Using Project Documents and
Project Documents are part of the work product of the individual
projects being done such as functional specifications, engineering
drawings, sample templates, etc. that are created as part of a project.
The document tracking facility built into Project Gateway can help you
identify the relationship between project tasks and deliverables and
ensure that important documents don't get overlooked in a busy work
The Document Tracking facility consists of six components
1. A section in the assignment documents that provides fields to
identify which types of documents are created or required by
2. A processing step in the Project Gateway create/synchronize
system that allows detailed document requirements to be
imported from project plans developed with any project
management application or with the Repository Schedule form.
3. A standard form, called a Project Document form, that is used
to hold project deliverables.
4. A set of views and navigator entries which let you locate the
project documents and show the association between documents
and project assignments.
5. An Agent, called the Project Go! Document Tracking Agent
(DTA) which automatically monitors the status of documents
vs. project requirements and will alert the project manager to
missing or incomplete deliverables.
6. A new section in the Project Profile form to provide specific
instructions to the Document Tracking Agent for each
Associating Project Documents with Project Assignments
At the end of the Assignment Document form is a collapsible section
entitled "Document Tracking".
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Expanding this section reveals a table containing two lists. The list on
the left is labeled "documents created" and the list on the right is labeled
Unless the project plan has prespecified documents for this task, these
fields will be initially empty when the assignment document is created.
To associate a project document with an assignment, you enter the
"document type" into the appropriate list. If one of the objectives of this
task is to create a Chapter Template, then you would enter "Chapter
Template" into the documents created field.
On another assignment later in the project you might need the Chapter
Template to be available. On this assignment you would enter "Chapter
Template" into the documents required field.
Any number of different documents can be created or required by a
single assignment document. For example, a milestone at the end of a
phase might identify "Project Budget", "Functional Spec", "Design
Proposal", "Customer Support Plan" as documents required.
Project Gateway interprets your information as follows:
1. If an assignment "creates" a document type, then there should
be a Project Document in the database, for this project, of this
type, at the time the assignment is marked finished.
2. If an assignment "requires" a document type, then there should
be a Project Document in the database, for this project, of this
type, at the time the assignment is planned to start.
Furthermore, at the time this assignment is actually complete,
this required document itself should be marked complete.
Creating a Project Document
Selecting this or using the menu command "Create A
Project Document" will open a new Project Document Form.
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At the top of the form is a place to select the project for which this
document is to be a part.
Next is a Document Type selection. This opens a list box that will show
the types of document that are used in the document tracking sections of
the assigments of the selected project. This list is project dependent. It
may be empty. You can create a new type of document by filling in the
field at the bottom of the dialog.
A title should be entered for this document and then the body of the
document itself can be composed. This is a Notes rich text field, so you
can put anything here from text to a video presentation. In this example
a word processor document has been attached.
The first field selects the project with which this document will be
associated. This is a popup keyword list preloaded with the names of
every project in the database. You should select the project before
moving on to other fields.
Note: The default selection is "[All]." This is a special category for
documents which are not associated with a particular project but which
may be of interest to many database users. Documents concerning
policy, good practices, quality standards, etc. would be candidates for
Once a particular project has been selected you go to the document type
field. This is a popup keyword list showing all of the document types
that are referenced in your selected project. A document type will
appear here if it is in the documents created or documents required list
of any assignment in the project.
You may create documents not mentioned in assignments by entering a
new document type in the keyword dialog.
Note: due to a peculiarity in the way Notes refreshes fields, if you
change the project selection, you must backspace over the document
type field in order for the popup list to be regenerated for the newly
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The title field is a text entry which allows you to give any title you want
to this document. This title will be shown in all views of project
documents. While in many cases it will be convenient to include the
document type within the title, it is not necessary.
This is a rich text field into which you attach the deliverable itself if it is
an external file, or use as the body of the document if it will be written
in the Notes editor.
This is a checkbox. When this is checked and the document is saved,
the completed date will be set. The status of the document, whether
created or completed is shown in the various document views as icons.
The document tracking agent uses the existence of the completed date as
an indicator as to whether the project requirements have been met.
Note also that Project Documents can be completed early! If they are
not created or completed by the assignment dates, the Document
Tracking Agent will notify the project manager.
