# Common sections

Some sections are displayed on almost all screens in the detail area.

Those sections allows to set information or add information to an item of the element.

A view of ProjeQtOr’s global interface

Interface areas:

Description section

Allocations section [Project]

Assignment section [Activity]

Treatment section

Configuration

Sub-Project and Sub-Activity

Predecessor and Sucessor

Progress section

Linked Elements section

Attachments section

Notes section

## Description section

This section allows to identify items of the element.

Each element has its own description section. The description fields are not the same depending on the element or even its type.

Most of the fields available for each element offer the possibility of having a search view and an accelerator to access other elements.

See: Combo list fields

## Allocations section

Allocation section

This section allows to manage resource allocation to projects.

Field | Description
--- | ---
Id | Unique Id for the allocation.
Resource | Name of the allocated resource.
Profile | Selected profile. Determine the profile on this project. A resource can have a different profile on each of the projects to which it is assigned.
Start date | Start date of allocation. The software will take these dates into account for the work calculation.
End date | End date of allocation. The software will take these dates into account for the work calculation.
Rate | Allocation rate for the project (%).

- Click on to create a new allocation.

- Click on to update an existing allocation.

- Click on to delete the corresponding allocation.

- Click on to replace resource on the corresponding allocation.

Closed assignments are indicated with a gray background.

The contact and users sections only display those who only have this role.

Click on the resource name to go directly to the selected resource.

> Replace resource

> - Replace resource on an allocation: all tasks assigned will be transferred to the new resource with assigned and left work.

> - Work done on tasks still belongs the old resource.

> Replace allocation dialog window

> Replace allocation dialog box - Required field
> Field | Description
> --- | ---
> Resource | Resource list.
> Capacity (FTE) | The capacity of the resource selected
> Profile | Profile list.
> Rate | Rate (in %) of the allocation to the project
> Start date | Start date of allocation
> End date | End date of allocation

## Assignment section

This section allows to manage assignment of resources to tasks.

Assigning a resource to a task makes it possible to define its function on the latter and its daily cost, if defined during the creation of the resource.

Activity page with assigment

Important

- Only project resources can be assigned to project tasks.

- If actual work exists for an assignment, it cannot be deleted.

Assignment section

Fields of assignment list
Field | Description
--- | ---
Resource | Name of the resource assigned to the task.
Rate (%) | Rate planned for this resource to the task.
Assigned | The work initially planned for this resource to the task.
Real | Sum of work done by this resource to the task.
Left | Remaining work to this resource to complete the task.

- Click on to assign a new resource.

- Click on to assign an entire team to the activity

- Click on to assign an entire organization to the activity

- Click on to assign a pool of resources to the activity

- Switch th button automatic assignment of the project team to assign the project team automatically to the activity

- Click on to modify the assignment.

- Click on to delete the assignment.

- Click on to divide the assignment (two equal parts between two resources)

- Click on to go directly to the allocation sheet for this resource.

- You may have this button at the top of the assignment area if you are assigned to the item yourself.

- Click on the name of the resource to access the details on the resource screen.

- The closed assignments are displayed on a gray background.

Note

If the person assigned to the projet as contact is also a resource, then it will appear in resource.

Add a new assignment

Assignment dialog box

Fields - Assignment dialog box
Field | Description
--- | ---
Resource | Resource list.
Function | Function list. The main function defined for the resource will be display first.
Cost | Daily cost defined for the resource and its function.
Rate | The max rate (%) to schedule the resource on the task by day.
Assigned work | The work initially planned for this resource to the task.
Real work | Sum of work done by this resource to the task.
Left work | Remaining work to this resource to complete the task. .. code:: [Left work] = [Assigned Work] – [Real Work] - Project leaders can adjust this value to estimate the work needed to complete the task by the resource.
Reassessed work | The new total work planned to complete the task. [Reassessed work] = [Real Work] + [Left Work]
Comments | Any comment on the allocation. When a comment exists, will appear on the assignment list, and on the description of the activity on the “real work allocation” screen. Moving the mouse over the icon will display the comment.

### Multiple assignment to a task

> - A resource can be assigned more than once to a task.

