New User Experience: Project Phases, Milestones, Tasks, and To-Do Items

 
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You can manage project tasks and to-do items in a traditional task list or take advantage of the new grid and board layouts.
 This online help page is primarily for people working on tasks inside a project. To update tasks spanning multiple projects, or for team members working on tasks and to-do items without a need to work inside a project, use the Multi-Project Tasks page or the My Tasks page. See New User Experience: Track Tasks and To-Do Items.
 
HID_newux_project_tasks
Where Would You Like to Manage Your Project Tasks?
You can update task status in a traditional work breakdown list (TASK LIST) or use a different page (TASKS) with a dynamic task grid and a multi-purpose task board where you can drag-and-drop tasks as cards in columns or swim lanes.
Both options provide modern convenience and productivity features including conversations, to-do items, and essential details.
"I want a traditional WBS where I can break work down into phases, milestones, tasks, and to-do items."
"I want a configurable grid layout and the convenience of a Kanban-inspired drag-and-drop task board."
 
image2019-5-6_9-59-15.png
 
 
image2019-5-6_10-0-12.png
 
 
 
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4
 
 
 
 
3
 
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Create Project Phases or Milestones
The work breakdown structure (WBS) for a project includes phases, milestones, and tasks.
  •  
    Phases
    : You can group related tasks and milestones under a common phase in the project lifecycle. For example, create a planning phase followed by a design phase. You can break the planning phase down into planning tasks such as 
    define resource plan
    identify infrastructure requirements
    , and 
    identify storage requirements
    . Phases show their aggregated actuals and ETC for their child tasks.
  •  
    Milestones
    : Milestones help you track and measure progress. For example, add a milestone named
     planning phase gate complete
    . The milestone is complete only when all the tasks in the planning phase are completed.
 
Follow these steps:
 
  1. Open a project and click 
    TASK LIST
    .
  2. Click 
    NEW TASK
    .
  3. Enter a name for the phase and click 
    Add 
    (or press 
    ENTER
    ).
    The new project phase or milestone is added at the top of the hierarchy and the Details panel appears. 
     As a future shortcut, select any phase, milestone, or task in the list and click the 
    Details
     tab.
  4. On the 
    Details
     tab, enter the start and finish dates.
    • 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.
  5. Change the 
    Type
     from 
    Task
     to 
    Phase
     or 
    Milestone
    .
  6. To drag-and-drop a phase, milestone, or task, clear any filters to protect users from making changes in a filtered view without all the required task data.
Milestones display a diamond in the task hierarchy. The following image shows two tasks and a milestone in the Design Phase of a sample project:
 
Image showing design phase tasks and a milestone for a sample project
 
  • You can convert a milestone to a task or a phase by changing its type. However, if a milestone is already associated with a phase, you cannot convert the milestone to a phase.
  • 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 you move a task with 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 you move a task with 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.
  • To mark a milestone complete, change its status to 
    Completed
     in the Details pane. (You can also make this change on the task grid or board on the TASKS page.)
Create Project Tasks With Optional Assignments
Project tasks identify the work that is required for a project. Tasks are often broken down by phase. For example, you have a project to develop credit card security improvements for a mobile app. The phases for this project include the planning, design, development, deployment, and testing phases. Inside the testing phase, tasks appear for integration testing, performance testing, and user acceptance testing. Those tasks can be elevated to phases and more refined tasks could be specified. You can also add to-do items under tasks for an additional layer of granularity.
At minimum, a simple two-level task hierarchy is supported with only phases and tasks. However, for more detailed planning, consider the following full project work hierarchy:
  • Blueprint
    • Template
      • Project
        • Phase
          • Milestone
            • Task
              • To-Do Item
We show to-do items at the lowest level here to illustrate a hierarchy; however, they can also be applied to phases and milestones.
Tasks have a start date, an end date, and a period in between when the work is performed. Project managers typically assign staff members to tasks and set milestones to measure their progress. As staff members update their tasks, they can record time on their timesheets.
 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. Open a project and click 
    TASK LIST
    .
  2. Navigate to the phase where you want to add a task.
  3. 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
    .
  4. Enter a name for the task and press 
    Enter
     or click 
    Add
  5. (Optional) You can drag-and-drop the task in the same phase or to a different phase.
  6. To add a task at the root level, click 
    NEW TASK 
     at the top of the page.
  7. In the side panel or fly-out, click 
    Assignments
    .
  8. Click inside the 
    ADD
     field to search for resources, roles, and teams. Based on the project assignment pool setting and your resource access rights, you can add staff members to the task.
    • Search by resource or role name. You can also search on an ID or select resources or roles from the list. 
    • Search for defined teams using full name or select teams from the list. 
    • The assigned staff members are added to the 
      Assignments
       tab on the 
      Details
       pane for the current task only. Avatars for the same assigned resources appear next to the task in the task hierarchy.
      image2019-5-6_14-40-4.png
       
