SharePoint Task Plan

The post Job/Prospect Setup Alternatives discusses the option of setting up a project task plan. SharePoint has great project management tools to assist team members in undertaking projects and communicating to customers of its progress.  So let’s look further at how this could work for the Jim’s Family Store Irrigation Plan project. We will assume that QuickBooks Sample Larry’s Landscape & Garden Supply company took advantage of SharePoint’s great functionality and put together both the proposal as discussed in Sales Proposals in SharePoint Online and a task plan as discussed in Task List Templates in Service Delivery. Larry’s has decided that for project management and customer relations reasons they want to manage and report against the plan.(Note: I could have set up the task plan as described in this post and submitted it as part of the proposal.)

Here is what they did to set it up:

  1. They added the Irrigation Design Tasks template to the Service Delivery subsite by choosing the template under Service Delivery subsite>Site Contents>Your Apps as shown below.

2016-02-29 (1)

  1. They set up a “Load Estimates” list as depicted below and copied and pasted the Project Rate, Estimated Work, and Estimated $ from the Excel spreadsheet in the Proposal Library to the list.

  1. This resulted in all tasks, hours, project rate, and estimated amounts being loaded into the task plan. Larry’s project manager then went in and edited the task plan for Task Start and End dates and assigned employees to the tasks as shown below. You may notice that I didn’t include Estimate $ and Project Rate in the view below since these amounts are fixed for this particular project and we can see them under other views of the task plan. I did include Estimated Work since this helpful in assigning employees to the project.

EditTask

We now have the completed task plan as depicted below. You will notice that the total hours and project start and end dates are at the top of the columns.

The standard Task Plan app in SharePoint also includes the following views:

  • Calendar View. Depicting the dates of the tasks.

  • Gantt View showing tasks and their relationships.

Additionally, list views are added by SharePoint for:

  • Completed Tasks
  • Upcoming Tasks
  • Late Tasks
  • My Tasks

The diamonds in the Gantt chart indicate one day tasks.  Project deliverables can be shown on the chart by giving them one day start and end dates.

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