Projects


Introduction

The Projects section is where projects tied to an account are created for billing purposes. Projects are individual undertaking by the MSP that will be billed later towards their end.


Projects Dashboard

The Projects Dashboard displayed in the Projects module provides instant access to projects and tasks requiring your attention. Drill into dashlet indicators to view lists of corresponding projects and tasks.

Specialized dashlets provided by the Projects Dashboard include:

  • My Open Projects - Lists each project assigned to you as the project manager.
  • Project Vitals - Projects Over Budget, Projects Over Hours, Unstaffed Projects - Click any count to display a list of projects in the All Projects page using this filter criteria.
  • Projects by Status - Today, This Month, This Year, All - Displays a bar chart by project status.
  • Tasks Statistics - Due Today, Due This Week, Due This Month - Click any count to display a list of tasks in the All Tasks page using this filter criteria.
  • Timesheets Statistics - Opened, Submitted, Approved, Rejected

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Projects

Projects > All Projects

Projects and tasks are often better suited than a ticket to track and manage more complex work efforts.

  • The All Projects page lists all projects currently being used. Projects are removed from the page when archived. By default, the search filter does not include template projects.
  • You can quickly create new projects by copying an existing project or template project.
  • A project supports dependencies between tasks, unique deadlines for each task, and can coordinate the allocation of resources and service calls across multiple projects and tasks.
  • Each project provides a complete financial summary of the costs and pricing associated with that project. All labor time entries, expenses and charges applied to a project are tracked by the Finance module for both billing and reporting purposes.
  • Projects can be created from a service quotation and linked to a corresponding contract. The method used to bill a project depends on the contract linked to the project. If no contract is linked, the project is billed on a time and materials basis.
  • Expenses can be entered for a project. Alternatively, users can enter an expense on a expense sheet and link it to a project.
  • Products required to complete the project are entered using a charge. Charged products can be added to the customer hardware assets or software assets.

Searching for Projects

You can search for a project using the following search criteria. 

  • Project Name
  • Account
  • Status
  • Department
  • Manager
  • Start Dates
  • Due Dates
  • Project Number
  • Priority
  • Template
  • Contract Type
  • Contract
  • Members

Enter the relevant information according to the fields or select the options as the case may be and click Search. The results will be displayed in the grid below.

projects_search.png


Copying and Archiving a Project

There are two actions that you can do from the Actions button on the top - Copying and Archiving.

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To copy a project, do the following

  1. Open an existing project and click Copy from the Actions button. The Copy Project dialog box appears.

    project_copy2.PNG 
  2. Enter a name for the new project.
  3. Select the additional options according to your requirements. 
  4. Click Save. The newly named project will now be open.

To archive a project, do the following:

  1. Open an existing project and click Archive from the Actions button. A confirmation message appears.
  2. Click Yes. BMS then takes you to the Archived Projects page. You will be able to see the archived project in this page now.

Creating a New Project

Projects > All Projects > New > Project

You can create a new project by clicking the New button or by copying an existing project by clicking the Open/Edit button of the appropriate project and then clicking Actions > Copy Project button.

You can create two types of projects - Project and Site Project. A Project is an ordinary project which is not tied to any site in particular. A site project, on the other hand, is a project that is tied to a site or sites in particular. You can select either of these from the New dropdown.

To create a project that is not tied to a site, do the following:

