Module 5: Working with Projects
5.4 Project Tasks Working with the Work Breakdown Structure
With Clarity there are three methods of developing project schedules:
1. Using the Clarity Application
2. Using Open Workbench
3. Using Microsoft Project
1. Using the Clarity Application (Tasks)
While it is tempting to think of doing all the project scheduling in a web browser, it is
recommended that this be used only in the early stages where there is only one Bucket Task per Project or there is only one Bucket Task per Phase. For either of these alternatives, there would be little or no build of task information in Clarity. For one Bucket Task per Phase case, this should be accomplished with the Create from Template approach and is the only case that will be used in this course for working in the Clarity Application.
In the example above, the schedule has four main phases (outdented), one task per phase and one (stage gate) milestone per phase. Remember the rule (each organizations may differ) – only use this for BUCKET TASKS – at the project level or the phase level.
2. Using Open Workbench
Open workbench is a scheduling application that is seamlessly interfaced with Clarity. It is launched simply by clicking the GO button on the Menu line that reads ―Open in open Workbench‖
Here is the same phase –level task bucket schedule displayed in Open workbench (OWB). This was launched by clicking on the GO from the Project Properties tab. And in fact, you can create this schedule in OWB as below and then view it in Clarity TASKS tab as above. Or just the opposite – create in Clarity and view in OWB – it‘s all the same data.
Additional information and training on the use of OWB in scheduling the project is contained in the training course ―Using Open Workbench with Clarity‖, part of the Best Practice PPM Training Series.
3. Using Microsoft Project
Using MSP acts the same was as OWB. However, the Project must be set up by the Clarity Administrator to interface with MSP. In that case, the GO button on the Menu line reads ―Open in Microsoft Project‖
Several words of caution:
NEVER use both MSP and OWB on a schedule
There are RULES for use of MSP in Clarity that are much different than the way MSP is
used as a desktop scheduler and must be followed (e.g. summary level task dependencies are NOT allowed).
Additional information and training on the use of MSP in scheduling the project is contained in the training course ―Using MSP with Clarity‖, part of the Best Practice PPM Training Series.
Working with Clarity Tasks
Tasks Overview
Use Project Management to create and manage project tasks and to assign staff to them. If desired, you can create a Work Breakdown Structure (WBS) for them, and view resource utilization by task assignment.
In addition, you can use the Auto scheduler to create and publish an automated schedule based on task constraints and dependencies that you create. The Auto scheduler is designed so that it can (if option selected) eliminate or minimize the overallocation of resources. It is particularly useful when you want to update the project schedule after you or others have made small, quick changes to it. You can review your changes before publishing them and accordingly arrive at a practical result.
Task Terminology and Definitions
1. Outdent - An outdented task often has subordinate tasks beneath it. Click Outdent to designate a task as a top-level or "parent" task.
2. Indent - An indented task is a subordinate task. It is dependent on a higher-level task in some way. Click Indent to designate a task as a subordinate or "child" task.
3. Key Task - A key task is one that is significant in some way.
4. Summary Task - A summary task is a top-level (parent) task that has subordinate or "child" tasks beneath it.
5. Non-Key Task - A non-key task (any task not identified as Key) can be either a parent or a child task.
6. Parent Task - A parent task is a top-level (summary) task that has subordinate or "child" tasks beneath it.
7. Child Task - A child task is nested beneath a summary or "parent" task.
Accessing Project Tasks
You can access project task functionality on the Project Tasks: Task List page. This page contains the following sub tabs on the page toolbar from which you can do the following:
Task List: This sub tab displays key tasks in a list format. To view subordinate tasks,
click the Expand Filter link, then the Show All link. You can create and edit tasks from this page.
Work Breakdown Structure: This sub tab displays all of the tasks you create: subordinate
tasks, non-key subordinate tasks, and milestone tasks. Use the Project Tasks: Work Breakdown Structure page to design a hierarchical (parent-child) relationship between the tasks you create. You can create, edit, and reorder tasks from this page.
Resource Utilization: Use this sub tab to view the total effort by resource and task, and to
initiate auto scheduling.
Assignments: Use this sub tab to assign resources to the tasks you create.
Forms: This sub tab allows you to view and complete any forms that are attached to the
To access project task functionality:
From the Projects page, open the project for which you want to create tasks.
Click the Tasks tab. The Project Tasks: Task List page appears.
Navigate to the Work Breakdown Structure sub link direct to the right.
This WBS was created from a Template; it is the Best Practice method of creating the
WBS.
