Task Management User Guide

Transcription

1 Task Management User Guide Version 18 April 2018

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3 Contents About This Guide... 5 Tasks Overview... 5 Create a Project for Task Management... 5 Project Templates Overview... 5 Add a Project Template... 6 Add a Project... 7 Assign a User or a Group Access to a Project... 8 Assign a Project Calendar... 9 Assign a Code to a Project... 9 View the Construction Value... 9 Configure the Time Zone Setting for Overdue Tasks Configure the Auto Numbering Defaults for a Project Assign a Company to a Project Delete a Project Work Plan Overview Working with the Work Plan Page Manage Tasks on the Work Plan Page Add a Task on the Work Plan Page Move a Task on the Work Plan Page Move a Task into a Planning Bucket Modify Task Details Add a Discussion to a Task on the Work Plan Page Task Commitments Overview Commit to a Task on the Work Plan Page Add a Reason Update an Owning Workspace for a Reason Recommit to a Task on the Work Plan Page Create a View on the Work Plan Page Add a Work Plan View Configure a Work Plan Filter Configure a Work Plan Quick Filter Configure Work Plan Grouping Configure Activity Task Counts Apply a Work Plan Quick Filter Complete a Task on the Work Plan Page Configure the Work Plan Display View Activity Details on the Work Plan Page Print the Planning Board

4 Task Management User Guide Search the Work Plan Page Task List Overview Create a Task on the Task List Page Add a Task to the Task List Create a Task by Import Create an Import Template for Importing Tasks Import Tasks from Microsoft Excel Assign a User to a Task Add Duration to a Task Add a Due Date to a Task Assign a Task to an Activity Modify Task Details in the Gantt Chart Task Commitments Overview Commit to a Task on the Task List Page Add a Reason Update an Owning Workspace for a Reason Recommit to a Task on the Task List Page Create a View on the Task List Page Add a Task List View Configure a Task List Column Configure a Task List Filter Configure Task List Grouping Configure Task List Sorting Configure the Task List Page Gantt Chart Configure a Task List Quick Filter Configure Activity Task Counts Apply a Task List Quick Filter Complete a Task on the Task List Page View the Task List Page Gantt Chart View Activity Details on the Task List Page Print the Task List Page to PDF Cut or Copy and Paste a Task Add a Discussion to a Task Task List Field Definitions Task Analysis Overview View Task Analysis Metrics Legal Notices

5 About This Guide This guide explains how to use the Tasks app in Oracle Prime Projects to plan and manage project work tasks. Project managers and schedulers should read this guide. Tasks Overview Oracle Prime Projects combines lean scheduling principles with general task management functionality to provide a lightweight work management solution for the projects in your organization. Using the Tasks app, break down project responsibilities into tasks to manage your work more effectively, without the overhead or complexity of a traditional CPM schedule. Manage tasks on a virtual planning board, providing updates to due dates, commitments, and other information. Optionally, align your tasks with your CPM schedule for a more detailed breakdown of the work to be performed. Key Features Create private and public tasks that must be performed to complete your project objectives. Assign companies and users responsible for performing the work. Plan tasks in weekly intervals on a virtual planning board. Define due dates and durations using drag-and-drop functionality. Commit to the completion of tasks, marking them complete when finished. Recommit to your tasks and provide reasons if they are not completed on time. Focus on the most relevant tasks in your project using quick filters and customizable views. Monitor task performance using predefined real-time metric charts. Create a Project for Task Management To create a project for Task Management: 1) Add a Project (on page 7) 2) Assign a User or a Group Access to a Project (on page 8) 3) Assign a Project Calendar (on page 9) 4) Assign a Code to a Project (on page 9) 5) Configure the Auto Numbering Defaults for a Project (on page 10) 6) Assign a Company to a Project (on page 11) Project Templates Overview Project templates are reusable models of projects you can store and use later to save time and standardize your operations. 5

6 Task Management User Guide A template includes all the details, best practices, and de facto standards your organization associates with projects of a particular type. Use project templates to create a library of predefined project structures that can later be used as starting points for new projects. For example, say your organization is responsible for managing the construction of store Smith Wholesale in multiple states. The WBSs and resources are essentially the same. A template in this situation enables you to quickly create the project and add any unique requirements for the projects in the different states. A project template can be created from scratch or can be created using an existing project or template. When a template is created from an existing project, all the actual values, including dates, units, and durations, and location fields are cleared. If the data in the project being copied is not included in the parent workspace where the project template exists, the data is promoted to the parent workspace. This data includes resources, roles, configured fields, dashboards, units of measure, calendars, and curves. The following data is not copied into project templates from existing projects: Scope data, including the PBS, scope items, and work packages. Relationships between projects. Risk matrixes and thresholds stored at the workspace level. Project-level matrixes and thresholds are copied. Add a Project Template Project templates are created when the organization manages similar, repeatable projects. A project template can be created from scratch or can be created using an existing project or template. The following data is not copied into project templates from existing projects: Scope data, including the PBS, scope items, and work packages. Relationships between projects. Risk matrixes and thresholds stored at the workspace level. Project-level matrixes and thresholds are copied. To add a project template: 1) In the object selector, select Projects, and then select View All Projects. 2) In the Projects inventory panel, select the group where you want to store the project. Note: The group may be the workspace name or another grouping name if a Group By option is selected for the table. If the table is organized by a group other than workspace, then the new project will inherit the attribute for that group. For example, if the table is grouped by a project code, the new project will inherit the project code for that group. 3) Select the Add Project menu, and select Template. 4) In the Create New Project Template dialog box, complete the following fields: Template Name: Enter the name of the project template. 6