  9. Click the 
    Details
     tab and complete the task details:
    •  
      Owner: 
      Defines a resource or a defined team as the owner of the task. You cannot select a role as the task owner. The owner does not need to be a project staff member.
    •  
      Estimate To Complete (ETC): 
      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 assigned to that task. You can overwrite the default ETC value at any time with your own estimate. If you change the value at the task level, the associated assignments are also updated except any assignments with actuals or 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.  
    •  
      Percent Complete: 
      Defines an estimated percentage of the amount of work that has been completed on a task. You can edit the percent complete value if the 
      % Complete Calculation
       field is set to 
      Manual
       in the project settings in Classic PPM. See Set up a Project for details.
Working with Tasks
The following characteristics apply to tasks:
  • You can assign only labor resources, roles, and defined teams as staff members to tasks.
  • If the new staff member replaces a specific project role, you can remove the role from the task.
  • 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.  
  • 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.
  • If a task is associated with a phase, you cannot convert the task to a phase.
  • 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. You cannot delete a task if the task has posted actuals.
ETC on Assignments with Actuals
Updating the ETC can be done at the task-level or the assignment-level. 
  • Timesheets only pull in tasks that have non-zero ETCs.
  • The New User Experience does not support assignment-level ETC updates. 
  • If you update the ETC at the task-level, application rules prevent additional ETC from being added to assignments with actuals and zero (0.00) ETC.
To override this type of assignment, update the ETC directly on the assignment (not through the task-level ETC spreading).
  1. In Classic PPM, add the ETC column on the Task list.
  2. Update the ETC.
  3. To achieve the same result for Steps 1 and 2 in the New User Experience, open the task details panel and update the ETC.
    • Whether you used Classic or New, these steps represent task-level ETC changes. 
    • The application spreads the total amount proportionately over all assignments.
 
ETC Rules:
 
  •  
    Task-level ETC changes are not spread over assignments with actuals and zero (0.00) ETC
    . When ETC on an assignment is zero, the Finish Date on the assignment goes up to the 
    actuals thru
     date. No remaining work is expected for this resource assignment and no additional ETC is expected. The only way to add more ETC on this type of assignment is to update the assignment directly which is currently not available in the modern UX.
  •  
    Task-level ETC changes are spread over assignments with actuals and a non-zero ETC
    . Because work remains to be done, the Finish Date on the assignment goes past the 
    actuals thru
     date and the total remaining non-zero assignment-level ETC can be influenced by the task-level ETC. 
  •  
    Task-level ETC changes are spread over assignments without actuals (with zero or non-zero ETC)
    . All the segments on the assignment are over-written by the task-level ETC update and subsequent spreading to assignments.
To view task assignments, you can use the new ASSIGNMENTS page in the 
New User Experience
 or create a blueprint channel module that opens the Classic PPM Task List where you can drill into task assignments.
Filter by Phase, Milestone, or Task
You can use the following filters to search or filter tasks on the TASK LIST page for an open project:
 
