Basics of Managing Work

Introduction to Creating and Setting Up Projects In Clarizen 1

Copyright © 2016 Clarizen. All rights reserved. Confidential Material
 Task and Project Basics

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 What Is a Project?

According to PMBOK, the

proj ect fundamental nature of a project is that
it is a “temporary endeavor
undertaken to create a unique
product, service, or result”
noun
/ ′präj, ekt/

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 Project Creation Options
1 2

In Clarizen Projects can be created in a

variety of ways:

• Using the Standard New Project Entry Form:

1. Directly from the “New” menu in the
Navigation Bar
2. From the ”Home” Page
3. From the ”Add Project” button in the Ribbon
of the Projects Module
• Via Import from Microsoft Project
3
• Via Actions Menu (if applicable)

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 Project Creation: Enter Details About Your Project

Fill in the Add New Project Form:

• Standardize project entry data

• Utilize Templates to easily recreate projects using a
common structure
• Form is entirely configurable by your administrator
and can include as much or as little data as desired.

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 Project Creation: MS Project Import

1
Projects can also be created via Import
from Microsoft Project:

1. From the ”New” menu on the Navigation Bar, select

“Import from MS Project”
2. Click on the “Import XML File” button and select the
file you would like to import as a project (Note: you 2
must save your MS Project File as XML. If the file
is greater than 10MB, please zip it prior to import) 3

3. Your selected file will display.

4. Click Next

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 Project Creation: MS Project Import (Continued)

Projects can also be created via Import

from Microsoft Project:

4. A validation Report will display summary information

about the project prior to import. In the Options
section, you will be able to fine tune the import
behavior (tool tips are provided for each option –
hover and additional details will appear)
5. You will receive a success message when the file 5
has been successfully imported and a project in
Clarizen has been created
6. Click on “Open in Project” to be taken to the
imported project in Clarizen.

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 Project Properties

Project data is captured and displayed by

section in the “Properties Card” which can
be configured by your admin to include any
fields of data you require.

It is common to include Business Case

information along with Project settings such
as Time Tracking and Scheduling rules in
the Properties Card.

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 Relations Panel: Review and Maintain Related Information

Work items may have related items that can

be linked.

For example, when creating a project, you

may want to link related risks in order to
create a risk register.

You can do this by clicking the ribbon action or

by clicking the 'Add Related... ' link located
within the Relations Panel.

Available relations may include (depending on

module availability and profile settings): File,
Customers, Reviewers, Resources, Cases,
groups, Predecessors, Successors, job Titles,
Time entries, Expense Sheets, Notes, and
Topics.

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 Project Roadmap
This is the Project Roadmap. The Roadmap includes an interactive color-coded timeline chart with start and
finish dates reflecting real-time visibility to deliverables from a high level view of a project with its Tasks and
Milestones in progress. The ribbon provides all relevant action options, and the zoom control zooms the view.

Click into a Milestone to

see details
Use the Gear to select
alternative roadmap
perspectives

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 How do I Find My Projects?

To find your projects, navigate to the

Projects module and choose the “My
Projects” view.

The screen will refresh and you will

see the projects to which you have an
assigned role.

Alternatively, your projects will always

be shown on the Home page.

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 How do I Find My Tasks?

To find your tasks, navigate to the Tasks

module and choose the “My Tasks View”
view.

The screen will refresh and you will see

the tasks to which you have an assigned
role.

Alternatively, your tasks will always be

shown on the Home page.

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 Calendar View: A Great New Way to View Your Work
Clarizen has recently released an easy-to-
use, color-coded and interactive calendar
view.

With this view, it is easy to keep track of all

your projects, cases and work items
online. Project managers or individual
contributors working on multiple projects,
can see all their projects, cases or work
items in a single calendar view, filtered by a
desired field and time frame, and color
coded to identify items that may require
special attention. Select the settings
and color-by that
works best for you
You can also report progress to executives
or external stakeholders by sharing the
calendar view as a link (for internal users)
or a widget (for external stakeholders).
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 Task Details

Just like reviewing individual

projects, when you click into a
single task, all details and related
information will appear.

This task is a good example of one

where Notes have been utilized to
convey important information to the
resources working on the task.

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 Types of Tasks

Project Tasks Recurring Tasks To Do List Tasks

• Most common type of task/sub- • Regular tasks that are scheduled • “Stand Alone” tasks that are not
task as ongoing and intermittent connected to a project or any
other Parent Item
• Project Manager or other • Example: submission of a weekly
• Anyone can create “To Do”
Manager can create tasks on a status report or attending a
Tasks
project regularly scheduled meeting.
• Not part of a project hierarchy
• Recurring Tasks are part of a
• Do not require Start or Due
project hierarchy Dates
• Example: An activity or reminder
you assign to yourself, like
conducting research on a
specific topic

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 Developing a Work Breakdown Structure

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 What’s a Work Breakdown Structure and How Does it Help?