7 Create a Project for Task Management Template ID: Enter a unique identifier for the project template. The ID defaults to the project template name. Workspace: Select which workspace the project template should be added to. (Optional) Copy From Another Project: Select an existing project or template, if appropriate. (Optional) Project Currency: Select a new currency if the default is not applicable to the project template. Exchange Rate: If a different currency is selected, enter the exchange rate. 5) Select Add. 6) In the inventory panel, select Close. Add a Project A project can be created from scratch or can be copied using an existing project or template. The following data is not copied from existing projects or templates: Scope data, including the PBS, scope items, and work packages. Relationships between projects. Risk matrixes and thresholds stored at the workspace level. Project-level matrixes and thresholds are copied. To add a project: 1) In the object selector, select Projects, and then select Add Project. 2) In the Add Project dialog box, complete the following fields: Name: Enter the name of the project. ID: Enter a unique identifier for the project. The ID defaults to the project name. Project IDs are unique per workspace. Workspace: Select which workspace the project should be added to. (Optional) Copy from Another Project: Select an existing project or template. (Optional) Project Currency: Select a new currency if the default is not applicable to the project. Exchange Rate: If a different currency is selected, enter the exchange rate. 3) Select Add. 4) In the inventory panel, select Close. You can also initiate this task directly from the Projects inventory panel. 1) In the object selector, select Projects, and then select View All Projects. 2) In the table, select the group where you want to store the project. 7

8 Task Management User Guide Note: The group may be the workspace name or another grouping name if a Group By option is selected for the table. If the table is organized by a group other than workspace, then the new project will inherit the attribute for that group. For example, if the table is grouped by a project code, the new project will inherit the project code for that group. 3) Select the Add Project menu, and then select Project. The project is set to Active by default. You can create a project collection directly from the Projects inventory panel to easily manage a subset of projects that are important to you or a group. Select multiple projects, select the Context menu, and select Create Project Collection. Assign a User or a Group Access to a Project Users can be assigned to projects individually or through user groups. Each user or user group must be assigned a project permission set. A user group may have been configured with a default permission set. This permission set can be changed for the project assignment at any time. To assign user access to a project: 2) In the sidebar, select Summary & Settings. 3) On the Summary & Settings menu, select Security. 4) Select the Assign menu, and then select User or Group. 5) In the Assign User or Assign Group dialog box, enter the user or group name. 6) Select the name, and select Next. 7) In the Permission Set column, select a permission set for each permission type. Note: If you assigned a user group that is configured with a default permission set, you can keep the default or select another if necessary. 8) Add any other optional permission sets applicable to that user or group. 9) Select Assign. 10) Select Save. 11) In the Summary & Settings panel, select Close. You can also do this in the Projects inventory panel. 1) In the object selector, select Projects, and then select View All Projects. 2) In the table, select a project, and then select the Security detail window. If you added the project in the application, you are automatically assigned access to the project with the Administrator permission set assigned. 8

9 Create a Project for Task Management The Search feature searches the entire list of users for matches. During that initial search, it will stop after finding 500 results, then filter out those who have already been assigned. For this reason, your maximum number of search results might vary. To limit the number of results, be as specific as possible when entering a name in the search field. For example, enter the first and last name of the user. Assign a Project Calendar Each project must have a calendar assigned. The default calendar in the workspace will automatically be assigned as the project calendar. The calendar can be changed to suit the needs of the project. To assign a project calendar: 2) In the sidebar, select Summary & Settings. 3) On the Summary & Settings menu, select Details. 4) In the Details section, in the Calendar field, select a calendar. 5) Select Save. 6) In the Summary & Settings panel, select Close. Assign a Code to a Project Assign codes to projects to help track projects based on attributes they share. When managing a large number of projects, project codes enable you to filter and group information across the organization. To assign a code to a project: 2) In the sidebar, select Summary & Settings. 3) On the Summary & Settings menu, select Codes. 4) Select Assign. 5) In the Select Code Value dialog box, expand the code, and select the code value. 6) Select OK. 7) Select Save. 8) In the Summary & Settings panel, select Close. You can also do this in the Projects inventory panel. 1) In the object selector, select Projects, and then select View All Projects. 2) In the table, select a project, and then select the Codes detail window. View the Construction Value You can review construction values to projects to help track the total cost of a project over the construction period. Construction values can include the cost of materials, subcontractor totals, overhead costs, general conditions, and taxes. 9

