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

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, milestones, and tasks. A phase groups related tasks and milestones under it and displays the aggregated actuals and ETC for the 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
    and 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.
  7. Change the
    Type
    from
    Task
    to
    Phase
  8. To drag-and-drop the phase, clear any filters. 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.
Create Project Milestones
Milestones help you track and measure progress. For example, you can create a planning phase followed by a design phase. You can break the planning 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.
Milestones display a diamond in the task hierarchy. The following image shows design phase tasks and a milestone for a sample project:
Image showing design phase tasks and a milestone for a sample project
  • Create milestones the same way you create tasks and phases. 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 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 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.
  • To mark a milestone complete, change the status to 
    Completed
     in the grid or in the Details pane.
Create Project Tasks
Project tasks identify the work that is required to complete 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.
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. 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
    NEW TASK 
    at the top of the page.
  5. In the side panel or fly-out, click
    Staff
    .
  6. Based on the project assignment pool setting and your resource access rights, add staff members to the task as follows:
    • Search by resource name or ID or select resources from the list. 
    • Search by role name or ID or select roles from the list.
    • Search for defined teams using full name or select teams from the list.
      The newly assigned staff members are added under Staff and also appears next to the task in the task hierarchy. If the new staff member replaces a specific project role, you can remove the role from the task.
  7. Under Details, complete the task details. The following properties require an explanation:
    • 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 
      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.
A two-level task hierarchy is supported with phases and tasks. You can also add to-do items under tasks for an additional layer of granularity.
The following characteristics apply to tasks:
  • You can assign only labor resources, roles, and defined teams as staff 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.  
  • 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.
Filter Tasks
You can use the following filters to search or filter tasks on the task board and list views.
  • 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 displays, as per your selection criteria. For example, consider there is a Completed phase with Open tasks and milestones. If you filter or search for Open tasks, the result displays Open tasks or milestones and the Completed phase. 
  • Finish
    Filter or search for tasks based on the due date. You can filter task that are due today, tomorrow, or weeks from now.
  • Phase
    Filter tasks and milestones based on the associated phase.
  • Task Owner
    Filter tasks based on the owners of tasks in the projects.
  • 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 a Task Board
By default, the project tasks appear in a list view on the Tasks page. Click Board View on the top right of the page to view the task board. In the Board View, the tasks appear as cards organized by columns. Use the task board to group and visualize work as a team across the project life cycle.
Each task card displays the following details:
  • 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. 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.
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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 or Grid View to Board View. You can also open tasks in a Gantt view or optional integrated scheduler directly from this page.
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Task Filter
: Your access rights determine which tasks appear. To focus on a subset of project tasks, filter by task owner, task type, phase, task status, or task finish date.
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New Tasks
: Click the NEW TASK button near the search filter or click NEW TASK at the top of 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). To show or hide columns click the COLUMNS side tab.
: You cannot control the visibility of the default Incoming column.
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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
: 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). To apply quick edits to a task, click Edit. To edit more details and add comments, staff, or to-do items, double-click the task.
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 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:
Image showing the task panel that opens up when when you click specific parts of a task card.
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 Staff Members
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 capture additional notes, risks, or issues. You can also use a to-do list to further qualify the phase, milestone, or task. 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. Use the right-facing arrows (>) to  expand the Open and Completed to-do item lists.
Follow these steps:
  1. In a task list, board, or My Tasks grid, select a phase, milestone, or task and open the details pane.
    Conversations appear by default.
  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. Optional. Click the date picker to add a due date for the to-do item. To manually enter a date, click next to the date picker. The due date must fall inside the project date range.
    You can also add a due date for a Completed to-do item. You can update the due date anytime for both Open and Completed to-dos. Click the existing date to start editing it.
  5. Optional. Click
    Assign
    to select an 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 for both open and completed to-dos.
  6. Mark an open to-do item to move it to the Completed list. 
  7. To edit a completed to-do item, clear its completed status. The item moves back under the Open list where you can edit its name
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
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You can create a project from a template in the
New User Experience
.
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You can create a project from a template in classic PPM on the Project List page or My Projects portlet.
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You can copy a project from a template on the classic PPM Project Properties page.
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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.
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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.