> - Allows to assign the resource to the same task with a different function (different daily cost).

> - Allows to add extra work without modifying initial assignment.

### Automatic assignment to a task

> You can automatically assign the entire project team (all the resources assigned to the project) to a given activity.

> This assignment is dynamic, when you add a resource to the project it is automatically added to the activity.

> - Switch the button to automatically assign the ressources of the project to the activity.

> - The entire project team will be added to the assignment table.

>   > - We only take into account the resources assigned directly to the project of the activity, not the parent project,

>   > - The allocation must not be closed

>   > - The assignment function is the default function of the resource

>   > - Rated load is zero

>   > - Assignment rate is 100%

> Important

> Only Resources assigned to the project are assigned, not users or contacts who are not also resources.

> - If you remove a resource from the assignment, that resource is not removed from the project.

> - Automatic assignment does not generate duplicates. If a resource already exists in the assignments, its assignment is not duplicated.

> - On the other hand, if the assignment is closed it will be reopened (if the activity is not itself closed).

> - If the allocation of the resource on the project is deleted or closed then the assignment on the activity is automatically closed so that resources can no longer be attributed to the activity even if the resource has work remaining.

Note

When this option is unchecked, the assignments will not be deleted (there is no way to know if the assignment was generated dynamically or manually). Only the automation for newly assigned Resources will be disabled.

### Recurrent mode assignment

The recurring planning mode is the only mode that, by default, covers the entire duration of the project.

If the project is lengthened, then the task in recurring mode will lengthen accordingly.

Recurring assignment

During the assignment, you distribute the workload of your resource on a weekly basis.

You can enter a different value for each day of the week.

The `copy` is an accelerator to copy the entered value on Monday every other day.

The total load will be calculated after validation according to the duration of your project and the assigned times.

Warning

- It is a priority planning method.

- Using this mode can add a significant workload!.

### Planned Interventions assignment

The assigned workload is no longer determined but will be entered on a calendar which can be clicked, per half-day.

See: Planned interventions assignment

> Display Manual planning calendar

> - Click on to add a new assignment.

> - To see the workload distribution table, select the resource and confirm. Then click on the edit button.

>   > - If the assignment already exists, click directly on the .

>   > - The calendar will then be displayed in the assignment window..

> - The display starts in the current month and spans the next six months.

> - Each box is divided into two half days. The assigned work is then automatically the sum of the selected half-days.

Assigment with the Manual planning mode

The workload saved in this window will be displayed to the planned interventions screen.

> Distribution of the workload for a new assignment

> - click on a box to enter a workload.

>   Depending on the global parameter, this workload will be either planned work or real work.

> - Each day is represented by two half-days (am and pm)

> - You can plan for the 6 months following the date of the assignment

> - The half-days filled in will be visible on the screen of planned interventions

> - Save this data with the save button

### Activity on real time

When you check the activity option at the time spent on an activity then several fields will no longer be accessible and a recalculation of the load will be carried out:

- Recalculation of the rated load = revised load when modifying the remainder to be done

- Recalculation of the remainder to be done = rated load - actual load when changing the assigned load. This is the existing operation in all cases

- Prohibition to modify the assigned load to a value lower than the actual load. You will then have a blocking message

## Treatment section

This section contains information on the treatment of articles, ie on the life and progress of the element.

It usually contains status information, macro reports, situations or those responsible for the work of this element.

Treatment section for project

Depending on the item, this section may display different fields.

All the lists in this section are customizable.

Project tracking settings

This part of the section allows you to follow your project in a more visual way.

Project tracking settings

On the Today screen, you can see this informations in the scope of the numbers counted in the Project Section.

scope of the numbers counted in the project section on Today screen

Macro status

The macros states work thanks to levers.

Several states are populated directly based on the information you record.

> in progress

> The field is filled in when you fill in the first charge on your timesheet.

> Please note, the date recorded in the in progress field is the date on which the charge is entered and not the day on which it is entered.

> Done

> The field is filled in when you fill in the last charge on your timesheet.

> The remaining time MUST therefore be at 0 for this field to be completed.

