4.1 Work Items Overview

General

This page describes Clarizen work items and includes the following sections:

About Work Items

'Work item' is a generic term that encompasses projects , milestones and tasks .

The Work Items module contains a centralized view of all related work items, allowing users to access data across projects, and to navigate to and manage work items assigned to them as a reviewer , a resource , manager or project manager.

Figure 1: Work Items Module

Reportable Work Items

A reportable work item is a work item that work performed on can be reported by resources in their Timesheets .

Only reportable work items are included in timesheets.

Example:

You are running a project with three milestones and numerous tasks located under the milestones.

Presume you are interested in the effort spent on only each milestone. You are not interested in conducting detailed reporting at the task level.

  • Set the three milestones as Reportable .

Resources assigned to project activities only see the three milestones on their timesheets.

Resources enter their Total Effort for each milestone while reporting. The amount of effort entered equals the effort invested on all individual tasks within the milestone.


To set work items as reportable , set the Reportable switch in the Time Reporting Settings panel of the work item’s Properties Card.
As a result, the Allow Reporting on sub-items switch becomes disabled, indicating that reporting on the sub-work items is automatically prevented.

To define a specific work item as not reportable, uncheck the Reportable switch for that specific work item.

The Allow Reporting on sub-items switch is automatically enabled, indicating that sub-items can be set as Reportable and are added to the Timesheet report.

To exclude the entire project, a specific branch in the project tree, a milestone or hammock task, disable both the Reportable and Allow Reporting on sub-items switches.

Notes:

Check that System Settings include only manually selected work items in the Time Tracking category, and that it is set according to your organization's reporting policy.

A work item must be in Active state in order to be included in a Timesheet.

To add work items in states other than Active to Timesheets, set the relevant System Setting (such as Allow reporting hours on draft work items) in the Time Tracking category.

 

Work Policy

Work Policy defines the relationship and behaviors between the three task-and-resource-related characteristics as explained in details here 

Viewing Resource Assignment to Work (Resource Load)

The Resource Load view provides powerful methods of overseeing your organization’s actual capacity in real time by enabling you to view and manage the work loads of People and Groups according to:

  • Original Planned Work
  • Remaining Effort
  • Work Load (filtered in accordance to a specific scope)
  • Availability (filtered in accordance to a specific scope)
  • Hour Display
  • Unit Display
  • FTE Display
  • Person (Man) Day Display

The Resource Load views enable you to:

  • Add or remove resources to/from your report at any time
  • View reports for groups, job titles or skills as leading items
  • Navigate to a specific user and their specific projects
  • View a load for a specific project’s team
  • Set scope loads according to task status as, billable, specific projects or by a specific set of project types
  • Customize the view according to your needs
  • Set time interval to daily, weekly, or monthly view, and set the date range
  • Run actions on selected work items, users or groups
  • Set scope loads according to task status as, billable, specific projects or by a specific set of project types
  • Filter loads by task status or state, specific projects or by a specific set of project types

These functions assist in understanding if any work items have overloaded resources and in checking the availability of resources for a specific period of time.

 

Shortcuts

This page describes Clarizen shortcuts and includes the following sections:

About Shortcuts

Shortcuts allow you to link a work item from any other draft or active project and have the work item 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 items to impact your current project. You can add a shortcut to any level of your project and milestones added as a
shortcut will even appear in your roadmap .

 

Adding a Shortcut

  1. Navigate to a work item's Work Plan panel .
  2. Select an item in the grid .
  3. O n the ribbon, c lick and select Shortcut .

    The Add Shortcuts multi-find window opens.

Figure 1: Add Shortcuts Multi-find Window

  1. Configure the find window as necessary.
  2. Click

    The data is sent to the server, the shortcut appears in the selected item's Item Detail view Work Plan panel.

Using Shortcuts to Create Portfolios

Another great usage for shortcuts is for the creation of project portfolios. When creating a project portfolio simply select the
shortcut option from the drop-down, search for the relevant projects to link in, and select them.

These projects become 'read-only' views of the original work items which are also now seen in the project roadmap .

 

 

Shortcut Settings


There are two settings for shortcuts located i n the Project's Properties card, under the Schedule Settings and Finance Settings sections.

