dp User Guide - v2.x - Section 3 Basic Project Information
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1. dotProject Version 2 0 2 Basic User Manual Section 3 Project Information and Tasks De Bortoli Wines Table of Contents Main Project Elemente reerd n E ead aust E RENAE E NEEE Teed yeaa tndue 2 Ba CPTO CCEINIONT OR aan E E et eee ee lan eee 2 Creating a Froject Eader seri a A A 4 Selecting Project Contacteren E a E 7 SEE CUMG ADS DAM MIC IA ed tracanceceattrantiotee at enw Sabe geet a aE T importing TaSKS asensi a dit A EE A tact 8 import Tasks via Project Add Edit Sree Mirri renier e a secs 8 PaE ASKS ea a et ee settee tas caste ert eee sateen ies eglate ose eesar ae eereene gees 9 Move Task from Task Edit SGre efisen aa E E A A 11 GAN CINAINS ei a E E E 11 SENU nS CMMI TASKS arii E O a gud alanine 14 TASK GOUD Sarena E ee eee eee nee eee 14 TASKE ANI Sates sso itios T oie eeiauee E E Seana c untae ease ties ee ees 15 Addo Edi ASK Sista tie Sects ident tat Poe ce ieee eh eer ee ete eeleg inert eaee tt 16 Detalls TiAl ysr banc laainereee sdisaud te eee EE shake hana gedaen dancnecenamecenaseweee eas 18 PAU Scarab pte AEE E vem cau end Sena AOE ae arp EE E inure greta TAE AE E TA O E EE EE SA 20 PepenNdENCIES corsa ee ee eee eee eee ee eee ee eee 21 Task Dependencies Known LIMiItations cccccccccsscceeeteeceeeceeececeeeeeeeeesseecaeeseesseeeeeeaeeseeenaees 22 Human IC SOUNC Sea cctet ce cian eis eh aca aia nae en eee er hn as userid sash E ane weenie tage ened 24 INCH RESOUICCS serisine a xa sais dah aed shang a aaa2. Today Listing todo a project listing and so on Creating or editing pre existing tasks is basically the same function so we have outlined both below When you click on the New Task button or select an existing task to edit dotProject will display a form that you can complete dotProject Mozilla Firefox f dotProject 7 0 1 g 9 ee Companies Projects Contacts SmartSearch Resources Tasks Calender Files Forums Tickets User Admin System Admin Support Contracts Mew Item Welcome Project Manager Help My Info Tada Today Logout H Add Task tasks list view this project Project Timesheet Development Steal active I ee mm l Progress fo Milestone D indicates required field cancel save tabbed flat Dates Gopendencies Human Resources Other resources Task Type Task Owner Unknown a Manager Project Access Public Wahb Address Human Resources Department Finance Deparbment Marketing Department Task Parent Target Budget Timesheet Access and Permissions The form is divided up into a header section and then a series of tabs that divide up the rest of the required data As with projects many of these fields have a direct impact on the workings of dotProject so we are going to provide a detailed outline of them dotProject Basic User Guide v2 0 2 compatible Page 16 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Sectio
3. indicate where the project is currently up to and that has a direct relationship with which tab it is listed on on the main module page Progress The progress field will show the complete of the entire project based on the complete of all the tasks associated with the project Active The active flag stipulates whether or not the project is Active or Archived gt Ticked on and the project is active Tasks from this project will automatically be included in all todo and today listings gt If turned off ticked off then the project is regarded as archived and tasks will only be shown if the option is selected at the top of the today and todo listings Import tasks from This option allows you to import copy tasks from another project directly into this one at the time that the project header is saved For more details see below Description This field should be used to provide a detailed description summary of the project for the team members to use to acquaint themselves with the requirements dotProject Basic User Guide v2 0 2 compatible Page 6 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 3 Project Information and Tasks De Bortoli Wines Selecting Project Contacts Project contacts can be added to any project regardless of the project owner and or assigned Company To attach a contact to a project from the Project Add Edit screen you can
4. the new updated task to all assignees EXCEPT if the assignee is the Task by Email user making the changes they will not receive an email notification by default dotProject Basic User Guide v2 0 2 compatible Page 24 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 3 Project Information and Tasks De Bortoli Wines Other Resources The other resources tab contains the following information e A ae Ued a tasks list vese this projsct vie tis task pe Name 7 Stahas Ariva j Prinrty normal Fas One Progress Hileshona C indiretas rsquirsd held Lesncal_ emes teboed Flat Listais Dabes Uepsidances Human 4esourcss eat a Tespuross Resources Assigned ta Task Equipment Analy ser panus Foor srih a view Lists all the available resources as added via non human resources For more Resources details please refer to Non Human Resources section in this manual Assigned to Task Lists the resources that have been assigned to this task Adding Files to Project Tasks Files can be added via the following options new item gt File Files Module gt new file View Tasks screen gt new file On the right hand side of the screen you ll see a link Attach a File Click on that link and dotProject will display a form to allow you to attach a file For more details please refer to the Adding Documents Files section of this man
