1. Integration Planning Team Members
Smartsheet Tutorial
Integration Planning Team Members

2. 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

3. 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)

4. Getting Access to Smartsheet
You will be ed an invitation to a Smartsheet “workspace”
A workspace is a collection of sheets
Click on the link in the 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

5. 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 D B

6. 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

7. 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 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 C

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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 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

14. 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

15. 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

16. 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 address
Modify the message if you wish
Hit Send
The person(s) will get an 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 notifying you which fields were modified D A B C D A B

17. 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

18. 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 B A

19. More Help Questions about setting up projects for the Acquirer
IMO –
General Questions about using Smartsheet?
Smartsheet Help Center –
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