Projects
- Last updated
- Feb 12, 2024
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- AdaptiveWork Release Notes
- 2025 Release Notes
- 2024 Release Notes
- 2024.R12 (December 8, 2024)
- 2024.R11 (November 1, 2024)
- 2024.R10 (September 24, 2024)
- 2024.R09 (August 18, 2024)
- 2024.R08 (July 21, 2024)
- 2024.R07 (June 9, 2024)
- 2024.R06 (May 19, 2024)
- 2024.R05 (April 14, 2024)
- 2024.R04 (March 31, 2024)
- 2024.R03 (March 3, 2024)
- 2024.R02 (January 21, 2024)
- 2024.R01 (January 7, 2024)
- 2023 Release Notes
- 2023.R15 (December 10, 2023)
- 2023.R14 (November 19, 2023)
- 2023.R13 (October 29 2023)
- 2023.R12 (October 8, 2023)
- 2023.R11 (September 10, 2023)
- 2023.R10 (July 30, 2023)
- 2023.R09 (July 9, 2023)
- 2023.R08 (June 11, 2023)
- 2023.R07 (May 23, 2023)
- 2023.R06 (April 23, 2023)
- 2023.R04 (March 19, 2023)
- 2023.R03 (February 19, 2023)
- 2022 Release Notes
- 2021 Release Notes
- Fall 2021 (October 3, 2021)
- Summer 2021 (July 25, 2021)
- Spring 2021 Update 4 (July 4, 2021)
- Spring 2021 Update 3 (June 13, 2021)
- Spring 2021 Update 2 (May 23, 2021)
- Spring 2021 Update 1 (April 25, 2021)
- Spring 2021 (April 4, 2021)
- Winter 2021 Update 3 (March 7, 2021)
- Winter 2021 Update 2 (February 14, 2021)
- Winter 2021 Update 1 (January 24, 2021)
- Winter 2021 (January 3, 2021)
- Clarizen 2021 Fall Product Release Webinar
- Clarizen 2021 Summer Product Release Webinar
- 2020 Release Notes
- Fall 2020 Update 3 (December 6, 2020)
- Fall 2020 Update 2 (November 15, 2020)
- Fall 2020 Update 1 (October 25, 2020)
- Fall 2020 (October 4, 2020)
- Summer 2020 Update 3 (September 6, 2020)
- Summer 2020 Update 2 (August 16, 2020)
- Summer 2020 Update 1 (July 5, 2020)
- Spring 2020 Update 4 (June 14, 2020)
- Spring 2020 Update 3 (May 24, 2020)
- Spring 2020 Update 2 (May 3, 2020)
- Spring 2020 Update 1 (April 5, 2020)
- Winter 2020 Update 3 (March 8, 2020)
- Winter 2020 Update 2 (February 16, 2020)
- Winter 2020 Update 1 (January 5, 2020)
- 2019 Release Notes
- Fall 2019 Update 3 (December 15, 2019)
- Fall 2019 Update 2 (November 24, 2019)
- Fall 2019 Update 1 (October 15, 2019)
- Summer 2019 Update 3 (September 15, 2019)
- Summer 2019 Update 2 (August 18, 2019)
- Summer 2019 Update 1 (July 7, 2019)
- Spring 2019 Update 5 (June 16, 2019)
- Spring 2019 Update 4 (June 2, 2019)
- Spring 2019 Update 3 (May 12, 2019)
- Spring 2019 Update 2 (April 21, 2019)
- Spring 2019 Update 1 (March 31, 2019)
- Winter 2019 Update 4 (March 10, 2019)
- Winter 2019 Update 3 (February 17, 2019)
- Winter 2019 Update 2 (January 27, 2019)
- Winter 2019 Update 1 (January 6, 2019)
- Release Notes Archive
- 2018 Release Notes
- Fall 2018 Update 1 (October 14, 2018)
- Fall 2018 Update 2 (November 4, 2018)
- Fall 2018 Update 3 (November 25, 2018)
- Spring 2018 Update 1 (April 29, 2018)
- Spring 2018 Update 2 (May 20, 2018)
- Spring 2018 Update 3 (June 10, 2018)
- Summer 2018 Update 1 (July 1, 2018)
- Summer 2018 Update 2 (July 22, 2018)
- Summer 2018 Update 3 (August 12, 2018)
- Summer 2018 Update 4 (September 2, 2018)
- Winter 2018 Update 1 (January 7, 2018)
- Winter 2018 Update 2 (January 28, 2018)
- Winter 2018 Update 3 (February 18, 2018)
- Winter 2018 Update 4 (March 11, 2018)
- Winter 2018 Update 5 (April 8, 2018)
- 2017 Release Notes
- Fall 2017 Update 1 (October 29, 2017)
- Fall 2017 Update 2 (November 12, 2017)
- Fall 2017 Update 3 (December 3, 2017)
- Fall 2017 Update 4 (December 17, 2017)
- Spring 2017 Update 2 (April 23, 2017)
- Spring 2017 Update 3 (May 14, 2017)
- Spring 2017 Update 4 (June 4, 2017)
- Spring 2017 Update 5 (June 18, 2017)
- Spring 2017 Update 6 (July 2, 2017)
- Summer 2017 Update 1 (July 16, 2017)
- Summer 2017 Update 2 (July 30, 2017)
