Integration Planning Team Members

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Presentation transcript:

Integration Planning Team Members Smartsheet Tutorial Integration Planning Team Members

Objectives Understand how to use Smartsheet for your integration workplan development Discuss tips and best practices that will help us produce quality plans Confirm key steps and focus for the next phase of plan development Take care of some housekeeping items Reconfirm planning scope Confirm Acq. Co. sub team members Show you where to get help if needed

Workplan Roles & Responsibilities Overall Workplan Ownership Team Leads (2) own the workplan and will be responsible for updates and ensuring completeness The IMO will work thru the Team Leads for all workplan issues & needs Assigning Workstreams & Initiatives (helpful hints) It is easier to assign out entire workstreams to leads and/or sub team leads as a “whole” and have them manage initiative detail & assignments It is OK to assign initiatives to others, but Leads are responsible for the plan completeness & readiness (but better to have fewer involved in the plan development early on) Supplemental Workplans Some projects like IT infrastructure initiatives or plant openings/closures may need more detailed project plans It is OK to have tools outside of Smartsheet but overall workstream still needs to be included in Smartsheet (you can attach detailed project plan for reference)

Getting Access to Smartsheet You will be emailed an invitation to a Smartsheet “workspace” A workspace is a collection of sheets Click on the link in the email to be taken to Smartsheet and see the sheets within the workspace First time in, you’ll be asked to register a login and password B

Smartsheet Basics A B C D C A D B Acquirer and Acquired Co. will use the online spreadsheet system hosted by Smartsheet to build & maintain integration workplans. Anyone that has a “sheet” shared with them can work on it, no matter what company they work for. It is similar to Excel® Columns of data hold categories of information, e.g. Start Date or Status Rows hold information on each task/objective/initiative A “cell” holds a single piece of information Cell data can be entered in the following ways Text or numbers that are typed in Data selected from a list Checking a box Automatically completed data, based upon other cell data (Duration is automatically calculated from the start and finish dates) A B C D C A Here’s a video that shows how Smartsheet works https://youtu.be/P0Pw5LJga4c D B

Navigating Smartsheet The Home tab lets you see the workspaces Workspaces contain a collection of sheets covering all of the BU and Functional teams & workplans C Tabs along the top for each sheet. Click on sheet to open it Closing the sheet does not delete it. To re-open it, select it from the Home tab Select Grid View on the left toolbar to see just the “spreadsheet-like” view B D E C D E

Hierarchy of Workstream Objectives and Initiatives Integration project objectives and initiatives are defined in a hierarchy A “parent-child” tree-structure In this example Item 2.0 Cybersecurity, is the workstream objective Item 2.4 Mobile device security, is the initiative Items 2.4.1 Implement company wide mobile security is the initiative’s sub-task See later for instructions on how modify data or to add rows with additional initiatives A B C A B Here’s a video that explains how to work with rows of information, including hierarchies https://youtu.be/e9rh4GodxOA C

Adding a New Initiative Hit the Insert on your keyboard button to insert a new blank row Click on the cell in the column Workstream Objectives + Initiatives. Enter the task description Begin your description with a number that identifies where it is in the hierarchy Use the Indent button to make a row the child of the row above Use the Outdent button to reverse an indentation Leave the Status cell empty, as the task has not yet started (continues…) A B C D C B D A

Adding Initiative Detail Enter the name of who is responsible for the task in the Assigned To field. Every row requires an owner Select from the list in Timing when the task should be completed by Check off if this is a Day 1 Mandatory, has an IT Impact, has a Communications Deliverable or is a Synergy Initiative Day 1 Mandatory: Must be completed by Day 1 IT Impact: IT team needs to be engaged to ensure completion Communication Deliverable: You will need help from Communication team Synergy Initiative: Initiative will have a revenue cost saving or other synergy goal If there are dependencies, describe them If the dependency is on another row in this sheet Enter a Start and Finish date To create a milestone, enter a start date and a Duration of zero Enter Comments to answer anticipated question A D B E C F A C D E F B

Guidelines Required for every row in your workplan A A B C D A B C D Status The following colors are used in our projects <blank> task has not yet started Green: In progress Yellow: Issue(s) identified Red: Initiative off track immediate attention required Blue: Task is complete When a status is yellow or red, the issue must be described in the Issue/Risk/Dependency column, with additional information in Comments Recommended Number the initiatives Note that the number at the start of each line must be typed in. The numbering is not created for you automatically Required for every row in your workplan Status: Assigned To Timing Identify when the task should be completed by Issue/Risk/Dependency Required for any yellow or red status flag A A B C D A B C D Note: this sheet has some columns hidden to make the example clearer

