Current Project

From Clarizen

The Current Project tab gives a drilled down view of the hierarchical structure of the selected project plan, and allows for the planning, managing and tracking of a project or project portfolio.

When a project is selected from the Dashboard screen, Work Items screen or when creating a new project you are automatically directed to the Current Project screen.

Header

The Header on the Current Project Screen displays (from left to right):

Project name

Overall percent completion on the project: The overall percentage complete is aggregated from all work items listed under the parent project

Burn down chart: The burn down chart is a graphical representation of remaining effort over time. The outstanding work (backlog) displayed on the vertical axis, with time running along the horizontal. It is useful for predicting when all of the work of the given project will be completed.

Collaboration View: The Collaboration View shows a full list of all collaboration items displayed within the hierarchal view of the project plan itself.

Gantt View: Displays the project Gantt Chart

Export Work Plan to Excel: Allows you to export the full work plan into an Excel file and either download or email it.

Print: You can select to either print the Roadmap or Work Plan

View Selection: Use this drop down to select which panes within the Current Project Screen you would like to view

Roadmap

The Roadmap displays a illustrative high level view of a project.

As part of the roadmap, milestones are symbolized as diamond shapes along the roadmap time line while clip boards represent tasks.

For further information regarding the Roadmap, including accessing, sharing and project planning, be sure to read the Roadmap View article.

Work Plan Panel

The Work Plan is a detailed layout of a project plan. The panel is comprised of a grid which includes records of work items structured in a hierarchical order.

To start a project, you need to implement work items such as project, milestones and tasks in order to begin executing your project plan.

Work Plan Toolbar

From left to right, starting at the top row, the Work Plan Toolbar allows you to do the following:

Show: The Show drop down allows you to view either the entire project plan or select a specific work item and Show only that work item and all sub-items.

Columns: The Columns drop down enables users to customize the columns which are shown in the Work Plan Grid. Standard column views are available out of the box, and users can create custom column views based on their needs.

Add Sub...: The "Add Sub..." enables users to add sub work items to their project plan below the selected work item. For example to add a sub-project to the current project, highlight the project line on the Work Plan Grid and then select "Add Sub Project" from the drop down.; You also have the ability to add work items from existing projects into the current project Work Plan by selecting the "Add Shortcut" from the drop down.

Insert...: The "Insert..." drop down allows you to add a work item above the selected work item. For example to add a second task to a milestone, highlight the existing task and then select the "Insert Task" from the drop down.; You also have the ability to add work items from existing projects into the current project Work Plan by selecting the "Add Shortcut" from the drop down.

Life Cycle State: The Life Cycle State drop down allows you to change the state of the selected work item to either Mark as Draft, Activate, Put on Hold, Mark as Cancelled, Mark Complete.

Email: The Email drop down allows you to send an email to members of the projects. Emails sent from work items will be attached to the specific work item and all conversations related to the email will be tracked and logged.

Delete: Allows users to delete work items within the Work Plan

Copy: You can copy a cell within the Work Plan Grid and paste the data into cells in other work items; You can also copy an entire work item, to duplicate it, by first selecting the whole of the work item (click in extreme left column)

Cut: You can cut details from a work item cell within the Work Plan and paste the data into cells in other work items; You can also cut an entire work item (to move it) by first selecting the whole of the work item (click in extreme left column)

Paste: Cell data that was Copy or Cut can be pasted into cells within the Work Plan Grid; When pasting a whole line it will appear directly above the currently selected cell or line

Indent Left: Allows you to indent a work item to the left on the project tree

Indent Right: Allows you to indent a work item to the right on the project tree

Add Dependency: Select two or more work items and click on the Add Dependency to link the items

Remove Dependency: Select a work item that already has a dependency and click on the Remove Dependency icon to unlink work items

Add Document: You can add a document to any work item within the Work Plan Grid by selecting the relevant work item and clicking the Add Document button

Add Note: Notes can be added to any work item within the Work Plan Grid by selecting the relevant work item and clicking the Add Note button

Assign Resource: Clicking on the Assign Resource icon will open up the Resource Assignment Screen

More Actions: The More Actions drop down contains additional actions that can be done to work items. Including, but not limited to, Saving as Template, Export to MS Project, Add Post, and Subscribe to iCal

The majority of the Actions available on the toolbar can also be accessed via the right click menu for individual work items, by selecting the relevant work item and right clicking.