  1. Go to Projects > All Projects > New > Project.
  2. Project Name: Enter a name for the project.
  3. Account: Select the appropriate account from the dropdown.
  4. PO # (Project Code): Enter a project code.
  5. Project Type: Select a project type from the dropdown.
  6. Status: Select a status from the dropdown.
  7. Priority: Select a priority from the dropdown.
  8. Project Assessment: Select a risk level from the dropdown.
  9. Project Manager: By default, the name of the person who is logged in will appear here. You can select another name from the dropdown if necessary.
  10. Department: Select the appropriate department from the dropdown.
  11. Contract: Select a contract from the dropdown. If it is left blank, this project will be billed on a time and materials basis.
    • Contracts must be activated before they display in this dropdown list.
    • If both a contract and project were converted from a quotation, activating the contract automatically populates this field with the converted contract.
    • If multiple contracts and a project were converted from a quotation and the contracts activated, ensure the correct contract is linked to the project.
  12. Start Date: Select a start date from the calendar.
  13. Planned End Date: Select a planned end date from the calendar.
  14. Actual End Date: Select the actual end date of the project from the calendar. This date can be filled once the project is finished.
  15. Timesheet Route: Select a timesheet route from the dropdown.
  16. Expensesheet Route: Select an expensesheet route from the dropdown. If you select None, expense sheets are auto-approved.
  17. Site: Select a site from the dropdown.
  18. Template: Select Yes or No.
  19. Allow Tasks on Weekend: Select Yes or No.
  20. Project Description: Enter a brief description for your project. You have the option to preview your description. The Project Description editor has a lot of other options as well. They are self-explanatory and are very similar to any standard document editor.
  21. Click Save. Additional tabs are displayed after you save at this point. The following tabs appear after you save.
    • Financials
    • Related Opportunities
    • Expenses
    • Charges
    • Receipts
    • Custom Fields
    • Attachments
  • project_create.png

Financials

The Financials tab summarizes the costs and pricing associated with a project. All labor time entries, expenses and charges applied to a project are totaled in this tab and tracked by the Finance module for both billing and reporting purposes.

You can edit the following fields:

  • Planned Budgets
  • Planned Hours
  • PO Amount
  • Cost Type
  • Cost Center

Note: A user's view of Financial tab data can be hidden, by checking the Hide Financials Tab on Projects checkbox for the security role being used. 

Adding/Viewing Project Financials

  1. Select the Projects > All Projects page.
  2. Click an existing project.
  3. Select the Project > Financials tab.
    • Planned Budget - Estimated cost to complete the project.
    • Used Budget Labor (Dollars) - Auto-calculated. Employee hourly rate (specified on the task) + burden rate = total labor cost
    • Used Budget Expenses (Dollars) - Auto-calculated. The total of all expenses submitted for the project. Expenses are added to tasks by employees or added to the project by the project manager using the Expenses tab.
    • Remaining Budget - The total of Planned Budget minus the Used Budget.
    • Percent Used (Budget) - Auto-calculated.
    • Planned Hours - Estimated hours to complete the project.
    • Used Hours - Auto-calculated. Hours entered for the project's by employees.
    • Remaining Hours - The total of Planned Hours minus Used Hours.
    • Percent Used (Hours) - Auto-calculated.
    • PO Amount - Enter the monetary amount of this project as it appears on the purchase order provided by the client.
    • Total Billing - Estimated total billings for the project.
    • Actual Billing - Auto calculated.
    • Remained Unbilled
    • Cost Type - Define if project is CAPEX, OPEX, None or Client Billable.
    • Cost Center - Enter a cost center.

project_create_financials.PNG


Related Opportunities

Projects > All Projects > (selected project) > Related Opportunities

The Related Opportunities tab shows the links between a project and quotation and one or more opportunities. If a project was created by converting an opportunity into a service quotation, and then converting the service quotation into a project, these display as Converted From links.

Adding Related Opportunities

  1. Select the Projects > All Projects page.
  2. Click an existing project.
  3. Select the Project > Related Opportunities tab.
  4. Click Add.
  5. Use the Search option to search and select the related opportunities. Select one or more opportunities created for this customer.

    project_create_related_opportunity.PNG
  6. Click OK.

    project_create_related_opportunity2.PNG
  7. Click Save.

Expenses

Projects > All Projects > (selected project) > Expenses

Expenses entered on projects automatically update the user's expense sheets. Alternatively, users can enter an expense on a expensesheet and link it to a project. These can include:

  • Expenses billed to customers.
  • Expenses reimbursed by your company to the employee.

You can use pre-configured expense types to save time. You can also adjust the default amount for each expense.

