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Rubius Project Manager

Quick Start Guide

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TUTORIAL 1. CREATING PROJECTS

In this tutorial you will create your first project in Rubius Project Manager (RPM).

You can begin with the first section or pass to the next section to skip the well-known tasks.

Creating new project

Adding activities

Editing activity properties

Adding summary activities

Adding milestones

Linking activities

Project summary activities

Finding critical path

Start and sign on at Rubius Project Manager, using login and password given to you by the system

administrator (if you are using demo database use login: User1 and password: Password1)

Go to Projects window. This window shows the complete portfolio of company projects. To create a new

project click Create button on Project tab.

In the appeared window you should fill out required fields. For Base start, Base end and Base project cost,

the values written in the Work contract are usually used. Click Add button.

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The created project will appear in project list.

Project base duration is automatically calculated. As the project is still being planned and has not been

launched, there are no indicators available next to its title as well as work start and finish dates are empty.

To edit the project, double click on project line. RPM will navigate to project edit window - now you can

add activities.

Click Add button on toolbar.

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A new activity will appear in the list.

Click on the task name to change its name.

Enter «Kick-off Conference Call» and set activity efforts equal to 16 hours. The estimated work completion

date will change in Finish column. The date is calculated on the basis of the working calendar of the project that by

default coincides with the company working calendar. The work duration is also reflected on Gantt chart.

Select Project tab in the tool bar and click Properties button.

Project properties dialog box will appear. Select Calendar tab. Let works on this project be conducted using

six-day workweek schedule, that is different from the company working schedule. For this purpose:

1. Uncheck Use company schedule. Now you can change the working calendar of the project.

2. To make Saturday a working day click on Sat column header. It will automatically set a number of working

hours per day.

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3. Click Save.

4. Pay attention to the fact that the activity finish date has been changed.

Let’s add 3 activities more. To save time, you can add a number of necessary new activities at first and after

that you will be able to edit their parameters. In addition, you may use Ctrl+T keyboard shortcut.

Enter activity names and efforts on them as shown in the picture.

We can begin to work on activity Project Plan only after Kick-off Conference Call have been completed,

consequently, we must connect them.

1. Select activates #1 and #2, hold Ctrl key and click activity lines #1 and #2.

2. Click Link activities button on Activity tab in the tool bar.

3. Finish to start link type was created. This is default link type. Pay attention that the start date of the second

activity has changed as well as the view of Gannt chart. An arrow appeared on it, demonstrating the link between

activities.

Activities #3 and #4 can be performed consistently only after completion of activity #2. We will set "Finish

to start” links for them too.

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1. Hold Ctrl key, select activates in the order of their implementation sequence, i.e. first select activity #2,

then activity #3 and, finally, activity #4.

2. Click Link activities button on Activity tab on the tool bar.

All necessary links will be established.

We will create a summary activity Phase I - Planning, by adding activities #2-4 to it. For this purpose, you

should do the following:

1. Select the activity up to which you want to insert summary activity. In our case it is Kick-off Conference

Call activity #1.

2. Click Summary activity button on Activity tab on the tool bar.

A new summary activity will be created which will include Kick-off Conference Call activity. The summary

activity will get number 1, and Kick-off Conference Call activity will become a sub-activity with number 1.1.

Rename the summary activity to Phase I - Planning, in the same way as any ordinary activity.

3. Add Project Plan, Hardware and Software available (TEST/DEV/PROD), and Architectural design and

hardware and software requirements activities to the summary activity by decreasing their level. For this purpose,

click Indent button on the Activity tab of the tool bar.

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You may change the level of activates either one by one or in a group be selecting several activities in the

same time.

1. The project view should look like this:

Let’s add a new summary activity. A new activity is created at the same level as the selected activity at the

moment.

2. Select Phase I - Planning summary activity, create a new activity.

3. Without deselecting the just created activity, create a summary activity.

4. Add two new activities.

5. Fill in the titles and efforts for the activities as shown on the picture below:

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To mark Phase I completion let’s create a milestone.

1. Select the activity after which you want to create the milestone. In our case this is Hardware and

Software available (TEST/DEV/PROD) activity #1.4.

