IBM TRIRIGA Application Platform Version Introduction to the Gantt Scheduler

Transcription

1 IBM TRIRIGA Application Platform Version Introduction to the Gantt Scheduler Version 1.0 Copyright International Business Machines Corporation US Government Users Restricted Rights Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM Corp.

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3 CONTENTS List of Figures... vi Revision History... vii 1 Introduction IBM TRIRIGA product documentation Locating the Gantt Scheduler Creating projects in the Gantt Scheduler Tasks in the Gantt Scheduler Methods of creating tasks Task details Critical path Milestone task Task constraints Task resources Task dependencies Umbrella tasks Promote/Demote Calculate Project From Actual versus Planned Float layer Baseline Calendar...18 iii

4 Multiple calendars Time zone Project Tasks query section Project templates Microsoft Project Import Export Task types Asset Reservation Contract Review Facility Assessment Work Task Follow Up Inspection Task Inventory Count Work Task Inventory Pick Work Task Key Work Task Location Reservation Material Work Task Offline Task Punchlist Task Reserve Work Task Schedule Task Submittal Task Vehicle Reservation Work Task Viewing the Gantt Scheduler Gantt Scheduler view WebStart Gantt Scheduler Updates returned Refresh action Front_End_Server property Saving and syncing the Gantt Scheduler tasks...27 iv

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6 LIST OF FIGURES Figure 1: Creating projects Figure 2: Plan Start and Duration Figure 3: Table Editing Figure 4: Critical Path Figure 5: Milestones Figure 6: Task Constraints Figure 7: Task Resources Figure 8: Task Dependencies Figure 9: Task Relationships Figure 10: Umbrella or Parent Tasks Figure 11: Project Calculation From Figure 12: Actual versus Planned Figure 13: Task Float Figure 14: Task Baseline Figure 15: Project Calendar Figure 16: Multiple Calendars Figure 17: Time Zone Figure 18: Multiple Time Zones Figure 19: Project Templates Figure 20: Microsoft Project Figure 21: Microsoft Project Import Figure 22: Microsoft Project Export Figure 23: Gantt Scheduler View Figure 24: WebStart Gantt vi

7 REVISION HISTORY Date Version Comments Jun Initial Version for IBM TRIRIGA Application Platform vii

8 1 Introduction Wikipedia says that the Gantt chart is a type of bar chart, developed by Henry Gantt in the 1910s, that illustrates a project schedule. It represents the phases and activities of a project work breakdown structure (WBS) so that they can be understood by a wide audience. In IBM TRIRIGA, the Gantt Scheduler is used to create projects for building construction, store opening, software development, or any other type of use. These types of charts (or schedulers) allow tasks to be created for every step and milestone of the task. With the ability to create dependencies, projects within projects and lead/lag start times, among others, projects can be created and tracked through every step and process through time. The Gantt Scheduler is the graphical representation of tasks that are grouped in such a way that they allow the completion of a project. This paper is an attempt to help the user understand how the IBM TRIRIGA Gantt Scheduler functions within the IBM TRIRIGA application. It is not meant to be an allinclusive document for the Gantt Scheduler. For more information, refer to the Gantt Scheduler documentation provided. 1.1 IBM TRIRIGA product documentation Review the IBM TRIRIGA 10.3 information center ( and IBM TRIRIGA Application Platform 3.3 information center ( for more information about IBM TRIRIGA products. This paper gives general guidelines and some unique guidelines. When this document disagrees with the IBM TRIRIGA documentation, depending on the topic this paper might or might not supersede the standard documentation. In most cases, this paper overrides related information but only for the product version that this paper applies to. Review the latest Release Notes ( A1/page/Release+Notes) for your installed IBM TRIRIGA product version, as they might contain specific information that overrides topics in this paper. 8

9 2 Locating the Gantt Scheduler The Gantt Scheduler can be seen in the Capital Project and in the Facilities Project. Projects > Capital, Schedule tab Projects > Facilities, Schedule tab When a Capital Project or a Facilities Project is created or opened, select the Schedule tab. The Gantt Scheduler is displayed in the Project Tasks Gantt section. 9