Adding Expenses to a Project

  1. Click to open the particular project, then go to Expenses tab.
  2. Click Add.
    • Enter the following in the Expense Info tab.

      project_create_expenses.png
    • Expense Type - Select an expense type from the dropdown.
    • Date - Select the date the expense was incurred
    • Amount Spent - Enter the amount that was spent as the expense.
    • Mark Up/Down - Adjust up or down by amount ($) or percent (%).
    • Payment Types - Select a payment type from the dropdown.
    • Classification - Reimbursable or Non-Reimbursable. Select whatever applies.
    • Billable - Yes or No - Select the appropriate option.
    • Available Expense Sheets - Select an existing expense sheet or add a new one. 
    • Add New Expense Sheet - If this is checked, the following will display:
    • New Expense Sheet Name - Enter a name for the new expense sheet.
    • New Expense Sheet Date - Select the date on which the expense was incurred.
    • General Notes - Optionally enter a note for this labor time entry that will display on the invoice.
  3. Enter the following in the Receipts tab.
    • Upload a new file - Click here to upload a copy of a receipt.
    • Have Receipt - Yes or No. Click No if you do not have a receipt. If the expense type is set to mandatorily have a receipt, it will force you to attach a receipt.
    • Notes - Enter any notes that you want to make.
  4. Click Save to save the expense.

    project_create_expenses2.png
  5. Click Save to save the project.

Charges

Projects > All Project > (selected project) > Charges

You can add charges to projects that optionally:

  • Are billable or not billable.
  • Sells—or provides at no charge—products to your client, decrementing them from your inventory.
  • Transfers the products to the client's hardware assets or software assets.

Adding Charges to a Project

  1. Open the particular project > Charges tab.
  2. Click Add.
  3. Enter the following in the Charge Info tab:

    project_create_charges.png
    • Product - Search and select from the list of products.
    • Charge Name - If the information is available, BMS picks it up from the selection. If not, please enter the charge name manually.
    • Status - Pending, Need to Order/Fulfill, Ready to Deliver/Ship, Cancelled. For reporting purposes only. This is automatically displayed.
    • Price Level - Select a price level from the dropdown.
    • Purchase Date - By default, current date is selected; however, you can choose any date.
    • Purchase Order - Select the related purchase order from the dropdown.
    • QTY - Enter the quantity.
    • Price - Enter the price.
    • Billable Amount - This is quantity x price.
    • Description - Enter a brief description for the charge.
    • Unit Cost - Enter the cost of one unit.
    • Total Cost - This is quantity x unit cost.
    • Billable - Yes or No - By default, Yes is selected. However, you can select No if you wish to do so.
  4. Optionally, review items under the Stock Info tab.
  5. The History tab shows the history of the charge. The Assets tab showed the assets involved with the charges.
  6. Do the following in the Receipts tab:
    • Upload copy of receipts
    • Delete the uploaded documents if necessary
  7. Click Save to save the charge.

    project_create_charges2.PNG
  8. Click Save to save the project.

Receipts, Custom Fields, Attachments for Projects

Projects > All Projects > (selected project) > Receipts/Custom Fields/Attachments

Additional child tabs on the Projects tab include:

  • Receipts - Lists all expense receipts for the project. Receipts uploaded by the project members will appear within this tab. The green number indicates the total receipts attached. Receipts can be attached at the expense level (from Home > My Expense Reports page).

    project_create_receipts.PNG
  • Custom Fields - Enter values in the custom fields as appropriate for this record.
    Custom fields are created by Admin > My Company > Custom Fields page.

    project_create_customfields.PNG
  • Attachments - Lists all attachments - for both the project and for specific tasks.
    Click Upload a new file to upload files to this tab. For example, you can upload a project proposal or statement of work.

    project_create_sampleattachment.PNG

Tasks

Projects > All Projects > (selected project) > Tasks

Within a selected project the Tasks tab maintains all the tasks for that project.

  • A project usually comprises a series of shorter-duration tasks.
  • You can define an unlimited number of tasks for each project.
  • Tasks can be multi-level.
  • Each task's start and end date must be within the start and end date of its parent task or project.
  • Employees enter labor time for a task, not a project, so at least one task is required to log time. Time entered for a task is also entered in that employee's timesheet.
  • Employees can be assigned to tasks and are called Members of the task. Tasks assigned to an employee display on the employee's My Task page and on the employee's timesheet, if the task and timesheet date ranges overlap.