Work Plan Grid

The Work Plan Grid contains the project tree, which can be edited and adjusted directly within the Work Plan Grid itself.

Depending on your project role several cells within the grid may be grayed out or not visible.

To update a field in the project tree, double click on the cell of the relevant field column and enter the data. Alternatively, double clicking on the work item icon will open up the Work Item Profile Card, giving you the ability to view and edit all fields of the work item.

To learn how to plan your project and assign resources please read the Creating a New Project article.

Updating Work Item Progress

You can update progress on individual work items directly in the Work Plan grid.

To update the %complete on a work item, click on the %complete cell in the given work item and then insert the number.

To update Actual or Remaining Effort, simply click on the relevant cell within the given work item line and enter the hours.

To Mark a task as complete select the work item and then click on the Mark as Complete option from the Life cycle drop down on the Work Plan Toolbar

To update task progress via the Time Tracking subsystem, click on the Time Tracking tab at the top of the screen.

To learn more about Updating Work Item progress and different options see the Reporting Progress article.

Current Project Info Card

Clicking on any of the tabs on the info card will open up a side panel and give you a detailed view of the following linked entities (from top to bottom):

Resources and Reviewers

Split into two tabs, Resources and Reviewers, this panel gives you the ability to view the users linked to the work item selected.

At the top of the pane, you can see both the assigned Project Manager and Manager.

Resources

From this view you can add and remove resources to the work item and view the resource load view of the selected resource(s).

Clicking on the Price and Rates icon allows you to set work item specific billing rates for resources, or set a fixed price. (Note: the Price and Rates icon is only visible to financial users)

The grid below displays all resources assigned to the work item as well as their maximum project availability, which can be changed manually or through the Personal Calendar.

Reviewers

From this view you can add and remove reviewers to the work item.

The grid below displays all reviewers linked to the work item as well as the Role of the reviewer within the project.

The Reviewer's role can be changed using the drop down list alongside the Reviewer's name.

Job Titles

The Job Titles tab is only available on the Project level and is visible to financial users (see User Permissions).

The Job Titles tab allows financial users to modify the billing rates for Job Titles specifically for the selected Project.

If you have already defined Job Titles in your organization, and you need to modify the default rates specifically for this project, add it to the table and modify the rates in the table.

These changes will apply to all users assigned to the project with those job titles.

Customers

Customers can only be linked to Projects, and therefore, this tab is only available when a Project is selected from the grid view.

The customer tab displays all customers linked to the Project selected and allows you to add or remove customers as well as add a new customer into the system.

The grid below displays the customer ID, Name and Cost Allocation (%).

Dependencies and Progress Impacts

Shows a full list of dependencies and progress impacting work items linked to the selected work item.

In this tab you have the ability to add and remove both dependencies and progress impacts and view a details of the linked items.

Attached Documents

Shows a list of all documents linked to the selected work item, and gives the ability to add a new document, delete, and view the collaboration view.

The grid will show document details including the document type, name and who attached the document to the work item.

Learn more about Collaboration Items.

Notes and Posts

In the Notes and Posts tab you have the ability to add new notes and create a new post for the selected work item as well as delete them, email them to team members or individuals and view the collaboration view for the work item.

The grid below shows the full list of attached notes and posts including details of the linked collaboration items.

Emails

The emails tab displays a full list of all emails linked to the selected work item.

This list includes all email threads that originated from the work item, and were later responded to via your email accounts outside of the system.

Learn more about Collaboration Items.

Alerts

Displays a flat list of all alerts that are linked to the selected work item

Finance

The Finance tab displays currencies used by the work item as well as a full list of all expense sheets linked to the work item.

The Expenses tab allows users to create new expenses or edit any existing expense sheets.

Issues

Split into two tabs, To be resolved and Work Related, this view will give you the ability to view all issues linked to the selected work item.

The "To Be Resolved" tab is only available for Projects

To Be Resolved

Displays a flat list of all issues set to be resolved in the selected Project, and includes the issue details.

Right clicking on the Issue icon will allow you to view the issue property card.

Clicking on any of the issues titles in the list will direct you to the Issue subsystem.

Work Related

The work related tab allows you to create new issues and link them directly into the selected work item. Alternatively, you can select to link or unlink any existing issues.

The grid below displays all Issues linked to the selected work item along with issue details.

Right clicking on the Issue icon will allow you to view the issue property card or unlink the issue.