Is the project going as planned?

Are we on schedule?

Are we managing with the planned resources?

Instead of constantly being worried about these questions, the answer can now be confidently handed over to the autopilot. As long as the autopilot doesn't sound the alarm, everything is fine. If the time budget or a deadline after the other is exceeded, the autopilot intervenes and informs with appropriate mailings.

The autopilot in awork consists of a series of smart mailings that keep the project manager and the project team informed about the progress of the project. The mails that the project manager receives differ from those that are sent to the team. While the team is mainly informed about their own upcoming and most urgent to-dos, the awork autopilot supports the project manager in his main task: project management.

Activate the autopilot for your project

When you create a new project, awork asks you if you want to activate the autopilot. There you can simply activate it from the beginning.

If you want to activate or deactivate the autopilot in an existing project, do so in the Settings tab in your project and there in the autopilot section.

Select project management mode

Already when activating the autopilot you have to choose the mode in which the autopilot monitors/manages your project. You have the options between an agile or waterfall mode.

Agile

In autopilot, you should choose agile mode for all projects that don't have a fixed schedule. For these projects, you will be guided by the working hours that are available rather than fixed deadlines (e.g. Kanban or Scrum).

Waterfall

The waterfall method, on the other hand, is best suited if you already know deadlines and fixed responsibilities in detail. So if you work with milestones and a Gantt chart and the time factor is very important, the waterfall method is the better choice.

If the project manager receives different mails than the project team (see above), it is important to store them correctly in the project.

Change settings for the autopilot

There are two ways to achieve settings for the autopilot of a project:

  1. If you click on the awork icon in the project in the Details tab in the upper right corner

  2. If you click on the Edit button in the project. You'll find it in the Settings tab in the autopilot section

The window with the options for the autopilot opens. Activate or deactivate it at any time. You can also switch between agile and waterfall mode.

In the lower part of the window you can decide which notifications should be triggered by the autopilot for the project members.

Messages sent out by the autopilot

Project members and project managers receive different notifications through the autopilot over the duration of the project.

Project managers receive information that is necessary for controlling the project. Project members, on the other hand, receive general information about the status of the project and upcoming deadlines.

News for project managers

Messages for the project manager show the following information, depending on the message:

  • Deadline of the project

  • Open tasks

  • Tracked times

  • Remaining planned effort

  • Remaining budget in days

This information is displayed above the main message.

There are the following messages for project managers:

New Project

Waterfall mode

  • Reminds the project manager that there are still to-dos to plan a project

  • Is triggered if not all required planning steps have been performed

Agile mode

  • Reminds the project manager that there are still to-dos to plan a project

  • Is triggered if not all required planning steps have been performed

Project started

Waterfall mode

  • Informs the project manager that a project has been started, and the team has been briefed

  • Triggered when a project is set to the Progress (yellow) status

Agile mode

  • Informs the project manager that a project has been started, and the team has been briefed

  • Triggered when a project is set to the Progress (yellow) status

Project not started yet

Waterfall mode

  • Informs the project manager that there is a project with project team and planned tasks that has not yet been set to the status Progress (yellow)

Agile mode

  • Informs the project manager that there is a project with project team and planned tasks that has not yet been set to the status Progress (yellow)

Project behind schedule

Waterfall mode

  • Shows tasks that are behind the schedule

  • Shows tasks that should already start, but have not yet been started

  • Shows completed tasks that led to the delay

Agile mode

  • Shows tasks that are behind the schedule

  • Shows tasks that should already start, but have not yet been started

  • Shows completed tasks that led to the delay

  • For agile projects, a linear burn down of all tasks is assumed. If the project falls behind this, the message is triggered

Project behind time budget

Waterfall mode

  • Shows tasks that took longer than expected (planned effort vs tracked time)

  • Completed tasks are also displayed

  • Triggered when the expected remaining expense exceeds the remaining budget

Agile mode

  • Shows tasks that took longer than expected (planned effort vs tracked time)

  • Completed tasks are also displayed

  • Triggered when the expected remaining expense exceeds the remaining budget

Project close to deadline

Waterfall mode

  • Shows tasks with a high planned effort that have not yet been started

  • Shows overdue tasks

  • Shows tasks for which the planned effort was exceeded and which are not completed

Agile mode

  • Shows tasks with a high planned effort that have not yet been started

  • Shows overdue tasks

  • Shows tasks for which the planned effort was exceeded and which are not completed

Project time budget soon reached

Waterfall mode

  • Shows tasks with a high planned effort that have not yet been started

  • Shows overdue tasks

  • Shows tasks for which the planned effort was exceeded and which are not completed

Agile mode

  • Shows tasks with a high planned effort that have not yet been started

  • Shows overdue tasks

  • Shows tasks for which the planned effort was exceeded and which are not completed

Project deadline exceeded

Waterfall mode

  • Shows tasks with a high planned effort that have not yet been started

  • Shows overdue tasks

  • Shows tasks for which the planned effort was exceeded and which are not completed

Agile mode

  • Shows tasks with a high planned effort that have not yet been started

  • Shows overdue tasks

  • Shows tasks for which the planned effort was exceeded and which are not completed

Project time budget exceeded

Waterfall mode

  • Shows tasks with a high planned effort that have not yet been started

  • Shows overdue tasks

  • Shows tasks for which the planned effort was exceeded and which are not completed

Agile mode

  • Shows tasks with a high planned effort that have not yet been started

  • Shows overdue tasks

  • Shows tasks for which the planned effort was exceeded and which are not completed

Project completed

Waterfall mode

  • Information that a project has been set to the Done (green) status

Agile mode

  • Information that a project has been set to the Done (green) status

Project canceled

Waterfall mode

  • Information that a project has been set to the Canceled (red) status.

Agile mode

  • Information that a project has been set to the Canceled (red) status.

Project neglected

Waterfall mode

  • Information that there has been no activity in a project for 14 days

Agile mode

  • Information that there has been no activity in a project for 14 days

Project team

Messages for the project team always show the following information:

  • Deadline of the project

  • Open tasks

  • Remaining planned effort

This information is displayed above the main message.

For the project team, there are the following news:

New project started

Waterfall mode

  • Shows the next tasks for the user

  • Triggered when the project is set in the In Progress (yellow) status.

Agile mode

  • Shows the most important tasks (by planned effort) or the first 5 if no effort was planned

  • Triggered when the project is set in the In Progress (yellow) status.

Project behind schedule

Waterfall mode

  • Shows critical (overdue) tasks of the user

Agile mode

  • Shows critical (overdue) tasks of the project

Project close to deadline

Waterfall mode

  • Shows open tasks of the user

Agile mode

  • Shows open tasks of the project

Project canceled

Waterfall mode

  • Informs the team that a project has been canceled

  • Triggered when the project status has been set to Canceled (red)

Agile mode

  • Informs the team that a project has been canceled

  • Triggered when the project status has been set to Canceled (red)

Project completed

Waterfall mode

  • Informs the team that a project has been completed

  • Triggered when the project status is set to Done (green)

Agile mode

  • Informs the team that a project has been completed

  • Triggered when the project status is set to Done (green)

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