| Topic | Presenter | Summary | Duration | Tags | Quiz | Captions |
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| EP Cleanup | Kristin Wagner | In this video, Kristin gives instructions for "cleaning up" Easy Projects by listing all projects/line items for each developer | 13:21 | #ClarityAdmin, #PMandOps, #ClarityTraining, #EasyProjects, | N/A | |00:00:01.890 --> 00:00:04.950 - So you're gonna have a list of all the projects. 00:00:04.950 --> 00:00:07.398 - Obviously, since you're doing the PM audits so 00:00:07.398 --> 00:00:10.764 - something else that will do a training on is going in 00:00:10.764 --> 00:00:11.988 - for EP cleanup so. 00:00:13.750 --> 00:00:18.655 - All these line items that have X is it means that no one can log 00:00:18.655 --> 00:00:22.684 - time to them. So all these people should be removed. 00:00:23.270 --> 00:00:28.142 - Ah, OK, and then you'll see some of these. You know, I don't want 00:00:28.142 --> 00:00:32.318 - you to close the line item out, because obviously then the PM 00:00:32.318 --> 00:00:36.494 - would have to like go and reopen it. But when you're going 00:00:36.494 --> 00:00:40.322 - through these audits, if you see the estimated hours, that's what 00:00:40.322 --> 00:00:44.150 - has been approved actual hours. That would be obviously huge red 00:00:44.150 --> 00:00:47.978 - flags, so this is garrets project, so you would come out 00:00:47.978 --> 00:00:52.154 - here and say, Hey Garrett, I didn UP clean up for Carter 00:00:52.154 --> 00:00:54.590 - views or the line items I notice 00:00:54.590 --> 00:00:57.855 - twerk. Over these are the people that are assigned to 00:00:57.855 --> 00:01:01.635 - them. You know, please let me know if I can remove anybody 00:01:01.635 --> 00:01:02.895 - or clean this up. 00:01:04.290 --> 00:01:08.970 - So the ones with axes, you can remove these people because it 00:01:08.970 --> 00:01:14.040 - doesn't. Like I said, they can't log time anyways to it. And to 00:01:14.040 --> 00:01:16.770 - do that really easy way is to 00:01:16.770 --> 00:01:19.978 - just click. You can go to quick at it. 00:01:22.180 --> 00:01:22.850 - Baby. 00:01:24.320 --> 00:01:24.908 - There we go. 00:01:26.310 --> 00:01:31.060 - It. Uncheck them, update and update. 00:01:32.660 --> 00:01:37.724 - So you can just go through and clean those at. Obviously that 00:01:37.724 --> 00:01:40.678 - is huge. Yeah, I mean this is. 00:01:42.060 --> 00:01:43.800 - This isn't a very pretty one. 00:01:45.060 --> 00:01:49.512 - Uhm, but so my thought process is this is gonna help encourage 00:01:49.512 --> 00:01:53.964 - the team to not have overages, because right now I'm not saying 00:01:53.964 --> 00:01:58.045 - that um, each time there's an overage that the PM hasn't 00:01:58.045 --> 00:01:59.900 - reviewed that with the client. 00:02:01.170 --> 00:02:05.096 - But right now there's not kind of like a stopgap to make sure 00:02:05.096 --> 00:02:08.720 - that that's happening. So, and also the PM might not be aware 00:02:08.720 --> 00:02:11.740 - that this you member has log significantly over an EP. 00:02:13.650 --> 00:02:17.544 - I'm, you know they're looking any EP 2, but obviously having 00:02:17.544 --> 00:02:21.438 - another set of eyes is going to be really helpful. Also, 00:02:21.438 --> 00:02:25.332 - something else that we're going to be doing on one of 00:02:25.332 --> 00:02:28.872 - the other weeks, I'll just use. Andrew has an example. 00:02:30.570 --> 00:02:36.506 - If I sign Andrew has you were gonna see he went to log his 00:02:36.506 --> 00:02:42.018 - time and he hit the drop down? Look at all of these projects 00:02:42.018 --> 00:02:47.530 - that he is assigned to an even within a project he could have 00:02:47.530 --> 00:02:51.770 - then a ton of different Lake activities that he's assigned 00:02:51.770 --> 00:02:56.535 - to. So as a developer, you know they don't love walking their 00:02:56.535 --> 00:03:00.110 - time anyways, right? As you can imagine, this makes the process 00:03:00.110 --> 00:03:04.335 - of way more cumbersome, so a long time ago when I was full 00:03:04.335 --> 00:03:08.235 - time and we definitely did not have the amount of team members 00:03:08.235 --> 00:03:12.135 - that we have right now, I would audit this every month and 00:03:12.135 --> 00:03:13.760 - basically email Andrew and say. 00:03:14.660 --> 00:03:17.588 - Hey Andrew, here is a list of all of your projects, so 00:03:17.588 --> 00:03:20.516 - I would split my screen and like put this on half an 00:03:20.516 --> 00:03:23.200 - email on half and just pull it out. All the projects 00:03:23.200 --> 00:03:24.420 - that he was assigned to. 00:03:25.670 --> 00:03:30.950 - And ask him to confirm which ones he was actively working. 