Summary
Asana can create tasks, organize them by category and priority, set deadlines, and display this information as a 'roadmap' (or timeline), as a web based application. It is available for purchase through the university through a fund/org JV request.
Body
Overview
Asana can create tasks, organize them by category and priority, set deadlines, and display this information as a 'roadmap' (or timeline), as a web based application. The university has adopted a 'multi-org' approach where users can have access to a free, limited features account; a paid licensed account with the full suite of features; and/or a paid license that can manage HIPAA compliant and sensitive data. This article will show how to access Asana using your university identity.
- Anyone with an alaska.edu email address signing into Asana for the first time will be automatically added to the UA Basic Asana organization. There is no cost to use the UA Basic Asana account.
- Guest licenses and View Only licenses have limited access to features at no cost to the department.
- Paid licenses will have access to the Enterprise+ suite of features in the UA Licensed Asana organization.
- Paid licenses where users are storing sensitive or restricted data in Asana will be placed in the UA Restricted Data organization.
- Single Sign On (SSO) is required for secure Asana access for all accounts.
- Paid licenses can collaborate on projects in the UA Basic, UA Licensed, and/or UA Restricted Data orgs with a single, paid Asana license.
- Users with non-alaska.edu email addresses collaborating on projects with university staff can contact asana-transition@alaska.edu for assistance to assure the account is set up and accessible for shared project access.
Available To
University Faculty, Staff, and Employees including student employees and associated project collaborators.
Asana licensing for the UA Licensed and UA Restricted Data org is paid per employee by departments who choose to purchase the advanced features. Details are available on the UAA Distributed Software Pricing page.
Installation/Availability
Staff can install Asana on university owned computers from the software's website.
Asana Download
Asana Feature Comparison - UA Basic (free) vs. UA Licensed
| Org Levels |
UA Basic |
UA Licensed |
UA Restricted Data |
| Use Case |
Good for individual task management |
Ideal for team collaboration, communication, and workload management |
May be required legally or contractually depending on the data housed in Asana |
| Views Available |
List, Board, Calendar, Project, Overview, Files, Messages |
List, Board, Calendar, Timeline, Gantt, Workflow, Dashboard, Messages, Files, Saved Tabs |
List, Board, Calendar, Timeline, Gantt, Workflow, Dashboard, Messages, Files, Saved Tabs |
| Custom Fields |
No |
Yes |
Yes |
| Dashboards and Reporting |
Basic |
Advanced dashboards, BI integrations (Power BI, Tableau) |
Advanced dashboards, BI integrations (Power BI, Tableau) |
| Portfolio and Goals |
No |
Yes |
Yes |
| Data Classification |
Public |
Public, Internal |
Sensitive/Restricted (HIPAA, GLBA, PCI, FERPA, CUI) |
| Audit Logs |
No |
Yes |
Yes |
| Email Integration via Comments |
Yes |
Yes |
No |
| View Only Status Available |
No |
Yes |
TBD |
Additional Information I Should Know?
- Asana has no built in data migration for information between each org. Asana has provided a transition guide for self-directed data migration or units may contract with a 3rd party consultant for assistance.
- Asana Website
- Asana Work Management Resources
- Asana Help Center
- Asana Support Services
- Asana support is primarily available through Asana's Knowledge Base articles and Asana Community Forum.
- Employees who use Asana have a peer-level google chat space (Asana-ites) for asking direct questions of other users with in the UA system. Browse the UA spaces to join.
- Departments can contract with commercial consultants for extended support options in the areas of process design and/or training.
Alternatives:
Microsoft Project Pro and Microsoft Planner are available to all UA Employees at no additional department-level charge due to inclusion in the Microsoft Office core software suite.