image2019-5-6_15-24-51.png
 
  •  
    Type: 
    Filter or search for tasks and milestones.
  •  
    Status: 
    Filter or search for tasks based on task status (
    open
     or 
    completed
    ). The filter displays tasks and milestones and the associated phase. If a phase does not have any tasks under it, only the phase appears. For example, your filters might result in the display of a 
    completed 
    phase where 
    open
     tasks and milestones are filtered out. 
  •  
    Finish: 
    Filter or search for tasks based on their due date. You can filter tasks that are due today, tomorrow, due in the next one, two, or four weeks from today, or overdue.
  •  
    Phase: 
    Filter tasks and milestones based on their associated phase.
  •  
    Task Owner: 
    Filter tasks by owner.
  •  
    Team Member
    Filter tasks based on the assigned resources. The filter is available 
    only
     on the list view. The Team Member filter allows the following options:
    •  
      Unassigned
      . Filter the tasks which are not assigned to any resource or a labor role.
    • Team members. Filter the tasks by selected resources (including inactive resources) who have at least one assigned task.
Drag-and-Drop Task Cards on the Task Board
In the board layout, tasks appear as cards organized by columns. Use the task board to group, rank, sort, visualize, and accomplish work tasks.
Each task card displays the following details:
  • task name or another attribute you choose to identify each task card
  • fields
  • metrics
  • color shading
  • context menu
Set Your View Options for the Task Board
  1. Open a project and click 
    TASKS
    .
  2. Click 
    Board Layout
    .
  3. Click 
    View Options
    .
  4. Under 
    BOARD OPTIONS
    :
    1.  
      COLUMNS
      : Select the attribute that you want the board to use for each column. 
    2.  
      COLOR BY
      : Select the attribute that you want the board to use for the color of each card.
  5. Under 
    CARD OPTIONS
    :
    1.  
      CARD TITLE
      : Select a string attribute to appear at the top to identify each card on the board.
    2.  
      CARD FIELDS
      : Select up to four (4) attributes to appear on the face of each card in the order selected.
    3.  
      CARD METRICS
      : Select up to three (3) attributes to appear along the bottom of each card to convey meaningful status information or metrics.
  6. To configure your own display attributes, choices, and the color of each value, click 
    MANAGE PICKLISTS
    .
    1.  
      PICKLIST NAME
      : Enter a name for your picklist. Each picklist you define can be applied to the current project only.
    2.  
      ADD CHOICE
      : To add a value for your picklist, click ADD CHOICE. Edit the name and color for each choice.
    3. When finished, click 
      DONE
      .
You can save and reuse your own views or share your views with other users. On most project pages, saved views can be reused by other users and extend across multiple projects. However, on the TASKS page, the views that you save for working with the board or grid apply only for a specific project and are not shared across other projects. Only users with access to the TASKS page for that same project can use a saved view.
 
Example
: The following task board layout shows two tasks in columns arranged by Status with color shading also defined by Status:
 
image2019-5-21_21-50-20.png
 
  •  
    CARD FIELDS
    : The fields on the card face include the finish date, task owner, investment name, and completion percentage for the task.
  •  
    CARD METRICS
    : The metrics along the bottom of each card show the open, completed, and total number of to-do items for each task.
  •  
    LEGEND
    : The legend at the bottom of the board indicates the currently defined options for fields, metrics, and column colors.
New! Video for Clarity PPM Configure-Your-Own Task Card
 

 
Organize and Edit Tasks on the Grid
Click Grid View on the top right of the page to view the task grid. In the Grid View, the tasks appear as rows of data. Use the task grid to sort, filter, and configure the view to suit your needs for better data entry. Your configurations to the grid persist across the different views for a project. 
Each row in the grid displays the following details for tasks and milestones:
  • Name
  • Start and finish dates
  • Status 
  • ETC
  • Key task flag
  • Owner
Use Column Panel to configure the grid and display additional columns or remove existing columns from the grid. The Column Panel list all attributes including custom attributes configured for the Project object.
 
Change Unit of Measure for Work Effort
 
You can change the unit of measure on the grid as follows:
  1. Click the drop-down menu next to your avatar and login and select 
    Settings
    .
  2. Click 
    General
     to change the unit of measure from FTE to Hours.
Any actuals, ETC, and total effort values in the grid are updated as per the new unit of measure. For example, an ETC value of 2 FTE changes to 16 hours for a one-day task assuming an availability rate of 8 hours a day.
Delete Tasks and Phases
  • You can delete each task in the incoming lane until they are all deleted and the incoming lane disappears. Deleting the last child task under a summary or phase task converts the phase task into a regular task. Refresh the page to see the phase tasks that are now no longer phase tasks in the incoming lane. 
  • To delete a project phase, delete all child tasks and milestones under the phase. You cannot delete a phase with tasks or milestones under it. 
View the Task Details Panel
  1. Open a project.
  2. Click 
    TASKS
     and click 
    Board
     or 
    Grid
     layout.
  3. Click a task card on a board layout. Click a row if using a grid layout.
  4. Click the 
    DETAILS
     tab at the right edge of the page.
    The 
    DETAILS
     panel appears. 
  5. Click the tabs in the 
    DETAILS
     panel. By default, the 
    Conversations
     tab appears.
The DETAILS panel remains open until you close it, navigate to a different page, or delete a task.
 
image2019-5-21_20-42-14.png
 
Filter Tasks on Grid and Board Layouts
The following table highlights a few key differences in the filters available in 15.6.1. The Task List page maintains the same or similar filters that were used in previous releases on the Tasks page when viewing the list layout. However, the Tasks page in 15.6.1 no longer includes the list layout. The Tasks page is dedicated to the grid and board layouts. 
Previous Release (15.6) Task List, Grid, and Board Filters
New Filters in 15.6.1 and Newer Releases
 
image2019-5-10_16-30-40.png
In the previous release, the 
Tasks
 page filter bar displayed default filters for 
Task Owner
Status
, and 
Phase
.
 