Figure 2: Properties Card Shortcut Settings

  • Rollup Progress and Dates from shortcuts — Rolls up the reported progress and all dates from shortcuts into the project
 

 

Adding Dependencies

This page describes creating dependencies between selected work items and includes the following sections:

About Dependencies

According to standard methodology, a dependency is a logical schedule link between two project work items, and defines the
sequence of work between them, for example, launch can be performed only after product is developed.
Clarizen d ependencies refer to which work items are predecessors−or ‘dependent’−upon others.

Adding a dependency between work items automatically changes the start or finish date of the successor work item.

Note: Dates that are manually set are not overridden when creating dependencies.

Dependency Types

Clarizen enables selecting from four schedule dependency types:

  • Finish to Start (FtS) — The successor work item begins upon completion of the predecessor work item
  • Finish to Finish (FtF) Predecessor work item does not finish until the successor is finished
  • Start to Finish (StF) The successor work item does not finish until the predecessor starts
  • Start to Start (StS) The successor work item does not start before the predecessor starts

Adding a Dependency

  1. Select a work item.

Figure 1: Selected Work Item

  1. On the ribbon, click and then click (or ).

    The Add Predecessors (or Add Successors ) dialog opens.

Figure 2: Add Predecessors

  1. Select and add a predecessor (or predecessors) to the Your Selections column.
  2. Click the Dependency field.

Figure 3: Dependency Field

  1. From the pick-list, select the dependency type .

Figure 4: Select Dependency Type

  1. Click to set the dependency.
  2. Click to add the predecessor(s).

    The data is sent to the server.

Adding Multiple Work Item Dependencies

Dependencies can be added to one or more work items.

The example below describes adding dependencies to multiple work items in a Work Plan:

  1. Select work items .

Figure 5: Selected Work Items

  1. On the ribbon, click and then click (or ).

    The Add Dependency dialog opens.

​Figure 2: Add Dependency

Within the dialog you can select which of the two work items will be the predecessor work item or which work item depends
on the other. You can then select the dependency type, and enter the lag if relevant.

 
  1. Select the required option.
  2. Click , and from the drop-down menu, select the dependency type .
  • (Optional) Add a lag between predecessor and successor work items

  • To restore all manually set dates within the selected work items, and thereby allow the automatic date changes based
    on the dependency type, check the Restore check box.
  1. Click

    The data is sent to the server.
 

 

Reporting Progress

This page describes reporting work item progress and includes the following sections:

About Reporting Progress

There are a few ways to report progress on work items in a project. Resources can update progress on assigned work items via one of the following methods:

  • Updating Clarizen Progress fields
  • Via Progress Update emails
  • Logging time in Timesheets or in real time (Stopwatch)
Note:

For maximum efficiency, progress can be concurrently updated by resources on several levels such as task level, milestone level, etc.
When updating progress at any level, data automatically aggregates to all relevant upper levels and progress-impacted work items,
enabling resources to gain an accurate reading of the project's 'health' in real time.

Progress Reporting Methods

Depending on your company policy, progress can be updated using one of the following means - qualitative progress or quantitative progress (or both):

  • Qualitative: Reporting the percentage of completion, indicating the readiness of a work item
  • Quantitative: Reporting the remaining and actual effort (located in the project's Properties card, Scheduling pane),
    indicating the amount of days/hours spent on a specific project as well as the amount of days/hours that are still required to accomplish the work
  • Reporting hours via Timesheets (which can be set to update Actual Effort )

Reporting  a Task as Complete

There are two different types of users that can report a task as complete, the system acts a little differently based on who marked the task as complete.

Work Item and Project Managers

Work item managers and project managers can mark tasks as complete via the Common ribbon Mark As drop-down option or by updating the %Complete, Actual Effort or Remaining Effort of a task or parent work item .

Figure 1: Mark As

Resources

Resources assigned to tasks are unable to directly mark a task as complete. This provides a higher level of visibility around task progress while the task is being executed.

Resources report tasks as complete by one of the following methods:

  • Updating %Complete to 100%
  • Updating Actual Effort to equal the task's work
  • Updating Remaining Effort to 0h

Shared and Individual Reporting

To Do List items can be reported on a per individual resource basis or shared reporting within the task resource pool.

This setting can be accessed in the Task Completion Reporting Policy section within system settings to be set on a global level, and can also be individually set in the work item Properties card for individual tasks.

