Copyright: 1996 ©TASK Solutions Pty Ltd.  All rights reserved worldwide.
Citation: 1996 ©TASK Solutions Pty Ltd.  All rights reserved worldwide.


Welcome to TASKey PERSONAL

1988 - 1996 © Copyright TASK Solutions.  All Rights Reserved Worldwide.


What is TASKey PERSONAL?

TASKey PERSONAL is an integrated suite of tools that helps you take control of everything you are doing (projects, tasks and calendar actions).  It ensures you have the information you need when you need it, and in a form that is easy to understand.

TASKey PERSONAL tools are used to manage everything you are doing or plan to do.  It integrates the key elements of project management, planning, time management, resource management and contact management that an individual needs to be successful.


Why you need TASKey PERSONAL

Every day we need to complete a range of actions to get done what we need to do.  Some actions are big, some are small, some are routine and others may contribute to projects.  The number of actions we can complete depends on how effectively we use our time and effort.

Existing tools each have a narrow focus and provide only partial solutions to identifying appropriate actions and managing their performance.  For example:

•	ToDo lists record what needs to be done, but don’t show context or relationships between actions over time;

•	Calendars (diary) record calls, meetings and ToDos (actions), but provide little help in deciding what needs to be done;

•	Planners help you bring together information and then decide what to do for a task, but require a lot of effort to keep plans updated during their implementation; and

•	Schedulers (project management) show the big picture for projects and tasks, but don’t connect to calender or ToDo actions (what you need to do to complete a task or project).

To be successful, you need to use ToDo lists, calenders (diaries), planners and schedules together.  The TASKey PERSONAL suite of tools provides ToDo lists, calenders (diaries), planners and schedules integrated into one package.

Most people are faced with the daily need to manage or contribute to many actions, many tasks and some projects all at the same time.  Actions, tasks and projects need to be integrated because they compete for each individual’s time and effort.

With TASKey PERSONAL, you input your data once, and it automatically builds other views and reports progress.  TASKey PERSONAL handles the administration, so you can concentrate on doing what needs to be done.


What TASKey PERSONAL Does

TASKey PERSONAL helps individuals successfully complete everything they are doing - big and small..

Reduces stress and increases productivity

Using TASKey PERSONAL lets you take control of everything you are doing.  By understanding how you can get the best value for your effort, you can remove the barriers that cause frustration, stress and reduced productivity.

Fast entry of Actions

TASKey PERSONAL includes a floating Actions Input box, so you can quickly and easily enter action details with a minimum of fuss.  Whenever you think of an action that needs to be done, just enter it without leaving the application you are using.  No longer will good ideas or “must do” actions be forgotten.

Schedules everything you are doing

TASKey PERSONAL connects projects, tasks, calendars (diaries), plans, and ToDo lists; so you only need to enter information once.  See both the big picture (so you know the context and where you are going) and the detail (so you know exactly what you have to do).

Plans and manages Task Information

TASKey PERSONAL provides a Task Information Manager (TIM) to hold and organise key information.  By simply filling in boxes, key information quickly develops into an effective plan.  You will know both where you are going and how you are going to get there.

Automatically keeps track of progress

TASKey PERSONAL highlights and keeps track of what you have done and what you need to do to be successful.  Simply complete actions on your ToDo list, Plan or Calendar (Diary) and TASKey PERSONAL shows you how your tasks and projects are progressing.

Prints Plans and Reports

TASKey PERSONAL prints Plans and reports that provide you with all the information you need to communicate to other team members.


Key definitions

To fully understand TASKey PERSONAL, you need to appreciate the differences between; actions, tasks and projects.  Definitions are:

An Action  n. thing done, act

An action is something you need to do that takes both time and effort.  Actions are stored in your ToDo list, calander (calendar (diary)) or the relevant task plan.  Their duration is usually less than a day.

Examples of actions are:  call someone, attend a meeting, start a task, check progress, backup your computer.

A Task  n. job, assignment, duty

A task is a piece of work that includes a number of related actions that need to be done.  A parent task may have a number of children (sub-tasks) that breakdown the parent into more manageable tasks.

Tasks can be any size and involve one person to many people.  Examples of tasks are; supervising a project, filing documents, organising a meeting, writing a report, routine administration, chairing a meeting, routine maintenance.

A Project  n. scheme, planned undertaking

A project is a number of related tasks that contribute to a common outcome.  It has a clearly defined start and end, and given people and resources.  Success is measured in term of time, cost, performance and participant satisfaction.

Projects can be any size and involve one person to many people.  Examples of projects are; managing the development of a policy, running a conference, conducting a survey, building a building, developing anything that has many steps.


When TASKey PERSONAL is Used

TASKey PERSONAL is used daily to capture key information and manage progress.  Actions should be entered whenever they are identified.  This stops good ideas being lost.

TASKey PERSONAL is used throughout the planning, implementation and evaluation of tasks, thus ensuring that the changing needs of all tasks are related to the context prevailing at the time.


What you need to run TASKey PERSONAL

The minimum system requirements to run TASKey PERSONAL are:

•	A personal computer with a 80486 processor or higher

•	Microsoft Windows 95 or higher

•	8 MB of memory (RAM) or more

•	One 1.4 MB (3.5") disk drive

•	At least 10.0 MB of hard disc space.  If you choose not to load the Help Files, only 8 MB of hard disc space is required.

•	A mouse or other Windows-compatible pointing device

Note 1:  A mouse or other Windows compatible pointing devise is essential.  TASKey PERSONAL is designed to be simple and easy to operate.  Keyboard equivalents are available for most functions.

Note 2:  TASKey PERSONAL employs the Microsoft Windows 95 or Windows NT operating environment.  If you require more details about using the Windows environment, consult your Microsoft Windows User Guide.


1.  Before Using The Computer

This part provides you with the basic information that will help you use TASKey PERSONAL most productively.

TASKey PERSONAL software is the tool that helps you identify and keep track of what you need to do to succeed in your situation.


Key Parts of TASKey PERSONAL

TASKey PERSONAL has many parts, because there are many related issues that need to be handled.  For consistent success; project management, planning, time management, resource management and contact management all need to coordinated so they work together.

A major problem with other software packages is that they only handle some of the issues and leave you to integrate the key issues (usually in your head).  TASKey PERSONAL addresses and integrates the key issues as shown below:

A major benefit of TASKey PERSONAL is that you only need to enter information once.  For example, ToDo lists, calendars (diaries), plans and schedules are all integrated, so a change in one automatically updates the others.


The Task List

When handling many tasks, it is often difficult to keep tasks organised so they are easy to find.  TASKey PERSONAL uses a Task List that functions in a similar way to the “Outliner” function of a word processor.

Usually the task name in isolation tells what is to be done, but provides little indication of the key parts of a task.  The Task List provides the means to break down a task logically into manageable parts.

An example of a task break down is shown below.

     Task (Overall)

        |-- Sub task

        |-- Sub task

        |      |-- Sub sub task

        |      |--  Sub sub task

        |             |-- Sub sub sub task

        |-- Sub task

The Task List acts as a map and is shown on all screens.  It makes it easy to see how tasks relate to each other, and when a task is selected, to view all the information attached to that task.


The ToDo List

The ToDo List is used to keep track of what you need to do in much the same way as you would use a piece of paper.  When you think of something that needs to be done, you just add it to the list.  Actions are always linked to the task name selected when the action is entered.  Actions not yet related to a task are entered in the task called “General Task”.

The ToDo list automatically includes actions entered through the calender (diary) or plan screens.

Various filters allow you to customise the list to match your needs.  Clicking on a column heading will sort the actions in the column into order.  Details in other columns will follow the action.  If you specify a date and time, it will automatically be entered into your calendar (diary) and the length of the task the action contributes to will be automatically updated in your schedule.


The Project and Task Scheduler Screen

The scheduling screen keeps track of your projects and tasks on a daily, weekly, monthly, quarterly and yearly basis.  It shows task lists and task-time-progress (bar) charts, and helps you to understand:

•	how a task fits in with other tasks,

•	how the parts of a particular task fit together, and

•	task progress.

Your schedule should provide you and other team members with a complete picture of the tasks you have on or plan to do in the future.  It should include:

•	all your daily tasks

•	activities that will take your time (eg. courses, holidays, non working days)

•	tasks to achieve your goals (eg. long term goals may be 5 to 10 years in the future)

Adding proposed tasks to your schedule provides a framework for the detailed consideration of a plan and highlights possible clashes between tasks.

Tasks are initially entered as “planned”.  When the first action in a task is completed or today’s date equals the planned start date, a “ToDo” bar is painted of equal length to the planned bar.  As actions are completed, the completed bar shows progress by moving across the “ToDo” bar to the next incomplete action.

Note:  The minimum unit of time is one day.  Tasks that take less than a day are called “Actions” and are handled on the ToDo, plan and calendar screens.  The schedule screen tells you what tasks you have scheduled on a particular day and shows task progress.


The Plan Screen

The Plan screen is a Task Information Manager (TIM) to manage all task information and details about each task in the task list. Entering relevant task information quickly develops an effective plan that people involved in doing the plan can understand.  At the same time, the task schedule is refined.

The task plan is a mosaic of all the sub task plans, not just the plan at the task level.  This high level of integration allows parts of the plan and related task information to be broken down without losing control of the overall task plan.

Delegating the development of part plans to the person responsible for the part, saves time, ensures the plan is understood by implementers, and encourages ownership.

Note:  Proposals for improvements (suggestions) can be developed into Plans that management can quickly understand (Bottom Up Approach).  Management proposals (in the form of Plans) can be assessed to determine each proposal's acceptability to the people involved (Top Down Approach).

The break down of tasks should facilitate the moving of discrete tasks within and between workgroups.

Person 1

Task

  |--Sub task               Person 2

  |--Sub task  -------->Task

  |      |--Sub sub task    |--Sub task        Person 3

                                    |--Sub task ---> Task

                                                                 |-- Sub task

That is, person 1’s sub task will become a main task for person 2, and person 2’s sub task will become a main task for person 3.  This task flow maintains continuity, ensures cohesiveness of implementation and discourages managers/supervisors from becoming too involved in detail.

Note:  Managers/supervisors should only plan two levels down.  That is, one level down to task team members, and two levels down to ensure that team members have the resources to complete their assigned tasks.


The Plan Template

The Plan (Task Information) Screen provides a number of boxes (template) that when completed ensure the key planning issues of visioning and doing are addressed.   Key issues addressed for the task and each sub task are:

•	Goal

•	Assumptions

•	Objectives

•	Individual and groups involved (including contact details)

•	Who is responsible

•	Actions by who

•	Resources (changes to current situation)

•	Costs

•	Start time

•	Complete by time

This level of detail ensures that everyone who contributes to the task can understand what they have to do (their role) and how their contribution fits into the whole task.


Continuous Improvement

Tasks are completed in dynamic environments, so managing information, scheduling, planning and doing needs to be a continuous process.  Continuous improvement generates a culture that enhances daily operations, manages change, and supports future tasks.


Terminology

A common understanding of terminology is essential for effective communication.  Unfortunately many words are used in workgroups that mean different things to different people.  Common terms are defined in the Glossary.


2.  Understanding Key Screen Components

This part details key components that appear on all TASKey PERSONAL screens.  Understanding the key components makes using TASKey PERSONAL easier, because you are already familiar with most of the detail on a new screen.

The two key screen components that TASKey PERSONAL is based on are:

1.	The Task List, and

2.	The Actions joined to People and Resources.

Another important feature of TASKey PERSONAL is that  EVERY ACTION MUST BE CONNECTED TO A TASK.  The task provides context and a container, so actions don’t get lost.  You cannot enter an action without it being connected to a task.

TASKey PERSONAL uses many grids (mini spread sheets) to input, edit and display data.  Grids operate in a similar way to popular spread sheet programs.  For more, details see grid operation.


The Task List

The Task List (headed Tasks) always appears on the left side of the screen.  It is used to list all relevant tasks and related sub-tasks, and acts like a map, so you don’t get lost.  The Task List helps you keep track of all the tasks you are doing and the information that is attached to each task/sub-task.

It operates like a spread sheet to keep track of task code, name, planned start and end and doing start and end dates, and plus the name of the person responsible for the task.  Generally only the tasks names (and code and/or responsible) is shown with the Start and End Times covered by other screens.


Actions with People and Resources

Tasks are completed by doing actions.  EVERY ACTION MUST BE CONNECTED TO A TASK.  If you are unsure of what task an action belongs to, put the action in the “General Tasks” task (General Tasks acts as a temporary container) until you decide.

To provide more details about an action, a People box and a Resources box are included.  The same actions are shown on all screens, but in different formats (Calendar, ToDo, Plan).  However the same format is used for the People and Resources boxes on all screens.

Joins between actions, people and resources (and assumptions and objectives) can be created by dragging an action onto a person or resource.  Join help you see the relationships between the various parts of the plan.

Understanding that the same information can be presented as a Plan or ToDo or Calendar will make TASKey PERSONAL easier to use.

Note:  Placing your mouse pointer over an item (such as an action, person or resource) and clicking the right mouse button will display a menu list.  This list includes an option called “Properties” that allows you to enter more detail about the item.


Grid Operation

The Task list, Assumptions, Objectives, People, Actions, Resources, ToDo sheet, etc are all grids (mini spread sheets).  Key features are explained using the objectives grid (shown below) as an example:

♦To select a cell:

1.	Click on the cell you want to select.  A box will be automatically drawn around the cell selected (like the box around “Low”) plus a [image] is placed in the left column to show that a cell has been selected in the row that the arrow points to.

♦To enter new data:

1.	Click in the blank cell (with [image] to the left) to place a typing (word processor) bar in the cell.

2.	Type in your data {Keep the data brief so it can be seen in the box}.

3.	Click another row or press enter to record your entry.

♦To edit data:

1.	Double click where you want to edit.  A standard word processing bar will appear.

2.	Then use standard word processing techniques to edit the data.

3.	Click another row or press enter to record your entry.

Note:  Pressing the “Esc” will Undo typing, because your data is not saved until you select another row or press “Enter”.