5. you can highlight hold the CTRL key down when clicking on multiple selections if required to nominate the associated department dotProject Basic User Guide v2 0 2 compatible Page 7 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 3 Project Information and Tasks De Bortoli Wines Importing Tasks Importing tasks allows you to copy or move in some cases task from one project to another You can do this from the Project Add Edit Screen from View Project Detail Screen gt Organize Tasks and in a very limited way from the Task Add Edit screen as well Prior to dotProject version 2 0 2 we purposely did not carry user assignments and dates forward when copying tasks between projects As of dotProject version 2 0 2 you will be able to optionally nominate if you want to copy assignments in Dates are imported as is across from the previous project As a result of that they are imported in relation to the start date of the project If the tasks imported had start dates for example 5 days from the start date of the original project then they will be imported into the new project 5 days from its intended starting date Again dates are imported as an accident of history more than anything else and ideally we re considering changing this so that no dates are imported on the basis again that the automatic generation of dates on import has the potential for a project to be incorrectly scheduled Durations
6. 2005 09 00 am hours 20 06 2005 02 00 pm fl Future Taek Started d ant ane d have charted Task Parents There are two different types of parent tasks Le Parent Task A parent task is displayed in normal text with the Collapse Expand symbols beside it A parent task is still an active task in its own right It has an expected duration and it s own start and finish date You can record task logs against a parent task e Dynamic Task A dynamic task is displayed in bold and italics with the Collapse Expand symbols beside it A dynamic task is not an active task in its own right It inherits its duration and start and finish dates from the child tasks associated with it You cannot record task logs against a dynamic task Take care if you are converting a pre existing task to a dynamic task If there are any task logs associated with it you may lose those records dotProject Basic User Guide v2 0 2 compatible Page 15 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 3 Project Information and Tasks De Bortoli Wines Adding Editing Tasks Tasks are created from within the main project display screen and from other task detail displays You can also edit the details of a task by choosing the Crumb edit this task whenever it is available or clicking on the pencil icon normally to the left of the task name in many displays such as the
7. In other words the actual hours work so far Scheduled Hours This display shows the total number of hours recorded in the durations of all the tasks associated with the project In other words the expected total hours not taking resource allocation into account required to complete the project Project Hours This display shows the Scheduled hours multiplied by the Task Assignments eg if a task is set to 2 hours duration but has 4 people assigned to it at 100 of their time then the actual number of hours in total for the task is 8 Currently Project Hours should be regarded as indicative only as multiple resource handling and resource working calendars etc are planned for the next dotProject major release set You will also notice a set of tabs at the bottom of the display These tabs provide access to a range of information associated with the project such as Tasks Inactive Tasks Forums a Gantt Chart showing the project in a visual layout Task Logs associated with the entire project and so on Depending upon the modules that are active and whether there is any related data in those modules the tab listing may change For example if the links module is in use and there are links associated with this project then a tab Links will be displayed If the Help Desk module for ad hoc task management is enabled again there could be a tab called Help Desk if any of the issues in that database hav
8. M TPF S SAT MTF ST MTF OS STMT FS STMT FS SATH TF S SAT MTF SPT MTF SS Example Project 20 08 2004 oo oosooog looyoovoaoe ft dotProject Basic User Guide v2 0 2 compatible Page 12 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 3 Project Information and Tasks De Bortoli Wines All Gantt chart displays have options that allow you to configure the display details incorporated in the Gantt chart For example turning on the All Projects Show Tasks Option has expanded the Gantt chart from the display above to the more detailed display below doatProject Mozilla Firefox dotProject 2 0 1 oll ereen E Companies Projects Tasks Calendar Files Contacts Forums Resources Tickets User Admin System Admin Mew ltem Welcome Help My Info Todo Today Logout BP projects Company Division new project GI tabbed flat pte All Projects 1 Proposed c In Planning 1 In Progress co On Hald 0 Complete 0 Template 0 Archived 0 Mot Defined 0 Gantt From EE 4 To een 4a all Projects BM Oshow captions C Show Inactive M show Tasks SOBRE show this month show all All Projects Start Date Finish Timesheet Devel opwent OF 06 2005 SL ob A005 DOSA lt reating the Pern awazi ab o6 2005 E projectnanager E projectworker reate Acoess Cru Se 2005 Soy Ob 2005 t projectnarnager t projectworkerz Timesheet Access eu b6 2005 30 06 2005 E ac