Project
• The foundation of Project
Management is the concept of
the Work Breakdown Structure
Milestone 1 Milestone 2
• The WBS defines achievable
and realistic components for
Project Managers and Teams
Task Task Task

Sub-Task Sub-Task

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 Types of “Work Items” in a WBS

Task Milestone Project

• Tasks are the building blocks of • A milestone is a significant event in • A project is assigned to a project
“Work” in Clarizen the project, such as an event manager and can also be assigned
to other team members, such as
restraining future work or marking managers, resources, reviewers,
• A task is a discrete scheduled the completion of a major etc.
component of work performed deliverable or phase
during the course of a project. A task • A project may consist of milestones,
tasks, or other sub-projects.
normally has an estimated duration, • A milestone is typically used as a
start and due date as well as container of tasks to be completed
resources. in order to achieve the milestone’s • Although sub-projects are created
as part of a parent project, they are
goals (in terms of content and considered independent
• A task can be dependent on other dates). This methodology enables projects that include an
an instant understanding of every independent team and represent a
tasks separate deliverable of the project.
milestone’s status, especially since
it is reflected in the project's work

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 Building a WBS: Add Milestones
• Enter Milestones for your high-level project events by choosing Add > Milestone from the Ribbon above a
Project work plan
• If creating one Milestone, select “Save”
• If creating multiple Milestones, select “Save and New” or use the keyboard shortcut Shift+Enter

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 Building a WBS: Add Tasks
Highlight a Milestone and choose Add > Task from the Ribbon
• Each Milestone is broken down into Tasks
that contain the activities to complete the
deliverable

• Tasks are built into the plan in a natural order

as sequential steps or concurrent activities

• Each task will be given a Duration and Start

Date Insert Tasks above a selected task by choosing Insert > Task

• Tasks that must occur sequentially can be

linked using Predecessor (Dependency)
relationships which we will discuss later

• Resource(s) will be added to each task

You can also: Cut/Copy/Paste, Indent/Outdent, Expand/Collapse and Delete to Fine Tune the Plan

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 Parent Projects and Portfolios
Portfolios allow you to see a collection of projects in one view and roll up data in an appropriate hierarchy.

Use shortcuts to include a project under many

different project or portfolio structures. Or use
shortcuts to add an item from another project into
your work plan for visibility or to set dependencies.

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 Including Shortcuts in the WBS

• Clarizen offers the ability to add shortcuts where

users can see projects and milestones as well as
tasks from other projects

• Shortcuts allow you to link a work item from any

other project, and have them available as a “read-
only” view on your project

• Shortcuts are a great way to reference external work

items by allowing you to create inter-project
dependencies or to allow for external impacting
within your current project.

• With the shortcut function, a project can house sub-

projects, milestones, tasks, shortcut milestones and
shortcut tasks. Each of these items can then include
its own set of tasks, subtasks and shortcuts.

• Shortcuts can be added from the “Ribbon” when

viewing a work plan
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 Rollup vs Low Leaf Data

• Parent/Hammock items are

automatically calculated for
you

• Lowest leaf items are items

that have no children nested
beneath them in the WBS

• You only need to set the

values for the lowest leaf
items since the data will roll
up and be calculated at the
Parent/Hammock level
In the example above, Subtasks B1 and B2 are leaf items rolling up to Task B.
Task A, Inserted Task and Task B are then rolled up to Milestone 1.

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 Dependency Relationships

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 Dependency Types

According to standard methodology, a

There are four types of Dependency relationships
dependency is a logical schedule link
between two project work items, and with respect to sequencing work
defines the sequence of work between
them, for example, launch can be
Finish to Start (FtS)
performed only after product is developed. The successor work item begins upon completion of the
predecessor work item (Most common)
Clarizen dependencies refer to which work
items are predecessors− or ‘dependent’− Finish to Finish (FtF)
upon others. Predecessor work item does not finish until the successor is
finished
Adding a dependency between work items Start to Finish (StF)
automatically changes the start or finish The successor work item does not finish until the predecessor
date of the successor work item. starts

Note: Dates that are manually set are not Start to Start (StS)
The successor work item does not start before the predecessor
overridden when creating dependencies. starts

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 Adding Dependencies

1. Select Dependent Items from

the work plan
2

2. From the Ribbon Choose

“Link” (alternatively From the
“Add Related” Menu, select
1
“Predecessors” or
“Successors” to add cross-
project Dependencies)

3. Define Dependency
Relationship including Type
and amount of Lag (Positive 3
lag acts as a cushion between
sequential tasks and Negative
lag defines how much ”Lead”
time or overlap there can be)

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 Adding Dependencies (additional approaches)

1. From the Work Plan, the

column* identified by the
“Link” icon can be
used to add predecessors
by selecting the + sign
when you hover on a work
item
*You may need to add the “# of Predecessors”
field as a column if it does not appear in your
view

2. An easy way to create a

finish to start (FTS)
relationship is to drag and
drop one work item on top
of another
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 Viewing Dependencies

• Where Dependencies exist,

the “link” icon will
appear. By clicking the icon,
you can review existing
dependencies.

