What is Smartsheet
Smartsheet is a web based task and project management tool that adds to our collaboration portfolio. Using a spreadsheet as the underlying tool, you can create a list of tasks and associate attachments, discussions and links with any entry. Tasks can be displayed in list, calendar or gantt chart views. You can share your "sheet" with anyone in the world (edit or view rights), receive change notifications , and create custom reports.
We expect to see additional capabilities in the area of project management (easy methods to establish and visualize task dependencies, for example) to surface shortly - which will greatly enhance the value of the product.
We think this may be the answer to a light weight project management tool that can give us an alternative to more complex tools like Primavera and Microsoft Project. It is the tool we are using to manage the activities associated with our conversion of Oracle Calendar to Google Calendar.
Smartsheet integrates with other Google applications For example, the calendar view can be exported to google calendar and appear as a secondary calendar. We have also been using Google docs to create test plans and record results. These docs can be linked to a Smartsheet entry to complete the picture for a manager who wants to focus in on one place to see the big picture, but also occasionally access some of the supporting material.
How can I access it
1. You can log in to Gmail, Gdocs, Gsites, or Gcal and locate the "more" link that appears at the top of the window - Smartsheet will be one of a growing number of choices we expect to offer as part of our collaboration in our Google Apps Environment.
Alternately, you can go directly to Smartsheet.com and using the lab email address after clicking on the Google Apps link
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Going to Smartsheet.com |
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2. Go ahead and click on the link and (for now), you will be offered a trial use of the product. Don't worry - we convert this to an enterprise (free) account for you as we see new customers try it. Eventually, the accounts will all be pre-populated and you will just launch the application. Since it is part of our Google Application Environment, it shares the single signon that you use to access other Google applications.
As of May 26, 292 Lab employees have looked at Smartsheet. 156 users have created at least one sheet (including 30 who have created more than 1).
What does it Cost
This product is sponsored by the IT Division and there is no cost to a lab user. This is an IT Pilot and as part of this effort, we have contracted with the company to allow use by anyone at LBL for calendar 2010. Towards the latter part of the year, we will ask our users how valuable a tool this is and either let you subscribe individually or continue to pay for an enterprise agreement. (the cost for an individual would be less than $100/yr. in any case).
We should note that Smartsheet only charges individuals who create sheets. Those who are invited to view or edit a sheet do so at no cost. As is often the case, one person is the "project manager" but many others contribute along the way. As a result, this can be considered a very cost effective method for managing small scale projects.
Where can I get help?
The Smartsheet Help is good. It includes video's and examples of how to use the product. After logging in, click the help link in the upper part of the screen.
You will be able to watch videos on every aspect of their product. - as illustrated below.
