Use the Project Manager

Updated 1 year ago by Bethany W.

With the Xactware Project Management tool, you can quickly create task-based schedules for active projects, manage resources and increase productivity.

Users can import estimates and assignments into the Project Management and Scheduling module and view a running list of all work-related tasks, projects, employee and subcontractor schedules, and workload allocation.

With the Project Management tool, you can email project schedules and resource lists and attach simple, easy-to-read charts and diagrams to assignments.

Schedules

Create a new schedule

  1. On the Project Management tab, click Add to open the Schedule Editor.
  2. Enter a name and a start date for the new schedule and click OK.

Set, view, and change schedule dates

  1. Double-click the schedule for which you want to set dates.
  2. On the Schedule Editor, double-click the task for which you want to set, view or change dates. The Edit Project Task window opens.
  3. In the Date and Times group enter the Start and Finish dates.
  4. Click OK to close the window and save changes.

Create a schedule template

  1. On the top left of the Project Management window, click Templates.
  2. On the right, click Add to open the Schedule Template Editor window.
  3. Enter a Name and Description for the template.
  4. Click Add Task to open the Task window.
  5. On the Tasks window, select the tasks that you want to add to the template and click OK.
  6. To create a new task, click Add to open the Add Task window, enter the Task and Type and click OK.  The Task Info window opens.
  7. On the Task Info window, select the Group Phase and click OK to add the task to the template.

Create a template from a current schedule

  1. On the Project Management window, double-click the schedule from which you want to create a template.
  2. In the Action list, select Save As Template to open the Schedule Template window.
  3. Enter a Name and Description for the template and click OK.

Apply a schedule template

  1. Double-click a schedule to open the Schedule Editor.
  2. On the Schedule Editor, in the Action list, select Apply Template to open the Template list.
  3. Select the template that you want to apply to the schedule, and click OK.

To view current templates, click Templates on the top left of the Project Management window.

  • On the Project Management window, click Options, select Send List To, and click Printer.

Tasks

Add a task to a schedule

  1. Double-click the schedule to open the Schedule Editor.
  2. On the Schedule Editor, click Add Task to open the Task window.
  3. To add a task from the list, select the task and click OK.
  4. To create a new task, click Add to open the Add Task window, enter the Task and Type and click OK.

Delay a scheduled task

  1. Double-click the schedule to open the Schedule Editor.
  2. On the Schedule Editor, double-click a task to open the Edit Project Task window.
  3. In the Duration of Delay group, enter the number of Days and Hours by which you want to delay the task.
  4. Select Apply to Descendants to apply the delay to subsequent tasks.
  5. Select Apply to All Tasks to apply the delay to all tasks in the schedule.

Delete a scheduled task

  1. Double-click the schedule on which you want to delete a task to open the Schedule Editor.
  2. On the Schedule Editor, select the task that you want to delete and click Remove.

Change the order of scheduled tasks

  1. Double-click the schedule open the Schedule Editor.
  2. On the Schedule Editor, click the arrows on the top left of each task to change the order of the task.

Set predecessors for tasks

Some tasks rely on proceeding jobs to be complete before work can begin. When you set tasks as predecessors in the Schedule editor, they will be connected by a red line in the Gantt chart of the schedule.

  1. Double-click the schedule to open the Schedule Editor.
  2. On the Schedule Editor, double click the Predecessor column on the task for which you want to set predecessors.  The Edit Project Task window opens.
  3. In the Predecessors box, enter the task numbers (separated by a comma) that you want to precede the current task.

Create a milestone task

A milestone task is a task that takes no time, but acts as a reference point in your schedule. If a milestone task passes without being marked complete, an Overdue Milestones Exist link will appear in the critical path field of your schedule.

  1. Double-click the schedule to open the Schedule Editor.
  2. On the Schedule Editor, click Add Task to open the Tasks window.
  3. Click the User Tasks list to the right of the search box and select Milestones.
  4. Click Add.
  5. On the Add Milestone window, type a description for the task and click OK to add it to the milestone task list.

Add a Milestone task to the schedule

  1. Double-click the schedule to open the Schedule Editor.
  2. On the Schedule Editor, click Add Task to open the Tasks window.
  3. Click the User Tasks list to the right of the search box and select Milestones.
  4. Select a milestone task from the list and click OK. The Task Info window opens.
  5. Select a Group Phase and click OK to add it to the schedule.

Resources

Create a resource

  1. On the top left of the Project Management window, click Resources, and click Add to open the Add Resource window.
  2. In the Tag list, select the type of resource that you want to create, and enter the Value, Email, and Crew Size for the resource.
  3. In the Capabilities section, select the tasks for which the resource is qualified.
  4. In needed, enter an Adjustment for the resource and select whether the resource does multiple jobs per day.
  5. In the Vacations section, enter dates on which the resource is scheduled off.
  6. In the Scheduled Tasks section, you can view tasks already assigned to the resource.
  7. Click OK.

Add a resource to a schedule

  1. Double-click the schedule to open the Schedule Editor.
  2. On the Schedule Editor, in the Action List, select Suggest Resources. The Schedule Editor will automatically assign the best available resource to the task.

View resources

  • On the Project Management window, click Resources to view all resources.  To view or edit details, double-click the resource.  The Edit Resource window will open.

Upload a calendar to XactAnalysis

  1. Double-click the schedule to open the Schedule Editor.
  2. On the Schedule Editor, click Upload.
  3. Select the assignment to which you would like to attach the schedule, and select whether to include a Gantt chart and the schedule details.
  4. Click Send to send the calendar to your Outbox.
  5. In the XactAnalysis Communications pane, click Connect to upload the calendar to the selected assignment.

Charts

View a Gantt chart of the schedule

On the bottom half of the Project Management window, the selected schedule is displayed as a Gantt chart. Predecessors are connected by a red line. The chart can be viewed in Days, Weeks, or Months.   

To quickly view details of a task, move the pointer to the task on the Gantt chart.  You can also double-click the task to open the Edit Project Task window and edit tasks.

View a Gantt chart of resources

With the Resources Gantt chart, you can view, analyze and edit selected resources.  The chart can be viewed in Days, Weeks, or Months.   

To quickly view details of a task, move the pointer to the task on the Gantt chart.  You can also double-click the task to open the Edit Project Task window and edit tasks.

  1. On the Project Management window, click Charts.
  2. Enter a start and end date.
  3. Select Schedules to sort the resources by task, or select Resources to sort by resource name.
  4. Click Choose Schedules to open the Schedule window.
  5. Select the resources that you want to view (press Ctrl to select more than one resource) and click OK.
  • On the Project Management window, above the Gantt chart, click Print/Export. Then click Print Preview to view and print the chart.

Setup

Set a default work schedule

  1. On the Project Management window, click Setup.
  2. In the Work Week group, select your company’s working days and hours.
  3. In the Holiday Schedule group, select which holidays your company observes.

Set defaults for the schedule display

  1. On the Project Management window, click Setup.
  2. In the Schedule Display group, in the Number of days prior to show box, enter how long you want a task or holiday they appear on the calendar before dropping off.
  3. Select Automatically calculate % complete to automatically calculate and display the percent a task is complete.
  4. In the Company Header group, select a company header to appear on printed Gantt charts.
  5. In the Gantt Chart Colors group, select default colors for the Gantt charts.


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