skip ahead toToolbar Action Table How to create Activities: Phases, Tasks & Deliverables How to use the Timeshift Tasks function How to open Activity Properties Rules to Create Links How to Create a Link How to open link properties How to delete a link How to link selected Activities How to use auto-link activities How to assign resources to an activity How to assign resources to an activity on the Resources Tab How to add a resource to your team A How to replace a resource How to delete an assignment Progress representation Baselines Display Critical Path Export to an MS-Project and PDF
Toolbar Action Table
|Save||Saves your current version of the project while it is still open. Your plan will be briefly unavailable as all project records are updated.||CTRL-S|
|Undo||Undoes the last action.||CTRL-Z|
|Redo||Redoes the last cancelled action.||CTRL-Y|
|Zoom to fit||CTRL-F|
|Day view||It is performed by Auto Zoom to review Gantt by days, weeks, months, years.|
|Today||Moves the chart to the current date.|
|Show / Hide additional actions|
|Add Task||Inserts a new task after the last selected task in the Gantt chart. The new task will be added to the end of the task list if the task is not location is not set. By default, it will be named “New entry #” and be given a duration of 1 day from the current date.||Ins|
|Add Deliverable||Inserts a new milestone after the last selected task in the Gantt chart. The new task is added to the end of the task list if no task location and is not specified. By default, it will be named “New entry #” and be given a duration of 0 days from the current date.|
|Delete||Deletes the currently selected tasks in the Gantt chart. You must confirm this action before the operation is performed.||DEL|
|Copy||Copies the selected activities to the clipboard. Assignments will be copied without current progress. Constraints will be copied if they exist. The content of the clipboard is not available outside of the Gantt chart environment.||CTRL-C|
|Paste||Inserts the tasks currently on the clipboard after the last selected task in the Gantt chart. If no task is specified, the pasted tasks will be added at the end of the task list.||CTRL-V|
|Outdent||Outdents selected tasks to a higher hierarchy level.||CTRL-LEFT|
|Indent||Will indent selected tasks to a lower hierarchy level.||CTRL-RIGHT|
|Move Activity Up||Moves the selected task upwards. The hierarchy level is not changed.||CTRL-UP|
|Timeshift Activities||Shifts the selected tasks, milestones, and phases to a new specified date.||CTRL-T|
|Create Link||Allows you to create dependencies between two tasks. When applied, the cursor will be modified to a cross. The start and endpoints of the constraint have to be selected.||CTRL-INS|
|Delete Link||Deletes the currently selected constraint in the Gantt chart. You must confirm this action before the operation is performed.||CTRL-DEL|
|Link selected items||Creates an end to start link between the selected items in a cascade.|
|Link properties||Displays detailed information about the link (such as time lag), if the link between two tasks is selected.|
|Automatic ENDSTART lnk||Allows all newly created tasks to be constrained with an END-START constraint.|
|Add a resource to a project||Enables the addition of new resources to the team. From the Insert New resource dialog box, select the new resource to add and click OK. The new resource will be added to the list and can now be assigned tasks.|
|Replace resource||Allows the replacement of a project team member. The new resource will inherit all assignments from the replaced resource.|
|Resources||Shows the resources assigned to the task inside the taskbar in the Gantt Chart.|
|Delete Assignments||Deletes all assignments for the currently selected task(s) in the Gantt Chart. You must confirm your action before the operation is performed.||CTRL-D|
|Progress >||There are two display options:
|Dates||There are three display options:
|Show item information||Opens the item properties.|
|Move to item||Shows the item on the Gantt chart.|
|Baseline||The Initial baseline will be used to track the planned project schedule, which was originally planned and saved.|
|Expand/ Collapse All||Expands or collapses items in the phases.||CTRL-ENTER|
|Show/Hide Critical Path|
|Search||Allows you to search for items by name.|
|Export to MS||Exports Gantt project to MS|
|Export to PDF||Exports Gantt project to PDF|
|About||Displays an information window about the Gantt chart version number and build number.|
How to create Activities: Phases, Tasks & Deliverables
Phases, tasks and deliverables are all types of activities that can be created and scheduled in the Gantt chart. To do this, select the activity which will precede the new activity you want to add, then click on the Insert Activity icon on the toolbar or press the Insert key on the keyboard. A new activity will be added following the existing activity you selected.
If you need to move an activity, click on the Move up or Move down icons.
You can create a phase by clicking on the icon to indent or outdent on an activity. The indentation will appear beneath it, and the activity automatically becomes a phase.