> Closed

> The field is filled in when you close an element

> Cancelled

> The field is filled in when you cancel the element via the status of your workflow

Other options

ProjeQtOr offers you several options to build your projects, protect them, or even pause them depending on the hazards you may encounter.

> Fix planning

> - The project is never re-calculated.

> - It means the planning will always be the same whatever you do on other projects.

> Important

> This may lead to dependencies unconsistency.

> Paused

> - Available on projects and activities.

> - The planning is never recalculated.

> - Unlike “fix planning”, the current planning for the project is erased.

> - This is used to postpone the project to an undetermined date.

> Non extendable project

> - You can’t add new elements to this project,

> - You can’t delete elements from this project.

> - You can’t move elements from/to this project.

> Under construction

> - The resource don’t see it on timesheet.

> - The alerts are not generated

> - Emails are not sent.

> Exclude from global plan

> - Do not show the not plannable items for this project on the global planning view.

> - This means that only “standard” planning items will be displayed. Excluding actions, decisions, deliveries…

> Validated work treatment

> - Activates treatment of the validated work based on the sum of the work of the project orders.

> - Otherwise it will be calculated on the sum of the validated work of the activities

## Working hours

Working hours section for the project

Section visible if you have enabled the global setting to apply working hours to projects.

You can enter different times for each project.

These times will then be used for the automatisms using the delays.

See: Global parameters

See: Delay for tickets

## Configuration section

Configuration section

You can view the products and product versions related to this project.

Click on the product name or product version to go to their respective screens.

See: Configuration Management

## Progress section

This section allows all at once, define planning and follow-up the progress.

All planning elements have a progress section.

Progress section

Description of the different sections is grouped by the planning elements that have common fields and behavior.

Progress data are displayed in the same format, but according to the planning element, fields can have another meaning or behavior.

Below is the definition of the different columns that make up the Progress section.

### Dates and duration

The dates and durations section allow you to record and display different time information on your element.

Validated

Validated dates are used for:

- Define the input parameters according to the selected planning mode - See: Planning mode

- Define the initial due dates as a reference in order to check any drifts in your project.

- Set a deadline by which the work must be completed. You will be able to compare your validated dates with the planned dates of the software to follow the possible drifts of your projects.

- Directly on the project screen, without any other constraint, determines the start of planning for it.

Planned

Planned dates can be defined with:

> Requested or validated dates

> The planned dates can be initialized with validated dates or requested dates (whether validated dates are not specified).

> Planning calculation

> The planned dates are determined during the planning calculation.

> The planning calculation is done according to tasks assigned to resources and their predecessors.

> Note

> Planning mode “Fixed duration”

> The planned dates of tasks will be calculated depending on their predecessors and their specified duration.

> Warning

> Planned dates of parent element

> At parent element level, dates are adjusted with the first planned start date and the last planned end date from all sub-elements.

> The planned start date is adjusted to the real start date when work began.

The planned dates are calculated by the software. You do not have the possibility to change these dates manually.

These dates are calculated according to the many constraints that you have defined (FTE, Rates, Dependencies, Charges, priorities, availability …).

> Delay display

> If the dates entered in the validated dates are lower than the dates calculated by the software - the planned dates, then the planned end date box is red as well as the bar of the Gantt chart corresponding to the element.

> This then reflects a possible delay.

> The planned dates are greater than validated dates

Real

These are the dates of work actually carried out. The work actually charged

The real start date is set when work began (In progress).

The real end date is set when no more remaining work (done).

Note

Real dates of parent element

The real start date will be propagated to parent elements up to project.

The real end date for parent element will be initialized, when all sub-element have been completed.

The real work is actually being done. It is filled via the timesheet screen.

The items containing actual work cannot be deleted.

To enable this, you must first remove the actual work or configure the forced deletion in the specific access.

Requested

Allows you to define forecast dates. These are generally the dates agreed with your client or the beneficiary of your activity..

Unless they are the only indicated, these dates have no impact on the planning.

If no validated date is specified and no constraints are applied then they can initialize the planned dates.

Duration

The durations correspond to the number of days between the start and end dates.

