Introduction to Cloud Coach
Introduction to Cloud Coach Learning Objectives Understand the use case of Cloud Coach software. Cloud Coach Mission To help companies scale through improved processes Cloud Coach Cloud Coach is an enterprise-class project management and productivity software. Cloud Coach provides productivity software to simplify everyday tasks, maximizing efficiency, increasing productivity, and allowing your business to grow….
Assigning Project Work – Load/Quick Assign (Spring ’23 Release)
Assigning Project Work – Load/Quick Assign Learning Objectives: Know how to assign project work to resources using the Load/Quick Assign method. New Resourcing Model These resource modes have merged to provide the same UI and functionality from the Load Based resource model and the Quick Assign model. The reason these two now share functionality is that…
Assigning Project Work – Spring ’23 Release
Assigning Project Work – Spring ’23 Release Learning Objectives: Know how to assign project work to resources. Understand the different modes for assigning project work to resources. New Resourcing Model There have been some backend changes and rework of the object structure for resourcing. The new resourcing object structure brings simplicity and easier reporting on…
External Project View Dashboards
External Project View Dashboards Learning Objectives: Understand the purpose of EPV dashboards. Know how to create dashboards for the different sections of the EPV. External Project View Dashboards Overview Dashboards serve as a nice visual of summarized project information. They can be customized on a project-by-project basis and can be customized for each individual section…
External Project View Communication
External Project View Communication Introduction Learning Targets: Understand how to communicate on the External Project View with external stakeholders. Understand how to access communication threads and how to respond to notes. EPV Communication Being able to communicate amongst stakeholders straight from the External Project View on external-facing records eliminates navigating away to email, where the…
Project Dashboards
Project Dashboards Introduction Each section of your project can display a useful out-of-the-box Dashboard! We took the My Day Dashboard concept and expanded it to the Project level, providing the project details you care about most in one spot. Setting Up a Project Dashboard Below are the steps to set up a Project Dashboard: Navigate…
Project Setup
Project Setup Introduction Not all projects are managed in the same way. Reasons such as industry regulation, best practices, and stakeholder preference may drive the removal of access to sections of project information. The Project Settings in the Cloud Coach Admin tab controls the selective display of project navigation sections for both internal users…
Template Performance
Template Performance Introduction Projects cloned from a Project Template will have the ability to track performance by comparing the templates duration and estimated hours and then comparing it to the cloned projects’ actuals. This will give project owners a true understanding of how their projects perform and if any changes may be needed to either…
Platform Event Flow: Resource Assigned to Project Notification
This will explain how to utilize platform events to create notifications for external deliverable notes created both internally and externally.
External Deliverables and Task Notes Notification Flow
This will explain how to utilize platform events to create notifications for external deliverable notes created both internally and externally.
Creating Custom Components for Project and My Day Dashboards
Salesforce Admins can add custom components to Project Dashboards and My Day dashboards! These can be used to display custom reports, flow screens, and other lightning components specific to each business. This lesson will walk through three use cases for components as a template your team can use later on! Note: These will be…
Revenue Recognition
In order to add expenses to a project’s financials, expense areas must be created first. Expense areas are organized sections of expenses that can be applied to multiple projects once they are created in an org. Learning Objectives: Understand what expense areas are. Learn how to create expense areas and apply them to project financials
Financial Benefits
In order to add expenses to a project’s financials, expense areas must be created first. Expense areas are organized sections of expenses that can be applied to multiple projects once they are created in an org. Learning Objectives: Understand what expense areas are. Learn how to create expense areas and apply them to project financials
My Day Home
Tired of having to jump from one tab to another in order to complete out the work you’re responsible for? Let us introduce you to My Day Home, aka the holy grail for end-user work. My Day Home is going to show you assigned project responsibilities in one spot! Learning Objectives What information is displayed…
Resource Load, Capacity, & Planned vs Actuals
If you are working in the Cloud Coach app you will see a tab labeled Resourcing. If you are not seeing this tab: Navigate to the app launcher. Search “Resourcing”. Select the Resourcing option. Let’s go over the key features of the Resourcing tab. Resources Load: (1) Time Period This left-side panel allows you to determine what
External Deliverables
Communication is key for successful projects, especially with external and executive stakeholders. The hardest part of keeping everyone on the same page is the amount of time and effort it takes to compile the most up-to-date information and sending it on time. This is where the External Project View (EPV) in Cloud Coach can help!
