Methodologies, Phases and Tasks Configuration

Modified on Thu, 06 Jun 2024 at 07:44 PM

User roles:  ✔ Application Administrator   ✔ Project Administrator


A project methodology is a structured approach combining practices, methods, and processes that determine how best to plan, develop, manage, and deliver a project throughout its lifecycle. These methodologies provide a framework to ensure projects are completed on time, within budget, and meet specified goals and objectives. This involves a set of phases that the project will go through from initiation to successful completion and termination. Tasks that can be capitalised on are dependent on the phase the project is in. 


Before diving into the setup process, we recommend familiarising yourself with the basics of project methodologies and phases by reading our article on project methodologies and phases. This resource provides comprehensive insights into various methodologies and their applications, enhancing your ability to set up and manage projects effectively in Fluid.




Setting up Methodologies, Phases and Tasks


  1. Access the Administration Console:

    • From the dropdown menu under your avatar, select Administration Console.

  2. Project Settings:

    • Navigate to the Project Settings section and select Methodologies, Phases, and Tasks. Note that if Stage Gates are turned on, the link will be shown as Methodologies, Phases, and Stage Gates.



  3. Setting Up Methodologies, Phases, and Tasks:

    • You will be presented with the following page:



    • On this page, you will find sections for Activity Types, Phases, and Tasks:
      • Methodologies: Lists project methodologies that can be selected when creating a new project. These methodologies define the overall approach and framework for managing the project.

      • Phases: Represents the distinct stages of a project lifecycle that are automatically associated with a project based on the selected methodology. Each phase outlines specific objectives, activities, and deliverables that must be completed before moving on to the next phase. Phases ensure structured progress and provide checkpoints for assessing project health and performance.

      • Tasks: Tasks that are capitalisable when the project is in a given phase. Note that the list of tasks set up here must align to the list of project activities that have been set up in metadata and on the Project Type Management page. You can learn more about capitalisation here.

  4. Adding and Managing Items:

    • To add a new item, select the appropriate tab and click on the Add Item button.
    • Use the pencil icon to update an entry or the cross icon to delete an entry.




Uploading Methodologies, Phases & Tasks using Bulk Edit


  1. Access Bulk Edit:

    • Under the Tools menu, select Bulk Edit to open the bulk edit dialog.


  2. Downloading Data:

    • Click on the Download button to download the file. Ensure the Include existing data option is checked if you want the file to include existing data.


  3. Editing the File:

    • Update the file as needed to create, update, or delete methodologies, phases, and tasks. You can find the description of the file columns in the next section. Once your changes are made, upload the file back into Fluid to apply the changes.


By following these steps, you can ensure that your project methodologies, phases, and tasks are set up correctly in Fluid, aligning with your organisational processes and contributing to the successful execution and completion of your projects.




Column description


The file is made of three tabs.


Methodology Tab


Column & Title
Description
What happens if the field is left blank when uploading the file?
A. MethodologyThe name of the methodologyThis is a mandatory field. If the field is left blank the row will not be processed. 
B. DeleteRecordSet the value to Yes if the methodology should be deleted. The methodology will not be deleted.



Phases Tab


Column & Title
Description
What happens if the field is left blank when uploading the file?
A. MethodologyThe name of the methodology the phase applies to.This is a mandatory field. If the field is left blank the row will not be processed.
B. PhaseThe name of the phase.This is a mandatory field. If the field is left blank the row will not be processed.
C. OrderThe order in which the items are displayedIf the entry is left blank, the order will be automatically set.
D. DeleteRecordSet the value to Yes if the phase should be deleted.The phase will not be deleted.



Tasks Tab


Column & Title
Description
What happens if the field is left blank when uploading the file?
A. MethodologyThe name of the methodology the task applies to.This is a mandatory field. If the field is left blank the row will not be processed.
B. PhaseThe name of the phase the task applies to. The phase must be a valid phase for the selected methodology.This is a mandatory field. If the field is left blank the row will not be processed.
C. TaskThe name of the task.This is a mandatory field. If the field is left blank the row will not be processed.
D. CanCapitalizeThis value indicates whether the task can be capitalised. The value should be Yes or No.If the entry is left blank, the No value will be set by default.
E. DeleteRecordSet the value to Yes if the task should be deleted.The phase will not be deleted.

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