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10.3 Reviewing a task when it is underway
If a task is underway and the work done so far has been recorded
then there is an option which will assist with the recalculation of
the tasks schedule. The "Review calculation" menu option on the
"Task" menu allows the end, work or rate, as indicated by the
"End/work/rate" menu option to be re-estimated. It is similar to
using the enter key to change the current task details which also
recalculates the tasks schedule. The difference is that this option
allows the work done so far to be taken into consideration.
The dialog which appears when selecting this option will show the
work planned and the work done for comparison, along with the date
the work done was recorded up to. These values may not be changed
here. It is important for the calculation that the work done and
date are accurate, failing to do this will result in incorrectly
recalculated values. The remaining options which may be updated on
the review calculation dialog depend upon what value is being
calculated:
End The remaining work and resource work rates are
displayed. The remaining work shows how much work
is left to do to complete the task (equals work
planned minus the work done). The remaining work
rates are initially set to be equal to the current
planned work rates. Updating either the remaining
work and/or rates will set the work equal to the
work done plus the remaining work, will
recalculate the end of the task and will set the
resource rates for the task to be the average work
rates taking into account the start, and newly
calculated end and total planned work values.
Work The end date and remaining work rates are
displayed. The remaining work rates are initially
set to the current planned work rates. Updating
either the end date and/or rates will set the work
equal to the work done plus the calculated
remaining work and will set the resource rates to
be the average work rate taking into account the
start, end and newly calculated planned work. The
remaining work is calculated by looking at the
duration between the date indicated as being when
the work done was recorded up to and the end date,
taking into account the remaining work rates.
Rate The remaining work and end date are displayed. The
remaining work shows how much work is left to do
to complete the task (equals work planned minus
the work done). Updating either the remaining work
and/or end will set the work equal to the work
done plus the remaining work and will set the
resource rates appropriately.
11. MEMOS
A memo, or Psion Word document may be associated with each task. To
create a new memo select the "Edit memo" menu option from the "Task"
menu. This will activate the Psion Word Application. Enter the memo
and exit Word to return to Plan. Once a memo has been created a memo
symbol will appear next to the description for the task in the task
list view. To subsequently view or edit the memo use the "Edit memo"
option.
To remove a memo use the "Delete memo" menu option.
Memos are stored in a sub-directory below the directory in which the
plan file is stored. The sub-directory will have the same name as
the plan file. Each memo will be stored as a separate Word file
within the sub-directory. Memo filenames are constructed using the
task Id and therefore task Id's should be restricted to valid
filenames.
If a plan file is deleted, moved or renamed, remember to update any
sub-directory which contains memo files, otherwise Plan will not be
able to find the memos.
12. RESOURCES
Plan allows any number of resources to be created, subject to Psion
memory limitations. The work hours for each day of the week are
stored in the form of start and end times. There is also a three
year calendar which indicates the resources holidays or non-work
days.
By default when first using Plan only one resource will be available
called "General". This will be constructed using the following
rules:
- The current year is used as the start of the three year
calendar period.
- The work/non-work days for the three year calendar are set
according to the work days which have been set in the Psion Time
application.
- The start and end time for each work day will default to 9:00am
and 5:00pm respectively.
When creating additional resources the work hours and holiday
settings are copied from the "General" resource. Consequently it
will save time by setting common work hours and public holidays in
the "General" resource before creating any additional resources.
The holidays set for the "General" resource should be common public
or bank holidays. Changing the holidays for the "General" resource
will update the equivalent days for all other existing resources,
e.g. if 25 December is changed to a holiday then all other resources
will be updated to ensure that the 25 December is also a holiday.
Individual resource holidays may subsequently be overridden on a
resource by resource basis.
To create a new resource use the "Make" menu option from the
"Resource" menu. This will prompt for a resource name which must be
unique. To delete a resource select the "Kill" menu option. This
will display a dialog prompting for the name of the resource to
delete. Any existing tasks which use the resource will then be
switched to use the "General" resource.
There is a concept of a current resource in the same way that there
is a current task. The current resource is the resource which is
displayed in the resource usage and holiday views. To change the
current resource use the "Switch to" menu option on the "Resource"
menu, or press the tab or shift-tab key to cycle through the
available resources in the resource based views.
