Clarizen Training - Creating and Managing Projects

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Copyright 2016 Clarizen. All rights reserved. Confidential Material 1Basics of Managing WorkIntroduction to Creating and Setting Up Projects In ClarizenCopyright 2016 Clarizen. All rights reserved. Confidential Material 2Copyright 2016 Clarizen. All rights reserved Task and Project BasicsCopyright 2016 Clarizen. All rights reserved. Confidential Material 3What 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 resultproj ect noun/ prj, ekt/Copyright 2016 Clarizen. All rights reserved. Confidential Material 4Project Creation OptionsIn 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 Bar2. 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)213Copyright 2016 Clarizen. All rights reserved. Confidential Material 5Project Creation: Enter Details About Your ProjectFill 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 6Project Creation: MS Project ImportProjects can also be created via Import from Microsoft Project:1. From the New menu on the Navigation Bar, select Import from MS Project2. 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 Next132Copyright 2016 Clarizen. All rights reserved. Confidential Material 7Project 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 created6. Click on Open in Project to be taken to the imported project in Clarizen.456Copyright 2016 Clarizen. All rights reserved. Confidential Material 8Project PropertiesProject 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 9Relations Panel: Review and Maintain Related InformationWork 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 10Project RoadmapUse the Gear to select alternative roadmap perspectivesThis 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 detailsCopyright 2016 Clarizen. All rights reserved. Confidential Material 11How 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 12How 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 13Calendar View: A Great New Way to View Your WorkClarizen 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 youCopyright 2016 Clarizen. All rights reserved. Confidential Material 14Task DetailsJust 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 15Types of Tasks Most common type of task/sub-task Project Manager or other Manager can create tasks on a projectProject 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 topicRecurring 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 hierarchyCopyright 2016 Clarizen. All rights reserved. Confidential Material 16Copyright 2016 Clarizen. All rights reserved Developing a Work Breakdown StructureCopyright 2016 Clarizen. All rights reserved. Confidential Material 17Whats 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 TeamsProjectMilestone 2TaskMilestone 1TaskSub-TaskTaskSub-TaskCopyright 2016 Clarizen. All rights reserved. Confidential Material 18Types 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 tasksTask 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 workCopyright 2016 Clarizen. All rights reserved. Confidential Material 19Building 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+EnterCopyright 2016 Clarizen. All rights reserved. Confidential Material 20Building 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 RibbonInsert Tasks above a selected task by choosing Insert > TaskYou can also: Cut/Copy/Paste, Indent/Outdent, Expand/Collapse and Delete to Fine Tune the PlanCopyright 2016 Clarizen. All rights reserved. Confidential Material 21Parent 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 22Including 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 planCopyright 2016 Clarizen. All rights reserved. Confidential Material 23Rollup 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 levelIn 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 RelationshipsCopyright 2016 Clarizen. All rights reserved. Confidential Material 25Dependency TypesThere are four types of Dependency relationships with respect to sequencing workAccording 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 finishedStart to Finish (StF)The successor work item does not finish until the predecessor startsStart to Start (StS)The successor work item does not start before the predecessor startsCopyright 2016 Clarizen. All rights reserved. Confidential Material 26Adding Dependencies1. Select Dependent Items from the work plan2. 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)321Copyright 2016 Clarizen. All rights reserved. Confidential Material 27Adding 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 view2. An easy way to create a finish to start (FTS) relationship is to drag and drop one work item on top of anotherCopyright 2016 Clarizen. All rights reserved. Confidential Material 28Viewing 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 dependenciesCopyright 2016 Clarizen. All rights reserved. Confidential Material 29Manually Set Fields and Restoring CalculationsA blue triangle in the top right corner indicates a manually set data pointIf you would like to restore the default or calculated data, click into the cell and select RestoreCopyright 2016 Clarizen. All rights reserved. Confidential Material 30Copyright 2016 Clarizen. All rights reserved Developing a Project ScheduleCopyright 2016 Clarizen. All rights reserved. Confidential