Edit Project Tasks

You can edit project tasks in the Work Breakdown Structure (WBS), the Gantt Chart (including task duration), set the default earned value options, and set time tracking at the task level.
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You can edit project tasks in the Work Breakdown Structure (WBS), the Gantt Chart (including task duration), set the default earned value options, and set time tracking at the task level.
Edit Tasks in the Work Breakdown Structure
You can edit tasks directly in the work breakdown structure (WBS) in the Gantt view. You can edit subproject tasks by expanding the subproject in the WBS and clicking the task, which opens the Gantt view for the subproject.
You can delete tasks and milestones from the WBS. When you delete a task or milestone:
  • The resource assignment is removed.
  • If the task is a summary task, its detail tasks are not deleted, which can affect the schedule of the detail task.
If a task has a resource assignment with posted actuals, you cannot delete the task. Instead, the task is placed in a deleted tasks phase. The estimates for the task are set to zero and its status is set to "Complete."
You can delete tasks as long as they are not associated with the following:
  • Unposted transactions
  • Posted assignments actuals
Follow these steps:
  1. Open the project.
  2. Open the Tasks menu and click Gantt.
    The Gantt view appears.
  3. Edit the following fields in the WBS:
    • Task
      Defines the name of the task. The value for the field is derived from the Name field on the Task Properties page. On list pages or in portlets, displays the name of the task.
      Limit:
       150 characters
    • Start
      Defines the date to start the task assignment for a resource. The list pages or portlets display the start date.
      Default:
      Task start date
      Define the assignment to start on or after the task start date. If an assignment has actuals, the field is read-only.
    • Finish
      Defines the date to complete the task assignment for a resource. The list pages and portlets display this completion date.
      Default:
      Task completion date
      Define the assignment to finish on or before the task completion date.
    • % Complete
      Defines the percent of work that has been completed when the task is partially completed.
      Values:
      • Zero. The task is not started.
      • 1 through 99. The task has ETC or actuals posted and the task is not started.
      • 100. The task is complete.
      Default:
      0
    • Assigned Resources
      Defines the name of the resource assigned to the task.
      Required
      : No
Edit Tasks in the Gantt Chart
You can edit the start and finish dates for an existing task in the Gantt chart. To edit, use the Gantt view by dragging the beginning, middle, or end of a taskbar. Drag the middle of the taskbar left or right to change the start and finish dates. Or, drag the shaded beginning or end of the taskbar to the desired location.
If a task has actuals posted against it, you cannot change the start date by dragging.
As you drag a taskbar, the effective date appears above the mouse pointer. If you change a value, a red triangle displays in the upper left area of the field in the WBS and the Gantt chart. On saving the changes, the red triangle is cleared.
Edit Task Properties
You can open the task and edit its properties. The task properties include the general properties, the earned value options, the date constraints, task relationships, and resource assignments.
A locked task cannot be edited. Click Unlock to unlock the task and enable editing.
Follow these steps:
  1. Open the project and click Tasks.
  2. Click the name of the task.
  3. Edit the task fields. The following fields require explanation:
    • Start
      Defines the date to start the task assignment for a resource. The list pages or portlets display the start date.
      Default:
      Task start date
      Define the assignment to start on or after the task start date. If an assignment has actuals, the field is read-only.
    • Finish
      Defines the date to complete the task assignment for a resource. The list pages and portlets display this completion date.
      Default:
      Task completion date
      Define the assignment to finish on or before the task completion date.
    • Status
      Displays the status of the task based on the value of % Complete. This field is automatically calculated and updated based on the task % Complete value.
      Values:
      • Completed. Indicates that the ETC task is zero and the percentage completed is 100.
      • Not Started. Indicates that actuals are not posted and the percentage completed is zero.
      • Started. Displays when a resource posts actuals to the task assignment. The percentage completed on the task is more than zero and less than 100.
      Default:
      Not Started
    • % Complete
      Defines the percent of work that has been completed when the task is partially completed.
      Values:
      • Zero. The task is not started.
      • 1 through 99. The task has ETC or actuals posted and the task is not started.
      • 100. The task is complete.
      Default:
      0
    • Guidelines
      Defines the file path and file name for the guidelines your organization follows for this task.
      Example:
      \\CA Clarity PPM\Guidelines\Project\Plan.doc.
    • Charge Code
      Defines the charge code for the task. Task-level charge codes supersede project-level charge codes where both are specified.
    • Must Start On
      Defines the date on which the task is required to start. This date is used as a date constraint during autoscheduling.
    • Must Finish On
      Defines the date on which the task is required to finish. This date is used as a constraint during autoscheduling.
    • Start No Earlier Than
      Defines the earliest possible start date for a task. This date is used as a constraint during autoscheduling.
    • Start No Later Than
      Defines the latest possible start date for the task. This date is used as a constraint during autoscheduling.
    • Finish No Earlier Than
      Defines the earliest possible finish date for a task. This date is used as a constraint during autoscheduling.
    • Finish No Later Than
      Defines the latest possible finish date for a task. This date is used as a constraint during autoscheduling.
    • Exclude from Autoscheduling
      Specifies excluding the dates for this task during the auto-scheduling process.
      Default:
      Cleared
      Required:
      No
      This field works with the
      Schedule Assignments on Excluded Tasks
      field on the auto-schedule page. Suppose, you exclude the task from auto-scheduling. But you specify allowing changes to excluded task resource assignment dates during auto-scheduling. The auto-schedule process changes the task resource assignment dates, while remaining within the start and finish dates for the task.