Notice that any activity with a duration of one day or more will be considered a task. Any activity with a duration value of 0 days is a deliverable. The phase duration is taken as the result of the duration of all activities within it. However, many activities can take place in parallel, so it is not the simple sum of durations. You can plan tasks or deliverables by a simple click on the taskbar, add a task or add a deliverable button and drag it to the desired date.
How to use the Timeshift Tasks function
- You can use the feature Timeshift Activities to move multiple tasks and deliverables from the plan as a whole. You can also move them one by one, but mainly this function is used for moving whole projects or phases, in cases of postponement for example.
Notice that you can only move tasks that have Draft or Requested statuses and that have no actuals from the Timesheets.
Select the icon Timeshift Activities in the menu bar of the Gantt chart.
Select the name of the project in the left window or click somewhere in the window of the bars to timeshift a whole project.
- You can extend the duration of a task by clicking the end of the task and dragging it to a new start or end date.
- You can define the task or deliverable dates in the “Activity Properties” dialog box.
How to open Activity Properties
You can open the Activity Properties dialog box by selecting Activity Properties from the Activity menu. It will display all the parameters of the selected activity, as well as its assignments. There are two tabs: General tab and Resources. The dialog box will open on the General tab.
Notice that you can also open the dialog box by clicking on the icon on the toolbar, or by double-clicking on the Resources column of the Activity table in the Gantt chart.
Rules to Create Links
You can create links between tasks, between tasks and deliverables, and between deliverables. You cannot create links between phases.
The four types of links can be created per the following rules:
- END-START means that the start date of the targeted task cannot be set to the same date or before the end date of the source task.
- START-END means that the end date of the targeted task cannot be set before the start date of the source task.
- START-START means that the start date of the targeted task cannot be set before the start date of the source task.
- END-END means that the end date of the targeted task cannot be set after the end date of the source task.
Notice that you can apply rules to tasks bound by constraints that are not in progress, completed, or canceled.
How to Create a Link
You can create a link between two tasks, by clicking on the icon in the toolbar. Select the start or end of the taskbar depending on the kind of link you want to define. It will be the start point from which the link begins. Then drag it to the start or end of the taskbar where you wish the link to end. If you need to link milestones you can do so in the same way.
How to open link properties
To get all of the information related to a selected constraint, click on the icon to open the Link Properties dialog box.
Definitions of the fields under Link Properties:
- From – the starting point of the link activity, cannot be edited.
- To – the final point of the link activity, cannot be edited.
- Type – the link type between the two activities, cannot be edited.
- Planned gap – the time lag between the two activities, it cannot have a negative value.
How to delete a link
- Select a link by clicking on it in the Gantt Chart.
Click on the delete icon on the toolbar.
How to link selected Activities
- Select a minimum of two activities; these cannot phases.
- Click on the button to create an end to start link between the selected items in a cascade.
How to use auto-link activities
With the auto-link function, all newly created activities will be linked with the END-START link.
How to assign resources to an activity
You can directly assign resources as soon as a task or deliverable has been created. In the Gantt chart, you can assign multiple resources to a single task, but only one Resource can be assigned to a deliverable.
You can double-click in the cell in the resources column for that particular activity to assign a resource to a task or deliverable. Then the Activity Properties dialog box will open to the Resource tab.
How to assign resources to an activity on the Resources Tab
- Select a row in the resources column.
- Choose the desired Resource from the dropdown menu of resources.
You can only add one assignment to the activity if it is a deliverable.
Here is a list of the information captured in the Resources tab.
|Delete||Deletes the resource from the list of assignees. This action is possible if the “Resources” column contains the name, and if the Actual workload value is “0.000.”|
|Workload chart||Displays the workflow chart for the corresponding resource. It will be active only if the “Resources” column contains a value.|
|Resources||Allows you to select the resources available for the current plan from the dropdown list. You can edit the cell only if the Actual workload value is “0.000”. The dropdown list includes only the project’s resources.|
|Planned||Displays the value of the planned workload for the given resource. You can modify it only if the task is not completed or cancelled. You can exceed the duration of the task for the individual user’s assignment. An alert will warn you that the planned workload is greater than the duration and will offer the option to cancel or proceed.|
|Actual||Shows the actual amount of time the resource has already spent on the task.|
|Remaining||Shows the remaining workload for the resource.|
|EAC||Displays the value of the Estimate At Completion, which is calculated as the sum of the Actual and Remaining workload.|
|Initial||Represents the initial workload, the amount saved with the initial baseline.|
|Unit||Shows the unit of measure for the assignments: days.|
How to add a resource to your team A
You can add a resource to your project team directly from the Gantt chart view by clicking on the insert resource icon on the toolbar
On the Insert new resource dialog, select the new resource to add and choose OK.