- Summer 2017 Update 3 (August 20, 2017)
- Summer 2017 Update 4 (September 10, 2017)
- Summer 2017 Update 5 (October 1, 2017)
- Winter 2017 Update 1 (January 8, 2017)
- Winter 2017 Update 2 (January 22, 2017)
- Winter 2017 Update 3 (February 5, 2017)
- Winter 2017 Update 4 (February 19, 2017)
- Winter 2017 Update 5 (March 5, 2017)
- 2016 Release Notes
- Fall 2016 Update 19 (September 4, 2016)
- Fall 2016 Update 20 (September 18, 2016)
- Fall 2016 Update 21 (October 5, 2016)
- Fall 2016 Update 22 (October 30, 2016)
- Fall 2016 Update 23 (November 13, 2016)
- Fall 2016 Update 24 (November 27, 2016)
- Spring 2016 Update 10 (April 17, 2016)
- Spring 2016 Update 11 (May 8, 2016)
- Spring 2016 Update 12 (May 22, 2016)
- Spring 2016 Update 13 (June 5, 2016)
- Spring 2016 Update 14
- Spring 2016 Update 7 (March 13, 2016)
- Spring 2016 Update 8 (March 20, 2016)
- Spring 2016 Update 9 (April 3, 2016)
- Summer 2016 Update 15 (July 3, 2016)
- Summer 2016 Update 16 (July 17, 2016)
- Summer 2016 Update 17 (July 31, 2016)
- Summer 2016 Update 18 (August 14, 2016)
- Winter 2016 Update 1 (December 20, 2015)
- Winter 2016 Update 25 (December 11, 2016)
- Winter 2016 Update 2 (December 27, 2015)
- Winter 2016 Update 3 (January 17, 2016)
- Winter 2016 Update 4 (January 24, 2016)
- Winter 2016 Update 5 (February 8, 2016)
- 2015 Release Notes
- FA'15 Update 2 (September 15)
- FA'15 Update 3 (October 11)
- FA'15 Update 4 (October 25)
- Fall 2015 Update 5 (November 8, 2015)
- Fall 2015 Update 6 (November 22, 2015)
- WINTER 2015-2016 RELEASE: WHAT'S NEW
- Data Warehouse Export
- Document Publisher Support for PowerPoint with Macros
- External Collaborator Solution
- Interactive and Actionable Calendar View
- Obsolete System Property
- Quick Tasks and Action Items Import App
- Real-Time Updates for Multiple Editors
- Release at a Glance
- Report Enhancements
- The Activity Stream App
- Watch the Winter '15 '16 Product Webinar
- Notices
- Summary of AdaptiveWork Updates and Releases
- 2024.R03 (March 3, 2024) - restricted
- 2018 Release Notes
- Getting Started with AdaptiveWork
- Users and Resources
- Permissions
- Intro to User Types, Roles, and Permissions
- User Types
- Cases Inherit from Work Items
- Roles
- Extended Permissions for External Users in User Groups
- Financial Permissions for External Users
- Multiple Managers for Projects and Work Items
- Organization Permissions
- Permission Access Levels
- Permission Access Levels - from Project Template
- Restricted Field Sets
- Work Breakdown Structure (WBS)
- Adding Dependencies
- Advanced Export Work Plan
- Baseline Work and Costs are Saved on the Resource Link
- Export to and Import from Excel - Picklists
- Importing and Exporting to MS Project
- Importing and Updating Data Using MS Excel
- Interactive Gantt
- Lifecycle States
- Milestones
- My Work
- Portfolios
- Programs
- "Progress Update Request" Project Settings
- Project Version Snapshots
- Reporting Progress
- Scheduling and Resource Conflicts
- Scheduling Work Items
- Shortcuts
- Subscribing to iCal
- Tasks
- Templates
- The Roadmap
- Understanding Work Policy Logic
- Working with Calendars
- Work Items Overview
- Work Item Module
- Work Plan 2.0
- Capacity Planning and Resource Management
- Financials
- Timesheets
- Timesheets Overview
- Timesheet Module
- Adding New Time Entries
- Timesheet Approvals
- Time Management - Best Practices
- Actuals Recognition Date
- AdaptiveWork Bot for Slack - Scheduling Options for Team Timesheet Reports
- Missing Timesheet Days API
- Pending Time
- Restorable Timesheets
- Setting Reportable Work Items
- Stopwatch
- Timesheet Reporting Enhancements
- Using AdaptiveWork Bot for Timesheet Management
- Strategic Planning
- More on AW modules
- Global Settings