Attaching a File to an Initiative To attach file(s) to a row Select the column headed with a paper clip As you hold the cursor over the cell, a clip with a “+” sign appears In the form that appears, either Hit the Attach button and select the file(s) Or drag and drop the files into the white area After files are attached, the row displays a paperclip B A C D B A C D Shortcut tip: You can also drag and drop a file from the Windows Explorer directly into the row

Saving Data B A A C B C D D E E Smartsheet settings to AutoSave By default, your data is not saved. Even when you close a sheet Remember to save your data as you work! Smartsheet settings to AutoSave It is highly recommended to change Smartsheet settings to automatically save your data At the top left of the window, select Account Select Personal Settings Select Settings Check the boxes to Auto-save after 3 minutes Auto-save my changes when I leave a sheet… Hit the Save button B A A C B C D D E E

Edit and View Access A B A B B Members of a team can edit their sheet, and can share it Sheets are shared to others either as a: Viewer Editor – who cannot share the sheet with others Editor – who can share the sheet with others Viewers can View all sheet data, including discussions Export sheets to Excel Send the sheet, or rows, via email to themselves or others Download attachments Sort rows and freeze columns, but can’t save these changes Filter data But has no editing or sharing power Editors can All of the above Edit and share sheets For example Product D team members can edit their Product D sheet But were granted view access to other sheets You could be assigned to more than one team If so, you can edit numerous sheets The IMO can edit all sheets Contact PRITCHETT {NAME} (see last slide for info) if You cannot see all of the sheets Your name is not listed in the Assigned To cells A B A B B

Next Steps: Workplan Development What’s most important in early stage plan development? Majority of key workstreams and initiatives identified and clearly articulated Day 1 and First 30: Identifying and prioritizing initiatives to ensure completion and to enable effective cross-team socialization Issues/Risk/Dependencies: Early detection is critical and reflects critical thinking relative to your workplan IT and Communication Impacts: Enables us to flag these to ensure they are accounted for in the IT and Communication workplans Plan enhancements can evolve once the above is defined Start and end dates (start will be dictated by close timing) Synergy identification: confirmation of all synergy initiative goals will evolve and will be informed by output from the cost & structure process Initiative additions and additional detail Initiative assignments (who) Supporting documents that attach to the workplan sheets

Housekeeping Next Steps & Reminders Please send all sub team members to PRITCHETT consultant so he can add them to the drop down list for initiative assignments (see slides in appendix) Blanket meeting request will cover follow up calls to work on plans (however-must adhere to defined scope) Reminder: Keep work within the “in scope” areas as outlined in this week’s Joint Team meeting (slide also included in appendix for reference) We will schedule follow up draft plan review sessions week of 3/13

Advanced – Assigning Initiatives & Updates In Smartsheet, you can ask a contact to update the fields in row(s) Select a row On the left edge of the row, click on the gray hatched area To select additional rows, hold the Control key down and select the gray hatched area At the bottom of the sheet, select Update Requests C On the form that appears, select Create New Request On the next form select the contact, or enter their email address Modify the message if you wish Hit Send The person(s) will get an email with a link that allows them to modify just the row(s) you identified The sheet is updated with their changes, and you get an email notifying you which fields were modified D A B C D A B

Advanced – Gantt Chart A B A C B C C Smartsheet automatically creates a Gantt chart from start and finish dates To see it, select the Gantt chart icon on the left toolbar Milestones (a black diamond) are tasks with a duration set to zero Dependencies between rows Are displayed as an arrow, if you enter a number in the Issues / Risks / Dependency column Are recalculated if a date changes A B A C B C C

Advanced – Using Card View A useful way to display Tasks assigned to a person Events due Smartsheet can display the data in a “Card View” On the left toolbar select the Card View icon At the top right, select either Assigned To or Timing to change the view Card View arranged data in lists A B Here’s a video that explains how Card View works in Smartsheet https://youtu.be/3tiSlQGP7Ww B A

More Help Questions about setting up projects for the Acquirer IMO – leader@pritchettnet.com General Questions about using Smartsheet? Smartsheet Help Center – http://help.smartsheet.com Everything you need to help you get the most out of Smartsheet Smartsheet Community – http://community.smartsheet.com Ask questions, share best practices, and get help