You will add a new resource to the list, and they will be available for task assignments.
How to replace a resource
You can replace a project team member. To do this, you must be sure to add the replacement resource to the project team first.
Select the Replace resource icon on the toolbar.
Select the resource to be replaced and the replacement resource from the Resource replacement dialog box that opens.
You can also select resources to replace for the:
- Full project;
- Only selected tasks and tasks of selected phases.
Notice that as soon as the replacement resource has been selected, all assignments made to the replaced resource will be re-assigned to the replacement resource.
How to delete an assignment
The icon becomes active when the following criteria apply:
- The selected item’s or items’ Resources column in the Resource tab for assignments contains a minimum of one name.
- The Actual value workload of all assignments in the selection is 0.000
- For tasks, the status is not In progress, Completed, or Cancelled.
The icon will also remain inactive if a phase is selected.
Click on the icon and remove the assignee from the popup window.
The Gantt chart operates with two different kinds of Progress:
- Work Progress is defined by the task time reported and cannot be changed in the planner.
- Physical Progress is defined by the progress entered by the Project Manager either in the task properties in the planner or the Cerri task documents.
You can change the Physical Progress in the frontend only in tasks with In Progress status.
Progress is displayed on Screen 2 as blue bands on which Work Progress is shown in solid green and Physical Progress in striped green.
You can choose from the menu whether you want to see Physical or Working Progress (you cannot view both simultaneously):
- Work Progress
- Physical Progress
Three types of project dates are tracked by Cerri:
All plan dates at the present moment are displayed in their Current state.
The blue bands display the tasks and the blue diamonds show the deliverables. The actual time spent on the task is shown as the shaded green portion of the taskbar.
- Initial Baseline
Initial baseline is the basic way to track the planned schedule of the project, which was originally planned and saved.
To review a plan’s “Initial” baseline:
- Select the Dates field on the toolbar
- Click Current and Initial
The Initial baseline will be shown as a thin turquoise line placed under the current blue tasks and results, but not necessarily on the same dates.
The initial dates retained in project planning are called Initial Baseline. The project’s baseline is intended to compare what the project schedule should have been with what it is.
Notice, you should remember that the phases and projects do not have initial/planned baselines.
If you want to keep the Initial baseline or make changes to the project plan, which needs to be added to the Initial baseline after its saving, you may do it manually.
To add tasks and deliverables to an existing “Initial” baseline:
- Open the Project plan
- Click on the Plan menu
- Select Initial baseline, click Accept all current dates as initial baseline
All blue bands of the tasks and turquoise lines of the Initial baseline will now correspond to the same dates.
If you want to include only selected task and deliverable updates in the «Initial» baseline, you can do the same steps as above, but choose «Accept the selected current dates as initial baseline”.
- Current dates
The Current dates reflect what is happening at the moment. If Items do not yet have actual data, the Current dates are equal to the planned dates. If elements have actual values, Current dates become actual dates.
When you select Current, all tasks are displayed in the form of blue bands, and the deliverables as blue diamonds. The actual time spent on a task/or the physical progress, if chosen, is displayed as the shaded green part of the taskbar.
The Current dates are automatically saved each time you save the project plan.
- Planned baselines
The planned baselines are displayed when Current and Planned is selected in the field Date» in the default view of the plan toolbar. The Planned baselines are displayed as a thin purple line under the blue tasks and deliverables, but not necessarily on the same dates.
The Planned baseline will be created automatically each time a new item is made. It will change automatically if the scheduled dates of the item change. If the current dates become the actual dates, the Planned baseline remains. You can update the planned baseline manually later to the current dates on the menu.
To make all current dates the planned dates:
If you only want to include selected task and deliverable updates into the Planned baseline, you can go through the same steps as above and instead select Accept selected current dates as Planned dates.
Display Critical Path
If the interval between the task itself and the subsequently linked task is zero, a task is considered potentially critical. When it cannot be postponed without delay of the entire project, it becomes critical. Thus, if any task with a planned end date is equal to the end date of the project, it is considered critical. A sequence of linked tasks with zero intervals is a critical path. You can automatically highlight in orange all tasks and deliverables that are part of a critical path by clicking on the icon in the toolbar.
Export to an MS-Project and PDF
Project teams often go outside the organization; this may involve external consultants or the client itself, who participate in the development of the project. In these cases, it may be necessary to share the project plans with people who do not have access to Cerri. The Gantt chart can be exported to Microsoft® Project to accommodate this situation.
To export a Gantt plan select the Export Icon on the right side of the taskbar.