July 26, 2001
1. Resources: graphical utilization dashboard, book resources permissions, view resource
Graphical utilization dashboard. Project managers, resource managers,
executives, and resources can now use a new utilization dashboard to view
hours and percentage resource bookings to projects, and assignments to specific
tasks on those projects. Managers can get quick visual answers to questions
such as, "Can I staff this resource on new projects?" and, "Is this resource
overbooked?" Users can visually monitor their own schedule to manage their time
assignments. For more detailed information on which projects individuals are
working on, the manager or user clicks on the bar graph in the dashboard. Users
access the resource utilization dashboard by navigating to Resources>Resources>
[select user ID]>Utilization.
Book resources permissions. Account administrators who set up users and roles
can now limit an employee's ability to view, create, and modify bookings. For
example, project and resource managers can be enabled to create and modify
resource bookings while other resources can be set up only to view their own
project bookings. Account administrators can configure roles by navigating to
My Account>Account>Roles>[select role].
View resource profiles permissions. Account administrators who configure roles
can now enable or disable employees’ access to viewing their own resource
profiles. So, for example, consultants can be given permission to continuously
update their profile of skills, experience, and location preferences to ensure
that they are booked to the most appropriate projects. Or, if a company only
permits managers to modify resource profiles, roles can be configured to permit
only certain managers access to modify resource profiles. Account administrators
can configure roles by navigating to My Account>Account>Roles>[select role].
2. Projects: project locations.
Project managers and other user who set up new projects can now specify the
location of a project. Like all the fields in OpenAir, the location choices are
fully configurable. So, for example, your company can assign projects to offices such as Boston or Los Angeles. Or, your company could also assign projects to regions such as West Coast or East Coast. Managers can then run reports by the project location. To configure the locations for your company, navigate to My Account>Account>Locations. To assign a project to a location, navigate to My Account>Account>Projects>[select project] or to Projects>Tracked>[select project]>Edit project.
3. Opportunities: create project revenue and cost estimates, navigation
Create project revenue and cost estimates. Project managers, partners, sales
managers, and other executives can now create project-level revenue, cost,
staffing, and profit estimates. Managers can use the estimation tool to better
price projects to ensure optimal profitability. Managers navigate to
Opportunities>Estimates>New Entries:Create dropdown select Estimate. Then
managers can plan the estimate based on project phase, create proposed staffing
including resource rates and costs, and estimate expense amounts by expense
types such as airfare or as a flat percentage of total engagement price. Once
managers have estimated each portion of the project, they can review the total
estimate for problems and then modify any part of the staffing, expenses,
durations, etc. to update the total estimate amount.
Navigation enhancements. We have streamlined the navigation of the Opportunities
module to enhance usability. A few of the new enhancements include more
intuitive tab navigation, a more comprehensive summary view of prospects and
associated deals and to dos, and tighter integration of prospects and contacts.
4. Reports: renamed tab, missing timesheet report, project location report, other
Renamed tab. Users of reports in the Reports>Other tab will find that it now
has a new name: Reports>Advanced to reflect the growing number of high-level
reports OpenAir offers.
Missing timesheet report. We have added a department column, department filter,
and a user filter to the missing timesheet report in Reports>Advanced.
Project location report. In conjunction with adding a new location designation
for projects, we have added a new report called the project locations report.
Located in the Reports>Detail tab, the report displays the name of the project
and location of the project.
Project reporting enhancements.
We have added client and project columns in the actual vs. planned hours
project report, the overbudget/late task report, and the user task report.
5. Suite-wide: smart dropdowns, new location for layout tabs, custom field
Smart dropdowns. Users will now experience faster page loading and more
appropriate choices in client and project dropdowns in OpenAir. We have added
a feature that limits the dropdown choices to 30 and "remembers" the most
recent and popular choices for those dropdowns. The result is that users
first see the selections that they are most likely to need, so they save time
navigating through the application.
New location for layout tabs. Users with permissions to modify layouts for
timesheets, expense reports, Gantt project views, invoices, etc. will find the
"Layout" tab in the upper right hand corner of the screens renamed "Options."
As we continue to enhance the configurability of layouts in OpenAir, new layout
configuration options will appear in the Options tab.
Sequence custom field. We have added a new Sequence custom field type. When
added to a form, the Sequence field automatically assigns a number and then
automatically increments the number as new forms are created. As with all
custom fields, the Sequence field can be used on all the forms in OpenAir to
keep track of users, expense receipts, projects, etc. To create a new Sequence
custom field, users with permission to create custom fields navigate to My
Account>Company>Custom fields>New Entries: Create dropdown Sequence field.
Enforcing uniqueness on custom fields. We have added the ability to enforce
unique numbers and/or words to be entered into custom fields. For example, if
your company uses a custom field to record users' social security numbers,
account administrators can now ensure that no duplicate SSNs exist in the
system. To enforce uniqueness for a custom field, navigate to My Account >
Company > Custom fields >[select custom field] > [check Unique checkbox].
Decimals and date custom fields. Account administrators can now set date custom
fields to default to the current date. Plus, on currency and numeric custom
fields, administrators can now specify the decimal precision to be used in the
fields. Administrators navigate to My Account>Company>Custom fields to create
and modify custom fields.
6. Timesheets: pre-populate data on timesheet grid.
Users can now create a timesheet, type
in clients, projects, tasks, etc., without entering any hourly data, save the
timesheet, and then come back to the timesheet and view all the pre-populated
clients and projects. This feature allows users to set up their timesheet at
the beginning of a time period so that data entry later in the week is easier.
To use this feature, create a new timesheet, populate the data, and save the
7. Expenses: mileage display and accounting code on expense
reports; expense item entry can be required on receipts.
Mileage display on expense reports. Administrators can now configure their
company's expense reports to include a column to display mileage amounts.
Navigate to Expenses>Options>[select mileage from the columns to display].
Require expense item selection on receipts. Administrators can now require users to select an expense item when creating
receipts. Navigate to My Account > Company > Settings > Expenses options and
check the "Require an expense item selection on receipts" box before clicking
8. Suite-wide: data filters.
OpenAir has added data filters that help create, modify,
and maintain a user's ability to view certain types of data, such as
project and clients. Administrators or other users who have appropriate
permissions can configure filters so that, for example, all users in one
department have access to the same set of clients and projects. Plus, our
new filter maintenance improvements means that users are prompted to add
items to filters whenever a new client or project is added. To set up
filters, navigate to My Account>Account>Filter Sets.
9. Would you like to see previous OpenAir product updates?
Click here to browse previous product updates including all new features, modules and functionality.
10. Suggestions, problems or questions?
As always, please contact us at firstname.lastname@example.org or 888.367.1715 (outside the
U.S. and Canada, call 617-351-0226). We want to ensure that OpenAir improves your company's bottom line.