Comments from SOAP Meeting on 7/14/97

- Time stamp all screen data shown - DONE
- Use ACS's new Work Request Form for "project" screen - DONE: terminology changed everywhere from "project" to "Work Request (WR)".
- Eliminate "Calendar" feature - DONE
- Display list of possible activities (for a WR) as a pulldown list - DONE
- Display log for project or activity by person - DONE: this is the new "Work Log Form"
- List projects per person - DONE: selecting person ID from the opening screen

Comments via email from D. Pierce on 7/17/97:
- Provide PTRACK administration facilities for look-up tables (lists, defaults, etc.) - We'll focus into this area of functionality once the overall functionality has been defined.
- Status values should be provided as a pulldown list (on activities and WRs) - DONE
- Use Dept./Group codes as in the WR form as pulldown list - DONE
- Add status to activity screen - DONE
- Show WR info. on related screens (e.g., on activity screen) - DONE
- Maintain last date used when recording work in the "Work Log Form" - This feature will need to be implemented programmatically.
- For the WR list show completion date, status, assigned due date - DONE

Verbal request from W. Goedicke on 7/20/97:
- Use validation rule to reject comments that are too short to be meaningful. The example is "if less than 5 words, reject it", where the actual number words used for this rule is to be determined - This feature will need to be implemented programmatically.
- Capability to extract/download by person WR/Activity data in ASCII format suitable for import into MS Outlook - This feature will need to be implemented programmatically.
 

Comments from T. Foster on 8/5/97:
- Include a due date for each activity - DONE
- Make fonts uniform - We'll focus on this for the actual system screens.
- Include a due date for each WR - DONE
 
Comments from A. Rosenbaum on 8/13/07:
1) Items in the drop down lists should be the subject of further
discussion so that all needed categories are included. For
example: do we want an "on hold" status for the activity
screen, etc.?
- We'll add "on hold" to at least one mockup screen. Actual items will be entered by a system administrator
2) On the "list of activities" screen,  do you click on an activity
name to get to the details for that activity?
- Yes. The same goes for work requests and resources
3) What goes in the estimated charges on the Worksheet, who
determines these charges and why is it needed? Does it refer to
estimated hours or an estimated cost?
- Charges will be labeled "Hours" throughout. In the work-log screen it means actual hours, elsewhere it means estimated hours and are entered as appropriate.
3) Will work request ID and Activity ID be associated in some way?
- Yes. there will be a PK-FK like relation
4) On the work request, there is a place for program name. Since
requests could involve multiple programs, jobs, and other
objects, how will these be entered?
- This field will behave as described in the manual.
5) Also, who will enter this data, since the user often does not know this information and it is located on the form in a user input section.
- As specified in the manual.
6) Can other search criteria be included in the opening screen?
- No others specified as yet. The opening screen will also contain two other links, one to the "work-log" screen and another to a list of reports.
7) Can filters be added to the List of Work Requests screen?
- Only as specified in the opening screen. One can always go back to the opening screen from any screen.
8) What does the rate refer to on the resource screen?
- This field has been eliminated
9) Can the list of resources include department and possibly other
details also?
- Yes. Would you (Andy) mark up a printout of it and note the items that would be useful to show in the list?
 

Comments from last SOAP meeting 8/13/97:
- When printing WR's print only as in the hard copy from the manual- Will do these in code.
- In all screens that display retrieved data show the  "updated by XXX on XX/XX/XXXX".
- Make title consistent on all screens:
                        PTRACK
        Administrative Computer Services
                       <screen name>
and make the links that refer to each screen use the same name as the screen.
- Change "Organization" everywhere to "System"
- Need screen or feature to mark WR's for which the signed copy has been received.
 

Meeting on 8/14/97 with D. Pierce and A. Rosenbaum:
- There will be  two lines of choices (links or buttons) at the bottom of each screen. The first line will contain choices appropriate to the screen (e.g., Add, update, etc.). The second line will be the same for all screens and contain the following choices: Home | Log out | Time Sheet. "Home" links to PTRACK opening screen,  "Log out " to the log on screen and "Time Sheet" to the corresponding screen (what used to be the work log screen)
- There will be a link to a "Reports" list screen from the opening screen. The format (layout) of the reports will be hardcoded and provide choices for date ranges, System, Person, and status.
- Time Sheets will be available, for viewing,  to all and for update to the logged user.
- There are two screens for WR's, one for non-ACS (see only info. that they may edit) and the other with all fields available for update.
- During the meeting we decided on the preliminary navigation behavior and will presented to SOAP as soon as possible.

Comments from D. Pierce on 8/18/97: (for discussion during next SOAP meeting)
1) What is System Administration?
2)  Who are the system administrators and their back-ups?
3) What are their responsibilities?
4) At the last SOAP meeting, I believe we talked about possibly splitting system administration into Security Administration and Data Administration.  The Security Administrator (Linda George) for all Id's and passwords should probably do security.  Data Administration, which is maintenance of table validation entries, codes, people, etc. is another task that may be Linda's.
5) Who decides what validations and/or codes to add, delete or change should be discussed.
6) Procedures for identifying and implementing maintenance/enhancements of screens, tables, reports should also be discussed.

SOAP Meeting on 8/21/97
    During the meeting we reviewed all the navigational links in PTRACK and there were no changes suggested. The issue of data and security/authorization administration is pending and will b discussed once STEP 4 and the data model are completed. Also pending are the questions asked by D. Pierce on 8/18/97 (see above).