Material 31Scheduling 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 tasksCopyright 2016 Clarizen. All rights reserved. Confidential Material 32Schedule Logic ASAP/ALAPChoose one approach based on your needsASAP - Start as soon as possible Set start date only Works forward based on duration and calculates the due dateALAP - Start as late as possible Set due date only Works backwards based on duration in order to meet due date Include lagsCopyright 2016 Clarizen. All rights reserved. Confidential Material 33Hammock and Leaf DefinitionsHammock Work Items Clarizen refers to any Work Item with Sub-Items as a Hammock Hammock work items are calculated in the same way as Leaf items with the following exception. If a Hammocks sub-work item is on a critical path and has a scheduling status differing from the one calculated, the hammock inherits the schedule status of that sub-work itemLeaf Tasks Clarizen refers to any Work Item without sub-tasks as a Leaf The Schedule status of Leaf tasks is calculated as follows:If the Actual Percent Completed is 10% or more below the Expected Percent CompletedThe due date of the task has passed and the Actual Percent Completed is less than 100%On TrackAt RiskOff TrackIf the Actual Percent Completed is under 10% less than the Expected Percent Completed or Actual Percent Completed is greater than the Expected Percent CompletedCopyright 2016 Clarizen. All rights reserved. Confidential Material 34Schedule Components and ConsiderationsWork Hands on time required to complete the task (example: 8 hours)Duration Span of time that resources have to complete the work (example: 40 days)Units Human Resources including % of availabilityWork Policy Defines the relationship and behaviors between the three task-and-resource-related characteristicsDefault work policy fixed duration (Set at organization-level in settings, and adjustable by work item)Copyright 2016 Clarizen. All rights reserved. Confidential Material 35Advanced Schedule Concept: Work PolicyFIXED DURATIONDriven by dates Maintains the variance between start date and due date as fixedFIXED WORKDriven by effortMaintains the planned effort for an item as fixedFIXED UNITDriven by resource availabilityMaintains the resources utilization as fixedFix one, change the second, Clarizen calculates the third.You can set work policy per item, by default they inherit the parents policy.Work ImpactedWork AdjustedWork (Fixed)WorkBaseline Duration Changed ManuallyWork Changed ManuallyUnit Changed ManuallyCopyright 2016 Clarizen. All rights reserved. Confidential Material 36Duration & Start/Due DatesDURATION due date minus start dateSTART DATE date item is planned to startDUE DATE date item is scheduled to be completed or deliveredCopyright 2016 Clarizen. All rights reserved. Confidential Material 37Advanced Scheduling Concept: Critical PathThe critical path shows the least amount of time in which a project can be completed. Items on the Critical Path have zero slack. If a work item on the critical path gets delayed, it will push back the due date on your entire project. Critical path is automatically calculated by the system by analyzing your project schedule. In order to remove a task or milestone from the critical path, you will have to adjust your project schedule (provide more slack in your dates for item completion).There are 3 different places where you can view your projects' critical path:1. When working in a project, go to the Scheduling View. Any work item on the critical path will contain a red arrow pointing to the right.2. In the Gantt chart, there is a dropdown in the upper right that let's you see which items are on the critical path (work left to be done that is on the critical path will show up in bright red).3. In reporting, you can bring in a field called Belongs to the Critical Path into any task, milestone, project, or work item report. This not only let's you see what's on the critical path, but allows you to sort and filter based on which items are on the critical path.Copyright 2016 Clarizen. All rights reserved. Confidential Material 38How to Review a Projects Critical PathThere are 3 different places where you can view your projects' critical path:1. When working in a project, add the On Critical Path field to your grid view. Any work item on the critical path will contain this icon 2. In the Gantt view, choose the gear under the Legend menu to access the Gantt Settings. There you can choose to view the display as Critical Path which will highlight all schedule elements in red. 3. In reporting, you can bring in a field called Belongs to the Critical Path into any task, milestone, project, or work item report. This not only let's you see what's on the critical path, but allows you to sort and filter based on which items are on the critical path.Copyright 2016 Clarizen. All rights reserved. Confidential Material 39Resource Assignment Fundamentals: Add InlineHow to Assign Resources To assign Resources, Users must first be entered in Clarizen. Resources can be added to a Task by selecting it in the Work Plan and then either choosing the Add Related button from the Ribbon or clicking into the Resources column and typing a name or choosing the for the Add Resources window. Copyright 2016 Clarizen. All rights reserved. Confidential Material 40Resource Assignment