Creating Gantt Planning Views

Create Gantt views to show how planning elements are related in time. In a Gantt view, you can select whether to view planning information by element type, by list metric value, or by parent-to-child hierarchical structure.

After a Gantt view is created, you can do the following

• Drag an element's start and end dates allowing you to flexibly modify dates within a visual context.

Note:  If a calculated metric defines a project start or end date, or both, you cannot change the calculated date by dragging the element. For example, if the calculated metric defines the start date, you can drag the end date, but you cannot drag the entire element.

• Save the view for access later.
• If you are a Process Designer, flag the view as a public view so other Planners and Process Designers have access to the same view.
• Select specific user roles that see a view by default when they open Innovation Planning.
• After creating a Gantt view, Process Designers and Administrators can create a global link to the view and add it to a menu or to a pod within a layout.

Planners can create and save views for their own use; however the Planning View Designer user role is required to save views for other Planners. Additionally, the Planning View Designer role is required to create new categories to group views.

To create a Gantt planning view:

1. From the Planning menu, select Planning Board.

2. Navigate to the correct element and child board on which you want to create the view.

You can create a Gantt view of elements that you see on the Canvas, or from an element's child board.

3. Click the Planning Views panel icon in the top left corner of the page and do one of the following:

• To create a new view - Click Add Gantt at the top of the views list.
• To modify an existing view - Click the name of the saved view, and click next to the view name to open the Edit Gantt Settings dialog.
• To create a new view based on an existing view - Click next to the view that you want to copy.

4. In the Add New Gantt dialog, complete the following information to identify and describe the view:
   
   Required fields display with red text and an asterisk * if the field is empty.

Field	Description
Name	Enter a name, up to 64 characters long, which identifies the Gantt view when saved.
Category	Select the category to which this view belongs. Leave this field blank to add to the Default category. To define a new category, select New Category and enter the category name. To delete a category, remove every item from the category. Empty categories are deleted automatically. Views can exist in only one category. Views display within a category to users who have access to the view.
Description	Enter a description of the purpose or nature of the view.
Filters	Select one or more metrics in the Filters drop-down to narrow the view to include only elements that contain certain metric values. To filter by a single metric, select the metric from the list. To filter by more than one metric, click in the drop-down to add additional metrics. After selecting a metric, click to select the metric values within each metric to display. If you select more than one value, an element must match either value to display in the view. If you want to filter on elements that contain a multi-select metric with multiple values, you must add the metric multiple times to the filter list and select the values individually for each metric. Example For example, you have a metric called Market Impact Assessment assigned to elements that indicates the market impact of the initiative represented in an element. To create a view that focuses on the high market impact initiatives only, select the Market Impact Assessment metric in the Select Filters field, click and select High to include only elements that have a market impact of high in the view. However, if you have a metric called Action Item Assignments that is multi-select metric, and you want to display elements that have multiple selections for the metric, select the Action Item Assignments metric in the Select Filters field multiple times, and select a single value for each instance of the metric. To include a legend that shows the metrics and values that are applied to the view, select the Show Selected Filters check box when selecting filters and values. The legend displays in the top header of the view. Click to remove a metric from the filter. Elements that do not contain the vertical axis value, but do contain the metric filter values, display in the None section.
Scenario	To view a current scenario created in Portfolio Optimizer, select a scenario.
Display All Items in Date Range	Select the date range in which elements are selected for inclusion in the view. An element's start or end date must fall within the range to be included in the Gantt. Click a day in the calendar to select the date. The timeline dates default to the current calendar or fiscal year and the next calendar or fiscal year, depending on if the Fiscal Year Start Month system parameter is set.
Roll date range forward	The Roll data range forward check box works in conjunction with the fixed dates set for Display All Items in Date Range. Select the Roll data range forward check box and offsets are dynamically adjusted for the start and end dates, thereby maintaining the data range for the Gantt view as the view is updated. For example, if a date range is defined for Feb 15, 2021 - Mar 15, 2021 and the current date is moved to Feb 16, 2021, then, the data range displayed in the Gantt view will be Feb 16, 2021 - Mar 16, 2021. Deselect the Roll data range forward check box and the Gantt chart updates with data for the fixed dates set in Display All Items in Date Range only.
Timeline Highlights	Click to add a timeline highlight to the view.
Row	Select the type of information you want to display on the vertical axis of the Gantt. This selection determines the sections or rows within the Gantt. Types - The Gantt contains a section for each element type listed in alphabetical order. Hierarchy - The Gantt contains a section for each of the parent/child level elements. What displays initially is based on what level of the hierarchy you were viewing when creating the Gantt. See Viewing Child Elements in Hierarchy Gantt Planning Views for more information about working with hierarchy views. A list metric or multi-select list - The Gantt contains a section for each item in the selected metric. Elements are grouped in the section that corresponds to the metric assigned in the element's details. After selecting the type, click next to the field to select the values within the axis to display. You can select multiple filter values. For example, if you select to view by Types, use the filter icon to select which types to include in the display. Select the Hide empty rows check box to hide empty rows when generating the view.
Span Start and End by Metric	Select Start Date to use the planning element's start date or a date metric to locate the left end of each element on the Gantt timeline. Select End Date to use the planning element's end date or a date metric to locate the right end of each element on the Gantt timeline. When creating a view, the element's start and end dates are selected by default. To display milestones for the project's start and end, set these fields to metrics that have been designated as milestones. Select the Display dates check box to display the selected dates within the view.

