Set Project Update

Overview

Within the Enterprise Service Management (ESM) system, each open, active project will send out an email reminder to the project manager to update their project(s). Reminders are not sent out to alternate manager(s).

The frequency, and message can be customized by Project Application Administrators; however, the default notifications will be sent at the following time:

What materials do I need?

• Internet Connectivity
• Web Browser
• ESM Project Application Administrator, or ESM Enterprise Administrator role

How do I use this technology?

1. In TDWorkManagement, click View Applications.
2. Click the name of the desired project application.
3. In the project application, click the settings (i.e. sprocket icon) button.
4. Click Admin.
5. In the left navigation menu, click Settings.
6. Scroll down to the Project Update Schedule section.
7. Set the Email Reminders to:
   1. Set Occurs to desired frequency (e.g. weekly, or monthly).
      • If Weekly, set Day of Week to desired value.
      • If Monthly, set Day of Month to desired value.
   2. Set Email Message Subject to desired value. For example:

      UA ESM - update project status and percent complete

   3. Set Email Message Body to desired value. For example:

      Good Morning,
      
      You are listed as the primary project manager on one or more project in UA Enterprise Service Management (ESM) and you need to update your project health and percent complete. If you have already updated your project within the last week please feel free to ignore this courtesy message and thank you. 
      
      UA defines up-to-date in as having current (weekly): 
      • status update
      • project health 
      • percent complete
      • start & end dates 
      • assigned resources 
      • plan/tasks  
      • issues documented (if they exist)
      • risks documented (if they exist)
      
      To do this:
      1) Sign into UA ESM (https://service.alaska.edu/TDWorkManagement).
      2) Choose the Projects application.
      3) Click on the project.
      4) On the Details page, click the 'Update' button.
      5) In the Update Project Status window make the appropriate changes to Status, Health, Percent Complete, and Notification fields.
      6) Click save.
      7) Repeat as necessary for each project you are the PM of.
      
      Additional resources, how-to's, and UA project standards can be accessed from the UA Enterprise Service Management / Project Management Knowledge Base at https://service.alaska.edu/TDClient/36/Portal/KB/?CategoryID=84
      
      Thank you,
      UA IT ESM Team

8. Under Automated Escalation, set:
   1. Enable Move active projects which are in Green health to Yellow health if they have not been updated in X working days.
      1. Set the number of working days to 10.
   2. Enable Move active projects which are in Green or Yellow health to Red health if they have not been updated in Y working days.
      1. Set the number of working days to 20.
9. Click Save.

Need additional help or have issues

For support, requests may be submitted anytime using the appropriate Enterprise Service Management form. Requests generate a Ticket which will be worked in order received and urgency by IT Employees with the knowledge and permissions to assist with the request.

For immediate assistance please review the Contact Us page for the appropriate support group.