Types of Tasks

There are four types of tasks you can include in a project:

  • Task - A standard task.
  • Summary Tasks - A container task. You cannot assign members and enter time for summary tasks. This supports the project convention of reporting actual work using the lowest level tasks in a project.
  • Clock Task - Reserved for future use.
  • Milestones - A zero duration task with only an end date. Milestone tasks mark the completion of a phase in a project. Milestone tasks are typically used with a fixed priced contract to trigger milestone payments. Enabling the Alter From Project option in a fixed price contract adds a milestone task to a linked project each time you add a new milestone payment to the contract.

Note: Unless otherwise noted in the documentation, assume a standard task is being described.


All Tasks

Projects > All Tasks

The All Tasks page lists all tasks in all projects currently being used. Click a task to display only the details of that task. This enables you to rapidly update a series of tasks in multiple projects, without having to open each project separately.

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When you open a standard task the following tabs display:

  • Basics - Sets general properties for a task.
  • Time Logs - Enters labor time.
  • Service Calls - Schedules a service call.
  • Notes - Add notes to a task.
  • Custom Fields - Updates custom fields.
  • Linked Tickets - Links related tickets
  • Attachments - Adds attachments.

Additional Guidelines

  • All project managers can view all tasks in all projects using the All Tasks page
  • The Members tab is hidden when a task is opened using the All Tasks page.
  • Tasks are removed from the All Tasks page when their corresponding projects are archived.

Using the Tasks Tab

Projects > All Projects > (selected project) > Tasks

The Tasks tab displays and manages all the tasks in your project.

Project Actions

  • Add Task - Adds a new task. When you open a standard task the following tabs display:
    • Basics - Sets general properties for a task.
    • Members - Assigns employees to a task.
    • Time Logs - Enters labor time.
    • Service Calls - Schedules a service call.
    • Notes - Add notes to a task.
    • Custom Fields - Updates custom fields.
    • Attachments - Adds attachments.
  • Import Tasks - Imports tasks from an Excel spreadsheet into a project. You can download a template to guide you on how to format your data for import.
  • Gantt Chart - Displays all tasks as a Gantt chart. See Adding Task Dependencies. See Multiple Projects Gantt.
  • Batch Actions - Updates task by batch within the project.

    project_create_tasks1.png

Task Actions

Edit Task - Click any of the below edit icons of the task to edit an existing task.

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Click the following icons in the order (from left to right) described for the respective action.

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  • Add Dependency - Click the first icon to enter a dependent task.
  • In-Line Edit - Click the second icon to enable in-line editing of cells in a selected row. Click to save your inline edits.
  • Add Sub-Task - Click the third icon to add a sub-task to the currently selected task.
  • Delete - Click the fourth icon to delete the task.
  • Expand/Collapse - Click the fifth or sixth icon to toggle the expansion/collapse of a selected row's child tasks.
  • Move - Drag and drop the seventh icon to move a task.
  • Save Inline Edits - Click the eighth icon to save the inline edits. In the inline edits, you can edit the following:
    • Task name
    • Duration
    • Start Date
    • End Date
    • Plan Hrs
    • Status
    • % Done

Adding Task Basics

Projects > All Projects > (selected project) > Tasks > Add Task > Basics

The Basics tab provides general information about a task.

This procedure is based on a standard task.

  1. Select Projects > All Projects page.
  2. Open an existing project.
  3. Select the Tasks tab.
  4. Click Add Task.
  5. Select Task. This is a standard task type.
  6. Task Name - Enter a short name for the task.
  7. Status - New, Open, In Progress, Completed, Closed. Set to Open to allow employees to enter time. A program manager can always enter time, regardless of the status.
  8. Used Hours - Appears automatically.
  9. Percent Used - Appears automatically
  10. Cost Type - Select one of the following:
  11. (blank) - None.
  12. Capex - Capital expense.
  13. Opex - Operating expense.
  14. Client Billable - Billable to the client
  15. Planned Hours - Enter the number of hours required.
  16. Percent Done - Enter the percentage of task done.
  17. Work Type - Select the appropriate work type from the dropdown.
  18. Duration (Days) - The number of days between the Start Date and End Date. Duration, Start Date and End Date fields are interrelated. Adjusting one will adjust the other two.
  19. Start Date - The planned start date of this task.
  20. End Date - The planned end date of this task.
  21. Task Description - Enter a brief description for the task.
  22. Click Save to save the task.

    project_create_tasks.png
  23. Click Save to save the project.

