Thursday, February 26, 2015

New Feature! 'Save As Document' Outlook Plugin.

For some time now we have had a neat integration with MS Outlook that has allowed users of our web based software applications to log emails into the application via what we call the "Save as Issue" Outlook plugin.

Well now we have the 'Save As Document' plugin for Outlook. With this additional functionality we believe we now have the ingredients to eliminate the dreaded In Box pile up. One CEO our MD worked with recently had over 2,000 emails in their In Box and over 200 were unread! Imagine what was being missed!?!

Simply put, to save your email as a document in Uniphi, all you have to do is click the icon we have designed for you, and your on your way!

The plugin also offers document preferences, once you have clicked onto the 'Save As Document' icon, a window will pop up and present you with a number of selectable options: Category, Template, and Status of the document, that you are about to save your email to.

Screen shot example of  'Save As Document' plugin
being used in Outlook

Once you're ready to Save and view into your document, all the content that you just saved from your email can now be found in the document that you have either freshly created or amended. And of course, if you wanted to keep working on your document, all you have to do is click on the edit button in the document (as you normally would), and you're free to add or change anything in the document. 

Screen shot example of editing a document in UniPhi, after attaching an
email with the new plugin
Since using UniPhi, I didn't have a need for email, but of course, like many other organisations, there will always be external communications, who may not have discovered UniPhi yet. From my first hand experience using the plugin, I can tell you that it was such a relief to have a tool that allowed me to store emails quickly and easily into a document.

This is just another way that UniPhi has emptied out your inbox, and stored your important data safely for you to edit, and access any time, any day, without hassle! 

Wednesday, February 25, 2015

Keep it simple - Configure UniPhi to meet your organisational needs

One of the challenges of buying off the shelf or software as a service is limitations in being able to tailor the software to the nuances of your business. BUT, customisation is a dirty word in our office. We like to listen to clients and provide new functionality to all of them. The logic being that what one wants others will as well. This provides us with one code base and the ability to let the UniPhi community assist each other in developing a better product for all to use.

Obviously, our software can't be a one size fits all so we've tried to solve  this by simplifying workflow where possible and by providing interfaces for end users to configure the system to their needs. We believe this has been the key in allowing our clients to use the same software to run a $1,500 site audit contract through to a $1bn roads program.

Now let's take a peak into the tailored options in UniPhi. To start off, in the Methodology tab, this is where it all happens. When creating a document in UniPhi, there is the option to use a template. These templates are tailored by you and your organisation.

As you see in the screen shot below, there are several options for features that you can add to your document. Let's take a look at this example of 'File Upload (Multi)'. When selecting this option, this allows for the user to upload several files into the one document. And you can even title this section of the document. It can be something as simple as 'photos' as seen on this example below (or you can tailor it to the terminology understood by your organisation).  You also have the option to set the document with heading styles, page break options and page orientation, to suit your requirements.

If all these options aren't enough for you, and you still are not finding the feature that you want to include in the document, why not create your own designed section with our 'rich textbox' option. This allows you to put pretty much any kind of pre- made graph, table or report that suits your organisation's needs. See example below: 


Even though the rich text box is a blank canvas for you, it still assists you with tools to create things like a personalised table. 

After clicking on the table icon, as demonstrated, you are able to modify the width, column, cellpadding, row, border etc. The possibilities don't end here though! You can even go into the advanced option and choose things like, putting in a background image, frame, border, background colours... How great is that! 

Now that you have created your template, you don't have to keep re- creating it every time you need the same document. Simply click save and it is available for users in your organisation to create documents. This will satisfy the organisations need for consistency. Imagine how much time and money you could save with these saved templates. 

Another feature which can be personalised for your organisation, are the custom drop down lists (when filtering for locations, project types, name of projects, lifecycles, and sectors) Personally, I find the drop down for the project name, such a time saver. Instead of looking through the endless issues from all the different projects, I can filter for my specific project, and hey presto! I'm in the right spot in just a few seconds. Take a look at this example below. I have filtered for the project I was looking for and I am now able to click into the necessary issue. Don't forget, the drop down list is tailored to your organisation, so any time you want to add projects or filter anything else in the drop down list, just head to Methodology and your on your way.

Going back to the Methodology tab, there is also the ability to customise roles, issues, risks, change requests, prioritisation and contracts. The possibilities are almost endless.


Tuesday, February 24, 2015

Mark Heath to present at Sydney PMO Meetup

Mark Heath will be presenting at the Sydney PMO meetup in April this year. The hot topic of the night: 
"How the PMO needs to develop new standards for complex projects"
Save the date!

Ambition Recruitment

5/55 Clarence St, Sydney NSW 2000, Sydney

Here is a quick preview of Mark's upcoming presentation...

"In today’s diverse work environment, organisations must have the ability to optimise their performance and efficiency through collaboration and innovation."

"AECOM was particularly interested in benchmarking cost estimates. Cost plans were generally created in a cumbersome client application installed on the desktop of the cost manager’s computer. UniPhi’s adaptive platform allowed AECOM to consolidate cost plans from thousands of projects to achieve benchmark pricing, arming its consultants with critical cost information at a moment’s notice."

"UniPhi provides adaptive solutions to complex problems. It bridges the gap between on-the-job effort and project value, and allows organisations to stop improvising solutions and start maximising opportunities in an unpredictable, emergent marketplace."

- UniPhi Managing Director, Mark Heath

Come along and join the PMO community, the group is informal and welcomes all skill levels! No matter how experienced you are in your profession, there will always be a topic that will either educate or challenge you (or both!). For more information, or if you are interested in becoming a member, click here.

See you there!