- Email Notifications
- Enabling Global Setting 8.10
- Role-Based Financial Permissions
- Settings
- 'Manual' Progress Update Emails Setting for Projects
- Blocking File Types
- Change History
- Changing color of the icons in the navigation bar
- Configuring a Fiscal Calendar
- Contextual Menu for Work Plan
- Disable File Downloads in Profiles
- Dynamic Property Cards for Customer and Custom Object Entities
- Dynamic Property Card Layouts - Enhancements and General Availability
- Extensions
- Global Settings
- Instance Cloning
- InterAct Settings
- Layouts
- Packaging configurations and components for migration or backup
- Process Monitor
- Profiles
- Recycle Bin
- Settings Overview
- Subject Email Line
- System Settings
- Welcome to Modern Theme
- Whitelisting external IP addresses
- Setting Up Financial Planning (Admins)
- Configurations
- Configurations Overview
- Advanced Configuration Options
- Associate specific Case sub-items (i.e. requests, issues, risks, and bugs) as related items in discussion groups
- Business Rules
- Calculate Project Financials - A New Action for Custom Actions and Scheduled Workflow Rules
- Changes to Resource-related Relations/References in Configurations
- Configuration Best Practices
- Configuration Quotas
- Custom Actions
- Custom Fields
- Custom Objects
- Custom Objects - Icon Library
- Custom Objects - New Get Object By External ID Function for Referencing Custom Objects by External ID
- Custom Object Links Inherit Permissions from Related Items
- Custom Pages
- Custom Panels
- Data Model
- Data Objects
- Dependent picklists
- Excel Import for Data Objects
- Field Types
- Filtered Lookups for Custom Action Forms
- Formula Editor
- Matching Current User Fields in Filtered Lookup Filters
- Migrate & Deploy
- Multiple Rules for Lookup Filters, and field selection from Source, Target or User
- New Logical Formula Function for Comparing Duration and Currency Fields with Zero (0) or Null Values
- Overview Field - workflow & configuration support
- Permanently deleting related items when object's state changes
- Predefined Lookup Rules in Reference to Object Fields
- Relabel, Edit Descriptions and Tooltips of Standard Fields
- Relations Summary in Custom Field Data Type Description
- Rich Text custom fields
- Set or Update Time-phase Financial Data using Workflow Rules
- Support for Followers on Custom Objects
- Support for Variables in Outbound Call URLs for Workflow Rules and Custom Actions
- Text Field Enhancements
- Time Phase Custom Field Support
- Time Phase Data Configuration Support
- Reporting
- Currency Fields in Exported Excel Reports are now Currency Fields
- Currency Summary in View Mode (Multi-Currency)
- Financial Planning Report Examples
- Reporting Best Practices
- Reports, Functions, and Relation Tables
- AdaptiveWork Functions
- Common Functions
- Catch Function
- GetCustomActionUrl Function
- GetCustomPanelUrl Function
- GetDocumentFileName Function
- GetFileURL Function
- GetHiddenRuntimeParameter Function
- GetHyperLink Function
- GetModuleViewUrl Function
- GetNextCounterValue Function
- GetObjectUrl Function
- GetObjectViewUrl Function
- GetPreviousValue Function
- GetReportUrl Function
- GetRuntimeParameter Function
- GetSessionId Function
- GetSystemSetting Function
- GetWidgetHyperLinkWithPassword Function
- GetWidgetHyperLink Function
- HyperLink Function
- IsCustomActionAvailable Function
- IsIPAddressInRange Function
- NumberOfAvailableLicenses Function
- ParseHyperLink Function
- PermissionsRole Function
- Convert Functions
- Currency Functions
- Date Functions
- DateAddCalendarFixedPeriod Function
- DateAdd Function
- DateDiff Function
- DateSubtract Function
- DateTimeValue Function
- DateTime Function