Fundamentals: From Add ResourcesCreate New or Select Individual or Multiple Resources Using the checkboxes, select the resource(s) you want to assign Use the >> button to add them to the task If a desired resource isnt available, select the New tab and add a new UserCopyright 2016 Clarizen. All rights reserved. Confidential Material 41Resource Assignment Fundamentals: Search/Filter to FindFind the Right Resource In the Add Resources window, click on the filter icon to search for the appropriate resources based on any search criteria (group, team, job title, skill, etc.) If you know the name of the resource you are looking for, use the Search box to locate Copyright 2016 Clarizen. All rights reserved. Confidential Material 42Advanced Scheduling Concept: ConflictsConflicts indicates a contradiction between due dates of at least two project work items.The following are several examples of a Conflict: A hammock (parent item) has a manually set Due date but one (or more) of its sub-items finishes after that date Task X has a manually set Due date and Duration. Task X depends on task Y that has a Due date that prevents X from being finished on time. Task X has a manually set Start date. Task X is dependent on task Y whose Start or Due date is earlier than the Start date of task X.Note: In case of conflict situations, the system does not automatically move planned Start or Due dates accordingly, but rather raises an indication of a conflict in the form of an Alert.Copyright 2016 Clarizen. All rights reserved. Confidential Material 43Rescheduling WorkTo reschedule work in bulk, use the Reschedule Branch button under the Utilities (or Misc depending on your settings) section of the Ribbon which will cause all impacted work items to be updated based on the change requiredNote: The Reschedule Branch option is also a great way to override all manually set dates in a work plan by selecting the second radio button.Remember the Best Practice: change durations rather than changing dates manuallyCopyright 2016 Clarizen. All rights reserved. Confidential Material 44Template CreationWhen creating a new project or Milestone, you can save time and standardize your processes by selecting a template from a list of available system templates. If you would like to save a template based on an existing project or milestone structure, select in the work plan and choose Save as Template from the Utilities (or Misc depending on your settings) menu in the Ribbon.The pop-up window will give you the option of creating a brand new template or updating and existing template (Override).Templates will include all project settings, documents, notes, resources, etc.Copyright 2016 Clarizen. All rights reserved. Confidential Material 45Using a Template to Create a ProjectFrom the Add New Project window, select from the Template field.The pop-up window will show all Templates available for selection.At the bottom, you have the option of selecting which details and related items to include when creating the new project.Copyright 2016 Clarizen. All rights reserved. Confidential Material 46Hooray, my project is scheduled! Now what?Make the project active Make sure you have the project line selected in the work plan, select Mark As from the Ribbon and click Active. This means users can start to see the tasks they need to do.Copyright 2016 Clarizen. All rights reserved. Confidential Material 47Copyright 2016 Clarizen. All rights reserved Project Roles and PermissionsCopyright 2016 Clarizen. All rights reserved. Confidential Material 48Project Level Roles: High Level Definitions PROJECT MANAGER controls WBS, scheduling, resource assignment, resource load, overall project delivery within budgetMANAGERS every single work item has a manager who controls the same things a PM does, but only for that scope of the projectOWNER Similar to Manager, is responsible for the timely completion of assigned work. The purpose of the Owner role is to promote accountability in a multi-manager environment. While all managers are equally involved in the project, the Owner is responsible for a successful completion of the assigned work.RESOURCE person(s) responsible for completing assigned work item and reporting progress against itREVIEWER similar to a manager without the ability to impact or change any aspect of the projectCopyright 2016 Clarizen. All rights reserved. Confidential Material 49Project Level Roles: Detailed Breakdown and PermissionsDefining Project Roles Role PermissionsCopyright 2016 Clarizen. All rights reserved. Confidential Material 50Multiple ManagersWhen more than one team is involved in completion of a project or a work item, the ability to assign multiple managers to the same work item provides the flexibility to manage work in a much more efficient, transparent and intuitive way.It increases visibility into the project or work item progress for key stakeholders (such as, Program Managers, Product Managers, Direct Managers, etc.) who can view what work has been done, track progress, reassign resources, and identify potential risks.When assigning Managers to work, you can select their managerial Role from the dropdown as shown.Copyright 2016 Clarizen. All rights reserved. Confidential Material 51Get it done. Faster. Better. Together.Clearer visibility than you ever hadso you can move faster than you ever could.