10 3 Creating projects in the Gantt Scheduler When you create a new project, the current date is displayed by default as the Plan Start date in the Summary section. The Plan End date is not required. The Time Zone for the project and the Calculate Project From field are required fields. If the project exists and it is opened, then the Plan Start date is populated with the date that the project was created. All other fields must also contain the previously saved values. The fields in the Summary section can be changed as required. The Plan Start of the Gantt Scheduler determines the placement of the tasks when they are created and no relationship or constraint exists for the task. Therefore, if a task is created to start on the 15th of the month and it is added to the Gantt Scheduler project that has a Plan Start on the first of the month, the task is updated to start on the first of the month. This can be changed only if a constraint is placed specifically on the individual task for it to start on the 15th of the month. Figure 1: Creating projects The Gantt is an applet. In some server environment configurations, it is necessary to have additional logins/passwords to view and manipulate the Gantt. The Gantt functions appropriately, but these additional logins/passwords are required for the Gantt section to display correctly 10

11 4 Tasks in the Gantt Scheduler 4.1 Methods of creating tasks Tasks can be added to the Gantt Scheduler in two ways: First, the tasks can be added directly to the Gantt Scheduler. In the Project Tasks Gantt section, select the drop-down box for Add. This allows the selection for the task type to be added to the Gantt Scheduler. In the Gantt Scheduler (right side of the section), hold the left-click and drag the cursor to the right. An outline of a task is displayed as the cursor is being dragged. Release the left-click when the task is of the appropriate length. Notice that a bar is now placed on the Gantt Scheduler. This process can be repeated as necessary. A different task type can be selected or reselected at any time. Save the Gantt Scheduler within the Project Tasks Gantt section then Save the Project at the top of the window. Notice that the tasks that were added to the Gantt Scheduler are now listed as records in the Project Tasks section. Second, the tasks can be added in the Project Tasks section and the Gantt Scheduler is reloaded to reflect the added tasks. In the Project Tasks section, you can either Add a new task or Find an existing task within the application. When Add is selected, a list of the supported tasks types are displayed. Select a task type and the window corresponding to that task type is displayed. Enter the required/necessary fields and create the task. The task is now listed in the Project Tasks section. Select the Reload in the Gantt Scheduler section. The tasks are now displayed in the Gantt Scheduler. Can also Find an existing task. Select Find, select the task, and click OK. Select Reload in the Project Tasks Gantt section. The task is now displayed in the Gantt Scheduler. Select the Save in the Gantt Scheduler, and the Save in the Project window to ensure that the task is maintained in the Gantt Scheduler. 4.2 Task details When tasks are added to the Gantt Scheduler, the tasks snap to the Plan Start of the Gantt Scheduler. This occurs regardless of whether a date/time was entered in the Planned section of the individual task. The duration of the task is set by entering the number of days and hours in the C. Planned Working Days and D. Planned working Hours in the Planned section of the task. By clicking outside of the field, a workflow runs creating the Total Planned Working Hours (C+D) field and the Planned End date and time are created. These results are placed in the table (left side of the Gantt section) for the task. Typically, for a task, the Planned Start and how long the task is going to take is entered. Then, the system calculates the duration and when the task is planned to end. The application is designed to calculate the Planned End date and not have it entered. Figure 2: Plan Start and Duration 11

12 The table (left side of the Gantt section) that is associated with the tasks contains information about the tasks such as the ID, name, start, end, and duration. The ID, Task Name, and Total Planned Working fields are editable to allow changes to the tasks in the Gantt Scheduler. Except for the ID, all changes are immediately visible in the Gantt Scheduler. You must click outside of the field for the change to take effect. The # column is 0 if the tasks were created in the IBM TRIRIGA application and non-0 if they were created in Microsoft Project. Figure 3: Table Editing 4.3 Critical path When the tasks are added to the Gantt Scheduler, the longest task or series of dependent tasks becomes the 'Critical' path. The color of this task changes from blue to red with arrows within the task. The critical path is displayed for any individual task or set of tasks in relationships that are the longest in the Gantt Scheduler. This represents the calculated beginning and the calculated end of the project itself. These tasks are critical to be completed on time for the project to be completed on time. Figure 4: Critical Path If a task is resized longer, then the critical path can change based on the sizing of the tasks. The tasks can be dragged longer or smaller. The Total Planned Working hours for the task in the Gantt Scheduler table (left side of the Gantt section) can also be changed larger or smaller, which changes the task within the Gantt Scheduler. 12

