Clarizen Training - Creating and Managing Projects

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  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 1

    Basics of Managing WorkIntroduction to Creating and Setting Up Projects In Clarizen

  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 2Copyright 2016 Clarizen. All rights reserved

    Task and Project Basics

  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 3

    What Is a Project?

    According to PMBOK, the fundamental nature of a project is that it is a temporary endeavor undertaken to create a unique product, service, or result

    proj ect noun/ prj, ekt/

  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 4

    Project Creation Options

    In Clarizen Projects can be created in a variety of ways:

    Using the Standard New Project Entry Form:

    1. Directly from the New menu in the Navigation Bar

    2. From the Home Page3. From the Add Project button in the Ribbon

    of the Projects Module

    Via Import from Microsoft Project Via Actions Menu (if applicable)

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  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 5

    Project Creation: Enter Details About Your Project

    Fill in the Add New Project Form:

    Standardize project entry data Utilize Templates to easily recreate projects using a

    common structure Form is entirely configurable by your administrator

    and can include as much or as little data as desired.

  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 6

    Project Creation: MS Project Import

    Projects can also be created via Import from Microsoft Project:

    1. From the New menu on the Navigation Bar, select Import from MS Project

    2. Click on the Import XML File button and select the file you would like to import as a project (Note: you must save your MS Project File as XML. If the file is greater than 10MB, please zip it prior to import)

    3. Your selected file will display. 4. Click Next

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  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 7

    Project Creation: MS Project Import (Continued)

    Projects can also be created via Import from Microsoft Project:

    4. A validation Report will display summary information about the project prior to import. In the Options section, you will be able to fine tune the import behavior (tool tips are provided for each option hover and additional details will appear)

    5. You will receive a success message when the file has been successfully imported and a project in Clarizen has been created

    6. Click on Open in Project to be taken to the imported project in Clarizen.

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  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 8

    Project Properties

    Project data is captured and displayed by section in the Properties Card which can be configured by your admin to include any fields of data you require.

    It is common to include Business Case information along with Project settings such as Time Tracking and Scheduling rules in the Properties Card.

  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 9

    Relations Panel: Review and Maintain Related Information

    Work items may have related items that can be linked.

    For example, when creating a project, you may want to link related risks in order to create a risk register.

    You can do this by clicking the ribbon action or by clicking the 'Add Related... ' link located within the Relations Panel.

    Available relations may include (depending on module availability and profile settings): File, Customers, Reviewers, Resources, Cases, groups, Predecessors, Successors, job Titles, Time entries, Expense Sheets, Notes, and Topics.

  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 10

    Project Roadmap

    Use the Gear to select alternative roadmap perspectives

    This is the Project Roadmap. The Roadmap includes an interactive color-coded timeline chart with start and finish dates reflecting real-time visibility to deliverables from a high level view of a project with its Tasks and Milestones in progress. The ribbon provides all relevant action options, and the zoom control zooms the view.

    Click into a Milestone to see details

  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 11

    How do I Find My Projects?

    To find your projects, navigate to the Projects module and choose the My Projects view.

    The screen will refresh and you will see the projects to which you have an assigned role.

    Alternatively, your projects will always be shown on the Home page.

  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 12

    How do I Find My Tasks?

    To find your tasks, navigate to the Tasks module and choose the My Tasks View view.

    The screen will refresh and you will see the tasks to which you have an assigned role.

    Alternatively, your tasks will always be shown on the Home page.

  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 13

    Calendar View: A Great New Way to View Your Work

    Clarizen has recently released an easy-to-use, color-coded and interactive calendar view.

    With this view, it is easy to keep track of all your projects, cases and work items online. Project managers or individual contributors working on multiple projects, can see all their projects, cases or work items in a single calendar view, filtered by a desired field and time frame, and color coded to identify items that may require special attention.

    You can also report progress to executives or external stakeholders by sharing the calendar view as a link (for internal users) or a widget (for external stakeholders).

    Select the settings and color-by that works best for you

  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 14

    Task Details

    Just like reviewing individual projects, when you click into a single task, all details and related information will appear.

    This task is a good example of one where Notes have been utilized to convey important information to the resources working on the task.

  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 15

    Types of Tasks

    Most common type of task/sub-task

    Project Manager or other Manager can create tasks on a project

    Project Tasks To Do List Tasks

    Stand Alone tasks that are not connected to a project or any other Parent Item

    Anyone can create To Do Tasks

    Not part of a project hierarchy Do not require Start or Due

    Dates Example: An activity or reminder

    you assign to yourself, like conducting research on a specific topic

    Recurring Tasks

    Regular tasks that are scheduled as ongoing and intermittent

    Example: submission of a weekly status report or attending a regularly scheduled meeting.

    Recurring Tasks are part of a project hierarchy

  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 16Copyright 2016 Clarizen. All rights reserved

    Developing a Work Breakdown Structure

  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 17

    Whats a Work Breakdown Structure and How Does it Help?

    The foundation of Project Management is the concept of the Work Breakdown Structure

    The WBS defines achievable and realistic components for Project Managers and Teams

    Project

    Milestone 2

    Task

    Milestone 1

    Task

    Sub-Task

    Task

    Sub-Task

  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 18

    Types of Work Items in a WBS

    Tasks are the building blocks of Work in Clarizen

    A task is a discrete scheduled component of work performed during the course of a project. A task normally has an estimated duration, start and due date as well as resources.

    A task can be dependent on other tasks

    Task Project

    A project is assigned to a project manager and can also be assigned to other team members, such as managers, resources, reviewers, etc.