- DateValue Function
- Date Function
- Days Function
- Day Function
- GetAssignedWorkingTime Function
- GetEndWorkday Function
- GetEstimatedDueDate Function
- GetStartOfFinancialPeriod Function
- GetStartWorkday Function
- GetSumOfTimesheetReportHoursForFixedPeriod Function
- GetSumOfTimesheetReportHoursForGivenPeriod Function
- GetTimeZone Function
- GetWorkingTimeForFixedPeriod Function
- GetWorkingTimeForGivenPeriod Function
- Hours Function
- IsResourceAvailableForFixedPeriod Function
- IsResourceAvailableForGivenPeriod Function
- Minutes Function
- Months Function
- Month Function
- Now Function
- OrganizationNow Function
- Seconds Function
- Today Function
- ToOrganizationalDateTime Function
- ToTimeZone Function
- Weeks Function
- Week Function
- Years Function
- Year Function
- Financial Planning Functions
- Logical Functions
- Case Function
- Contains Function
- HasOverloadedResources Function
- HasPotentialActualWork Function
- HasRole Function
- If Function
- In Function
- IsChanged Function
- IsChangeType Function
- IsEditable Function
- IsEmptyOrZero
- IsFinancial Function
- IsFollower Function
- IsFromTemplate Function
- IsLeaf Function
- IsManuallySet Function
- IsMemberOfGroup Function
- IsMemberOfProfile Function
- IsMemberOf Function
- IsNew Function
- IsNull Function
- IsTeamMember Function
- IsTriggeredBy Function
- Not Function
- Math Functions
- ObjectReference Functions
- Pickup Functions
- Resource Utilization Functions
- Text Functions
- Common Functions
- AdaptiveWork Relations
- AdaptiveWork Reports
- Functions for Task Assignment
- New Functions for Currency Type, Billing and Cost Rates
- New Standard Fiscal Year Summary Fields for Budgeted Cost / Expected Revenue
- AdaptiveWork Functions
- Reports & Dashboards
- Additional Resource Utilization Reports
- Bubble and Scatter Charts - Overlap Detections
- Creating and Using Reports
- Creating a Dashboard
- Crosstab Report Date Range Available in View Mode
- Cumulative Time-Series Line Charts
- Enhancement: Hiding Grand Totals in Crosstab Tables
- Enhancements: Dashboard filters in shared widgets, revert option
- Enhancements: Freeze Columns in Crosstabs, Disable Tables
- Enhancements: Grouping in Tables, Leading Columns in Crosstabs and more
- Enhancements for Bar and Horizontal Charts
- Export Reports with Split Duration Fields and Converted Unit Type
- Filters in Dashboards
- Financial Resources Data in Reports
- Formula-based Totals in Report Tables
- Getting Started with Reports
- Mixed Charts
- Multi-Currency Support in Reports
- Notice: Changes to Aggregating Capacity Time Phased Data In Reports
- Reports and Dashboards Overview
- Report Enhancements for Formula Columns
- Show Login History in Reports
- Standard Reports List
- Support for sorting by reference to object fields in charts
- System Performance Report
- Time-phased Resource Utilization and Financial Reports
- Use Financial Time Frames in Resource Utilization Reports
- Using Capacity Time-Phased Data in Reports
- Utilization Time-phased Fields
- Timephase Financial Data in Reports & Dashboards
- Using the Resource Utilization Report
- Hybrid Work
- Integrations
- Add-ins/Apps
- Action Items and Tasks Import App
- Data Loader
- Document Publisher
- Excel Add-in
- Portal Page
- Slide Publisher
- 01. Slide Publisher Introduction
- 02. Installing Slide Publisher
- 03. SSO for Slide Publisher
- 04. Building the Presentation
- 05. Program and Customer-centric Presentations
- 06. Enhanced Support for Portfolios and Runtime Filters on Current Customers
- 07. Report Filter Enhancements and Support for Shortcuts
- 08. Meeting Notes, Action Items, and Decisions in Slide Publisher
- 09. Uploading, Publishing, and Scheduling
