The Projects App in Tidy allows peak body organisations to set projects for their connected organisations.
See below for how to use Projects as a peak body:
Creating a project
Go to Projects > New Project.
For an internal project (ie one only shared with other administrators of your OWN organisation), choose Internal project from the "Type of Project" drop down box.
For a project you want to SHARE with your connected child-body clubs, choose Connected project from the "Type of Project" drop down box.
Give your project a title, and complete the project description. This description will appear on the "Project Overview" tab in the recipient's view - we find the more detail you can give the recipients of the project, the more likely they will be to complete the project correctly and efficiently. So consider using colour, images, hyperlinks etc to communicate the information they need. You can also add attachments to this section if there are other documents that will help the recipients complete the project, by clicking the Add Attachment button and selecting a file from your computer.
The "due date" field refers to the due date for the entire project (individual tasks within the project can be given their own separate due date, see below).
If you need to sign off on the completion of each task as the project progresses, then click the box next to the first rule, "Completion of each task requires approval from {your peak body's name}".
If you need to approve the completion of the entire project, then click the box next to the second rule, "Organisations can't have this project marked complete without the approval from {your peak body's name}". Note: we recommend you have this option ON for now, as once a project is marked as complete there is no way to restore it (a feature we are currently working to improve!).
Once you have completed the above, click Next.
Creating tasks within a Project
To create a project task, click New Task.
There are 3 different task types you can select from:
Checkbox - this will require the connected organisation to click a box called "Mark as Done" when they have completed the task.
Text - this will require the connected organisation to type a response into a text box and click "Submit".
File upload - this will require the connected organisation to upload a file from their computer.
Give the task a title. It is recommended that you follow the verb-noun method of naming tasks - for example, consider the following two task names:
a. Annual Report
b. Upload Annual Report
If you just say "annual report", it does not really give much information about the task. Are we supposed to create an annual report? Read an annual report? Send in an annual report? On the other hand, if we say "upload annual report", the person responsible for the task knows exactly what needs to be done.
Give the task a description. As with the overall project description, the more detail you can provide in the task, the easier it will be for the recipient to understand what needs to be done. You can also include images, hyperlinks to external resources and attachments to each task. See the image below for a good example of a task description.
Click the "Due Date" field and select a date the task needs to be completed by.
Then click Create Task.
Repeat the steps above until all tasks for the project have been created and you are ready to share. Note that you can add and remove tasks at any point during the project if required.
Editing or removing a project task
Go to Projects>All Projects, locate the project you need to edit and click the project name.
Click the Tasks tab, locate the task you want to edit/remove and click the task name. Then click Edit.
You can then update the task title, description and due date. Click Update Task when you are finished editing.
To remove a task, click the red Remove button.
Sharing a project to connected organisations
This section is coming soon - updates to the user interface is imminent.
Communicating about a task
If you need to have a discussion with a connected organisation (or send a message to all connected organisations) about a particular task, you should use the Discussion tab located within the task. This ensures all communication is contextual and easy to locate should you need to refer to it later.
To find the Discussion tab, go to Projects>All Projects, locate the project you want to discuss and click it's name.
Go to the Tasks tab for the project, locate the name of the task you want to discuss and click it's name.
Underneath the task description, click on the "Discussions" tab.
You can choose the audience for your message by clicking the drop-down box.
Messages sent to "project organisers only" will only be visible to other Administrators within your organisation.
Messages sent to "anyone organising or responding to this project" will be visible to both Administrators within your organisation AND Administrators within ALL of the connected organisations the project has been shared with.
Messages sent to "project organisers and {insert connected organisation name}" will be visible to Administrators within your organisation AND Administrators within the specific connected organisation you have selected.
Once you have typed your message in the "Comment" field, click the green Comment button.
Replies sent by other Administrators from your organisation and/or your connected organisations will also appear on this Discussion tab, so keep an eye out for any questions from your project recipients!
Tracking task completion
When a task has been completed by a connected organisation, you will see it's status change from "Pending" to "Complete" in the Review Submissions tab.
Further reporting metrics are currently in development, so please check back regularly for updates.
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