Scheduling Projects and Tasks

Projects are scheduled from the project start date. Initially, you can set the project start date and project planned end date manually. Once you start adding tasks:

  • The earliest start date for any task in the project determines the entire project's start date.
  • The latest end date for any task in the project determines the entire project's planned end date.
  • You can manually maintain an actual end date for the entire project without being constrained by any tasks.

When working with task date ranges, you'll notice that:

  • The start date and end date of a new task defaults to either its parent task, if it has one, or to the start date and planned end date for the entire project.
  • Manually changing the start date of a task causes the task end date to shift, preserving the same duration for the task.
  • Manually changing the end date of a task causes the task duration to change, preserving the start date of the task.
  • Making tasks dependent enables you to shift the dates for an entire series of tasks at one time. See Adding Task Dependencies. Dependencies also enable you to schedule backwards if you like, from the last task in a series of tasks to the first task in that series.

When working with the date ranges of parent tasks and child tasks:

  • Parent task date ranges cannot be adjusted manually. The date range for a parent task is determined by the date ranges of its child tasks. The same is true for multiple levels of parent tasks.

Adding Members to Tasks

Projects > All Projects > (selected project) > Tasks > (selected task) > Members

The Members tab assigns one or more employees to a task. Tasks assigned to an employee:

  • Display on the employee's My Task page.
  • Display on the employee's timesheet, if the task and timesheet date ranges overlap and Admin > Time Sheet > Preload Timesheets is enabled.
  • Display on the Resource Utilization page.

Note: The Members tab is hidden when a task is opened using the All Tasks page.

Constraining Employee Hours for a Task

For each task you can constrain:

  • The number of hours a specific employee is allowed to enter for a task. If Hours is set to zero, any number of hours can be entered.
  • The Role a specific employee must use when entering time for a task. If set to ALL, the employee can select any role enabled for his or her employee record.

Adding Task Members

This procedure is based on a standard task.

  1. Select Projects > All Projects page.
  2. Select an existing project.
  3. Select the Tasks tab.
  4. Select an existing task.
  5. Click the Members tab.
  6. Click Add.
    • Select an employee from the list.

      project_create_tasks_members.PNG
    • Click OK.

      project_create_tasks_members2.PNG
  7. Change the role from ALL if more than one role can be selected.
  8. Click the clock icon in the Hours cell.
    • The From Date and To Date default to the start and end date of the task. These date ranges are for forecasting and employee calendars only. They do not constrain when an employee can enter time.
    • Enter the number of Hours this employee is allowed to enter for this task.
    • Clicking the Populate Periods button enables you to quickly add a series of time periods:
      • Daily Recurring Periods
      • Weekly Periods
      • Monthly Periods
      • Yearly Periods

        project_create_tasks_members3.PNG
    • Pay Rate - Enter the pay rate.
    • Overtime Rate - Enter the overtime rate.
  9. Click Save to save the Members tab.
  10. Click Save to save the project.

Adding Time to Tasks

Projects > All Projects > (selected project) > Tasks > (selected task) > Time Log

The Time Logs tab adds time to a task.

  • Time log entries can be created with or without using a timer.
  • Time entered on a task automatically updates the user's timesheet.
  • If linked to an active contract, time entered on a task can:
    • Create billable events for Time & Materials contracts
    • Deduct prepaid hours for Retainer by Hours contracts
    • Deduct prepaid amounts for Retainer by Amount contracts.
    • Track but not bill time for Recurring Services contracts.
  • These procedures are based on a standard task.

