After a project has been approved, you can update actions and add new ones. For example, you can update the Action Item Status as work progresses, and you can estimate design schedules and costs.
From the Plan/Add or Edit Actions task, you update actions for Approved projects. To work with projects having any status, see Adding and Editing Actions Using the Management Console.
Note: In addition to creating action items after a project has been approved, you can create action items while you are requesting a project. When you create actions for requested projects, you can edit values such as the baseline cost and baseline schedule estimates. For more information, see the Adding Project Request Actions topic.
From the Add or Edit action, you can:
To add or edit an action item for an approved project:
The Add or Edit Actions form appears.
Action Title: A identifier for the action. The name must be unique among actions for this work package.
Action Type: Select the type of action. When you assign an action a type, you are able to view the Action Status in reports, such as Action Status by Action Type (Execute process/Schedule tab), and view milestone statuses (Monitor process/View Milestone Statuses). When estimating schedules and duration, you can filter by Action Type to see only those actions on the Gantt chart.
Date to Perform: Date you plan to begin the action. By default, this is set to the current date. Enter an estimated date if you are planning on tracking design schedules using the design Gantt chart.
Duration - Est. Design (Days): By default, this is set to 1 day, but enter an estimated value, so that you can track design schedules on the Gantt chart. The design schedule estimate is based on information that has been provided by architects, designers, and contractors who have analyzed a project's requirements.
Hours - Est. Design: By default, this is set to 0, but enter a value to indicate the number of person-hours this action will take. For example, if the action's Duration is two days, and two people will be working on this action for eight-hour days, then the person-hours for this action is 32 hours. The S-Curve analysis uses person-hours in its calulcations for work, so it is important to enter these hours if you are generating S-Curve charts.
Cost - Est. Design (Exp.) and Cost Est. Design (Cap): By default, these costs are set to 0.00, but enter an estimate if you want to compare estimated design costs to actual costs in the Project Analysis report. These design costs are provided by architects, designers, and contractors who have analyzed a project's requirements.
Work Package: Select the work package for the action item. Although, not required to save the record, an action must be associated with a work package so that vendors can bid on it, and you can generate reports that show data for work packages.
Project Phase: Select a Project Phase value, such as Design or Execution. For example, this is useful if you want to track the project at the Design phase or Execution phase level in the Project Analysis report. Or, when adding actions to work packages you can search for work packages by the Project Phase for the project with which the work package is associated. For more information on the Project Analysis report, see the Creating Management and Oversight Reports topic.
Work Breakdown Structure Code: A hierarchical structure that is used to organize tasks. For example, if a task is first in the outline of your project actions, then the outline number for that task is 1; the outline number for the first subtask under this task is 1.1.
Site Code/Building Code/Floor Code/Room Code: Select the location information for the work to be done.
Approved By: Enter the person approving the action. When working from the Commissioning application, it is important to use the Approve Documentation action to approve action items for design submissions. See Approving Design Submissions.
Created By: The system fills in this field with the name of the user who added this action.
Action Item Status: Select the current status for the action. If you record Action Item Status, you can view reports that include this field, such as Action Status by Action Types on the Management Console Schedule tab. After you change the status from N/A, the action item can no longer be deleted; you can cancel it (if the status is Scheduled) or stop it (if the status is In Progress).
Approved By: Enter the name of the person approving this work.
The following fields are used for scheduling if you are creating service requests for this action.
Problem Location Enter precisely where the problem exists, so that others following up on this item will be able to easily find the problem. For example, if you are assessing the condition of a room, you might enter "Back corner near window"
Equipment Code: Select the equipment needed to perform this task by selecting an equipment item from your equipment inventory.
Problem Type: Select the type of problem this action item is addressing.
Primary Trade Required: Select the type of craftsperson required to perform this work.
Date Required: Select the date this craftsperson is needed.
Date Requested: Date the service request was entered. This can be a read-only field set to the current date.
Note: When you edit the Start and End Dates for actions, if any actions are set to be predecessors for other tasks, the Gantt Chart automatically ensures that the date fields for dependent tasks conform to their predecessors. See How the Gantt Chart Updates Dependent Tasks.
- In the Action Items panel, select Edit in the row for the action item.
- In the Edit Task dialog, edit data for the action. For guidance on the data entered, see the previous step to this procedure.
- As the project progresses, edit the Action Item Status field to reflect the current status of the project task.
- Click Save.
You have the option to copy a project template of action items to a project request. It is useful to use a project template when you are using the same group of actions for multiple projects. For more information on setting up project templates, see Defining Project Templates.
To apply a project template of actions to an approved project:
The Add or Edit Actions form appears
To cancel, delete, or stop actions:
If the Action Item Status is:
The Action Item Status field is updated to reflect the action you selected.
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