Pick Up
Your data is only as good as your end-user, so how do you get better end-user cooperation? First, give them a user-friendly tool and second is to empower the user. That’s the goal of My Day. My Day allows your end-users to have one spot for everything they will need to accomplish throughout the day
Cloud Coach Admin Tab – Enterprise & Ultimate
Cloud Coach Admin allows Salesforce Administrators and Cloud Coach Users to adjust specific Cloud Coach settings. The admin section allows users to create and edit existing Board Processes to use in their Kanban projects and define color tag labels within their project tasks and cards. If you are a Salesforce Administrator this view also allows
Financials Dashboard, Summary, and Project Time
In order to add expenses to a project’s financials, expense areas must be created first. Expense areas are organized sections of expenses that can be applied to multiple projects once they are created in an org. Learning Objectives: Understand what expense areas are. Learn how to create expense areas and apply them to project financials
Invoices
Invoices can be used to send summaries of costs to customers in an easy to understand, external format. However, invoices must be enabled by an administrator before they can be used
Admin: Retainers
In order for users to have access to retainers, the retainers tab must be enabled in Setup. Learning Objectives: Understand how to enable the retainers tab in Setup. Understand how to create the retainers tab. Retainers Overview Retainers act as an agreement between the client and the business on the agreed hours or spend they
Retainers
Retainers are an important tool used to track hours or dollars spent on projects. Dollar amounts are based on the user rate or if the project has a rate card associated with it depending on the primary work type of the task they entered time against. This lesson will walk through how retainers work
Expenses
In order to add expenses to a project’s financials, expense areas must be created first. Expense areas are organized sections of expenses that can be applied to multiple projects once they are created in an org. Learning Objectives: Understand what expense areas are. Learn how to create expense areas and apply them to project financials
Rate Cards
Rate cards allow for clients and organizations to determine an agreed-upon skill Rate for particular projects or engagements. This will override the default user rate as time is being entered against a project based on the primary work type of a task. Learning Objectives: Understand what rate cards are. Learn how to create a rate
Admin: Rate Cards
In order for org users to use rate cards, administrators must enable them in Setup. Learning Objectives: Understand what rate cards are. Learn how to make rate cards available in your org. Adding Rate Cards to your Org Rate cards allow for clients and organizations to determine an agreed-upon skill Rate for particular projects
Rates and Costs
In order for org users to use skill rates and skill costs, administrators must enable a few different fields on some Cloud Coach objects in Setup. Learning Objectives: Understand what skill rates are. Understand what skill costs are. Learn how to add skill rate and skill cost to work types. Learn how add calculated cost
Tickets
Tickets are a way to track issues and risks right from your Cloud Coach supported Salesforce organization. To make use of tickets, users must understand the basic operations Cloud Coach supports when using tickets. Learning Objectives: Understand what tickets are. Understand basic ticket operations. Understand that time can be entered on tickets
Stage Gates
Stage Gates give projects clear points along the project plan where approval can be discussed and given. Learning Objectives: Understand how to configure Stage Gate Processes. Add Stage Gates to a Project. Manage Stage Gates on a Project. Use Stage Gates in Project Templates. View Stage Gates across Projects. Configure Stage Gate Processes The first
Milestones
Milestones in Cloud Coach give project managers a way to zoom out from the day-to-day task management on a project to see the larger pieces of work that are being completed. For example, an onboarding project plan that has a couple of phases for Project Kickoff and Requirements Gathering could be rolled into a single
Checklist Project Creation
Checklists are a new project type supported in the Fall ’21 Cloud Coach release. Checklist projects consist of grouped checklist items that allow users to toggle completion as they go. Checklist items can be moved around within their groups and can also be moved between groups. Learning Objectives: Understand what a checklist project is
Color Tags
Color tags are a new feature within Cloud Coach projects that allow for further organization and customization of project tasks. Color tags can be set on project tasks in the Waterfall and Water-Scrum-Fall Learning Objectives: Understand what color tags are. Learn how to set up color tags in a Cloud Coach project. Creating Color Tags
Admin: Set Up External Project View
This lesson will walk admins through the process of setting up the External project view for their users. This lesson will also highlight custom settings they can activate or remove based on their companies requirements Learning Objectives: Set up the External Project View. Understand the fieldsets displayed in the External View. Review custom settings related
External Project View
Communication is key for successful projects, especially with external and executive stakeholders. The hardest part of keeping everyone on the same page is the amount of time and effort it takes to compile the most up-to-date information and sending it on time. This is where the External Project View (EPV) in Cloud Coach can help!