♦To select a row:

1.	Click on the grey button to the left of the row.  All cells in the row will highlight.

2.	Click any cell to de-select the row.

♦To select multiple connected rows(:

1.	Select the first row and keep the mouse button down.

2.	Then drag the mouse down (or up) the left grey column buttons until the rows you want are selected.  Or hold down the “Shift” key and click the last row you want selected.

♦To select multiple unconnected rows:

1.	Select the first row.

2.	Hold down the “Ctrl” key.

3.	Single mouse click on the grey button at the left of selected columns until all columns are selected.

4.	To de-select a selected row, single mouse click on the grey button at the left of a selected column.


Row Width

TASKey PERSONAL provides the ability to change the width of the rows in any grid (mini spread sheet).

♦To change row widths:

1.	Place the mouse pointer over the first (grey) column in the selected grid.

2.	When you cross the boundary between two rows, you will see “ [image] ”.

3.	With the “ [image] ” showing, hold the left mouse button down and move up or down to increase/decrease the width of each row in the grid.

Note:  It is possible to have a different row with for each grid.  When you exit TASKey PERSONAL, row widths are remembered.


Column Width

TASKey PERSONAL provides the ability to change the width of the columns in any grid (mini spread sheet).

♦To change column widths:

1.	Place the mouse pointer over the first (grey) row in the selected grid.

2.	When you cross the boundary between two columns, you will see “ [image] ”.

3.	With the “ [image] ” showing, hold the left mouse button down and move left or right to increase/decrease the width of each column in the grid.

Note:  It is possible to have a different column widths for each grid.  When you exit TASKey PERSONAL, column widths are remembered.


Change Column Order

TASKey PERSONAL provides the ability to change the order in which columns are displayed.

♦To change column order:

1.	Place the mouse pointer over the first (grey) row for the column you want to move.

2.	Click the mouse button until the selected column highlights.

3.	Hold the left mouse button down and you will see a dotted red vertical line.

4.	Move the column to your desired location and release the mouse.


Right Mouse Button Operation

Right mouse button menus are used throughout TASKey PERSONAL.  Clicking the Right Mouse Button will provide you with access to the main options for the part of TASKey PERSONAL that you are currently using.


Vertical and Horizontal Splitter Bars

The vertical splitter bar (to the right of the Task List) can be dragged to the left or right.

The horizontal splitter bar above the People and Resources boxes can be dragged up and down to your preferred location.


3. Setting Up a Task List

This part details how to Set-up a Task list.   The task list appears on all screens and provides:

•	a logical framework to understand what needs to be done,

•	the means to logically group tasks into projects, and

•	a way to store relevant information, so it is easy to find and use in context.


What is a Task List?

Task List ( list of tasks)

A task list is a list of relevant tasks.  Related tasks are organised in a tree structure (parent child relationships {family tree}).

The tasks shown in the list can be customised using filter setting.  For example, show me all the tasks I have completed between “date1”and “date2” or show me the tasks I have on today.

An example of a task list is shown below:

Note:  The task list is always under the screen you are looking at.  The amount of task screen information you see depends on where you have the vertical splitter bar located (to move the splitter bar, place your mouse cursor over the bar, hold down the left mouse button, and drag to the left or right as required).


Task Break down  (disaggregate task)

The overall task is WHAT is to be done.  This task is then broken into sub-tasks (smaller tasks) which describe HOW the task will be done.  Sub-tasks can be broken into smaller and smaller tasks until the major actions required to complete the overall task are clear.  The key is to maintain continuous links from the smallest tasks (sub-tasks) to the overall task.

An example of a task break down is shown below.

     Task (Overall)

        |-- Task (sub-task)

        |-- Task (sub-task)

        |      |-- Task (sub-sub-task)

        |      |-- Task (sub-sub-task)

        |             |-- Task (sub-sub-sub-task)

        |-- Task (sub-task)

To avoid confusion in describing sub-tasks, each is called a “Task” which belongs to a larger task.  The overall structure is shown graphically in a task breakdown to make it easy to understand and explain to other people.

In practice, you will find that the sub-tasks of tasks fit logically into the tasks in your overall task list.  TASKey PERSONAL lets you arrange the task list to meet your requirements.

Tasks can be handled individually, as a breakdown of larger tasks into manageable tasks, or grouped to form projects.  The key is that ALL tasks that take at least one day to complete (big and small, routine and urgent, related to a project or not) are included in the one task list.


Project Breakdown

A special type of task breakdown is the Project Breakdown.  In a project breakdown all tasks and sub-tasks contribute to the project.

Most task lists quickly become so big that users will be overwhelmed if they try to look at all the tasks at the same time.  TASKey PERSONAL provides an expand and collapse feature and a filter, so you can quickly create a display of the tasks you are interested in at the time.


Screens for Entering and Modifying Tasks

Tasks can be entered and modified from:

•	the [image] Schedule screen

•	the [image] Plan (Task Information) screen

•	the [image]  ToDo List screen.


Setting Up Your Screen to Enter Tasks.

When you first use TASKey PERSONAL you will see a box to the left of the time bar chart, labelled “General Task”.

The “General Task” task name provides a place to store tasks that you are unsure of where they fit.  The “General Task” is useful when you are entering actions via the calendar or ToDo list, and at the time of entry, you don’t want to worry about which task the action belongs to.

♦To view the list of: task codes, task names, planned and doing start and end times and person responsible.

1.	Place your mouse pointer over the vertical splitter bar between the list of tasks and the screen showing.

2.	 When your pointer changes to a double-ended arrow hold down your left mouse button and drag the bar to the right:

♦To change the width of columns.

1.	Place the mouse pointer over the separator line between columns.

2.	When you see a double ended arrow hold down the left mouse button and drag the column left or right to shrink or expand the column width.

♦To change position of columns in the task list.

1.	Place you mouse pointer over a column heading (Tasks, Planned Start, Planned End, Start, End or Responsible)

2.	Click the left mouse button once, the column cells will highlight

3.	Click the left mouse button down and drag the column left or right to change its column position in the list.

4.	Release the mouse left button to set the position of the column.


Entering Tasks

Tasks can be entered in the blank row at the bottom of the list or directly below an existing task.  A task called “General task” is used to temporarily hold actions (if required).

♦To Start the Task List:

1.	Click in the blank cell (with [image] to the left) to place a typing (word processor) bar in the cell.

2.	Type in the name of a task {Keep the name brief so it can be seen in the box}.

3.	Click another row or press enter to record your entry.

Note:  To edit the task name, double click the location you want to change, then use standard word processing techniques.

♦To Enter the Goal of the task in the Goal Bar.

1.	Click your mouse in the box on the Goal bar

2.	When you see the cursor in the bar you can enter the task goal.

(The Goal Bar is located in a moveable toolbar next to the Main toolbar. The Goal bar can be moved to where ever you prefer by holding your left mouse button down while you are pointing on the word Goal and dragging the bar to where you want to move it.)

♦To Enter Planned or Doing Times.

1.	Click the mouse in a planned start or end cell or a doing start or end cell on the task row.

2.	Enter the start or end date.

Notes

The planned and doing times can be set by modifying the planned or doing bars using the mouse on the Schedule screen.

When you start doing a task, the planned start and end dates are fixed (become read-only), because you are no longer planning the task.

♦To Enter More Tasks:

1.	Select a task above where you want to insert a task and press the "Insert" button on your keyboard or select "Insert Task" from the Task List Menu.  A blank rectangular box will appear below the task name.

2.	Type your desired task name.

Repeat steps 1,  and 2 until all tasks have been entered.

Note:  New tasks are always added below the task you had highlighted when you selected "Insert".

♦To Amend a Task Name:

1.	Double click on the task/sub task to select it

Note: The selected task name has a black rectangle around the border of the box and a  [image] to the left of the cell.

2.	Type the amended task name.  If you make a mistake press “Esc” key on your keyboard to return to the original name.


Editing the Task List

A list of tasks is a good starting point, but this list usually needs to be customised to provide a more understandable break down of how tasks will be done.  This customisation is achieved using the Context sensitive task menu by pressing the right mouse button while pointing at the task or the Schedule Menu:

1.	Task Context Menu

2.	Task List Menu on the main menu.

Note:  Options that are illogical are not available (greyed out).


The Goal

The goal is what you want to achieve from doing the task/sub-task.  The goal words are the goal for the selected task.  The goal is typed directly into the text field provided.  Typing in the goal for tasks/sub-tasks helps you focus on the outcome you plan to achieve.


Properties

Click Properties to view the Planned and Doing start and end dates of the task and milestone and completion settings.

1.	Type in the planned and/or doing start date for the task (fixes the left end of the bar).

2.	Type in the planned and/or doing end date for the task (fixes the right end of the  bar).

3.	If you want to set the task as a milestone. Click on the Milestone check box and the End date will automatically change to be the same as the Start date.  A "D" replaces the bar to show a milestone.  Duration is set at 1 day, which is the minimum duration for a TASKey PERSONAL task.

4.	To set the task as complete (once complete the task name will change to a grey colour). The Completed (white) bar will completely cover the ToDo (black) bar.

Note:

1.    A milestone is used to show a point in time.  Consequently a milestone cannot have actions.

2.    When a task is started, the planning dates become Read Only (greyed box)


Creating Sub-tasks (Smaller Tasks)

You are now ready to increase your task's detail, by breaking the task into a number of sub-tasks (smaller tasks).

♦To Enter a sub-task:

1.	Click the Task Name of an existing task to select the Task name cell.

2.	Press the "Insert" button on your keyboard or select "Insert Task" from the Task List Menu or the task context menu by pressing the right mouse button.  A blank rectangular box will appear below the task name.

3.	Type in your desired task name.

Repeat steps 1, 2, and 3 until all task parts have been entered.

♦To Create a sub-task:

1.	Click on the task you wish to turn into a sub-task of the task above.

2.	Press the "Shift + RIGHT arrow" on your keyboard or  select Make sub-task from the Task Menu or click the right mouse button and select Right from the pop-up menu to make the task link to the task/task part immediately above.

Note:    Sub-tasks are automatically linked to the task immediately above.  TASKey PERSONAL will not allow you to leave gaps in the task break down list.


Changing sub-tasks

♦To Change Task/sub-task Links:

1.	Click on the task part name to select and bold the task Name Cell.

2.	Change the task part in the desired direction by:

a.	Indent task.  Press the "Shift + RIGHT arrow" on your keyboard or select "Indent task" from the Task List Menu or select "Indent task" from the task context menu by clicking the right mouse button on the task to make the task link to the task/sub-task immediately above.

b.	Outdent task. Press the "Shift + LEFT arrow" on your keyboard or select "Outdent task" from the Task List  Menu or select "Outdent task" from the task context menu by clicking the right mouse button on the task to break the task link to the task/sub-task immediately above.

Note:  All linked sub-tasks below the task being moved are automatically moved with the task.


Deleting a task/sub-task

♦To Delete a Task/sub-task:

1.	Press the "Delete" button on your keyboard or select "Delete Task" from the Task List Menu or select "Delete" from the task context menu by clicking the right mouse button on the task, the following dialogue will be displayed so you can confirm the deletion.

2.	Click "OK" to delete the task and all linked sub-tasks.

Notes:

1.	Deleting the task also deletes linked sub-tasks.

2.	Marking the “Do not display warning again” check-box will set TASKey PERSONAL to delete the selected task without warning you of deleting the task. You can set this option back by editing Options from the View menu on the main menu bar.


Moving a task/sub-task up or down

♦To Move a Task Up or Down:

1.	Click on the task name to select and bold the task Name Cell.

2.	Move the task in the desired direction by:

a.	To move UP. Press the "Shift + UP Arrow" on your keyboard or select "Up" from the Task List Menu or select Up from the task context menu by clicking the right mouse button on the task to move the task up one place in the list.

b.	To move DOWN. Press the "Shift + DOWN arrow" on your keyboard or select "Down" from the Task List  Menu or select Down from the task context menu by clicking the right mouse button on the task to move the task down one place in the list.

Notes:

1.	Only tasks can be moved up and down.  Sub-tasks are always linked to a parent task.  To move a sub-task up or down outside of its main task, it must be moved to the left of the main task to break all links above.  Move it up or down, then leave it as a task or move it to the right until it links to the desired task/sub-task.

1.	Moving a task automatically takes all linked sub-tasks with their information.


Displaying sub-tasks

♦To Expand sub-tasks:

1.	Click on the " [image] " to the immediate left of the task name and it expand one level.

Note:  The smallest sub-task of the task will NOT have a " [image] " on its left.  Therefore, when there are no more" [image] " you have reached the smallest sub-task of the task.

♦To Expand All sub-tasks of One Task:

1.	Select "Expand Task" from the Task List  Menu or press keypad "*".

♦To Expand All Tasks:

1.	Select "Expand All" from the Task List Menu or press "Ctrl +keypad *".

♦To Collapse Task Parts:

1.	Click on the " [image] " to the immediate left of the task name and it collapse one level.


Filtering Tasks Displayed

TASKey PERSONAL's ability to include past, present and future tasks can be overwhelming, but users seldom want to lose any tasks.  Consequently TASKey PERSONAL provides a filter, so you can focus on the tasks that interest you at a particular time.

NOTE:  LOST TASKS OR LOST ACTIONS.  Because the filter hides the tasks and actions that are NOT selected, times may arise when think you have lost a task or action.  If you cannot find a task or action, FIRST check the status bar to see if the filter is on (Icon looks like

♦To Filter Tasks

1.	Click the [image] icon on your Status Bar or press "Ctrl + E" on your keyboard or select "Filter" from the View menu.

The Filter Dialogue shown below will appear.