13. PREFERENCES
The following preferences may be set using the "Preferences" menu
item on the "Special" menu:
PERT chart
Task top text None, Description, Start, End, Work, Rate,
Resource, Done, Labour, Fixed, Total, Value, Text,
Saved Start, Saved End, Saved Work, Dependencies
Task bottom text None, Description, Start, End, Work, Rate,
Resource, Done, Labour, Fixed, Total, Value, Text,
Saved Start, Saved End, Saved Work, Dependencies
Gantt chart
Task bar text None, Description, Start, End, Work, Rate,
Resource, Done, Labour, Fixed, Total, Value, Text,
Saved Start, Saved End, Saved Work, Dependencies
Holiday shading Use general, Resource specific
Shading control None, Day zoom, Week zoom, Month zoom
Saved start/end bar Yes, No
Calculation
New tasks End, Work, Rate
Recalculation Automatic or Manual
Display
Dates/times Dates & times, Dates only
Grey graphics Yes, No
Resources
Average work day Time in hours and minutes
The PERT chart task top and bottom text options control which items
appear above and below the task boxes in the PERT chart.
The Gantt chart task bar text controls what is displayed at the end
of each task bar in the Gantt chart.
The Gantt holiday shading option controls the shading of holidays in
the Gantt chart. If set to "Resource specific" any non-working days
will be shaded grey for the particular resource the task is
allocated to. The "General" resource will be used if multiple
resources are assigned to one task. If set to "Use general" then all
shading will use the holidays for the "General" resource. The later
option will result in much faster redraws of the Gantt chart.
Note that shading can be time consuming when zoomed out, hence the
"Shading control" option allows it to be turned on at suitable
scales.
The Gantt chart saved start/end bar option controls whether one or
two bars are used for each task in the Gantt chart. If one bar is
used (the "No" option) then the bar indicates the start and end of
the task. If two bars are used (the "Yes" option) then a lower bar
is also displayed which indicates the equivalent dates from the
saved start and end fields. This is useful for seeing how the
current plan compares with the original estimates.
The new task calculation item controls whether for new tasks the
end, work or rate of work is calculated. For existing tasks this may
be controlled individually using the "End/work/rate" menu option.
If the recalculation option is set to automatic then if any task
changes any tasks which are dependent upon the task will also be
recalculated. This implies that it should never be necessary to
force a recalculation unless resource details change. When set to
manual only the task which is edited will be recalculated, in this
case the tab key or "Recalculate all" menu option should be used to
recalculate all tasks when required. Note that the critical path is
not automatically updated even if the calculation option is set to
automatic. The "Recalculate all" or the "Critical path" menu options
should be used to update the critical path when required.
The dates/times preference setting controls whether times are
entered and displayed. If it is set to "Dates & times" then start
and end dates will include a time component. If the setting is
"Dates only" then start and end dates will have no time component.
The grey graphics option controls whether a grey plane is used
within Plan. This provides an enhanced display at the expense of an
extra 10K of memory.
The average work day option defines the duration of one normal work
day. This unit of work is used when entering work and work done
values. Typically this should be set to the length of an average
working day, including any breaks.
The preference settings are saved in the plan and resource file and
so will be restored the next time the files are opened by Plan.
14. PRINTING
The task list may be printed using the print options available on
the "File" menu from the task list view. The output from the print
option is sent to the device specified using the "Printer" menu
option accessed from the "Control" menu on the Psion system screen.
This may be set to use a printer attached to the serial or parallel
port or a file. If the given destination is not ready, e.g. a serial
cable is not connected then an error message will be displayed.
The print output may also be sent through a PC to an attached
printer via Psion's PsiWin software. Note that PsiWin is a Psion
software product and is not supplied with Plan.
The "Print Setup" menu option on the "File" menu controls the paper
size, orientation, printer type, etc. This option also provides
control over the range of fields or columns which are to be printed
from the task list and the width of the description and user text
fields. Where the specified printer cannot handle the printing of
all the fields from the task list across the page it will be
necessary to use the print option more than once with a different
range of fields each time. The task Id and description fields are
always printed on the left of the page, the range of fields printed
on the right may be specified.
The "Print preview" menu option may be used to take a look at the
overall page layout prior to printing.
There is an optional postscript printer module for printing the
Gantt and PERT charts (see "Modules" section).
15. MODULES
A number of plug in modules are available with Plan. These modules
consist of files with an OPO file extension which are located in a
sub-directory called PLAN below the directory where the main
PLAN.OPA file is kept. When these modules are available the "Run
module" menu option on the "Special" menu will display the
additional facilities supplied by the optional modules. Each Plan
module will appear as a separate item within the modules dialog. To
access a module select the corresponding item in the run module
dialog.
The currently available modules are:
MPX.OPO Allows data to be transferred between the Psion
Plan application and Microsoft Project 3.0 and
4.0.