2. Click Add milestone button on Activity tab on the tool bar.

3. Rename the created milestone to End of Phase I.

4. In Predecessors field enter 5, thus creating “Finish to Start” link with activity #5 in the list - Hardware

and Software available (TEST/DEV/PROD).

5. Let’s add a 16 hours’ delay between Phase II finish and our milestone. To do this, in Predecessors field

we should add +16 record.

Phase II - Installation and Configuration can be commenced after Phase I - Planning, which we marked by

the milestone.

To make it convenient we can zoom Gantt chart using buttons in the right bottom corner.

To create links, hold left button mouse on the icon in Gantt chart reflecting End of Phase I milestone and

drag mouse cursor to Phase II - Installation and Configuration line. Release mouse button.

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Double click Work with IT Management activity line. Activity properties window will open.

Change the activity duration to 10 days. Click Save. The changes will be reflected in the table and on the

chart. This window can be opened using context menu of the activity.

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Add activities to the project to make it look as it is shown on the picture below.

To remove activities from the project, select activities and press Delete key on the keyboard or Remove

button in Activity tab.

Selected activities will be removed. You can undo this, or any other operation by pressing Ctrl+Z

keyboard shortcut, or Undo last action button on the application toolbar.

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We are going to set activity links. Brief Configuration Review activity must start after Onsite Kick-off Meeting.

Work with IT Management activity must begin after Brief Configuration Review. Link them by entering predecessor

activity numbers in the table, by using menu buttons or by dragging bars on Gantt chart.

End User Testing activity cannot begin before Move to Remedy Production Server is started. We will create

“Start to Start” link. For this purpose, we will enter Move to Remedy Production Server activity number to

Predecessors field of End User Testing activity and put text "SS" (Start to Start) after the number. Now the dependent

End User Testing activity begin at any moment after Move to Remedy Production Server activity on which it

depends.

Phase III - Operational Review activity must begin when Configure APM on Remedy Test Envorenment

activity is finished. Create the link by any comfortable method.

In addition, Configure APM on Remedy Test Envorenment activity should be completed simultaneously with

Work with IT Management activity. To create Finish to Finish link, we will add the activity number and text "FF" to

Predecessors field. Also, you may create link by any comfortable method, and after that specify its type by entering

the alphabetic code.

Add links to the project to make it look as it is shown on the picture.

To estimate all the changes which have happened in the project, select the Zoom item in the context menu

of Gantt chart.

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You can delete any links you created with the help of Unlink button on Activity menu tab.

Add more activities to the uppermost level. Fill efforts and make links as it is shown on the picture.

Click left button mouse on the bar presenting Additional User Training as necessary activity in Gantt chart

and while holding the mouse button, move the activity to the 6/11/2016.

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Click Summary activity of project button on View tab on the tool bar.

Summary activity will be displayed on the project with number 0. This activity will show total project

efforts, start and finish dates, as well as total duration.

Click Critical path button on View tab on the tool bar.

Activities lying on Critical path, which may change the terms of the whole project and require more careful

control, are highlighted in Gantt chart by red color.

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You can get activity detailed information by pointing mouse cursor on the bar presenting this activity in

Gantt chart.

Congratulations, you have successfully created your first project in Rubius Project Manager!

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TUTORIAL 2. EDITING PROJECTS

In this exercise, you will learn how to edit projects in Rubius Project Manager (RPM).

You can begin with the first section or go to the next section if you want to skip the well-known tasks.

Creating a plan based on the template

Adding the attached plan

Adding works from the work dictionary

Allocation of resources

Change of access rights to the elements of the plan

Load analysis of the resources

Creating a base plan

Run Rubius Project Manager and sign on at it using your login and password.

Rubius Project Manager allows creating of new plans based on plan templates. You can save any

previously created plan as a template and use it frequently later on.

Click Create -> Plan based on template from the dropdown menu in Projects window.

Type APM IT Management as project title and select Work with IT Management template. Pay attention to

Set start date to field – all project activities will be shifted in accordance with this date. Click Add.

.

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A new plan will be added which has the same content of works as the template shifted in relation to the

date specified earlier.

This project has been created separately, so it can be attached to base project for execution progress

observing.