- 10. Enhanced Scheduling Options
- zzz Archive Color Format in your Slide Publisher
- Extensions
- File Management
- Box Integration
- Google Files
- SharePoint Integration
- Create Folders in SharePoint and Link to AdaptiveWork Work Items
- Define Default SharePoint Folder for Programs and Projects
- SharePoint - Default Integration Path for Cases, Related Files in Discussions Inherit the Default Integration Path
- SharePoint - Default Integration Path for Related Files
- SharePoint Bi-directional folder sync.
- SharePoint Online - Creating a New Folder from a Template Folder
- SharePoint Online - Managing Content
- SharePoint Online - Setting Up the Integration
- SharePoint Site Collection Paths per Customer
- SharePoint Support for Site Collections as Default Paths, Uploading Files via Customizations
- Support for Multi-User Access to SharePoint via a Single Organization Account
- SSO and User Provisioning
- Active Directory User Sync v2
- Authentication With Identity Providers (SSO)
- Automatic Allocation of Requestor Licenses to New or Suspended Users via SSO Login
- Cloud-Based User Provisioning with Microsoft Azure Active Directory
- Cloud-Based User Provisioning with OKTA
- Cloud-Based User Provisioning with OneLogin
- User Provisioning with On-Premise Active Directory
- Add-ins/Apps
- AdaptiveWork Mobile
- API
- Add and Remove Calendar Exceptions via Web Service API
- API Extraction of Deleted Time-phased Data
- API Keys Support
- API support for Project Assignment
- Overview field support in API - Predictable external ID
- REST API Guide Version 2
- Support for Number of Customers in API
- Upsert Feature in API
- Web Service API Guide Version 2
- Video Library
- Video Tutorials
- 1.Foundation Overview
- AdaptiveWork Orientation - Getting Started
- Administration Part 1: Global and System Settings
- Administration Part 2: User Management
- Administration Part 3: View Management
- Administration Part 4: Profile Management
- AdaptiveWork Basics of Data Modeling
- Basic Project Budgeting
- Capacity Planning - Getting Set Up
- Capacity Planning - Staffing Request
- Creating a Project
- Custom Objects
- Data Loader - Advanced Topics
- Data Loader - Introduction and Essentials
- How to Create and Edit a Template
- How to Use Slide Publisher
- Import and Export Using Microsoft Project
- Import and Export Workplan List View
- Managing Resources Using the Capacity Planning Module
- New Project From a Template
- Project Mgmt 101: Part 1 Building Projects and Templates
- Project Mgmt 101: Part 2 Planning, Staffing, and Activation
- Project Mgmt 101: Part 3 Project Execution and Reporting Progress and Time
- Project Mgmt 101: Part 4 Basic Case Management
- Project Scheduling
- Project Scheduling with Dependencies
- Reporting Basics
- Reports and Analysis: Intro to Data Model, Reports, and Dashboards
- Resource Management
- Slide Publisher Introduction and Installation
- Slide Publisher Presentation Building and Formatting
- Slide Publisher Program Portfolio and Customer Presentation
- Slide Publisher Reports and Charts
- Slide Publisher Uploading and Publishing
- Time-Phased Reporting
- Time Tracking
- Understanding Project Roles
- Views - Overview
- Work Policy Tutorial
- Virtual Training
- Virtual Training FAQ's
- Video Tutorials
- Best Practices
- Tips and Tricks
This page describes creating a project and includes the following sections:
Jump to:
- Getting Started
- The Roadmap
- The Work Plan
- Working with Files
- Discussions
- Expense Sheets
- Sharing Projects
- Using Templates
Getting Started
There are plenty of ways to create a Project inAdaptiveWork. One of the quickest ways is to:
- In the Template field, click to select a template. (Optional).