13 4.4 Milestone task If a task has no hours that are associated with it, then it is called a milestone task. On the Gantt Scheduler, this task is displayed as a solid diamond shape on the Gantt Scheduler. Figure 5: Milestones 4.5 Task constraints Constraints can be added to a task so that that task has some particular time that affects when the task can be processed or completed. An example would be if the project starts on the first of the month and a task must be completed on the 15th of the month. All tasks snap to the first of the month as the Gantt Scheduler is designed; a constraint must be placed on the affected task so that it can finish on the 15th of the month. The constraints include the following options: As Soon As Possible (default) Must Finish On Must Start On Start No Earlier Than Start No Later Than These constraints are used when tasks must start/finish on a specific date within the project. The default option is for a task is to start As Soon As Possible. This is how the task is set unless a constraint is placed on the task. To put a constraint in a task, open the task and select the Advanced tab > Details section. For all constraint types, except for As Soon As Possible, the Constraint Date/Time is required so that the system knows where to place the task on the Gantt Scheduler. This allows a task to start or end on a specific date without regard to the other tasks and relationships between the tasks on the Gantt Scheduler. Tasks cannot be moved unless they have a constraint or a dependency. 13

14 Figure 6: Task Constraints 4.6 Task resources Resources such as assets or people can be attached to a Task. Resources can be associated and listed in the Gantt Scheduler with the tasks. The resources are set in the Resources tab, Resources section of the task. The Name of the resource is placed to the right of the task in the Gantt Scheduler after the Name of the task, if it exists. Figure 7: Task Resources 4.7 Task dependencies Dependencies can be created between task. They are used to show the relationship between the tests. The Dependencies that can be created include the following types: Finish-to-Start (default) Finish-to-Finish Start-to-Finish Start-to-Start Lead(-)/Lag(+) When tasks are linked, it is a dependent relationship between the tasks. To create a relationship between tasks, right-click and select Create Mode. On either end of the first task, hold the left-click, and drag the cursor to either end of the second task. Whichever end of the first and second task is dragged from/to determines which dependency is created. Finish-to-Start dependency is the default relationship. When the first task is finished, the second task begins. Finish-to-Finish dependency allows the first and second task to finish at the same time. Start-to-Finish dependency allows the second task to finish 14

15 before the first task starts. The Start-to-Start dependency allows the first and second task to begin at the same time. Figure 8: Task Dependencies The dependency can be modified by adding a Lead/Lag time interval for the dependency relationship. This can be set by selecting the dependency line in the Gantt Scheduler. In the Details section, select the Dependency Relationship, the Lead(-)/Lag(+) Working Days and Working Hours, the Total Working Hours are calculated by clicking outside of the other fields. If there is to be a Lead time, a negative value for the number of days and hours are set; for a Lag time, a positive number is set. This moves the second task either further into the future or past in relation to the first task by the appropriate number of days and hours. This allows for tasks to either be started earlier or completed after a time period as required by the project. Figure 9: Task Relationships 4.8 Umbrella tasks Umbrella tasks are also known as parent tasks or container tasks. These tasks act as a project grouping within the project. For example, if the project is to build a house, there can be a sub-project within the project that is called connect utilities. The umbrella or parent task would be named Utilities. The sub-tasks would be named Water, Gas, Electric, Telephone. The connect utilities sub-project would not be complete unless all of the utilities are connected. The umbrella task allows for all of the sub-tasks to be tracked within the sub-project. 15

16 Figure 10: Umbrella or Parent Tasks Promote/Demote To create the sub-tasks under an umbrella or parent/container task, select the tasks and right-click. A menu is displayed. Select the Demote item. An umbrella task is displayed for the task immediately above the selected group. Any change in any task within the subtask group affects the umbrella task. For example, if a task is increased or decreased in length, the umbrella tasks also increases or decreases in direct proportion. To remove the sub-tasks from under an umbrella or parent/container task, select the tasks and right-click. A menu is displayed. Select the Promote item. This brings the sub-tasks back to the same level as the umbrella task, and returns the umbrella task to a normal task again. If the tasks are not sub-tasks, then the Promote item is not available for selection. 4.9 Calculate Project From When a project is created, the required Calculate Project From field defaults to Start. This means that the project begins on a particular Planned Start date and run through to completion. This is used to manage the project from the beginning. When the required Calculate Project From field is set to End, then the project is tracked from the Plan End of the project. This is used when the project must be completed on a certain date and the start date might or might not be important The Plan End date must be set for this setting to function properly. When the required Calculate Project From field is set to Both, then the project is tracked from both the Plan Start and the Plan End. Both the beginning and the end of the project are critical to the project completion. This option is not used very often. Figure 11: Project Calculation From 16

