Add or Edit a Schedule Template

You can add or edit schedule templates of various types for use on Projects associated with certain objects.

1. Click Admin > Schedule Templates.

2. Click Add or click the menu icon in the row of a template you want to edit then click Edit.

3. Enter Template Info in the window that displays:

   • Base Template: Select a template if you want to create a template based on an existing schedule template.

   • Name

   • Type: Select a template type.

   • Association: Select an object to associate the template with.

     Fields that display on this form vary depending on your selection. Options in the Type and Association drop-down menus are created and maintained in the Lookup Tables section of the Admin page.

   • Association Sub Type

   • Workday Schedule

   • Reportable: Select to use the template in Business Intelligence reports.

     If you make the template reportable, metadata is added to the data warehouse.

   • Multiple: Select to allow more than one Project of the same type per Site or other object based on the Association to be created from this template.

   • Auto Create: Select if the Project schedule should be automatically created when a new Site or other object based on the Association is created. Select only if the Project schedule should be automatically created for every new Site or other object based on the Association.

   • Auto Set Baseline Dates: Select to automatically set baseline dates for projects created with this template.

   • Require GPS Coordinates for Mobile Uploads

4. Click OK.

When you add a template, the system automatically assigns it a number. The new template remains in draft status until you add tasks and subtasks.

Add a task

Add tasks to schedule templates to indicate the main steps in the Project process. You can then add subtasks to each task to indicate the deliverable portions of work. For example, on a schedule template called Site Build out, you can add a task called "Zoning Inspection" and add a subtask to "Zoning Inspection" that requires upload of a permit document.

1. On the Project tab, click Add Task.

2. Complete the fields on the form that displays:

   • Name

   • Number: This identifies the task. For example, if tasks are numbered 10, 20, 30, you can number subtasks of task 10, 10.1, 10.2, etc.

     The display order of a task is determined its Predecessor, not its Number.  

   • Duration: Expected time required for the task to be completed. If the task has subtasks with durations, the field is read-only and displays the sum of the of the subtask durations. The cumulative duration of all tasks determines the project's duration.

   • Milestone: Select if this task is a project milestone. You can filter screens and reports to display only milestone tasks.

   • Optional: Select if completion of this task is not required to complete the project.

   • Checklist: Optionally, select an existing checklist to associate the task with or select --New Checklist-- and enter a name for the new checklist. You can filter screens and reports to only display tasks associated with a particular checklist. New checklists are included in Hierarchies > Tags, with type Checklist.

   • Predecessor: Optionally, select tasks that you want as predecessors for this task. The predecessor list is created systemically as additional tasks are created, allowing you to select the appropriate predecessor.

     Select None, or select the Project Template > Define.

     The Object Browser - Task window opens that lists the tasks for the template. Select each task you want as a predecessor and click OK.

     A task cannot become active until all predecessor tasks are complete. If task B has task A as a predecessor, task A must be complete before task B can begin. Therefore, marking both A and B as predecessors for task C is redundant. task C cannot begin until B is complete, and B cannot begin until A is complete. Therefore, it is sufficient to name task B as the predecessor for task C.

     When tasks are initially added to a template, the system assigns them a position number. This is driven by the tasks’ predecessors.

     You can select Move to Specific Position from the task menu icon to change a task's position, but this changes the display order on the project schedule, and does not change the predecessor task or the task number.

3. Click Submit.

4. Repeat these steps to add additional tasks to the schedule template.

   The display order of each task is determined by the Predecessor you select for that task, not by the Number.

Add subtasks

Subtasks allow for proof of completion on the Project schedule. A task can contain one or more subtasks. The subtasks are those actions that have to be directly performed by a role, and a user within that role, to prove the completion of that task. The collective completion of all subtasks drives completion of the task and opening up the next set active tasks.

A predecessor of a subtask can only be a subtask belonging to the same task. You cannot make a subtask of one task a predecessor to a subtask of a different task.

1. Click the menu icon next to the task where you want to add a subtask, then select Add Deliverable.

   The section expands to display a form.

2. Complete the form that displays:

   • Name

   • Number: Enter a number to identify the subtask. For example, for the first subtask of task 1, you might enter 1.1.

   • Type: Select the task type then complete the related fields that display.

     • Approval: No additional fields display.

     • Document: Select the Category and Section or enter new ones.

     • Form: Select the Form Type.

     • Object: For portfolios with Object Creator functionality enabled. Enter Operation, Object Type, Object Subtype, Object Form, Instruction Header, Instruction Body.

   • Optional: A set of subtasks can collectively make up a task. Select if completion of this subtask is not required to complete the task. A Document subtask cannot be optional.

3. Click Submit.

   The system automatically assigns a number to the subtask.

    This number cannot be changed, but the subtask can be moved to a different position in the list of subtasks under the task.