Adding Tasks

After creating a work plan, you should fill it with tasks required to complete the project. This section includes the actions you might need to do when adding tasks to the work plan.

Choosing an Task Planning Approach

  • For top-down planning,

    1. Create a task that you know includes several child tasks.
    2. Create the child tasks and group them under the first task you created.
  • For bottom-up planning,

    1. Create tasks for the smallest work units.
    2. Create immediate parent tasks that cover a group of related child tasks.

Adding a Task

  1. Open the project.
  2. To open the work plan, in the Summary tab, Work Plan portlet, click Edit Work Plan.
  3. Select a task in the work plan. If this is the first time you add a task, select the root task.
  4. Click the Add tasks icon in the toolbar.

    • In the Quick view, clicking the icon adds a task below the selected task.
    • In the other views, clicking the icon opens the Add Tasks page and adds a task above the selected task.
  5. Give the task a name and specify the Scheduled Start and Scheduled Finish dates.
  6. To save your adding, click the save icon in the Quick view, or click Done in the Add Tasks page in the other views.

You can also add a task by coping and pasting an existing task.

Importing a Work Plan

You can import a work plan from another project to add tasks for the current work plan. This can be done only in any non-Quick view.

  1. Select a non-root task in the work plan.

  2. In the toolbar, click Actions > Import another Work Plan.

  3. In the Copy Work Plan from Another Project dialog, select a project and select the information to be copied.

    See Create work plan from another project for details about the information to be copied.

  4. Click Copy.

    The work plan tasks are imported above the selected task.

Assigning Roles, Skills, and Resources to Tasks

You can assign a skill set or role to any task with or without specifying a resource. This allows you to create a work plan that identifies the roles or skills needed to complete its tasks without necessarily pinpointing the specific resources that will ultimately do the work. Additionally, capturing roles or skills required to complete tasks provides a more detailed estimate of the project cost; this helps make sure the forecast cost is correct and the right resources are allocated.

To assign a role or skill to a task

  • Edit the Role column for the task in the work plan, or
  • In the Task Details > Resources tab, edit the Assigned Role field or click Add Skill.

To assign resources to a task

  • Edit the Resource column for the task in the work plan, or
  • In the Task Details page > Resources tab, click Add Resource.

Resources available for a project manager to assign include:

  • The resources that are in the resource pools managed by the project manager.
  • The resources that have been assigned to the project's staffing profile.

Setting a Task as Milestone

Milestones are used to mark significant events in the execution of a project, often the completion of a deliverable or arrival of a deadline.

You can only set a leaf task as milestone.

  1. Double-click the task to open the Task Details page.

    If no task can work as a milestone, add a task first.

  2. Do either of the following.

    • Select the option Mark task as milestone.

    • In the Schedule tab, change the task scheduled duration to 0. Then the option Mark task as milestone is selected automatically.

    Tasks that are set milestones do not have duration or effort by default. However, if you change their duration to a value greater than 0 and thus giving them effort, they are still milestones.

  3. (Optional) This is a major milestone: If you want to set the task as a major milestone, select this option.

    Milestone automatically completes: If you want the milestone to automatically mark itself as complete when all its predecessors are complete, select this option. When all predecessors are complete, the actual start and finish dates of the milestone are automatically set to the actual finish date of the predecessor that completes last. This option is enabled only for the milestones whose duration are 0.

  4. Click Save or Done.

Building Task Relationship

By indenting and outdenting tasks, you build a parent-child relationship between tasks and create a hierarchy in the work plan.

PPM classifies all tasks in a work plan into 3 categories:

  • Root task: the top-level task in the work plan, with the same name as the project name. It is the highest level summary task.
  • Summary task: any task that has child tasks. A summary task can be the child task of another summary task.
  • Leaf task: any task that does not have child tasks.

Both scheduled and actual data of leaf tasks are rolled up to their summary tasks. Scheduled and actual data of summary tasks are rolled up to the root task.

Building Task Dependency

A dependency means one task is forced to start or finish after another task starts or finishes. You add predecessors to a task to build dependency between tasks.

Supported Predecessor Type and Dependency Type

The predecessors of a task could be tasks in the current work plan, tasks in another project, or requests. They are used by the scheduler to determine when the task will be scheduled.

Predecessor Type

Supported Dependency Type

A task in the current work plan

  • Finish-Start. The task can start once its predecessor has completed.

  • Start-Finish. The task cannot finish until its predecessor starts. Cannot be set for summary tasks.

  • Finish-Finish. The task can start anytime, but will not be marked as complete until its predecessor finishes. Cannot be set for summary tasks.

  • Start-Start. The task cannot start until the predecessor has started.

You can also define lag or lead time for predecessor relationships by typing a positive or negative number in the Lag (Days) field, if desired.

When adding a summary task as a predecessor, only relationships of the Finish-Start or Finish-Finish type are allowed.

When adding a predecessor to a summary task, only relationships of the Finish-Start or Start-Start type are allowed.

A task from another project

Same as a task in the current work plan.

A request in Demand Management

Request relationships are managed from the References tab of the Task Details page.

  • Related. Informational relationship only: No actual predecessor relationship exists. This is the only relationship allowed for summary tasks.

  • Successor (Blocked). No action is allowed on the request until the task is completed.

  • Predecessor (Blocking). No action is allowed on the task until the request is completed.

  • FF Predecessor (Finish-Finish Predecessor). The task can start anytime, but cannot be marked as finished until the request is completed.

Adding Predecessors

Setting Up Task Notifications

You can set up notifications for a task to specify when emails will be sent to whom during project execution.

  1. Open the Task Details page, and go to the Notifications tab.

  2. Select the checkboxes next to the appropriate notifications.

    When no checkbox is selected in a leaf task, PPM sends emails for the leaf task according to the notification setup in its summary task.

    When at least one checkbox is selected in a leaf task, PPM sends emails for the leaf task according to the notification setup in the leaf task.

    Notification

    Description

    Notify resources before their task(s) begin

    Notifies the resources before their tasks begin.

    You can set the number of days in advance of the start date from which to send the notification.

    Notify resources if their task(s) are running late

    Notifies the resources that their tasks are running late.

    You can specify the frequency with which this notification is sent.

    Notify if task(s) are running late

    Notifies a wider range of users of tasks in the work plan that are running late.

    You can specify:

    • The number of late days required to trigger the notification

    • The frequency with which the notification is sent

    • Sets of users to send the notification to

    Notify when a milestone is reached

    Notifies a set of users when the task has been reached, if it is a milestone.

    You can specify sets of users to send the notification to.

    Notify when an exception occurs

    Notifies a set of users when the task has triggered an exception.

    You can specify sets of users to send the notification to.

  3. Click Save or Done.

See also: