New User Experience: Project Tasks, Phases, and Milestones

You can break work down into phases, milestones, tasks, and to-do items. You can update task status in a list or drag-and-drop task cards on a board.
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You can break work down into phases, milestones, tasks, and to-do items. You can update task status in a list or drag-and-drop task cards on a board.
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Create Project Phases
The Work Breakdown Structure (WBS) for a project includes phases at the topmost-level. A phase groups related tasks and milestones under it and displays the aggregated actuals and ETC for the tasks.
  • If the project start date is later than the phase start date, the application enforces an adjustment. The project start date is updated to match the phase start date. 
  • If the project finish date is earlier than the phase finish date, the application enforces a similar adjustment. the project finish date is updated to match the phase finish date. 
  • You cannot delete a phase with tasks or milestones under it. 
  • You can convert a phase to a task or a milestone by changing its type in the phase details. You cannot convert a phase if it has child tasks.
Follow these steps:
  1. Open a project and click
    Tasks
    .
  2. Click
    List View
    .
  3. Click 
    NEW TASK
    .
  4. Enter a name for the phase and click
    Add
    .
    The new task phase is added at the top of the hierarchy. 
  5. Click the task.
    The side panel opens.
  6. Click
    Details
    .
    1. Enter the start and finish dates.
    2. Change the
      Type
      from
      Task
      to
      Phase
      .
  7. To drag-and-drop the phase, set the task filter to
    All Tasks
    . Board View always supports drag-and-drop. List View allows drag-and-drop only when all tasks appear. This condition protects users from making changes in a filtered view without all the required task data.
To delete a project phase, delete all child tasks and milestones under the phase.
Create Project Milestones
Milestones help you track and measure the project progress. For example, in the eCommerce Portal project, you can create a planning phase. You can break the phase down to include planning tasks such as 
define resource plan
identify infrastructure requirements
, and 
identify storage requirements
. You can also include a milestone task such as
 planning phase gate complete
. The milestone is complete when all the tasks in the planning phase are completed. The following image shows some design phase tasks and a milestone for a sample project:
The image shows some design phase tasks and a milestone for a sample project.
  • The method for creating a milestone is the same as for tasks and phases. The new milestone is reflected with a diamond in the task hierarchy. In the Details panel, change the 
    Type
     from 
    Task
     to 
    Milestone
    .
  • You can convert a milestone to a task or a phase by changing its type in the milestone details. If a milestone is associated to a phase, you cannot convert the milestone to a phase.
  • To mark a milestone as complete, change the status to Completed in the grid or in the Details.
  • You can drag-and-drop tasks and milestones in the same phase or from one phase to another. The ETC, total effort, and actuals on the target phase are updated. 
    • If the task that you are moving has a start date that is earlier than the target phase start date, the target phase start date is updated to match the task start date. 
    • If the task has a finish date that is later than the target phase finish date, the target phase finish date is updated to match the task finish date.
Create Project Tasks
Project tasks identify the work that is required to complete a project. For example, you may have a project to build credit card security improvements for a mobile app. The tasks for this project include the initiation, planning, design, construction, deployment and quality, and closing phases.
Tasks have a start date, an end date, and a period in between when the work is performed. Project managers typically assign team members to tasks and set milestones to measure their progress. As team members update their tasks, they can record their time on their timesheets.
A two-level task hierarchy is supported. If your task list includes task hierarchies with greater than two-levels, then you can only edit the leaf level (lowest-level) tasks. Also, you cannot drag-and-drop tasks in a task hierarchy with greater than two levels. The task list is flattened to support the top-most level task or phase and the leaf-level tasks underneath it.
The following characteristics apply to tasks:
  • You can assign only labor resources as team members to tasks.
  • You cannot change the start date for a task with posted actuals.
  • You can convert a task to a phase or a milestone by changing its type in the task details. You cannot convert a task containing posted actuals or assignments. 
  • If a task is associated to a phase, you cannot convert the task to a phase.
  • You cannot delete a task if the task has posted actuals.
  • Marking a task as completed sets the ETC to zero (0) and the Percent Complete to 100%.
  • To delete a task, navigate to the Details page of the task and click DELETE TASK, as displayed in the following image:
    image2017-8-18 10:41:44.png
If the task start or finish date falls on a weekend, the date in the task and the matching phase is automatically updated to the closest matching weekday.
Follow these steps:
  1. Navigate to the phase where you want to add a task.
  2. Hover over and click a task name to start inline insert mode. Press Enter to create a task row below the current task.
    To quit inline insert mode, click away from the field or press Escape.
  3. Enter a name for the task and press Enter or click Add. If desired, drag-and-drop the task to a new location in the phase or under a different phase.
