de:Das proRM-Projekt-Gantt


Overview

Using proRM Project Gantt App you will be able to see all projects, subprojects, work packages and milestones in a colorful and understandable format, easily make changes, creating new items, moving or deleting them using the drag and drop facility or even assign resources just with a few clicks. Thus, proRM Project Gantt App allows having a transparent and holistic view over the progression of your projects, showing their status, whether for individual or multiple clients.

Particularly valuable is the enabling of a visualization of complex dependencies at all levels in a single glance. Classically, this type of activity cause problems of tasks overlapping, however proRM Project Gantt App offers you an optimal solution by highlighting the ultimate and most efficient Critical Path. In this way, a complex project with multiple project-phases, that requires highly structured work-packages and milestones, becomes as straightforward to plan and maintain, as a flat project with few sub-projects.

Moreover, all frequently required project structures, created or imported, may be saved as various templates directly within proRM. It will save your time when you will need them next. If the standard display does not meet your requirements there are various display options to ensure you get the optimal display for your needs. Read more here: Link to Template Editor.

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Left Navigation Bar   Using this button, you can create, delete and move projects and subproject. It is also possible to export the view as an *.xml file via the button export.
Select Customer  Select the company on whose behalf projects are executed. It is also possible to select multiple companies.
Chart Start Date Start Date of the Project Gantt.
Zoom  The slider allows an individual adjustment of the size of the Project Gantt. 
Resources  Project Resources can be turned on or hidden.
Detail Project Info  Project Details can be turned on or off.
Gantt View  Gantt View can be turned on or hidden.

First Steps

To be able to use the application, you should first select a customer. For this purpose, click Select in the bar Select Customer and type in the name of the customer or the names of the customers. It is also possible to open the look-up, where you are able to select your desired Account from the Account Look up View. To select multiple companies, select a company here and click the Add button. Once you have selected the company, press OK to close the window and to confirm your selection. If you click on Refresh, you will be shown the selected company and the underlying projects at the section Project Information. Existing projects are shown in the right section of Project Gantt as bar. Now you can view everything to the lowest level of the Project Resource as at the Project Tree.

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You can choose the view of the application anytime. All functions are activated by default.

If you open a project you can see the assigned resources. If your resources have already booked time on a project, you can see the progress in the project bar as green bar.

Project Name The name of the customer and the projects are displayed.
Predecessors You can define if the project has relations to other projects.
Predecessor Types Here you can define the type of the predecessor. O is for normal relations and F is for fixed.
Start- and End Date Start- and End Date of the Project. These can be edited by clicking in the boxes.
Project Category It shows, if the Project is a Project Phase, a Project, a Work Package or a Milestone.
Estimated effort, (h) It shows the estimated effort of the project.
Actual Effort, (h) It shows the actual effort of the project.
ETC This shows the estimated time to complete. This value is considered, when resource books time to the project.
Budget attainability It indicates whether the project is still in the budget.
Completion, % It shows how far the project is complete. Here is the estimation of the resources taken as the basis for calculation.

Create a Project

To create a new project, press the button Create Project at the left navigation bar. A new window with all the necessary data such as the Project Name Booking Type, Project Manager, Project Type, Start and End Date, the Currency whether the project type should be Time and Material or Fixed Price is opened and some other settings such as enabling the ETC can be entered.

After you have set all the required data in the form, click Create and the project will be added automatically.

Create Subprojects

If you want to create a subproject, just select the button Create Subproject, it is located directly under the Create Project button. A similar form like in the preparation of a new project is opened now. Please note that the Gantt uses the selected project as a template and therefore it has already contained data, such as Booking Type and Project Manager.

You can also define afterwards a project as a subproject. To do this, click on the button Indent below the Delete button. You can undo this operation or define a Subproject as a Main Project by pressing the Outdent button. Note that the project above the selected Project is functioned as Parent Project. If another project serves as Parent project, you are able to move the subproject using the arrows up or down.

Invalid Project

If the newly created project is shown in red and is not visible on the grid view, the project is invalid. This happens if you leave one of the required fields such as Project name, Booking Type or Project Manager empty. To add the missing data, click on the project. The project form will be opened in a new tab, where you can make the required changes and customizations. After you have made all the necessary changes Save the project and click on Refresh in the Gantt. The Project Tree is now reloaded and the invalid project will be displayed as valid one.

How to Delete Projects

To delete a project, you can use the Delete button. Please be careful: If you delete a project, all subprojects will be also deleted. The Project cannot be restored. The Projects, which contains bookings, cannot be deleted.

Create Project Resource

To assign a resource to a project, select the desired projects and click the button Create Project Resource. Then an input screen appears, you need to fill in the Resource.

Furthermore, you can define the Start and End Date, the Estimated effort (h) and the Hourly rate. The Project Name and the Currency are already initialized in relation to the selected project.

