Using Work in Progress to Manage Tasks, Phases, Gantt Charts, and Time Tracking

This SOP explains how to use the Work in Progress module to create tasks, organize them into projects/phases, manage scheduling in the Gantt chart, import tasks in bulk, and track time accurately. It is designed to help team members set up and maintain task records consistently and efficiently.

Key Steps

1. Open the Work in Progress module

Navigate to Work in Progress, which appears directly below Timelog.
Click the module to open the task management page.
Expect the page to be empty at first if no tasks have been created yet.

2. Review the task table and available fields

Use the Tasks section for items that are not yet assigned to a project.
Understand the available task fields.

3. Create a new task or subtask

To add a task, click the input area at the bottom of the task list.
Type the task name and press Enter.
To add a subtask, expand the parent task using the arrow/collapse control.
Enter subtasks the same way as tasks, then press Enter.

4. Open a task to add details

Click directly on a task to open the side panel.
Add or review task details such
Use the automatically tracked sections for subtask, comments and activity.

5. Assign a task to a project or phase

Use the project assignment area to move a task into the correct project.
Click the desired project name to assign the task.
If the project has multiple phases, select the correct phase when prompted.
Confirm the task is transferred to the selected project/phase.

6. Manage task timing in the Gantt chart

Review the Gantt chart, which is generated automatically as tasks are added.
By default, tasks appear as one-day items.
Drag the task bar to extend or adjust the schedule.
Note that the phase end date will follow the task with the latest due date.
Expand tasks to view subtasks and dependencies when needed.

7. Filter tasks for faster review

Use filters to narrow the task list.
Filter by project to view only tasks within a specific project.
Filter by status to isolate tasks by workflow stage.
Use filtering to quickly locate and review relevant records.

8. Import tasks using the correct project template

Add phases to the project before importing tasks.
Select the correct project first.
Download the CSV template for that specific project.
Use the template’s phase dropdown to assign tasks to existing phases.
Import the completed file back into the same project.

9. Track time against a task

Click the time tracking option for the task.
The system will auto-fill the task title and related task information.
Select the applicable service, if available.
Mark the entry as billable or non-billable.
Add a memo if needed.
Save the time entry.

10. Estimate and monitor logged hours

Enter estimated hours for the parent task based on the total expected effort, including subtasks.
Do not assign estimated hours to subtasks, since they roll up under the parent task.
Review logged hours as time entries are added.
Compare logged time against the estimate to monitor progress.

11. Add manual time entries and watch for overages

Open the task and manually add time if needed.
Enter the number of hours, choose billable or non-billable, and save.
Confirm the logged time updates against the estimated hours.
If logged time exceeds the estimate, the logged amount will display in red as an overage indicator.

Cautionary Notes

• Add phases before importing tasks. The import template depends on existing phases, so skipping this step can cause assignment issues.

• Use the correct project template. Downloading a template for the wrong project may result in tasks being imported into the wrong place.

• Estimated hours belong to the parent task only. Subtasks should not be given separate estimated hours.

• Watch for overages. If logged time exceeds estimated hours, the system highlights the total in red.

• Confirm phase transfers carefully. When moving tasks between phases, verify the destination before completing the transfer.

Tips for Efficiency

• Create the project structure and phases first, then import tasks in bulk to save time.

• Use filters by project or status to quickly find tasks during reviews.

• Keep task titles clear and concise so time tracking and reporting are easier to understand.

• Add descriptions and comments early to reduce back-and-forth later.

• Review the Gantt chart regularly to catch schedule shifts before they affect the full project.

• Track time as work is completed to keep logged hours accurate and current.