Updating Progress Report via Email

Progress Reporting emails are either sent automatically (according to set system settings) or may be sent manually from a selected work item.

Before Progress Reporting can be used, ensure you configure the relevant system settings.

Task types that are reported are:

  • Current active tasks
  • Pending active tasks that will be active by the next report sent

A system setting defines email lifespan (in days) for which the email report form may be sent back for the system to update
the task's progress.

Daily Progress Update Email

Figure 2: Daily Progress Update Email

Situations may arise where the system does not allow you update while attempting to update task progress.

Such situations typically include:

  • An expired Progress Report email
  • A newer Progress Report email has been sent to you
  • Your progress is already updated
  • Project data is changed and no tasks require your attention

Quick Update Form

If task progress reporting is sent manually, the resource can only view their active tasks and not upcoming tasks.

You can update work item progress without actually having to log into the system by using the Progress Report Quick Update form.

Updated data is sent to the system and the relevant projects are updated accordingly.

Email users can add notes to be added to the relevant tasks.

Figure 3: Quick Update Form

Updating your Works' %Complete from a Progress Report Email

Once a Progress Report Email from Clarizen is received, resources must select one of the following two options:

  • My Progress is according to Plan - clicking this link verifies the report detailed in the email into the system.
    The resulting screen indicates that progress according to the plan has updated successfully.
  • Quick Update - clicking this link opens a reporting form page to manually update task progress.

Choosing to manually update enables entering the % completed value or the number of days of actual effort and remaining
effort. Data entered automatically adjusts the work plan. For example if you enter remaining effort 10 days, the due date for
that specific task is adjusts accordingly. When more than one resource is assigned to a task, all resources receive a Progress
Report. The report is updated in sequential order according to resources updating the report.

Relevant System Settings

For configuring System Settings related to progress reporting via emails, please refer to the Task Completion Reporting Policy section.

The following conditions must be met before sending an Progress Report email:

  • System Settings are defined
  • Resources assigned to a work item where 'Email Allowed' is defined receive a progress report
  • Sent to manager of a work item

If the recipient is both the work item manager and an assigned resource on a different work item, the recipient receives one
email summarizing the progress report for all work items to which they are assigned.

The system updates the latest details.

Relation Between Actual Effort, Work and % Completed

Actual Effort reported by resources is one of the possible ways that Actual Effort can exceed the estimated work of the task.

In this case the work item is internally flagged as 'Overworked' to indicate that the work item is 'over-budget' for its defined
work.

When Actual Effort is updated via reported Timesheet hours, the 'Overwork' situation can cause ambiguity (uncertainty) of the %Completeness.
This status is indicated by setting the %Completeness Uncertain field to 'TRUE'.

Work items with this status are not transferred automatically to Completed state.

When % Completeness is Uncertain (i.e. the field is set to 'TRUE'):

  1. % Complete displays a '?' character (example: 100 (?))
  2. Remaining Effort, if it’s not manually set, is displayed in red with a '?'character

How %Completed is Calculated in Clarizen

There are several rules used for the calculation of the % complete in Clarizen as described in this section

General Rules

The following rules are the basis of the calculation:

  1. Hammock completeness is influenced by its direct children (sub-projects/sub-tasks).
  2. When weight (via Progress Impact) is defined for an item, the item's relative effort is not used for parent completeness
    calculations.
  3. When a hammock's children do not have Progress Impact weight defined, the calculation of the hammock's %Completed
    is according to their effort.
  4. When all children of a hammock have defined Progress Impact weights, the %Completeness of the parent is calculated
    according to those weights.
  5. When a hammock has children of which some have weights and others don’t have weights, the children with weights defined
    is calculated by their weights, whereas the children without weight defined are calculated according to their effort and the
    relative weight.

Relationship Between %Completed and Time Tracking Reported Actual Effort

Even if resources have reported time via Time Tracking, they can manually change %Completed for work items.

In this case Actual Effort is not changed by the manual modification of %Completed and continues to use Timesheet entries as
the basis for calculating the Actual Effort.

On Hold and Canceled Work Items

  1. Reporting is not allowed on work items in 'On Hold' and 'Canceled' states. Resources are required to first change the state to
    'Draft' or 'Active'.
    Stopwatches running prior to the change of State are still allowed to report their time.
  2. Progress is not calculated on item types in 'On Hold' and 'Canceled' states.