The filter has two components:

•	A time period  (entered by the Start and End dates)

•	A completion state (completed, incomplete or both completed and incomplete)

♦To enter your desired time period.

1.	Enter a Start date in the "Start" box.

2.	Enter an End date in the "End" box.

3.	Click OK activate filter setting.  Cancel leaves the filter settings unchanged.

Notes:

1.    The filter includes all tasks and sub-tasks present on the Start date, on the End date, and on all dates between the Start and End dates.

2.    To show both Planning and Doing bars, select the View tab (on options box) and under Schedule click the checkbox before “Always display planning bars”.


Showing completed tasks

♦To show all Completed Tasks

1.	Click the "Completed" radio button.

Note:  Only completed tasks are shown.  Completed task parts that contribute to a task that is not yet completed are not shown separate from the task.


Showing incomplete tasks

♦To show all Incomplete Tasks

On the filter dialogue:

1.	Click the "Incomplete" radio button.


Showing all tasks

♦To show All Tasks (Completed and Incomplete)

On the filter dialogue:

1.	Click the "Both" radio button.


Moving and Copying Tasks

Tasks can be moved or copied using cut, copy and paste methods.

♦To Cut a Task

You may want to move a task and its sub-tasks to another location.

1.	Click on the task name to select it.

1.	Press the "Ctrl + X" buttons on your keyboard or select Cut from the Edit Menu.  All task and linked sub-task details will be transferred to the clipboard.

♦To Copy a Task

You may want to copy a task and its sub-tasks to create another copy to modify.

1.	Click on the task name to select it.

2.	Press the "Ctrl + C" buttons on your keyboard or select Copy from the Edit Menu.  All task and linked task parts' details will be copied to the clipboard.

♦To Paste a Task into Another Location:

To paste a task and its sub-tasks from the clipboard into another location.

1.	Click on the task name immediately above the paste location to select it.

2.	Press the "Ctrl + V" buttons on your keyboard or select Paste from the Edit Menu.  All task and linked sub-task details will be pasted from the clipboard.


Task Selected

When you are working on other screens, the Task Name of the task you are working on is always has a black rectangle around the task name..


4.  Creating a ToDo List

This part details how to create and manage a ToDo List.

The ToDo list gives you the same benefits as listing the actions you need to do on a sheet of paper plus many more.  It allows you to work by simply listing actions when you think of them, so you wont forget them.

You can view the list on your computer or print a hard copy to take with you to work with and to add additional actions until you are able to enter them into your computer.  The major benefit is that TASKey PERSONAL automatically extracts relevant actions from your calendar (diary) and plans, so your ToDo List is always complete.  Plus actions you enter into your ToDo List are automatically entered into your calendar and plans.  Consequently, you only need to enter an action once to have it appear in all relevant views (ToDo, calendar and plans).  Completing an action on the ToDo List updates your calendar, relevant plan, and schedule (bar chart) progress.


What is a ToDo List?

A ToDo List is a comprehensive list of all the actions you need to do.  It sorts your actions by time and priority, so you can decide how you can work most effectively.

The ToDo list handles both input and output.  In addition to the ability to jot down present and future actions so you don’t forget them, the ToDo List automatically extracts all relevant actions from your plans and calendar. Consequently, the ToDo List provides a comprehensive listing (on the screen or in hard copy) of all the actions you need to do in a selected time period.


Displaying the ToDo List

The ToDo List is a major screen in TASKey PERSONAL and is displayed by clicking the  [image] button on the tool bar.  An example of the ToDo List is shown below:


Showing all actions for a selected date range

♦To show all the actions you need to do in a date range.

The actions displayed depend on:

•	your task filter settings (for time period and complete/incomplete or both), and

•	the actions date range you select.

1.	Click the [image]  button on the tool bar.

2.	Confirm that the filter settings satisfy your needs.  If they don’t then reset the filter.

3.	From the ToDo Menu, select View and the select your desired date range from the drop down menu.

4.	Click the Calendar Date on the ToDo List to select the first date for the selected date range.  For example, with a date range of days set, click on a particular day to see your ToDo list for that day.  By clicking Today’s Date (with a “Days” range), you will see Today’s actions.

Notes:

1.    The filter sets the tasks (and therefore actions belonging to those tasks) that are available in the ToDo List.  The dates range break down available actions into time blocks of selected Day, Weeks, Months, Quarters and Years.

2.    The day you have selected is always the first date of the range . For example, a week range can begin on any day of the week.


Entering an action

♦To enter an action on the ToDo list

Note:  Each action MUST be stored in a task.  If you are unsure of which task the action belongs to, Click the “General Task” task name to use as a temporary storage task.  Later on when you have time, you can move the action to an existing task or create a new task to store the action.

1.	Click in the blank cell (with [image] to the left) to place a typing (word processor) bar in the cell.

2.	Type in your action {Keep the data brief so it can be seen in the box}.

3.	Click another row or press enter to record your entry.

Note:  Actions may be added at anytime using the Fast Entry floating dialog box.


Fast Entry of an action

♦To enter an action by the Fast Entry dialog box.

Actions may be added at anytime using the Fast Entry floating dialog box.

1.	Click the tree [image] at the right end of the Task Bar (bottom right of screen) to show the following dialog over the application you are currently using:

2.	Enter detail (If you are unsure of the task name select task name “General Task”)

3.	Click OK or press Enter

Notes:

1.    Actions entered using the Fast Entry floating dialog box are automatically entered into the ToDo list, calendar and plan.

2.    The fast entry dialog can be used while TASKey PERSONAL is minimised.


Hiding/showing start and end actions

If you have many tasks starting and/or ending in the period showing on your ToDo list, you may find it hard to focus on the actions you need to do.  TASKey PERSONAL provides a simple filter to hide task start and end dates, so you can focus on the actions you need to do.

♦To hide start and end actions

1.	Click the [image] icon on your Status Bar or press "Ctrl + E" on your keyboard or select "Filter" from the View menu.

The Filter Dialogue shown below will appear.

2.	The ticked ToDo List checkbox indicates that start and end actions are hidden in the ToDo list.

The [image] reminds you that you have hidden (filtered) start and end dates from the ToDo list.

Note:  Action start and end dates are ALWAYS shown in the Task Plan.

♦To show start and end actions

1.	Click the [image] icon on your Status Bar or press "Ctrl + E" on your keyboard or select "Filter" from the View menu.

The Filter Dialogue shown below will appear.

2.	The unticked ToDo List checkbox indicates that start and end actions are shown in the ToDo list.


5. Printing Your Calendar

This part details how to print a calendar (diary) from the contents of your ToDo List.


Printing a Calendar (Diary)

Your ToDo List contains the same information that you will find on a conventional calendar, but in a compressed format so you can see more information.  However sometimes you may want print your ToDo List in conventional calendar format.

♦To Print Preview a day calendar format

1.	On the To Do screen, click your mouse on a calendar day to select the day you want to print.  For example, 1 January 97 is selected above.

2.	Select Print Preview from the File Menu (Optional).

3.	Then select Calendar from the drop down menu displayed.

4.	Confirm that the day previewed is correct.

5.	Click the [image] button.  The day you had selected will be printed.

♦To Print a day calendar format

1.	On the To Do screen, click your mouse on a calendar day to select the day you want to print.  For example, 1 January 97 is selected above.

2.	Select Print from the File Menu.

3.	Select Calendar from the drop down menu displayed.  The day you had selected will be printed.


6.  Developing Plans

This part details how to use the Task Information Manager (TIM) to hold and organise all task information.  Entering relevant task information quickly develops an effective plan for a task.

TASKey PERSONAL's main purpose is to help people bring relevant task information together to develop, implement and evaluate plans for tasks.


What is a Plan?

Plan  (design, intent, project, proposal, strategy, layout, scheme, blueprint)

A Plan is a clear statement of how you intend to implement a task.  It must provide sufficient detail for people required to do something to understand:

1.	Their performance (what they are being asked to do)

2.	The conditions applying  (eg.  no additional resources, in your own time)

3.	The standards required  (eg.  complete by..., to the same standard as "...")

Draft Plan (see Plan)

A draft Plan is a preliminary stage of a plan.  It is important to differentiate between draft plans for comment, and plans that have completed the consultation process and are ready for implementation.  The draft status signals to everyone that the plan is providing enough information for informed comment, but it is not set in concrete.  Ideas, comments and feelings should be encouraged to improve the plan, match it to the existing culture, develop ownership of the final plan, gain support and initiate the acceptance process.


What does the Plan do?

Developing the plan helps managers (top-down) or team members (bottom-up) to systematically think through why the task is required, what is required, who is involved, when it is required, where it is required, and how to do the task.

Plans provide focus and sufficient guidance so managers can communicate what they propose to do and people who need to do something to contribute to the task can understand what is being proposed.

A plan acts as a blueprint (benchmark), so you find out early if something is not right (according to plan).


Filling In The Detail

Each task and task part has its own plan.

To develop an overall plan for a task, you need to develop a plan for each part (sub-task) of the task.

When you are delegating parts of tasks to others, you should develop plans to the point where you explain the task to team members.  Further development of plans should be completed by the person who is going to do the task.

Note:  In some cases, sub-tasks may be easy to understand and little will be gained by developing a full plan.  However, plans should be developed for all tasks, so you can check each task and identify inconsistencies in your approach.

♦To Develop a Plan for a New Task/Task Part:

1.	Click the  [image]  Plan (Task Information) button to show a screen like the one below.

Note:  Initially all boxes are blank except for the task list and the goal that you entered on the Schedule screen, and the actions box that has the task name Start and End dates entered (default is the day the task was entered).

2.	Complete the empty boxes to provide an outline of how you plan to complete the task and sub-tasks.

****Remember KEEP IT SIMPLE and CONCISE****

Plan detail is:

Goal  (object of effort or ambition, destination)

Enter the goal of the plan.  What you want the plan to achieve.  (Keep the goal short).  The goal will remain visible during all considerations to help you maintain focus.

Assumptions (take as being true for the purpose of planning)

You should list critical assumptions that if untrue would seriously affect the likely success of your plan.

Objectives  (measures of success, performance indicators, concrete measure, end)

The objectives for a task should provide a picture of what success looks like.  They should be written in concrete terms and state how success will be measured.  For example, "improved productivity" is unclear.  A 0.0001% improvement will satisfy improved productivity.  A better measure would be a set percentage over a given period.

Who is Responsible

You should enter the name of the person who is ultimately responsible for the completion and outcome of the task.  In most cases, if you are developing the plan, you will be the person responsible.

People (Groups and Individuals) Involved

You should list the groups and individuals who are likely to influence the success of the task.  Some people may implement the plan, others may support those implementing the plan, and others may hinder the implementation of the plan for some reason.  Not taking account of people involved or with some influence could reduce the effectiveness of the plan.

Actions.

List specific actions required to complete the task/task part.  For example, telephone calls, coordination required, approvals needed.

Actions usually take less than a day, otherwise they should be shown as a sub-task.

Resources (additional).

List the key resources that are required to complete the task.  Don't waste time listing non critical resources.

Income      Expense  (see costing)

The total income and expenses (costs) for the plan are automatically calculated from: task or action timings, people information and resources information.


Editing Text within TASKey PERSONAL

You can edit the text within TASKey by highlighting the text and using Ctrl + X to cut text, Ctrl + C to copy text and Ctrl + V to paste text.

Notes:

1.    Cut, copy and paste functions are also used to edit tasks (with attached schedules, plans, checklist answers and notes).  Task editing only functions when the task name is selected.  Text editing does not affect Tasks.

2.    Task Names can only be edited by selecting the Task Name, pressing Enter to place the name in edit mode, then adjust the type to reflect the new task name, press Enter again to record the edited Task Name.

♦To edit text:

1.	Highlight the text you want to edit.

2.	Press Ctrl + X (or Choose Cut from the Edit Menu) to cut highlighted text

3.	Press Ctrl + C (or Choose Copy from the Edit Menu) to copy highlighted text

4.	Press Ctrl + V (or Choose Paste from the Edit Menu) to paste cut or copied text


Move Text between Applications

♦To move text to or from other applications:

1.	Highlight the text you want to move.

2.	Press Ctrl + X (or Choose Cut from the Edit Menu) to cut highlighted text or Press Ctrl + C (or Choose Copy from the Edit Menu) to copy highlighted text

3.	Press "Alt + Tab" until the application you want to paste into shows.

4.	Place the cursor at the point you want to insert the text.

5.	Press Ctrl + V (or Choose Paste from the Edit Menu) to paste cut or copied text.


Showing more information in cells

Sometimes you need to use long text in assumptions, objectives or actions.  To see long text you need to increase the number of lines of text shown.

♦To increase the number of lines of text shown

1.	Place the mouse pointer over the row separator line between the cells where you want to be able to view more text.

2.	When you see a double ended arrow point up and down drag the mouse up or down to alter the height of the row.

♦To make cells wider

1.	Place you mouse pointer over the vertical separator bar (splitter bar).

2.	When you see a double ended arrow pointing left and right drag the mouse left or right to alter the width of the column.


Assumptions Box

♦To insert an Assumption:

1.	Click your mouse inside the assumption cell with a [image] to the left of it.

2.	Type in the text of the Assumption.

3.	Press Enter to record the text in the database.

♦To delete an Assumption

1.	Click you mouse on the Assumption you wish to delete.

2.	Press the Delete key on your keyboard.


Objectives Box

♦To insert an Objective:

1.	Click your mouse inside the objective cell with a [image] to the left of it.

1.	Type in the text of the Objective.

1.	Press Enter to record the text in the database.

♦To delete an Objective

1.	Click you mouse on the Objective you wish to delete.

2.	Press the Delete key on your keyboard.

♦To set priority for Objective

1.	Click on the priority cell to the right of the objective.

2.	Scroll through the pull down list box and select High, Medium or Low priority.

♦To mark an Objective complete

1.	Click the Right Mouse Button on the selected objective.

2.	Select Complete from the Objective context menu. (To un-complete an objective click the complete option again)


People Box

♦To add a person:

1.	Click your mouse inside the people cell with a [image] to the left of it.

2.	Start typing the person’s name in the box. TASKey PERSONAL will automatically display existing names that match your typing.