10 Task Management User Guide To view a construction value to a project: 2) In the sidebar, select Summary & Settings. 3) On the Summary & Settings menu, select Details. 4) In the Details section, in the Construction Value field, review the total cost for the project. 5) In the Summary & Settings panel, select Close. This setting is used in the following apps: Field Configure the Time Zone Setting for Overdue Tasks The Task Overdue Time Zone setting determines which time zone to use when marking tasks as overdue. This is especially important when users and companies are located in different time zones and the accuracy of your project performance is critical to project success. The check for overdue tasks is run each time a task is edited and daily at midnight for the selected time zone. The default value is (GMT) Greenwich Mean Time. The chosen time zone also determines the latest date that can be selected for a task's Completed Date. To configure the time zone setting for overdue tasks: 2) In the sidebar, select Summary & Settings. 3) On the Summary & Settings menu, select Settings. 4) Select the Task Defaults tab. 5) In the Task Overdue Time Zone field, select the time zone that will be used to check for overdue tasks. 6) Select Yes to confirm your selection. 7) Select Save. 8) In the Summary & Settings panel, select Close. This setting is used in the following apps: Tasks Configure the Auto Numbering Defaults for a Project Unique IDs are required for a number of objects in the application. For example, in the Scope app, auto numbering defaults can be set for scope items, work packages, scope assignments, change requests, and change items. The IDs are automatically generated for each new object based on the default values set at the workspace level for prefix, suffix, and increment. You can use the defaults or enter values that represent the numbering system used for your project. To set the auto numbering defaults: 2) In the sidebar, select Summary & Settings. 10

11 Create a Project for Task Management 3) On the Summary & Settings menu, select Settings. 4) Select the Auto Numbering tab. 5) Define the auto numbering defaults for the objects used in the following apps. Contracts: Changes, Change Order, Commitment, Contract, Payment Application, Potential Change Order Cost: Actuals, Budget Change, and Budget Transfer. Documents: RFI and Submittal Ideas: Idea Schedule: Activity Scope: Scope Item, Work Package, Scope Assignment, Change Request, and Change Item. Risk: Risk Tasks: Tasks 6) Select Save. 7) In the Summary & Settings panel, select Close. Users can manually overwrite the default values when adding these objects in the application. When importing scope items or scope assignments, if the ID column in the import template is left blank, the Scope Item ID or Scope Assignment ID columns are populated with the auto numbering defaults. Assign a Company to a Project Companies are assigned at the project level to designate responsibility for the work performed on your project. Assign companies to your project, and set a color for each company. To assign a company to a project: 2) In the sidebar, select Summary & Settings. 3) On the Summary & Settings menu, select Dictionaries, and then select Companies. 4) Select Assign. 5) In the Assign Companies dialog box, select a company, and then select Assign. 6) In the Color field, select a color to associate with the company. 7) Select Save. 8) In the Summary & Settings panel, select Close. In the Tasks app, colors are used to distinguish the tasks associated with each company. This setting is used in the following apps: Field 11

12 Task Management User Guide Tasks Delete a Project Deleting a project will remove relationships with other items, such as project dependencies and portfolios, and will also delete files added to the project. If you delete a project that is synchronized with P6 EPPM, the setting in P6 EPPM that indicates a project is synchronized with Oracle Prime Projects is cleared. The project is not deleted from P6 EPPM. You cannot delete a project that is included on a portfolio budget planning scenario. You must delete it from the scenario first. After a project has been deleted, all rolled up values are recalculated. To delete a project: 1) In the object selector, select Projects, and then select View All Projects. 2) In the table, select the project row or rows. 3) Select the Context menu, and select Delete. 4) In the Delete dialog box, choose to delete the project permanently or mark the project as inactive. 5) Select OK. The application will run the deletion process in the background while you continue to work, and you will receive a notification when the process is complete. 6) In the inventory panel, select Close. Work Plan Overview During a typical work planning process, a meeting facilitator leads a group of project collaborators (superintendents, subcontractors, tradespeople, and other stakeholders) of various companies in adding tasks to a planning board during weekly or daily planning meetings. The planning board provides a calendar for the sequencing and progressing of tasks and enables collaborators to move their tasks across weekly or daily intervals. Unplanned tasks are displayed in a hopper, an area of the Work Plan page where tasks can be edited, deleted, or grouped according to their assigned activity. Dragging a task from the hopper to the planning board creates a due date on the task. Companies may commit to perform work on a task by a due date, marking it as completed when the work has been performed. Tasks can also be placed into future period planning buckets if they are not ready to be performed. 12