image2019-5-10_16-31-47.png
In this release, the 
Task List
 page continues to show those same filters; however, they are no longer preset filters on the 
Tasks
 page (grid and board). To reintroduce those filters on the 
Tasks
 page, click 
ADD FILTER
. Their behavior as filters is generally the same.
 
image2019-5-11_18-32-24.png
 
In the previous release, the 
Tasks
 page filter bar displayed default filters for 
Finish
 (Relative Date) and 
Task Type
.
 
image2019-5-11_18-30-43.png
 
In this release, the 
Task List
 page continues to show those same filters; however, they no longer appear as preset filters on the 
Tasks
 page (grid and board). To reintroduce those filters on the 
Tasks
 page, click 
ADD FILTER
.
  •  
    Finish
    : Instead of applying one of the relative date options from the previous release, specify a 
    FROM
    , a 
    TO
    , or both a 
    FROM
     and 
    TO
     date range.
  •  
    Type
    : Instead of 
    Task Type
    , use the 
    IS TASK
     or 
    MILESTONE
     Boolean filters for more precise filtering.
  • Additional related filters you can use to search for tasks include:
    •  
      Is Late
       (instead of 
      Finish
       = 
      Overdue
      )
    •  
      Has Assignments
       
    •  
      Has Subtasks
       
    •  
      Key Task
       
    •  
      Finish Variance
       
Assign Staff Members to Project Tasks
As project manager or a team member, you can provide a task estimate by creating the task, updating the task status, and assigning staff (resources, roles, or defined teams) to the task. Based on the project assignment pool setting, project managers can control adding resources from the resource pool which automatically adds the resources to the project staff. Team members can only assign those resources to a task that are already on the project staff.
You can search and select multiple resources, roles, role instances, or teams for a single task based on the following criteria:
  • Project edit, view, or task management access
  • The Assignment Pool setting
  • Soft or hard booking rights for resources 
 You cannot staff an additional role instance to your project through task assignment. Use Project Staff or the Staffing workspace to staff additional instances of a role. For example, if the project staff includes the following DBA role instances, then you can only assign these same role instances to tasks. You cannot staff a fourth DBA role instance such as Assistant DBA through task assignment. 
  • Junior DBA
  • Senior DBA
  • Principal DBA
If the assignment pool setting for the project is Resource Pool, then you can staff an instance of another role type. For example, you can assign a Business Analyst role to a task provided you have the booking access rights to the role.
For information about the Assignment Pool setting, see Create Projects, Teams, and Tasks.
 
Follow these steps:
 
  1. Select a project task.
  2. Click 
    Staff
    .
  3. Select a role, resource, or defined team from the drop-down list. 
  4. Add your selections one at a time as you cannot select multiple values from the list. 
  5. To remove an assignment, click the staff avatar and click the red Remove icon.
You cannot remove a staff 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 break down the work into smaller activities. For example, the Plan Database Upgrade task can include the following to-do items:
  • Receive Management Approval
  • Schedule DBA Resource
You can create a maximum of 25 to-do items for a task. The status of the to-do list items does not affect the status of the parent task. You decide when the task is complete. You can expand and collapse the Open and Completed sections for to-do items.
 
Follow these steps:
 
  1. In a task list, board, or grid, select a phase, milestone, or task and open the details pane.
  2. Click 
    To Do
    .
  3. In the 
    Open
     section, click 
    NEW TO DO
     and enter a short description in the 
    Add a To Do
     field, and press 
    Enter
    .
    You can enter up to 256 characters to describe a to-do item.
  4. Click the date picker to add an optional due date. To manually enter a date, click next to the date picker. The due date must fall inside the project date range.
  5. Click 
    Assign
     to select an optional owner for the to-do item. You can select any active labor resource, role, or team for which you have at least the 
    Resource - View
     access right. Resources, roles, and teams that are available for the task owner are also available for the to-do items. You can update the owner or due date at any time for both open and completed items.
  6. To mark an open to-do item 
    completed
    , select the empty circle icon next to its name.
    The item moves to the 
    Completed
     section with a check mark icon to indicate its 
    completed
     status. 
  7. To edit a completed to-do item, clear its completed status.
    The item moves back under the 
    Open
     section.
Copy Project Task To-Do Items, Links, and Banner Color
When you create a project from a template in Classic PPM or in the 
New User Experience
, the new project inherits any to-do items, links, and banner colors that were pre-defined in the template. When you copy tasks, you also get any previously defined to-do items. The status of the to-do items is reset to 
Open
.
The following examples illustrate the different ways you can copy projects or tasks from templates:
 
