Schedule: Project View Walkthrough

In this article we will be showing you how to navigate and better understand the Project view on Forecast's Schedule feature.

Main takeaways:

  • Learn how to navigate the Project view.
  • Learn about the layout of the page and how to use the functions provided.
  • Understand the abilities of the Project view.

 

The schedule provides an all-encompassing overview, that you can use to see all of your projects, their milestones, tasks and team members working on each project. Under your company's portfolio you can choose to view either the People or Project views of the schedule. As stated above, in this article we will be exploring the Project view. To learn more about the People view visit this article.

Projects are organized in ascending order, according to the start date of a project, so you’ll always know which project is coming up next.

Schedule Setting: Resource Management

Please keep in mind the Resource Management preference setting, which is located in the Admin Panel under the Details section, as this is the first set in setting up your resources properly.

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From here, you will have two options to select from: 

1. Project Allocation: use Allocations to book your team members time across projects. Allocations are more flexible and are ideal for companies that are unable to plan/scope out projects in advance - however know that they need a handful of resources for a particular amount of time on projects. Great for Agile teams.  

2. Task Allocation:  use Tasks that have been planned out in the scope of a project and assign those to your team members. Tasks are more defined and are ideal for companies that are able to plan/scope out projects in advance. Great for Waterfall teams.  

There are two additional options to select from when using Task Allocation. 

    • Task Estimates (Plan): The heatmap will reflect the estimated/planned time on a task onto your team members heatmap. 

    • Time Registered & Remaining (Actuals): The heatmap will reflect your team members registered time in the past (blue) and any remaining time in the present & future will define your team members workload / availability (under, over or perfectly allocated).

      • Great for teams that register time at least on a weekly basis.

      • Ideal for teams that register time on a daily basis

 

Project view: Navigation & Layout.               


Getting to Project view.

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In Project view you immediately get an overall view of your fully populated pipeline.

In People view you get an overview of your individual team members' workload which assists you in anticipating potential bottlenecks.

 

Layout of Project view:
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1. Project List: On the left hand side of your screen you are able to view all of the currently running projects on you account.

2. Project scheduled dates: On the middle of your screen you are able to view the exact dates, weeks and months that you have planned your projects to run for. 

In addition:
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1. Project name and progress bar: Here you can read the name of the project you are looking for, see the dates that it is planned for and the progress on it so far.
2. Project Milestones: Once you click on a project, the drop-down function will show you the milestones of the project. This allows you to view each milestone on the schedule as well as their progress so far.
3. Milestone Tasks: After clicking on the Milestone that you would like to review you will be able to view all of the tasks that have been created for that Milestone. Accordingly, you will also be able to see them in the schedule view and see how far they are progress wise.
4. Project Team: After clicking on a Project you will also be able to view the team members that are assigned to it.

Later in the article we will be talking more about these features and how they operate.

Functions of Project View.


Layout 
of functions:
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1. Show/Hide weekends: This function allows you to hide the weekends from the schedule.
2. Drag dependency chained tasks/single task: As we shall see later on in this article, you have the ability to create a dependency between two tasks. This function gives you the ability to drag that chain or to drag just a single task.
3. Expand/Collapse all: This function allows you to expand or collapse all of the projects that you are currently running and see each of their details.
4. Schedule Navigation tool: With this tool you are able to navigate to different weeks either by going backwards or forward using the arrows. In addition, you can click on the Today button to instantly be taken to the current date. 
5. Zoom tool: The zoom tool allows you to zoom further in or out of the schedule, depending on if you wish to view by month, by week or by day.
6. Search tool: The search tool allows you to quickly search for a specific project by name.
7. Filters: The filter tool is there to assist you by quickly eliminating anything you do not want to view on your screen and only focusing on the thing you wish to review. You can Filter by; Project, Project Stage, Project Status, Team member, Label, Client and Role. This will simplify your overview considerably, enabling you to work more efficiently. 

Below we will show you exactly how all these functions operate and how you can use the Project view to edit different aspects of your projects as well as navigate them.


Show/Hide Weekends

By clicking on the eye icon on the left side of the screen you have the ability to hide or show the weekends in the schedule view. 
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Expand All

Click on the global drop down arrow button to expand on all projects, and get an instant snapshot of all that your project encompasses; Milestones, Tasks and the Team assigned to the project.

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Scrolling Down the Timeline

You can also slip and slide across your timeline to view past and future tasks or projects. You can do this by clicking on your middle mouse button (scroll wheel) and drag the mouse in the direction you wish to go. If you want to quickly return to the present just click on the Today button.