  4. Save the changes.
Edit Task Duration in the Gantt Chart
The task duration on the Gantt view represents the number of working days between the Start date and Finish date of a task. The duration is auto calculated based on the task Start and Finish dates after you save. You can edit the task duration on the Gantt view. This ability helps project managers to schedule tasks that are based on the task duration and not only the task start and finish dates.
The following table shows the interactive changes that you see when you edit the task attributes on the Gantt view:
Field Edited
Result
Task Duration
The task Finish Date and the Gantt bar change.
Task Finish Date
The task Duration changes.
Task Start Date
The task Finish Date changes without impacting the task duration.
You cannot edit the task duration in the following cases:
  • When the task is a Milestone or a Summary Task.
  • Timesheet is already submitted for that period.
The Gantt bar on the Gantt view represents a task schedule, that is, the Start date and Finish date. The task duration changes on modifying the Gantt bar on the Time Scale. The duration changes only if you configure the Gantt bar to display the task schedule. If the Gantt bar is configured to display other attributes, modifying the Gantt bar does not change the task duration.
After you install or upgrade to release 13.3, the Allow Grid Editing check box appears as selected by default for all the task views. If the PMO Accelerator is installed, perform the following steps after upgrade:
Follow these steps:
  1. Open Administration, and from Studio, click Add-Ins.
  2. Click Accelerator: Program Management Office.
  3. Search for Gantt List View in the list.
  4. Select the check box and click Apply.
    The status changes from Upgrade Ready to Installed and the Allow Grid Editing check box is selected.
    You can edit the task duration only in the Gantt view even if this check box is selected for a non-Gantt view.
The following table explains the behavior on changing the task duration to a decimal value. For example, change the task duration to 1.2, 1.35, or 1.99.
Application
Behavior
Clarity PPM
The task Duration is rounded off to 1, 1, or 2.
The task Finish Date increments or decrements accordingly.
Microsoft Project
No changes to the task Duration. The values are 1.2, 1.35, or 1.99.
The task Finish Date moves to the next working day.
The task Start, Finish, and Duration do not change on saving the project back to 
Clarity PPM
. The same values are saved back to the product, provided the Duration field in is configured to display the decimal values. That is, 1.2, 1.35, or 1.99 respectively.
Open Workbench
The task Duration is rounded off to 1, 1, or 2.
The task Finish Date increments or decrements accordingly.
The task Start, Finish, and Duration do not change on saving the project back to
Clarity PPM
. The same values are saved back to the product, that is, 1, 1, or 2 respectively.
The duration is calculated based on the base calendar. Any exceptions in the base calendar automatically affect the duration value.
Set the Default Earned Value Options for Tasks
Task-level earned value fields are available. But the Earned Value section does not display by default on the task properties page. The Earned Value section includes the earned value (EV) fields. Configure the page to include the section and the fields, or let the
Clarity PPM
 administrator use Studio to add globally to the page.
Suppose, your company uses an earned value (EV) management methodology for measuring project performance. Use the following fields to override the task default EV calculation method and to override the Budgeted Cost of Work Performed (BCWP) value manually.
Follow these steps:
  1. Open the project and click Tasks.
  2. Click the name of the task to edit.
  3. In the Earned Value section, complete the following fields:
    • EV Calculation Method
      Defines the default earned value (EV) calculation method that is used when calculating EV. This method sets the default if you have not selected an EV calculation method for the task.
      Values:
      Percent Complete, 0/100, 50/50, Level of Effort, Weighted Milestones, Milestone Percent Complete (PC), and Apportioned Effort (AE)
      Default:
      Percent Complete
    • BCWP Override
      Defines the Budgeted Cost of Work Performed (BCWP). The value overrides the system-calculated BCWP and is used for all earned value metrics that are based on BCWP. If you use an earned value calculation method, such as Weighted Milestones, Milestone Percent Complete (PC), and Apportioned Effort (AE), enter the BCWP value manually.
      Best Practices:
      Enter a value in this field only if you are tracking and calculating earned value in an external system. Also, if you are not using
      Clarity PPM
       to calculate earned value.
    • BCWP
      Displays the system-calculated value of Budgeted Cost of Work Performed (BCWP). The value is calculated and recorded when you baseline a project, or when you update earned value totals. BCWP is also referred to as the earned value (EV). BCWP represents the amount of the budgeted cost (BAC) completed based on performance as measured using the Task EV Calculation method.
      Calculations are made based on the level at which the calculation is made. BCWP is calculated at the following levels:
      • Task. BCWP is based on the selected EV calculation method.
      • Project. BCWP is the sum of BCWP for all WBS Level 1 tasks in the project.
      Current Baseline Required:
      Yes
    • Earned Value Last Updated
      Displays the date that the earned value was last updated.
  4. Save the changes.
Set Time Tracking at the Task Level
As a project manager you can switch a task as being either open or closed to time tracking. The project team members can only add the tasks to their timesheets which are open for time tracking. They cannot accidentally place hours on tasks which should not have actual hours applied against them. Applying errant actuals to a task can lead to a task start or finish date shifting. The project end date can also shift if the task is on the critical path.
Closing a task off from time tracking is useful in the following cases:
  • The project is multi-phased and you do not want resources to accidentally track time to future work.
  • You complete a task and need to prevent further time tracked to it.
  • You can set the Open For Time Entry setting on any editable view that includes task properties. The default value for this setting is used when you create the task. After the task is created, you can edit the default value.
Follow these steps:
  1. From the task properties menu click Settings to edit the field on the settings page.
  2. Add the Open for Time Entry field to any editable task page layout using the Configure option.