3.	Click the check box in the Eye [image] column for people directly involved in the plan.

4.	Press Enter to enter the name into the database.

Note:

1.    If you type a name that is not already in the database TASKey PERSONAL will ask if you want to add the new entry to your Personal Address Book. If you click “yes” TASKey will add the new entry to your Personal Address Book.

2.    To adjust a person’s details, click the right mouse button on the person’s name and select Properties.  Editing is done in the Properties Box

♦To delete a Person

1.	Select the row containing the person to be deleted.

2.	Press the Delete key on your keyboard.


Editing Personal Details

♦To View or Edit The Person’s Details.

1.	Place the mouse pointer over the person involved.

2.	Click the right mouse button and select properties.

You will see a dialog that looks like the following. Person Contact details for people are broken up into three Dialog Tabs - Person Details, Business contact details, and Home Contact Details.

♦Person Details

1.	Click the mouse in the Title box to edit or enter a tile for the person. (Mr, Dr, Ms, Mrs etc)

2.	Click the mouse in the First Name box to enter the person first name.

3.	Click the mouse in the Last Name box to enter the person last name.

4.	Click the mouse in the Note box to enter Notes about the person. A maximum of 256 characters is allowed.

Note:   Additional notes can be attached to the person in each task.  This keeps notes in context and allows the aggregation of notes that relate to a particular person.


Editing Business details

♦To edit Business Details

1.	Click the business Tab at the top of the Person Details dialog.

2.	Click your mouse in the Organisation box to enter the name of the organisation the person works in.

3.	Click you mouse in the Job Title box to enter the position, occupation or job name of person.

4.	Click the your mouse in the Phone box to enter the person work or business telephone number - you can use notation to signify international and area codes ie +49 (6222) 123456

5.	Click the your mouse in the Fax box to enter the person work or business fax number - you can use notation to signify international and area codes ie +49 (6222) 654321

6.	Click the your mouse in the Mobile box to enter the person work or business Mobile Telephone number - you can use notation to signify international and area codes ie +49 (6222) 615243

7.	Click your mouse in the Pager box to enter the person work or business Pager number.

8.	To enter the street or location address details of the person work area, office or business click  the Street Tab and enter the Address, City or Suburb, State or Territory, Postcode or Zipcode and the Country.

9.	To enter the postal or mailing address details of the person work, office or business click the Postal Tab and enter the Address, City or Suburb, State or Territory, Postcode or Zipcode and the Country.

10.	Click the Apply button to record any entered information to the database and remain in the Person Detail dialog or Click the OK  button to record the information to the Database and return to the main screen.


Editing Home Details

♦To edit Home Details

1.	Click the Home Tab at the top of the Person Details dialog.

2.	Click the your mouse in the Phone box to enter the person home telephone number - you can use notation to signify international and area codes ie +49 (6222) 123456

3.	Click the your mouse in the Fax box to enter the person home fax number - you can use notation to signify international and area codes ie +49 (6222) 654321

4.	Click the your mouse in the Mobile box to enter the person personal Mobile Telephone number - you can use notation to signify international and area codes ie +49 (6222) 615243

5.	Click your mouse in the Pager box to enter the personal Pager number.

6.	To enter the street or location address details of the person home click  the Street Tab and enter the Address, City or Suburb, State or Territory, Postcode or Zipcode and the Country.

7.	To enter the postal or mailing address details of the person home click the Postal Tab and enter the Address, City or Suburb, State or Territory, Postcode or Zipcode and the Country.

8.	Click the Apply button to record any entered information to the database and remain in the Person Detail dialog or Click the OK  button to record the information to the Database and return to the main screen.


Address Book

TASKey PERSONAL’s address book provides a complete list of all people involved in plans.  To show the Address Book, select File, Address Book or Click the right mouse button on any person and select Address Book..  You will see a dialogue like:


Responsibility Box

TASKey automatically enters the name of the person who created the task.

♦To change responsibility:

1.	Start typing the person’s name in the box.  TASKey will automatically display existing names that match your typing.

2.	Ensure that the name in the responsibility box is correct.


Actions Box

The Actions Box holds a list of all the actions that need to be done to complete a task.  All actions for a task appear in the calendar (diary) of the person or people directly involved in the action.

Icons are provided on the left of each action so you can easily see the action type:

  Green Fuzzy Flag - Plan Task Start,  Solid Green Flag - Start Task

  Phone - Call

  Two people - Meeting

  Person running - ToDo

  Hand writing - Notes

  Red Fuzzy Flag - Plan Task End,  Solid Red Flag - End Task

  Action name is currently selected

  Action is complete

  Alarm is set

At least one person MUST be directly involved in each action.  The person responsible for the task is made directly involved.  Other people can be joined to the action.

Note:    If you see an icon that looks like this [image] to the left of an action in the plan TASKey PERSONAL is alerting you that the action’s date is out of the bounds of the task start and end time (if your bar is planning it is the planning bar, if your bar is a ToDo bar it is out of the bounds of the ToDo bar). To clear this icon move the actions date within the bounds of the time bars date start and end or change the task’s start or end time (by dragging the end of the bar).

You can:

1.    Select Schedule view and change the position or length of the task time bar to accommodate the action, or

2.	Select ToDo view and change the date of the Action to fit within the task time bar.

♦Using Action Context Menu

1.	Click the right mouse button on an action and select one of the following:

♦To insert an Action

1.	Click your mouse inside the action cell with a [image] to the left of it.

2.	Type in the text of the Action.

3.	Press Enter to enter the text into the database.

♦To delete an Action

1.	Select the row containing the action you wish to delete.

2.	Press the Delete key on your keyboard.

♦To enter a date to do the action

1.	Click the mouse in the cell in the date column in the cell next to the Action name.

2.	Enter a date in the MS-Windows date format.

Note: TASKey PERSONAL sorts the most recent action (by date) to the top of the list and places completed actions at the bottom of the actions list. TASKey PERSONAL changes the action list after clicking on the Schedule, ToDo or another task and returning.

♦To mark an Action complete

1.	Click the Right Mouse Button on the selected action

2.	Select Complete from the action context menu. (To un-complete an action click the complete option again).


Editing Action Details

♦To Edit Action Details.

1.	Click on the action you want to edit details for.

2.	Click the right mouse button and select Properties to view the dialog action detail dialog.

3.	Click your mouse in the type pull down list box and select the type of action it is  - Call if it is an action to telephone a person, Meeting if it is a one to one or group meeting or To-Do if it is a general action to do.

4.	Click your mouse in the Priority pull down list box and select the action priority - high, medium or low.

5.	Click your mouse in the action detail box to edit the action name and details.

6.	Click your mouse in the Date box to edit the action date in the MS-Windows format.

7.	Click your mouse in the Time box to edit the time for the action. Enter the time in AM/PM format ie 3:00 AM or 3:00 PM.

8.	Click your mouse in the duration box and enter the hours and minutes to do the action. Enter duration in the format of hours:minutes ie 04:10 - 4 hours and 10 minutes.

9.	Click the complete check box to mark the action complete (with tick in box) or incomplete (no tick in box). When the action is complete it will appear grey throughout TASKey.


Setting an Alarm for an Action

♦To Set an Alarm for an Action.

1.	Bring up the Action Properties dialog used for editing actions - right mouse click on an action in the action list on the plan screen and select properties form the Action Context menu.

2.	Click your mouse in the alarm time box to specify how many hours and minutes before or after the date and time of the action you want the alarm to alert you. Enter it in the format of hours:minutes ie 0:10 - 0 hours and 10 minutes.

3.	Click on the pull down list box along side the alarm time box to set the alarm off (default) or set the alarm to alert you before or after the action time. The alarm will alert you the time you set before or after the time of the action.

The alarm icon [image] is placed to the left of any action that has an alarm set.


Alarm Reminder

When the alarm setting time is reached, an Alarm Reminder dialog shows on your screen:

♦To Turn Off an Alarm Reminder.

1.	Click the Turn Off button.  This will set the alarm to “Off” on the Action Properties Dialog.

♦To Delay Alarm Reminder.

1.	Enter your desired delay by “Remind me in another ?? minutes box.

2.	Click OK

♦To Reset Alarm Reminder.

1.	Click the Edit button to display the Action Properties dialog.

2.	Adjust the alarm time, duration or setting to meet your needs.


Costing Tasks

Activity based costing is an important planning and monitoring tool.  TASKey PERSONAL allows you to allocate income and expenses to each task.  This information stays with the task even when the relationships between tasks change.  Costs are aggregated in accordance with the task breakdown structure.

♦To set up a costing schedule:

1.	Select the tasks you want to consider.

Take for example, the selection below:

2.	Click the Right Mouse Button on the selection, and Select “Costings” from the Menu.

You will see the following Costing Dialogue.

Reducing your selection to Project 1, Task 1 and Task 2, You will see the following Dialogue.

You will see how each Task has a cost associated with it (default is zero cost).  The total income column aggregates the costs in accordance with the task breakdown structure.  Costs are still aggregated even if the sub-tasks are not showing.  For example, the sub-tasks of Task 2 were not selected, but the total income and total expenses still account for all costs.


Costing Combinations of Tasks

Often we have questions about the income and costs of various combinations of tasks.  TASKey PERSONAL provides you with an easy solution to test your ideas.

♦To the cost of a task combination:

1.	Select the tasks you want to consider.

Take for example, the selection below:

To see the effects on the Totals (at the bottom of the table) of excluding Task 2A and Task 2B2, select the combination above (hold down the “Crtl” key as you select each row).

Any combinations of task costs can be achieved by manipulating your selection of the initial tasks list, then your detailed selection in the Costing dialog box.


Resources Box

♦To Add a Resource:

1.	Click in the cell with the [image] to the left.

2.	Start typing the resource name in the box. TASKey will automatically display existing names that match your typing or you can select an existing Resource from the drop down Combo box (click down arrow to show selection).

Note: If you type a name that is not already in the database TASKey will ask if you want to add the new entry to your Personal Resource Book. If you click yes TASKey will add the new entry to your Personal Resource Book. Check to see that you have typed the name correctly.

♦To Delete a Resource from a Plan

1.	Click you mouse on the Resource you wish to delete from a plan.

2.	Press the Delete key on your keyboard.

♦To View or Edit the Resource Details.

1.	Place the mouse pointer over the resource in the plan.

2.	Click the right mouse button and select properties.

You will see a dialog that looks like the following:

♦Resource Details

1.	Click your mouse in the Name box to edit the resource name.

2.	Click your mouse on the Resource Type (category) to select an existing Type or to add a new Type (category) of resource.

3.	Add an abbreviation and/or code if you wish.

4.	Enter the quantity for this task or sub-task.

Note:  The total number of resources being used by all tasks is shown in the Resource Book.


Resource Book

TASKey PERSONAL’s resource book provides a complete list of all resources used.  To show the Resource Book, select File, Resource Book or Click the right mouse button on any resource and select Resource Book..  You will see a dialogue like:

The resource book quantity is entered by the user.  This quantity is the maximum quantity available of the named resource.


Notes

Notes can be placed against any task, assumption, objective, action, person or resource in any plan.  This ability to attach a note in context significantly reduces the number of words you need to write for the note to make sense.

♦To record a Note:

Select “Notes” from the right button menu to open a dialogue box that provides the ability to type in a note.  Today’s date is automatically entered, so you have a record of when the note was entered

When a note is entered, a [image] will be placed in the grey column to the left of the task, assumption, objective, action, person or resource that the note is attached to.

If you have entered a note incorrectly, click Cancel to leave without saving.

At any time, the notes can be printed directly from the notes dialog.  The task/sub-task name is automatically printed with each note.

♦To select Notes for multiple tasks:

1.	Select multiple tasks (rows)

2.	Right mouse button click the selection, and select Notes.

3.	You will see the notes for each task selected.


Viewing Plan Details

♦To View Plan Detail:

1.	Click on the task or task part name whose details you want to see.  {The details shown ALWAYS correspond to the highlighted task or task part name}.

2.	A hard copy of the plan can be obtained at any time (see Printing Reports)


Joining Plan Parts

Often when we consider a plan, we are particular interested in how one part of the plan relates to other parts.  For example, for an action we may want to know if it is affected by an assumption, if it contributes to an objective, and who is involved and what resources are needed to do the action.

TASKey PERSONAL offers a simple fast method to join the parts of a plan together, so you can quickly see relationships within the plan.  In the example below, Action 3 is joined to Assumptions 2&4, Objectives 2&4, Person John Smith, an Resources 1& 3.  Clicking any assumption, objective, person, action or resource highlights the joins.

How to join plan parts together is detailed below.

♦To Join Plan Parts

1.	Click your mouse on the part you want to join to another part (source).

2.	While holding your mouse button down drag the mouse (you will notice your mouse pointer now includes a turned up arrow at it’s base) to the target part you want to join to

3.	When your mouse pointer is over the target part, release the mouse button and the target part will now highlight.

4.	From now on whenever you click on the source part or the target part both parts will highlight to show the join.

Note:  TASKey PERSONAL ALLOWS multiple joins, so for example when an action is selected, it could show joins to many assumptions, many objectives, many people and many resources.


Viewing Joined Relationships

♦To View joined relationships

Whenever you click on a plan part that has a join(s)  you will notice other plan parts will highlight. Highlighting is where the background of a cell is coloured.


Breaking Joins Between Parts

♦To Break Joins between Plan Parts

1.	Click on the plan part you want to break joins from.

2.	Click the right mouse button and select Unjoin(s).

All joins to the selected plan element will no longer exist.

Notes:

1.    All joins to the selected plan part will be broken.  If some joins are still required, you need to rejoin the parts still required.