They are calculated automatically.

But you can also enter a start date and a number of days, the end date will be automatically calculated.

### Costs and works

The cost of resources is calculated thanks to the workload allocated to each resource on the tasks.

You must fill in a function associated with a daily cost for your resources.

See: Function and cost on the resources screen

Validated

Allows to define scheduled work and budgeted cost of resources.

> Work

> This value is used for calculation of the expected progress and project margin (work).

> Cost

> This value is used for calculation of project margin (cost).

Note

Project

The values of work and cost can be initialized with the sum of total work and amount of all project orders.

See: Incomes

Assigned

Sum of planned work assigned to resources and estimated cost.

Real

Sum of work done by resources and cost incurred.

Left

Sum of estimated remaining work to complete tasks and ensuing costs.

Left work should be re-evaluated by resource while entering the real work on real work allocation screen.

Left work can also be changed on assignment, at project management level.

Reassessed

Sum of resource total work that will be needed from start to end and the ensuing costs.

>     [Reassessed] = [Real] + [Left]

Work on tickets

- Sum of work done on tickets and costs is included in work of activity linked through the “planning activity” of tickets.

- Sum of work done on tickets that don’t link to any activity will be integrated in the work of the project.

### Expense tracking

This section is used by Project.

See: Project reserve

Validated (Expense)

Allows to set the budgeted cost of project expenses.

This value is used for calculation of project margin (cost).

Assigned (Expense)

Project expenses planned.

Sum of “planned amount” for all expenses on project.

Real (Expense)

Project expenses committed.

Sum of “real amount” for all expenses on project.

Left (Expense)

Project expenses not committed yet.

Sum of “planned amount” for expenses for which “real amount” is not defined yet.

Reassessed (Expense)

Spending projections.

Sum of Real + Left

Left (Reserve)

Project reserve.

Note

Total columns

Total is the sum of resources cost, expenses and reserve of their corresponding column.

### Technical Progress

The Technical Progress section allows you to display an advancement in units of work.

Technical progress section

Warning

To display the technical progression section, which corresponds to an advancement in Unit of Work, you must position the option in the global parameters.

See: Global Parameters

The section technical progress is displayed on Project and Activity screen.

You determine the number of units of work to be performed on the activity.

The progress and the rest will be consolidated towards the father project and / or the mother activity.

Number of units

As for the dates and durations, you can enter several values for the realization of your units of works.

> To delivred

> Number of units to be delivered.

> To realise

> Number of units to be produced.

> Realised

> Number of units actually produced.

> Progress

> For advancement in unit of work, you can choose the way so it will be evaluated.

> > Calculated

> > Progress as a percentage is calculated by software.

> > Manual

> > You define yourself the progress of the realization of your units of works.

> Weight

> The weight defines a certain importance on the realization of these units.

> It determines how the calculation of the progress of the work units will be calculated and consolidated.

> > Manual

> > You enter a value manually according to the unit of work to be done.

> > Unity of work

> > It is the number of units to deliver or to realize.

### Steering

Progress

Percentage of actual progress.

Calculated by the sum of the work done divided by sum of work reassessed.

> >     [Progress %] = [real work] / [reassessed work]

> >     = [real work] / ( [real work] + [left work] )

> Expected

> Percentage of expected progress.

> Calculated by the sum of the work done divided by scheduled work.

> >     [Expected %] = [real work] / [validated work]

> WBS

> Hierarchical position in the global planning.

Priority

Allows to define priority to a project or activity.

A project or an activity with a priority

By default, the value is set to “500” (medium priority).

1 being the highest priority and 999 the lowest priority.

See: Scheduling priority.

See: Steering section for activity

Color

You can set a color on an element.

This color will be displayed on the bars of the Gantt chart.

#### Steering section Activity

Steering section on activity screen

Advancement

You can monitor the effectiveness of the progress of your project based on the data entered upstream on the validated dates.

Planning mode

Used by Activity & Test session.

Depending on the planning mode selected, the calculation of your planning will not be executed in the same way.

- See Concepts

- See Planning modes

Minimum threshold

When this value is set, the activity will only be scheduled on the day that the daily availability will be greater than or equal to this threshold.