00:03:31.670 --> 00:03:35.465 - So that was my first stop, because if he's not actively 00:03:35.465 --> 00:03:38.915 - working on any, it doesn't matter how many activities he's 00:03:38.915 --> 00:03:43.400 - assigned to. If he's not working on deji anymore, then I can go 00:03:43.400 --> 00:03:44.435 - over to deji. 00:03:47.850 --> 00:03:52.086 - And I can remove him from all of the applicable line items. 00:03:53.150 --> 00:03:57.232 - That you find my line. Well, you can do line by line, but 00:03:57.232 --> 00:04:01.628 - he is assigned to a lot. So what I would do is go to 00:04:01.628 --> 00:04:02.256 - batch operations. 00:04:05.620 --> 00:04:07.340 - Remove assignees. 00:04:08.610 --> 00:04:13.038 - So then I'm gonna choose Andrew and you have to click add. 00:04:14.580 --> 00:04:19.247 - And you can go down in anything he is assigned to you. Just 00:04:19.247 --> 00:04:24.273 - check that box OK, and so after you check that box, you can hit 00:04:24.273 --> 00:04:28.940 - run and it'll run the program to remove him from all the line 00:04:28.940 --> 00:04:32.889 - items. OK, so as you can imagine, the first couple of 00:04:32.889 --> 00:04:37.197 - times you do this, this is going to probably take quite yeah 00:04:37.197 --> 00:04:42.223 - awhile because it has not been done and so so long and the PMS 00:04:42.223 --> 00:04:45.454 - are really busy so they're not actively removing people. 00:04:45.530 --> 00:04:49.937 - Right, we are gonna run in from time to time that people are 00:04:49.937 --> 00:04:54.005 - like no, I'm not working on it. You're gonna remove them and 00:04:54.005 --> 00:04:58.073 - then like next week there gonna get assigned in this front and 00:04:58.073 --> 00:05:02.141 - then they're going to log it to needs reallocation so you know 00:05:02.141 --> 00:05:06.209 - there will be. I'm anticipating a little push back and a few 00:05:06.209 --> 00:05:10.277 - hiccups just as we fine tune this process, but it's going to 00:05:10.277 --> 00:05:14.684 - help clean it up so much and I think avoid potential error for 00:05:14.684 --> 00:05:15.701 - people logging incorrectly. 00:05:15.940 --> 00:05:20.742 - And also to just the amount of time and energy it takes them to 00:05:20.742 --> 00:05:24.172 - figure out which project, how many activities and it's just 00:05:24.172 --> 00:05:27.259 - it's just way too much information that's available to 00:05:27.259 --> 00:05:30.689 - them. So like I said, I think this may be. 00:05:32.830 --> 00:05:35.954 - You know the first couple of times. Maybe we divide this 00:05:35.954 --> 00:05:37.090 - human half and so. 00:05:37.760 --> 00:05:41.335 - Like maybe the last week of June, you do half of the team 00:05:41.335 --> 00:05:44.910 - and then the first week of July you do the other half the 00:05:44.910 --> 00:05:48.210 - team so are still doing it once a month. We're just doing 00:05:48.210 --> 00:05:51.510 - it closer together, but then that way when you do it the 00:05:51.510 --> 00:05:54.810 - first week in August, it's not going to be read Intents as 00:05:54.810 --> 00:05:56.185 - it's going to, I mean. 00:05:57.750 --> 00:06:01.858 - Here is just so many like for Chris like I'll do them with. 00:06:02.560 --> 00:06:07.292 - Uhm, you can send it to me for Chris, but I mean he's literally 00:06:07.292 --> 00:06:10.334 - assigned to basically every project that we've ever worked 00:06:10.334 --> 00:06:14.038 - on ever. An he doesn't log his time. 00:06:15.670 --> 00:06:18.190 - So I mean, yeah, like that, yeah. 00:06:19.710 --> 00:06:24.966 - Um, down below where it's the line items. I know that there 00:06:24.966 --> 00:06:30.222 - is supposed to be at the feature level. Can you show me 00:06:30.222 --> 00:06:34.602 - what that means? It doesn't really mean anything any P, 00:06:34.602 --> 00:06:35.478 - unfortunately, because. 