  4. To add a task at the root level, click +Task at the top of the page.
  5. Under Team, click +Member to assign a project team member to the task.
    The newly assigned team member is added under Team and also appears next to the task in the task hierarchy. If the new team member replaces a specific project role, you can remove the role from the task.
  6. Under Details, complete the task details. The following properties require an explanation:
    • Estimate To Complete 
      Defines the total remaining work for the task in resource hours (total hours - actuals). The initial value is automatically populated based on the availability and allocation of the resources (assignees) that are involved. You can overwrite the default ETC value at any time. If you change the value at the task level, the associated assignments are also updated (excluding any assignments with actuals and an ETC of zero (0.0) since no further ETC is expected in this scenario). All ETC from all tasks is aggregated at the phase level. Before you can enter an ETC value, create an assignment for the task. Assignment-level ETC updates are not supported.
    • Percent Complete
      . Defines an estimate that is expressed as a percent of the amount of work that has been completed on a task. You can edit the percent complete value provided the % Complete Calculation field is set to Manual in the project settings in Classic 
      Clarity PPM
      . See Set up a Project for more details on the setting.
Drag-and-Drop Task Cards on a Task Board
By default, the project tasks appear in a list view on the Tasks page. Click Board View next to List View on the top right of the page to view the task board. In the Board View, the tasks appear as cards organized into columns. Use the task board to group and visualize work, especially across a life cycle or among a team within a project.
Each task card displays the following details if the details exist:
  • Task Name
  • Associated phase name
  • Milestone
  • Finish date
  • To-dos
  • Conversations
  • Task owner
When you have an existing project that is yet to use the task board, you see an Incoming column that displays all tasks as new tasks. After you drag all of these tasks to the other columns, the Incoming column goes away. As you add new tasks, the Incoming column reappears listing the tasks.
You can edit a task or delete it (provided no actuals exist) from the task board. You can also mark a task as complete. Also, you can rename the columns in the board view using the actions menu for the column. The renamed columns apply to the specific project only, not all projects. The task view that you select persists across your projects and login sessions.
20170815-TASK-BOARD-02.jpg
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Navigate
: In the Main menu, click Projects. Open a project and click Tasks.
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Board View
: Switch from List View to Board View. As a reminder, you can also open the tasks in a Gantt view or optional integrated scheduler directly from this page.
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Task Filter
: To refresh the board with all task types or only a subset of tasks (for example, open tasks or milestones), specify a task filter.
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New Tasks
: Click NEW TASK in a column. Enter the task name, finish date, owner, and banner color.
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Columns
: You can insert a new column, rename a column, or delete a column (except the Incoming column or a column with at least one task in it).
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Drag-and-Drop Tasks
: Instantly update your status. In this example, a user has dragged their task from the Planned column to the In Progress column. The project manager and team are now aware of the latest status of all project tasks.
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Edit Tasks
: To apply quick edits to a task, click Edit. Hover your mouse or input device over a task to view its phase and other options. You can also mark the task complete or delete the task (unless it has actuals).
View Task Information in the Side Panel
You can also click specific parts of a task card to view the corresponding tab in the side panel (
fly-out
). The following image shows an example:
20170823-TASK-TO-SIDE-PANEL-01.png
The panel remains open until you close it, navigate to a different page, or delete a task.
The following table provides more examples:
On a Task Card...
...Click This:
...To Open This:
Finish Date
Details
Task Owner avatar
Details
To-Do item indicator
To Do
Conversation bubble
Conversations
Anywhere else on the card
Conversations
Assign Project Tasks to Team Members
As project manager or a team member, you can provide a task estimate by creating the task, updating the task status, and assigning team members to the task. Based on the Assignment Pool value, project managers can control if they can add users from the resource pool which automatically adds the users to the project team. Team members can only assign team members that are already on the project team to a task.
Follow these steps:
  1. Select a project task.
  2. In the Team section, click +Member.
: You cannot remove a team member from a task if they have posted actuals.
Add To-Do Items in a To-Do List
Create To Do items for a phase, a milestone, or a task to capture additional notes, risks, or issues. You can also use a To Do list to further qualify the phase, milestone, o task. For example, the "Plan Database Upgrade" task can include the following To Do items:
  • Receive Management Approval
  • Schedule DBA Resource
The following characteristics apply To Do lists:
  • The status of the To Do list items do not affect the task status.
  • There is no due date for the To Do items.
  • The same text length applies to the To Do items as the task.
  • You can create a maximum of 25 To Do items for a task.
Follow these steps:
  1. In the task hierarchy, select the phase, milestone, or task for which you want to create a To Do list and click To Do.
  2. In the Open list box, click To Do (button with plus icon) or start typing in the empty text box.
As you check off open to do items, they move to the Completed list.
 
To edit a To Do item that is already completed, uncheck the item in the Completed list to move it to the Open list.