2.    Deleting a plan part automatically breaks the joins to the deleted plan parts.


7.  Understanding Schedules

This part details how to expand your Task List into a Schedule.


What is a Schedule?

Schedule  (list of events, timetable, inventory)

A schedule is a task list that has a time scale added.  Usually the time scale is in the form of time bars that graphically show the planned, doing or completed duration of a task

A Schedule chart (sometimes called a Bar or Gantt Chart) is used to provide a graphical view of the task - time relationships.  The task break down structure indicates the relationship of tasks, and horizontal bars across vertical time lines show when the task is planned to be done.  The overall task horizontal bar shows the overall time limits of the task (i.e. It spans all task sub-tasks).

Project Schedule

A Project Schedule has a project breakdown of all tasks that contribute to the project and a the time scale is in the form of time bars that graphically show the planned and doing (actual) start and end times and duration of each task/sub-task.

Milestones  (key event, critical time)

A milestone is a key event that warrants highlighting.  A milestone has the same start and finish date and by convention is shown as a triangle on the Task-Time chart.

Planned Task Bars

Planned task bars (displayed as a dashed outline) show when a task is planned to be done.  A planned task bar (or a part of a planned task bar) cannot be moved if it is earlier than today’s date.

Doing Task Bars

Doing task bars show when a task is being done.  When a task starts (the start action is completed), TASKey automatically draws a Doing bar the same length as the planned task bar (starting from the start action date).  The length and location of the Doing task bar can be adjusted (updated) to show when the task was really (actually) done.

Complete Task Bars

Complete task bars move across the Doing task bar to show task progress.  When a task action is complete, the complete bar automatically moves to the start of the day when the next action is required.  The complete task bar should be level with or ahead of today’s date - otherwise you are behind.  A task is complete when the complete bar covers the Doing bar.


Printing Schedule Details

♦To Print a Task Break down:

A hard copy of the Schedule can be obtained at any time (see Printing Reports).


Notes

Notes can be placed against any task in the task list.  This ability to attach a note in context significantly reduces the number of words you need to write for the note to make sense.

♦To record a Note:

Select “Notes” from the right button menu to open a dialogue box that provides the ability to type in a note.  When a note is entered, a [image] will be placed infront of the task that the note is attached to.

If you have entered a note incorrectly, click Cancel to leave without saving.

At any time, the notes can be printed directly from the notes dialog.  The task/sub-task name is automatically printed with each note.


Types of Schedule Bars

Five types of bars are used:

1.	Planned Bars (Wide hollow bars with dashed edges) - Task planned, but not started.

2.	Doing Bars (Black bars) - Task has started.  Shows duration and time frame of work to do to complete the task.

3.	Complete Bars (White bars) -  Shows completed actions and when the next action is due.  When the white bar covers the Doing bar the task is complete.

4.	Milestones - Shows significant points of time in the schedule.  Milestones have the same start date and end date.

5.	Outlier Bars - Show actions that are outside the time bar.  The outlier bar connects the furthest outlier action with the start/end of doing or complete bars.


Modifying Schedule Detail

♦To Create a Schedule:

When you enter a task/sub-task, you will see a plan bar (dashed border) one day long on the chart opposite the entered name and located at Today’s Date.


Modify Bars Using Timing Dialogue

♦To Enter Start and End Dates:

1.	Click on the task/task part name to select it and make the bar active.

2.	Press Ctrt+T on your keyboard or select "Properties" from the Task List Menu or select Properties from the task context menu by clicking the right moue button..

A Timing Dialogue like the one shown  next will appear.

3.	Type in the Start date for the task (fixes the left end of the bar).

4.	Type in the End date for the task (fixes the right end of the bar).

♦To Create a Milestone:

1.	Click on the task/task part name to select it and make the bar active.

2.	Click on the Milestone check box until a "Ö" appears.

The End date will automatically change to be the same as the Start date.  A "D" replaces the bar to show a milestone.  Duration is set at 1, which is the minimum duration for TASKey PERSONAL.


Showing Progress

TASKey PERSONAL saves you a lot of time, effort and stress, by automatically updating progress for you.

When a task is being done, the black Doing bar shows the duration from the next action to be done to the end of the task.  The white completed bar shows work done (completed so far).  When the white bar covers the Doing bar the task is complete.

When you complete a task, TASKey PERSONAL automatically greys the Task Name text and draws a white bar over the Doing task bar.

Note:  Task progress moves forward by the completion of actions.  TASKey PERSONAL focuses the user on whether a task is ahead, on-time or behind.  Percentages complete are meaningless, unless effort required is equal on everyday of a particular task.

Comparison with Project Management packages.

Project management packages require the user to physically adjust task progress on a progress bar or to enter a percentage complete that adjusts the task completion bar.  This process is suitable for simple tasks (such as construction) that require constant effort over the duration of a task.  However it is clumsy, time-consuming and difficult to communicate for tasks that require variable levels of effort over the duration of a task.

In the multi-task environment, where we need to contribute to many tasks a more flexible realistic approach is required.  TASKey PERSONAL provides this flexibility by determining progress from the actions you are doing.  When you complete an action the complete bar moves to the day before the next action starts.

Actions also provide the link to your calendar (diary) and ToDo list, so you can see what you need to do, compared to project management packages that show the tasks you are involved in at a particular time (without the detail of what you need to do with your time to complete the task).  This ability to handle actions and report progress in terms of actions complete is the significant advantage that TASKey PERSONAL has over traditional project management packages in multi-task environments.


Making a Task Complete

Tasks are completed by completing all actions.

♦To Make a Task/sub-task complete:

1.	Select the plan view by clicking the [image] button.

2.	Multi-select all action rows or complete one at a time.

3.	Click Right Mouse Button and select complete.  Completed actions will go grey to show completion.

Note:  When all actions are complete the task/sub-task will automatically go grey to show that it is complete.


Showing Task Progress

Progress is shown on each task schedule bar in white (see example below).  You can see the progress of each task compared to selected time (usually today).  Possible white bar positions in relation to the red line (showing today's date) are:

Note:  TASKey PERSONAL automatically rolls up sub-task progress to the parent task.  Therefore task progress cannot be ahead of the progress date of any sub-tasks.


Modify Bars Using the Mouse

♦To Move Bars

1.	Click on the task/sub-task name to select it and make the bar active.

2.	Place the mouse pointer over the active bar until you see  ↔  appear.

3.	Hold down the mouse button and move the bar horizontally to your desired location.

4.	Observe the start and end dates in the yellow popup box.

5.	Release the mouse button to fix the bar's position.

♦To Change the Length of Bars

1.	Click on the task/sub-task name to the left of the bar to make the bar active.

2.	Place the mouse pointer over the end of the bar until you see   ←[  (left end) or  ]→  (right end) appear.

3.	Hold down the mouse button and move the selected end of the bar to your desired location.

4.	Observe the start and end dates in the yellow popup box.

5.	Release the mouse button to fix the bar in the desired location.


Schedule Display Scale

You can view your schedule in days, weeks, months, quarters or years.  TASKey PERSONAL automatically adjusts your bars to your selected scale.

♦To Change the Schedule Display Scale

1.	Select your desired View Scale from the Schedule Menu, or place the mouse pointer over the scale currently shown at the top of the Schedule Chart or select view from right mouse button menu.

2.	If mouse is over the top of the schedule chart, double click the mouse button to decrease the scale.

{The scale changes in the order of:  day, week, month, quarter, year then returns to day}.

3.	To change the width of time units, place the cursor over the scale and you will see a [image] appear.  Hold the mouse down and move the mouse until the desired width is shown.  Then release the mouse.

4.	To view a bar that is off the screen, use the vertical and/or horizontal scroll bars.


8.  Printing Reports

This part details how to print TASKey PERSONAL reports and Plans.

TASKey PERSONAL provides the following reports:

•	Goals - Prints selected tasks/sub-tasks with goals and target completion date.

•	Schedule - Prints a combination of the task list and schedule.

•	Plan - Prints plans for selected tasks/sub-tasks.

•	ToDo - Prints ToDo lists for the selected date range.

•	Calendar - Prints a calendar (diary) for the selected days.

Usually users wish to customise their reports, so they meet their specific needs.  TASKey PERSONAL reports use WYSIWYG (What You See Is What You Get) principles, so you can customise your report by what you show on the screen.

You use the Filter settings to select the task/sub-tasks that occur in your desired date range.  Then you can select one or many task(s)/sub-task(s) to be included in the report.


Printing a Report

Reports are usually required in a variety of forms.

♦To print a report:

1.	Select your desired date range using the Filter.

2.	Select the Task List rows that you desire.  (Ctrl+SHIFT allows a block of adjacent rows to be selected.  Ctrl+Click allows none adjacent rows to be selected).

From the File Menu, Select Print Preview, then select the report you want from the drop down menu.

3.	Confirm that the report meets you requirements and Click “Print”.

4.	If you do not want to preview the report, from the File Menu, Select Print , then select the report you want from the drop down menu.

♦To print a Notes Report:

1.	View the Notes you want to print.

2.	Click the “Print” button on the Notes dialog.


Printer SetUp

TASKey PERSONAL uses standard Windows printer setup procedures.  The Windows User Guide provides a comprehensive coverage of printer setup procedures, so they will not be repeated here.


9. Tools and Options

This section details the tools and options that can be used make work better for you.


Finding Text

Use Find to locate text in a single grid only (such as the task name grid).  A global search facility will be added in a future release.

♦To find Text

1.	Select from the Find from the Edit menu.

2.	Enter the text you want to find in the Find what text box.

3.	If you want to find the text up from the task you are currently selected select Up in the Direction group or select Down if you want to find the text down from the task you have currently selected.

4.	Click you mouse on the Match case check box to tighten your find criteria to only find text that matches the upper/lower case settings of the text you typed in the Find what text box.

5.	Click Find Next to display the next matching text found by TASKey PERSONAL. TASKey PERSONAL.

Note: To keep searching from one find to the other you can keep pressing the Find Next button or press the F3 key on your keyboard. You can also edit the text in TASKey while the find next dialog box is open.


Finding & Replacing Text

♦To find and replace text

1.	Select from the Find an Replace  from the Edit menu.

2.	Enter the text you want to find in the Find what text box.

3.	Enter the text you want to overwrite findings with in the Replace text box.

4.	If you want to find the text up from the task you are currently selected select Up in the Direction group or select Down if you want to find the text down from the task you have currently selected.

5.	Click you mouse on the Match case check box to tighten your find criteria to only find text that matches the upper/lower case settings of the text you typed in the Find what text box.

6.	Click Find Next to display the next matching text found by TASKey PERSONAL. TASKey PERSONAL will look through your task list and task plan in search of the ‘Find what’ text you entered.

7.	Click the Replace button to replace found text with the replace specified text.


TASKey PERSONAL Options

The software options allow you to customise TASKey PERSONAL the way you want to work with the TASKey PERSONAL software.

♦To Display the options dialog

1.	From the View Menu select Options.

You will see a dialog like the one below.

♦To Set View Options

1.	Click on the View Tab to see:

♦Setting the General Option

Click on the box infront of Overview dialog to turn off the Introduction (overview) screens that tell you; How to use TASKey PERSONAL for Projects and ToDos, and key operating knowledge.

♦Setting Schedule Option

Click on the box infront of Always display planning bars to change the setting. If this box is blank, when you complete the first action for a task the Doing bar will start and the planning bar will be hidden. A ticked box will show both planning and doing bars, so you can assess the effectiveness of your scheduling.

♦To Set Warnings

Click on the Warnings dialog tab to see:

♦Setting Task Warnings

Delete - If this check box is ticked you will be asked to confirm whether you want to delete a task when you press the Del key or select delete from the menu when a task is selected.

Move Start and End Date(s) - If this check box is ticked you will be notified if you move sub tasks time bars out of the parent tasks time bar start and end date range.

Move Start Date(s) - If this check box is ticked you will be notified when you move sub tasks before the parent task start date.

Move End Date(s) -  If this check box is ticked you will be notified when you move sub tasks after the parent task end date.

♦Setting Action Warnings

Completing first action for task - If this check box is ticked you will be notified when you are completing the first action to be completed for a task plan. When completing an action, TASKey displays ToDo bars otherwise planning bars are displayed.

Action date outside task date(s) - If this check box is ticked you will be notified when you plan or do an action whose date is outside the start and end date range of it’s tasks. If this check box is not marked you will not be notified that you have planned or done an action outside the task date range but a [image] icon will appear alongside the action..


A. Menu & Keyboard Options

Menu Items	Keyboard	Description

File

Address Book	Aggregates peoples’ details.

Resource Book	Aggregates resources’ details.

Print...            	Ctrl + P	Prints Goals, Schedule, Plans, Calendar, ToDo

Print Preview	Previews  Goals, Schedule, Plans, Calendar, ToDo

Print Setup...	Changes printer setup (eg. portrait to landscape).

Exit                	Alt+F4	Exits TASKey PERSONAL.

Edit

Cut	Ctrl + X	Cuts selected text or task (with its plan, notes, etc).

Copy	Ctrl + C	Copies selected text or task (with its plan, notes, etc).

Paste	Ctrl + V	Pastes selected text or task (with its plan, notes, etc).

Find	Ctrl + F	Finds specified text in the grid you are currently in

Replace	Ctrl + H	Finds and replaces specified text with new text

View

Schedule View	Ctrl+1	Shows the scheduling screen.

Plan View	Ctrl+2	Shows the planning screen.

ToDo View	Ctrl+3	Shows the ToDo screen.

Goal Tool Bar	 	Display/Hide the Goal Bar.

Main Tool Bar	Display/Hide Schedule and Plan Buttons.

ToDo Tool Bar	Display/Hide ToDo and New Action Buttons.

Status Bar	 	Displays details about selection and Filter Status

Filter...	Ctrl + E	Shows selected tasks.

Today	Shows today’s tasks only.

Notes…	Ctrl + N	Shows Notes entry box for selected item.