00:06:37.090 --> 00:06:41.434 - They're just not mapped out quite the same, so you can just 00:06:41.434 --> 00:06:45.054 - see like wire up invoice reports. So this in theory 00:06:45.054 --> 00:06:49.398 - should then be broken down into into like with the Sprint in 00:06:49.398 --> 00:06:53.018 - different tickets. So like Patrick had a ticket for this, 00:06:53.018 --> 00:06:58.086 - an Andrew has how to take it for this and then they both have 00:06:58.086 --> 00:07:02.068 - access to this line item to log their appropriate time OK? 00:07:03.260 --> 00:07:06.848 - And so, like this one, you would email client and say, Hey, 00:07:06.848 --> 00:07:12.024 - Clint. I see that line item one 6024 and you could literally 00:07:12.024 --> 00:07:16.392 - just copy and paste this and then underneath say, how can I 00:07:16.392 --> 00:07:20.760 - help like can I closeout the line item? Can I remove the 00:07:20.760 --> 00:07:24.658 - assignees? Do we need to reallocate time because 00:07:24.658 --> 00:07:28.498 - sometimes when people have access to too many things like 00:07:28.498 --> 00:07:32.338 - here, this UI customize HTML. Well, Andrew and Patrick have 00:07:32.338 --> 00:07:36.946 - access to it, so now they're over well, does that mean that 00:07:36.946 --> 00:07:40.786 - one of the Andrews time logs maybe should have gone? 00:07:41.440 --> 00:07:42.260 - Here. 00:07:43.950 --> 00:07:47.649 - And you can reallocate to not make this over. 00:07:49.690 --> 00:07:53.166 - And when somebody is auditing and having another set of eyes 00:07:53.166 --> 00:07:57.274 - on this, not only I think, are you going to fix the problem? 00:07:57.274 --> 00:08:00.434 - But then it's also gonna, I think, inadvertently kind of 00:08:00.434 --> 00:08:04.226 - encouraged the PMS to know how can we continue to support the 00:08:04.226 --> 00:08:07.070 - project managers and things that you know are admin 00:08:07.070 --> 00:08:09.914 - related there not necessarily client facing, but that would 00:08:09.914 --> 00:08:13.390 - be really helpful for the business and for the PM team. 00:08:14.880 --> 00:08:19.417 - So he you know it's going to kind of put together a list 00:08:19.417 --> 00:08:23.256 - and see how we can provide some more coverage there, but 00:08:23.256 --> 00:08:26.746 - that is a perfect example of not really knowing something 00:08:26.746 --> 00:08:30.236 - until we are presenting with it. So, you know, we're 00:08:30.236 --> 00:08:33.028 - definitely making steps so we're not firefighting, but 00:08:33.028 --> 00:08:36.867 - we're going to be right. Just proactively looking for it so. 00:08:38.340 --> 00:08:38.750 - But 00:08:40.300 --> 00:08:41.240 - an item? 00:08:42.280 --> 00:08:48.032 - Um, let's see so this one that is 00:08:48.032 --> 00:08:53.784 - like 2 3/4 over a line number 15887. 00:08:55.430 --> 00:09:01.894 - If I saw that in one, would I just go back to the PM and say 00:09:01.894 --> 00:09:04.722 - just say like this line item is 00:09:04.722 --> 00:09:07.300 - over? I wanted to make sure 00:09:07.300 --> 00:09:11.816 - you're aware. Would you like me to close it out and remove the 00:09:11.816 --> 00:09:15.709 - assignees? Um, obviously if any kind of reallocation needs to 00:09:15.709 --> 00:09:20.524 - take place, the PM would need to do that. But as far as just like 00:09:20.524 --> 00:09:22.450 - general housekeeping, closing outlines, that's obviously 00:09:22.450 --> 00:09:25.660 - something that we could definitely and we would want to 00:09:25.660 --> 00:09:29.512 - close it out 'cause we don't want any more hours on it. 00:09:30.610 --> 00:09:34.950 - I'm right, yes, I guess that's where we're basically presenting 00:09:34.950 --> 00:09:38.856 - this information by telling, basically making them aware if 00:09:38.856 --> 00:09:44.498 - they're not already. Um, in the event that the line item is not 00:09:44.498 --> 00:09:46.234 - complete, that is, when. 00:09:47.170 --> 00:09:51.486 - Basically, then, the PM needs to go back to the client and either 00:09:51.486 --> 00:09:55.802 - gotcha request more time, and if that's the case and they have to 00:09:55.802 --> 00:09:59.454 - do like a formal change request to get approval