Click Back button to return to project list.

Double click on APM Software Implementation Start project. Select Work with IT Management activity.

Click Add -> Attached project from the Add dropdown list:

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In the popped-up dialogue window, select APM IT Management project, you created just now, and

confirm your choice with double click. Click OK.

The selected project will be added as attached – it is not accessible for edit. However, you can observe the

progress of the project activities.

You can also accelerate project creation by using Activity data book. To add a new activity from the data

book, click Add -> Activity from Activity data book from the dropdown menu.

In the activities data book, you may select any amount of activities. Check the ones you need. Note that

activities in the activity data book have efforts, an executor, a resource and access rights already assigned.

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Select Move to PROD Server and Test on PROD Sever activities and click Add. The activities will be added

to your project. Fix their positions and add links if needed.

Now we shall set resources for our activities. To simplify this process, let’s form a resource pool – the

project team. To do so, select Project tab on the tool bar and click Properties. Select Resources tab on the

popped-up dialogue window.

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This table shows your company’s employees, who have already been appointed as activity executors of

the project. You may add new participants, remove existing ones and change their working schedule and rate.

Click the Add resources button.

Select resources for your project in the dropdown list of the dialogue window. You may select both

individual employees as well as whole departments in your company’s organization chart.

While holding Ctrl key, select Product Manager, Tecnical Support department, Testing and QA department

departments and Kwon Dong Dong, Cha Hae Hae. Confirm your selection by clicking OK.

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Click OK.

As the work under this project is carried out on nonstandard schedule for your company, it is necessary to

change working hours of employees involved in the project. Using Shift button, select all the resources in the list

and click Edit resources button.

Tick Override working schedule in the dialogue window and double click the name of the week day in the

table – Sat. to activate this day for work. Press OK.

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To simplify selection of resources for tasks in the plan, we will confine it by the list of just selected

resources. For this, tick field Use current project resources.

Click Save.

To give the participants the access right to the project, enter Project properties on tab Access rights again.

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Press Change the access right:

Select Product Manager and Kwon Dong Dong in the popped-up window and set Read and write access

level to them. Set Read access level for Tecnical Support department, Testing and QA department and Cha Hae

Hae. Click Save.

Now the employees will have the compliant permissions for the project.

Access level can be assigned both for projects and for individual activities inside any project.

When creation of the resource pool is complete and access levels are set, we may proceed to

appointment of executors. An executor is appointed in Resource field of the project table.

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When you click on this field, your company’s structure pops-up, where you can select both people and

departments as activity resource. If department is selected, then a head of this department will be considered as

executor and he will take execution duties himself. Your choice is confirmed with double click. Set resources as

shown on the picture below:

Note that the zero cost is stated for all activities. It happens by the reason that resource rates are not

available. For setting the rates, go to Project properties -> Resources, select Park Ji-Sung resource and click Edit

resource. All operations are similar to editing the resource operation mode. Check Override rate and set Rate

value to 5000. Click OK and then Save.

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Note that the activity cost, which has Park Ji-Sung as executor, has changed. The activity cost is calculated

as a product of efforts measured in hours and employee’s rate.

Repeat this operation and set the rate for the rest of project resources. When the project resources were

appointed for all activities, it is necessary to check if they are able to execute these activities. To perform an

analysis, click Resource load button on View tab on the tool bar.

Resource load panel will open at the bottom of the window, which displays a list of employees and color

bars reflecting the employees' load. The blue ones correspond to a regular load; the red bars display that an

employee is overloaded, i.e. he was assigned more activities per day than he has in his working hours.

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As you can see from the chart, Park Ji-Sung is overloaded. To open an individual resource load chart,

double click his name.

Analysis of a resource load takes into account all projects, i.e. if at this time your employee is involved in

another project, you will see these projects and activities in his individual load chart.

To get more detailed information about activities the employee is involved at this moment, hover mouse

cursor over the chart bar. Tool tip with information of total load time, projects and activities assigned for the

resource will pop up.

In our case Park Ji-Sungн was assigned 2 activities with duration of eight hours for each per working day.