You also have the option to add a new property to a “not splitted work” task.

This will require defining the minimum work to be allocated each day and thus filling in the minimum threshold field

Planning will require finding consecutive days with at least the given value possible.

See: Minimum threshold

Fix planning

Fix planning will avoid the recalculation of planning for an activity.

To fix the project see: Treatment section

Paused

When an activity is paused, it is never recalculated.

Unlike fix the planning, the current schedule for the project is purged.

This amounts to postponing the activity to an undetermined date.

When this option is checked, the option fix the planning is automatically checked.

Activity on real time

When you check the option ** activity at time spent ** then the validated load becomes read-only and the calculation of the validated load equals the revised load.

The option can be disabled manually even if it has been set to the activity type.

The option is incompatible with activities managed by “Work Units” (turnover module). The field will then not be visible and the “Unit of work”, “complexity” and “quantity” fields will be hidden if the “activity over time” option is activated.

It will therefore be necessary to deactivate the option to make these fields reappear.

See: Planning Activity

Ticket

Attached tickets

Allows tracking of tickets attached to the activity throught the “planning activity” field of tickets.

Field Estimated and Left

> The Estimated field will be highlighted when the sum of estimated work on the tickets is higher than the planned work on the activity.

> The Left field will be highlighted when the sum of remaining work on the tickets is higher than the remaining planned work on the activity.

Show tickets attached

- Click on to show ticket list attached to the activity.

- Click on a ticket name to directly move to it.

List of tickets

Planning activity

Planning activity field allows to link the ticket with a planning activity

See: Planning Activity

#### Steering section Project

Steering section on Project screen

Margin

The margin is only displayed in the control section of the project screen.

> Margin (work)

> Used by Project.

> Calculated by the scheduled work minus the sum of work reassessed.

>     [Margin] = [Validated work] - [Reassessed work]

>     [Margin(%)] = ([Validated work] - [Reassessed work]) / [Validated work]

> Margin (cost)

> Calculated by the budgeted cost (resource & expense) minus the total of reassessed cost.

>     [Margin] = [Validated cost] - [Reassessed cost]

>     [Margin(%)] = ([Validated cost] - [Reassessed cost]) / [Validated cost]

#### Progress section Milestone

Steering section on milestone screen

This section allows to define planning and follow progress on a milestone.

Requested

Allows to define the initial due date for the milestone.

Have no impact on planning.

Validated

Allows to define the due date at which the milestone must be completed.

Planned

Defined according to the selected planning mode.

> Fixed milestone

> - Planned due date is the value from validated due date field.

> - The milestone will not move, and may have successors.

> Floating milestone

> - Calculation of planned due date takes into account dependencies with tasks.

> - The milestone will move depending on predecessors.

Real

Determined when the status of the milestone is “done”.

Planning mode

Fixed milestone

Floating milestone

Note

A milestone has no duration, so there are no start and end dates for a milestone, just a single date.

WBS

Hierarchical position of the milestone in the global planning.

Color

You can set a color on a milestone.

This color will be displayed on the bars of the Gantt chart.

#### Progress section Meeting

Steering section on meeting screen

This section allows to define priority and follow progress on a meeting.

> Validated

> Allows to define scheduled work and budgeted cost.

> Used to consolidate validated work and cost to the project.

> Assigned

> Sum of planned work assigned to attendees and the planned cost.

> Real

> Sum of work done by attendees and the cost.

> Left

> Sum of planned work remaining and the remaining amount.

> Color

> You can set a color on a meeting.

> This color will be displayed on the bars of the Gantt chart.

## Sub-Project and Sub-Activity

On the projects screen, this section allows you to display the sub-projects linked to the selected one.

Click on the name of the sub-project to access its dedicated screen.

Display of sub projects

In the same way, you can display on the activities screen, the sub-activities linked to the selected activity.

Click on the name of the sub-activity to access its dedicated screen.

Display of sub activities

## Todo list

You can create subtasks or steps for the selected items.

