A task is created to define work that needs to be done, report the time spent on it, and capture all incurred costs.. A task includes its list of assignments, as it can be assigned to one or more resources.
A single "Assignment" record is created per resource assigned to a task. Be careful not to confuse an "Assignment" with the "Task" itself. A task document can be created manually via the [Create] menu, or using the Cerri Planner Gantt chart (see "Planning" below).
Create a task
Typically a task is created using the Cerri Planner Gantt chart tool. However, it is also possible to create a task manually. If only one Gantt chart exists in the project, the new task will automatically load into it. In rare cases with multiple Gantt charts, the task can be loaded into the desired plan later.
To create a new task:
- Click the [Create] button and select "Task".
- A dialog box will open, prompting you to select the project and phase.
Note: A new task can also be created using the "Create" button on the action bar in the project description.
Task | The task title. Mandatory.
Not editable if the task is created from the planning tool; it is defined there directly.
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Project | The project the task belongs to.
This is the main project identifier, which can include the project name and code. Defined in the General setup document of the [Projects] module. The project name and code are entered in the Project description document and are included in all project documents.
The label links to the corresponding "Project description" document.
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Phase | The phase the task belongs to. |
Project leader | The project’s main project leader (not the substitutes). |
Status | Task statuses include:
Stand-by: Task is defined, but work hasn't started. No time entry allowed.
Requested: Resources assigned, and work scheduled to begin. Time entry allowed. In progress: Status automatically changes to "In progress" when time is entered.
To control: All assignments are complete and submitted for approval. Time entry is still allowed. Completed: All assignments are complete. No time entry allowed. Postponed: Indication. Time entry still allowed. Cancelled: Task canceled. No time entry allowed. The default value depends on settings in the General setup document. It can either be "Stand-by", "Requested", or "In progress".
Note: Tasks created in Cerri Planner may override this setting via the "Plan" document.
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Deadline | Visual indicators:
Red: Deadline passed.
Orange: Deadline unlikely to be met based on workload.
Green: On track. |
Progress | Percentage of work done. |
Last modification | Date and time of the last modifications. By clicking on the date you can access the history of the modifications. |
Last Comment | Displays the last comments made on the task. You can reply directly to the comments by clicking on "Reply" and you can create a new discussion by clicking on "New discussion". See "Collaborate with Project Live!" for more information. |
Defining and planning a task ([Details] tab)
Detail |
Activity type | Categorizes tasks by activity type (e.g.: administration, building, supervision, etc.). List of choices comes from the Keywords & Labels setup document. Can be used in: - Budget structure: If activity type is defined as a budget axis (see Budget Management). - Multi-rates management: Different rates can be attributed to the resources based on activity type (see Budget & Cost Tracking). |
Constraint | None = No specific constraint on the task. Unmovable = Shown as a conflict in availability calculations if any percentage of work exceeds 100% for a resource. For example, a meeting should be unmovable to allow for enhanced conflict management.
Never delayed = Excluded from "Management of delayed documents" processing. Used for recurrent tasks. |
Billing mode | The billing mode that applies to the task. Single selection field. Possible values: - Not billable: Nothing is billed. - Fixed price: Billing price is fixed in advance and recorded in a billing milestone.
- Time and material: Billing price is based on time spent working on the task.
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Plan | Displays the associated plan if applicable (if task was created from a plan or manually uploaded in a plan). The field links directly to the corresponding "Plan". If not already linked, it allows selection and upload to a plan (displaying a shortcut for the selection of the "Plan" the task should be uploaded into). |
Priority | Task priority (e.g., urgent, low, etc.). List of choices comes from the "Keywords & Labels" setup document. |
Range | Specifies if a task must be done in the morning, the afternoon or the entire day. Used for tasks that only last half a day to allow for more exact availability management (at half-day level). |
Billing state | Not visible if "Billing mode" is set to "Not billable". Indicates if the task is billed, not billed, or partially billed. Single selection field. |
Current status |
Start | Initial: The initial planned start date of the task. Only available if the task is uploaded in a Cerri Planner plan. Planned: The actual planned start date of the task. The default is the creation date. Mandatory. Not editable if the task is created from the planning tool; it is defined in the tool directly.
Actual: Comes from time posted to the task by assigned resources in their timesheets or "Assignment" documents. Editable only if the status is "In progress" and the "Possibility to modify the actual dates of the tasks" option in the "General" setup document is NOT set to "No": - If set to "Yes" in the setup, the date is automatically set to the current date when the status is "In progress". - If set to "Manual", the field becomes editable when the status is "In progress".