Options…	View and edit TASKey software options

Task List

Insert Task         	Ins	Inserts a new task under an existing task.

Delete Task       	Del	Deletes an existing task.

Outdent Task	Shift +Left	Makes a task a part of the task above.

Indent Task        	Shift +Right	Breaks the link to the task above.

Move Task Up  	Shift +Up	Moves a task to before the task immediately above.

Move Task Down	Shift +Down	Moves a task to follow the task immediately below.

Expand One Level	+	Expands a task/sub-task one level only.

Expand Task	*	Expands all levels of the selected task.

Expand All	Ctrl + *	Expands all levels of all tasks.

Collapse Task	-	Collapses all levels of the selected task.

Costings	Shows costing details for selected tasks.

Properties	Alt+Enter	Displays task timing box.

Schedule

View	Shows Day, Week, Month, Quarter or Year view.

ToDo

View  	Shows Day, Week, Month, Quarter or Year view.

New Action	Ctrl+A	Show the Fast Action Entry box.

Action Properties	Alt+Enter	Shows the Details (Properties) for the selected Action (including Alarm 	settings).

Help

Introduction 	Shows the TASKey PERSONAL Overview.

Index	F1	Provides an on-line copy of the manual.

Using Help	Describes how to use help.

Register	Provides a serial number entry box to turn an Evaluation Copy

into a Licensed Copy.

Order Form	Displays an Order Form to purchase a license.

About…	Provides detail about TASKey PERSONAL.


B. Toolbar & Context Menus

To make TASKey PERSONAL easy to use the number of Toolbar buttons has been minimised and Right Mouse Button Context Menus have been used extensively.


Tool Bars

Main    	Shows the Schedule button and Plan button.

ToDo    	Shows the ToDo button and New Action Entry button.

Goal

♦To Move and Position Toolbars

1.	Click your mouse in the light grey area on the toolbar, but not on the button

2.	Whilst holding your mouse button down drag your mouse and an outline of the toolbar will appear signifying where the toolbar will be positioned upon release of your mouse.

3.	Release your mouse button and the toolbar will be set in the new position.


Task Context Menu

Costings	Shows costing details for selected tasks.

Insert Task         	Inserts a new task under an existing task.

Delete Task       	Deletes an existing task.

Outdent Task	Makes a task a part of the task above.

Indent Task        	Breaks the link to the task above.

Move Task Up  	Moves a task to before the task immediately above.

Move Task Down	Moves a task to follow the task immediately below.

Expand One Level	Expands a task/sub-task one level only.

Expand Task	Expands all levels of the selected task.

Expand All	Expands all levels of all tasks.

Collapse Task	Collapses all levels of the selected task.

Notes…	Shows Notes entry box for selected item.

Properties	Displays task timing box.


Task Bar Context Menu

View	Shows Day, Week, Month, Quarter or Year view.

Properties	Displays task timing box.


Assumptions Context Menu

Unjoin	Breaks the joins to the selected assumption.

Notes…	Shows Notes entry box for selected assumption.


Objectives Context Menu

Complete	Marks the selected objective as complete.

Unjoin	Breaks the joins to the selected objective.

Notes…	Shows Notes entry box for selected objective.


Actions Context Menu

Complete	Marks the selected action as complete.

Unjoin	Breaks the joins to the selected action.

Notes…	Shows Notes entry box for selected action.

Properties	Shows the Details (Properties) for the selected Action (including Alarm settings).


People Context Menu

Address Book…	Aggregates peoples’ details.

Unjoin	Breaks the joins to the selected person.

Notes…	Shows Notes entry box for selected person.

Properties	Shows the Details (Properties) for the selected Person.


Resources Context Menu

Resource Book…	Aggregates resources’ details.

Unjoin	Breaks the joins to the selected resource.

Notes…	Shows Notes entry box for selected resource.

Properties	Shows the Details (Properties) for the selected Resource.


Obtaining Support

We appreciate that problems are usually frustrating, so we are keen to solve your problems as quickly and effectively as possible.

We suggest that you use this sequence of actions to solve a problem:

1.    Ask your reseller (his/her contact details are with your license serial number).

2.    Check www.taskey.com for Support FAQ (Frequently Asked Questions) and fixes.

Note:  The latest build of the software is available for fast Downloading from www.taskey.com.   Just download it and overwrite your TASKEYPR.EXE file to obtain the latest build with any enhancements and bug fixes.  Your database and registration details will not be affected.

3.    Print a Support Form from this help, fill it in and fax it to TASK Solutions on Int+61-6-296-1931.

4.    Email TASK Solutions support at support@taskey.com

To help us help you better - and faster - please make sure that you include;  your contact details and everything you can about the problem you have. The better you detail your problem the faster we can help. We understand there are some things that are hard to explain - don't worry - give it a go. Any information you can give us about your problem will help us understand your problem and respond quickly. If you are unsure about how to write your problem here is a guide:

1.  Is your problem

[ ] conceptual  [ ] with the interface (buttons, menus, how to?) [ ] Crash or System Error

or other [                                                     ]

2.  What product and version of the software are you having a problem with?

3.  What Operating System are you using?

4.  How much memory (ram) do you have in your computer?

5.  What applications were you running at the time the problem occurred?

6.  How much free hard disk space do you have on your computer?

7.  Please describe the problem in one line:

8.  To help us reproduce the problem, please detail each step to cause the problem

9.  If you can not reproduce the problem or happens only now and then for no apparent reason, please describe everything you did for a period of time before the problem occurred.

10.  If the problem caused an error message please describe write down and send the error message to us.


Support Form

Print this topic to print a copy of the TASK Solution Fax Support Form or enter the information in the Support Form on www.taskey.com. Please fax this form to Int+61-6-296-1931.

1.  Is your problem

[  ] conceptual  [  ] with the interface (buttons, menus, how to?) [  ] Crash or System Error

or other [ ________________________________________________________________]

2.  What product and version of the software are you having a problem with?

________________________________________________________________________

3.  What Operating System are you using?        4.  How much memory (ram) do you have?

__________________________________           _________________________________

5.  What applications were you running at the time the problem occurred?

________________________________________________________________________

6.  How much free hard disk space do you have on your computer?

________________________________________________________________________

7.  Please describe the problem in one line:

________________________________________________________________________

8.  To help us reproduce the problem, please detail each step to cause the problem

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

9.  If you can not reproduce the problem or happens only now and then for no apparent reason, please describe everything you did for a period of time before the problem occurred.

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

10.  If the problem caused an error message please write down the error message and send it to us.

________________________________________________________________________

________________________________________________________________________

Please tell us how we can contact you:

Name: __________________________________________________________________________

Email: __________________________________________________________________________

Tel: ____________________________________________________________________________

Fax: ____________________________________________________________________________


Feedback Form

Print this topic to print a copy of the TASK Solution Fax Feedback Form or enter the information in the Feedback Form on www.taskey.com.

Feedback Form

1.  What type of feedback would you like to submit?

[  ] Complaint [  ] Problem  [  ] Suggestion  [   ] Praise

or other [ ________________________________________________________________]

2. What would you like to comment on?

[  ] Software  [  ] Documentation  [  ] Marketing Material  [  ] Set-up Program

or other [ ________________________________________________________________]

3. Please write your comments here:

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

Please tell us how we can contact you:

Name: __________________________________________________________________________

Email: __________________________________________________________________________

Tel: ____________________________________________________________________________

Fax: ____________________________________________________________________________

Thank you for your feedback. All feedback is considered and looked at in detail.


License Agreement Options

Users are provided with two purchase options:

Option 1 - Order the software immediately.  TASK Solutions will provide a license number to run the software and details of where support can be obtained.  LICENSE AGREEMENT applies.

Option 2 - Evaluate the software for up to 30 days before being required to purchase a license.  When a license is purchased, TASK Solutions provides a license serial number to turn the evaluation copy into a licensed copy and details of where support can be obtained.   The EVALUATION LICENSE AGREEMENT applies until a License is purchased then LICENSE AGREEMENT applies.

Both options require a user to purchase a license from a reseller or TASK Solutions, if appropriate.

Note:  TASKey PERSONAL always operates in Evaluation mode when a valid License Number is not present.


License Agreement

By entering the License Serial Number supplied by TASK Solutions and using the Software, you agree to the terms of this Software License Agreement with TASK Solutions.  If you do not agree to the terms of this agreement, promptly return a written signed witnessed statement verifying that the serial number has not been used and will not be used.  On receipt of the statement a full refund will be sent.

TASK Solutions LICENSE AGREEMENT

LICENSE

This Software License Agreement only allows you to use one copy of the Software covered by this license at any one time.  If you have multiple licenses, you may at the one time use as many copies of this Software as you have licenses.  If one person has the Software covered by this license on the hard disk of a computer they use for more than 80% of the time the computer is in use, then that person may use the Software on a portable or home computer.

You may make one copy of the on-line manual for reference purposes.  You may not copy the documentation.

You may not distribute copies of the license serial number or the Software documentation to others; rent, lease or otherwise grant rights to this Software or its support modules; reverse engineer, decompile or dissemble the Software or alter or update the Software save with the express written permission of TASK Solutions or through an authorised TASK Solutions update.

TERM

Your rights under this license will cease immediately without notice from TASK Solutions, if you fail to comply with any provision of this Agreement.  The License continues until terminated by TASK Solutions, but you will incur no further liability under the license from the time when you destroy the Software, related documentation and all copies thereof.  You may transfer your rights under this Software License Agreement provided you transfer all copies of this Software and its documentation, and the recipient agrees to the terms of this Agreement.

LIMITED WARRANTY

Nothing in this license shall exclude those warranties required by the law of the country in which the Software pack is sold and which it is illegal to exclude or exclusion of which would render any provision of this license void.  Otherwise all warranties, conditions and liability of any kind imposed by statute, by implication or by rule of law including any conditions of merchantability or fitness for a particular purpose are hereby excluded and TASK Solutions its servants and agents shall have no liability whether for negligence or in contract or otherwise, caused directly or indirectly by the Software, including any inability to use the Software, interruptions of service, loss of business or future profits, or consequential damages.  TASK Solutions does not warrant that the Software will meet your requirements, that the use of the Software will be uninterrupted, or that the Software will be free of errors.

Any liability is limited to the replacement of the Software or the supply of equivalent Software or the repair of the Software, or the payment of having the Software repaired, at the election of TASK Solutions.

TASK Solutions shall not be liable to you or any third party for special incidental or consequential damages resulting from the use of the Software, even if TASK Solutions has been advised of the possibility of such damages, except as provided in this Agreement.

INTELLECTUAL PROPERTY

All title, ownership rights, and intellectual property rights in and to the Software shall remain with TASK Solutions. The Software is protected by the copyright laws of Australia, international copyright treaties, and all other applicable national laws.  Parts of the Software are PATENT PENDING.

GENERAL

This Agreement is governed by the laws of the Australian Capital Territory, Australia.  If any provision of this Agreement is invalid or unenforceable, that provision shall be enforced to the maximum extent permissible, to give effect to the parties intention, and the other provisions shall continue in full force and effect.  You acknowledge that this license constitutes the entire agreement between the parties, and supersedes any proposal, representation or prior agreement, oral or written, and any other communications.


Evaluation License Agreement

By installing and using the Software, you agree to the terms of this Software License Agreement with TASK Solutions.  If you do not agree to the terms of this agreement, do not install the Evaluation Software.

TASK Solutions EVALUATION LICENSE AGREEMENT

LICENSE

This software Evaluation License Agreement only allows you to use one copy of the Software covered by this license for the sole purpose of evaluating whether to purchase an ongoing license to the Software.  The evaluation period is strictly limited to 30 days.  If one person has the Software covered by this license on the hard disk of a computer they use for more than 80% of the time the computer is in use, then that person may use the Software on a portable or home computer.

You may copy the Evaluation Software to a network server or CD-ROM or floppy disks for the sole purpose of distribution to one or more other computer(s) for evaluation.  You may make one copy of the on-line manual for reference purposes.  You may not copy the documentation.

You may not distribute copies of the Software documentation to others; rent, lease or otherwise grant rights to this Software or its support modules; reverse engineer, decompile or dissemble the Software or alter or update the Software save with the express written permission of TASK Solutions or through an authorised TASK Solutions update.

TERM

Your rights under this license will cease immediately without notice from TASK Solutions, if you fail to comply with any provision of this Agreement.  The License continues until terminated by TASK Solutions, but you will incur no further liability under the license from the time when you destroy the Software, related documentation and all copies thereof.

LIMITED WARRANTY

Since the Software is provided free of charges solely for evaluation purposes, the Software is provided on an AS-IS basis, without warranty of any kind.  All warranties, conditions and liability of any kind imposed by statute, by implication or by rule of law including any conditions of merchantability or fitness for a particular purpose are hereby excluded and TASK Solutions its servants and agents shall have no liability whether for negligence or in contract or otherwise, caused directly or indirectly by the Software, including any inability to use the Software, interruptions of service, loss of business or future profits, or consequential damages.  TASK Solutions does not warrant that the Software will meet your requirements, that the use of the Software will be uninterrupted, or that the Software will be free of errors.  Should the Software prove defective, you and not TASK Solutions assume the entire cost of any service and repair. This limited warranty constitutes an essential part of the Agreement.

TASK Solutions shall not be liable to you or any third party for special incidental or consequential damages resulting from the use of the Software, even if TASK Solutions has been advised of the possibility of such damages, except as provided in this Agreement.

INTELLECTUAL PROPERTY

All title, ownership rights, and intellectual property rights in and to the Software shall remain with TASK Solutions. The Software is protected by the copyright laws of Australia, international copyright treaties, and all other applicable national laws.  Parts of the Software are PATENT PENDING.