13 Work Plan Overview Working with the Work Plan Page The Work Plan page simulates the planning board typically used in lean scheduling. Create tasks, and drag and drop them onto the planning board to build your work plan. Table of Screen Highlights Item 1 Description Manage Views: Create and manage customized views of the Work Plan page. Filter tasks by all available weeks or using a rolling time frame. Enable task filters using rules and conditions. Configure up to three quick filters to apply to a view. 2 Quick Filters: Use quick filters to limit the display of tasks on the Work Plan page. Select multiple values from up to three quick filters. 3 Planning Board Options: Enable activity bars to assist you when assigning tasks to activities. Move the planning board time period to previous or future periods. If a rolling filter is applied to the view, the Planning Period bar indicates the date range of the filter. Organize tasks to group them by best fit or by company. 4 Search: Use the search feature to locate tasks or activities on the page according to a keyword. 5 Hopper: The hopper contains all tasks that do not have a due date. Add new tasks, group the list of tasks by assigned activity, or drag tasks into the planning board or planning buckets. 13

14 Task Management User Guide Item Description 6 Planning Board: The planning board displays tasks that have due dates, in weekly or daily intervals. Drag a task to a new date in the planning board, into past or future planning buckets, or into the hopper to remove its due date. 7 Tasks: Each task tile is colored according to its assigned company. The width of each task denotes its duration. Icons on tasks indicate statuses of Complete, Committed, Overdue, and Pending. Select the Discussion icon to post a comment on the task. 8 Planning Buckets: Planning buckets display past and future weekly periods according to the currently applied filter. Drag a task from the hopper or planning board into a bucket to move it to that time period. Manage Tasks on the Work Plan Page Use the Work Plan page to create public tasks and plan your work by adding them to a planning board. View a timeline of your work in daily or weekly intervals, moving individual tasks between past, present, and future periods. Commit to work on your tasks, and mark them completed after the work has been performed. To manage tasks: 1) Add a Task on the Work Plan Page (on page 14) 2) Move a Task on the Work Plan Page (on page 15) 3) Move a Task into a Planning Bucket (on page 16) 4) Modify Task Details (on page 17) 5) Add a Discussion to a Task on the Work Plan Page (on page 17) Add a Task on the Work Plan Page Add tasks to detail the work to be performed on your project. Tasks created without a due date are added to the hopper. Tasks created with a due date are added to the planning board. To create a task on the Work Plan page: 3) In the page selector, select Work Plan. 4) In the hopper, select Add. 5) In the New Task dialog box, on the General tab, complete the following fields: Task Name: Enter the name of the task. Company: Select the company responsible for performing work on the task. The color field displays the color that is selected for the company. 14

15 Work Plan Overview (Optional) Assigned User: Select the user responsible for performing the task. The user must belong to the assigned company. (Optional) Activity: Select an activity if the task is required to complete the activity. (Optional) Duration: Enter the amount of time the task will take to complete. (Optional) Use Only Work Days: Select this option to allow only the project calendar's work days and ignore non-work days when determining the value for Start and Due Date. (Optional) Due Date: Select a date by which the task must be completed. The Start Date field is calculated based on the Duration and Due Date of the task. (Optional) Completed Date: The date that the task was completed. This date can be modified after the task is marked completed. (Optional) Select Complete to mark the task complete. 6) Select Apply. 7) Select Save. Note: Select Create Another, and then select Apply to create the task without closing the dialog box. To view tasks in the hopper according to their assigned activity, in the hopper, select Tasks and Activities. Select the Add icon under an activity grouping to create a new task assigned to that activity. Select an activity name in the hopper or planning board to view activity details such as associated WBS, start and finish dates, activity percent complete, and task counts. If you are navigating using a keyboard, you must complete this task on the Tasks page. Move a Task on the Work Plan Page The Work Plan page enables you plan your tasks in an interactive manner similar to an actual planning board. You can cut, copy, paste, delete, and drag tasks in the hopper and planning board. This feature provides a method to quickly plan multiple tasks at the same time. You can move tasks on the Work Plan page in the Day or Week views and when grouping by task only or tasks and activities. When grouping by tasks and activities, you can move tasks to different activity bands to change their activity assignments. Move a task to the No Activity band to remove its activity assignment. Move a task from the planning board to the hopper to remove its due date. To move a task on the Work Plan page: 3) In the page selector, select Work Plan. 4) In the hopper or planning board, select one or more tasks. 5) Do one of the following: 15

16 Task Management User Guide Cut and paste: Right-click your selection, and select Cut Task. Right-click a day column, activity band, or planning bucket, and then select Paste Task. Copy and paste: Right-click your selection, and select Copy Task. Right-click a day column, activity band, or planning bucket, and then select Paste Task. Click and drag: Click and drag your selection to another day, activity band, or planning bucket. As you drag your selection, the new due date of all tasks in the selection is highlighted. Delete: Right-click your selection, and select Delete Task. Select Yes to confirm. 6) Select Save. Paste your selection of tasks in a day column to maintain the assigned activity of each task in the selection. Paste your selection directly on an activity band to move all tasks in the selection to the day and activity that you selected. You cannot move tasks with commitments into the hopper. You cannot move completed tasks. The borders of a task appear as dashed lines if the task occurs on a non-work day. You can also edit the details of individual tasks by selecting a task name and modifying the fields in the Task Details dialog box. Move a Task into a Planning Bucket Planning buckets enable you to move tasks into a past or future week without navigating away from the current day or week view. Each bucket represents a weekly period of time and lists the number of tasks whose due dates occur within that period. During the planning process, drag tasks to past or future buckets to modify their due dates. The tasks will then appear in the selected weekly period. To move a task into a planning bucket: 3) In the page selector, select Work Plan. 4) Select a task on the planning board, and drag it into a planning bucket. 5) Select Save. You can also cut or copy and then paste one or more tasks into a planning bucket at the same time. When moving a task into a planning bucket, the task due date is set to the first available valid work day of that time period. Select a bucket to display its time period on the planning board. The number of buckets displayed depends on the currently configured filter settings. You cannot move completed tasks. 16

