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View your team's work with Team Planner

Project managers struggle with seeing clearly and quickly what their team is doing at any given point in the project schedule.
Project managers also struggle with finding a quick and painless way to do something about problems that they discover.

NOTE Team Planner is a feature available only with Project Professional.

Welcome to the Team Planner, a new feature for Project Professional 2010 that gives project managers greater visibility into,
and control over, their team's work.

What do you want to do?

View team work
Move a task to a different time in the schedule
Fine-tune your schedule using the Team Planner view
Customize the Team Planner

View team work

1. On the Ribbon, click the View tab.

2. In the Resource Views group, click Team Planner.

The Team Planner appears. One row is displayed for each resource in the project. On the left, resource names appear. All of
the tasks that a resource is assigned to appear on the same row on the right. Resource tasks that don't have a start date or
end date also appear on the left next to the resource name.

Tasks that are not assigned to anyone appear at the bottom.

TIP If you use agile project management as your organization's project scheduling methodology, use the unassigned tasks
as your "backlog" of tasks that are waiting to be assigned to resources in future sprints.

A completed task This task is a completed task with 100 percent actual work. It cannot
be moved using Team Planner.
Two tasks assigned to same person The top task is automatically scheduled and
partially completed (indicated by the color change on the bar). The bottom task is
manually scheduled. Both are scheduled at the same time to the same person. The

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resulting overallocation is indicated by red lines. Either of these tasks can be moved to a
different time in the schedule (or to a different person) to resolve the overallocation.
An unscheduled task This task is assigned to a specific person, but it doesn't have
enough scheduling information to become a scheduled task. In order for a task to be
scheduled (and thus move to the right side of the view), it has to have at least two of the
schedule settings set. For example, if the duration and start date is set (but no finsish
date), the finish date will be automatically set and it will become a scheduled task.
Similarly, if it has a start date and end date set (but no duration), it will also become a
scheduled task. If only the start date is set, it will remain un unschedule task.
An unassigned task This task has not been assigned to anyone. It can be assigned by
dragging it to a person's schedule in the right section. To keep the task unscheduled but
assigned to a person, drag it vertically to a person's name in the upper, left section.
TIP The color of the task gives you useful information about its scheduling state. For example, portions of bar that are dark
blue indicate actual work. Green tasks are manually scheduled. Learn how to customize the bar colors

Move a task to a different time in the schedule

There are different reasons why you would want to move a task. Someone might be assigned too much work. Or perhaps you
want to reassign work to a different person. Or maybe you'll discover that no one is working on an important task. Team
Planner will handle all of these problems, and much more.

Using Team Planner, rescheduling a task is as simple as dragging it somewhere else.

1. On the Ribbon, click the View tab.

2. In the Resource Views group, click Team Planner.

Moving a task vertically to resolve an overallocation Before the task was moved,
this resource was working on two tasks at the same time.
Moving a task vertically to assign new work to a person Work that is not assigned
to a person can be assigned to someone by dragging the dropping.
Moving a task horizontally
A task can be scheduled to worked on at a later time in a person's schedule.

Here are other ways you can use the Team Planner.

TO DO THIS TAKE THIS ACTION

View nonworking A person's nonworking time will appear as gray vertical bars. Double-
time click the vertical bars to see more details about the nonworking time.

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Rollup task To get a higher level of detail about task and project information,
information to see rollup information on Team Planner. Click the Format tab. In the
less or more Format group, select the level of detail by clicking Rollup, and then
detail an outline level. When tasks are rolled-up, the highest-level task will
appear as a single bar.
Select multiple Hold down CTRL while clicking multiple resource or task names. You
items can also drag the mouse over multiple items to select them.
Move items using You can navigate through items in Team Planner using the arrows
the keyboard keys. To move a highlighted task, use CTRL + arrow. To scroll the
view, use ALT + arrow.
Move items beyond Dragging a task to the edge of the Team Planner will automatically
the window cause the view to scroll. In this way, you can drag a task further into
the future (or past) without having to release the mouse button.
Get quick Hover over a task to read important and useful information about how
information about it is being schedule. You'll find that the old familiar tooltips have been
tasks greatly expanded to help you make important scheduling decisions.

Fine-tune your schedule using the Team Planner view

Assuming you've read other sections in this article, you are now fairly familiar with how to move tasks on the Team Planner.
This section covers other things you can do on the Team Planner to get more done in less time.

Most things you can do in the Gantt Chart and other views you can do in the Team Planner, as well. You'll find that the Team
Planner is a more straightforward way of fine-tuning how your tasks are scheduled.

TO DO THIS TAKE THIS ACTION

Change how tasks To change a task from being automatically scheduled to manually
are scheduled scheduled, right click a task, and then click Auto Scheduled or
Manually Scheduled.
Resolve overwork On the Format tab, click Prevent Overallocations. When this setting
problems is on, if moving one task would create a conflict with another, then the
automatically second task will be automatically moved to prevent any
overallocations.
Inactivate a task Right click on the task bar to inactivate a task. Inactivating a task
doesn't delete it from the project, even though the task will disappear
from the Team Planner. It does prevent the task from having actuals
reported on it.
Reassign a task The easiest way to reassign a task is by dragging it to another person.
You can also right click on a task, and then click Reassign To. This is
especially useful if you want to maintain the same dates.
Change task To change the name of the task or other properties (like constraint
information type outline code, deadline dates, or task type), double-click the task.
You can also double-click the resource name to view and change
resource information.
Split the view For advanced project managers who are comfortable with the traditional split (or combination)
view, you can show more details in a separate bottom pane. Click the Task tab, and then in the
Properties group, select Display Task Details. The bottom pain will display detailed information
about the selected task and resources assigned to the task.

NOTE You cannot use a timescaled view, such as the Resource Usage or Task Usage views,
along with Team Planner in a combination view. to view a timescaled view along with Team
Planner, open a new window, and then arrange the windows horizontally. To do this, on the View
tab, in the Window group, click New Window, and then click Arrange All.

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Customize the Team Planner

You can change the way the Team Planner appears to suit your needs and to make the view more attractive.

1. On the Ribbon, click the View tab.

2. In the Resource Views group, click Team Planner.

3. Do one of the following actions.

TO DO THIS TAKE THIS ACTION

Change the color of the Click the Format tab. In the Styles group, pick the bar type you want to change, and then
click either Border Color or Fill Color.
Team Planner bars
Individual bars can also be modified

Expand the height of rows Click the Format tab. In the Format group, select a number of
to show more text lines using the Text Lines list.
View more or less detail Use the Zoom Slider in the lower right part of the Project window
to change the how much time is displayed in the right side of the
view.
Change the appearance of Right click in a blank area of the right side of the view (not on a
nonworking time task), and then click Nonworking Time.
Group, filter, or sort Click the down arrow on the Resource Name column, and click
quickly Sort, Group, Filters for defined or custom filters.
Hide unnecessary You can hide the columns for unscheduled and unassigned
columns tasks. Click the Format tab. In the Show/Hide group, select the
type of column you want to show or hide from view.
Change the size of the Drag the vertical and horizontal borders between the sections to
sections in the Team change the size of the sections.
Planner

TIP If you've customized the Team Planner considerably, you can save a version of the customized view into a separate
view. On the Resource Views Group, click the bottom half of the Team Planner button, and then click Save View.

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