The following items were requested:
- Add a status field to the resource assignment screen - DONE - this field will be used to indicate things like "REASSIGNED", etc. (e.g., if resource assignemt is reassigned, then don't show activity or WR on the time-sheet, but still count hours worked)
- Show "selection criteria" entered in openning screen on the Work Request List - DONE
- Match column titles between screens that show lists and the field labels in the corresponding screens - DONE

Comments from D. Pierce on 9/4/97:
 - I would suggest Phil Smith, Art Mahoney, and Jeff Smith as external reviewers.
    Other than the following comments, the prototype looks good.  I haven't pressed every button on every screen, but I went through what I am most likely to use.
- New Request on the Work Request System screen takes you to the Work Request Status screen. R. Fixed
- The update verification screen should say updated, not update. R. Fixed
- The Add button on the time entry screen seems to take you to the same screen. R. Fixed

 
Comments from Y. Thorne on 9/11/97:
The responses given bellow (R...) to Yvette's questions were discussed during a meeting with her, D. Pierce, M. Geller and R. Venegas.

Work Request System
1. If I specify a Work Request, a System, and/or a Resource and do a
 'SEARCH' which screen(s) should display?   R. A list of Work Requests (WRs) that match the selected criteria.

Resource Screen (needs spell checking/proof reading)
1. Are these ACS and non_ACS resources? R. Yes
 If non-ACS resources are included,
 1. Should we add telephone numbers and email addresses to this
  screen? R. Yes
 2. Which of the following are considered resources - Requestors,
  Authorizers, Testers? R. All
 3. Organization - drop down menu? R. Yes

Work Request Form
1. Work Request Name appears twice on the screen.  Is this an abbreviated
 name and a long name?  How will the two names be populated? During
 one of the meetings we talked about pulling the name from the first
 20 bytes of the description provided by the requestor or having the
 project leader add the name based on the description from the
 requestor.   R. The latest version of the WR form will have only one "Work Request Name". We need to discuss more during the Next SOAP how this name will be populated.
2. Hours - Is this the sum of the total hours of each resource from the
 time sheets ? R. Yes
3. System - drop down menu? R. Yes
4. Does the Project Leader approve the Work Request? R. Not decided. Need to discuss this in SOAP.
5. Assigned To - Is this the resource?  If yes, can there be multiple
 resources assigned to a Work Request?  If yes, should Assigned To
 be removed from this screen?  R. Yes, can assign multiple resources per WR. May leave this entry blank. We may need to leave "Assigned to" in it because the paper form has it. We agreed to not have a field for this form item on the PTRACK database. On the page it will NOT be an editable field.

Work Request Status
1. Date Submitted - Is this the system date? R. The date/time stamp is provided by the web server when the user submits the form.

Work Request List
1. ACS Due Date - Is this the Target Completion Date on the Work
 Request Form?  R. This should be "Target Completion Date". In the latest version of the screens we have attempted to ensure that all column headers match their respective items in other screens.

Activity Assignment Screen
1. Is it true that activities only exist for a Work Request?  R. Yes
2. Activity Name vs Name - Is Name really an Activity Type?  R. There is a "Name" and a "Type". The screen will be updated by next SOAP meeting. We need to come up with an initial list of types and review the definition of "Activity Name" during SOAP. We should also come up with initial lists for "WR Status", "Activity Status" and "Resource Assignment Status" during SOAP.
3. Can there be multiple resources assigned to a Work Request Activity?  R. Yes
 If not, should Assigned To be on this screen?
 If yes, is Assigned Date and Assigned Due Date appropriate names?   Consider Requested Start Date and Requested Due Date. R. We need to decide the names during SOAP. We will redesign the screen so that dates are displayed in pairs on a separate line.

4. Estimated Hours - Is this the sum of the estimated hours of each
 resource assigned to this activity?  (See the Resource Assignment
 Screen)  R. Yes. Estimated hours always mean the calculated sum of hours estimated as entered in the resource assignment screen.

List of Activities
1. Will all the Activities for a user display, sorted by Work Request?  R.  In the Time Sheet screen. The "List of Activities" screen is displayed for a particular WR otherwise.

Resource Assignment Screen
1. How does the Estimated Hours on this screen tie in with the
 Estimated Hours on the Activity Screen?  R. The "Estimated hours" in the activity screen is them sum of all estimated hours over resource assignments for the activity.
2. How does the Status on this screen tie in with the Status on the
 Activity Screen?  R. It does not. WR, Activity, and Resource Assignment status values are all independent.

SOAP meeting on 9/18/97:
 - Attendees: D. Pierce, C. Pagliocca, M. Geller, Y. Thorne, R. Venegas.
 - We need to discuss more how to create the name for a work request. The
last approach was to take the first 20 characters from the user provided "request"
description.
 - Project leaders will approve ("Approval" is a step yet to be defined)
WRs by setting the provided check box in the WR ACS screen. PRTRACK will log the
user ID and time stamp this transaction. There is a need to develop a procedure
for this process.
 - Signed WRs received at ACS will be time-stamped.
 - The following are examples of "Activity Types": analysis, design,
testing, coding, documentation, administration. There should be activities related
to "maintenance" type work as well as related to "new development" work. Please
send me your suggestions.
 - In order to have time sheets that add-up to full work days, we will have
WRs, one per system plus one for administration, that contain activities such as:
maintenance, training, sick, vacation, meeting, etc. We agreed to have these
WRs/activities sort to the bottom of the time-sheet.