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Managing Projects with AERES: A Hands-On Guide. Contents. Project Tracker to AERES: Goals Getting it done, Faster and Easier: Using AERES - just the basics Managing projects Reporting on projects Doing more - advanced concepts Wrap-up. Project Tracker to AERES: Goals.

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Managing Projects with AERES: A Hands-On Guide

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Presentation Transcript
  • Project Tracker to AERES: Goals
  • Getting it done, Faster and Easier:
    • Using AERES - just the basics
    • Managing projects
    • Reporting on projects
    • Doing more - advanced concepts
  • Wrap-up
project tracker to aeres goals
Project Tracker to AERES:Goals
  • To make Project Tracker data available on the web
  • To allow Project Managers to create, save, and share custom reports
  • To directly link master AERES building, room, etc. data with Projects
  • To attach project documents (“scans”) directly to project information
  • To capture more data:
      • Multiple buildings, multiple code & items, etc.
basic system use
Basic System Use
  • Login - Get access
  • Navigate - Move around
  • Search - Find what you need
  • Organize and Refine:
      • Sort
      • Filter
      • Print
      • Export
basic system use login
Basic System Use: Login
  • Type your usernameand password
basic system use searching
Basic System Use:Searching
  • Remember the 3 key areas?
      • (Dashboard, Search, & Reports)
  • Those 3 let you find data
      • Once found, you act on it: print, edit, etc.
  • We'll look at all, but we start withDashboard
  • The “Google” of AERES
      • Type a keyword, press enter
      • AERES finds matching information
  • Always ready!
      • Click “Dashboard”in menu & you'rethere
  • Try it now
      • Type a building name
      • Make sure youhave Projectschecked
quick lab 1 3 min
Quick Lab #1 (3 min)
  • Go back to Dashboard
  • Type your last name
  • What are the results?

Try it now!

  • Multi-column sort supported
  • Choose order
  • Click “double green arrows”

Apply changes

With double green arrows

Choose order


Limit the

  • Narrow down the results

information you

want to see

Apply when


quick lab 2 5 min
Quick Lab #2 (5 min)
  • Go to dashboard
  • Type your last name
  • Filter on a building where you have projects
  • Sort by project number
  • From results, click the printer icon
  • In new window that appears, click Ok
  • From results, click the disk icon
  • In new window that appears, click red link
managing projects
Managing Projects
  • Synopsis - the big picture
  • Edit - change it!
how to get to synopsis
How to Get to Synopsis
  • Each row in results has project icon on left

Click icon

to open



synopsis provides an overview of the project
Synopsis Provides anOverview of the Project


move b/w results



Key information

People &



synopsis provides an overview of the project19
Synopsis Provides anOverview of the Project

Project data

by phase.

Click the tab

and the phase

data appears

quick lab 3 10 min
Quick Lab #3 (10 min)
  • Shuttle between your search results
      • Go to the last result
      • Go back to the first
      • Next through each
  • Click the phase “tabs” fields at the bottom
      • Notice the phase tab defaults to the project's current phase
  • Click View all Phases in the phase data
      • What appears?
      • What happens if you click “View Current Phase”?
  • From Synopsis, you can Edit the project

Click edit


you may not

have this


  • Access controlled - you may not be ableto edit all fields

Quickly control

what phases &

data are shown

Update = save changes

Cancel = abandon


Each phase

has its own


Each phase has

its own data

fields, too

Show or Hide

phase fields,

and quickly

jump between


quick lab 4 10 min
Quick Lab #4 (10 min)
  • Go to Dashboard
      • Type an exact project number you're familiar with
      • Make sure Projects is checked
      • Click Go
  • What page appears?
  • Click Edit (if you have permissions)
  • What fields appear?
  • Make changes...
      • Don't worry, you're not changing Tracker data
reporting on projects
Reporting on Projects
  • Saving search results as a report
  • Running previously saved reports
  • Building a custom report
      • From scratch
      • By modifying a template
saving search results
Saving Search Results
  • Every time you see this screen....
  • You can save the results as a report

