Fox Plan : Project Management Software

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Project management

What is project management ? #

Project management is a systematic process of planning, executing, and controlling resources and activities to achieve predetermined goals. It involves the identification, prioritization, and scheduling of tasks that need to be completed in order to reach an established goal. Project management can help project managers anticipate risks by providing an organized approach for evaluating the scope of a project. This includes assessing resources needed, estimating timeframes, and considering project dependencies. Project managers can then plan ahead to find solutions that can reduce the risk of failure and maximize success. Project management also allows for forecasting and tracking progress, thereby enabling project managers to take corrective action if necessary. By implementing effective project management techniques, a project manager can ensure that their projects remain on track, within budget, and meet their desired goals. Project managers can also use project management tools to help them visualize the project objectives and ensure that all stakeholders are on the same page.

Manage the project #

Create a blank project #

Creating a blank project is the best way to start.

To create a project, go into the project menu and click on “New project”.

Create a new project

Create a project from a template #

In FoxPlan, you can start from a blank project, or you can start from an existing template.

A template is a specific project which can contain an existing structure that will be reused.

The planning of the template can hold phases, tasks, milestones and dependencies. However, no resource can be assigned to a template (it is performed when the project is created).

You can create a template from the “Project” menu.

Then click on “New project” and “Create as a template”.

Create a project template

You then just have to enter the name and description of the template.

Careful, to make a template visible for a template to be visible, you need to check the box “Available”. If you don’t, it means that you are still working on it and you don’t want users to use it.

You can then add elements to it, just like a project:

  • Planning
  • Action
  • Decision
  • Risk
  • Change
  • File

All these elements will be available in the future project created from the template.

The template can now be used (if you have checked the box “Available”).

Insert a template in an existing project #

You can insert a template multiple time in a project. For instance, if you want to create phases based on a template.

To insert a template in a project, use the following button while editing a projet :

Insert a template

Delete a project #

To delete a project, you click on “Definition & Members” and then on “Delete”. You confirm the operation by entering your email address.

Delete project

Duplicate a project #

To duplicate a project, you click on the following icon on the right of the project list as below.

Duplicate project

Project planning #

Project planning is a critical step in the overall project management process. Project planning is an essential tool for project managers to organize tasks, optimize time, and allocate resources necessary. Project planning helps identify short-term objectives as well as the long-term goals of the project. It also allows managers to track progress more easily and plan contingencies in case of delays. Project planning is essential for successful projects.

Run the ‘auto schedule’ #

Autoschedule feature will adjust task start and finish date based on the dependency between tasks.

Autoscheduling will work for tasks with the following attributes:

  • Autoschedule = Yes

You will find this attribute while editing a task, look down in ‘other’ section for the attribute ‘Auto schedule’ as below. It should be active if you want it to be active.

Auto schedule

The ‘Auto schedule’ can have a defult value at projet level. It helps to have tasks configured by default with the same setting. To set the attribute at project level, open the ‘Definiton & Members’ view of the projet and look in the ‘Advanced’ tab as below :
Auto schedule

Planning and monitoring #

Measure differences #

A plan is a forecast of what will happen. During the execution of a project, things change, they don’t go as planned. This is normal. If, during the execution, you don’t notice any difference, it is probably because you are not capturing the reality of the execution. The reality should be based on what is actually happening in the project. When you see that things change, you adjust your plan accordingly. In the sections below we will show you how to measure planning deviations.
There are two ways to monitor these changes:
  • By measuring the plan against reality
  • By measuring the current plan against a previous plan (baseline)

Planning vs. actuals #

The project manager plans and the resources execute. As resources never execute exactly according to plan, it is important to monitor these differences. FoxPlan has a specific view that will allow you to display these differences and track them easily.

To display the actual, just open de menu ‘plus’ in the top right corner avec the project planning view and select ‘Display actual’ as below.

Display actual

The ‘actual’ will then be display as a green line just below the current plan. In the example below, you can see differences between the current plan and the actual execution of the project.

Actual display

Planning vs. baseline #

Baseline in project management is a planning that serve as a reference point for the evolution of a project. It typically includes details such as initial dates and duration. The baseline can help ensure that the project remains on track. It also serves as a source of comparison against actual plan.