9. Parent Task Type As with Projects themselves task types is an optional categorisation field for tasks At the moment type is not available as a filter Select Contacts Again as with Projects you can assign Contacts at the task level Rather than repeat the specific instructions on how to do this the function works identically to that of adding Project Contacts Any task level contacts added are displayed in the main Task Detail display screen and not reflected at the project level Departments Also as with Projects you can assign Departments at the task level Rather than repeat the specific instructions on how to do this the function works identically to that of adding Project Contacts Any task level departments added are displayed in the main Task Detail display screen and not reflected at the project level Target Budget Task budget field currently not used in any calculations but could be used to store the target budget for this task if required Description Used to provide a detailed description of the task Will be displayed when a user hovers on the task name dotProject Basic User Guide v2 0 2 compatible Page 19 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 3 Project Information and Tasks De Bortoli Wines Dates The dates tab groups together most of the date time setting options This tab also includes details of the sites sett
10. SmartSearch Reports i Heva hem l waicome Exemata Usar 0 ti i it S A h pee Help My Inte Tado Todar Logout he Organize Tasks tasks Get view project ff O oh Task Introduction g a ante F 1 Another Task hours ef a T Task Four i hours Fo o Gng Tees Three gurs G Sub Tadvk of One Tae Three T hours 5 L Fo G T Taik Sx 1 hours 1 0 E incdade Children Action Prajent Task setpricetytonannel E men Afp iinelateeetacteditamken Keri sfubre Taik Sherted and on bma Should have started e verdue 9 Unknown Oe BD des e This display shows a list of all the tasks that are associated with your current project We have purposely not included the collapsible view options as the assumption is that you are considering all tasks within the project The pertinent options within the clipboard are Select Boxes To the right hand side of each task name select boxes are used for you to mark which tasks you then wish to perform the selected Action on dotProject Basic User Guide v2 0 2 compatible Page 9 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 3 Project Information and Tasks De Bortoli Wines Actions The action box at the bottom of the screen provides you with a range of options to perform This currently includes gt Delete to remove the marked tasks gt Mark as Finished sets the complete of the m
11. arked tasks to 100 gt set priority sets the priority of the marked tasks to high normal or low as selected gt Move the marked tasks to another project or parent removing them from the original location gt Copy the marked tasks to another project or parent leaving a copy at the original location The Project box is then used to nominate the project to which tasks can be moved This is currently limited to projects that the current user has access permission to see and use The Task Box is used to nominate the task that will become the parent of all the tasks that are moved this allows you to move a group of tasks into a parent task either in the destination project or within the current project if you require Once you have selected the options required the Update Selected Tasks button is used to initiate the action you have established dotProject Basic User Guide v2 0 2 compatible Page 10 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 3 Project Information and Tasks De Bortoli Wines Move Task from Task Edit Screen Moving a task from within the task module is actually a very simple operation and whilst technically it is part of the Task Edit function we will include it here in the manual to keep all like functions in the one place and therefore easier to find When you edit a task you will notice that there is a move option at the bottom of the ma
12. at you do not rely on it If you do not set an end date on a task this can result in that task not being displayed in today and todo listings automatically dotProject Basic User Guide v2 0 2 compatible Page 23 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 3 Project Information and Tasks De Bortoli Wines Human Resources The human resources tab contains the following information tabbed flat Details Dates Dependencies Hunan Resources Manager Project Winter Documentabon Human Aesources Other resources Assigned to Task Additional Email Comments Manager Project 100 fins H e Notify Assignees of Task by Email Resources Assigned to These boxes allow you to select users to assign to the task by highlighting the name and clicking on the arrow in the required direction Percentage Directly under the resource assignment boxes is a box use this to select the percentage of a resources time that you wish to assign to a task BEFORE you do the assignment Additional Email Enter any additional comments that you wish to send out when notifications of this task go to the assignees The details you enter in this box will not be retained stored Comments against the task record This option is clicked on by default and will cause dotProject to automatically send Notify Assignees of notification of
13. ce if required URL and Staging URL These fields can be used to store any web addresses that are appropriate for the project You may choose to use them for recording supporting sites documentation related to the project the company specifications or similar Select contacts Contacts are users who can be recorded against the project by way of having an interest in the project as opposed to users who are actually allocated tasks to do within the project s workloads These project contacts can then optionally receive updates of statuses as we will outline in Day to Day System usage later in this manual Select department Projects can be assigned to departments within the nominated owning Company This can give you a better differentiation of project ownership and relationships if you require it Priority This field is used to indicate the priority assigned to a project The priority displays throughout dotProject in displays normally with a flag in the P column The priority options can be set to suit your own organisation by your own system administrator but they are dotProject installation wide not definable by company user etc Short Name This field is used instead of the full project name in some locations throughout dotProject where real estate or room is at a premium dotProject will generate a default short name based on the starting characters of the full project name you entered but you shou
