Use the Project Schedule to schedule staff members to perform tasks, modify the project schedule, and charge time to tasks. There are four main sections in this scheduler.
- Task and Staff List
- Current Schedule
Task and Staff List
The Task and Staff List lets you toggle between a list of project tasks from your active proposal and a list of staff members assigned to this project. This allows you to schedule by task or by user.
To schedule by task, you have two options. The first option is to select the task you want to schedule from the task list. This opens a dialog that allows you to set the start date and time, end date and time, assign a staff member or team to the task, and add any notes specific to the task.
Multiple staff members or teams can be assigned to the same task and the task can be scheduled for multiple non-consecutive days. For example you can assign Team 1 to Task 1 next Monday and also assign Team 2 to Task 1 next Tuesday and Wednesday.
The second option to schedule by task is to drag and drop the task onto the calendar on the day you want the task to start. This will open the same scheduling dialog but the default start date will be the day you dragged the task onto.
To schedule by staff, click the “Staff” tab to get the list of all staff assigned to the project. This opens a dialog that allows you to set the start date and time, end date and time, assign a task, and add any notes specific to the task. You can also drag and drop a staff member onto the calendar and assign a task. The Task and Staff List can also be filtered and sorted. You can use this to display just the information you want to see sorted in the desired order.
The Current Schedule shows the list of all tasks that have been scheduled, the staff members they are assigned to, and the start and end dates. The Current Schedule can also be filtered and sorted to display just the information you want to see sorted in the desired order.
The Calendar is a graphic representation of all tasks that have been scheduled for the project. This allows you to review and modify the schedule.
To modify a task, click on the name of the task you want to modify on the calendar. This brings up the dialog where you can change the start or end date, assign a different staff member, add a note, or delete the scheduling. If you just want to change the start date of the task you can drag and drop it onto the new start date on the calendar.
The calendar view can be set to display month, week, day, or today’s date. You can also scroll back and ahead. The calendar schedule can be filtered to show the schedule for all or selected staff members. It can also be filtered to show all tasks scheduled, completed tasks, or pending tasks.
Access the Timecard by pressing the “Timecard” button in the bottom right corner of the calendar. Use the Timecard to enter hours charged to tasks by staff members and to set the % complete for each task. This information is necessary for project tracking.
The Timecard is based on weeks. It will open by default to the current week. You can scroll back using the “Prev” button and scroll ahead using the “Next” button.
You can also filter the Timecard to show all or selected staff members. Use this to show only the staff members you want to enter time for. You can also filter the list to show All, Completed, or Pending tasks.
To enter hours spent on a task first press the “Hours” button. This will display the list of tasks and staff members that have been scheduled for those tasks. Then select the task and staff member you want to enter hours for. Then select the day they worked and enter the number of hours they worked.