Entering and Editing Tasks and Milestones

Q: I just entered a milestone, but it did not show up in the Lookahead. What do I need to do to find the milestone?
A: First, check to make sure that the filters near the top of the screen are set to the same values as those of the milestone that was entered. For example, if you assigned the milestone to another member of your team, and the Member filter is set to yourself, the milestone will not be shown on the screen. If you entered the milestone in the Network Manager view and the filter values in Lookahead (Network Manager) are those of the entered milestone, refresh the view. By default, milestones typically appear in the bottom left of the view.

Q: Can I assign or re-assign a task to someone on another team?
A: Yes. You can assign / re-assign a task to a member of any team in SPS|Production Manager. However, this is only possible if the task is assigned to you or if you have Team-Level Access. This allows users to identify constraints and pull required prerequisite work and information from other teams. However, you can only assign a milestone to a member of your team, unless you have Team-Level Access for the other team.

Q: What can I do if I add a constraint to the wrong milestone or task?
A: You can either delete the constraint and start again, or you can change the relationships between the tasks by editing the workflow logic. This option allows you to delete a predecessor from one task, and add it to another task (see Delete Workflow Logic: Using Lookahead View, Using Gantt Charter View or Using Network Manager View for more information).

Q: How can I remove a task that was inserted by accident?
A: Find and select the task in the Lookahead, then access the Remove Task function from the Edit Menu or Integrated Menu. (For more information see Delete Milestone / Constraint: Using Lookahead View, Using Gantt Charter View or Using Network Manager View).

Q: Why can’t I edit a task assigned to someone else?
A: To ensure accuracy and awareness, an individual can edit his / her own tasks only. Editing another person’s task requires a special access across the team called Team-Level Access.

Q: Can I edit a task once it has been loaded on a Production Plan?
A: No, once a task is loaded on a Production Plan and the plan is committed, it can no longer be edited. You can, however, edit a task before the Production Plan is committed by removing it from the Plan, then editing it and placing it back on the Plan. Keep in mind that this can have undesired effects on successor tasks, such as automatic removal from the Plan. Therefore, it is very important to make sure all task information (especially the forecast start date) is correct prior to loading the task on a Production Plan.

Q: I linked a successor task to my milestone and the milestone date changed. Why?
A: When you add a successor task to a milestone, the milestone automatically becomes a constraint for the new successor, and thus the finish date for the milestone will be recalculated based on that of the successor task. This applies for both LRM and forecast dates. Be aware that this only works for regular milestones, since Master Level Milestones cannot have successors. For more information see: Task Dates.

Q: Is there a way to link two or more work streams, each with its respective milestone, and keep milestone dates intact?
A: Yes. To keep milestone dates intact, do not edit the milestones nor add any successors. Rather, locate the tasks that represent the connection points between the two workstreams and create a link between those based on the desired relationship (predecessor, successor). This is a very common situation in complex networks. For example, when you have to complete a task for one sub-system and that releases work in another sub-system.

Q: Why can’t I link two tasks?
A: If at least one of the tasks is not assigned to you, you cannot link the two tasks. In this case, Team-Level Access is required to link two tasks. Other reasons that can prevent two tasks from being linked are: if the candidate for predecessor is a Master Level Milestone, which cannot have successors, or if a task has already been completed.

Q: Can someone else log into SPS|Production Manager and edit my tasks?
A: Typically, no. Most users only have the ability to edit their own tasks, not those that are assigned to other users. However, your Team Leader, or any member of your team that has been granted with Team-Level Access, can edit your tasks only when operating under Team-Level Access.

Q: Can I upload schedule milestones and information from Primavera, MS Project or any other scheduling system directly into SPS|Production Manager?
A: Yes. Uploading information from other scheduling systems can be done through the use of the Import function or customized web services. Using the Import template is necessary to ensure the information to be uploaded into SPS|PM is in the correct format. Although it is technically feasible to upload this information, it is important that the overall strategy for the use of external information such as master schedules be defined in advance. For more information see: Importing a Production Schedule.

Q: How can I tell if someone has assigned me new tasks?
A: The easiest way is to select your name in the Member filter and then sort the Lookahead by task ID number. Those entries with ID numbers highest on the list are the most recently added tasks.

Q: What is the ID number for?
A: Each task or milestone is an individual record in the SPS|Production Manager database. The ID number is unique, meaning it is impossible to have two tasks with the same ID. These individual IDs are automatically generated when a new task or milestone is created. The ID number is simply a way to identify and track an entry. It can also be used in one of the methods to change workflow logic. For more information see: Create Workflow Logic (Link Tasks), Delete Workflow Logic (Delink Tasks): Using Lookahead View, Using Gantt Charter View or Using Network Manager View.

Q: How can I enter new Standard Processes in the Library?
A: Proper system level access is needed to enter a new Standard Process. For this reason, and in order to maintain the integrity of the Standard Process Library, it is important to coordinate with your system administrator when wanting to create new standard processes. For more information see: How to Create and Use Standard Processes.

Back To Topics

Navigating the Lookahead

Q: How can I limit the set of tasks shown in the Lookahead?
A: By setting the Filters down to succeeding levels of detail, you can limit the information shown on the screen (see Using the Lookahead View for more information). Also, to limit the number of task rows displayed in the Lookahead view, change the Preferred # of Rows Per Page as described in Editing Your Preferences.

Q: Can I change the number of rows (task entries) shown on the page at one time?
A: Yes, you can set the number of rows shown per page to any value between 5 and 50 by changing the Preferred # of Rows Per Page as described in Editing Your Preferences.