14. ces Dapartment cei Marketing Department Task Parent Target Budget None add The name of the task creator as set during entry will default to the current user Task Owner This field provides some security permissions over and above those provided by user roles gt Set to Public and the task is accessible by all users with access to this project Access gt Set to Protected and the task is accessible if the user is on the assigned human resources list for the task and that user belongs to the same company as the Task Owner gt Set to Participant and the task is accessible to assignees only gt Set to Private and the task is only accessible by the Task Owner dotProject Basic User Guide v2 0 2 compatible Page 18 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 3 Project Information and Tasks De Bortoli Wines Web Address This field can be used to provide a web address URL that the task relates to it could be a page of documentation a demonstration a client s site or any other internal reference Task Parent A drop down box that allows you to select the parent for the current task being created edited Should automatically default to the displayed task when a new task was generated In other words if you display a previously created dynamic task on the screen and then choose the New Task button dotProject will automatically set the Task
15. click on the button gt Select contact A pop up listing of contacts companies is provided for you to select from Piel EA 2Alipe J eee ee ue oe Bo gee Meo Ls Pied ff fff TELE You can adjust the required company by using the pull down box at the top of the screen Select the required contact by placing a tick in the box beside their name Once you have nominated all the required contacts to be attached to the project use the continue box to return to the main screen Currently assigned contacts cannot be seen until the project is saved and the Project Detail screen displayed The project contacts will then be listed in the left hand column on a the screen Selecting a Department Selecting a department is similar to selecting a company except that there is a variation between creating a new project and editing an existing project In the case of creating a new project once you have selected the company that the project is to be associated with there is an option gt Select department which when clicked on will display a popup box of available company departments and you can click on the required one to select Again you will not see that selection until you save the project and look at the Detailed display When editing an existing project you will see that there will be a listing box on the screen in place of the Select department link which shows all the departments for the associated company and
16. e 25 Adding Files to Project Task S i Gocsesn ccc caet raed hee ee aih oS Sect ena eel a a a sat 25 Moving Tasks from One Project to ANOtnelr cccccccccsececeeeeceeeeceeeecaeeesaeeseecesseeeseeeesegeeseeeeseeesageees 26 Automatic Task Reminders and Updates via Emall ccccccccecceeeseeceeeceeeeeeeeeeseeeeeseeseeeeeseesaeeeaes 27 dotProject Basic User Guide v2 0 2 compatible Page 1 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 3 Project Information and Tasks De Bortoli Wines Main Project Elements The main project elements you need to establish are firstly the project itself and then the tasks associated with that project This manual section discusses both of these elements Basic Project Information Each project has a basic set of project header information that is established before Tasks or the actual jobs to be done to deliver the project are added As many of the elements here and in Tasks themselves are important to how you establish your project we will go into detail on them a little more than we have in other parts of this manual dotProject Mozilla Firefox Edi dotProject net dotProject 7 0 1 mais eal i Mew ltem E Welcome Help My Info Todo Teday Logout BP view Project sarn C M G projects list edit this project organize tasks reports Companies Projects Tasks Calendar Files Contacts Forums Resources Ticke
17. e been linked to this project dotProject Basic User Guide v2 0 2 compatible Page 3 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 3 Project Information and Tasks De Bortoli Wines Creating a Project Header You can generate projects from gt New Item gt Project gt Project Module gt new project button on the right hand side dotPiqject Mozilla Firefox dotProject 7 0 1 dotProject net FREE SOFTWARE Companies Projects Tasks Calendar Files Contacts Forums Resources Tickets User Admin System Admin Mew Item Welcome Project Manager Help My Info Todo Today Logout a New Project projects list ProjectName Priority normal E gt Project owner Manager Project Short Hame E Company z Color Identfier FFFFFF change color Start Date ieva7 2005 7 4 oe Project Type Unknown E Target Finish Date 77 4 Status Progress Target Budget O Not Defined 0 0 Actual Finish Date Dynamically calculated Import tasks from mne H Actual Budget Ce a Description Staging URL E indicates required field Project Name This is the name that is displayed in the majority of locations within dotProject to identify the project see Short Name below as well You should try to give the Project a name that will guide your team members about the requirements and distinguish this project from any oth