Task Completeness Calculation

Weight Calculation

When calculating the %Complete of a hammock, the %Complete is also influenced by the weight of the sub items.

The weight is the amount of effort defined per work item (the Work field – see the Scheduling view ).

  • Weight default value = 100
  • Weight manually set value will not be limited
  • Calculated weight = weight value / total of all weights

Children group types under a hammock

There are Three(3) children group types under the hammock:

  • Priority 1 – Workitems that have weight
    Distribution in the group is according to the weight of the individual workitem = SUM(all workitems weight) / workitem weight
  • Priority 2 - Workitems that have work
    Distribution in the group is according to the work of the individual workitem = SUM(all workitems work)/ workitem work
  • Priority 3 – All others workitems
    Distribution in the group is linear = 1/COUNT(all workitems work)

The distribution between the groups is based on the calculation of the number of children for each group.

Hammock Calculation

Hammock completeness calculations are calculated as follows:

Completeness % of hammock = sum (completeness of child * its relative weight/ total weight)

Completeness of child can be its direct completeness (user defined for task or calculated on hammocks) or actual effort/total effort (user defined for tasks)

Relative weight has the three following scenarios:

  • Weight is manually defined: Calculation disregards effort and only calculates according to weight
  • No weight defined and task has effort defined: weight of task = default weight *(task effort/total effort of tasks with no
    weight defined)
  • No weight defined and task does not have effort defined: Calculation done using default weight (100)

Example:

Hammock has six children:

  • Child 1 - Completeness = 30, weight 50, (effort doesn’t matter)
  • Child 2 - Completeness = 20, weight 150, (effort doesn’t matter)
  • Child 3 - Completeness = 70, no weight, effort =5
  • Child 4 - Completeness = 80, no weight, effort =10
  • Child 5 - Completeness = 40, no weight, effort =15
  • Child 6 - Completeness = 60, no weight, effort = 0

The Relative weight of children = • Child 1 = 50/600 = 1/12 • Child 2 = 150/600 = 1/4 • Child 3 = 300/600 (relative weight of all tasks with no weight defined) *5/30

(relative effort of all tasks with no weight defined) = 1/12 • Child 4 = 300/600 (relative weight of all tasks with no weight defined)*10/30

(relative effort of all tasks with no weight defined) = 1/6 • Child 5 = 300/600 (relative weight of all tasks with no weight defined)*15/30

(relative effort of all tasks with no weight defined) = 1/4 • Child 6 = 100/600 (default weight/total weight) = 1/6

% Completeness = (30*1/12) + (20*1/4) + (70*1/12) + (80*1/6) + (40*1/4) + (60*1/6) = 46.67

Pending Time

Reporting Progress

Many organizations use Actual Effort and Remaining Effort fields in Timesheets to give additional granularity and accuracy (who worked, what hours, which days), especially on billable work.
Time reported via Timesheets does not necessarily affect Actual Effort .
For example, your organization may choose to use Timesheets and report % Completed separately and not use Effort reporting at all.
All w ork i tems have a setting 'Actual Effort Updated from Timesheets' that enables choosing whether or not to automatically update the Actual Effort with time submitted via Timesheets ( Remaining Effort updates accordingly).

When Actual Effort Updated from Timesheets is enabled, you can only update Actual Effort via Timesheets (or Stopwatch which creates Timesheet entries) and no longer be able to manually update the Actual Effort from the Work Items, Projects or Tasks modules.

Why Pending Time is Necessary

When using Time Tracking in the Timesheets module to report time worked on work items (projects, milestones or tasks), time is not automatically submitted for approval.

Users must click located on the Common ribbon .

Additionally, your organization may be using Timesheet Approvals , where project managers , d irect managers or Financial users
must approve Timesheets (enabled or disabled by your organization's Admin user via System Settings ).

The result is that resources may have logged time without having submitted it, or managers are yet to approve Timesheets giving
the false impression that no progress has been made, where in fact work was done.

This is where Pending Time is necessary.

Pending Time Calculation

Pending Time automatically summarizes all unsubmitted and unapproved time, reflecting a real-time, high resolution summary on just how much time has been spent on a work item.

Table 1: Pending Time Field Calculation Conditions

Pending Time Display

Pending Time is displayed per individual resource on the work item AND the sum total per work item.