17 Work Plan Overview Modify Task Details After a task is created, you can continue to modify its details. Use the Task Details dialog box to edit general and commitment information, contribute to a discussion on the task, or delete the task from your project. To edit task details: 3) In the page selector, select Work Plan. 4) On the Work Plan page, select a task name to open the Task Details dialog box. 5) On the General tab, modify general task information. 6) On the Commitments tab, commit or recommit to perform work on the task. 7) On the Discussions tab, communicate with other user on details pertaining to the task. 8) Select Apply. 9) Select Save. To delete a task, open the Task Details dialog box, select Delete, and then select Yes. After a task is completed, you can no longer edit Company, Assigned User, Duration, Due Date, or Commitment fields. Remove the Completed Date to enable these fields. You can also modify the following task details on the Work Plan page without opening the Task Details dialog box: Select a task, and press Delete to delete it. On the planning board, click and drag the edges of a task to modify its duration. Cut and paste or click and drag a task to a different date to modify its Due Date. Select the Complete icon on a task on the planning board to mark the task complete. If you are navigating using a keyboard, you must complete this task on the Tasks page. Add a Discussion to a Task on the Work Plan Page Discussions provide a way for project team members to communicate and exchange information that is specific to a task. Comments added to tasks are saved with the task and are available to all team members with the required security privileges. To add discussions to a task: 3) In the page selector, select Work Plan. 4) Select a task name in the hopper or planning board to open the Task Details dialog box. 5) Select the Discussions tab. 6) To post a new comment: In the Post a comment field, enter a comment, and select Post. 17

18 Task Management User Guide To reply to a comment: In the Post a reply field, enter a reply, and select Reply. You can also open the Discussions tab by hovering over a task on the planning board and selecting the Discuss icon. If no comments have been posted to the Discussion panel, the Discuss icon is empty. You cannot edit or delete a posted comment. Select Like to show that you approve or support a comment. Select Unlike to remove your Like. Task Commitments Overview Commitments are optional submitted agreements to assume responsibility for the work to be performed on a task. When a company and user are assigned to a task, they agree to perform its work by a specific date. If the commitment due date is not met, then the task is overdue. Responsible users can recommit to overdue tasks, providing a new due date and one or more reasons for why the previous commitment was not met. Task commitment history can be tracked according to due dates and reasons missed. Commitment history enables you to view trends, evaluate performance, and identify issues with companies and users over time, enabling you to make decisions regarding their future use. Commit to a Task on the Work Plan Page Commit to tasks to agree to perform their work by a specified date. In the Task Details dialog box, you can track the commitment history of a task, including committed dates, due dates, reasons missed, and recommitted dates. To commit to a task on the Work Plan page: 3) In the page selector, select Work Plan. 4) On the planning board, select a task name to open the Task Details dialog box. 5) In the Task Details dialog box, select the Commitments tab. 6) Select a Due Date for the task, and then select Commit. 7) Select Apply. 8) Select Save. Select the Commitments icon on a task with no prior commitments to commit to the task without opening the Task Details dialog box. Select the icon on a task with commitments to open the Commitments tab in the Task Details dialog box. To delete the most recent commitment, select Delete, and then select Yes. The task displays the due date of the next commitment in the list. If you are navigating using a keyboard, you must complete this task on the Tasks page. 18

19 Work Plan Overview Add a Reason Use reasons to provide additional information about a contract change or task recommitment. To add a reason: 1) In the object selector, select a workspace. 2) In the sidebar, select Summary & Settings. 3) On the Summary & Settings menu, select Data, and then select Reasons. 4) On the Reasons page, select Add. 5) In the new row, complete the following fields: Abbreviation: Enter an abbreviation for the reason. Name: Enter a description for the reason. 6) In the panel, choose to make the reason available to the following objects: Changes: The reason is available when adding a change to a contract. Task: The reason is available when recommitting to tasks. 7) Select Save. 8) In the Summary & Settings panel, select Close. You can also add reasons when adding a contract change or recommitting to a task. This setting is used in the following apps: Contracts and Commitments Tasks Update an Owning Workspace for a Reason Update the owning workspace of a reason to move it to another workspace that you are assigned. If you move a reason to a workspace that is higher in the workspace hierarchy, it will be available to more workspaces. To update the owning workspace of a reason: 1) In the object selector, select a workspace. 2) In the sidebar, select Summary & Settings. 3) On the Summary & Settings menu, select Data, and then select Reasons. 4) On the Reasons page, select a reason. 5) Select the Context menu, and then select Change Owning Workspace. 6) In the Select Workspace dialog box, select the new owning workspace, and select Select. 7) Select Save. 8) In the Summary & Settings panel, select Close. This setting is used in the following apps: Contracts and Commitments 19