Adding Time to a Task Without Using a Timer

  1. Select Projects > All Projects page.
  2. Open an existing project.
  3. Select the Tasks tab.
  4. Click an existing task.
  5. Click Add.
  6. Click the Time Logs tab.
    • Date Started - The date this labor time started.
    • Start Time - The time this labor time started.
    • End Time - The time this labor time started.
    • Time Spent (hrs) - The duration of hours worked.
    • Role - The employee's role when performing the work. The role, and optionally the work time, determine the rate charged for billable hours.
    • Work Type - The type of work performed.
    • Time Spent by - Name of the person who is logged into the application.
    • Notes - Optionally, enter a note for this labor time entry that will display in the invoice.
    • Internal Notes - Optionally, enter a hidden not that will not display in the invoice.
  7. Click the Notifications tab.
    • Resources - Select the human resources from the list.
    • Email templates to use - Select the email template from the dropdown.
    • Other emails - Enter other email recipients to be notified.
  8. Click the Custom Fields tab.
    • Enter data in the custom fields if you have any.
  9. Click Save to save the time entry.

    project_create_task_timelog1.PNG
  10. Click Save to save the Time Logs tab.
  11. Click the green tick mark at the end of the task's row to save the task.

    project_create_task_timelog2.PNG
  12. Click Save to save the project.

Adding Time to a Task Using a Timer

  1. Select Projects > All Projects page.
  2. Open an existing project.
  3. Select the Tasks tab.
  4. Click an existing task.
  5. Click the Time Logs tab.
    • Click Start Timer. A new green row displays. The Start Timer is now replaced by a Stop Timer button. You may close the ticket and return later.
    • Click Stop Timer. The Time Details tab displays. Enter the following:
    • Date Started - The date this labor time started.
    • Start Time - The time this labor time started.
    • End Time - The time this labor time started.
    • Time Spent (hrs) - The duration of hours worked.
    • Role - The role best describing the work performed. The role, and optionally the work time, determine the rate charged for billable hours.
    • Work Type - Another way of classifying the work performed.
    • Time Spent by - Name of the person logged in automatically appears and is non-editable.
    • Notes - Optionally enter a note for this labor time entry that will display on the invoice.
    • Internal Notes - Optionally enter a hidden not that will not display the invoice.
  6. Click the Notifications tab.
    • Resources - Select the human resources from the list.
    • Email templates to use - Select the email template from the dropdown.
    • Other emails - Enter other email recipients to be notified.
  7. Click the Custom Fields tab.
    • Enter data in the custom fields if you have any.
  8. Click Save to save the time entry. The green row no longer displays.
  9. Click Save to save the Time Logs tab.
  10. Click the green tick mark at the end of the task's row to save the task.
  11. Click Save to save the project.

Adding Service Calls to Tasks

Projects > All Projects > (selected project) > Tasks > (selected task) > Service Calls

The Service Calls tab adds service calls to a task.

  • Each service call is added to the timesheet of the employee assigned that service call, for tracking purposes.
  • Service calls are always non-billable.
  • Service calls are first scheduled, then marked as complete after the service call has occurred.
  • You can also manage service calls using the Service Desk > Service Calls page and within tickets.
  • You can see any unassigned service calls you create on your My Service Calls page.

Adding Service Calls to Tasks

This procedure is based on a standard task .

  1. Select Projects > All Projects page.
  2. Open an existing project.
  3. Select the Tasks tab.
  4. Click an existing task.
  5. On the Service Calls tab, click Add.
  6. On the Service Call tab, enter the following:
    • Resource - Select the human resource from the dropdown.
    • Start Date - Select a start date for the service call.
    • End Date - Select an end date for the service call.
    • Description - By default, the description is populated with some basic info.
  7. On the Notification tab, optionally enter:
    • Resources - Select the human resources from the list.
    • Email template to use - Select the appropriate email template from the dropdown.
    • Other Emails - Enter other email recipients to be notified.
  8. Click Save.

    project_create_tasks_servicecalls1.PNG
  9. Click Save to save the details in the Service Calls tab.

    project_create_tasks_servicecalls2.PNG
  10. Click the green tick mark at the end of the task's row to save the task.
  11. Click Save to save the project.

Adding Notes to Tasks

Projects > All Projects > (selected project) > Tasks > (selected task) > Notes

The Notes tab adds notes to a task.