Back To Topics

Updating the Status of Tasks

Q: When updating the status of a Production Plan, why does the progress of my task reset to “Choose” when I hit the Update button?
A: Most likely, you have not populated all the required data. If your task is not completed, you must enter a root cause and select a category for non-completion. If all this information is not entered, SPS|PM resets progress settings to ‘Choose’. Also, and only if enabled in your SPS|PM configuration, other fields may be required such as ‘Actual Duration.’ If any of the required fields are left blank, the task will not update. This also applies to the Unstatused Planned Tasks view. For more information see: Updating the Status of a Production Plan.

Q: I have updated the status of a task as “Completed” on the Unstatused Planned Tasks view, but the information is not accepted when I hit the Update button. What am I doing wrong?
A: When updating the status of a task (completed, not completed) on the Unstatused Planned Tasks screen, you must enter the completion date for any task that is completed. If not, the information will not be accepted. Make sure you click on the calendar icon to the right of each row to select the actual completion date. For more information see: Defining the Status Unstatused Planned Tasks.

Q: I have completed a task that was not on the Production Plan. What should I do to update the status as completed?
A: You can update the status of the task as “Completed Not Planned.” To do this, select the task on the Lookahead and then choose Status: Completed Not Planned from the Edit menu. A prompt will appear to enter the actual completion date.

Q: My task shows a status of PP (UPT). Why does it show PP(UPT)?
A: The task is an Unstatused Planned Task (UPT). Any tasks which were loaded on a past Plan but not statused before that Plan was closed out will become unstatused tasks. The status column on the Lookahead will show PP (UPT) until that task is updated. For more information see: Defining the Status Unstatused Planned Tasks.

Back To Topics

Filters

Q: I entered new Project Structure values, but the new entries do not appear in the filters. Why?
A: The new entries will not appear in the filters until you insert a new milestone or task that uses the new Project Structure values you created.

Back To Topics

Supporting Documents

Q: What types of files can I attach to tasks in SPS|Production Manager?
A: Most types of files can be attached. This includes files from any Microsoft applications such as Word and Excel, digital images, etc. You can also attach a URL (website address). Note that the maximum size for a single attachment is 100 MB. For more information see: Attaching Supporting Information to a Task or Structure.

Q: Can anyone view the files I attach to a task?
A: Yes. Anyone can locate a task, open the Document Manager and view/download an attached file. However, certain rules apply for deleting attachments. For more information see: View Attached File or URL and Deleting a File / URL Attachment.

Back To Topics

User Accounts, Member Roles & Access Rights

Q: Who is granted Team-Level Access?
A: Typically Team Leaders and system administrators are assigned Team-Level Access, but any member of the team can be given Team-Level Access as agreed with your system administrator. Generally, it is a good idea to have at least two members of a team with Team-Level Access for coverage in case of absence.

Q: How can I get Team-Level Access if needed?
A: Anyone on your team that currently has Team-Level Access has the capability to grant you Team-Level Access. This is done using the Manage Team function under the Name menu. For more information see: Setting Member Roles. Note that due to the capabilities associated with Team-Level access, it is important that assigning this access be carefully managed and coordinated with your system administrator.

Back To Topics

Performance Improvement Reports

Q: On the Commitment Reliability, Reasons Summary, and Root Cause Analysis Reports, what defines a task as “Site” vs. “Support”?
A: This distinction depends on the functional role of the team member responsible for the task. Generally, “Site” is designated when a team member’s primary work location is the physical site where the project is being executed or they are directly responsible for the execution of physical work. “Support” is assigned for members whose primary work location is off-site or their role is of a support nature such as procurement, materails management, planning, permitting, finance, etc. Each team member is classified as “Site” or “Support” based on their role data entered in Manage Team. All activities belonging to an individual with a role classified as “Site” will factor into the reliability for the Site category. For more information see: Setting Member Roles and Editing Your Preferences.

Q: How can I check or revise my functional role?
A: You can view and / or modify your “Site” / “Support” functional role for each team by going to Edit Preferences under the User Menu.

Q: What roles are classified as “Site”? As “Support”?
A: “Site” roles include: Construction Managers, Supervisors, and Foremen. “Support” roles include: Engineers, Section / Project Managers and other office-based positions such as Procurement, Permit Office, and Finance.

Back To Topics

Production Plans

Q: How do I close the Production Plan?
A: To close a Production Plan, you must have Team-Level Access and preferably all task statuses should be updated as Completed or Not Completed (include Root Cause and Category if these features are enabled). For detailed instructions see: Update the Current Production Plan and Close Out the Current Production Plan.

Q: Why can’t I close out the Current Production Plan?
A: Only individuals with Team-Level Access can close out the Current Production Plan. If your access level is different, you will be unable to close out the Plan.

Q: Why can’t I commit the Next Production Plan?
A: Only individuals with Team-Level Access can commit the Next Production Plan. If your access level is different, you will be unable to commit the Plan. Also, before the Next Production Plan can be committed, the Current Production Plan must be closed out. For more information see: Commit the Production Plan and Close Out the Current Production Plan.

Q: Does timing make a difference when I change the Planning Horizon for the Next Production Plan?
A: Yes. SPS|PM uses the current Planning Horizon to calculate Forecast Completion dates, Schedule Variance and when splitting tasks. Therefore, if the Planning Horizon will be different from one Production Plan to the next, you must change the Planning Horizon immediately after the first Plan is closed out. This will ensure task dates are accurate when loading tasks on the Next Production Plan. For more information see: Changing the Planning Horizon for a Team.

Back To Topics