• Alternatively, dependency
information can always be
viewed in the Relations
Panel on the right side of the
work plan

• Finally, adding the

“Predecessor” and/or
“Successor” columns to the
work plan view, will details of
all dependencies

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 Manually Set Fields and Restoring Calculations

A blue triangle in the top right If you would like to restore the
corner indicates a manually set default or calculated data, click
data point into the cell and select “Restore”

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 Developing a Project Schedule

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 Scheduling Projects: Best Practices

• Start at a High Level and get granular as you better

define your needs and break down the work. Tasks
roll up into Milestones, which roll up into Projects

• Set DURATIONS not DATES whenever possible and

Clarizen will calculate the appropriate dates based on
the plan

• Use dependencies to calculate dates - allows system

to move dates when project is rescheduled and
maintain relationships between tasks

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 Schedule Logic – ASAP/ALAP

Choose one approach based on your needs

ASAP - Start as soon as possible

• Set start date only
• Works forward based on duration and calculates the due date

ALAP - Start as late as possible

• Set due date only
• Works backwards based on duration in order to meet due date
• Include lags

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 Hammock and Leaf Definitions

Leaf Tasks Hammock Work Items

• Clarizen refers to any Work Item without sub-
• Clarizen refers to any Work Item with Sub-
tasks as a Leaf
Items as a Hammock
• The Schedule status of Leaf tasks is
• Hammock work items are calculated in the
calculated as follows:
same way as Leaf items with the following
exception. If a Hammock’s sub-work item is
If the Actual Percent Completed is under 10% on a critical path and has a scheduling status
On Track less than the Expected Percent Completed or
Actual Percent Completed is greater than the differing from the one calculated, the
Expected Percent Completed hammock inherits the schedule status of that
sub-work item
If the Actual Percent Completed is 10% or
At Risk more below the Expected Percent
Completed

The due date of the task has passed and

Off Track
the Actual Percent Completed is less than
100%
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 Schedule Components and Considerations

Work – Hands on time required to complete the task (example: 8 hours)

Duration – Span of time that resources have to complete the work (example: 40 days)

Units – Human Resources including % of availability

Work Policy – Defines the relationship and behaviors between the three task-and-
resource-related characteristics

Default work policy – fixed duration (Set at organization-level in settings, and adjustable by work item)

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 Advanced Schedule Concept: Work Policy
FIXED DURATION FIXED WORK FIXED UNIT
Driven by dates Driven by effort Driven by resource availability
Maintains the variance Maintains the planned effort Maintains the resource’s
between start date and due for an item as fixed utilization as fixed
date as fixed

Fix one, change the second, Clarizen calculates the third.

You can set work policy per item, by default they inherit the parent’s policy.

Baseline Unit Changed Manually Work Changed Manually Duration Changed Manually

Work Work (Fixed) Work Adjusted Work Impacted

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 Duration & Start/Due Dates

DURATION– due date

minus start date

START DATE– date

item is planned to start

DUE DATE – date item

is scheduled to be
completed or delivered

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 Advanced Scheduling Concept: Critical Path
The critical path shows the least
amount of time in which a project can be There are 3 different places where you can view your projects'
completed. critical path:

• Items on the Critical Path have zero 1. When working in a project, go to the Scheduling View. Any
slack. If a work item on the critical work item on the critical path will contain a red arrow pointing
to the right.
path gets delayed, it will push back
the due date on your entire project. 2. In the Gantt chart, there is a dropdown in the upper right that
let's you see which items are on the critical path (work left to
• Critical path is automatically be done that is on the critical path will show up in bright red).
calculated by the system by analyzing
your project schedule. 3. In reporting, you can bring in a field called Belongs to the
Critical Path into any task, milestone, project, or work item
report. This not only let's you see what's on the critical path,
• In order to remove a task or milestone but allows you to sort and filter based on which items are on
from the critical path, you will have to the critical path.
adjust your project schedule (provide
more slack in your dates for item
completion).
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 How to Review a Project’s Critical Path

There are 3 different places where you can view

your projects' critical path:

1. When working in a project, add the “On Critical

Path” field to your grid view. Any work item on
the critical path will contain this icon

2. In the Gantt view, choose the gear under the

“Legend” menu to access the Gantt Settings.
There you can choose to view the display as
Critical Path which will highlight all schedule
elements in red.