This procedure is based on a standard Task .

  1. Select Projects > All Projects page.
  2. Open an existing project.
  3. Select the Tasks tab.
  4. Click an existing task.
  5. Click Add Note.
    • Note Date - By default, current date is selected. You can change it if you wish so. You can click the Time Picker icon next to this field to pick the time of your choice.
    • Details - Enter a note for this task.

      project_create_tasks_note1.PNG
  6. Click Save to save the note. Once the note is saved, you can edit or delete the note.

    project_create_tasks_note2.PNG
  7. Click Save to save the details in the Note tab.
  8. Click Save to save the project.

Custom Fields, Linked Tickets, and Attachments for Projects

Projects > All Projects > (selected project) > Tasks > (selected task) > Custom Fields/Linked Tickets/Attachments

Additional tabs for each task include:

Custom Fields
Enter values in the custom fields, as appropriate for this record. Custom fields are maintained using the Admin > My Company > Custom Fields page.

Linked Tickets

You can add tickets linked to this task.

  1. Under the Linked Tickets tab, click Add Ticket.
  2. Search and locate the ticket
  3. Click OK.
  4. Click Save to save the details in the Linked Tickets tab.

    project_create_tasks_linkedtickets1.PNG
  5. Click Save to save the project.

Attachments
The Attachments tab lists all attachments for task.
The Project > Attachments tab displays all attachments, for both the project and for all tasks.
Click Upload a new file to upload files to this record. For example, a statement of work.

project_create_tasks_attachment.PNG


Adding Task Dependencies

Projects > All Projects > (selected project) > Tasks > Dependency icon

The Dependency icon enables you to define a dependency between a selected task and one or more other tasks.

Dependencies

Adding a dependency to a task makes its scheduling dependent on the "other" task.

  • If you change the date range of the other task, the dependent task will change automatically to accommodate the change.
  • If you change the date range of the dependent task, the dependency is removed.
  • A task can be dependent on multiple other tasks.

Dependencies in the Gantt Chart

Click the Gantt Chart button after setting a dependency. Dependencies are identified by an arrow running between the tasks. The arrowhead points to the dependent task.

Four Types of Dependency

Dependencies are classified from the point of view of the dependent task looking towards the "other" task.

  • Finish-to-Start (FS) - The other task's finish determines the dependent task's start. This is the most common way to set a dependency between two tasks.
  • Start-to-Start (SS) - The other task's start determines the dependent task's start.
  • Finish-to-Finish (FF) - The other task's finish determines the dependent task's finish.
  • Start-to-Finish (SF) - The other task's start determines the dependent task's finish. This is the least common way to set a dependency between two tasks.

Lag Days

Lag days shift the dependent task forward in time (positive) or backward in time (negative) from the other task. The result either causes a scheduling gap between the two tasks, or an scheduling overlap. Lag days do not change the scheduling of the other task.

Setting a Task Dependency

  1. Select Projects > All Projects page.
  2. Click an existing project.
  3. Select the Tasks tab.
  4. Click the dependency icon for a task and enter the following:
    • Row
    • Task
    • Type - Defaults to Finish-to-Start (FS).
    • Lag Days
  5. Click OK.
  6. Click Gantt Chart to view the dependency.
  7. Click Save to save the project.

Updating Tasks by Batch

Projects > All Projects > (selected project) > Tasks > Batch Actions

Batch Actions enables you to update several tasks at once. A two-step wizard prompts you to:

  • Select tasks.
  • Select an action

Running Batch Actions

  1. Select Projects > All Projects page.
  2. Open an existing project.
  3. Select the Tasks tab.
  4. Click Batch Actions.
  5. Select tasks on the Choose Tasks tab.

    project_create_tasks_batchactions1.PNG
  6. Select one of the following actions to perform on the Choose Action tab. For each radio button that you choose, the screen changes slightly.
  7. Click Next. You will be taken to the Choose Action tab. 