You need to balance resources to eliminate the overload. If some activities can be performed by another

employee with insufficient load at this time, it is possible to reassign the executor or distribute the activities among

different time periods and leave the executor unchanged.

Close the window of an employee’s individual load.

Using the resource load chart. select any idle employee during the execution period of Move to Remedy

Production Server activity and change Resource of this activity to the selected employee. Note that after the

recalculation an excessive load should be removed from Park Ji-Sung.

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Remove overload throughout the whole project if It is necessary.

Your project is ready for launch. To fix the state of the approved project network plan and have an

opportunity to estimate changes taking places in the execution course, let us create a Base line. Click Base lines

button on Project tab.

In Base lines window you can create any number of base lines reflecting different states of the project

plan.

Click Add button to create a new base line.

Rename the created base line to In accordance with the contract and click OK.

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Enable base line display on Gantt chart by pressing Base line button and selecting In accordance with the

contract in the pop-up list on View tab on the tool bar.

Note that the base line is displayed with grey bars on Gantt chart.

Change terms of any project activity and note that the activities will shift relative to the base line. Thus, you

can observe changes occurring in the project.

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TUTORIAL 3. EXECUTING PROJECTS

You can begin with the first section or pass to the next section to skip the well-known tasks.

Launching projects

Issuing tasks

Task execution journal

Working with dashboard

Before issuing tasks to executors and monitor the execution progress, the project must be launched.

To do this, click Launch button on Project tab. when you are in the project edit mode or in the mode of a

project portfolio view

The project state will be changed to Active. Launch button will be replaced by Complete button. To return

the project to Planned state, use Cancel button.

Navigate to projects portfolio view (to go there, click Projects button of the program right left menu),

Group the projects according to their state by selecting the corresponding item in the context menu of the

projects table.

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The projects will be grouped by their state: Planned and Active. Please note, active projects have an

indicator next to the project name.

Now you can issue tasks to executors and monitor their execution.

Tasks allow you to monitor execution of activities and follow project execution progress. Tasks are

assigned to a person, which is assigned as an activity resource in the project, and are displayed in Tasks tab.

In the course of activity execution, an executor reports efforts in hours and comments, if required. The

effort volume is displayed on project execution chart.

General task workflow:

1. A leader issues a task.

2. An executor accepts the task for execution.

3. During the task execution, the executor reports in the system.

4. The executor completes the task.

5. The leader either confirms the completion or returns it back depending on the result quality.

Please note, to demonstrate all stages of the process, the role of executor and leader is played by the

current user of the system.

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Enter the launched APM Software Implementation Start project by double clicking on the project name.

Appoint yourself as a resource for the first project activity: Kick-off Conference Call.

Click Issue planning task button on Task tab in the tool bar.

The activity in the list will be marked as Issued.

The executor must accept the task before execution and after that he begins working with the task. For

reviewing your tasks, go to Tasks (for this purpose click Tasks button of the left side menu of the program).

Tasks view displays all issued task, their initiator, deadline as well as task execution journal. Accept the task

in the menu of the task journal.

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After you have accepted the task, you can add records to the task journal. Click Add button and enter the

data as it is shown on the picture.

To rapidly find an activity in the plan, which the task is related to, select item Go to activity in the task

context menu.

Note, that part of the Gantt chart bar corresponding to the activity execution percentage was painted with

darker color. Thus, the leader can visually observe the project execution state.

Go to tasks and mark Kick-off Conference Call task as completed.

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Go to the activity in the plan. Open properties.

Go to Task journal tab in the properties dialogue. You can get familiar with the execution process and

efforts of the activity. Close this dialogue with Save button.

Confirm completion of the task.

The activity will be marked as completed, and the table will display the actual efforts for the activity

completion.

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Dashboard is significant state monitoring tool of all projects and activities. Click icon Desktop on the side

panel.

Every line on Dashboard is an active hyperlink.

Click Start delayed on Projects widget to select projects the start date of which has already passed, but

they have not been started yet.

Return to Dashboard. Click I am responsible line of the similar widget to see all the activities for which you

have been appointed as responsible person.

In the list of activities every line is also a hyperlink which opens the project plan containing this task.

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Resources widget allows to perform quick analysis of all company resources’ load and balance them.