Pending Time for each resource per work item is stored on the Human Resource Link (the "Assigned" link in the Clarizen Customization console)

Table 2: Pending Time Display

Customization

Pending Time is a calculated field. It is accessible by Clarizen Workflow Rules and formulas in other fields.

Lifecycle states

Clarizen Projects and Work Items have 5 defined States which can be set by Project Managers and Work Item Managers (not by Resources or Reviewers)


Draft – The planning stage. Scoping out project work, budget and resourcing.

​ Active - When your project is ready to start. It is fully scoped, fully resourced and is ready to begin execution,

it does not matter if it has not reached its targeted start date. Tasks and milestones may have dependencies on predecessor tasks

and milestones, so whilst a task may be active it may not yet be Executable .

​ On Hold – if a project or individual work item has stalled for some reason, such as the customer postpones a decision,

budget is exhausted, project sponsor drops support.

​ Cancelled – the project or individual work item will not be executed.


Completed – No further work is planned.

Timesheets
If your organization is using timesheets it is important that Project Managers Activate their projects as tasks
which are not Active may not appear in resources' timesheets (System Setting 10.4 defines this)
Project Structure
By default, when you activate a project, all of the sub projects, milestones and tasks contained within it will be activated.


Clarizen also supports "rolling wave" planning, where one part of a project is being planned while another is being executed.

  • example 1: a project where the first milestone is a viability study or sales process that the following milestones are dependent on.

In such a case, you can choose to activate the initial milestone without activating the entire project.

  • example 2: you may choose to manage the entire project manually by building an approval process that will formally

activate each milestone when the predecessor is approved complete.

State icons in the current project screen (WBS)

Updating Lifecycle State

Project Manager in Clarizen has full control over all work and related objects in the Projects they manage so they can change the state of the Project

or any of the work items contained in its hierarchy.

Work Item Manager (e.g. Manager of a task, milestone or sub-project) can change the state of the individual work items that they are responsible for

or of any of the work items contained in its hierarchy (e.g. sub tasks)

Super Users can change any work items in the whole organization so they can change state of any work item in their organization’s Clarizen account.

Resources can change work items from being active to completed by marking them as 100% complete or by reporting enough hours when using

Actual & Remaining Effort methodology (system setting 9.3)

Reviewers & Project Sponsors have no ability to update the work plan (WBS).

Lifecycle State Behaviors

Note: If you re-activate a completed work item , the %Complete and Remaining Effort fields will appear with a "(?)" indicating that Clarizen is now uncertain of the

data it has and user input is needed to verify or update these fields

Changing states via Workflow Rules

If you want to build customizations which modify work items’ states you need to use the dedicated “Change State” action,

rather than simply updating the field to the new value.

Resource Calendar

 

The Resource Calendar View graphically illustrates resource allocation over time. This view gives an overview of resource usage within the organization.

The Resource Calendar View can be most helpful during the initial planning phase, as well as for the review of resource allocation during the

execution phase of a project. Additionally, the view is very useful for detecting resource overloads.

The Resource Calendar can be accessed from the following pages/tabs:

  • In the Resources tab by clicking on the Resource Calendar button
  • In the Work Items tab by clicking on the Resource Calendar button on the toolbar
  • In the Current Project screen by right clicking on a work item and selecting "Resource Calendar" from the right click menu

In the Work Items and Current Project views the Resource Calendar view will automatically display the

calendars of the Resources allocated to the “leaf” tasks of the selected work item.

What Do I See Here?

Resource Calendar Toolbar

Resource Grid

Resource Calendar Toolbar

The Toolbar is comprised of the following:

  • Resource Calendar Legend

  • Refresh button to refresh the calendar with the latest data
  • The print icon to print the Resource Calendar view

Resource Grid

The Resource Calendar is divided into two separate panes Upper View and Bottom View

Upper View

The Upper View is split into two sections.

On the left most side you can find the names of resources whose calendars are displayed in the view.

On the right side the bars graphically represent the tasks that are assigned to the user day-by-day. The bars are extended through the timescale.

The user-specific bar represents all tasks that are assigned to resources within the displayed time period.

Vertical lines inside the bar indicate the beginning of the next task.

A mouse-over on a user-specific bar, or section of a bar, opens a tool tip displaying the details of each task assigned on this day

and the overall load of the resource.

Bar sections colored Red indicates that the resource is overloaded on the corresponding dates.