18. e duration field As of the next major dotProject release we are starting work on a lot of infrastructure to enable us to be more reliably able to calculate these types of dates based on the resources assigned and their availability The current functionality is limited but can be useful Dependencies Dependencies are a work in progress and as of release 2 x are still only partially functional They are targeted for more work as part of upcoming releases Currently we only support a very limited subset of the Finish to Start dependencies in that they currently work for two task relationships For example Task Number 1 start date finish date set up as well as resources allocated Task Number 2 can add dates as a preliminary point if required if we use them we tend to opt for a start end date combination that is well in the future On the Dependencies tab we turn on Dependency Tracking turn on Set task start date based on dependency and then select Task Number 1 as the master task Then when task Number 1 is set to 100 completed dotProject will automatically set the start date of task number 2 to match the finish date of Task Number 1 dotProject Basic User Guide v2 0 2 compatible Page 21 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 3 Project Information and Tasks De Bortoli Wines Task Dependencies Known Limitations If task number 1 is re opened then the da
19. e now automatic task reminders is incorporated in version 2 0 2 Whenever a task is updated a user is assigned to a task a file added to a project or a task log incorporated there are options that the user can use to turn on off task update notifications Just to give you one example tabbed flat Details Dates Dependencies Human Ussu Other resources Human Resources Assigned to Task Additional Email Comments Manager Project Massoudy Hassan User Admin Manager Project 100 Winter Documentabon soo E Ca Notify Assignees of Task by Email This option is turned on by default and notifications will be sent out unless the option is ticked off There are similar options in other screens for example the New File screen Task logs have a slightly different set of options in relation to sending out task logs and we have addressed that in the section Day to Day System Usage dotProject Basic User Guide v2 0 2 compatible Page 27 Document Version 1 2
20. ers in your system Project Owner This field automatically defaults to the person entering the Project Information The owner of the project is automatically set in many of the display filters throughout dotProject and whilst being the owner does have limited effect in terms of permissions it has a major effect in terms of accessing the project quickly in dotProject terms and ultimately in a business sense indicates who is responsible for managing the project dotProject Basic User Guide v2 0 2 compatible Page 4 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 3 Project Information and Tasks De Bortoli Wines Company This field is used to nominate the company to which this project is attached Start Date The expected start date of the project Tasks can still be entered that commence before this date if required Target Finish Date The expected or target finish date of the project The detailed project display will also show the actual finish date as mentioned earlier Target Budget This field is not used in any dotProject calculations or reports but you can use it to store record the project target budget Actual Finish Date As mentioned above the Actual Finish date is automatically calculated Actual Budget This field is not used in any dotProject calculations or reports but can be used to store the final project budget for future referen
21. in Default tab y Edit Task tasks list wes Hes prmjart v ha task Tas Hame Task one O O OOS Salus Artivn _ Prinrite T i ETI ial F Progress L S Filestane inditas raquirsd field tahhad Fler Ostals Cates Dependances Haman Beanurcas thar resources Task Tres Taise Ganer Lirik re user Exams foes ae Publis iWeb Address natier Tass Parert Target Budget Hr SR ENT i gC Hove this task iard ms children ta oroject If you select the destination project for this task from the drop down the task will be immediately moved to that new project as soon as you complete the action Gantt Charts Gantt Charts are commonly used graphical representations of projects showing tasks durations as horizontal lines indicating starting and ending times as well as providing details such as assigned resources etc dotProject provides a series of Gantt Chart views of projects Looking at a Gantt Chart via the Gantt Tab on the Project Detail view for example will give you the chart for that particular project dotProject Basic User Guide v2 0 2 compatible Page 11 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 3 Project Information and Tasks De Bortoli Wines doatProject Mozilla Firefox projects list edit this project organize tasks reports T delete project limesheet Development Details summa