17 4.10 Actual versus Planned When a task is created, it is created as planned. The Planned section of the task is populated. The Planned Start date, the Planned Working Days, and Planned Working Hours are populated while the Total Planned Working Hours and Planned End date are calculated. The default Constraint Type is set to As Soon As Possible. When a task is started, the Actual fields are populated and the task moves from Planned to Actual. When the Actual Start time is entered, it overwrites the Planned Start time in the Planned section. When a task begins, it is no longer planned and the actual values supersede the original planned values. However, the task still snaps back to the Gantt Scheduler Plan Start date. A constraint must be added to ensure that the task begins on the appropriate date and time, if the task does not start on the Plan Start date. The task now becomes a critical task. The Actual Working Hours is calculated from the Actual Percent Complete. The percentage is displayed in the task by a small bar within the task display bar. Figure 12: Actual versus Planned 4.11 Float layer The Float Layer indicates how far a task can move and still complete within the time interval of the Critical Path. The task can 'float' in the project for a length of time, which indicates how much time is still available for the task to be completed before the Critical Path of the Gantt Scheduler is compromised. To view the Float Layer, select the Toggle Float Layer icon in the Project Tasks Gantt section. Figure 13: Task Float 17

18 4.12 Baseline The Baseline of a task is created when the task is created. The specific baseline information for a task can be viewed in the read-only Baseline section of the task record. The baseline is used to tell where the tasks were in time, based on the creation of the task or project and where they are currently. This allows the creator to see whether the tasks changed from where they were originally created in the project, and where they were when the project is finished. The baseline can be reset for the tasks as well. This might be necessary, for example, if the tasks were added by dragging them directly in the Gantt Scheduler, then they were placed in relationships by adding dependencies to them; they would have a baseline of the individual tasks that all start on the Plan Start of the project, and not for the tasks in the relationships. If the project with the tasks in the relationships is the starting place for the project, then the baseline must reflect this configuration. To reset the baseline, select the tasks in the Project Tasks section and select the Baseline action. This creates the new baseline, based on the new relationship configuration in the Gantt Scheduler. To view the Baseline, select the Toggle Baseline Layer icon in the Project Tasks Gantt section. Figure 14: Task Baseline 4.13 Calendar The project and the tasks can contain a calendar that defines how the hours in the task are distributed through the days in the project. If no calendar is selected, then the project is assumed to run on a 24 hour schedule. When a calendar is set, the tasks that are displayed have a graphical representation inside the Gantt Scheduler. Working hours are listed as 'white', non-working hours are 'gray'. 18

19 Figure 15: Project Calendar If all of the tasks within the project require a defined calendar, then a calendar can be defined in the Calendar Details tab, Availability Calendar section. A default calendar with working hours of 8-12 am and 1-5 pm Monday to Friday can be selected or a new calendar can be defined based on the project requirements. The Find action allows the calendar to be selected or a new calendar to be added. If a project has a calendar, then all tasks that are added to the Gantt Scheduler have that calendar displayed in the Calendar Details tab, Availability Calendar section of the task record. The calendar can be removed or a different one added in the individual task. The project does not need to have a calendar for the tasks to have one. The purpose of the calendar is to plan time for the project. For example, if there is no calendar that is associated to the project or task, and it takes 40 hours to complete a task, then the task displays in just under two days on the Gantt Scheduler. If there is a calendar with the standard working hours of Monday to Friday 8-12 am and 1-5 pm, then the task takes five working days to complete. So depending on how the company carries out projects, planning for the completion of the task can be considered Multiple calendars If the Gantt Scheduler project does not have a calendar, then a calendar can be added to each individual task. The calendar can be added in the Calendar Details tab in the Availability Calendar section. The calendars do not need to be the same calendar. They can be set individually, based on need. They are independent of each other. For example, some tasks must be done Monday to Friday, and others can be done only on the weekend Saturday to Sunday. Figure 16: Multiple Calendars Time zone The time zone must be set for where the project is to take place. Users from different time zones view the tasks in their own time zone in the Gantt Scheduler project when a 19