Just click

Save as


saving a report
Saving a Report
  • Give yourreport:
      • a title
      • a description
      • access
  • The reportremembers:
      • Columns
      • Sort order
      • Data filters
      • and more advanced options
running a report
Running a Report
  • Once saved, your report is always available
      • Hover your mouse over Reports in the menu
      • Move down over My Reports, System Reports, or Public Reports
  • To see a list of all reports, just click on the Reports menu item
  • NOTE: There is a bug in IE 6 (Internet Explorer). Sometimes the report menu appears behind a drop-down. If that happens, just click the Reports menu to get an easy-to-access list of your reports.
quick lab 5 10 min
Quick Lab #5 (10 min)
  • Go to Dashboard
      • Type your last name
      • Make sure Projects is checked
      • Click Go, and make sure your projects appear
  • Click Hide Toolbar
  • Click Save as Report, then
      • Type “My Projects” into text field beside Title
      • Click “Only you may access this report”
      • Click Save as Report
  • From Reports menu
    • Hover over My Reports
    • Click “My Projects”
building custom reports search with filters
Building Custom Reports:Search with Filters
  • Dashboard gives you fixed columns
      • No matter what keyword you type, you always get the same 9 columns:
      • Project #, Code & Item, Building #, Building Names, Project Title, Design PM, Const. PM, Fac Ops PM
  • Search with Filters:
      • Define what columns you want
      • What order you want them in
  • How?
      • Hover your mouse over “Search” in the menu, then select “Search with Filters”
search with filters
Search with Filters


Columns - Project #

  • Click “Projects”
  • Choose what youwant to see

& Title are Defaults


Columns - Lots!

Double click to

move from one

side to the other

search with filters32
Search with Filters

Shuffle the order of

  • You can alwayscome back &add or removecolumns

your columns

Click Search

when ready

quick lab 6 10 min
Quick Lab #6 (10 min)
  • Select Search > Search with Filters
  • Click Projects
  • In the left-hand side select, find and double click each of these:
      • Construction Project Manager
      • Design Project Manager
      • Total Project Funding
  • Using the Up/Down buttons, put columns in this order:
      • Number, Funding, Title, Design PM, Const. PM
  • Click Search
  • Save results as a report only you can access titled “My Test Report”
modifying reports
Modifying Reports
  • Creating reports from scratch is hard
      • Remember, dashboard is a quick alternative to just finding the data you need
  • Modifying an existing report is a way to “template”
      • Run a report from the Reports menu
      • Click Show more fields...
      • Notice that the columns are already selected based on the existing report
      • Modify any attribute of the report you want
      • Click Save as report... to save your changes as a new report
quick lab 7 7 min
Quick Lab #7 (7 min)
  • Run the “My Test Report” report
  • Click Show more fields...
  • Change the column order to:
      • Title, Design PM, Const. PM, Number, Funding
  • Click Search
  • Sort by Funding (Descending)
  • Save as a new report entitled “My New Test Report”
advanced concepts
Advanced Concepts
  • Configuring AERES
  • Time-savers
configuring aeres
Configuring AERES
  • AERES is highly configurable...
      • ... and becomes more so every day
      • Adapt AERES to fit your needs
  • Easiest way to change all settings is from Dashboard
configuring aeres38
Configuring AERES

Third column

holds settings

If you don't

see the gray

column, click

show news &


configuring aeres39
Configuring AERES

Scroll down

until you see


My Settings”


Click “More

Settings” to

see them all

configuring aeres40
Configuring AERES
  • Settings are grouped
  • You might want to change:
    • Fast Find Settings: Default Category = Projects
    • General: Start page after Login = Dashboard
    • Synopsis Pages Settings: Default phase to show on project synopsis = Design, Construction, etc.
  • Click Apply when done
time savers
  • When your dashboard keyword matches only one result, you jump immediately to the synopsis
  • If you single click the project icon, you go to synopsis; double click and go to edit
    • Can change in your settings
wrap up
  • Summary of How-to Guides
  • Important Note
  • Thank You!
  • Use Dashboard to quickly find data
  • Single click to synopsis; double click to edit
  • Save results as a report when needed
  • Modify existing reports to save time building a report
important note
Important Note
  • AERES will replace Project Tracker soon
  • Continue to use Tracker until notified
thank you
Thank You!
  • Thank you for your time
  • Please direct questions or suggestions to Rob Yaeger (