GENERAL

This Agreement is governed by the laws of the Australian Capital Territory, Australia.  If any provision of this Agreement is invalid or unenforceable, that provision shall be enforced to the maximum extent permissible, to give effect to the parties intention, and the other provisions shall continue in full force and effect.  You acknowledge that this license constitutes the entire agreement between the parties, and supersedes any proposal, representation or prior agreement, oral or written, and any other communications.


An Action  n. thing done, act

An action is something you need to do that takes both time and effort.  Actions are stored in your ToDo list, calander (calendar (diary)) or the relevant task plan.  Their duration is usually less than a day.

Examples of actions are:  call someone, attend a meeting, start a task, check progress, backup your computer.


A Task  n. job, assignment, duty

A task is a piece of work that includes a number of related actions that need to be done.  A parent task may have a number of children (sub-tasks) that breakdown the parent into more manageable tasks.

Tasks can be any size and involve one person to many people.  Examples of tasks are; supervising a project, filing documents, organising a meeting, writing a report, routine administration, chairing a meeting, routine maintenance.


A Project  n. scheme, planned undertaking

A project is a number of related tasks that contribute to a common outcome.  It has a clearly defined start and end, and given people and resources.  Success is measured in term of time, cost, performance and participant satisfaction.


Coordinate  n. bring parts into proper relation

Coordinating processes are used to manage how a task is displayed and modified.  Usually only one person is involved in the application of the process.


Directly Involved  n. directly involving or involving directly

People who are required to contribute to or have a supervisory role MUST be made directly involved in the task.  People who only require progress reporting should not be made directly involved.


Involved n. involving or involving

People who need to see a task to gain a broad understanding and context of what is planned without too much detail.


Goal  n. ambition, target, end, destination

The reason for undertaking the task or sub task.  What you want the plan to achieve.   A correct goal should produce a "Yes" answer to the following questions:

1.	Will my goal secure a definite favourable result?

2.	Does the wording express exactly what I want to bring about, and yet give no indication on how to achieve it?

3.	Is it in accordance with my instructions and responsibilities?

4.	Has it a reasonable chance of success?

5.	Is it the utmost I can do?

A goal is achieved by completing appropriate tasks successfully.


Leader  n. guide, conductor, pilot, director, pioneer, shepherd

Person who influences and guides the direction, actions, opinions and attitudes of people.  Leaders are concerned with doing the right thing.  A leader is more concerned with being effective than being constrained by procedures.  In addition to being good planners and decision makers, leaders are good communicators and satisfy the needs of groups and individuals.


Leadership  n. direction, conduction, guidance

Leadership is the art of creating an environment and influencing people to willingly follow a chosen direction.  It requires a clear vision and guides followers along a path that realises the vision.  Leadership directly affects the opinions and attitudes of people, leading to changes in individual's behaviour then group behaviour.  Leadership helps individuals and groups accept uncertainty, because they have confidence that the leader will provide solutions to any problems that may arise.


Manager  n. director, administrator, overseer, supervisor, controller

Person conducting a business, person controlling tasks.  Managers are concerned with doing things right.  They strive to perfect procedures which achieve efficiency.  Managers are usually good planners and decision makers, but their very strong task focus may cause them to overlook group and individual needs.


Management  n. administration, control, supervision

The administration of a business concern or public undertaking.  Management includes the actions of planning, organising, directing, coordinating, controlling and evaluating the use of people, money, materials and facilities to accomplish missions and tasks.


Milestones  n. key event

A milestone is a key event that warrants highlighting.  A milestone has the same start and finish date and by convention is shown as a triangle on the Schedule chart.


Mission  n. purpose, charge, role, commission

The reason why an organisation exists.  The mission is achieved by a coordinated series of tasks.


Objectives  n. measures of success ,concrete measure, end

The objectives for a task should provide a picture of what success looks like.  They should be written in concrete terms and state how success will be measured.  For example, "improved productivity" is unclear.  A 0.0001% improvement will satisfy improved productivity.  A better measure would be set a percentage over a given period.


Plan  n. design, intent, strategy, layout, scheme, blueprint

A plan is a clear statement of how you intend to implement a task.  It must provide sufficient detail for people required to do something to understand:

1.  Their performance (what they are being asked to do)

2.  The conditions applying  (eg.  no additional resources, in their own time)

3.  The standards required  (eg.  complete by..., to the same standard as "...")

·	Alternative Plans (see Plan)

An Alternative Plan is a plan to implement a task in a different way.  Alternative Plans are used to develop and test different options to successfully complete a task.

·	Draft Plan (see Plan)

A draft Plan is a preliminary stage of a plan.  It is important to differentiate between draft Plans for comment, and Plans that have completed the consultation process and are ready for implementation.  The draft status signals to everyone that the plan is providing enough information for informed comment, but it is not set in concrete.  Ideas, comments and feelings should be encouraged to improve the plan, match it to the existing culture, develop ownership of the final plan, gain support and initiate the acceptance process (change management).


Project Schedule

A Project Schedule has a project breakdown of all tasks that contribute to the project and a the time scale is in the form of time bars that graphically show the planned and doing (actual) start and end times and duration of each task/sub-task.


Responsibility (for a Task)  n. liable to be called to account

The person responsible for a task has sole responsibility for the task and is automatically directly involved..  Only the person responsible can modify task details.

This means that the person responsible has complete control over task details.  Other people directly involved in a task can make recommendations for modifying task details, but only the person responsible can accept or reject those recommendations.


Schedule  (list of events, timetable, inventory)

A schedule is a task list that has a time scale added.  Usually the time scale is in the form of time bars that graphically show the planned or doing duration of a task

A Schedule chart (sometimes called a Bar or Gantt Chart) is used to provide a graphical view of the task - time relationships.  The task break down structure indicates the relationship of tasks, and horizontal bars across vertical time lines show when the task is planned to be done.  The overall task horizontal bar shows the overall time limits of the task (i.e. It spans all task sub-tasks).


Share  n. part one gets or contributes

Sharing processes are used to share tasks and task details between people


Task Break down  a. disaggregate task

The overall task (What is to being done) is always placed at the top.  This task is then broken into smaller tasks (sub tasks) which describe how the task will be done.  Sub tasks are logical components of the overall task used to break up the overall task into manageable chunks or tasks that will be supervised by subordinates.    An example of a task break down is shown below.

     Task (Overall)

        |-- Sub task

        |-- Sub task

        |      |-- Sub sub task

        |      |--  Sub sub task

        |             |-- Sub sub sub task

        |-- Sub task


Team  n. close-knit crew, company, gang, squad, contingent, corps

People co-operating and combining their efforts to achieve a common goal.


Template  n. guide, pattern

A template is a copy of a past task that provides a sound framework for planning a similar future task.  Templates save time and facilitate continuous improvement when they are improved after each use.


ToDo List  n. action list

A ToDo List is comprehensive list of all the actions you need to do.  It sorts your actions by time and priority, so you can decide how you can work most effectively.

The ToDo list handles both input and output.  In addition to the ability to jot down present and future actions so you don’t forget them, the ToDo List automatically extracts all relevant actions from your plans and calendar (diary).   Consequently, the ToDo List provides a comprehensive listing (on the screen or in hard copy) of all the actions you need to do in a selected time period.


Workgroup

People with a range of skills brought together to do tasks that contribute to the organisation's mission.  A workgroup's potential will not be realised unless they work as a team.


Goal Toolbar

♦To Enter the Goal of the task in the Goal Bar.

1.	Click your mouse in the box on the Goal bar

2.	When you see the cursor in the bar you can enter the task goal.

(The Goal Bar is located in a moveable toolbar next to the Main toolbar. The Goal bar can be moved to where ever you prefer by holding your left mouse button down while you are pointing on the word Goal and dragging the bar to where you want to move it.)


Calendar

Highlighted dates have actions present.

Drag action name onto date to move dates.

To select a date, click on it (to push it in).

<<  Move calendar back one year

>>  Move calendar forward one year

<    Move calendar back one month

>    Move calendar forward on month


About Disc Space

Indicates the amount of space you have on the hard disc you are currently using.


About Physical Memory

Indicates the amount of physical memory you have on your computer.


Action Details

Type in the details of the action.  Keep the description as short as possible, so it is east to read on ToDo and Plan screens.


Action Type

Enter the action type.  “Call” for an action to contact a person, “Meeting” for a one to one or group meeting, or “To-Do” for a general action.  The default is “ToDo”, so you only need to change the type for calls or meetings.


Action Alarm

Enter the time for the alarm.  Use hh:mm format.


Alarm Type

Leave the alarm Off (default) or set it to function Before or After the action start time.


Action Complete

A tick in the box indicates that the action is complete.  You can complete the action on this dialog by clicking the complete checkbox.


Action Date

Enter a date for the action.  If you can leave the date blank, it will show on all your ToDo lists until you allocate a date for the action.  You cannot have an alarm without a date.


Action Duration

Enter the duration in hh:mm format.  For example; 04:10 = 4 hours and 10 minutes.  You can update the duration for the ToDo screen.


Action Priority

Pull down the list box to select a priority of high, medium or low.


Action Tasks

Select the task that the action contributes to.  If you cannot select an appropriate task, select “General task” as a temporary task container until you identify an appropriate task.  To move actions, simply drag the action name and drop it on the appropriate task.


Action Time

Enter the time in AM/PM format ie 3:00 AM or 3:00 PM.


Address Book Person Grid

Enter or modify a person’s details by double clicking on the appropriate cell and adjusting the details.  To delete a person select the whole row and delete.  A person involved in one or more tasks cannot be deleted.


Costing Grid

Select tasks for entry into this costing grid by highlighting a combination of rows on your task list.  When entered, further combinations of costs can be explored by selecting (highlighting) rows within the costing grid.  The total values shown for Income and Expenses only include selected rows.


Costing Print

Click this button to print the current contents of this costing grid.


Costing Select All

Click this button to Select All tasks/sub-tasks shown in the costing grid.  Selecting all tasks ensures that the Income and Expense Totals include all tasks in the costing grid.


Database Error Action

Records what TASKey PERSONAL was trying to do with the database.


Database Error Description

Describes the nature of the error in technical terms.  This information will help a support person to quickly identify your particular problem.


Database Error Icon

Notifies you that an error has occurred in the database.


Database Error Number

Provides a database error number.  This number combined with the other information on this dialog will help a support person to quickly identify your particular problem.


Filter Prop Both

Shows all tasks within the specified date range, that is both Complete and Incomplete tasks.


Filter Prop Completed

Shows all tasks Completed within the specified date range, that is Incomplete tasks are hidden.  If no range is specified all completed tasks in the database are shown.


Filter Prop End

Sets the end date of the tasks shown.  All tasks that have a bar on the start or end dates and/or anywhere in between will be shown.


Filter Prop Start

Sets the start date of the tasks shown.  All tasks that have a bar on the start or end dates and/or anywhere in between will be shown.


Filter Prop Startend actions

Shows the date range of tasks NOT filtered out.


Filter Prop Uncompleted

Shows all tasks that are Incomplete within the specified date range.  All completed tasks are hidden.  If no range is specified all incomplete tasks in the database are shown.


Gantt Prop Plan Bars

Comparing the location of the bar to today’s date (red vertical line), helps you decide task progress.


OrderForm Address

Enter your contact address.


Order Form AMEX

Enter your American Express ID number.


Order Form Card Expire

Enter your Credit Card expiry date, for example 03/98.


Order Form Card Name

Enter the card owner name as it appears on your card.


Order Form Card Number

Enter your credit card number.


Order Form City

Enter your city or suburb.


Order Form Company

Enter your company or organisation name.  If the software is for your personal use enter “Personal”.


Order Form Cost

Enter the current cost of TASKey PERSONAL in $US as advised on www.taskey.com or by your reseller.


Order Form Country

Enter the country of your address.


Order Form Email

Enter your Email address.  Your serial number and support details will be Emailed to this address.


Order Form Fax

Enter your Fax address.  Your serial number and support details will be Faxed to this address, if you do not have an Email address.


Order Form Method

Orders can be paid for by credit cards.  International money orders made out to and mailed to TASK Solutions are acceptable.  Checks will NOT be accepted.  A Serial Number to change your copy of TASKey PERSONAL from an evaluation copy to licensed copy will be forwarded as soon as payment has been approved.


Order Form Name

Please enter your name in First Name, Last Name order.


Order Form Phone

Enter your telephone number including area codes.


Order Form Print

Click this button to print a copy of your order ready for faxing.


Order Form Print Grid

Prints a copy of your order ready for faxing.


Order Form Qty

Enter the number of copies you wish to purchase.  You will receive a unique Serial Number for each copy.


Order Form Reseller

Registered Resellers are able to offer support and special discounts on TASKey PERSONAL.  Entering a reseller’s number verifies your entitlement to a special discount.


Order Form State

Enter your address State or Territory.


Order Form Total

Automatically calculates the total of your purchase.


Order Form WhyOrder

Takes you to information on the benefits of ordering TASKey PERSONAL.


Order Form ZIP

Enter your address ZIP or Post Code.


Plan Responsible

You should enter the name of the person who is ultimately responsible for the completion and outcome of the task.  In most cases, if you are developing the plan, you will be the person responsible.


Plan Assumptions

You should list critical assumptions that if untrue would seriously affect the likely success of your plan.

Selecting multiple tasks automatically shows all assumptions related to selected tasks.  Aggregated assumptions are Read-Only.  To change a particular assumption, you need to select the relevant task ONLY.


Plan Actions

List specific actions required to complete the task/sub-task.  For example, telephone calls, coordination required, approvals needed.

Actions usually take less than a day, otherwise they should be shown as a sub-task.  Use General task or a task named something like Administration to hold the many small actions (routine tasks) that contribute to more than one task.  This will keep your task structure manageable.

Selecting multiple tasks automatically shows all actions related to selected tasks.  Aggregated actions are Read-Only.  To change a particular action, you need to select the relevant task ONLY.


Plan Objective

The objectives for a task should provide a picture of what success looks like.  They should be written in concrete terms and state how success will be measured.  For example, "improved productivity" is unclear.  A 0.0001% improvement will satisfy improved productivity.  A better measure would be a set percentage over a given period.