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Adjusting Project Dates

Has the start or end date changed on a project? No problem, just drag the whole project along the timeline to the preferred dates. Don’t worry about the milestones and subsequent tasks, they will follow along with it. Keep in mind that  you can also do this with the milestone(s) or task(s) and adjust their date(s) however you see fit independently from the project itself. Be mindful not to adjust a milestone or task past the projects dates.

Adjusting whole project:

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Adjusting Milestones & Tasks:
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Project Progress

Progress Bar

The progress bar of a project is represented by the main bar, which is anchored next to the project name across the timeline above all milestones and tasks.

project bar

 

At the end of the project progress bar you will find the percentage of completion and the total remaining hours of the project. As your team advances in a project, these numbers will adjust according to the rate of completion.

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Milestones

The Milestones or phases, that you have scoped out in your project, are visually represented immediately proceeding the main project progress bar. These have two slit corners and house all of your tasks, which when completed mark the milestone/phase as completed.

milestone bar

As you advance on your Milestones, through completion of their respected tasks, the progress bar associated to it will fill up the project with an associated percentage score.

Tasks

A Task is the activity or work that your team needs to accomplish within a defined period of time. Tasks in the Schedule Section are identified by a bar with one cut corner on the far left.

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Incomplete Tasks: Are identified in grey (as seen above), and indicate that team members have yet to register time on them.

In Progress Tasks: Are identified as partially filled up - per the color of the project- (as seen above), and indicates that team members have started to work on the task/register time.

Completed Tasks: Are identified as green (as seen above) and indicate that team members have completed the task, giving a sense of accomplishment.

Creating Tasks or Milestones

Now that you have familiarized yourself with the schedule project view we will show you how you can use it in order to create additional Milestones and tasks into a Project.

Step 1: Allocate tasks or milestones directly on the project timeline by dragging your cursor along the desired area (dates) in the timeline.

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Step 2: Once you’ve selected the desired timeframe, a popup window will appear, that prompts to specify the allocation.

Step 3: In this new window, you select the preferred dates, which will be highlighted once selected.

Step 4: Determine the total hours of allocation

Step 5: Or set distribution of hours in either percentage format or a day format by clicking Distribution button.

Step 6: click “Create”

 

Dependencies in the Schedule

From the Schedule section, in the projects view, you can add, edit or adjust dependencies. This feature is a visual representation of the relationships between task i.e whether a task can start/finish when another task has started or finished.

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Adding Dependencies

Simply hover your cursor over a desired task, prompting the dependency icon, and then drag your cursor over to the desired task to anchor the dependency.

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Fix Dependencies

Whenever a dependency is violated the dependency connectors will be highlighted in Red.

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To fix this issue, all you need to do is right click over the Tasks with Dependencies that have been violated and click fix.

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Adjusting Tasks with Dependencies

If you you need to adjust tasks with dependencies i.e. changing their location on the timeline you can simply click to drag and adjust them. To adjust one (1) task with a dependency at a time click on the Drag Single Task button. To adjust multiple task with dependencies, you must enable the Drag Dependency Chain button.

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Drag Dependency Chain button On - to adjust multiple tasks at once.

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Drag Single Task button On - to adjust just one task at a time.

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Project Stages & Actions

From the Schedule view, you'll be able to see both Running and Planning projects. Projects in the Running stage are identified in bold colors. Projects in the Planning stage are outlined in the in the project list.

project stages


Hover your cursor over a Project to prompt a 3-dotted menu icon- click to: View, Duplicate and/or Delete a project . In the case of a Planning stage Project you can also use this feature to set it to Running.

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Creating New Projects

You can create new projects without having to leave the scheduling view by clicking on the New Project Button located directly below People and Projects.

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As soon as you do a New Project modal will be prompted, where you must detail the specifics of this new project. Below we detail the steps.

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  1. Set a project name
  2. Select the client. If you haven’t added a client prior to this, don’t worry you can add one later.
  3. Then select the Start and End Date.
  4. You can opt to duplicate from existing project; it will save you some time.
  5. Specify if you would like to work in Sprints or not.
  6. Add labels, this will not only help you find a project, but it will also feed the AI for future suggestions.
  7. Select if your project is to be in Task Allocation or Project Allocations mode (which you can determine also in your project settings).
    1. Click Save & Continue; (Remember that this newly added project will appear in order to its start date)

Hover Features

Progress Bar and Milestones

Hovering your cursor over a Project Progress Bar or a Milestone prompts a detailed information popup, which gives you a quick glimpse on capacity.

 

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Capacity Modal

By clicking on the project progress bar or milestone bar a modal will be prompted, where you can see a breakdown of capacity by role; Remaining capacity, Remaining Tasks and Capacity Difference.

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If you have any further questions please remember that our customer support is available to answer your questions.

 

Next Up: Schedule People View - Walkthrough