Stakeholder Responsibility View
Using tools such as a RACI matrix helps project owners manage the level of stakeholder involvement and expectations based on the project deliverable or activity. RACI is a very simple and straightforward way to document who is Responsible, Accountable, who should be Consulted, and who should be Informed based on key activities. In Cloud Coach
Goals & Requirements
Setting goals helps stakeholders understand the measurables and outcomes for your project. In the project management ecosystem, SMART goals create better project outcomes and provide clarity for internal team members. SMART stands for: S: Specific – Goals must be stated clearly. M: Measurable – Goals must have a way to objectively gauge progress
Documents
The Document tab in Cloud Coach gives you the ability to capture all the additional information that typically doesn’t have centralized storage space. For example, in the Files and Links tab, a Project Owner can save a signed-off change order directly on the project plan, allowing project team members to have quick access to what
Setting Up Your Skill Matrix – Enterprise & Ultimate
If you are working in the Cloud Coach app you will see a tab labeled Resourcing. If you are not seeing this tab: Navigate to the app launcher. Search “Resourcing”. Select the Resourcing option. Let’s go over the key features of the Resourcing tab. Resources Load: (1) Time Period This left-side panel allows you to determine what
Stakeholders
Stakeholders are any individuals that can impact the outcome of a project. Stakeholders can be internal, external, or even a mixture of both. By identifying stakeholders and assessing their level of interest, project managers can address and manage stakeholder expectations. A mismatch in stakeholder expectations can cause issues with buy-in and overall adoption
Assigning Project Work – Load Based
Cloud Coach meetings provide powerful collaboration tools that can be linked to many different items and objects in your organization. Cloud Coach meetings include minutes, assigned resources, and other functionalities that we will go over in this lesson. Learning Objectives How to assign project task work at the Project level and Task level. How to
Assigning Project Work – Time Based
Learning Objectives: How to assign projects to team members. How to determine what tasks should be assigned to each user. Time-Based Resource Model Overview Time-Based Resource Overview: To use time-based resourcing, your project must be set up in the time-based resource project model. To set up the time-based resource model: Navigate to the project you
Meetings
Cloud Coach meetings provide powerful collaboration tools that can be linked to many different items and objects in your organization. Cloud Coach meetings include minutes, assigned resources, and other functionalities that we will go over in this lesson. Learning Objectives Ability to create meetings in the Project app, My Day, and within the Meetings tab
Waterfall Project Creation
Now that we know how to navigate to the project creation wizard, now it’s time to create projects! In this lesson you will learn the basics of creating Waterfall projects from scratch and creating projects using templates. Learning Objectives Create Waterfall Projects from scratch Create Waterfall Project using templates Manual Waterfall Project Creation Navigate
How to Navigate to Cloud Coach
Now that you (or your Salesforce Admin) have installed Cloud Coach and assigned the correct permission sets and licenses, you are ready to start. This is a quick lesson going over the ways you can navigate to the Cloud Coach app in Salesforce Lightning and Salesforce Classic. Learning Objectives Find the Cloud Coach app
Automating Project Creation
Overview New Projects can be automatically created using a Process Builder. Only a Salesforce Administrator can create and activate the Process Builder, and it uses an invokable Apex class that comes with your Cloud Coach package. The automation can be triggered from any Standard or Custom Objects such as Opportunity, Case, or Ticket and can
Configure Project Creation Details
Overview for Project Creation Customizing what Fields are available when creating a Project is as simple as adding those Fields to a Field Set. Included in our managed Package are two Field Sets that control what data is collected on Projects and Project Tasks when a Project is Created: New Project and New Project Task
Field Sets in Cloud Coach
Cloud Coach uses Field Sets. Field Sets allow each org to customize what data is shown and where. Field Sets allow for different combinations of Fields to be displayed which can be both Managed and Custom Fields on the Managed Objects. They’re easy to edit and do not require custom coding knowledge to use
Timesheet Approvals
Submit for Approval The Submit for Approval button is an optional button. If this is not needed your Salesforce Admin team has the ability to remove the button off of this page. This submit for approval button utilizes Salesforce standard approval processes, for more information on Salesforce Approvals use the following link. If you do
Cloud Coach Object Relationship Structure
This lesson is designed to help end-users visualize the object structure behind Cloud Coach. Lookup relationships: SalesForce allows users to use lookup relationships to relate objects in a one-to-many relationship but allows for the relationship to be optional. Note: For example, an Account may have zero to many Projects related however, a Project can only
My Day Overview
Your data is only as good as your end-user, so how do you get better end-user cooperation? First, give them a user-friendly tool and second is to empower the user. That’s the goal of My Day. My Day allows your end-users to have one spot for everything they will need to accomplish throughout the day