20 calendar is applied to the project or tasks. The times of the tasks shifts based on the users time zone. If there is no calendar in place, then the tasks use the 24-hour calendar and all tasks start at midnight by default. Of course, relationships and dependencies with other tasks in the project, and constraints on tasks, affect some of the task start times. For example, a project is created in the Pacific time zone (GMT -08) and someone from the Athens time zone (GMT +02) logs in and views the project. Instead of tasks that start at 8am like they did in the Pacific project, the tasks now start at 6pm, which is the time in Athens. Figure 17: Time Zone How the Gantt Scheduler handles time zones can be complex. The interaction of the project time zone, the user time zone, and the server time zone can all affect the time zone of the task that is added to the Gantt Scheduler. The Project Tasks Gantt section, the Project Tasks section, and the Summary section of the Schedule tab can get out of sync. The project must be refreshed so that everything is displayed appropriately. To refresh the project, select Save in the Project Tasks Gantt section, then select the Save action at the top of the Project window. This might need to be done multiple times. This refreshes the Gantt Scheduler and allows the tasks to be displayed appropriately. The time zone is required to be set in the project Schedule > Summary section. When a task is created in a project with the time zone set, the task assumes the same time zone. This happens regardless of the time zone that the user lists in their profile. The time of the task can be initially set with the time of the server on which the task is created. If this happens, the Gantt Scheduler and project must be saved for the tasks to be in sync. The task can be opened after creation and the time zone can be changed independently. The time zone for the task can be changed on the Calendar Details tab of the task. Figure 18: Multiple Time Zones If there is no calendar in the Gantt, then it is not as obvious to see the time zone changes. All tasks in a no calendar Gantt start at midnight regardless of the time zone after the Gantt and project are saved 20

21 4.14 Project Tasks query section Tasks can be added to the Project Tasks query section and then viewed in the Gantt Scheduler. Tasks can be either newly created (Add) or existing in the application (Find). When Add is selected, there is a list of the types of tasks that are available to create. Select the task type, enter the required information, then create and save the task. The task is now displayed in the Projects Tasks section. The Find action allows the selection of a task through a list of available tasks in the application. These tasks are also displayed in the Project Tasks section. After the tasks are added, the project must be saved. To view the tasks in the Gantt Scheduler, select Reload in the Gantt section. The Gantt Scheduler must be saved, and again, the project must be saved. The start time in the tasks changes to the Plan Start of the project, unless a constraint or dependency is added. The Plan Start of the Gantt Scheduler determines when the project starts Project templates If the same project is to be run multiple times, then it is easier to create a template. Projects > Setup > Project Templates The template contains all of the tasks and relationships that are necessary for the project to be completed. The template can then be imported into each new project with the same tasks required. When the tasks/dependencies are imported, they are automatically set to the Plan Start date of the new project. Of course, tasks can be added or deleted and relationships can be modified. Figure 19: Project Templates 4.16 Microsoft Project The Gantt Scheduler can send and accept tasks from Microsoft Project. A project can be created in either place and viewed in the other. When tasks are imported from Microsoft Project, the # column in the Gantt section table (left side) displays a non-zero number. 21

22 Figure 20: Microsoft Project Import A project can be created in Microsoft Project and imported into the Gantt Scheduler. To import a file from Microsoft Project, select Import From MS Project action. Select a file that is exported from Microsoft Project, select a task type for the imported tasks (Schedule, Work, or Inspection), and select Import. The tasks are brought into the Tririga application. These imported tasks align with the Plan Start date of the project. Figure 21: Microsoft Project Import Export A project can be created in Gantt Scheduler and exported into Microsoft Project The existing or imported tasks can be manipulated as required. New tasks can be added through the application or tasks can be removed through the application. The tasks can then be exported for review or modification in Microsoft Project. To export the tasks to Microsoft Project, select the Export to MS Project action. This action gives a name of the 22