20 Task Management User Guide Tasks Recommit to a Task on the Work Plan Page If you are unable to meet the due date of a previous commitment, you can recommit to work on the task. Select one or more reasons for missing the previous commitment, and then select a new due date for the recommitment. To recommit to a task on the Work Plan page: 3) In the page selector, select Work Plan. 4) On the planning board, select a task name. 5) In the Task Details dialog box, select the Commitments tab. Note: If a task on the planning board has previous commitments, you can select the Commitments icon on a task tile to open the Commitments tab directly. 6) In the Reasons Missed field, select one or more reasons for missing the previous commitment. 7) Select a Due Date for the recommitment. 8) Select Recommit. 9) Select Apply. 10) Select Save. To delete a commitment, on the Commitments tab, select the Delete icon. The task displays the due date of the next commitment in the list. Create a View on the Work Plan Page Create views to define how data is visually displayed on the Work Plan page. To configure a view: 1) Add a Work Plan View (on page 21) 2) Configure a Work Plan Filter (on page 21) 3) Configure a Work Plan Quick Filter (on page 22) 4) Configure Work Plan Grouping (on page 22) 5) Configure Activity Task Counts (on page 23) 6) Apply a Work Plan Quick Filter (on page 24) 20

21 Work Plan Overview Add a Work Plan View When adding a new view, you can add one of three types of views: personal, project, or workspace. Personal views are private and only accessible to the user who created them. Project views are saved at the project level and can be accessed by other members of the project with the necessary security privileges. Likewise, workspace views are saved at the workspace level and are available to other members of the workspace with the necessary security privileges. To add a view: Note: Your security privileges determine your ability to create project and workspace views. 3) In the page selector, select Work Plan. 4) In the View list, select Manage Views. 5) In the Manage Views panel, select a view type (Workspace, Project, or Personal), select the Context menu, and then select Add. 6) Enter a name for the new view. 7) Select Save. 8) In the Manage Views panel, select Close. Configure a Work Plan Filter Filters are used to reduce the number of tasks displayed on the Work Plan page without deleting them or otherwise removing them. Filter tasks on the Work Plan page according to a rolling time frame or by task details. To configure filters on the Work Plan page: 3) In the page selector, select Work Plan. 4) In the View list, select Manage Views. 5) In the Manage Views panel, select the view to configure. 6) Select the Filtering tab. 7) In the Planning Period section, do one of the following: Select All Weeks to display tasks regardless of their start or finish dates. Select Custom Rolling Time Frame to filter tasks according to a planning period: Weeks Before: Display tasks whose start or finish date occurs within the specified number of weeks before the current date. Weeks After: Display tasks whose start or finish date occurs within the specified number of weeks after the current date. 8) In the Task Filter section: 21

22 Task Management User Guide a. In the Match list, select an option to define the filter conditions: All of the following: Data is filtered only if it matches all the specified rules. Any of the following: Data is filtered if it matches any of the specified rules. b. Select Add a filter condition. c. In the first row, use the following fields to define a filter rule: Field: The data field to which the rule is applied. Operator: The comparison operation for the rule. Value: The value against which the rule compares the data field. d. Add rows for each filter rule you want to define. 9) Select Save. 10) In the Manage Views panel, select Close. Configure a Work Plan Quick Filter You can use quick filters to quickly reduce the number of visible tasks on the Work Plan page. Choose up to three quick filters to apply to a view. To configure quick filters on the Work Plan page: 3) In the page selector, select Work Plan. 4) In the View list, select Manage Views. 5) In the Manage Views panel, select the view to configure. 6) Select the Quick Filters tab. 7) In the Show section, select up to three quick filters to apply to the view: Activity Assigned User Company Status Status - Completion Status - Dates WBS 8) Select Save. 9) In the Manage Views panel, select Close. Configure Work Plan Grouping Configure the Work Plan view options to hide empty grouping bands on the planning board. To configure grouping options on the Work Plan page: 22

