Manipulating Project Tasks

Projects created with ConceptDraw Project consist of tasks. A task implies actions having their start and finish.

Management of tasks in ConceptDraw Project can be carried out in several ways:

  1. By using Assistant which helps to create a task and make all assignments for it step by step.
  2. By using the Tasks menu in the toolbar.
  3. By calling the contextual ’ask menu while working with tasks.

Creating A Task

For creating a unique product, service, research (some result of a project) it is necessary to solve a sequence of tasks. Project planning consists of estimating schedule times and costs of these tasks precisely enough. The more precisely this estimation is, the higher the quality of the project planning is.

Creating a task consist of several stages. Some tasks appear at once as a result of the initial idea, others take their shapes during project developing.

After a final wording of a task it is introduced into the project.

To create a task in ConceptDraw Project the following steps are made:

Step 1. Select the Insert new task option in the menu Tasks and click it.

A new project task is added to the list of tasks in the Gantt Chart window.

Step 2. Choose the Task Information option in the Tasks menu and click it.

The Task Information dialogue appears on the screen.

Step 3. In the General tab of the Task Information dialogue the following information on a project task is entered:

  1. Name is the task name, its identifier in a project (it is the task number by default).
    Note: The task name can be changed. Click the task field in the text box. Type in a new task name in the text box.
  2. Duration is the task duration. The default project task duration is 1 day from the start date of a project. The task duration can be changed, using the Duration box or by changing the Estimated Finish Date of a task.
  3. Milestone is the task type, i.e. if Milestone is set the task is important for this problem as it finishes a phase.
  4. Percent complete shows the percentage of completeness of a task.
  5. Start is the Start Date of task.
  6. Finish is the Estimated Finish Date of a task.
  7. Deadline is the deadline for task fulfilling.

Step 4. In the Resources tab of the Task Information dialogue the information about resources assigned for the current project task is entered.

Step 5. In the Notes tab of the Task Information dialogue the additional information about the project task is entered.

Note: Click the right button of the mouse for alternative calling the contextual Tasks menu and choose the Task Information dialogue option there.

Deleting A Project Task

To delete a project task:

  1. Select the required task in the list of tasks.
  2. Choose the Delete Task option in the Tasks menu or in the contextual Tasks menu.
  3. Click OK.

Hierarchy of Tasks in a Project. Task Indent

In ConceptDraw Project tasks have hierarchy.
They are divided into phases and tasks. Some problems are usually grouped in phases.
The phase has a higher level of hierarchy than a task included in it.
Moving tasks from a higher level of hierarchy to a lower level is carried out by means of a choice of the Task Indent option in the in the Tasks menu or in the contextual Tasks menu.

You see the image of the tasks table before applying the Task Indent option.

The image of the tasks table after applying the Task Indent option.

You see that tasks Task 2 and Task 3 became subtasks of Task 1. And the task Task 1 has turned into a phase.

Hierarchy of Tasks in a Project. Task Outdent

Moving tasks from a lower level of hierarchy to a higher level is carried out by means of a choice of the Task Outdent option in the Tasks menu or in the contextual Tasks menu called by clicking the right mouse button. Thus a ConceptDraw Project task becomes a phase if it comprises subtasks, or remains a task, but gets a higher status.

A Task As A Milestone

While developing a project some tasks are coming forth because of their importance in this project. They can finish a project phase, i.e. its significant stage. Such tasks are referred to as milestones.

A Milestone is a reference point marking an important event in a project and used for controlling the course of fulfilling a project. Any task with zero duration is automatically displayed as a milestone. However there is a possibility to mark as a milestone any task with any duration.

To assign a project task a milestone:

  1. Select the required task in the list of tasks.
  2. Choose the Milestone option in the Tasks menu or in the contextual Tasks menu.
  3. Click OK.

The task which becomes a milestone is marked with a rhombus on a Gantt's Chart.

Fixing a Deadline

Some tasks are very critical for a project, i.e. they cause the failure to carry out other project tasks. They should be singled out especially.

In ConceptDraw Project marking critical project tasks has been foreseen by means of assigning a deadline.

To fix a deadline:

  1. Choose a task in the Task Table of the Gantt's chart. Click the Task Information option in the contextual Tasks menu.
  2. Click the Deadline check box in the Task Information box. The Deadline date will become clear.
  3. Click the scroll-bar control in the Deadline date box. The Calendar appears.
  4. Select the required Deadline date.

To fix a deadline alternatively:

  1. Select in the task table the required task and click it.
  2. Click the Deadline check box in the Task Information box and fix the Deadline using the Calendar box.
    Thus in the table and on the Gantt's chart on the left marks will appear.

In the Tasks menu near the Deadline item a mark will also appear.

To cancel a task deadline:

  1. Choose the required task in the tasks table and click it.
  2. Click the Deadline item in the Tasks menu.

The mark will be removed from the Deadline item in the Task menu as well as from the Gantt's chart.

Changing Task Properties

Developing a project is a creative work of its founder. While refinement of a project its tasks are specified and detailed, depending on arising factors of our real life. Tasks may undergo modifications, change the dependence on other tasks, etc. ConceptDraw Project foresees such situation in the course of developing projects and lets change tasks properties and the project as a whole easily.

Changing tasks properties can be effected from various application windows.

All task properties can be changed in the Task Information dialogue. This dialogue can be called using the item Task Information in the Tasks menu.

In any graphic presentations of a project there is a possibility to call the Task properties dialogue by means a double-clique of the mouse on tasks or from the Tasks contextual menu. Properties of any task can be changed using the Project Assistant and its Task Information box.

Assigning Resources to Tasks

Resources are workers, equipment and the materials used for fulfilling tasks in a project.

In ConceptDraw Project each project task should be assigned resources from those ones available in the project. Assigning resources is required for defining who must fulfil these tasks and who is responsible for their fulfillment. Assigning resources also helps to determine what time is needed for working over a task and (if costs are traced) what costs are needed.

Assigning resources is made in the Resources box of the Task Information dialogue(menu item Assign Resources to Task).

Step 1. Select Assign Resources to Task and click it. The Resources box with the Resources table appears.

Resources have the following parameters to be entered:

Step 2.
a) Choose the resource relating to the project task or its phase in the Resources message box and click it. A check box appears.
b) Click the Resource check box to assign a resource to a task.
c) Define resource units (the default value is 100 %)
d) Click OK

The selected resource will be linked to the selected task or a phase of the project.