23 exported file. Select the Export Format and export the file. The file is saved and can then be opened in Microsoft Project. Figure 22: Microsoft Project Export 4.17 Task types Many different types of tasks can be added to the Gantt Scheduler Asset Reservation This task type is for reserving an asset for some purpose. It can be created for a future event only, not for a past event. If it is added to a project that has a Plan Start in the past, the task is added in the current date and time Contract Review This task is from the RE data change request. It contains the contract and description of the change Facility Assessment Work Task This task contains building inspection information Follow Up This task is used as a reminder to follow up on some action Inspection Task This task refers to inspection activities Inventory Count Work Task This task is used to verify the actual amounts of inventory for specific locations Inventory Pick Work Task This task is used for the inventory and staging information for customer pickup Key Work Task This task is used for a key request. 23

24 Location Reservation This task type is for reserving a location for some purpose. It can be created for a future event only, not for a past event. If it is added to a project that has a Plan Start in the past, the task is added in the current date and time Material Work Task This task manages requests for types and quantities of material Offline Task This task type is for doing work outside of the IBM TRIRIGA application Punchlist Task This task is for the capital project close-out checklists Reserve Work Task This task manages items around a reservation Schedule Task This task type is for scheduling work that must be done for a project. It is one of the most commonly used task types Submittal Task This task manages the submittals of drawings and other documents for approval Vehicle Reservation This task type is for reserving a vehicle. It can be created for a future event only, not for a past event. If it is added to a project that has a Plan Start in the past, the task is added in the current date and time Work Task This task type is for tracking work that must be done for a project. It is one of the most commonly used task types. 24

25 5 Viewing the Gantt Scheduler 5.1 Gantt Scheduler view The Gantt Scheduler can be viewed in various timeframes - Hour, Day, Week, and Month. The default view is Week. With the Week view, can see the week and the working days - if there is a calendar. It displays about 5-6 months that are divided into weeks. The Week view can be seen by selecting the 7 icon in the Gantt Scheduler section. The Month view displays the project months without any weekly designators. The Month view can be seen by selecting the 31 icon in the Gantt Scheduler section. The Day view allows a closer look at the tasks on a day by day basis. You might need to scroll to the appropriate day to see the tasks. The Day view can be seen by selecting the 1 icon in the Gantt Scheduler section. The Hour view displays the most granular view of the tasks. It displays the working hours, lunch periods, and non-working hours for the tasks, if there is a calendar. You might need to scroll to the appropriate day to see the tasks. The Hour view can be displayed by selecting the H icon in the Gantt Scheduler section. Figure 23: Gantt Scheduler View 5.2 WebStart Gantt Scheduler The WebStart Gantt Scheduler allows the Gantt Scheduler to be popped out of the application and displayed in its own window. The WebStart Gantt Scheduler has limited functionality compared to the in-line Gantt Scheduler. To view the WebStart Gantt, select the Open Gantt In New Window action in the Project Tasks Gantt section. Figure 24: WebStart Gantt 25

26 5.2.1 Updates returned In the WebStart Gantt Scheduler, tasks can be added, deleted, and resized. The changes are then saved in the WebStart Gantt Scheduler and the window is closed. At this point, the in-line Gantt Scheduler does not receive any changes that are made in the WebStart Gantt Scheduler. The project must be saved, and the Gantt Scheduler must be reloaded and saved, for the changes to be reflected in the Gantt Scheduler Refresh action The Refresh action in the Project Tasks section is only used with changes in the WebStart Gantt Scheduler. It refreshes the Project Tasks section with the changes in the WebStart Gantt Scheduler Front_End_Server property For the WebStart Gantt Scheduler to function, the Front_End_Server property must be set to the IP and Port that the application runs on. For example, if the Front_End_Server property is set to then the application must be logged in to using that specific URL. Typically, any other URL does not allow the WebStart Gantt Scheduler to display. If there is a context path for the server, that is also not entered in the Front_End_Server property even though it is necessary when you log in to the application. For example, the Front_End_Server property might be set to and the login is 26

27 6 Saving and syncing the Gantt Scheduler tasks Occasionally, the Gantt Scheduler and the tasks can get out of sync. When this happens, the Project Tasks Gantt section and the project must both be saved. In the Project Tasks Gantt section, select Save. Then, in the project, select Save at the top of the window. This process might need to be done more than one time to coordinate the project, the Project Tasks Gantt section, and the Project Tasks section, and get them back in sync. 27

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