Change the View

You have several options to change the view:

Via Start Date you can select the start date of the Gantt. Via Zoom you can choose individually if you want days, weeks or months to be displayed. Via Resources you can view or hide the Resources. Via Detail Project Info you can view or hide details of the projects. If the details are hidden, a Project tree is being displayed. Via Gantt View you can turn off the Gantt View. The Critical Time Buffer allows you individually to adjust the date when an overlap of projects appears to be critical. This overlap can be displayed with the button Show Critical Path at the left navigation bar.

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Project Category

When you create a project, you can define a project category. Moreover, you can change it anytime you need. The project category is assumed from MS Project to structure your project. If you do not want to work with different project categories, you can ignore the difference between categories altogether.

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Each project category has its own icon and color. For more information about the purpose of each project category, please follow this link: Project Management

Project categoryExplanation
<a rel="__blank" href="http://en.wikipedia.org/wiki/Project" target="_blank">Project</a> A project is a temporarily endeavor to create a product, e. g. a new software release.
<a rel="__blank" href="http://en.wikipedia.org/wiki/Project_management#Processes" target="_blank">Project Processes</a> A Process in a project is a defined phase; e. g. a concept of the new software development must be created.
<a rel="__blank" href="http://en.wikipedia.org/wiki/Work_package" target="_blank">Work Package</a> A Work Package is the tiniest piece of a project. A work package will be assigned to a person as a task, e. g. to write a report.  
<a rel="__blank" href="http://en.wikipedia.org/wiki/Milestone_(project_management)" target="_blank">Milestone</a> A milestone is a special event that deserves special attention, e. g. an important decision about a project.

How to Import/Export a Template

You can create a template from an existing project structure. Click on the button Save Project as Template, which is located in the left navigation bar. This template will be saved as an entity in CRM and can be reloaded anytime in the Gantt. Furthermore, you have the possibility to edit and manage the template at the Project Template Editor. It is also possible to import templates, which you have created at the Project Template Editor within the Gantt. To do this, select the Import Project Template button. Now you have an access to all your stored templates in CRM. You should only to insert the Project Type and Start Date before you add the project structure to the company.

Export to MS Project

To export projects to MS Project, open the Customer in the Gantt and select the Project that you want to export. Click on the Button Export Project to MS Project. You will be prompted to save the file as XML. After the file is saved, you can open it in MS Project. With the button Import Project from MS Project you are able to import all templates saved as XML-Files, from MS Project into your CRM system and your Gantt. Simply choose the XML-File, which you want to import.

Predecessors

How to Use Predecessors

The predecessor function acts to visualize a dependency between different Projects, Project Phases and Work Packages in a fast and easy way. With this function, you can choose how to set a connection.

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To establish a connection between two elements, first call the accountant of your projects. Then find the elements to be joined and enter the number of the element that is the predecessor of the second element under Predecessor. Furthermore, you have the possibility to connect two projects directly in the Gantt view. To do this click with the left mouse button on the required Previous Project and hold the left mouse button. Now drag the arrow, by holding down the left mouse button pressed, to the desired Successor Project and release there the mouse button. This creates a new Relation. This Relation is defined as standard Finish-Start Relation.

There are various methods of connections between two elements:

 Predecessor  Explanation
Finish to Start It is the standard Relation between two projects and means that the following project starts as soon as the previous project ends. Token: FS
Start to Start  The start date of the successor project is dependent on the start date of the previous project. Token: SS 
Start to Finish It defines that the end of the successor Project depends on the Start of the previous project. Token: SF 
Finish to Finish Both end dates of the selected projects depend on each other. Token: FF

To determine the various predecessors of a Relation, you will have to fill in the corresponding Token in the Predecessor column. The Finish to Start Relation would do without any Token because it is set as Default value.

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How to Fix an Existing Connection?

To fix an existing Relation between two projects, click at the Gantt view on the Connection with a right click and select Fixed. The connection is now fixed, this means that both projects are firmly connected and the distance between the respective data move not by changing a project. So you can delete the Relation or convert a Fixed into a Normal Relation again. Another way to fix an existing Relation is to insert the Token F for fixed or the Token O for normal Relation into the Predecessor Type column.

The advantage of a fixed connection is that you can specify a value for the number of days between the two projects. You can always individually determine the number of days between two projects by turn in the corresponding Predecessor column and there the relevant days are to attach a + behind. Example: If the start date of a Project is 5 days after the start date of the Predecessor Project (number 3), this would mean the following values for the column:3SS+5.

Full Screen Mode and New Tab

To activate the Full Screen Mode click the icon Full Screen with the arrows outward, which is located next to Help icon in the right corner of the application.

To open proRM Project Gantt App in a new Tab click on the icon Open in new tab with a diagonal arrow, which is located next to Help and Full Screen icons in the right corner of the application.

Please be careful: When you open the application in a New Tab, it loads a blank page of the application without early selected data. When you open the application in a Full Screen, it opens with early selected data.