With the View manipulation commands on the far right side, you can Zoom In / Zoom Out and Fit to Screen the calendar view.

Bottom View

Clicking on one of the Bars in the upper view opens the Personal Gantt View for the corresponding resource in the bottom view of the screen.

The Personal Gantt View displays the Gantt View of the selected user in the timeframe of the above Resource Calendar View.

The view displays only leaf tasks assigned within this period and the dependencies between them.

Progress of individual tasks within the Personal Gantt View is displayed by a yellow progress color.

Dependencies between tasks in the Personal Gantt View are shown with arrows from the end of the predecessor task to the starting point of the successor task.

Selecting any of the tasks within the on the work item tree or within the Personal Gantt View will allow you to go directly into the

work breakdown structure of the selected work item within the Current Project screen. The Go To bar is located below the Personal Gantt View.

The tooltip opened by a mouse-over on the task bar, displays important details about the task.

Subscribing to iCal

 

Subscribing to an iCalendar (iCal) feed of work items allows you to view and update tasks directly from your Outlook,

iPhone, Lotus Notes, Google and other calendar.

Where to Subscribe to iCal Feeds

Users can subscribe to iCal feeds for work items belonging to themselves, specific resources, managed resources, or specific work items.

Subscriptions to iCal feeds can be done on the following screens:

  • Settings
    • My Profile Tab
    • User Maintenance Tab
  • Work Items
  • Current Project
  • Resources

How to Subscribe to iCal Feeds

Clicking on a "Subscribe to iCal Feed" link anywhere within the Clarizen application will open a pop up window.

iCal feeds for individual users will only show tasks assigned to the specific users.

When subscribing to iCal feeds for work items, you will have the ability to select what work item types within the project you would like to view (Projects, Milestones, Tasks).

After selecting the contents of the calendar (if applicable), choose the calendar application from the drop down as specified below.

Outlook

Make sure the Outlook option is selected from the drop down menu and then click on "Subscribe"

Depending on your browser security settings, a web browser dialog window may open requesting approval to access a program, click "Approve" or "Yes".

With Microsoft Office Outlook, a dialog window will open, click Yes to allow adding your Internet Calendar to Outlook and to subscribe to updates.

The first time you add the Internet calendar to Outlook,

you will be asked to enter your Clarizen username and password (make sure you choose the "remember me" option, if you don't want to be prompted for your credentials again).

Note: Subscribing to Internet calendars is only supported from Outlook 2007 and later versions

Apple iPhone

Make sure the Other Calendars option is selected from the drop down menu and click "Subscribe".

Copy and paste the iCalendar feed URL into an email and email it to your iPhone email address.

Open the email message in the iPhone.

Copy the URL within the message.

Go to the iPhone's Settings and select "Mail, Contacts, Calendars" and select "Add Account",

choose "Other" and then click on "Add Subscribed Calendar" under the "Calendars" header.

Paste the copied URL in the Server field and press Next.

Make sure you enter your Clarizen username and password in the relevant fields and set Use SSL to ON.

Press Next and Save.

You can now see the iCalendar in your list of Calendars.

Apple iCal

Make sure the Other Calendars option is selected from the drop down menu and click "Subscribe".

Copy the iCalendar feed URL into your clip board.

Open the iCal application. Select the Calendar menu and then select "Subscribe".

Paste the copied URL into the Calendar URL field.

Click Subscribe to load the feed into your calendar.

After the iCal feed is loaded, you can optionally change the settings if needed.

The first time you add the Internet calendar to the iCal you will be asked to enter your Clarizen username and password.

Your calendar feed should now appear in the sidebar and calendar entries should appear in your calendar.

Lotus Notes 8.5

Make sure the Other Calendars option is selected from the drop down menu and click "Subscribe".

Copy the iCalendar feed URL into your clip board.

Go to Lotus Notes. In the Views panel of the calendar navigator, click My Calendars and then Add a Calendar.

Choose iCalendar feed from the Add drop down menu in the Add a Calendar box.

Paste the copied URL into the URL field.

Type the name you would like to give to the calendar in the Label field.

Set any other options you want and click OK to finish.

The first time you add the Internet calendar to the Lotus Notes you will be asked to enter your Clarizen username and password.

Google Calendar and Other Web Based Calendars

Clarizen allows you to subscribe to iCal feeds with web based calendars such as Google Calendars with requiring Clarizen authentication.