22. ings for daily working hours and working days tabbed flat Details Date d Dependencies Human Aesesourcss Other resources Start Date ii ie eu0s 4 T Finish Date a 4 Expected Duration 1 hours Daily Working Hours amp 0 ish Date Working Days Mon Tue Wed Thu Fri Calculate Guration Siart Date and Time Date and time for the task to commence Finish Date and Date and time for the task to be completed Time Expected Duration Number and unit of expected duration for the task dotProject Basic User Guide v2 0 2 compatible Page 20 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 3 Project Information and Tasks De Bortoli Wines Options to generate the duration based on the start end date and times or the finish date based on the duration and the start date and time gt Click on the Finish Date box to calculate the finish date field based on the start date time the expected duration allowing with some limitations for the daily working hours working days If you don t have a start date time set then you will get an odd date in the finish date if you attempt to use this Calculate Duration function Finish Date gt Click on the Duration option to calculate the duration field based on the start and end dates and times set If you do not have either of these options set accurately then you could end up with an odd figure in th
23. l Section 3 Project Information and Tasks De Bortoli Wines dotProject Mozilla Firefox CIE m dotProject net dotPraject 0 1 i FREE Companies Projects Tasks Calendar Files Contacts Forums Tickets User Sdmin System Admin Maw ltem Welcome Project Manager Help My Info Tado Today Logout BP view Project sear a aS projects list edit this project move copy tasks reports ico delete project Timesheet Development Details Summary Company John Smith and Partners Status In Planning Short Name Timesheet Fronty normal Start Date 07 06 2005 Type Unknown Target End Date 31 08 2005 Progress 0 0 Actual End Date 20 06 2005 Active Target Budget 3 00 Worked Hours Project Owner Project Manager Scheduled Hours URL internal timesheet Project Hours Li Staging URL testing timesheet Contacts Description Name Email Ph one Department This project involves the development of a fmesheet spplicabon as per the Mary Smith msmith jsmith com au en SE specication document which is attached Please refer to the Project Initiation Document also attached for details of the project and its required outcomes Procedures for Project Management Requirements will be distributed as the project commences tabbed flat asks Tasks Inactive Forums Gantt Chart Task Logs Files R H ltt t T i oem N m f i S a Log 0 E Timesheet Access and Permissions projecbmanager admin 100 5 20 06
24. ld perhaps adjust that to something that will be meaningful when seen dotProject Basic User Guide v2 0 2 compatible Page 5 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 3 Project Information and Tasks De Bortoli Wines Color Identifier Colours are used throughout dotProject in displays to quickly identify projects You can use those colours to provide a visual indicator to your team members as suits you Some people use colours to define the type of project some use them to provide a quick visual indicator of the Company area that the work is being performed for Whichever way you choose to use colours you can use the color identifier option to pop up a display which will show you the available colours or you can enter the 6 character RGB code for the colour Project Type The project type is another category or grouping option for projects At the moment no tabs use Project type nor are there any particular reporting requirements on the field but it may be of some use As with most of these drop down options your System Administrator can customise the list to suit your own requirements Status The Status field does have a direct bearing on dotProject as the tabs on the main project listing are derived from the status options that you are using Your System administrator again can tailor these to suit your own requirements if necessary You use the status flag to
25. n 3 Project Information and Tasks De Bortoli Wines Starting with the task header Task Name This is the name that will be displayed on team member todo today listings and throughout the project You should try to develop a task name which firstly distinguishes this task clearly from others and also provides a quick visual reference to the requirements Status gt Set to active to include the task in all today and todo listings gt Inactive still contributes to project hours etc but will be displayed on Project Inactive Tasks tab and only in the today todo listings if the option is selected at the top of the listing Progress This field indicates the complete for the task If you are editing an existing task then this complete will be automatically set based on any task log entries team members may have made Alternatively you can choose to update the here Milestone Tick on if the current task is a milestone Please see the Glossary for details of what a milestone is dotProject Basic User Guide v2 0 2 compatible Page 17 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 3 Project Information and Tasks De Bortoli Wines Details Tab The details tab contains the remaining basic project information tabbed flat Details Dates Dependencies Human Resources Other resources Manager Project Public hil Web Address Human Resour
26. on the other hand are imported working on the assumption that if you have a template of tasks then the chances are that the durations can be carried forward ideally these should be reconsidered at the same time as the dates are recalculated Import Tasks via Project Add Edit Screen Importing tasks from the main project Add Edit screen allows you to select a project from which all tasks will be copied into your current project automatically as the project header is saved To do this all you need to do is select the source project from the drop down list Once you save the project the tasks will be copied in automatically You can also repeat this option if you want to call in more sets of the same tasks by editing the project and selecting a source project before saving the original project again dotProject Basic User Guide v2 0 2 compatible Page 8 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 3 Project Information and Tasks De Bortoli Wines Organize Tasks The organize tasks option is available from View Project Details gt Organize Tasks This facility has been designed as a type of task clipboard designed as a management location for controlling tasks from within one particular project at a time if Saki Support Hanila AmE k bot Saki Support 2 0 alphe E i eree Calendar Tasks HelpDesk Resources Projects Files Corftacts Tickets Forums Companies Departments Help
