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Project Management and Configuration

One of Project Management and Configuration instruments, from a high-level perspective, is Project Card.

Keep in mind that you need a corresponding set of rights to work with it. For additional information please refer to the “Administration” section of Wiki.

Project Card

Project Card is functionality that displays all significant Project data and additional configuration of the Project itself such as its name, start date, due date, approved budget, remaining work, total expected work, and remaining budget.

Click on the Project’s name to open a Project Card.

Screen #1 – Opening Project Data

By default, only general information is displayed. Project Card is used to verify that all required initial information is added to the project. For example, if you forgot to add budget information you won’t be able to use “Burnup” and “Dashboard” instruments of the system for deeper analysis and control of the Project Flow.

Screen #2– Project Card

  • To change Start/End Project date use date-picker(s) located at the top of the window.

Note

To review and change the approved budget information a required permit must be granted.

To review more detailed information on Project and perform its additional configuration, switch toggle “Advanced” located at the top right corner of the Window, and select a corresponding tab. It will open two additional options:

  • Budget Settings

and

  • Info

Screen #3 – Project Card – Budget Settings

Budget Settings

This section is used for budget configuration. Select an “Enable budget processing” checkbox to enable it. Together with that, an identifier for the budget tasks and mark text used for it should be specified.

NOTE

Additional information on how to work with budget on different types of integration is given in a separate chapter of Wiki.

Info Tab

It contains only general information on a budget such as “Scheduled”, “Budgeted” fields and dates when the project was “Imported” or “Added to the pipeline”.

“Scheduled” – the amount of planned work.

“Budgeted” – the amount of work with the allocated budget.

“Imported” – the date when the project was imported into the system.

“Added to the pipeline” – the date when the project was added to the pipeline.

 

Screen #4 – Project Card – Info Tab

Adding a New Project

You can create internal projects in Epicflow and add them to your project portfolio. Such a project will exist in Epicflow and won’t be connected to any external system.

NOTE

Be aware that you need the required set of rights to add a new Project. For additional information please refer to the “Administration” section of Wiki.

To create a New Project, go to the Pipeline and choose “Create project”.

Screen #5 – Creating a Project Through “Pipeline”

Give the name to the project, set up the start and finish dates.

Right after you create a project, you’ll be suggested to create the first task for it (look at the checkbox “Create the first task” in the picture below).

Screen #6 – Project Creation Window

Give the name to the task, choose the connected Project from a dropdown if you have more than 1 internal Project, assign&add an assignee, and set the dependency if you have more than 1 task.

A checkbox for creating the next task is activated automatically but you can ignore it.

Then press “Create”.

Screen #7 – Creating the First Task 

Note

When adding a new task to the project, it is desirable to specify predecessors and successors to form a network of dependencies.

As soon as you finish creating tasks your Project will be shown in Pipeline. Go to the Project Card and fill in the additional information.

Putting a Project on Hold

If you need to put a Project on pause, which means that all work on it will be stopped for some time, transfer the Project into the “Inactive Projects” area.

To transfer Project(s) to the “Inactive Projects” area, click on its/their name(s) and drag-and-drop to transfer it/them to the “Inactive Projects” area.

Resuming a Project

If you want to restart the Paused Project and resume the work on it, just move the Project back to the “Active Projects” area.

To add an Inactive Project to the “Active Projects” area, click on its name and drag-and-drop it to the “Active Projects” area.

Deleting a Project

Please, keep in mind that you can’t undo the deletion of the Project. Remember that project deletion leads to the following consequences:

  • You won’t be able to edit any output per resource at the Timesheet page for this project.
  • The project will be deleted from the Dashboard as well as from Burnup graphs.

However, the previously recorded output will be available at the Historical Load graph.

  • All internal information such as comments, links, tags, etc. will be removed together with the Project

To delete a Project from the system, do the following actions:

  • transfer a Project to the “Inactive Projects” area;
  • hover over the “Three dots” menu located to the right of the Project name;
  • click on the appeared “Delete” button;
  • confirm the action.

 Screen #8 – Pipeline – Deleting a Project 

Filter Parameters

You can use project filters at the Pipeline page. It provides an opportunity to focus on what’s important for you at the very moment, which saves your time for searching for necessary data.

 Screen #9 – Pipeline – Filter List

A list of filters is configurable for each user. However, you can revert it back to default configuration by selecting the Default option in the “Filters” list.

 Screen #10– Pipeline – Filter List Configuration

The filter list is divided into several groups:

  • Project filters – items that allow applying different parameters to filter out projects themselves.
  • Item filters – for filtering items at the Gantt chart.
  • Color – for filtering segments with different priorities.

Project filters:

  • Priority – can be applied with one of the following conditions to filter out projects by priority:
    • Equal
    • Less than or equal, and
    • Greater than or equal.
  • Project – when typing a project’s name, the system provides a list of all names that correspond to the search criteria. You can select a necessary one from the list.
  • Project Manager is a parameter from the Project Card which is set during project creation or import. It defines the creator/manager of the project. For internal projects, this parameter is defined as the name of the user who has created it. For MS projects, it can be reconfigured in the MS Project file itself.
  • A project tag is an instrument of project grouping from the Project Card. You can use it, for example, to define regions or Confirmed/Paused projects, or Projects from the specific technology area.

Please, note that Project tag filter can be used with the “OR” / “AND” logical operators. You can switch between them with left-mouse clicking.

Screen #11– Pipeline – Filtering out Projects 

Item Filters

  • Text filter – filtering in the list of Tasks, Summaries, and Milestones.
  • Date range – filtering out all visible items at Gantt chart according to the following  three parameters:
    • Show all
    • Selected by date range – only the tasks which are in the scope of the defined date range will be displayed. The date range is defined by the range from the “Future Load” frame displayed at the bottom of the screen.
    • Last 14 days plus future – only the tasks which fall into the date range starting 14 calendars days before today will be displayed.
  • Group – filtering out items at the Gantt chart by the assigned Resource Groups.
  • User – filtering out items at the Gantt chart by the assigned Resources.
  • Stage – defines a filter parameter by the Task stage.
  • Tag – In a similar way to Project tags, this tag is applicable for the tasks themselves. It can be set from the Task Card.
  • Summary level – it expands and collapses summaries of corresponding levels at the Gantt chart of the selected projects.

General Filters

  • Color – it filters Projects and items at the Gantt chart according to the selected color. Note that in addition to the selected color all higher constraint colors will be displayed as well.

 Screen #12 – Pipeline – Applying Filters 

Undo/Redo and Refresh

By default, you can revert 3 recently performed changes at the Pipeline page. Please, note that the Deletion of the Project is irreversible.

 Screen #13 – Pipeline – Undo/Redo

Another useful option is “Refresh and reorder by priority” which makes it possible to reorder Project items at Gantt chart automatically. It’s especially handy when you create new items or adjust links.

Screen #14 – Pipeline – Refreshing and Reordering by Priority 

Last Synchronization Date

You can check the date of the last synchronization between Epicflow and the external system. This information is available in Project Card. just go to the Info & Buffer tab to see the necessary information.

Updated on August 27, 2020

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