3. In reporting, you can bring in a field called

Belongs to the Critical Path into any task,
milestone, project, or work item report. This not
only let's you see what's on the critical path, but
allows you to sort and filter based on which
items are on the critical path.

Copyright © 2016 Clarizen. All rights reserved. Confidential Material 38

 Resource Assignment Fundamentals: Add Inline
How to Assign Resources

• To assign Resources, Users must first be entered in Clarizen.

• Resources can be added to a Task by selecting it in the Work Plan and then either choosing the Add
Related button from the Ribbon or clicking into the “Resources” column and typing a name or choosing
the “…” for the Add Resources window.

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 Resource Assignment Fundamentals: From ”Add Resources”

Create New or Select

Individual or Multiple
Resources

• Using the checkboxes, select

the resource(s) you want to
assign

• Use the “>>” button to add

them to the task

• If a desired resource isn’t

available, select the “New” tab
and add a new User

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 Resource Assignment Fundamentals: Search/Filter to Find

Find the Right Resource

• In the Add Resources window,

click on the filter icon to
search for the appropriate
resources based on any search
criteria (group, team, job title,
skill, etc.)

• If you know the name of the

resource you are looking for, use
the Search box to
locate

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 Advanced Scheduling Concept: Conflicts

Conflicts indicates a contradiction between due dates of at least two

project work items.

The following are several examples of a Conflict:

• A hammock (parent item) has a manually set Due date but one (or more) of its sub-items
finishes after that date
• Task X has a manually set Due date and Duration. Task X depends on task Y that has a Due
date that prevents X from being finished on time.
• Task X has a manually set Start date. Task X is dependent on task Y whose Start or Due date
is earlier than the Start date of task X.

Note: In case of conflict situations, the system does not automatically move planned Start or
Due dates accordingly, but rather raises an indication of a conflict in the form of an Alert.

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 Rescheduling Work

To reschedule work in bulk, use

the “Reschedule Branch” button
under the “Utilities” (or “Misc”
depending on your settings)
section of the Ribbon which will
cause all impacted work items to
be updated based on the change
required

Note: The “Reschedule Branch”

option is also a great way to
override all manually set dates in a
work plan by selecting the second
radio button.

Remember the Best Practice:

change durations rather than
changing dates manually

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 Template Creation
When creating a new project or Milestone,
you can save time and standardize your
processes by selecting a template from a
list of available system templates.

If you would like to save a template based

on an existing project or milestone
structure, select in the work plan and
choose “Save as Template” from the
“Utilities” (or “Misc” depending on your
settings) menu in the Ribbon.

The pop-up window will give you the

option of creating a brand new template or
updating and existing template (Override).

Templates will include all project settings,

documents, notes, resources, etc.

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 Using a Template to Create a Project

From the Add New Project window,

select “…” from the Template field.

The pop-up window will show all

Templates available for selection.

At the bottom, you have the option

of selecting which details and
related items to include when
creating the new project.

Copyright © 2016 Clarizen. All rights reserved. Confidential Material 45

 Hooray, my project is scheduled! Now what?

Make the project active

Make sure you have the project line selected in the work plan, select
“Mark As” from the Ribbon and click Active. This means users can start to
see the tasks they need to do.

Copyright © 2016 Clarizen. All rights reserved. Confidential Material 46

 Project Roles and Permissions

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 Project Level Roles: High Level Definitions

PROJECT MANAGER – controls WBS, scheduling,

resource assignment, resource load, overall project
delivery within budget

MANAGERS – every single work item has a manager

who controls the same things a PM does, but only for
that scope of the project

OWNER – Similar to Manager, is responsible for the

timely completion of assigned work. The purpose of the
Owner role is to promote accountability in a multi-
manager environment. While all managers are equally
involved in the project, the Owner is responsible for a
successful completion of the assigned work.

RESOURCE – person(s) responsible for completing

assigned work item and reporting progress against it

REVIEWER – similar to a manager without the ability

to impact or change any aspect of the project

Copyright © 2016 Clarizen. All rights reserved. Confidential Material 48

 Project Level Roles: Detailed Breakdown and Permissions
Defining Project Roles Role Permissions

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 Multiple Managers

When more than one team is involved in

completion of a project or a work item, the ability
to assign multiple managers to the same work
item provides the flexibility to manage work in a
much more efficient, transparent and intuitive
way.

It increases visibility into the project or work item

progress for key stakeholders (such as, Program
Managers, Product Managers, Direct Managers,
etc.) who can view what work has been done,
track progress, reassign resources, and identify
potential risks.

When assigning Managers to work, you can

select their managerial Role from the dropdown
as shown.

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 Get it done.
Faster. Better. Together.

Clearer visibility than you ever had

so you can move faster than you ever could.

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