27. ry Company John Smith and Partners Status In Planning Short Hame Timesheet Priamty high Start Date 07 06 2005 Type Unknown Target End Date 31 08 2005 Progress 0 0 Acwal End Date 29 07 2005 Active Yes Target Budget 300 00 Worked Hours Project Owner Project Manager Scheduled Hours URL internal tiimesheat Project Hours 14 Staging URL testing timesheet Departments Description Finance Department Human Resources Department This project involves the development of a Omesheet applicaton as per the P specication document which is attached Contacts Please refer to the Project Initiation Document also attached for details of the ene Email Phone Department project and its required outcomes Mary Smith memith jsmith cor au a es Procedures for Project Management Requirements will be distributed as the project commences tabbed flat Tasks Tasks Inactive Forumz Task Logs Files a y cn r CORR CR CR RR Timesheet Acoess and Permissions FR 20 07 2005 29 07 2005 Create Access Crumb and Module Ca 2h 20 07 2005 25 07 2005 Creating the Perwiseion t Mode SA 26 07 2005 297077 z005 If you were to select the Gantt tab on the main project display however it will list all active projects Seren SuSE S tabbed flat E From D 4 amp 2 to a 4E A Projects E O show captions L Show Inactive C Show Tasks MEME M show this month show all All Projects 2005 1 D E ATH TFS SAT R
28. sk and secondly dynamic meaning that it will take it s duration and start and end date based on the values of child tasks Do not track this task Regardless of any dependencies that are set turning this on will drop the task from the dependency set Task Dependencies Select the task that the current task will be dependent upon Set task start date based on dependency If you leave this turned off then the only time that a task start date will be recalculated to match it s precedent task will be when that precedent task is marked as completed AND it s end date is reset as part of the task log Currently there is a Known bug in that the tick does not remain displayed if you re edit the task We will not be resolving that immediately as this entire area is due for considerable rework in the next dotProject Major release All Tasks Task Using the arrows and highlighting the tasks you can move the tasks that you wish to have as dependent tasks to the from All Tasks to Task Dependencies or back again Dependencies to remove the dependency Turn this option on if you wish to have the task start date re calculated based on the Seiase candace completion date of the dependent task but remember that this recalculation will only occur at the time that the first task in the dependency chain is saved altered based on aa dependency Further to this this area is still a work in progress and we would strongly suggest th
29. t Start Date 07 06 2005 Target End Date 3L 08 2005 Actual End Date 30 06 2005 Target Budget 3 00 Project Owner Project Manager URL internal timesheat Staging URL testing mesheest Description Phone Department This project involves the development of a timesheet applicaton as per the OO spechication document which ts attached a O Please refer to the Project Initiation Document also attached for details of the project and its required outcomes Summary Status In Planning Frianty normal Type Unknown Progress 0 0 Achve Yes Worked Hours Scheduled Hours 7 Projact Hours J Contacts Name Email Procedures for Project Management Requirements will be distributed as the project commences tabbed flat Tasks Inactive Forums Gantt Chart Task Logs Files Task Wame Task Creator Assigned serg Start Date Durston Finish Date a Log o paipa oi AOE S projectmanager admin 100 45 20 06 2005 09 00 am 7 hours 30 06 2005 05 00 pm i Creating the Permissions Model projectmanager projectmanager 100 1 20 06 2005 09 00 am S hours 20 06 2005 02 00 pm a Log is aaa Crumb and projectmanager projectmanager 100 41 30 06 2005 05 00 pm 2 hours 30 06 2005 05 00 pm When collapsed this parent child combination would appear as follows dotProject Basic User Guide v2 0 2 compatible Page 14 Document Version 1 2 dotProject Version 2 0 2 Basic User Manua
30. tes on Task Number 2 are not reset automatically although they are reset when Task Number 1 is again set to 100 Any tasks dependent on Task Number 2 are automatically calculated at the same time as Task Number 1 is set to 100 so you get a closing up of the task list as soon as the first job is completed The only way around that is that if you have a task with a dependency set it cannot have other tasks dependent on it at present The date nominated for the start date for task number 2 is based on the working calendar and does not take any other activity that the resource has assigned to them into account The dependencies tab contains the following information tabbed flat Details Dates Dependencies Human Resources Other resources Dependency Tracking on Of tf Dynamic Task C Do mot track this task _ All Tasks Task Dependencies Timesheet Access and Permissions Create Access Crumb and Modul Creatng the Permissions Model DELIVER T MILESTONE O Set task start date based on dependency javascript chow_labl2 Dependency Select the option required to either use dependency tracking or not Tracking on off dotProject Basic User Guide v2 0 2 compatible Page 22 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 3 Project Information and Tasks De Bortoli Wines Dynamic Task If this option is turned on then the task is regarded as firstly a parent ta
