated with the following text:
[Project Name] – Progress Payment
Times Logs to [Billing Date]
[Project Name] – Progress Payment
Expenses to [Billing Date]
An invoice for a period billing event will look something like this:
The Milestone Billing feature allows you to automate your invoicing process by automatically generating invoices for your Projects when Milestones are completed. Milestone billing is available for both Fixed Price and Time & Materials based Projects and provides the flexibility of allowing you to specify which Milestones within the Project should be included in billing.
Fixed Price Milestone Billing
Follow these steps to set your Projects up for Fixed Price Milestone Billing
When the Milestone ‘Status’ is set to Complete and the ‘Invoice on Completion’ checkbox is True, the Billing Event record will then be created. The amount of the Billing Event record will be the ‘Invoice Amount’, or if this is null or 0, the ‘Milestone Budget’, or if this is null or 0, then the ‘Hours Scheduled Billable Value’ will be used. The Billing Event will be created with a single Billing Event Item for the completed Milestone.
The description of the Billing Event Item will be populated as follows:
[Project Name] – Progress Payment
[Milestone Name] – Completion
An example of an invoice for a fixed price Milestone Project is as follows:
Time & Materials Milestone Billing
Follow these steps to set your Projects up for Time & Materials Milestone Billing:
When the Milestone ‘Status’ is set to Complete and the ‘Invoice on Completion’ checkbox is True,, the Billing Event record will then be created, with the amount being based on the Hours Completed Billable Value.
The Billing Event will be created with a single Billing Event Item for the completed Milestone.
The description of the Billing Event Item will be as follows:
[Project Name] – Progress Payment
[Milestone Name] – Completion
An example of an invoice for a Time and Materials Milestone billing Project is as follows:
Manual billing will remove the automation of the billing process by Mission Control. With this option you will need to create your own Billing Events and Billing Event Items against your Projects. This option is good for customers who do not have specific billing processes, or whose processes cannot be handled with the existing automation. Manual billing is available for all Projects and provides you with full control over your billing.
Follow these steps to set your Projects up for Manual Billing:
Based on your requirements, you can then create a Billing Event for the Project by clicking the New Billing Event button in the Billing Events related list of the Project.
Complete the details for the Billing Event such as Type Status, Summary, Invoice Date & Due Date and then click save. Note the amount will be calculated based on the individual Billing Event items that you add to the Billing Event.
Once saved you can click the “New Billing Event Item” button in the Billing Event Items related list to add lines to your Billing Event.
Enter the details of the Billing Event Item such as Description, Amount and whether Tax is applicable and then Save.
The Tax Amount is calculated based on your selection to include it, and the Tax Label associated to the Project.
The amounts from the Billing Event Items then roll up to the Billing Event record and an Invoice can then be generated using the ‘View PDF’ button.
When a credit note or invoice has been created, you generate a PDF of the event using the ‘View PDF’ button on the Billing Event record. If you have set Mission Control up for automatic invoice creation, then invoices will be created for all billing event items every 5 minutes and will be instantly displayed when you click the view PDF button.
If you are not automatically creating invoices, or a change has been made to the Billing Event and needs updating, you will be prompted to generate the PDF.
The only difference to the PDF for the Billing Event types of Invoice and Credit is the document name, which appears in the top left hand corner.
You can specify the wording for each type (Invoice or Credit) on the billing setup section of the Mission Control console page as follows.
Mission Control also allows you to record details of payments made against invoices or credits for each individual Billing Event. This information is then totalled up and included on the Invoice or Credit Note as the Amount Paid.
To record a payment, go to the Billing Event record and click the ‘New Billing Payment’ button in the Billing Payments related list.
Enter the payment details such as Name, Amount & Date and then Save.
The payment amount rolls up to the Billing Event and the Total Outstanding is updated. When the Total Outstanding is equal or less than 0, the ‘Status’ will be updated to “Paid”.
An example of a Sales Invoice that has been paid in full is as follows:
Cirrus Insight Inbox Apps
Mission Control has partnered with Cirrus Insight Inbox Apps, to bring the Project Management directly to your Gmail or Outlook 365 Inbox!
There are four key features available within the Inbox App:
You need to have a Cirrus Insight Closer account in order to take advantage of Inbox Apps. Please visit the Cirrus Insight website here in order to sign up: https://www.cirrusinsight.com
If you are a Cirrus Insight user on a Closer plan, you can install the app directly from the Cirrus Insight Inbox Apps page here:www.cirrusinsight.com/inbox-apps. Locate and click on the Mission Control app and then click on the Add to Cirrus Insight button.
Once the app has installed you will receive a confirmation message as follows:
You can then return to Gmail or Outlook and you will see the Mission Control app available within Cirrus Insight. Please note: you may need to refresh Cirrus Insight first. To do this, simply click on the Settings Icon > click Account Info > click Refresh Cirrus Insight.
Inbox App Home
The Mission Control home page will load up as per the following screenshot.
Inbox App Active Projects
The Active Projects page will load up all currently active Projects in Mission Control relating to the Contact or their Account.
Inbox App Time Logger
Log time against any Action within Mission Control, direct from your inbox!
If you prefer, you can download and print a copy of the user guide, which is accessible in PDF format by clicking the button below.
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