23 Work Plan Overview 3) In the page selector, select Work Plan. 4) In the View list, select Manage Views. 5) In the Manage Views panel, select the view to configure. 6) Select the Grouping tab. 7) In the Band Options section, select Hide if empty on Planning Board to hide activity grouping bands for activities that are not assigned to any tasks. 8) Select Save. 9) In the Manage Views panel, select Close. Configure Activity Task Counts Task counts display the number of tasks of a specific status that are assigned to an activity. Use the Task Counts tab to configure which task counts are displayed in the activity details popover. Activity details provide additional information about the activities in your project, including associated WBS, start and finish dates, and activity percent complete. All task counts are enabled by default. Task counts are for public tasks only and do not include private tasks. To configure task counts: 3) In the page selector, select Work Plan or Task List. 4) In the View list, select Manage Views. 5) In the Manage Views panel, select the view to configure. 6) Select the Task Counts tab. 7) Select the task counts that you want to display: Total Tasks: The total number of tasks assigned to the activity. Unplanned tasks, not completed: Tasks without a due date that have not been completed. Unplanned tasks, completed: Tasks without a due date that are complete. Planned tasks, not completed: Tasks with a due date or committed date that are not complete. Planned tasks, completed: Tasks with a due date or committed date that are marked as complete. Planned tasks outside of activity dates: Tasks with a due date before the activity start date or after the activity finish date. Tasks hidden by filters and security: Tasks that are not visible due to the planning period, enabled task filters or quick filters, or due to the current user's security settings. Tasks with assigned activities that occur within the planning period dates are visible. Note: The Unplanned tasks, not completed; Unplanned tasks, completed; Planned tasks, not completed; and Planned tasks, completed task counts contain the total number of tasks associated with the selected activity. The Planned tasks outside of activity dates and Tasks hidden by filters and security task counts contain tasks already 23

24 Task Management User Guide 8) Select Save. counted in the other categories. 9) In the Manage Views panel, select Close. Apply a Work Plan Quick Filter Apply up to three quick filters to limit the display of tasks on the Work Plan page. In a filter list, select one or more values on which to filter. Use multiple quick filters to further reduce the display of your tasks. Clear a filter to show more results in the task list. Quick filters are not saved with the view. To apply quick filters to the Work Plan page: 3) In the page selector, select Work Plan. 4) In the Quick Filters section, expand a filter list and select fields on which to filter your tasks. 5) To remove a filter, expand a filter list, and select Clear Filter. Complete a Task on the Work Plan Page Mark a task complete to indicate that all work has been performed on the task. After the task is completed, you cannot modify certain fields, including due date, company, and duration. To enable all fields on the task, remove the completed date. To complete a task: 3) In the page selector, select Work Plan. 4) On the Work Plan page, select a task name to open the Task Details dialog box. 5) In the Task Details dialog box, select Complete. 6) Select Apply. 7) Select Save. Note: If the task was completed on a previous date, modify the Completed Date. You can also complete a task by hovering over a task on the planning board and selecting Complete. If you are navigating using a keyboard, you must complete this task on the Tasks page. 24

25 Work Plan Overview Configure the Work Plan Display You can configure the hopper and planning board sections of the Work Plan page according to your preferences. Toggle the display of tasks by day or by week. Organize tasks to group by best fit or by company. Enable activity bars to separate the display of tasks according to their assigned activities. Tasks not associated with any activities are displayed below a bar called No Activity. To configure the Work Plan display: 3) In the page selector, select Work Plan. 4) Change the time period displayed on the planning board by selecting the previous or next arrows above the planning board. Select Today to return the planning board display to the current day or week. With a custom planning period enabled, select Skip to beginning or Skip to end to change the planning board display to the first or last day or week in the period. 5) Select Day or Week to toggle the number of days displayed. 6) Select Tasks Only to display only tasks in the hopper and planning board. Select Tasks and Activities to display tasks grouped by their assigned activities. Note: When a task's due date falls outside of its assigned activity's start and finish dates, the activity grouping bar border appears as a dashed line. 7) In the Organize By list, select Best Fit to minimize unused space in the hopper and planning board. Select Company to group tasks by their assigned companies. View Activity Details on the Work Plan Page On the Work Plan page, select an activity name in the hopper or planning board to view additional details about the activity. The activity detail popover displays general activity information and task counts by category. To view activity details: 3) In the page selector, select Work Plan. 4) In the hopper or planning board, select an activity name. 5) The activity detail popover displays Activity Name, Activity ID,WBS Name, WBS Code, Start, Finish, Activity Percent Complete, and the following task counts: Total Tasks: The total number of tasks assigned to the activity. Unplanned tasks, not completed: Tasks without a due date that have not been completed. Unplanned tasks, completed: Tasks without a due date that are complete. 25