In order to enable this feature a Clarizen Admin must first turn off the "Enable authenticated only iCal Subscription" setting within the

System Settings under the Organization, Users, Licenses category.

Once the setting is set to False, the following steps need to be taken:

Make sure the Other Calendars option is selected from the drop down menu and click "Subscribe"

Copy the iCalendar feed URL into your clip board.

Go to your Google Calendar. In the "Other Calendars" section on the right hand side, click on the "Add" drop down and select the "Add by URL" option.

Paste the copied URL into the URL field, and then click the "Add Calendar" button.

The Calendar will then be imported from the provided URL.

For Mac users

You can subscribe to any user’s calendar or to any project’s schedule via an iCal feed, that allows the tasks to show up in Windows-based Outlook or any other iCal-supported calendar tool. The problem is that Outlook for Mac (through Outlook 2011) does not support iCal feeds.

There are two options to resolve this:
1. If you use Mac’s native Calendar app, it supports iCal out of the box and therefore enables you to subscribe to Clarizen iCal feeds. Simply get the iCal feed in Clarizen (for example, on your user profile, click on Subscribe to iCalendar > Choose other calendars > Subscribe       and copy the iCal feed that pops up). Then, in Calendar, File > New Calendar Subscription, paste the feed and click Subscribe. On the next screen, select the appropriate options and click OK.
2. If you use Microsoft’s Outlook 2011 with Exchange Server (2010, 2013 or Office 365), you can set this up via Outlook Web Access. Log in to your Outlook Web Access portal (not Outlook on the Mac), go to Calendar, right click My Calendars > Add Calendars and supply the       iCal feed. Click OK. This will sync with your Outlook for Mac.

If neither option fits your needs, you may be able to sync Outlook with Mac’s Calendar and then add the feed to Calendar.

Burn down chart

 

The burndown chart is a graphical representation of remaining effort over time.

The outstanding work (backlog) displayed on the vertical axis, with time running along the horizontal.

It is useful for predicting when all of the work of the given project will be completed and is generally used with the Scrum (Agile) Project Management method.

Viewing the Burn Down Chart

To view the burndown chart click on the "Burn down Chart" button within the Current Project screen.

You will then have to select the date from which the burn down chart will span (generally speaking the project start date, or the current iteration start date).

The burndown chart will then be displayed as seen below:

Where the green line represents the ideal burn rate of the remaining work, and the blue line represents the actual remaining effort at different points in time.

Clarizen save burndown chart data for a time period of 2Y

General Conflicts

A conflict is an indication of a contradiction between scheduled dates or resource availability.

The conflict indicator column can be added into any work item view.

Scheduling Conflicts

Scheduling Conflicts are indicated by the calendar icon .

Scheduling conflicts can occur when the due date of a certain work item "X" is manually set (and so represents a constraint) while another work item "Y" that is linked to "X" (and is affecting "X" due date) has a due date which is later than "X"’s.

You can link work items together with Dependencies or as Shortcuts or by hierarchy.

In the screenshot above a sub-project has manually set Start and Due Dates both of which start before the parent project is due to start.

Where dates are manually set, Clarizen does not move the due date of "X" accordingly, but rather raises an indication of a conflict.

You can also see indications that there is a conflict further down the project structure

Resource Conflicts

Resource Conflicts occur when all of the following are true:

  1. When a resource is assigned to a task with a manually set Start Date and/or Due Date
  2. The resource is out of the office as set by calendar Non-Working Exceptions for the entire duration of that task.

Frequently these will be caused by non-working exceptions (vacation, sick leave, education plan) in their Personal Calendar


Image 1 shows a resource conflict because the Chris is out of the office for the entire duration of the task.

Image 1: Resource Conflict


Image 2 shows a resource conflict within a dependency chain. Note the hierarchy Schedule Conflict icons to help you pinpoint the conflict.


Image 2: Resource Conflict with Schedule Conflict

How to Resolve Conflicts

There can be several ways to resolve scheduling and resource conflicts:

  • Remove your manually set values from the scheduling or date fields and let Clarizen calculate them for you
  • Replace or add more available resources to shorten delivery time or meet timeframe (be sure to read up on Work_Policy to get a full understanding of how this works)
  • Manually update the scheduling dates (not recommended)
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