The Task Information Editor

Why Use The Task Information Editor

You will want to use the task info editor to modify attributes associated with a task.

How Do I Access The Task Information Editor?

To open the Task Information Editor from the Visual Plan editor you can:
•    Double click in the task name area of the task or
•    Select the task (click once on the task frame) and select Edit->Task Properties...

To open the Task Information editor from the Gantt Chart editor:
•    Double click on the task duration bar or any column other than the task name or
•    Right-click on the task duration bar and select Properties...

Task Info Editor

There are three sections to the task info editor.

Task Properties: as shown this is where you modify various attributes associated with the task.

Task Info: you may attach a link to a web page as well as notes related to the task here.

Resource Assignments: allows you to manage which resources are assigned to this task.

General Properties

Each of the Task Properties is described below.

Status    Red, Yellow, Green    The current state of this task as determined by the user.
Red – out of bounds and no clear path to recovery.
Yellow – issues exist but there are viable options for resolution. Yellow is the default state.
Green – on schedule for delivery as planned.

Priority    1-10    The relative priority of this task. Typically, the larger the number the higher the priority (10 is the highest).

Risk    1-10    The relative risk of this task. Typically, the larger the number the higher the risk (10 is the highest).

Complete    0-100    The percent of the task effort that is complete.

Tasks that are 0% complete are considered to not have started. Tasks that are 100% complete are considered finished.

Tasks that are 0% complete and the planned start date has passed are considered to be late.

Planned Task Properties

Planned task information is used for calculating the critical path in the project and are the primary dates used for reporting and analysis (except when variances are being calculated).

Fixed start    Determines how the start date for the task is calculated. If this checkbox is selected the date is set by you and will not change when finish dates, lead, lag times of predecessor tasks change. If this checkbox is not selected then the start date of this task is derived from the latest finish date, lead, lag times of the predecessor tasks.

In the Visual Plan editor, tasks with fixed start date have an “(F)” appended to the item displayed in the top left corner of the task. If a child at a lower project level has a fixed start date then a “(C)” is appended to the top left item.

In the Gantt Chart editor, tasks with a fixed start date have a “(F)” displayed in front of the duration bar.

Deadline    If this box is selected then all tasks preceding this task must be complete before the specified deadline date or the deadline constraint is not satisfied.

In the Visual Plan, a red oval will appear on the left of the task box to indicate that the task is a deadline. If the deadline constraint is not satisfied the red oval will also have an ‘X’ displayed.

In the Gantt Chart, deadline tasks are indicated with a “(D)” or “(DE)” displayed in front of the task duration bar depending on whether the deadline is satisfied or exceeded respectively.

You may generate a report on all project deadlines by selecting Reports->Tasks->Deadlines Report.

Start     (This button is not available unless “Fixed start” or “Deadline” is selected.)    Sets the start date to the date selected from the calendar.

Duration    The number of working days required to complete this task. The default duration is 1.0 days. Durations may be specified as whole (1.0) or partial days (1.5).

Finish    Calculated value.    This is a calculated value that is the start date plus the duration.
Cost    Monetary units.    The planned cost of completing the task.

Actual Task Properties

Note that SharedPlan uses Actual data for reporting and display purposes only. All calculations are based on the Planned properties.

Start    A date selected from the project calendar.     The actual start date of this task.

Duration    A number of working days.    The number of working days that were required to complete this task.

Finish    Calculated value.    This is a calculated value that is the start date plus the duration.

Cost    Monetary units.    The actual cost of completing the task.

Time/Cost Information

Lead Time    A number of working days.    The number of days that this task may begin before its last predecessor is complete.

Lag Time    A number of working days.    The number of days that this task must delay after its last predecessor is complete.

Fixed Cost     Monetary Units.    A fixed cost associated with each use of this resource.

Accrue at    When should the income for this resource be taken.
Start: income taken when the task is begun.
End: income taken when the task is complete.
Prorated: income is taken as the task proceeds. (i.e., 25% payment when the task is 25% complete).