Quick Reference Guide for MyTrack.com Project Tracking Website Your Project is On TRACK!

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Quick Reference Guide www.MyTrack.com Project Management Website page 1 (revised Aug 07)

Quick Reference Guide for MyTrack.com

Project Tracking Website

“Your Project is On TRACK!”

We believe you deserve to know the status of all details related to your project 24x7. The Track Group uses our project tracking portal (www.MyTrack.com) to provide you and your team members with a single place where you can see the status of your project at your convenience. Of course, we also encourage you to call or email us directly whenever you may have a question or feedback on your project. Most task orders require a monthly report and we are providing project information real time via this portal so that rather than wait until the end of a month to learn the status of your project, you can obtain the status anytime. We encourage you to sign on regularly to learn the status of your project and see to-do items that are assigned to you.

The primary functions of the portal include:

• Overview – provides high level description of the project including a project calendar.

• Messages – keeps everyone current on all decisions and discussions regarding the project.

• To-Do – provides a checklist of items that need to be completed for each milestone.

• Milestones – provides a higher level roadmap to actions and due dates.

• Writeboards – an optional place to collaborate on written text by a group of people.

• Files – a single place where all relevant files such as design proofs, contracts, and written copy are stored.

• People – view contact information on people associated with the project.

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Sign In Screen

Use your username and password to sign in. Click the “Remember me on this computer” checkbox so that next time you will not have to enter your information. You may also want to bookmark the page for easy future reference. You may need to have cookies allowed to remember you, however, this is an optional feature and you can enter your info each time you sign in.

Your username and password will be provided by your project manager at your kick-off meeting or before. We do not recommend that you share your sign on information with others on your team since anyone who is signed in can provide direction on the project under your name. We are happy to provide additional usernames though if you would like others to be able to participate in the project. We can assign tasks to other members of your team once they have a username.

If you forget your password, please ask your project manager to re-set it or click the “I forgot my password or user name” link on the sign-in screen. Your user name and initial password will be sent to you via email. We encourage you to change your password to a private password by clicking on “my info” at the top right of the screen.

You can also change your contact information on the “My info screen”.

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All Projects Overview Welcome Screen

Provides you with an overview of all activities related to your project(s)

The announcement at the top provides lists the primary and alternate project manager and confirms if the deadline is firm or variable. Information below includes a calendar with upcoming milestones. You also see selected items related to the project such as to-do, messages, files, and milestones. To view any project in detail, mouse over the project title (and it turns blue) and double click. If you have access to a single project, you will not have the multiple projects as shown below.

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Project Overview Screen

Provides you with an overview of all activities related to a single project

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Messages Tab

Shows all past messages and provides a “post a new message” option on the right.

Messages keep all informed of past decisions (review of telephone calls and meetings) and provide details on the project.

You can post a new message to add your thoughts at any time by clicking “+ Post a new message” (on the upper right area). After you type your message, please click the checkbox near your project manager to “Notify people of this message via email”. You can also click “Post the first comment” to start adding comments to the message.

Communication via Email

When we post a new message and/or file, we will notify you via email whenever we believe the information is timely and the message will be included in the body of the email so you don’t need to log in to read or respond to it. You can respond with a comment by replying to the email and entering your response above the text “--- Reply ABOVE THIS LINE to post a comment to the project ---“

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To-Do Tab

Provides you with an overview of all to-do items related to your project(s)

do items are the nuts and bolts of what is happening in your project. These relate back to milestones which have due dates. To-do items are the details that make up the milestone. For example, one key milestone may have three to-To-do items, one of which is your responsibility. A to-do list may contain one or more to-do items.

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Milestones Tab

Provides you with an overview of all milestones from kick-off of project to completion and closure

Milestones provide you with the big picture of how your project will be completed by showing you the key events that need to take place and as estimate of when these may occur. If a milestone is not completed on-time, it becomes a late milestone and a new date may be assigned and all subsequent milestones will be pushed out the appropriate number of days.

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Writeboards Tab

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Files Tab

View all files related to your project and see the file name, file type indicated by an icon, file size, file type, and who uploaded. Displays the dates associated with various to-do items, messages, files, and milestones. To view any project in detail, mouse over the project. You can choose to sort by date and time or A-Z. You may also have category choices to see only selected type of files. Our default location for sharing new design proofs is via this portal. The advantage is you have one place to see all proofs including previous versions. If you would prefer to also have proofs sent attached to an email, please let your project manager know.

You can upload a new file at any time by clicking “+ Upload a new file” (on the upper right area). After you upload a file, please click the checkbox near your project manager to “Notify people via email”.

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People Tab

View contact information on people associated with the project. Click the people tab to the right of the screen to view all contacts.

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Search Tab

Search messages, comments and file names across all of your projects.

Click the search tab to the right of the screen and type your search text into the box and click search. You can use the drop down menu to limit your searches to select types only (messages, comments, or file names).