26 Task Management User Guide Planned tasks, not completed: Tasks with a due date or committed date that are not complete. Planned tasks, completed: Tasks with a due date or committed date that are marked as complete. Planned tasks outside of activity dates: Tasks with a due date before the activity start date or after the activity finish date. Tasks hidden by filters and security: Tasks that are not visible due to the planning period, enabled task filters or quick filters, or due to the current user's security settings. Tasks with assigned activities that occur within the planning period dates are visible. Note: The Unplanned tasks, not completed; Unplanned tasks, completed; Planned tasks, not completed; and Planned tasks, completed task counts contain the total number of tasks associated with the selected activity. The Planned tasks outside of activity dates and Tasks hidden by filters and security task counts contain tasks already counted in the other categories. Task counts are for public tasks only and do not include private tasks. To choose which task counts to display in the popover, select Settings, and then select Task Counts. Print the Planning Board Customize your planning board before printing. You can print the selected week or choose a custom number of weeks. Constrain the number of weeks per page to one or two. To print the planning board on the Work Plan page: 3) In the page selector, select Work Plan. 4) On the Work Plan page, select Week in the planning board options. Note: You can configure and print a Day view using your browser's print settings. 5) Select Print. 6) In the Print Planning Board dialog box, complete the following fields: a. In the Date Range section: Select Selected Week to print the week currently displayed on the planning board. Select Custom Week Range (up to 1 year) to choose a custom time span, from the start of one week to the end of another week. b. If you selected a custom week range in the previous section, configure the following field in the Options section: In the Weeks Per Page field, choose to print one or two weeks per page. 26

27 Task List Overview 7) Select Print. 8) A print preview window is created. Modify printer settings, and then select Print. Note: To print the planning board as it appears on the page, you must enable background graphics in your browser's print settings. If a Planning Period is enabled, the custom time span print setting will not allow selections beyond the period dates. Search the Work Plan Page The search function on the Work Plan page enables you to search for tasks or activities located in the hopper or planning board. Search results are displayed below the search field. To use the search function on the Work Plan page: 3) In the page selector, select Work Plan. 4) In the Search field, enter a search term. Results matching the string will appear automatically. 5) In the type list, select Tasks or Activities. 6) Select a search result to display that item in the hopper or planning board. If you are navigating using a keyboard, you must complete this task on the Tasks page. Task List Overview The Task List page enables you to organize and manage the work to be performed on your project in a table format. After tasks are created, they are assigned to companies and users, who are responsible for performing the work. Each task is optionally committed to be completed by a specific due date. If the due date is not met, then the company or user can recommit with a new due date and provide reasons why the previous commitment was missed. Create private tasks that only you can see, or public tasks that are visible to everyone in your company and the Prime Projects owning company. View the list of tasks in a table or sequenced in a Gantt chart. Enable quick filters to display only the most pertinent tasks. Although tasks are designed to be lightweight, you can assign them to project activities to view your CPM schedule in greater detail. Create a Task on the Task List Page Create tasks to define and manage the work to be accomplished for your project. Add task details to sequence tasks on a timeline or associate them with project activities. 27

28 Task Management User Guide To create a task: 1) Add a Task to the Task List (on page 28) 2) Create a Task by Import (on page 28) 3) Assign a User to a Task (on page 29) 4) Add Duration to a Task (on page 30) 5) Add a Due Date to a Task (on page 30) 6) Assign a Task to an Activity (on page 31) 7) Modify Task Details in the Gantt Chart (on page 31) Add a Task to the Task List Add tasks to your project using the table on the Task List page. When adding a task, you are required to choose a company that will be responsible for performing the work on that task. To add a task: 3) In the page selector, select Task List. 4) In the table, select Add. 5) In the new row, complete the following fields: Task Name: Enter a task name. Type: Select a task type: Public: Visible to everyone in your assigned company and the Prime Projects owning company. Private: Only visible to you. Company: Select a company name. 6) Select Save. Note: When adding a task, the Company field will default to the company that is assigned to the user. Create a Task by Import Creating tasks using Microsoft Excel enables you to use data from an outside system which can save you time from manual entry. To create or update a task: 1) Create an Import Template for Importing Tasks (on page 29) 2) Import Tasks from Microsoft Excel (on page 29) 28

29 Task List Overview Create an Import Template for Importing Tasks Create a Microsoft Excel template to use when importing tasks. The template contains standard task fields that you can populate for new and existing tasks, as well as all current configured task fields. To create an import template: 3) In the page selector, select Task List. 4) On the Task List page, select the Actions menu, and then select Download Import Template. The import template is created as a Microsoft Excel file with the default file name TasksImportTemplate. The top two rows of the worksheet are required when importing tasks from a spreadsheet. You can delete unused columns, but do not change the data in these rows. You can also perform this task on the Work Plan page. Import Tasks from Microsoft Excel You can import tasks into the application from a Microsoft Excel (.xls or.xlsx) file. After downloading the import template, follow the instructions to create or update tasks in the spreadsheet. You cannot update committed or completed tasks. The import will fail if there are any invalid values in the spreadsheet. You can download the spreadsheet file to view and fix the errors indicated in the error column at the end of each worksheet, and then import the file again. You must have sufficient privileges to perform this task. To import tasks from Microsoft Excel: 3) In the page selector, select Task List. 4) On the Task List page, select the Actions menu, and then select Import. 5) In the Import Tasks dialog box, select Browse, select a file, and select Import. You can also import tasks from the Work Plan page. Assign a User to a Task You can assign a user to a task to designate the user responsible for the task. The user you assign to the task must belong to the company assigned to the task. To assign a user to a task: 29