Pinipa product training
Project oversight & communications made easy
Version 1.0 April 2016
Learning objectives
• Understand the value of using Pinipa
• Confident using the tool and supporting others
• Be ready to use Pinipa for your project
• Where to go for more help
Where Pinipa fits in the landscape
Communications
Oversight
Tools for the project team
Basic navigation
• Organisations
• Dependencies
• Initiatives
• Files
• Workstreams
• Ideas (optional)
• Activities
• People & Groups
• Decisions
1
Create new initiative
• On the Portfolio page, select create initiative
• Enter initiative information
• Select whether you want ideas on or off
• Edit at any time in the Initiative settings
User types
• Admins: Can do anything
• Project team: Own workstreams or key dates
• Stakeholders: Contribute to ideas & discussions, and
receive updates
2
Create groups
• On the People page, select groups tab
• Create a group for each ‘audience’ for communications
• Add people to groups once you’re invited in
3
Capture ideas
• Anyone can add an idea
• Tag ideas to manage emerging themes
• Turn ideas into workstreams or key dates
4
Create workstreams
• On the Navigation bar, select + to create a workstream
• Enter workstream information
• Add groups who should receive updates as followers
• Privacy: Set to private if you only want followers to see it
• Edit at any time in the Workstream settings
5
Invite people & launch
• Invite people to join on the People page
• They will receive an email inviting them to join
• Add people to the groups
• Send an Announcement, welcoming them to the initiative
6
Communications
• @mention people or groups to notify them of discussions
• Announcements send an email to all followers
• Workstream followers receive daily updates on anything that
has changed e.g. Key date completed or overdue
7
Add Activities
A Project Admin or Core Team user can add an activity by:
•
Add Activity button (next to decisions) within the workstream
•
Clicking on the ‘+’ icon in the left hand box and selecting Add Activity
within the workstream
•
Turn an idea into an activity on the Ideas page
•
Add icon at top of workstream overview page
• The status of an Activity can be changed by clicking on the Activity and
selecting the button in the right hand panel
8
Add Decisions
•
Any user can request a decision, from a specific person on a specific date
•
Project Admin, Core Team or the decision maker can post decisions (incl
on the decision maker’s behalf)
•
If someone posts a decision on behalf of the decision maker, the
decision maker will be notified and will need to approve the decision
posted
•
When requesting a decision, if you need a specific response, you can
add options for the decisions maker to select from
9
Add Tasks
• Tasks can be added to either Activities or Decisions
• Click on the Activity or Decision on the left hand panel, and it will open
the activity or decision in the right hand panel
• There is a tab for discussions, and another tab for tasks
• To add a task, click in the ‘add task’ box, and select the owner and due
date
• Note: You can also attached files to tasks
Tasks have three status options:
• Upcoming
• Overdue
• Complete
10 Add Dependencies
• Dependencies within Pinipa do two things:
• If the status changes for activity or decision you are dependent
on, you will be notified
• If you reschedule an Activity or Decision that has a dependency
relationship, Pinipa will ask you if you also want to reschedule
the other Activities or Decisions
• Add dependencies to show how activities and decisions are
inter-related
Further support
• pinipa.com/ support
• [email protected]