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Example Project

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To demonstrate how to the use the projects module we will lead you thru the creation process for a simple project.

Example project - BM Office - a simple project to convert a store room into an office.

  1. Follow this article to Create a New Project
  2. When details are complete click [OK]
  1. If you are personally managing the project click [Yes] if not click [No], the previously filled in Project Manager name will be used.
  2. The project will be added to the Projects List view, double click to open the highlighted project into the Gantt view.
  1. To add a new task click [Add Task] -  note that apart from the first task the subsequent tasks will be added as per your selection from the drop down list; {Add Child} which means as sub task to the current highlighted task; {Add Above} and Add Below} where tasks are added above or below the currently highlighted task.
  1. Edit the task Title or any other task details by clicking the respective entry and editing as appropriate.

Alternatively

  1. Double click the Gantt Chart bar to open the Task Details window.
Expand or collapse content Task detail window

Select the {General} Tab

  1. Enter the basic task details.
  2. Tick {Mark as a milestone} to  mark a specific date or time in the project that is an essential point such as deadline to complete.
  3. Click [Save]  -  click to Save and or Cancel or Delete the entire task. Confirmation required.

Select the {Resources} Tab

  1. Click [Assign]   -  click to assign resources from the drop down list to the project. Resources need to exist as an account within your subscription.
  2. Click [Save]  -  click to Save and or Cancel or Delete the entire task. Confirmation required.

Select the {Notes} Tab

  1. Add notes for the task these can be informative, details related to the task such as contact names and phone numbers or comments. Notes can be added at any time and are not date stamped.
  2. Click [Save]  -  click to Save and or Cancel or Delete the entire task. Confirmation required.

Resources

To add a resource to the project and to a task refer to Adding Resources to a Project

Expand or collapse content Dependencies

Dependencies are relationship links between tasks that are used when scheduling and rescheduling a project over the duration of the project. They are of the form of:

  1. Finish-to-Start Task Dependency (FS)  -  a finish-to-start dependency occurs when the initial task must be completed for the next task to begin. As such, if task A is completed behind schedule then task B will begin behind schedule as well, creating a domino effect.
  2. Start-to-Start Task Dependency (SS) -  a start-to-start dependency occurs when a secondary task cannot begin until the initial task begins. Now, it’s important to note that the two tasks do not have to begin at the same time (and often do not). Task B can begin well after task A, so long as task A has started. In many cases, the initial task will even finish before the next task begins. But, because task A does not have to be completed before task B can begin, this is not a finish-to-start dependency.
  3. Finish-to-Finish Task Dependency  (FF) -  a finish-to-finish dependency refers to a situation in which the initial task must be completed in order for the following task to be completed. Task A and task B are directly related, and these two tasks can even take place at the same time, but task B is totally contingent on task A. That said, task B does not have to be finished at the same time as task A.
  4. Start-to-Finish Task Dependency (SF) - start-to-finish dependencies are uncommon.  In a start-to-finish dependency, the initial task cannot be finished until the secondary task has begun. That being said, task B does not have to finish at the same moment task A begins.

In addition to the dependencies there are two other features that can be attributed to them:

  1. Lead:  If in the case of two tasks A and B where A must finish before A starts ie Finish to Start (FS) but B is planned or as a result of scheduling can start before A is finished then this can be represented by a negative lead. IE FS-2d means that B can start 2 days prior to the finish of Task A and will always do so in a scheduled project.
  2. Lag:  If in the case of two tasks A and B where A must finish before A starts ie Finish to Start (FS) but A is planned or as a result of scheduling can start before B is finished then this can be represented by a positive lead. IE FS+2d means that B can start 2 after the finish of Task A and will always do so in a scheduled project.

To add a dependency there are two methods:

  1. Directly entry  select the Dependencies column in the task list (if not visible use the epsilon to select to view the column). Select the task and the dependency entry and type in the dependency using the following nomenclature plus and lead or lag in days.
  • Finish-to-Start Task Dependency (FS)
  • Start-to-Start Task Dependency (SS)
  • Finish-to-Finish Task Dependency  (FF)
  • Start-to-Finish Task Dependency (SF)

Or

  1. Selecting one of the small dots on either end of the Gantt chart bar for task A and drawing the link from one task bar to one end of the task bar for task B.  Lead or Lag can be added vi the text edit feature (1 above).
Expand or collapse content Scheduling

When changes are made to any task such as adding dependencies, changing start of finish dates, adding resources that may clash with other tasks the resource is required will present  situation where you will want to manually schedule the project plan. Clicking the [Schedule] button will move(reschedule) tasks to meet the new criteria that have been added to the task.

  1. Click [Schedule Tasks]  after making changes to dates, dependencies or resources. Prompt will be displayed {Are you sure? Y/N}
Expand or collapse content Delete a task
  1. Click [Delete Task] to delete the highlighted task on the Gantt chart.
  2. Prompt to confirm {Are you sure you want to delete this task} Click [Delete].
Expand or collapse content Child Task / Indent Task/ Outdent Tasks

Definitions

Child Task -  is a task that is indented task  and the task above becomes the parent.

Parent Task   -  a Summary / Group Task for one or more child tasks or subsequent indented tasks.

Indent a Task -   to move the highlighted task to the right and create a child and task above becomes the parent

Outdent Task  -  to move the highlighted task to the left and remove the task as a child of the task above.

  1. In the Gantt Chart listing, select a task by highlighting.
  2. Click the [Indent] - this will shift the task to the right so that the task above will become the parent. There can be multiple tasks with the same indention. In that scenario, all the sub tasks will have the same parent.
  1. In the Gantt Chart listing, select a task by highlighting.
  2. Click the [Outdent] - this will shift the task to the left and the task is no longer a child of the task above. If there are no further child tasks then the Summary or Group Task indicator is removed.
Expand or collapse content Filters

Use filters to focus on important details within the Gantt chart. Scheduling resources is a key reason for using the Project Module for your project. The Filter option allows you to sort the chart by resource.

  1. Click [Filters] to apply a filter to the Gantt chart to sot task by resource.
  2. Select Resources from drop down list.
  3. Click [OK] to generate the filtered view.
Expand or collapse content Export

Use the Export option to print as a PDF the current Gantt chart

  1. Click [Export] to print as a PDF the current Gantt chart. It includes the task list and the graphical presentation.

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