Does the project run as planned? Are we still within the planned timeframe? Do we have enough resources? Instead of thinking about this questions you can let awork's autopilot handle these things. As long as the autopilot does not sound any alarm, everything is fine. The autopilot will inform you, if your planned effort or a deadline will be exceeded.
The autopilot is a row of smart mailings, which will help the project manager and the project team to stay informed about their projects. We differentiale between mails for the project responsible and the project team. The team will get information about their upcoming and urgent to-do's while the project manager (responsible user) will be supportet for his main task: The management of the project.
Set your projects on autopilot
When you create a new project, awork will ask you if you want to activate the autopilot. If you do so, you have the option of using the agile or pre-planned mode.
If a project does not have a fixed timeframe you should select the agile mode. For this type of projects the available time of the team and the done tasks are more important that fixed deadlines for tasks (e.g. using Kanban or Scrum). The pre-planned mode works best, when you have fixed deadlines and responsibilities and if you work with milestones and gantt-charts.
Because the person that is responsible for the project will receive a different set of emails, it's important to set the responsible user in the project team.
Settings for the autopilot
If you click the awork bot within a project, you will open the options for the autopilot. You can activate or deactivate the autopilot at any time. Furthermore you can switch between agile and pre-planned mode.
You can also select the alternations that should be triggered by the autopilot.
Messages
Project Responsible
Messages for the project responsible user show, depending on the message the following information at the top:
- Due date of the project
- Open tasks
- Time tracked
- Remaining effort
- Reming budget in days
The main content, e.g. open tasks for a team member shortly before the project is due will be directly below.
There are the following messages:
New project
Pre-planned mode
- Reminds the project manager of the project planning to-do's
- Appears when a project was created and not all necessary steps are done
Agile mode
- Reminds the project manager of the project planning to-do's
- Appears when a project was created and not all necessary steps are done within a day
Project started
Pre-planned mode
- Informs the project manager that the project is started and the team briefing message has been send
- Appears when the project is set to a project status In Progress (yellow)
Agile mode
- Informs the project manager that the project is started and the team briefing message has been send
- Appears when the project is set to a project status In Progress (yellow)
Project not yet started
Pre-planned mode
- Informs the project manager that there is a project that has a team, planned tasks but is not set to status In Progress (yellow) yet.
Agile mode
- Informs the project manager that there is a project that has a team, planned tasks but is not set to status In Progress (yellow) yet.
Project behind schedule
Pre-planned mode
- Shows the tasks that are behind schedule
- Shows tasks that should have started, but aren't started yet
- Shows done tasks that have led to the delay
Agile mode
- Shows the tasks that are behind schedule
- Shows tasks that should have started, but aren't started yet
- Shows done tasks that have led to the delay
- The schedule for agile projects is a linear burndown of all tasks. If the project is behind this, the messeage will be triggered
Project behind budget
Pre-planned mode
- Shows tasks which tool longer than expected (planned effort vs tracked time)
- Also include done tasks that took longer than expected
- Triggers when the estimated needed budget is bigger than the open budget
Agile mode
- Shows tasks which tool longer than expected (planned effort vs tracked time)
- Also include done tasks that took longer than expected
- Triggers when the estimated needed budget is bigger than the open budget
Project due soon
Pre-planned mode
- Shows tasks with a long planned effort that have not started yet
- Shows overdue tasks
- Shows tasks which exceed the planned effort and are not done
Agile mode
- Shows tasks with a long planned effort that have not started yet
- Shows overdue tasks
- Shows tasks which exceed the planned effort and are not done
Project budget reached soon
Pre-planned mode
- Shows tasks with a long planned effort that have not started yet
- Shows overdue tasks
- Shows tasks which exceed the planned effort and are not done
Agile mode
- Shows tasks with a long planned effort that have not started yet
- Shows overdue tasks
- Shows tasks which exceed the planned effort and are not done
Project overdue
Pre-planned mode
- Shows tasks with a long planned effort that have not started yet
- Shows overdue tasks
- Shows tasks which exceed the planned effort and are not done
Agile mode
- Shows tasks with a long planned effort that have not started yet
- Shows overdue tasks
- Shows tasks which exceed the planned effort and are not done
Project over budget
Pre-planned mode
- Shows tasks with a long planned effort that have not started yet
- Shows overdue tasks
- Shows tasks which exceed the planned effort and are not done
Agile mode
- Shows tasks with a long planned effort that have not started yet
- Shows overdue tasks
- Shows tasks which exceed the planned effort and are not done
Project finished
Pre-planned mode
- Information that a project is set to project status Done (green)
Agile mode
- Information that a project is set to project status Done (green)
Project set to stopped
Pre-planned mode
- Information that a project is set to project status Cancelled (red)
Agile mode
- Information that a project is set to project status Cancelled (red)
Project abandoned
Pre-planned mode
- Information that there have been no activities in a project for more than 14 days
Agile mode
- Information that there have been no activities in a project for more than 14 days
Project Team
Messages for the project team always show the due date, open tasks and remaining effort for each project on top of the mail. The main content, e.g. open tasks for a team member shortly before the project is due will be directly below.
There are the following messages:
New project started
Pre-planned mode
- Shows the users upcoming tasks in the project
- Appears when the project is set to a project status In Progress (yellow)
Agile mode
- Shows the top 5 tasks for the project (by planned effort) or first 5 tasks, if there is no planned effort yet
- Appears when the project is set to a project status In Progress (yellow)
Project behind schedule
Pre-planned mode
- Shows critical tasks for the user (overdue tasks)
Agile mode
- Shows critical tasks for the project, not by user
Project due soon
Pre-planned mode
- Show open tasks for the users
Agile mode
- Shows open tasks in the project
Project cancelled
Pre-planned mode
- The information for the team, that the project is cancelled
- Appears when the project is set in a project status with the type Cancelled (red)
Agile mode
- The information for the team, that the project is cancelled
- Appears when the project is set in a project status with the type Cancelled (red)
Project finished
Pre-planned mode
- The information for the team, that the project is finished
- Appears when the project is set in a project status with the type done (green)
Agile mode
- The information for the team, that the project is finished
- Appears when the project is set in a project status with the type done (green)