Learn more about templates.
- In the Project Manager field, click to select a project manager (other than the default project manager).
- In the Constraint Type field, click to define the project constraint type .
- Click the Start Date field to define the project's start date.
- Click the Due Date field to define the project's due date.
- Click Save.
After creating your Project, you can open it in full view and use the different modules, such as Work Plan, Roadmap, etc. to manage the Project.
About Programs and Portfolios
When working with multiple Projects, you may want to use a Portfolio or Program to manage grouped Projects.
To learn about Programs and when to use them, click here. Continue reading about Portfolios:
A portfolio can be either a collection of active projects or a collection of shortcuts creating a portfolio overview.
- The portfolio parent (if any) can only be another portfolio and not a project
- Portfolios can only have projects directly under it, it cannot be the direct parent of Tasks and Milestones
- Dependencies cannot be linked to Portfolios
- Can have portfolio only under other portfolio.
To change a project to a portfolio:
- Ensure that the Project only has sub-projects
- Ensure that the parent Project (if any) is set as a Portfolio
- Ensure that the Project doesn't have any dependency links
- Ensure that the Project is not a shortcut in another Work Item
The Roadmap
Open the Project to view all its details. The first thing you may notice in the view is the Roadmap.
AdaptiveWork's Project Roadmap feature provides a birds-eye view of a project (and any sub-projects) and enables viewing the health and progress of each major phase or deliverable (called project milestones ) on a timeline.
The Roadmap is populated automatically as milestones are added to a project.
The Work Plan
The Work Plan or WBS (Work Breakdown Structure) enables access to your current project's structured plan of sub-projects, milestones and tasks, from where you can manage and track work items and their details, hierarchy and actuals using time tracking and progress updates of your work items.
Adding a new work item to the project is achieved by selecting the project, clicking Add on the Common ribbon and selecting the relevant work item from the drop-down menu.
Work Plan Items
In the Work Plan, you will add the various Work Item, explained briefly below.
Milestones
A AdaptiveWork milestone can either be used as a gateway or as a hammock:
- A gateway milestone is basically a point of time in which the content of delivery is moved from one phase to another.
'At this point the project moves from one phase to the next.' Completion is represented by either an approval or a rejection of the gateway. - A hammock milestone represents a major deliverable which can be dependent on external dates for both its start and finish points, with dates normally derived from the sub-tasks, and is generally used to represent a project phase.
To create a hammock milestone, simply add sub-tasks to your milestone. The milestone start, end and overall duration periods are automatically set based on the sub-tasks. Additionally, the milestone's progress is aggregated from the tasks within.
(as displayed in the Work Plan shown above). Milestones can not have sub-milestones.
Tasks
In AdaptiveWork, a project manager or other manager may create tasks under any project work item. A task can be further detailed into other sub-tasks. At this point, the parent task becomes a container, also known as a hammock, and behaves like a milestone, summing up effort, duration and financial values from the sub-tasks below.
A task can be redefined and given a different hierarchy to suit project changes, by redefining the task as the child or parent of any task or milestone.
Sub-Projects
There are probably many different project types running in your organization. Some of them may be simple work plans with just a few milestones and tasks while others may encompass several sub-projects each of which represents a different point of your project.
Adding sub-projects into your current project is simple and you can even choose to add an existing project.
Sub-project scheduling and financial information is, of course, aggregated up into your main project automatically.
Finally, if you have sub-projects within your current project you can easily view them all on the Roadmap by clicking the Show All button on the Roadmap ribbon.
Shortcuts
The shortcut option enables you to select an existing work item from any other draft or active project running within your organization. Shortcuts are a great way to reference external work items by enabling you to create inter-project dependencies or to enable external impacting within your current project.
You can add a shortcut to any level of your project, and shortcuted milestones will even appear in your Roadmap. Another great usage for shortcuts is for the creation of project portfolios.
