Setting Up a New Project

Creating a project

To create a new project:

  1. Go to the Plan tab and select the All projects in the Activity tree.
  2. Click the New button and select the type of the project (standard or Agile) to create.
  3. Fill in the necessary information about the project, such as the title and the goal field.
  4. Assign the project to a project manager.
  5. Click on the Save button.
Plan%20-%20New%20Project.png

The new project will now appear in the Activity tree.

View a video about: How to create a project

Creating activities and assigning resources

After that your have created a project in the Activity tree you can break the project down into smaller activities. Follow the steps below to add an activity:

  1. Select an activity in the Activity tree.
  2. Click on the New button and select the type of activity to create, for example: Task.
  3. Fill in necessary information such as; title, goal, work remaining, start date, due date etc.
  4. Assign the task to the resource that should perform it. It can be a person, a role or a group.
  5. Click on the Save button.
Plan%20-%20New%20activity.png

Note that you need to create the resource in the Resource tab before you can assign an activity to it.

Start date is the estimated date when the activity will start and will be updated by Swifting when the activity really starts, that is when the status is changed from Not Started to In Progress.

End date is the estimated date when the activity will end and will be updated by Swifting when the activity status is changed from In Progress to Completed.

Bars in the Gantt chart are drawn between the Start and End date.

Due date is the date when the activity must be completed. Sometimes it is better to set a due date on a parent activity.

View a video about: How to create activities

Estimating activities

Estimate all activities that have no children (leaves). Parent activities will be summarized automatically. Follow the steps below:

  1. Double-click in the Remaining column.
  2. Enter work remaining (normally in hours).
  3. Press Enter or on click on another row/column to save the entry.
  4. Parent activities will now be summarized automatically.

View a video about: How to estimate activities

Handling vacations

When you need to plan vacations for your resources that will affect the project time plan, do like this:

  1. Create a new activity and name it, for example: Vacation.
  2. Assign it to the resource(s) that are affected by the vacation.
  3. Set Priority to High.
  4. Set Work remaining to a high value, for example: 999.
  5. Fill in the Start date and End date for the vacation.
  6. Click on the Save button.
  7. Select the Vacation activity.
  8. Click the Lock dates button and select Locked Start and End dates.

Swifting will now include the vacation period when calculating the time plan the next time you replan the project.

vacation.png

Lock dates using the Lock dates button:

Plan%20-%20Vacation%202.png

Creating dependencies

To create a dependency between activities, for example when activity 1 needs to be be completed before activity 2 should start:

  1. Click and hold the left mouse button on a blue ring next to the activity (either at start date or end date of it).
  2. Drag the cursor to another activity┬┤s ring and release the left mouse button.
  3. An arrow will be visible that indicates the dependency.
Plan%20-%20Depencency%202.png

Note that you are only allowed to create dependencies between activities that you are allowed to update.

To delete a dependency:

  1. Select an activity in the Activity tree.
  2. Click the Delete button and select Delete dependencies.
  3. Confirm with Yes.
Plan%20-%20Delete%20dependency.png

Setting activity sequence

If some activities are to be done in a specific sequence you can quickly arrange that in Swifiting by setting numbers on them 1, 2, 3, etc.

  1. Select the parent activity.
  2. Click on the Toggle sequence button.
  3. All activities below that parent will now get a number and needs to be performed in that order.

If you would like to change order of any activity just drag and drop it in the tree. The sequence number will be changed automatically.

Plan%20-%20sequence.png

Automatic replanning

Use the automatic Replan function in Swifting to quickly make an optimal project plan based on:

  • work remaining
  • assigned resources
  • dependencies and sequence
  • locked dates on activities (locked dates are not replanned by Swifitng)

Follow the steps below:

  1. Select the project that you would like to replan in the Activity tree.
  2. Click on the Replan button.
  3. Confirm with Yes.
  4. All activities in the selected project will be updated with new start and end dates.

View a video about: How to set dependencies and replan