Given that there are a minimal number of WBS lines (‗Bucket Task Rule‘), there are only a few editing steps (note: assigning resources is in the next lesson and is not covered here):
1. Edit the Task Properties
2. Add a new Task, Milestone, or Summary (Parent) Task 3. Add a task Dependency
1. Edit the Task Properties
From the Work Breakdown Structure sub link under TASKS tab, click on the +
sign to the left of the Summary Task name to expand and show all the tasks and milestones.
Click on the Task Name to bring up the Task Properties page. Here you can
change the Name, the duration, and add/modify dependencies.
2. Add a new Task, Milestone, or Summary (Parent) Task:
1. From the Work Breakdown Structure sub link under TASKS tab, click on the New
button. This action brings up the Task Properties page.
3. Complete the following fields:
Name Enter a descriptive name for the task (up to 64 characters).
ID Enter a unique ID for the task (up to 16 characters).
Start Enter the date on which you want task work to start. Task work cannot start before the project’s start
date.
Note: The summary task start date is determined by the earliest start date of one or more of its child tasks. After entering an initial start date when you create the task, the only way to edit the start date of a summary task is to change the start date of one or more of its child tasks. You can change the start and finish dates of non-summary tasks at any time from the Task Properties page.
Finish Enter the date by which you want the task to be complete. A task cannot finish after the project’s
finish date.
Note: The summary task finish date is determined by the latest end date of one or more of its child tasks. After entering an initial end date when you create the task, the only way to edit the summary task end date is to change the end date of one or more of its child tasks. You can change the start and finish dates of non-summary tasks at any time from the Task properties page.
Milestone Select this field if you want to designate this task as a milestone task. If you do so, you will notice after clicking Save that the Finish date field disappears. This is because milestone tasks can only have a due date, not a duration (a period between a start and finish date).
Note: You cannot assign staff to milestones.
Key Task Select this field if you want to identify this task as a key task. You can define a key task as one that is significant in some way. For example, it might be one whose completion is essential to the start date of other tasks.
Status Indicate the status of the task. Choices are Completed, Not Started, or Started.
% Complete Enter a number that indicates the percentage of work that has been completed for the task. Use the following as a guideline:
Not Started = 0%
Started with Actuals Posted = 1-99% Completed = 100%
4. Click Submit.
Indenting Tasks
Indent a task to move it to a level subordinate to the task above it. The task above it in the hierarchy can be a top-most task, or a second-, third-, or fourth level task relative to the task above it.
Keep in mind several Rules on Tasks:
The lowest level task is where the work is defined by adding resources and an ETC, you
cannot do this on Summary Level Tasks.
Keep the number of levels to a minimum, they are summary tasks and may add clutter.
Dependencies are also only defined at the lowest level task, not on the summary level.
1. Select the checkbox of the task(s) you want to indent. When you are indenting to the same
level you can select multiple tasks at once.
2. Click Indent (from the WBS Layout button). The page refreshes. The task(s) you indented
have folded one level under the nearest higher level task. A Plus icon appears in front of the higher level task. Click it to see the task(s) you indented beneath it. An error message appears if a task cannot be indented.
Outdenting Tasks
1. Select the checkbox for the task that you want to outdent.
2. Click Outdent (from the WBS Layout button). The page refreshes and the task appears as
outdented relative to the task above it. An error message displays if the task cannot be outdented.
Note: If the task to outdent has subordinate tasks beneath it, the subordinate tasks will automatically follow their "parent."
Moving Tasks
2. Click Move (from the WBS Layout button). The Move Tasks page appears. The name of the task you are moving appears near the top of the page.
3. Select the task that will be above or beneath the task you are moving.
4. If you want the task you are moving to be above the selection, click Insert Before. If you
want the task you are moving to be beneath the selection, click Insert After.
3. Add a task Dependency
From the Task Properties page, select the Dependencies link from the menu. Click on New to establish a dependency to another task or tasks
Select the Task that will have the dependency relationship
4. Autoschedule the Project
When you change the duration of a task, add dependencies, charge time to the project, you should AUTOSCHEDULE the task to effect the schedule changes. Click on the Autoschedule button in the middle menu item. Select the Autoschedule date that is the start of the current week time period. No other check items are necessary for this level of WBS. Click the Autoschedule button. A ‗Tentative Schedule‘ appears in the menu with a Gold Bar across the menu. If the new dates are acceptable, then click on Publish in the menu, otherwise click Delete Schedule to delete the tentative schedule and return to the previous schedule version.
Gantt View