New User Experience: Track Tasks and To-Do Items

The My Tasks page now includes a new to-do item scoreboard. On this dynamic page, the word "my" reflects who is using this page and which tasks they are viewing. 
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The My Tasks page now includes a new to-do item scoreboard. On this dynamic page, the word "my" reflects who is using this page and which tasks they are viewing. 
As a project contributor, you can view "my assigned tasks" from multiple projects by clicking the 
MY TASKS
 link on the project tiles page. The resulting My Tasks page shows only the tasks assigned to the user from their active projects. The page excludes any tasks from templates, programs, and inactive projects. With similar permissions, that same individual contributor can click Tasks in the main menu to work on their assigned tasks.
As a project manager, you can also navigate to a similar Tasks page by clicking
Tasks
in the main menu. Your access rights allow you to view the tasks for one or more team members on your assigned projects. As a project manager, you consider "my tasks" to include all the tasks for your entire team or teams. For example, you are the project manager for a security team of ten members working on four projects. Use the Tasks page to track the tasks assigned to all ten members on this single page instead of having to go to separate project task pages.
: The CA PPM
New User Experience
provides the following pages for viewing tasks:
  • View only the tasks inside a given project on the
    project
    Tasks
    page.
  • View only the tasks assigned to you from
    any number of projects
    on the
    My Tasks
    page.
  • View all the tasks assigned to all team members from
    all projects
    that you have rights to view on the global
    Tasks
    page.
 
HID_newux_mytasks
 
CA PPM Feature Highlights: The My Tasks Page
Designed for busy team members, the primary context for the My Tasks page is to
"show me all my tasks"
from all my assigned projects and not just the tasks inside a single project.
This image shows the My Tasks page in CA PPM.
 c1.png
Click MY TASKS
: To open your current assigned tasks from one or more projects, click
MY TASKS
on the Projects page. To go back to your filtered view of all project tiles, click the
PROJECTS
link at top right.
 c2.png
Apply Filters
: As a team member, you can apply two filters available on the My Tasks page to help you search through your tasks. The
PROJECT
filter only shows the projects where you have at least one assigned task. The
STATUS
filter helps you find only
open
or
completed
tasks.
 c3.png
Update Your Tasks
: You can update tasks in the grid.
  • The blue shaded conversation icon tells you other comments were already made. Click the conversation icon to start a new conversation or reply to the last comment. The to-do list, assigned staff, and task details tabs also appear. 
  • When a task is finished, you can mark it complete directly in the
    Status
    column.
  • As a team member viewing your own tasks, when you click a task you see it inside its parent project on the project task list or task board.
  • As a project manager viewing the My Tasks page, when you click a task, the application opens the default tabbed page for the parent project.
 c4.png
Personalize the My Tasks List
: You can sort on a single column, resize columns, drag-and-drop to reorder columns, and pin columns left or right. In this example, Kathryn sorts her tasks by the Start date column to see which task is next in her queue. She filters by status to show only
open
(not
completed
) tasks. Kathryn also pins the Start column to the left to keep an eye on her tasks.
:
  • Task Status Updates
    : As a team member, you can update the status of a task with a single click on the status check box. When you mark a task
    complete
    , the application sets the Estimate to Complete field to 0 and the Percent Complete field to 100 percent.
  • Separate Filters
    : The filters applied on the Projects page are not applied to the My Tasks page. Likewise, the filters that you apply on the My Tasks page do not carry over to the Projects page.
Personalize the My Tasks Page
  1. As a team member, click
    Projects
    in the main menu and click
    My Tasks
    .
  2. Click the Conversation icon to open the details pane:
    1. Conversations
      : Start a conversation or comment on a task.
    2. To Do
      : Update a to-do item for the task.
    3. Staff
      : View, add, or contact staff members by email.
    4. Details
      : Edit the task name, owner, status, or start and finish dates.
  3. To hide or show columns in the task grid, click
    Columns Panel
    .
  4. Apply one or more search filters at the top of the page.
  5. Select a view from the
    VIEW
    menu at top right or click
    SAVE AS
    to save your current view including filters, columns, sort, and pinned or grouped attributes.
  6. To open the parent project for the task, click the name of the task.
    The project Tasks board or list view appears.
  7. Change the unit of measure 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 are updated on the grid.
: The documentation might not match what you see in the application. Differences can occur because access to CA PPM features, menus, pages, buttons, and objects is determined by your access rights. Your organization can also configure the application pages, objects, lookups, partitions, processes, blueprints, and system options. If you are not able to complete any of the steps in the documentation, sign in and review more information or contact your administrator.
CA PPM Feature Highlights: The Tasks Page
Designed for busy scrum masters and project managers, the primary context for the Tasks page is to
"show me all tasks from my assigned team members on all the projects that I am managing."
This image shows the Tasks page in CA PPM.
c1.png
Click Tasks
: To open the Tasks page, click Tasks in the main menu. With typical access rights for a project leader or product owner, you see all the tasks for all team members working on your managed projects. 
 c2.png
Apply Filters
: Filter on project, team member, and task status. As a project manager, you can select one or more projects and one or more team members to view their tasks. The status filter helps you find only
open
or
completed
tasks.
 c3.png
Update Tasks
: You can update tasks directly in the grid or in the details panel. The blue shaded conversation icon indicates comments were already made. Click the conversation icon to start a new conversation or reply to another comment. When a task is finished, you can mark it complete directly in the
Status
column. To view the task in its parent project, click the project name link.
 c4.png
Personalize the Tasks Grid
: You can sort, pin columns, and filter your tasks. The Tasks page also provides the following additional features not available on the My Tasks page:
  • To show or hide task attributes as grid columns, click
    Column Panel
    .
  • You can also save and manage shared views that you and other users create.
  • To open the task details panel, click the
    TASK DETAILS
    button. Conversations, to-do items, and the Staff tab are also available. 
Personalize the Tasks Page
  1. As a project manager, click 
    Tasks
     in the main menu.
  2. Click a task to open the details pane:
    1. Conversations
      : Start a conversation or comment on a task.
    2. To Do
      : Update a to-do item for the task.
    3. Staff
      : View, add, or contact staff members by email.
    4. Details
      : Edit the task name, owner, status, or start and finish dates.
  3. To hide or show columns in the task grid, click 
    Columns
     