for additional 00:09:59.454 --> 00:10:01.220 - hours. Because we're billing 00:10:01.220 --> 00:10:03.855 - them. Based on the hours that 00:10:03.855 --> 00:10:05.900 - they've approved. Um? 00:10:06.790 --> 00:10:11.206 - So they would have to get a change request or you know, 00:10:11.206 --> 00:10:15.622 - let's say, OK, sure, but we didn't use one of the approved 00:10:15.622 --> 00:10:19.670 - hours for dev environment setup. Well, in that scenario we would 00:10:19.670 --> 00:10:23.350 - still encourage the project manager to reach out to the 00:10:23.350 --> 00:10:24.454 - client and say. 00:10:25.290 --> 00:10:28.865 - We wanted to make sure you're aware we went slightly over 00:10:28.865 --> 00:10:32.440 - on this line item, but were slightly under on this line 00:10:32.440 --> 00:10:36.340 - item, so you know we're still on track, but I wanted just 00:10:36.340 --> 00:10:38.940 - to be sure, so obviously that's their call. 00:10:40.020 --> 00:10:44.651 - They'll have to ultimately answer to you, um, but we can 00:10:44.651 --> 00:10:50.124 - help support, and your role, and that's kind of going back to the 00:10:50.124 --> 00:10:53.492 - whole. Like you're just presenting the information, not 00:10:53.492 --> 00:10:57.281 - necessarily having to enforce it with these specific positions, 00:10:57.281 --> 00:11:01.491 - but just encouraging them and reminding them what the standard 00:11:01.491 --> 00:11:02.754 - operating procedure is. 00:11:04.170 --> 00:11:08.178 - And if any time, if at anytime you're doing that in your 00:11:08.178 --> 00:11:11.852 - receiving pushback, or you feel like it's not really being taken 00:11:11.852 --> 00:11:15.860 - care of or noted, then obviously that's when you would let me 00:11:15.860 --> 00:11:20.536 - know and let table that you know know so he can address that with 00:11:20.536 --> 00:11:25.212 - them and their one on ones. And honestly, if you have a PM that 00:11:25.212 --> 00:11:28.886 - they are not necessarily in this beginning audit, maybe when you 00:11:28.886 --> 00:11:33.228 - get to August where you've done this a few times. Yeah, um, if 00:11:33.228 --> 00:11:34.564 - you have consistent repeat 00:11:34.564 --> 00:11:38.480 - offenders. And that's definitely something I want you to let you 00:11:38.480 --> 00:11:39.784 - know, and I know. 00:11:40.430 --> 00:11:40.870 - Right? 00:11:42.360 --> 00:11:45.216 - Um and you so this is done once 00:11:45.216 --> 00:11:48.600 - a month. Right, so this is. 00:11:50.180 --> 00:11:56.280 - Well, I'm happy now. This is Kelsey's list, um, so 00:11:56.280 --> 00:11:57.500 - it's these. 00:12:02.020 --> 00:12:06.388 - And obviously some of these have changed a little bit, but so for 00:12:06.388 --> 00:12:10.420 - items below when will be for each week, so the monthly CRM 00:12:10.420 --> 00:12:14.452 - audits. This is what I'm going to combine with my VOA meetings, 00:12:14.452 --> 00:12:18.820 - so we want to make sure that the client has a signed agreement 00:12:18.820 --> 00:12:22.516 - with their hours, balances, any credits within the last 45 days, 00:12:22.516 --> 00:12:23.860 - and any outstanding invoices. 00:12:24.440 --> 00:12:27.520 - OK, and then the monthly EP audits for active projects, 00:12:27.520 --> 00:12:29.984 - which is just what we were talking about. 00:12:31.030 --> 00:12:34.582 - And then the monthly EP cleanup. Uhm, so I actually already did 00:12:34.582 --> 00:12:39.022 - break it up. So you'll be doing this over 2 weeks, so I said one 00:12:39.022 --> 00:12:43.758 - week do front and one we do back end but I think that if we just 00:12:43.758 --> 00:12:47.606 - alphabetically even divide it in half so you can do 1 one week 00:12:47.606 --> 00:12:49.382 - and one the other week so. 00:12:50.740 --> 00:12:53.740 - I think that way it's just not quite so converse them, yeah. 00:12:56.210 --> 00:13:01.370 - That sounds great. And in CRM I would know where the signed 00:13:01.370 --> 00:13:07.310 - agreement is. So, and it's not actually living in the CR. M 00:13:07.310 --> 00:13:12.861 - Oh OK, which is something that we I'm gonna make a note to 00:13:12.861 --> 00:13:16.277 - ask Chris about. It's in their client folder. 00:13:17.450 --> 00:13:21.038 - Oh uh-huh, I've seen that briefly.