When creating a project portfolio, simply select the shortcut option from the drop-down menu and search for the relevant projects you’d like to link in and select them.
Note: Project settings define whether or not shortcuts affect project progress, effort calculations, finances or neither. To access the settings, open the Properties card and locate the Schedule Settings and Finance Settings.
Hierarchy
Setting up a project hierarchy is the first step to creating a project in AdaptiveWork.
Decide on your milestones (major goal points/deliverables/phases), determine what tasks need to be added to hammock milestones and decide on which gateway points you will be using for your workflow.
Delegating Management of parts of a Project
There are many projects which may require sub-projects or milestones to be managed by other people than the project manager such as team leads.
Changing the work item owner simply requires you to select the 'Owner' column of a specific work item and editing the Owner name. Once you select a different owner for a work item, the new owner is able to plan their part of the project, set dates and assign resources (if they are to delegate the work to others). Work Item Owners also have the ability to manage all sub-items below the item they are owner of.
After setting up your project hierarchy, the next step is to establish dependencies.
Basically, dependencies are work items that are either predecessors or dependent upon others.
The four kinds of dependencies with respect to ordering work items are:
- Finish to Start (FS)
- Finish to Finish (FF)
- Start to Start (SS)
- Start to Finish (SF)
All four may be used within your project to determine the schedule plan of what your project work flow will be.
The Duration of a work item represents the time span between the start date and the end date.
You can choose to either work with a manually set start and due date or simply input the overall duration.
When you manually set Start and Due dates for a work item, automatic date rescheduling based on dependencies & lags will not be applied. So if you are looking to automatically schedule your project based on work estimates and resource availability, it is recommended to set task and milestone Duration.
Setting a task duration will automatically sets the start and due dates based off of the project start or due date as well as any dependent work items.
It is also important to distinguish between the overall 'Work' planned effort estimate for a work item and the 'Duration' which the timeframe allotted to perform the work. You can set either or both of these fielsd.
It is highly recommended that you switch to your 'Scheduling' view to easily access the 'Work' field of each individual task.
The Work column notifies of how much effort (in man-hours / person-hours) needs to be put into a work item during the established 'duration'.
For example: a task may have a duration of 1 month, but during that 1 month, only 4 days of effort needs to be completed in order to complete the task. To input the duration and/or work for a given work item, simply type in the number and then h for hours, d for days, w for weeks, m for months and cd , cw , cm for calendar days, weeks and months respectively.
Shifting Staffing Requests and Project Assignments
Plans change and as a result project dates move.
You can move project assignments and staffing requests in the project using the Shift Dates button that appears in the Project Assignment and Staffing Request panels. This is especially useful when changing the Project's start date.
Click here to learn more.
Resources
Now that the overall plan for the project is completed, it’s time for the most important part: Assigning resources.
Resource assignment can be done in several ways in AdaptiveWork. Before assigning a resource to a work item, you need to ensure your users are in AdaptiveWork. If not send them invitations to join AdaptiveWork.
One easy method to assign resources is simply to click the Resource column field in a grid . Clicking the resource's icon displays
the resource's current availability for this period, enabling you to see if the resource is overloaded for the work item period.
Another simple method for assigning resources can be achieved when working in a team-centric view and incorporating the AdaptiveWork Team Panel.
Activation
AdaptiveWork projects and work items have five defined states which can be set by project managers and work item managers (but not by resources or reviewers).
- Draft – The planning stage. Scoping out project work, budget and resourcing.
- Active - When your project is ready to start. It is fully scoped, fully resourced and is ready to begin execution,
it does not matter if it has not reached its targeted start date. Tasks and milestones may have dependencies on
predecessor tasks and milestones, so whilst a task may be active it may not yet be executable. - On Hold - if a project or individual work item has stalled for some reason, such as the customer postpones a decision,
budget is exhausted, project sponsor drops support. - Canceled – the project or individual work item will not be executed.
- Completed – No further work is planned.
You can work with both Active and Draft work items in the same project. In fact, there may be a few items within your project
that are On Hold or even Canceled.
Baselines
Create Work Plan baselines to compare actual scheduling and financial parameters with planned or expected data on Work Items and resources. The available baseline fields display baseline values and variance values for start and due dates, work, and costs.
