Take these steps to get your Project System up and running:

Background

You are going to control large projects through a job system. You, as the group leader, will be assigning tasks to your co-workers. Your co-workers will go into the system, pickup their assignments, complete the task, and write down what was done.

In a medium sized project you may have 50 tasks going simultaneously among 10 people. Project System lets you manage all this work seeing to it that everything gets done right and on time.

Here are the steps to getting people signup up in your system and starting work within this organizational framework:

Step 1: Log in as administrator

1. Go here and log in: http://projectsystem.com/project-system-login.asp. Enter you Administrator user name and password.

2. Once inside, click the blue Administration tab.

3. Click the red Add & Edit System Users ball, 2nd in the left column.

3. Click Authorize a New Worker.

4. Complete this form. Work name should be a single name with no spaces, like a first name. Rate is optional. Fill in the username and password. Set status to active. Set level to 3. Note: only level 5 can access this area (user administration). You are level 5.

Note: These are the system users. These are the people that will be doing the work under your direct control.

Step 2: Enter your team of workers

1. Give the user/pass to each person in your organization.

2. Have them set the start page of the browser (important) to this page: http://webofficesystem.com/index.asp

3. Your contact database and user job instructions will be in the system so they will catch on quickly.

Step 3: Enter your clients into the database

The contacts in your contact database represent the company or organization you'll be working for. If you are doing work for one company then you need just one contact record. If you'll be working for multiple companies, you'll need a contact record for each one.

1. Click Contact Database. Note: the contact database button is accessible from every screen. The only exception is when you're in the database itself.

2. Select Add New Contact and click Action.

3. Fill in this screen. Select the group from the Group dropdown.

4. Click Add this Record and Close.

5. Enter the remainder of your clients. Note: we can, upon your commitment to become a client, enter your contacts for you. We require an excel spreadsheet of contacts. We will do this one time free of charge after the initial invoice is paid.

Step 4: Assign tasks to your employees

With users and contacts in the system you are ready to start assigning work. The basic functionality is simple. You assign a job for a company to a user. The job screen is simple. It basically tells a user what to do for who.

1. Click Production Jobs

2. Enter the date, job name (optional), priority, and estimated hours (optional).

3. Select the employee assigned to the job (these come from step 2 above) and the client you are doing work for (these come from step 3 above).

4. Describe the job fully so that your employee can understand and execute the task without further explanation.

5. Click Add this entry.

Step 6: Doing a Job

1. When your employee first logs in they will be at the main menu. Instruct them to click the blue Your Job Queue button on the upper right.

2. They will see the jobs you have assigned for them to do. The jobs are ranked in priority order first and date second. Instruct your employees to work the top job first.

3. Employees should work the job to completion.

4. When complete click Edit this Task, check the Complete checkbox, and click Update this Entry.

Step 7: Recording Work Done (important)

When an employee finishes a job they should make an entry into their work record. Employee work records form the basis of your project, even if you do the work yourself. Project System builds a complete and detailed database of work performed. When you're done you'll have perfect, detailed records to support your billing.

1. When a job is complete click the Job Queue button

2. Click on Work Record

3. Enter the hours worked, the project name (optional), and the project worked on.

4. Enter a detailed description of the work done and press Add this Entry.

Conclusion

Once you begin using the system to assign tasks, you'll find your ability to do work is magnified by the amount of workers you have. No task gets left undone. All details get attended to. Just put the task in the system, get it assigned, and move on. The important thing is to let the system run the project. Do not try to manage it from your head.

Should the worker decide not to do this task, or record what they did, they'll have to answer why. With this system the hundreds of details surrounding large projects get assigned and worked. You will not believe your organizational skill and ability to manage people with a tool like Project System.

That forms the basis of the Web Office System. If you have questions or concerns feel free to contact us at 714-368-1500 Pacific Time.