Selecting multiple tasks automatically shows all objectives related to selected tasks.  Aggregated objectives are Read-Only.  To change a particular objective, you need to select the relevant task ONLY.


Plan People

You should list the groups and individuals who are likely to influence the success of the task.  Some people may implement the plan, others may support those implementing the plan, and others may hinder the implementation of the plan for some reason.  Not taking account of people involved or with some influence could reduce the effectiveness of the plan.

People directly involved (who need to do an action) should have a tick in the Eye [image] column.  Only people with a tick can be joined to actions.

Selecting multiple tasks automatically shows all people related to selected tasks.  Aggregated people are Read-Only.  To change a particular person’s details, you need to select the relevant task ONLY.

A consolidated list of all people is found in the Address Book (see File Menu).


Plan Resources

List the key resources that are required to complete the task.  Don't waste time listing non critical resources.

Selecting multiple tasks automatically shows all resources related to selected tasks.  Aggregated resources are Read-Only.  To change a particular resource, you need to select the relevant task ONLY.

A consolidated list of all resources is found in the Resource Book (see File Menu).


Register Serial Number

Enter the Serial Number you were sent when you purchased a License for TASKey PERSONAL.  The Serial Number turns your evaluation copy of TASKey PERSONAL into a Licensed copy.


Remind Again

The Alarm Reminder dialog appears on top of your applications at the time you set the alarm for.  The task the action relates to is shown in the dialog header.

Turn the alarm off (Turn Off) if you no longer require it or specify the time in minutes from now that you want to be reminded again and click OK or click Edit>> update the alarm settings.


Resourse Book Grid

Enter or modify a resource’s details by double clicking on the appropriate cell and adjusting the details.  To delete a resource select the whole row and delete.  A resource used in one or more tasks cannot be deleted.


Task List

A task list is a list of relevant tasks.  Related tasks are organised in a tree structure (parent child relationships {family tree}).

The tasks shown in the list can be customised using Filter setting.  For example, show me all the tasks I have completed between “date1”and “date2” or show me the tasks I have on today.

The task list is shown on all screens to help you manage the big picture as well as the day to day actions required for success.  The task list acts like a sign post to show you where your actions fit into the task structure.  When combined with the schedule it shows your progress based on actions completed.


Timings Actual End

Enter the End Date.  When the task is first started, the end date for the Doing Bar is an estimate of the completion date.  The estimated end date can be adjusted as you do the task, and finally, it is fixed when the task is actually completed.


Timings Actual Start

Enter the Start Date.  When the task is first started, the doing start date is recorded.  The Plan start and end dates are fixed (made Read-Only) because you are no longer in planning mode.

TASKey PERSONAL automatically starts a task if the planning bar passes the current date vertical line by more than one day.  The logic is that if you planned to start on a particular day and that day has passed, and you have not rescheduled the task, then the task must have started.


Timings milestones

A ticked Milestone box confirms that the task is to be treated as milestone.

Milestones show significant points of time in the schedule and usually occur at the end of a process.  Milestones have the same start date and end date.


Timings Planned End

Enter the Plan End Date.  The plan end date is the date you plan to complete the task.

This date is your best estimate and it is based on the information you have available at the time.  As more information becomes available, the plan end date may require updating.


Timings Plan Start

Enter the Plan Start Date.  The plan start date is the date you plan to start the task.

This date is your best estimate and it is based on the information you have available at the time.  As more information becomes available, the plan start date may require updating.


ToDo Action Grid

List specific actions required to do what you need to do.  For example, telephone calls, coordination required, meetings, approvals needed, ToDos.

Actions usually take less than a day, otherwise they should be shown as a sub-task.  Use “General task” or a task named something like “Administration” to hold the many small actions (routine tasks) that contribute to more than one task.  This will keep your task structure manageable.

Note:  Task Start actions [image] and Task End actions [image] can be filtered out by choosing View  Options, Filter, and ticking Hide Start and End Actions.  Beware that hiding start and end actions, stops you being prompted that a task should be starting or ending.


ToDo Month

Highlighted dates have actions present.

Drag an action name onto a date to update dates.

To select a date, click on it (to push it in).

<<  Move calendar back one year

>>  Move calendar forward one year

<    Move calendar back one month

>    Move calendar forward on month


ToDo Range

The filter sets the tasks (and therefore actions belonging to those tasks) that are available in the ToDo List.  The dates range breaks down available actions into time blocks of a selected Day, Week, Month, Quarter or Year.


View Properties Overview

Tick the box to hide the Introduction Slides each time that TASKey PERSONAL software starts.  To view the slides at any time, select Help from the Main Menu, then select Introduction.


Warn Actions Complete

Tick this box to display a Warning Dialog when you complete the first action in a task.  In other words, when your planning bars are about to change to doing bars.


Warn Actions Outside task

Tick this box to display a Warning Dialog when you enter an action with a date outside the task bar.  You can choose to automatically move the task bar to accommodate the action or to show outlier bars to remind you of the location of actions (in time) outside the task bar.

The default is for the task bar to automatically accommodate new or changed actions.  When an action is outside the task bar a [image] will appear to the left of the action and the task affected.


Warn task Delete

Delete - If this check box is ticked you will be asked to confirm whether you want to delete a task when you press the Del key or select delete from the menu when a task is selected.


Warn Task Move

Move Start and End Date(s) - If this check box is ticked you will be notified if you move sub-tasks time bars out of the parent tasks time bar start and end date range.

Move Start Date(s) - If this check box is ticked you will be notified when you move sub-tasks before the parent task start date.

Move End Date(s) -  If this check box is ticked you will be notified when you move sub-tasks after the parent task end date.


Warn Display warn

Click on the box infront of Always display planning bars to change the setting. If this box is blank, when you complete the first action for a task the Doing bar will start and the planning bar will be hidden. A ticked box will show both planning and doing bars, so you can assess the effectiveness of your scheduling.


Warning Icon

Reminds you that an important choice needs to be made.


Warn warning

Reminds you that an important choice needs to be made.


About Box

Provides TASKey PERSONAL’s Version Number.


Action

List specific actions required to complete the task/sub-task.  For example, telephone calls, coordination required, approvals needed.

Actions usually take less than a day, otherwise they should be shown as a sub-task.  Use General task or a task named something like Administration to hold the many small actions (routine tasks) that contribute to more than one task.  This will keep your task structure manageable.

Selecting multiple tasks automatically shows all actions related to selected tasks.  Aggregated actions are Read-Only.  To change a particular action, you need to select the relevant task ONLY.


Address Page

Stores all the contact details for people involved in tasks.


Alarm

The alarm lets you remind yourself about a particular action before or after the action is done.

Enter the time for the alarm.  Use hh:mm format.

The alarm reminder dialog pops up over all other applications, when TASKey PERSONAL is running (even when minimised).


Costing

Select tasks for entry into this costing grid by highlighting a combination of rows on your task list.  When entered, further combinations of costs can be explored by selecting (highlighting) rows within the costing grid.  The total values shown for Income and Expenses only include selected rows.


Database Error

Notifies you that an error has occurred in the database TASKey PERSONAL is using to store your data.  The information in this dialog will help a support person quickly identify the likely cause of your problem.


Filter Properties

TASKey PERSONAL's ability to include past, present and future tasks can be overwhelming, but users seldom want to lose any tasks.  Consequently TASKey PERSONAL provides a filter, so you can focus on the tasks that interest you at a particular time.

NOTE:  LOST TASKS OR ACTIONS.  Because the filter hides the tasks and actions that are NOT selected, times may arise when think you have lost a task or action.  If you cannot find a task or action, FIRST check the status bar to see if the filter is on (Icon looks like [image]).


Gantt Properties

A schedule is a task list that has a time scale added.  Time bars for each task graphically show the planned, doing or completed duration of a task

The task break down structure indicates the relationship of tasks, and horizontal bars across vertical time lines show when the task is planned to be done.  The overall task horizontal bar shows the overall time limits of the task (i.e. It spans all task sub-tasks).


Notes

Notes can be placed against any task, assumption, objective, action, person or resource in any plan.  This ability to attach a note in context significantly reduces the number of words you need to write for the note to make sense.

Today’s date is automatically entered, so you have a record of when the note was entered

When a note is entered, a [image] will be placed in the grey column to the left of the task, assumption, objective, action, person or resource that the note is attached to.

If you have entered a note incorrectly, click Cancel to leave without saving.

At any time, the notes can be printed directly from the notes dialog.  The task/sub-task name is automatically printed with each note.


Order Form

A TASKey PERSONAL License can be purchased over the Web from www.taskey.com by filling in the Order Form on the Web Page.

To order by Fax, complete this Order Form and Fax it TASK Solutions on +61-6-296-1931.


Person Business

Stores key business contact details for a person.


Person Details

Stores key contact details for a person.


Person Home

Stores key home contact details for a person.


Planning

Provides a simple yet powerful planning template.  Fill in the boxes and quickly develop clear and concise plans.

Data entered to the plan is dynamically linked to other views of the data, such as ToDo views, so you only need to enter your data once.


Register

The register stores all the details about how you have customised TASKey PERSONAL to meet your requirements.  TASKey PERSONAL opens where you left it, so you can pick-up where you left off.


Res Book Page

Enter or modify a resource’s details by double clicking on the appropriate cell and adjusting the details.  To delete a resource select the whole row and delete.  A resource used in one or more tasks cannot be deleted.


Tasklist

A task list is a list of relevant tasks.  Related tasks are organised in a tree structure (parent child relationships {family tree}).

The tasks shown in the list can be customised using Filter setting.  For example, show me all the tasks I have completed between “date1”and “date2” or show me the tasks I have on today.

The task list is shown on all screens to help you manage the big picture as well as the day to day actions required for success.  The task list acts like a sign post to show you where your actions fit into the task structure.  When combined with the schedule it shows your progress based on actions completed.


Timings

Shows Planned and Doing Timings plus provides the ability to turn the task into a milestone (where the start and end dates are the same).

When Doing times have been entered the Planned Times are greyed (Read Only).  Dates are linked to the relevant task bars, so changing a bar automatically changes the Timing Box settings.


ToDo

The actions displayed depend on:

·	your task filter settings (for time period and complete/incomplete or both), and

·	the actions date range you select.

The actions date range can be changed from the ToDo Menu, select View and the select your desired date range from the drop down menu.

Note:  Task Start actions [image] and Task End actions [image] can be filtered out by choosing View  Options, Filter, and ticking Hide Start and End Actions.  Beware that hiding start and end actions, stops you being prompted that a task should be starting or ending.


Info panels

TASKey PERSONAL software starts with a brief Slide Show that covers the Key Information you need to know to use the software productively.

It cover the Top Down (project manager type) approach of starting with the big picture and developing the detail.  And the Bottom Up approach of creating order out of mass of ToDos.

In addition, key techniques for using TASKey PERSONAL are provided.


Info panels Display

Tick the box to stop these Slides showing every time you start TASKey PERSONAL.


Info panel Next

Moves you to the next screen.


Info Panel Operate

Presents the key knowledge and skills you need to operate TASKey PERSONAL productively.


Info panel Picture

Presents the key knowledge and skills you need to understand and operate TASKey PERSONAL productively.


Info Panel Previous

Moves you to the previous screen.


Info panel project

Covers the Top Down (project manager type) approach of starting with the big picture and developing the detail.  This approach should be used for projects and larger tasks.

Shows the sequence of:  Schedule, Plan, ToDo.

TASKey PERSONAL is very flexible; because at the same time, you can use the Bottom Up approach for actions and small tasks, and the Top Down approach for larger tasks and projects.  Most importantly, all data is stored together so integration problems are eliminated.


Info panel ToDo

Covers the Bottom Up approach of starting with many actions and creating order out of chaos.  Like actions are grouped into tasks and tasks into projects (if appropriate).  This approach is appropriate for small tasks and the many routine actions we need to do.

Shows the sequence of:  ToDo, Plan, Schedule.

TASKey PERSONAL is very flexible; because at the same time, you can use the Bottom Up approach for actions and small tasks, and the Top Down approach for larger tasks and projects.  Most importantly, all data is stored together so integration problems are eliminated.


Pers Bus Add1

Enter the person’s business address.


Pers Bus Addr 2

Enter the person’s business address.


Pers Bus Add3

Enter the person’s business address.


Pers Bus City

Enter the address city or suburb.


Pers Bus Country

Enter the country of the address.


Pers Bus Email

Enter the person’s Email address.


Pers Bus Fax

Enter the person’s FAX number.


Pers Bus Job

Enter the person’s job title/description.


Pers Bus Mobile

Enter the person’s mobile phone number.


Enter the person's Network ID.

Enter the person’s Network ID.


Pers Bus org

Enter the person’s organisation.


Pers Bus Pager

Enter the person’s pager number.


Pers bus Postcode

Enter the person’s address ZIP/Postcode.


Pers Bus State

Enter the person’s address State/Territory.


Pers Bus TAB

Enter the person’s business details.


Pers Bus Phone

Enter the person’s business phone number.


Pers detail FName

Enter the person’s First Name.


Per detail LName

Enter the person’s Last Name.


Pers Detail Notes

Enter key notes about the person.


Pers Details Title

Enter the person’s Title, for Example Mr, Mrs, Dr, Colonel, CEO.


Pers home Add1

Enter the person’s home address.


Pers home Add2

Enter the person’s home address.


Pes home Add3

Enter the person’s home address.


Pers home city

Enter the address city or suburb.


Pers home country

Enter the address country.


Pers home email

Enter the person’s Email address.


Pers home Fax

Enter the person’s Fax number.


Pers home Postcode

Enter the person’s address ZIP/Postcode.


Pers home State

Enter the person’s address State.


Pers home Tab

Enter the person’s Home Details.


Pers home phone

Enter the person’s Phone number.