Three views are provided in the "Repository" view group and on the
Project Documents navigator for locating project documents and
understanding the relationship between documents and project
assignments. These are Documents by Author, Documents by Date and
The Document Tracking View
This important view shows both project documents and project
assignments. It gives you a single place from which you can instantly
determine what documents are associated with each project, who is
supposed to create each document, who needs each document, and the
current availability of each document.
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The first level categorization is by Program and Project.
The next level is by document type in alphabetical order. All document
types that are used in project assignments or in existing project
documents will appear.
The document type is further subcategorized into "available", "creates",
The available category lists the title of the project document(s). The
icon shows whether it is a work in progress (pencil icon) or a completed
document. There can be several documents of the same type for one
The creates category lists all the assignments in the project which have
that document type in their "documents created" field.
The requires category lists all the assignments in the project which have
that document type in the "documents required" field.
Note: The planned start date is shown for the assignments and they are
sorted by date. This means the earliest required date will be that shown
by the first entry in the required section for each document type.
Documents by Author & Project Views
This view tabulates documents categorize by Author first, Project
Second, and then listed by Title. You would use this view to find
documents written by a particular person. Notice that each document
shows all previous versions.
This view tabulated documents by Project first, then by title. All
previous revisions of the documents are listed below the current version.
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Importing Document Specifications from Project Plans
When a project plan is imported by Project Gateway, the plan is checked
for document tracking specification. If these are found, they are
automatically entered into the documents created or documents required
fields of the applicable assignment documents. By putting this
information into your projects and templates, newly published projects
will have document tracking built in.
In your project management system, you need to put document tracking
instructions into a text field associated with the task. These instructions
are written in the following way:
How to Write Document Tracking Specifications
To indicate a required document named "Quality Plan" you enter the
To indicate a created document, include an asterisk
If several documents are needed, use multiple specifications. Each
begins with a double colon ::
::*"Quality Plan" ::"Project Budget" ::"Functional Spec"
This says that the task creates Quality Plan, requires Project Budget and
requires Functional Spec.
The double quotes can be omitted if a comma, end of line, or multiple
spaces terminate the document name
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::*Quality Plan, ::Project Budget, ::Functional Spec,
Where to Write Document Tracking Specifications
Microsoft Project Task Notes, Text1...Text10**
ABT Workbench Task Notes, Deliverables
Primavera Aux1... Aux9 fields
Time Line 6 Task Notes, Aux 1... Aux9
Open Plan User_char01...User_char10
Scitor PS6 Task Notes
Repository Schedules Task Notes
** The text column must be in the Export Table Definition
Automated Document and Issues Tracking
Project Gateway incorporates a Document Tracking Agent which runs
on the Notes server. This agent periodically examines every assignment
in the project which creates or requires documents. When its
examination of the project is complete, if any problems are noted, it will
send a single email to the project manager listing the problems noted in
that project. Each time the agent runs, all existing problems will be
noted. No records are maintained in the database about document
Document Tracking Agent Profile
This is a section of the Project Profile document that tells the document
tracking agent what to look for in this particular project. Three
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checkboxes activate the individual rules used for checking the status of
documents against project assignments.
The mail address used for document tracking notifications will be that
set under the Management Agent Profile section of the Project Profile.
If this is not set at the time the agent runs, no message will be sent.
The conditions that the agent will check for you are the following:
Condition 1: On an assignment which "creates" a type of document. If
the assignment is marked complete (actual finish date is set), then check
to see if a project document of that type exists in the database for that
project. If no document is found, then notify the project manager.
Condition 2: On an assignment that "requires" a type of document. If
the assignment is complete, then check to see if a project document of
that type exists in the database and is itself marked complete. If the
document doesn't exist, or if it does exist but isn't completed, then notify
the project manager.
Condition 3: (Advance Notification) On an assignment which is planned
to start within x days of the time the document tracking agent is run,
where x is any number the project manager enters. If the assignment
"requires" a document type, and if no document of that type exists in the
database for that project, then notify the project manager.
The document tracking agent must be activated by the Notes
administrator. We suggest that it be run weekly.
Open Issues Notification
When the document tracking agent runs, its report will include a list of
any Issues documents that are associated with this project and which are
statused as being Open.
Issues are created with the "Create Issue" command or the Issues item
on the Project Documents navigator and appear in the Repository\Issues
view. Issues which are not specific to a project will not be reported by
the Document Tracking Agent.
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