PS.OPO Provides a postscript print facility for the Gantt
and PERT charts.
AGN.OPO Allows tasks to be exported to a Psion Agenda
file.
15.1 Microsoft Project MPX module
The MPX module allows task and resource data to be exchanged with
Microsoft Project 3.0 and 4.0. To transfer data into Microsoft
Project:
- Ensure that the MPX.OPO module is installed in a directory
called \APP\PLAN on any drive.
- Ensure the plan to be transferred is open.
- Select the "MPX transfer" option from the "Run module" menu
item.
- Select "Export".
- Enter the name of the MPX export file which is to be created.
- The file will be generated.
- Transfer the MPX file to the relevant host machine.
- Start up Microsoft Project and select the open file option.
Choose the MPX 1.0, 3.0 or 4.0 file type rather than the Project
file type (it does not matter which version of MPX file is used).
- If asked whether the file should be merged into the current
project choose "No". It is not possible to merge a plan into an
existing Microsoft Project plan.
To transfer a project from Microsoft Project into Psion Plan:
- Save the file as an MPX file (any version) and transfer it to
the Psion.
- Create a new Psion plan and resource file. The data may be
merged into an existing plan and resource file provided the incoming
task Id and resource initials are equivalent to any old ones.
- Select the "MPX transfer" option in Plan.
- Choose "Import".
- Select the MPX import file which is to be read.
- The file will now be read. Look for any warning or error
messages in the output. Press any key when complete to continue in
Plan.
Note the following points before attempting to import data into
Plan:
- Plan expects numbers to be in a given format, as specified by
the "Number formats" menu option on the "Control" menu of the Psion
system screen. For example, if you have a German version of
Microsoft Project then in general numbers will include a comma for a
decimal point rather than a dot. The number format settings on the
Psion should match the international settings on the PC before
exporting/importing MPX files.
- Avoid modifying the standard Export tables in Microsoft
Project.
- Plan expects a date format of the form "31/12/95", "31/12/95
12:33am" or "31/12/95 12:33". The date order is not important, e.g.
92/12/31 may also be used. Ensure the date format is set correctly
in Microsoft Project preferences before creating the MPX file. In MS
Project 4.0 the date format may be set as above from the "Options"
menu item on the "Tools" menu and in the "View" section.
- Plan uses the resource initials field for the resource name,
these should be set in Microsoft Project.
- Plan ignores dependencies of the type Finish-Finish and Start-
Finish.
- Plan assumes a holiday lasts all day so avoid holidays which
are less than a full day in Microsoft Project.
15.2 Postscript module
The postscript module may be used to print the Gantt or PERT chart
on a postscript printer. Selecting the print postscript menu option
from the "Run module" dialog will display a dialog which controls
which chart to print along with the page size and orientation.
The output from the postscript module will be sent to the device
specified using the "Printer" menu option on the "Control" menu on
the Psion system screen. If the given destination is not ready, e.g.
a serial cable is not connected then an error message will be
displayed.
The custom width and height apply only if the page size is set to
"Custom". These give the smallest and largest measurements
respectively of the paper in centimetres. The margin item controls
the width of the margin around the edge of the paper.
When printing the Gantt chart a second dialog will appear which
allows the date range to be specified. This may be set to either the
entire project, derived from the current Gantt view, the remaining
part of the project, or a specified date range. The custom start and
end dates are used only when the range item is set to "custom
dates". The Gantt chart will be paginated if necessary, the PERT
chart will always be printed on one page.
When printing the PERT chart a second dialog will appear which
allows a section of the PERT chart to be printed. If set to "All"
then all the PERT chart will be printed on one sheet of paper. If
set to "Pert view" then the top left corner of the printout will
match the top left corner of the current view in the PERT chart. In
this case the "Pert view screens" option controls the amount to be
printed, a value of 1 implies that the printout will correspond to
the PERT chart.
Note that printouts may be sent to a printer connected to a PC via
the RPRINT utility and a 3Link cable. RPRINT is included in the
freely available RCOM package developed by Psion which is also
supplied with PsiWin.
Users without access to a postscript compatible printer may like to
investigate the facilities available with the software called
Ghostscript. This allows postscript output to be viewed and printed
on most printers connected to a PC. Aladdin Ghostscript and a front-
end called Ghostview may be obtained via the Internet from
ftp.cs.wisc.edu in the directory /pub/ghost.