    A project may consist of milestones, tasks, or other sub-projects.

    Although sub-projects are created as part of a parent project, they are considered independent projects that include an independent team and represent a separate deliverable of the project.

    Milestone

    A milestone is a significant event in the project, such as an event restraining future work or marking the completion of a major deliverable or phase

    A milestone is typically used as a container of tasks to be completed in order to achieve the milestones goals (in terms of content and dates). This methodology enables an instant understanding of every milestones status, especially since it is reflected in the project's work

  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 19

    Building a WBS: Add Milestones

    Enter Milestones for your high-level project events by choosing Add > Milestone from the Ribbon above a Project work plan

    If creating one Milestone, select Save If creating multiple Milestones, select Save and New or use the keyboard shortcut Shift+Enter

  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 20

    Building a WBS: Add Tasks

    Each Milestone is broken down into Tasks that contain the activities to complete the deliverable

    Tasks are built into the plan in a natural order as sequential steps or concurrent activities

    Each task will be given a Duration and Start Date

    Tasks that must occur sequentially can be linked using Predecessor (Dependency) relationships which we will discuss later

    Resource(s) will be added to each task

    Highlight a Milestone and choose Add > Task from the Ribbon

    Insert Tasks above a selected task by choosing Insert > Task

    You can also: Cut/Copy/Paste, Indent/Outdent, Expand/Collapse and Delete to Fine Tune the Plan

  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 21

    Parent Projects and PortfoliosPortfolios allow you to see a collection of projects in one view and roll up data in an appropriate hierarchy.

    Use shortcuts to include a project under many different project or portfolio structures. Or use shortcuts to add an item from another project into your work plan for visibility or to set dependencies.

  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 22

    Including Shortcuts in the WBS

    Clarizen offers the ability to add shortcuts where users can see projects and milestones as well as tasks from other projects

    Shortcuts allow you to link a work item from any other project, and have them available as a read-only view on your project

    Shortcuts are a great way to reference external work items by allowing you to create inter-project dependencies or to allow for external impacting within your current project.

    With the shortcut function, a project can house sub-projects, milestones, tasks, shortcut milestones and shortcut tasks. Each of these items can then include its own set of tasks, subtasks and shortcuts.

    Shortcuts can be added from the Ribbon when viewing a work plan

  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 23

    Rollup vs Low Leaf Data

    Parent/Hammock items are automatically calculated for you

    Lowest leaf items are items that have no children nested beneath them in the WBS

    You only need to set the values for the lowest leaf items since the data will roll up and be calculated at the Parent/Hammock level

    In the example above, Subtasks B1 and B2 are leaf items rolling up to Task B.Task A, Inserted Task and Task B are then rolled up to Milestone 1.

  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 24Copyright 2016 Clarizen. All rights reserved

    Dependency Relationships

  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 25

    Dependency Types

    There are four types of Dependency relationships with respect to sequencing work

    According to standard methodology, a dependency is a logical schedule link between two project work items, and defines the sequence of work between them, for example, launch can be performed only after product is developed.

    Clarizen dependencies refer to which work items are predecessors or dependent upon others.

    Adding a dependency between work items automatically changes the start or finish date of the successor work item.

    Note: Dates that are manually set are not overridden when creating dependencies.

    Finish to Start (FtS)The successor work item begins upon completion of the predecessor work item (Most common)

    Finish to Finish (FtF)Predecessor work item does not finish until the successor is finished

    Start to Finish (StF)The successor work item does not finish until the predecessor starts

    Start to Start (StS)The successor work item does not start before the predecessor starts

  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 26

    Adding Dependencies

    1. Select Dependent Items from the work plan

    2. From the Ribbon Choose Link (alternatively From the Add Related Menu, select Predecessors or Successors to add cross-project Dependencies)

    3. Define Dependency Relationship including Type and amount of Lag (Positive lag acts as a cushion between sequential tasks and Negative lag defines how much Lead time or overlap there can be)

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    Adding Dependencies (additional approaches)

    1. From the Work Plan, the column* identified by the Link icon can be used to add predecessors by selecting the + sign when you hover on a work item*You may need to add the # of Predecessors field as a column if it does not appear in your view

    2. An easy way to create a finish to start (FTS) relationship is to drag and drop one work item on top of another

  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 28

    Viewing Dependencies

    Where Dependencies exist, the link icon will appear. By clicking the icon, you can review existing dependencies.

    Alternatively, dependency information can always be viewed in the Relations Panel on the right side of the work plan

    Finally, adding the Predecessor and/or Successor columns to the work plan view, will details of all dependencies

  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 29

    Manually Set Fields and Restoring Calculations

    A blue triangle in the top right corner indicates a manually set

    data point

    If you would like to restore the default or calculated data, click

    into the cell and select Restore

  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 30Copyright 2016 Clarizen. All rights reserved

    Developing a Project Schedule

  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 31

    Scheduling Projects: Best Practices

    Start at a High Level and get granular as you better define your needs and break down the work. Tasks roll up into Milestones, which roll up into Projects

    Set DURATIONS not DATES whenever possible and Clarizen will calculate the appropriate dates based on the plan

    Use dependencies to calculate dates - allows system to move dates when project is rescheduled and maintain relationships between tasks

  • Copyright 2016 Clarizen. All rights reserved. Confidential Material 32

    Schedule Logic ASAP/ALAP

    Choose one approach based on your needs

    ASAP - Start as soon as possible Set start date only Works forward based on duration and calculates the due date

    A...