31. tively broken into two halves the Details and the Tabbed section The top half of the screen is then broken down into two columns multiple sections Much of the information displayed on this screen is entered via the Project Add Edit screen but some of the details are calculated We ll discuss the calculated items here and go through the details of what to enter below in Creating a Project Header dotProject Basic User Guide v2 0 2 compatible Page 2 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 3 Project Information and Tasks De Bortoli Wines Project Name Colour Coding You ll notice that the line at the top of the Details display includes the name of the project and is automatically coloured Actual End Date This date is calculated from the latest expected end date from all the tasks associated with the project In other words despite the Target End Date entered against the project this date is reflecting the End Date that the work is currently calculated to be completed by If the Actual End Date is later than the targeted end date it will automatically be displayed in RED BOLD Progress This field will show a complete calculation for the project as a whole based on the complete of all the tasks associated with that project Worked Hours This display is automatically calculated from the total number of hours recorded against this project in task logs
32. ts User Admin System Admin delete project Timesheet Development Details summary Company John Smith and Partners Status In Planning Short Name Timesheet Priamty high Start Date 07 06 2005 Type Unknown Target End Date 31 08 7005 Progress 0 0 Achual End Date 29 07 2005 Achye Yes Target Budget 300 00 Worked Hours Project Owner URL Staging URL Project Manager internal timesheat testing timesheet Scheduled Hours Project Hours Departments 14 Description Finance Department REEE Human Resources Department This project involves the development of a bmesheet applicabon as per the P specfication document which is attached Contacts HAME Email Phone Department Mary Smith msmith jsmith com au rs Please refer to the Project Initiation Document also attached for details of the project and its required oubcomes Procedures for Project Management Requirements will be distributed as the project cOMMences tabbed flat ks Tasks Inactive Forums Gantt Chart Task Logs Files Pir Work ia Task Name Task Crestor Bexigned Users Start Date Durston Fimis Date Log 5 fie Log o E Timesheet Access and Permissions projectmanager admin 100 5 20 07 2005 05 00 pm 7 hours 29 07 2005 02 00 pm i Future Taek Starra ad an ti i o Shoauld have charted OVyverdue Page ganerated in 0 077 saconds Time spend in The main Project Detail display is effec
33. ual dotProject Basic User Guide v2 0 2 compatible Page 25 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 3 Project Information and Tasks De Bortoli Wines Moving Tasks from One Project to Another Moving a task from within the task module is actually a very simple operation When you edit a task you will notice that there is a move option at the bottom of the main Default tab A Edit Task tasks list ven Hes projact vee bas task Task Name ahora Activa sl Pricrils T normal ask One Progresa e H SL Midastane C indicstas raquinsd Held tsahnad flat fintais Dales Demandantes Haman Readers Other resource Taisi Diner Lser Exanncee Aces i Cece trent iWeb Address Something natier Tare Parent Target Budget MY PARENT 0 00 Have this task iard ft thildrenj ta oraject Damia Pro pect If you select the destination project for this task from the drop down the task will be immediately moved to that new project as soon as you complete the action dotProject Basic User Guide v2 0 2 compatible Page 26 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 3 Project Information and Tasks De Bortoli Wines Automatic Task Reminders and Updates via Email Automatic Task Reminders and updates via email are available within dotProject Updates have been sent by email for sometim
34. win E docunerntation t Hassan t projectnariager t projectworker t projectworkerc Page generated in 0 068 seconds hime spend in Index setup 0 031 seconds You can also turn on captions to see more detail of the task assignees Un assan projectag oro jechwrkere Sh PPR SEES dotProject Basic User Guide v2 0 2 compatible Page 13 Document Version 1 2 dotProject Version 2 0 2 Basic User Manual Section 3 Project Information and Tasks De Bortoli Wines Setting Up Assigning Tasks Tasks are the work elements that are required to make up or deliver the project as a whole Defining tasks is partially a dotProject job in entering and structuring them and partially a matter of planning and designing your project Task Groups Before we get into the detail of creating tasks a quick explanation of task groupings may help Task groupings can help in managing large lists of task or in creating small sub projects within a project that can be monitored in their own right Tasks are grouped under parent tasks with the sub tasks being known as children or child tasks For example dotPioject Mozilla Firefox Welcome Project Manager Help My Info Todo Tedsy Logout BP view Project sear C M TS projects list edit this project move copy tasks reports delete project Timesheet Development Details Company John Smith and Partners Short Hame Timeshee
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