    Panel
    .
  4. Apply one or more search filters at the top of the page.
  5. Select a view from the 
    VIEW
     menu at top right or click 
    SAVE AS
     to save your current view including filters, columns, sort, and pin adjustments.
  6. To open the parent project for the task, click the name in the 
    Project Name
     column.
    The project opens and shows the first page as configured by its blueprint module.
Save and Share Views of the Tasks Page
You can continue working in an unsaved view; however, if you find yourself applying the same adjustments to the Tasks page, you can save your changes in a view. Views help you preserve the appearance of the current page. Views enable you and potentially other users to see the same data.
  • When you make edits that you plan to maintain for your exclusive use, we say you have
    personalized
    the view. The application allows other users to apply your view. To personalize a view, give it a descriptive name such as
    Sam June 20 - personal view
    . Other users know this is your view. They can apply the view or make changes and save a copy of it. Users cannot directly edit or delete a view created by another user.
  • When you make edits that you plan to share with other users, we say you have
    configured
    a shared view. For example, you name this view
    Red Team - Use this view for our meeting
    .
Follow these steps:
  1. In the main menu, click 
    Tasks
    .
  2. Change the current view filters, columns, sort order, and pinned or grouped attributes.
    The view settings show
    UNSAVED VIEW
    .
  3. Choose one of the following options:
    1. Continue working in the unsaved view. If you end your session and log in again, the Tasks page continues to show your unsaved view settings.
    2. Switch to another saved view. The application replaces your previously unsaved view settings with the selected view. The application discards your old unsaved view; however, you can adjust the new view as its own new unsaved view.
    3. Click
      Save As
      to save your view. You can overwrite a previously saved view with your new saved view. Your views appear in the
      CREATED BY ME
      section. Shared views from other users appear in the 
      CREATED BY OTHERS
      section.
: Similar to the views for roadmaps and other grids, the task views allow you to switch, create, edit, share, and delete views with other users who have the 
Tasks - Navigate
 access right. The expression
less is more
applies to managing multiple views. Switch to other personal and shared views and try to reuse those views before you create and save new views. When you find the perfect shared view, you risk losing it if the creator makes subsequent changes. In this situation, save a copy of the shared view as your own personal view. If you like the changes to the shared view, you can keep using it. If you don't want the changes, you can use your personal copy.
Example: Configure Access Rights for High-Performing Agile Work Teams
250
Track the Progress of Task To-Do Items
If you or your teammates break work tasks down into to-do items, you can use the To Do Scoreboard to track their progress.
Follow these steps:
  1. In the main menu, click 
    Tasks
    .
  2. Filter by project, project status, or team member.
  3. On the
    TASKS | TO DOS
    toggle button, click
    TO DOS
    (to-do items).
  4. Specify a date range for to-do item due dates.
  5. Apply filters by project, task owner, or to-do owner.
  6. In the
    BREAKDOWN
    field, indicate how you want to arrange the detailed to-do item data.
  7. Scan the available metrics to determine if any adjustments are necessary. 
    • The metrics shift based on your filters and the date range you define for the start and end due dates. 
    • To-do items with no due date inherit the finish date of their parent task.
    • You can sort the columns by clicking on the labels for
      To Do Owner
      ,
      Completed
      ,
      Target Pace
      , and
      Pace So Far
      .
The following image shows an example.
image2018-11-9_13-21-55.png
Target Pace and Pace So Far
The
Target Pace
column provides the suggested number of to-do items for the owner to complete per day to get all assignments done before the end of the currently selected due date range. This metric represents the total number of open to-do items for each owner divided by the total number of days remaining in the date range you define at the top of the page.
The
Pace So Far
is the average daily rate of to-do item completion from the starting due date range value through today. This metric represents the total number of completed to-do items for each owner divided by the number of days that have transpired since the starting due date in the range through today or the ending due date in the range, whichever comes first.
: To maximize productivity, senior management can review status reports with project managers. Project managers can filter the to-do scoreboard to find unassigned tasks and then assign owners. Ask the task owners to filter for unassigned to-do items and work with their team to assign owners and due dates to each to-do item. Ask the following questions on regular status update calls or meetings:
  • Can we set more aggressive due dates for important items and extend the due dates for lower priority items?
  • Can we identify a method or technique to increase our target pace?
  • Can we shift tasks or to-do items from one team or owner to another?
  • Can we shift team members to another team?