Tasks are a critical data component in Project Central. Most, if not all, Project Central communication involves tasks in some way. Tasks are assigned, accepted, declined, delegated, updated, and created here. Understanding task features, therefore, is essential to working effectively in Project Central. by exploring tasks from the team members+viewpoint.
Using the Timesheet
Each team member’s timesheet shows tasks that have been assigned, updated, or otherwise modified since the project manager began communicating through Project Central. It means that a team member on a two-year project who is just starting out with Project Central won’t necessarily see all his tasks on the timesheet. Advise your team to maintain their former task lists until you’re sure that Project Central is tracking everything you want tracked
As a resource on a project, you can view your own task list (called a timesheet by clicking any of the task links in the Actions pane, on the navigation bar, or within the text of the Home Page itself. Figure 16.5 shows the timesheet for team member Gini Courter
The timesheet has a task field portion (on the left) and a timescale section (on the right). Point to the split between the two and drag the adjustment tool to change the relative size of each section. “
Adjust the height of the rows and width of the columns in the timesheet by dragging the appropriate adjustment tool
Choosing View and Timescale Options
Bydefault, the timesheet displays Summary Tasks with their subtasks and Actual Work In daily increments. You can recognize Summary Tasks because they show up In bold unless the Project Manager has applied a different format. setting. Click the minus (-) sign in front of any Summary Task to collapse it, thus hiding the subtasks displayed below it. Click the plus sign (+) In front of any collapsed Summary Task to expand It, displaying subtasks. To remove Summary Tasks from the display, leaving only subtasks, clear the Summary Tasks checkbox in the Show list above the timesheet.
To display Scheduled Work in addition to Actual Wor\<for each task, enable the Scheduled Work checkbox. Then, each task shows two timescale rows: one for Actual Work and one for Scheduled Work. Enabling the Overtime Work field adds a third timescale row to each task. Change dates for which the data is displayed by adjusting the TImescale Period From and To fields. Simply click the drop-down arrow and navigate the calendar to the on the you want to use. Click a date to select it. Click Apply when you’ve chosen both a From and To date.
By default, the selected period Is displayed in Days. But you can choose to show the Timescale In Weeks (which shows data in seven-day, Sunday to Saturday Increments). If you select Weeks,’ and your. Period From Date is not a Sunday, the first column in the Timescale portion of the Timesheet shows a “short” week that begins on the Period From date. Selecting Entire Period displays one column that totals all the data during the selected time period
Viewing the Personal Gantt
If you want to see the graphical representation of the Timescale section, click the Gantt View link to the right of the Timescale selection drop-down list. Now, the timesheet shows Gantt bars for tasks scheduled during the selected time period
Although you can’t directly adjust the timescale from Gantt Chart view, you can click Zoom In or Zoom Out to choose smaller and larger time increments, respectively. Click the Timesheet link to return to the table view. All timescale settings are as you left them, even if you zoomed the Gantt Chart
Filtering” Grouping, and Sorting Tasks
Filtering lets you choose which tasks you want to view, based on criteria you specify. (You want to see only tasks that have durations over eight hours.) Tasks that don’t meet the ··tilter·criteria are hidden. Grouping displays like tasks together under a heading you specify. (You’re currently working on four protects. You want each project to appear as a heading that you can expand or collapse to dIsplay/hide that project’s tasks.) Sorting tasks.allows you to display them in a particular order. (You want to see all tasks in chronological order by start date.) Click the Filter and Grouping tab near the top of the Timesheet page to access those settings
Applying a Filter After the Filter and Grouping options are displayed, click the dropdown arrow on- the Filter field to see filters available for your Timesheet. Most of these list items are self-explanatory: All Incomplete Tasks shows tasks that are less than 100% complete
Using AutoFilters Enable the AutoFilter checkbox to activate filter arrows on each of the columns in task portion of the timesheet
Grouping Tasks on the Timesheet
By default, tasks are grouped by project and all project headers are expanded. Click the minus (-) sign in front of any project headers to collapse the tasks under that header. Click the plus (+) sign to expand them. To apply a different group setting, select from the Group By and Then By lists on the Filter and Grouping tab of the timesheet. Your group choices are limited to the project name, start date, work, and task name. Figure 16.6 shows part of a timesheet grouped by Project and then by Work, with the 2h, 4h, and 6h, groups collapsed and the 8h group expanded.
You can remove the Then By group setting by selecting None from the list. However, Project Central doesn’t allow you to remove the primary grouping criteria from the Timesheet. You’ll always be grouped by something, but you get four choices for what that something is.
Sorting the Timesheet There are no sort settings, per se, on thetimesheet. There’s no list of fields to sort by, and you can’t pull up a dialog box to sort by this or that field. :\e\’ertheless, you’re always sorted by some criteria, even if you’ve never sorted your Timesheet. By default, items are displayed in the order you received them
Click any column header in the task portion of the timesheet to sort tasks in ascending order (A-Z, 1-10) on that field. Click the same header again to sort descending (Z-A, to-1). An upward pointed triangle indicates that the timesheet is currently sorted in ascending order on the column header displaying the triangle. The downward-polnttng triangle signifies a descending sort
Remove previously applied sort and list tasks in the order they were received by clicking the Unsort button on the Filter and Grouping tab
Delegating a Task
As a project manager with a good team behind you, there’s little need to micromanage resources. They know when they’re falling behind on a task. And your best people will recognize a time crunch before it happens. We hope you’re blessed, as we are, with conscientious, Iorward-thinking staff members who take their assignments and deadlines . seriously, In this fortunate situation, a project manager can save hours of reviewing and reassigning tasks by allowing resources to delegate on their own.
Team members click the Delegation tab to see options for delegating tasks. Most of the ‘settings here are for viewing tasks after you’ve delegated some. The actual delegation process invokes a wizard to walk you through.
There are certain types of tasks you can’t delegate-for example, tasks that have been deleted or tasks that have status requests pending. Project Central displays an explanatory dialog box when you try to delegate tasks that aren’t available for delegation.