Using a Network Directory for Team Data

Important Note: In the past, Team Dashboard users were instructed to create a shared network directory (described below) for team data storage. But in the current version of the dashboard, the best practices are now to use cloud storage or the Process Dashboard Enterprise Server. Network directories are still allowed to support teams who have been using the dashboard for years; but new teams should consider the other options instead. Migration support is also available for teams who wish to move away from network directories; see the cloud and server topics for more information.

Network directories are not the preferred location for team data storage. Here are some of the tradeoffs of this approach:

PRO: This approach is based on simple file-sharing services that have been around for decades. This makes it an option in nearly every environment, including air-gapped networks where other approaches would be impossible.
CON: Network file servers are a 1990's style technology that many IT departments are reluctant to support. With the modern preference toward zero-trust architectures, many organizations are eliminating their network file servers completely.
CON: Project data can only be accessed data when your computer is connected to the same network as the network file server, either directly or through a VPN. When a team is comprised of members in multiple locations, there may not be a network file server that all team members can access. And even when a particular server is reachable by the entire team, some individuals may encounter problems stemming from network latency or poor connectivity.
CON: File sharing protocols often have very slow performance - especially over a VPN. If your network is slow, it can take an exceptionally long time for the team dashboard to open or shut down. If your network is unreliable, it may result in data loss if the network becomes unavailable when an individual needs to save changes.
CON: The network folder must be mapped/mounted on all the computers you use. These connections can time out and may need to be reestablished manually (especially after changes in network connectivity).
CON: File permissions can be tricky to configure. If file permissions are incorrect, or if permission inheritance is not configured properly, team members may see read-only error message in the dashboard or WBS Editor.
CON: It can be a challenge to manage filesystem permissions based on changing team membership. Mistakes in the configuration of permission inheritance can sometimes go undetected and cause problems later.
CON: When teams are using a mix of Windows, Mac, Unix, and/or Linux, individuals may encounter hard-to-overcome problems stemming from the operating systems' differing support for file-sharing protocols. (This can manifest itself as a startup error stating that the dashboard or WBS was unable to lock files for writing.)
CON: Finding an appropriate server, creating a new team directory, and properly adjusting the permissions can take time. If a team forgets to perform these steps in advance, their initial project launch may be needlessly delayed while the entire team waits for these tasks to finish.
CON: In a large organization with a sizeable process improvement initiative, many teams may be using the Process Dashboard. It can be labor-intensive to create network directories for each team and help them to overcome the problems listed above. Even worse, the organization's valuable process improvement data is then scattered across an unknown number of network locations. This makes it harder for coaches to work with multiple teams; makes it challenging to ensure that proper backups are taking place; and makes it difficult to perform any sort of organization-wide data analysis.

Network Directory Team Dashboard Creation

If other options are not available, teams can use a shared network directory for team data storage. The general setup steps are:

  1. Work with your information technology (IT) support staff to identify a network file server.
  2. Create a new, empty directory on that file server. For this directory, it is critical to ensure that the following file permissions are in place:
  3. Map or mount the network directory so it is visible to your local computer (for example, as a new lettered drive in Windows, or as a folder under Volumes in Mac OS X).
  4. When installing the Process Dashboard, choose the "Tools for Team Leaders" option. When the installer asks for the location of team configuration data, enter the path to this directory.

There will be times in the future that you will need to recall the location of the team configuration directory (for example, if a new individual needs to install a Team Dashboard shortcut). If you forget this location, you can look it up by opening the Team Dashboard, choosing Help → About Process Dashboard, and clicking the Configuration tab. The first paragraph on the Configuration tab will provide the location of the team configuration directory.