copyfromtemplate.jpg
 
1  
You can create a project from a template in the 
New User Experience
.
2  
You can create a project from a template in classic PPM on the Project List page or My Projects portlet.
3  
You can copy a project from a template on the classic PPM Project Properties page.
4  
You can copy tasks including any pre-defined to-do items from template tasks in classic PPM on the Project Properties page or Gantt view.
5  
You can convert an approved idea in classic PPM to a new project based on a template.
 Another option is to create a process in Classic PPM that creates a project and tasks, or that converts an approved idea to a project based on a template.
Add or Remove Fields on the Details Panel
  • Your administrator can configure which task attributes are available for other users to add or remove on the Details tab of the Details panel.
  • As a user with sufficient access rights, you can choose the fields and arrange them on the layout.
 
Follow these steps:
 
  1. Open a project.
  2. In the list of tabs at the top of the page, click  
    TASKS
    .
  3. On the task board or grid, select a task.
    The 
    DETAILS
     tab appears along the right edge of the page.
     
  4. Click the 
    DETAILS
     tab.
    The 
    DETAILS
     panel (
    flyout
    ) appears.
  5. On the 
    Details
     panel, click the 
    Details
     tab.
  6. Click 
    CONFIGURE
    .
  7. To search for a field (task attributes) enter all or part of its name in the search bar.
  8. Matching fields appear.
  9. Drag a field from the list of fields to the 
    Details
     panel layout. Drop the field on top of an existing field.
    Your new field appears on the layout above the existing field.
  10. To reorder the sequence of fields, you can drag-and-drop them into a new arrangement. 
  11. To remove a field, select it on the layout and then click 
    X Remove
    .
  12. Click 
    EXIT
    .
To minimize scrolling, try to limit the number of fields you add and position required fields (indicated with an * asterisk) toward the top.
 
Example
: In this example, the user enters only the letters 
CR
 in the word 
critical
 to locate the 
Critical
 field. The user drags the 
Critical
 field on top of the 
Status
 field to position it above that field. The user clicks 
EXIT
 and the new field is available for updates by other users.
 
20190506-FLYOUT-CONFIG-FIELDS-USER.jpg
 
The TASKS page in the 
New User Experience
 supports the entry of one or more helpful links to external sites that might help the task owner to complete their work. For example, a financial task might include a link to a financial index and a construction task might include a link to a site that captures important weather and environmental data.
 
Follow these steps
:
  1. Open a project.
  2. In the list of tabs at the top of the page, click  
    TASKS
    .
  3. On the task board or grid, select a task.
    The 
    DETAILS
     tab appears along the right edge of the page.
     
  4. Click the 
    DETAILS
     tab.
    The 
    DETAILS
     panel appears.
  5. On the 
    Details
     panel, click the 
    Links 
    tab.
  6. Click 
    NEW LINK
    .
    1. Enter a 
      URL
       to an external link.
    2. Enter a user-friendly 
      LINK NAME
      .
    3. Click 
      DONE
      .
Repeat these steps for each link. The following image shows four (4) links for a project task.
 
1561tasklinks.jpg
 
  • You can add task links in the 
    New User Experience
     or in Classic PPM and view them in both interfaces.
  • You can add links to summary tasks and child tasks.
  • Dynamic links with project-sensitive variable parameters are not supported. (Those dynamic link options are available with CHANNEL and LINK project blueprint modules.)
 
1561tasklink2.jpg
 
1  
 
Navigation
: Open a project and click 
TASKS
. Select a task on the grid or board layout, click 
DETAILS
 to open the 
Details
 panel and then click 
Links
.
2  
 
New Link
: Click 
NEW LINK
. Enter the 
URL
 and a convenient short name for your link. At minimum, enter a domain name and suffix such as 
pmi.org
 or 
mybiz.com/special_page
 .
3  
 
Options
: You can edit or delete a link. You can also drag-and-drop links to adjust their order of appearance. When you and other users click a task link, the target page opens in a new browser tab.
As expected, links inside a template are copied when you create a project from that same template in either the New User Experience or Classic PPM. This behavior includes the following options:
  •  
    Copy Tasks from Template
     available in the Action menu of the Gantt view in Classic PPM.
  •  
    Copy Tasks from Template
     available in Classic PPM processes.
  • Create a project from a template in XOG.
Dynamic links with project-sensitive variable parameters or internal IDs are not supported.