15.3 Agenda module
The Agenda module provides a mechanism for transferring task details
to the Psion Agenda application. Plan will create a new agenda file
which contains a dated to-do entry for each task in the current open
plan. The due date of each to-do item will be the end date for the
corresponding task. The start date of the task will be used as the
date from which the to-do will be displayed in the day/week view of
Agenda. The interface also provides a facility to set an alarm for
each to-do entry which will activate at the given time on the end
date for the task.
Once the agenda file has been created there are two possible
techniques for using the file:
- Maintain the file as a separate Agenda file and open it as a
separate Agenda process.
- Merge the file into an existing Agenda file.
16. COMMAND SUMMARY
Menu Name Key Purpose
File New psion-n Create new plan file
Open psion-o Open existing plan file
Save as psion-a Save plan under a new name or
save plan as a text file (comma
separated, tab separated or
space padded)
Save psion-s Save plan and resource file
Revert psion-v Revert plan and resource files
to last saved versions
Print setup psion-y Print configuration (paper
size, orientation, printer,...)
Print preview psion-* Preview output from print
option
Print psion-p Print task list to the serial
or parallel port or a file. Use
the system screen printer
control option to set-up the
print destination and
parameters
Edit Copy psion-c Copy current task into a buffer
Insert psion-i Re-insert task from buffer
Delete psion-J Delete current task (see also
Delete key)
Edit memo psion-M Create or edit memo associated
with current task
Delete memo psion-D Delete memo associated with
current task
Task End/work/rate psion-r Change current task calculation
to end, work or rate
Dependencies psion-d Change current task
dependencies
Cost & data psion-b Change cost and user data
Set work done psion-W Enter/update work done field
for current task
Review psion-R Re-estimate end/work/rate for
calculation current task taking into
consideration work done so far
and remaining work
Pert Move psion-A Move current task in PERT chart
dynamically using cursor keys,
any key exits mode
Pert X/Y psion-Y Set current tasks x, y PERT
position
Resource Make psion-m Make a new resource
Kill psion-k Delete a resource
Switch to psion-w Change current resource and
display resource histogram
display
Rename psion-j Rename a resource
Settings psion-u Set current resource maximum
units, charge rate and work
hours.
Over- psion-L Checks for cases where
allocated? resources have been allocated
too much work. Displays tasks
associated with over-allocated
resources
Holiday count psion-h Count non-public holidays
between two dates for current
resource
Start year psion-K Set year for start of three
holiday calendar for all
resources
Plan Set fields psion-E Set saved fields or set user
text field to a W.B.S
identifier
Critical Path psion-/ Recalculate critical path
Recalculate psion- Force recalculation of tasks
all minus (see also tab)
Totals psion-e Calculate and display summary
of totals for current plan
(work planned, done, % done,
start and end dates, costs)
View Zoom font in psion-z Alter size of font
Zoom font out psion-Z Alter size of font
Zoom in psion-z Change scale on time axis
Zoom out psion-Z Change scale on time axis
Field order psion-t Customise order of fields in
task list view
Mask tasks psion-B Controls which tasks are
visible in Task list, Gantt and
PERT charts
Sort tasks psion-S Sort tasks
Layout PERT psion-l Automatically layout tasks in
PERT chart
Refresh psion-F Refresh screen
Cursor off psion-C Turn cursor off until any key
pressed (useful in combination
with psion-control-shift-s
which saves current screen to a
file)
Special Preferences psion-q Set preferences
Find text psion-f Find given text in task id,
description or user text fields
Find again psion-g Find next occurrence of text
About Plan psion-V Display information about Plan.
Register psion-Q Register Plan using a
registration key.
Run module psion- Run optional Plan module
plus
Exit psion-x Exit Plan
Diamond Task view psion-N Switch to task view
Task list psion-T Switch to task list view
Gantt chart psion-G Switch to Gantt chart view
PERT chart psion-P Switch to PERT chart view
Resource usage psion-U Switch to resource usage view
Holidays psion-H Switch to holiday view
(Keys) Tab Force recalculation of all
tasks
Enter Edit current task details
Shift- Insert a new task above current
Enter task
Delete Delete current task
Help On-line help system
Space Re-centre Gantt or PERT display
on current task
Esc Abort recalculate all
17. HISTORY
Version (Date) Notes
1.0.1 (May. `94) Restricted alpha 1 release for evaluation
purposes only.
1.1.1 (July `94) Restricted alpha 2 release for evaluation
purposes only.
Minor bug fix to dependency dialog.
1.2.1 (Sep. `94) Restricted alpha 3 release for evaluation
purposes only.
Added critical path option.
Enhanced PERT task display to allow text above and
below task boxes to be set independently. Also added
resource, rate and status to list of options for PERT
task texts.