Todo list

- For each completed line, a new line appears after. You can register up to 4000 characters

- You can specify the urgency, the person in charge and the state of the point to be treated.

- You can close a point to be addressed. It disappears from the lists. Display it again using the “closed” switch button.

- You can reorganize the list using the handles in front of the name of the point to be processed.

- To delete a line, completely delete the text and validate after the deletion popup.

Todo list screen

- A screen dedicated to the point to be treated is available in the steering menu.

Todo list screen

- You then have access to all your lists, all elements included.

- Filters are available to restrict the display of these. including the direct display of the version in the form of a listbox, with the possibility of changing the value of the element

- You display the color of the item’s state

- If the element has a manager defined, then it is automatically filled in as manager for each line created

## Predecessor and Sucessor

This section allows to manage dependency link between planning elements.

A dependency can be created from the predecessor and/or successor planning element.

The dependency link can be created in the Gantt chart.

Click on the name of a predecessor or successor to go directly to the element.

See also

- Dependencies

- Milestones

Predecessor and Successor section

- Click on on the corresponding section to add a dependency link.

- Click on to edit the dependency link.

- Click on to delete the corresponding dependency link.

In the NAME field, icons are displayed to indicate the type of dependencies

- End End dependency

- End start dependency

- Start start dependency

Note

Recursive loops are controlled on saving.

Linked element list of values

By default, the list of values shows items of the same project.

But, it is possible to link items from different projects.

Click on to get the list of elements of all projects.

Multi-value selection

Multi-line selection is possible using `Control` or `Shift` key while clicking.

Delay (late)

Days between predecessor end and successor start.

highlighting the date

Highlighting the date that will most constrain the next activity

## Linked Elements section

This section allows to manage link between ProjeQtOr elements.

Linked element section

You associate items on different elements in the same project.

A project can be linked with other.

Click on an item name to directly move to it.

> > - Click on to create a new link.

> > - Click on to delete the corresponding link.

> > - Click on to download the document

> > - Click on to edit the comment linked to the element

> Reciprocally interrelated

> If Item A is linked to Item B, Item B is automatically linked to Item A.

> A link between items has no impact on them treatment.

> Linked element list of values

> By default, the list of values shows items of the same project.

> But, it is possible to link items from different projects.

> Click on to get the list of elements of all projects.

> Link with Document

> > Add a new link to a document

> When a link to a document is selected. The document version can be selected.

> Linked documents are available directly in linked elements list.

> > Specified version

> > A link with a document element offer the possibility to select a specific version.

> > A direct link to version of the document is created.

> > Not specified version

> > If the version is not specified, the last version will be selected.

> > The download will transfer always the last version of the document.

## Attachments section

This section allows you to attach files or hyperlinks to the selected item.

Attachment section

You can attach all types of files

> Add a new file

> There are several ways to add a file.

> - In the section table of attached files

>   > - Click on to add an attachment file to an item.

>   > - Click on to add a hyperlink to an item.

> - In the attached files area in the toolbar of the details area

> - Directly on the detail area of the element by dragging and dropping

> Add an attachment file window

> - Filled in the description to give a name to the document will be attached.

> - Hover over the icon to see the exact name of the document. Otherwise, the exact name of the document will be displayed.

>   - Click on to remove an attachment.

>   - Click on to download the attached file.

>   - Click on to access the hyperlink.

>   - Click on to edit the comment atached to the element

> You can select one or more files of different types with the shortcuts `CTRL` when the files are not consecutive or `SHIFT` for those that follow.

> Download a file

> Attachments are stored on the server side.

> The attachment directory is defined in: ref:Global Settings<file-directory-section>.

## Notes section

This section allows to add notes on items of elements.

Notes are comments, that can be shared to track some information or progress.

- Click on to add a note to an item.

- Click on to edit the note.

- Click on to delete the note.

  Predefined note

  The list of values appears whether a predefined note exists for an element or an element type.

  Selecting a predefined note will automatically fill in the note text field.

  Predefined notes are defined in Predefined notes.

  Note visibility

  - Public: Visible by all members assigned to the project.

  - Team: Visible to every member of the creator’s team.

  - Private: Visible only to the creator.