You can also see the baseline in the roadmap, and use baseline fields in reports.
To save a current Work Plan as a baseline:
- In the Work Plan, select the Project line in the grid. Open the Utilities tab, and click Save as Baseline.
All Work Items under the selected Project will be saved in the baseline. So while you must save the baseline at the Project level, you will be able to see baseline and baseline variance data for Work Items (Milestones, Tasks, etc.) under the Project.
To view the baseline values and variances, add them to the Work Plan columns or search for them in the Property Card.
Note: The baseline variance is calculated as the baseline value less the current value. In the example below, the baseline is 16 hours less the current value of 40h, equals -24h. This is the inverse value used in MS Project, which would display 24h.
Note: You can also view baseline data on the resource link. Click here to read more.
Baseline Apps in the Apps Marketplace
Baseline Versions
Every time you save the Baseline, the new baseline overrides the previous baseline.
If you need to review and compare data between multiple baselines, you can use the Baseline Versions app to create multiple baseline versions and and review the data in a data table, in its own panel in the Project view.
Auto-Baseline
The Auto-Baseline app automatically sets a baseline when activating a Draft project, so the Project Manager does not need to manually set a new baseline once the Project plan is finalized. On creating the baseline, a notification post is added in the Project’s Discussion thread.
Enhanced Contextual (Right-Click) Menu in the Work Plan
Access frequently-used actions, usually accessible from the Common, Custom Actions, and Add Related menus.
The menu is also customizable per Profile.
Click here to learn more about configuring the contextual menu.
Expand or Collapse the Ribbon
Save vertical real estate, and reduce menu overload.
And once minimized, use the new right-click options instead of the ribbon options.
Working with Files
AdaptiveWork enables uploading supported file types of up to 25MB to a work item. You also have the ability to upload and utilize Google Docs and Box to a work item.
Discussions
AdaptiveWork discussions are an effective method for inputting additional knowledge and/or sharing data and exchanging ideas on work items.
You can create new discussions and participate in existing discussions, including discussions on all items (such as work items, cases, files and more).
Expense Sheets
Expenses are your expenditures linked to work activities, letting you keep track of project-related expenses or general expenses. Expenses can be easily associated to project activities, which in turn automatically calculates the related work item’s actual cost and revenue base. The billable expenses are included into the project’s revenue.
Sharing Projects
Projects can be shared easily with users using links and widgets.
Links can be shared only with licensed users because AdaptiveWork permissions are necessary to view information.
Widgets are read-only, so that real-time information can be shared with licensed and unlicensed users without AdaptiveWork permissions.
Using Templates
This page describes creating new projects using templates and includes the following sections :
Using templates to provide the basic framework for creating new projects from a previously built project saved in the system or from a project imported from MS-Project saves you time. All fields and data are maintained when a project is saved as a template. When creating the new project, the template properties define the configuration and planning of the project's overall architecture and strategy for achieving deliverables. The template may include user assignments and related items, such as milestones, tasks, and files.
Creating a New Project Using a Template
- Please read ' Before Getting Started ' and Steps 1 through 3 of 'Getting Started'.
Figure 1: Add New Project Pop-up Window
Layouts for defining new items can be configured to display information and/or fields as pop-up windows or as inline editors by your organization's Admin user, via Layout Settings.
- In the Template field, click the 3-dot menu.
The Select Template find window opens listing the organizational templates (DEFAULT ).
- Click to change the list to AdaptiveWork 'out of the box' templates.
Figure 3: Select Which Templates
- Click or to page the window .
Sort columns , define column sets and/or define search filters.
Figure 4: Filters
- Select a template.
- Uncheck the item type properties not to be included in the new project.
- From the Include list, select which related items to include from the template. Select one or more of the options: milestones, tasks, sub-projects, files, notes, resources, resource planning, NLR, NLR with time-phased data, and permissions.
NOTE
NLR stands for Non-labor Resource. Selecting NLR will only include non-labor resources linked in the template. Selecting NLR with time-phased data will also include data from time-phased financial fields tied to non-labor resources in the template.
- Click OK.
The Add New Project pop-up window or in-line editor loads with the selected template properties.
Figure 5: Add New Template Project
- Click Save.
The new project opens in Item Detail view.