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Work with the plan

 

They are two planning methods available in Projectplace, Projects and Roadmaps. This choice is made when a workspace is created. Project workspaces use the Plan tool described on the this page. Roadmap workspaces use the Roadmap tool described in Work with the roadmap.

 

If your organization uses Projectplace as part of an integration with Planview Enterprise, this view will be read-only.

Find your way around Plan tool

The Plan tool has two key components:

  • A hierarchical list of activities and milestones.
  • A time plan, a graphical representation of the list where you can see progress of all activities with their associated cards.

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  1. Hierarchical list of activities and milestones.
  2. Time plan.
  3. Create a new activity or milestone.
  4. Undo the most recent date change. This button will be enabled as soon as you change dates or the duration of activities and milestones.
  5. Select the view level of the Time plan by MonthQuarter, or Year to get a good view regardless of how far ahead you need to plan, and how detailed the plan is.
  6. Click the options menu Options Menu Icon.png to share a link to the plan, print itexport it to Excelchange access rights, or navigate to the current date in the time plan.
  7. Click an activity or milestone to open the detail pane, where you can see and change all detailed information for the selected activity or milestone. Use the comments section in the detail pane to discuss details with others, keeping all discussions in context and transparent.
  8. You can resize the time plan (or hierarchical list) viewing area by clicking and dragging the handle Bar Handle Icon.png in the vertical separator bar to the right or left.

You can change dates and the duration of activities and milestones by entering the dates in the hierarchical list, or by using drag and drop functionality in the time plan.

Changing the date of an activity or milestone might affect its parent activities, sub-activities, or dependencies, if any. Undoing a date change will restore all of the affected activities or milestones to their previous state.

To undo the latest date change, click the Undo button Undo Button Icon.png in the toolbar 4.png or use the keyboard shortcut Ctrl+z (Windows) or Command+z (Mac).

You can select many activities and milestones at once using the Ctrl and Shift keys.

Add activities and milestones

Describe the important target dates, such as delivery dates, using milestones. They have a duration of one day only and must always have an established date.

Add activities to group and visualize the work needed to reach your goals. To create an activity or milestone:

  1. Click  Create project step icon showing a romb to add a milestone and Create activity icon showing a dot to add an activity.
  2. Type a name.
  3. Press Enter or click the plus icon to create the milestone or activity.

If you have the need to describe that certain activities cannot start until others have been completed, you can add dependencies to activities.

Have you already started on a project plan in Microsoft Project? Don’t worry, you can easily import it to Projectplace.

Break down the activities

You can create a hierarchy of activities in a WBS (Work Breakdown Structure) if needed. There are two methods to do this.

To first add activities, then create the hierarchy:

  1. Create all activities needed.
  2. Hover over an activity in the activity list.
  3. Click the dots that appear to the right and drag and drop the activity to the desired position in the activity hierarchy.

To create an activity directly in the correct position within the hierarchy:

  1. Hover over the activity in the activity list you want to be a parent activity.
  2. Click the plus icon that appears.
  3. A sub-activity is created and you can edit the name, dates and duration directly in the activity list.

Parent activities are only regarded as containers and not work to be done. Therefore, you can not estimate and report time on the parent activities. Cards can only be added to the activities on the lowest level in the hierarchy.

If the activity already has a sub-activity, you can also go to the activity detail view and add sub-activities in the Break down the activity into sub-activities section. 

Work with an activity

Click an activity, either in the hierarchical list or in the graphical time plan, to open the detail view where you can see and change all related information.  

  1. Click to change name or description.
  2. Click to hide the fields that don't have a value (gray background). The icon changes to a plus . Click again to show all fields.
  3. Click to add or change the information:
    • Change date. Enter work start and end date or duration to schedule the activity. 
    • Lock dates. Lock the date so that no one can accidently move the activity.
    • Change color/label of the activity. The plan will be easier to read and give a better overview. If, for example, activities of a certain type have the same color. 
    • Attach files. Add information needed to do the work described in the activity in any file format from Projectplace, from the computer, and from other cloud document services such as Box, Google drive, Dropbox, and OneDrive.
    • Add dependencies. State if one activity needs to be completed before another starts. 
    • Time reporting. Estimate and report time on activities. Note, if the activity is a parent it is not possible to do any estimations. You can only view a summary of the reported time of the sub activities.
  4. Get the activity done. Break down the work into cards if needed, and connect the activity to a board to start to work on it. 
  5. Set activity as done. When all work is done click here to mark the activity as done. The cards connected to that activity will no longer be visible on any board, only in the activity. Note that parent activities can´t be set to done. 
  6. Comment and discuss the activity. 
  7. See the history of the activity. 
  8. In this menu you will find options to: 
    • Convert the activity into a milestone. 
    • Delete the activity. 

Get the activity done 

When it is time to involve the team that is going to do the work, connect the activity to a board. If you need to prepare by breaking down the work into actionable cards, this is where you do it. You can also connect existing cards to the activity. 

To connect the activity to a board:

  1. Go to the activity detail pane. 
  2. In the section Get to work, click in the Connect to a board field.
  3. Select the board in the list. Start writing the name of the board to filter the list. 

Any cards connected to the activity will be made visible on the board you select. Once the activity is marked done, any cards connected to it will no longer be visible on the board. 

You can also create a board from this view. In the Connect to a board field, write the name of the new board and press Enter.

To break down the activity into cards: 

  1. Go to the detail pane of the activity. 
  2. In the Get to work section, click in the Add new or existing card to activity field.
  3. Write the name of the new card and press Enter

Cards can only be added to activities on the lowest level in the hierarchy since the parent activities are only regarded as containers and not work to be done.

To connect existing cards to the activity: 

  1. Go to the activity detail pane. 
  2. In the Get to work section, click in the Add new or existing card to activity field.
  3. Select the card in the list. Start writing the name of the card to filter the list. 

If you select a card that is visible on a board, and the activity is not connected to that board, the card will no longer be visible on the board.

Work with a milestone

Click a milestone, either in the hierarchical list or in the graphical time plan, to open the detail pane where you can see and change all related information.  

  1. Click to change type of milestone.
  2. Click to change name or description.
  3. Click to hide fields that don't have a value (gray background). The icon changes to a plus . Click again to show all fields.
  4. Click to add or change the information:
    • Click to change date.
    • Change color/label of the milestone. The plan will be easier to read if, for example, milestones of a certain type have the same color.
    • Attach files. Add information about the milestone in any file format from Projectplace, from the computer and from other cloud document services such as Box, Google drive, Dropbox, and OneDrive.
    • Add dependencies. State if the activity needs to be completed before the milestone.
  5. Set milestone as done. 
  6. Comment and discuss the milestone. 
  7. See the history of the milestone. 
  8. In this menu you will find options to: 
    • Convert the milestone into an activity. 
    • Delete the milestone. 

 

 

 

 


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