Assigning Project Work – Quick Assign
Assigning team members in Starter is designed to be quick and easy. You can assign a user using the Resourcing tab or directly in the task side panel. Let’s go through how you can navigate to each of these areas. Using Quick Assign as your resource model allows for a lot of flexibility. This way
Understanding Resourcing by Tier
Resourcing is key for successful projects and successful teams. Having an effective team, requires you to understand who is working on what, who needs work, and who has the skills necessary to complete open work. There are a lot of different ways companies allocate resources for their projects and define Business as Usual (BAU) for
Cross Project View
The Cross Project View gives users the ability to see how multiple related or unrelated projects are progressing. This is a powerful tool for project owners that are running multiple projects or for executives who would like a quick glance at how specific projects are performing. Within the Cross Project View you have the Overview
Managing Water-Scrum-Fall Project Plans
This module will cover everything from different water-scrum-fall project views, adding phases, adding tasks, adding boards, and how to remove phases and tasks. Learning Objectives Understand the functionality of each view within the water-scrum-fall model. How to create a normal task and a kanban task. How to transfer cards across different kanban boards. Water-scrum-fall Timelines
Managing Kanban Project Plans
This module will cover different kanban project views, adding cards, adding board members, and how to remove cards. Learning Objectives Understand the functionality of the Kanban timeline view Users should be able to filter and sort their cards within a variety of ways Users should be able to add and remove cards and card members
Managing Waterfall Project Plans
This module will cover everything you may need to know about your waterfall project. It will cover the different waterfall project views, how to add phases, add tasks and how to remove phases and tasks. Learning Objectives Understand the functionality of each view within the Waterfall model. Users should be able to filter and sort
Timeline Terminology Overview
The best way to understand how to manage your tasks and timelines is to define the terminology. Learning Objectives Understand Cloud Coach’s terminology Definining Timeline Terminologies Below we will define some common terminology you will see and use within Cloud Coach and within these training documents. Click here if you would like to view object
Project Creation Wizard
This module is going to give you a basic overview of the project creation wizard. It will cover the different ways you can navigate to get into the Project Creation Wizard and even how to create project templates! Let’s begin! Learning Objectives Users should be able to navigate to the project creation wizard. Users should
Project Methodologies in Cloud Coach
The Waterfall Waterfall projects are designed and built in a sequential manner to allow for steps to flow into each other. While the waterfall model has been around for a while, it is still popular today. In Waterfall projects, it’s easy to follow the project plan and display project deliverables. Some examples of industries that
Water-Scrum-Fall Project Creation
Now that we know how to navigate to the project creation wizard, now it’s time to create projects! In this trail you will learn the basics of creating Water-scrum-fall projects from scratch, creating projects using templates, and how to create Water-scrum-fall project templates. Learning Objectives Create a Water-scrum-fall project using templates Create a Water-scrum-fall project
Kanban Project Creation
Now that we know how to navigate to the project creation wizard, now it’s time to create projects! In this trail you will learn the basics of creating Kanban projects from scratch, creating projects using templates, and even how to create a project template. Learning Objectives Ability to use managed board processes Ability to create
Case Time Entry Component
One of the top Cloud Coach features is our time entry capabilities. This even extends past Cloud Coach’s core objects and can be used on other Salesforce native objects such as Cases. This lesson will walk through how to add the Time Entry component onto the Case page layout. Let’s begin! Learning Objectives Ability to
Time
Time Entry is a powerful metric that can be used to set realistic expectations for projects, clients, and management. For example, you are consistently having to work 50-60 hour weeks on your project work to complete it by the deadline. Without accurately tracking your time, you will have no data. Time entry allows you to
Meet
Learning objective of this unit Viewing upcoming and past meetings Ability to create a meeting from scratch Ability to create a meeting from a template Meetings Overview End users have the ability to view upcoming, past and create their own meetings all within the My Day page. For a full overview of meetings click here
To Do
Tired of having to jump from one tab to another in order to complete out the work you’re responsible for? Let us introduce you to To Do, aka the holy grail for end-user work. To Do is going to show you everything from Cloud Coach Project Task, Kanban Cards, Salesforce Tasks, and even Salesforce Cases
Cases within Cloud Coach
Use this lesson will go over how you can incorporate SalesForce Cases into your projects and how to allow end-users to view all of their case work in addition to their project work. Learning Objectives How to relate and create Cases in your Cloud Coach Projects How users can view and make updates on Cases