    project_create_tasks_batchactions2.PNG
    • Slide Tasks - By default, this is the first radio button that is selected. Slide dates forward or backward by a specific number of days or months for selected tasks. Towards the bottom, Slide, Slide Dates and Duration options appear. 
      • Slide - Select either Forward or Backward
      • Slide Dates - Select Start Dates, End Dates, or Start & End Dates.
      • Duration - Enter a specific number as duration. The duration represents number of days.
    • Assign Members - When you click this option, a list of members appears below. Selected the members from the list to assign.
    • Remove Members - When you click this option, a list of members appears below. Selected the members from the list to remove.
    • Delete Tasks - Delete selected tasks and their related data.
    • Update Status - When you click this option, a list of statuses appear in a dropdown. Select one of the status to update.
    • Update Percentage - When you click this option, a text box appears below where you can enter the new percentage.
  8. Click Finish.
  9. Click Save to save the project.

Resource Utilization

Projects > Resource Utilization

The Resource Utilization page shows a timeline of each employee's scheduled task assignments. Click any task to to edit that task.

Note: You must add an employee to the Members tab of a task and schedule the date range and hours that employee will work, for that employee's utilization to display on this page.

The resource allocation bar for each employee displays line segments in three colors.

project_resourceutilization.PNG

  • Green bar with label 'Available' - Indicates this employee has available hours to allocate to a task.
  • Red bar with label 'Over-utilized' - Indicates this employee has been assigned too many hours. Over-utilization occurs when:
    • The same employee is scheduled concurrently for multiple tasks.
    • The employee is assigned too many hours, even for a single task.
  • Gray bar with label 'Under-utilized' - Indicates this employee is assigned hours, but not yet fully allocated.

The page displays resource utilization by Week, Month or Year. Use the search bar to filter the page by specific users, department, start date or end date.


Multiple Projects Gantt

Projects > Multiple Projects Gantt

The Multiple Projects Gantt page shows a timeline of all projects and tasks. Click any task to to edit the Title, Start, End and Completion percentage for that task. You can also use this page to check for gaps and overlaps between projects. The page displays by Week, Month or Year. Use the search bar to filter the page by project, start date or end date.


Archived Projects

Projects > Archive Projects

The Archived Projects page maintains archived projects. All project data remains intact. You can unarchive a project at any time. Archiving a project removes it from the following pages:

  • Projects Dashboard
  • All Projects
  • Multiple Projects Gantt

Archiving a Project

  1. Open a project from Projects > All Projects page.
  2. Click Actions > Archive Project.

Unarchiving a Project

  1. Open a project from Projects > Archived Projects page.
  2. Click Actions > Unarchive Project.

Template Projects

Projects > Template Projects

The Template Projects page maintains template projects. By default, the search filter only displays template projects. Billables cannot be entered for project templates. Project templates do not display the Time Log and Expenses tabs. Changes to template projects do not update projects after they are copied.

If billables are already entered for a project and the project is converted to a template, then the data is preserved. If the template project is converted back to a project, the billable data redisplays.

Converting a Project to a Project Template

  1. Select Projects > All Projects page.
  2. Click the Project tab.
  3. Set the Template option to Yes.
  4. Set this option to No to convert a project template to a project.
  5. Click Save.

Copying Projects from Template Projects

  1. Select Projects > Template Projects page.
  2. Click an existing template project.
  3. Click Actions > Copy Project. Enter the following:
    • Original Project Name - This appears automatically.
    • New Project Name - Enter a new name for the project to be copied
    • Start Date - Select the start date from the calendar.
    • Planned End Date - Select the planned end date from the calendar.
    • Additional Options - Select the following options as per your requirements.
    • Copy Tasks - Includes tasks, but not members.
    • Copy Tasks and Resources - Includes tasks and members.
    • None - Excludes tasks and members.
    • Copy Tasks Status - Select either Yes or No.
    • Copy Project Charges - Select either Yes or No.
    • Enforce Project End Date on Tasks - If Yes is selected, all tasks are scheduled within the Start Date and Planned End Date you specify in the dialog. If No is selected, the Planned End Date is reset, if necessary.

      project_template1.PNG
  4. Click Save. The details are saved and the newly copied project is displayed.
  5. Click Save to save the project.
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