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End | Initial: The initial planned end date of the task. Only available if the task is uploaded in a Cerri Planner plan. Planned: The planned end date of the task. The default is one day after the creation date. Mandatory. Not editable if the task is created in the planning tool; it is defined in the tool directly. Actual: Comes from time posted to the task by assigned resources in their timesheets or "Assignment" documents, once all of the task’s assignments are completed. Editable only if the status is "To control" or "Completed" and the "Possibility to modify the actual dates of the tasks" option in the "General" setup document is NOT set to "No". - If set to "Yes", the date is automatically set when the status is "To control" or "Completed". - If set to "Manual", the field becomes editable when the status is "To control" or "Completed." No date is computed. |
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Workload | Indicates the total initial, planned, actual, remaining, and EAC (Estimate At Completion) workload. The workload unit is specified in the "General" setup document. Computed as the sum of all assignments. If the planned work is "0", the remaining work is always "0". |
Costs | Indicates the initial, planned, actual, remaining, and EAC (Estimate at Completion) costs. Costs are automatically calculated as the sum of the costs of all resources assigned to the task, where the cost is obtained by multiplying each resource's rates by their workload. See Budget & Cost Tracking for more information.
Visible under any of these conditions:
- The user belongs to the project team with the "View Costs" role. - The user is not excluded from viewing financial information, as defined in the "General" setup document. - The user is an application manager (or "COP_MANAGERS" role). The label opens a window displaying all costs in all available currencies defined in the "Other currencies" field of the "General" setup document. |
Billable | Only visible if "Billing mode" is set to "Time spent". Indicates the initial, planned, actual, remaining, and EAC (Estimate at Completion) billable cost. Calculated automatically as the sum of the costs of all resources assigned to the task, where the cost is obtained by multiplying each resource's rates by their workload. |
Progress | Work progress, % completed |
Indicates the task's progress. Automatically calculated based on time entered in assignments. |
Physical progress | Indicates whether physical progress is tracked for the task. The default value comes from the Project description and can be changed per task. Click on the option to change it. Options: - Not managed: Physical progress cannot be tracked for the task. - Used for the earned value calculation: Physical progress is tracked and used for the earned value calculation in the "Project overview" documents. - Entered but not used: Physical progress is tracked but only displayed in views, not used for earned value calculation. |
Physical progress, % completed |
Indicates the physical progress of the task. Not editable if the "Physical progress" option is set to "Not managed". |
Note: Tasks with Start or End dates on weekend automatically enable the "Enable on Weekend" option.
Note: Unlike time recording that updates task status, updating physical progress does not update the status of a task. In order to ensure consistency with the update process, physical progress can only be inputted for tasks with status "In Progress," or "To Control".
Assign and change resource assignments for a task ([Resource] tab)
Resource assignments are displayed in a list.
Assignments cannot be added, modified, or deleted if the task:
- Was created in a Gantt chart (assignments are managed there).
- Has a status of "Completed" or "Cancelled".
- Is "Not assigned" and has actual work.
Grid buttons |
Add New
| Adds a new line/resource to the grid (if not created in Cerri Planner Gantt chart). |
| Removes a selected line/resource from the grid (if not created in Cerri Planner Gantt chart).
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| View rates assigned to resources on the task. |
Grid |
Assignment | Select the resource to assign from the dropdown list box. Note: If no time has been reported, the assigned resource can be changed. |
Green = Assignment completed or on time.
Yellow = At risk of delay.
Red = Delayed. |
Planned | Planned workload for the assigned resource. |
| Actual | Actual workload for the assigned resource. Refer to "Update task progress" for information on changing this value. |
Remaining | Remaining workload for the assigned resource. |
Task [Description] tab
Used to describe what needs to be done.
- If the task is created in Gantt, this field can only be edited in the Gantt chart.
- If the task is created manually, the first description can be used.
Allows for additional information about the task. Different from the "Description" field as it can be edited by the owner (requester) of the task, the project manager, or any assigned resource.
Task [Project Live!] tab
The [Project Live!] tab provides a complete history of collaboration, modifications, approvals, and revisions. See Project Live! Social collaboration for details.
Task [Attachment] tab
Allows attachment of external files. Users can attach files to the task form to store any additional information pertaining to it. It is recommended to store significant attachments as separate/independent documents in Cerri Project for easier distribution, publication, and access management. See Manage attached files in the document management section for details.
Task [Linked documents] tab
Displays all links between the task and related project documents. Cerri Project offers the ability to save links between related project documents. See Managing Links between documents for more information.
Delete a task
There are three methods to delete a task:
- Directly in Cerri Planner (if task created or uploaded in Gantt chart).
- Directly from the task document (click "Delete" on the menu action bar).
- From a view (select task(s) and click "Delete" on the view menu action bar).
Modify multiple tasks at once (Bulk Edit)
In order to avoid repetitive actions, Cerri Project allows users to update certain values for multiple tasks simultaneously. The values that can be updated in bulk are: Status, Activity type, Constraint, Requester, and Priority.
Steps to do this:
- Select the tasks to be updated from the view.
- Click the [Actions] menu on the action menu bar and select "Modify the tasks…".
- A dialogue box opens.
- Select the field to modify, choose the new value, and confirm the update.