To display the baseline, you need to option the ‘plus’ menu and select ‘display baseline’ as below :

Display baseline

If you have no baseline on the current project, you need to create one as below :

Add baseline

You need to enter the date of the baseline and if the baseline is visible at portfolio level (you need to have at least one baseline at portfolio level selected).

Please note that a baseline is initiated from data stored in the audit trail, you can therefore create a baseline that is based on information prior to the current date.

The baseline will then be displayed as a blue bar below the current plan :

Baseline visible

Critical path #

A critical path in project management is the sequence of interconnected tasks that must be completed on time for a project to meet its deadlines. It is the longest duration path through all activities of a project, and thus determines the minimum completion time of the entire project. The critical path includes each task or activity necessary to complete a given project as well as any task dependencies, such as those tasks that must be completed before another can begin. It is important to understand the critical path when planning and managing a project, as any delay on this path will impact the overall completion time of the project. Additionally, by analyzing the critical path, you can identify which tasks are most important to complete in order for the project to stay on track. This can help focus the project team’s efforts and ensure that resources are being used effectively.

To display the critical path just click on the icon below :

Display critical path

Scheduling Constraints #

Scheduling constraint can be set while editing task.

Scheduling constraints

They are the different types of scheduling constraints used in project management. Each type of constraint plays a specific role in defining project schedules. Understanding these constraints and applying them judiciously contributes to creating more flexible, realistic, and goal-aligned project schedules.

As soon as possible #

It sets the start date of a task as early as possible, disregarding dependencies with other tasks. It helps identify the critical path.

Role: Sets the earliest start date for a task, identifying the critical path of the project.

Function: Useful for optimizing the overall project duration by identifying tasks that cannot be delayed.

As late as possible #

This constraint sets the start date of a task as late as possible without compromising dependencies with other tasks.

Role: Allows delaying the start of a task as much as possible while respecting dependencies.

Function: Maximizes flexibility in scheduling, useful when the exact start date is not critical.

Start no earlier than #

This constraint specifies that a task cannot start before a specified date but can start later if necessary.

Role: Sets a minimum start date for a task, ensuring it does not start before the specified date.

Function: Ideal for accommodating external constraints or planned events.

Start no later than #

This constraint specifies that a task cannot start later than a certain date but can start earlier if possible.

Role: Specifies that a task cannot start later than a certain date.

Function: Useful for ensuring that a task begins within a specific timeframe, allowing for flexibility to start earlier.

Finish no earlier than #

This constraint specifies that a task cannot finish earlier than a certain date but can finish later if necessary.

Role: Specifies that a task cannot finish earlier than a certain date.

Function: Useful for ensuring that a task is not completed before a specific timeframe, providing flexibility to finish later.

Finish no later than #

This constraint specifies that a task cannot finish later than a certain date but can finish earlier if possible.

Role: Specifies that a task cannot finish later than a certain date.

Function: Useful for ensuring that a task concludes within a specific timeframe, allowing for flexibility to finish earlier.

Setting Deadline Indicators in Planning and Measuring Against #

At task or milestone level you can define a deadline.

The deadline will be displayed in the gantt as a visual indicator.

An indicator is displayed in the project or the portfolio if the deadline is missed.

The margin between the finish date and the deadline can be displayed in the dashboard.

A deadline indicator in project planning is a predetermined point in time by which a specific task, milestone, or the entire project must be completed. It serves as a reference point for project managers to gauge progress and ensure timely delivery.In the planning phase, the deadline indicator helps in clearly defining the goals and milestones that need to be achieved by specific deadlines.During the execution phase, the deadline indicator is used for monitoring the progress of tasks and milestones against the set deadlines.Margin refers to the difference between the finish date and the deadline. Margin is an aarly warning system that Identifying potential delays or risks well before the actual deadline is reached, allowing for proactive management.Setting a deadline indicator and measuring against margin is a strategic approach to effective project management. It enables proactive decision-making, risk mitigation, and continuous improvement, contributing to the overall success of the project.

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