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Ongoing Tasks


  1. There are two backlogs, the backlog of project tasks and Ongoing tasks.
  2. Ongoing tasks record time that is not part of a project task, such as training, production support, MRB support, NC support, and other similar activities.
  3. To access the Ongoing tasks, click Ongoing in the backlog.
    Ongoing Tasks - Backlog tab
  4. Project specific Ongoing tasks should be created in each project while non-project specific Ongoing tasks should be created in the Misc. Other project. In this way, hours recorded in project-specific Ongoing tasks are counted as hours spent to complete the project. For example, you wouldn't want time spent supporting production counted as hours spent completing project XP 2000, however you would want time spent in project XP 2000 meetings counted as time spent completing project XP 2000.
    Ongoing Tasks - by Project
  5. To create an Ongoing task, right-click in the whitespace on the project row in the Ongoing backlog then click Create Ongoing Task (where you right-click determines the project the Ongoing task will be created in).
    Ongoing Tasks - Create
  6. Enter a title for the Ongoing task. By default, Ongoing tasks are created for all resources assigned to the project. If you are creating an Ongoing task for yourself, be sure to deselect everyone else.
    Ongoing Tasks - Create - Title and Resources
  7. Also, be sure to provide a detailed description so that everyone understands the intended use of the Ongoing task.
    Ongoing Tasks - Create - Description
  8. By default, Ongoing tasks have zero hours per day. Therefore, when you drag them from the backlog and add them to a day in the calendar, you will have to resize it to the appropriate amount of time using the timebar icon.
    Ongoing Tasks - Timebar
  9. A default value for Work Per Day can be set for a resource's copy of the Ongoing task by editing This Task's Properties. In this example, Work = 1 hour/day, therefore when you drag this Ongoing task from the backlog and add it to a day in the calendar, it will automatically be sized to one hour. Of course, you can use the timebar icon to resize as needed.
    Ongoing Tasks - Default Value for Work Per Day
  10. Similar to project tasks, you can add/remove days to/from Ongoing tasks in the calendar in the Huddle and My Playbook views. Ongoing tasks are not visible in the Game Plan.
    Ongoing Tasks - Add Days
    Ongoing Tasks - Remove a Day
  11. For reporting purposes, Ongoing tasks can be placed within a summary task.  Feb 2024 -Ongoing Tasks - 3
  12. Using Ongoing tasks gives everyone better visibility to your workload and, therefore a more accurate indication of your average availability to do project work. 
  13. Ongoing tasks can be fully customizable to suit your organization's needs, so please contact a Customer Success Engineer today!