Adjusted positioning of tasks with auto PERT layout
and position of texts above task boxes.
Increased maximum number of tasks from 74 to 99.
Increased maximum x-shift on PERT chart.
1.3.1 (Sep. `94) Bug fix to zoom option in Gantt view when using
new project.
Changed duration to work.
Made building of default calendar faster.
Added optional modules menu.
Created MPX transfer module.
2.0.2 (Oct. `94) First public release.
Change in file formats.
Added extra task fields for work done, costs and user
data.
Renamed some of the menus and rearranged some of the
menu key activation's.
Added recalculation and tracking options.
Amended MPX module to work with extra fields.
Added border to all views.
Changed print option to use system screen print set-
up.
Added shareware registration.
2.1.2 (Nov. `94) Minor bug-fix, check for \PLN directory failed.
2.2.2 (Jan. `95) Added options to shade holidays in Gantt chart,
(enabled from the preferences setting).
Milestones now drawn differently in Gantt chart.
Shift-diamond works in opposite direction to diamond
key.
Refresh can now be interrupted by diamond key.
Tasks can now be sorted by a number of fields.
New postscript printer module.
New module providing interface to Agenda.
A few other minor changes.
Fixed a few bugs.
3.0.3 (Mar. `95) Major new release.
File formats changed.
Maximum number of tasks increased to 200 from 99.
Description field length increased from 30 to 255.
Maximum number of dependencies per task increased from
4 to 8.
Added summary/outline tasks.
4 font sizes now available using standard psion-z
keys.
PERT chart now zoomable and with vertical scroll.
Added extensive on-line help.
Speed of core algorithm improved.
Speed of holiday shading in Gantt chart improved.
Added facility to allow field order in task list to be
user definable.
Memos may be associated with each task.
Added support for 24 hour time format.
Added code to get around OPL limit on long choice
lists when have many tasks and resources.
Menus are now view sensitive, i.e. inappropriate
options do not appear.
Added support for 8 character currency symbols.
Added option for year symbol in Agenda interface.
Agenda interface now creates a named to-do list.
Various minor enhancements and bug-fixes.
3.1.3 (Aug `95) Added mask option to control which tasks are
shown (mask by level, resource, date,...).
Option to display a task field at the end of each task
bar in the Gantt chart.
Sort tasks by Id field.
More information in plan totals display.
Updating general holidays affects holidays for all
other resources.
Added option to count a resources holidays between 2
dates.
Some changes to MPX module to better support MS
Project 4.0 and German MPX file format.
Now looks for registration file, plan.reg, on disks
A:, B: and M:.
Displays date at top of holiday view.
Option to specify project specific or common resource
file when creating a new project.
Bug fix so that if update task doesn't delete any
attached memos.
Bug fix to postscript print module so that uses
correct shading when printing full project.
A few other minor changes.
3.2.4 (Oct `95) Added resource maximum units data.
Option to find over-allocated resources.
Added saved start, end and work fields so that the
latest dates can be compared with the initial
settings.
New "Set fields" menu option to set saved fields or to
set user text field to a W.B.S identifier.
New mask options on start and end date field mask
which compares fields to saved fields.
New find option.
Implemented proper Psion print setup, print preview
and print options for task list. Previous print
options are now available under the menu option "Save
as".
New preference option which controls whether dates and
times are used or just dates.
Menus reorganised to be more consistent with other
Psion applications and make room for more options.
Tab and shift-tab can now be used in holiday and usage
views to cycle through resources.
Pressing space in Gantt and PERT chart will alter zoom
to display current task.
CTRL-up and CTRL-down move to top/bottom of task list.
Improved interrupt to refresh of screen on specific
keys.
Current view, task and resource is saved when the plan
is saved.
Save option now always saves, instead of saying the
plan has not changed.
Various improvements to MPX module.
A few other minor enhancements and bug-fixes.
4.0 (Apr `96) Backed out some of the changes made to do with
the dates/times preference setting to avoid rounding
errors. This option now only affects the input/display
of times not the internal calculation.
Plan now uses an external message file so that it can
be translated into a number of languages.
Multiple resources may be assigned to one task.
Grey plane option.
Description and dependencies may now be shown in the
Gantt and PERT charts.
The print setup is now saved with the plan.
Postscript output greatly improved.
New Plan start up title screen.
Mask sub-tasks option.
Memory handling completely different, (now uses less
memory for small plans).
Completed tasks now crossed out in PERT chart.
A few minor bug-fixes.
4.1 (Jul `96) A minor bug fix release.