5. Set additional display options to be applied to the view.

Field	Description
Border	Select an option to define a border color legend to identify elements within the Gantt. [None] - The default border type for a Gantt view, this selection does not apply any border colors to the displayed view. A list metric - Selecting a list metric applies a border color to the element based on the metric assigned to it. The list contains only list metrics that have colors defined for one or more of their list items. More... For example, as you are planning, you use a color-coded list metric to indicate the opportunity level for each element in the plan. Within a Gantt view, you can display your elements with that color to visually see where your greatest opportunities are on the timeline. In the Show Legends section, select the Border check box to display an interactive legend that identifies what the border colors represent in the view.
Fill	Select an option to define an element color legend to identify elements within the Gantt: Type - The default fill type for a Gantt view, this selection displays the elements in the colors defined for the element type. A list metric - Selecting a list metric shades an entire element based on the metric assigned to it. The list contains only list metrics that have colors defined for one or more of their list items. More... For example, as you are planning, you use a color-coded list metric to indicate the opportunity level for each element in the plan. Within a Gantt view, you can display your elements with that color to visually see where your greatest opportunities are on the timeline. A phase metric - Selecting a phase metric shades the phases defined within an element. See Configuring Phase Names and Dates in Planning Elements for more information. Process Stages - This selection displays the project stages using the colors defined in the process model. Separator lines are used to distinguish the ends of the project phases. If no colors are defined, the project is displayed in outline form. In the Show Legends section, select the Fill check box to display an interactive legend that identifies what the element colors represent in the view.
Show Legends	Select one or more from the following options to display interactive legends within the Gantt view. Border - select this check box to display an interactive legend that identifies what the border colors represent in the view. Fill - select this check box to display an interactive legend that identifies what the element colors represent in the view. Milestones - select this check box to display an interactive legend that identifies what milestone dates are represented in the view.
Gates	Select this check box to display any gate dates that have been created for the elements in the view. Gate dates only apply to elements that are based on gated classes, and are displayed in the view using the gate color and shape defined in the process model.
Phases	Select this check box to display the phases as division lines within the element. To shade the phases using the colors defined in a phase metric, also select a phase metric in the Fill field.
Milestones	Select this check box to display any milestone dates that have been created for the elements in the view. A milestone metric must be designated as a milestone on the element type, and is displayed in the view using the icon and color defined in the metric definition. In the Show Legends section, select the Milestone check box to display an interactive legend that identifies what milestone dates are represented in the view.
Time Intervals	Select one or more time intervals to display across the top of the Gantt. Note:  The options available depend on the selection in the Chart Scale slider in the view. Years are shown by default. The Month check box is available for selection if the scale is set to 1 or higher. The Quarter check box is available for selection if the scale is set to 0.3 or higher. The Year check box is selected by default, and will display at all scale settings. The Decade check box is available for selection if the scale is set to 0.3 or lower. If the Fiscal Year Start Month system parameter is set, you will have an option to select whether to align the time intervals by your company's fiscal year or calendar year across the top of the Gantt.
Trim time at start/end of date range or page layout metric	Select this check box to change the start and end date of the Gantt style view to start at the earliest project displayed, and end at the latest project displayed, within the parameters of the set timeline. This improves the view by excluding unmapped dates from the project timeline view. For example, if a date range is defined for January 1, 2021 - December 31, 2021 and the first project of the view does not start until July 15, 2021, then the start date of the view is adjusted to July 15, 2021. Note that the adjusted date for the trim time is not saved to the view settings. Also, if a project is added that starts earlier than the adjusted start date, then the displayed start date will adjust accordingly.

6. (Optional) Set the Sharing, Viewing and Ownership settings for the view. More...

    

   Field	Description
   Sort	Select a sort option to apply to the view. The sorting is applied to projects within each individual Gantt swimlane. Each sort option has a default sort order, which can be modified using the Ascending or Descending selection for Sort. Default - This is the default selection, which displays projects by project ID. The default sort is in descending order. Project Rank - This selection displays projects by project rank. The default sort is in descending order (starting with the highest ranked projects). Parent - Child - This selection displays projects by parent/child relationships. The parent project displays at the top, with its related children sorted in order of project ID underneath. Default sort order is Descending by project ID. If the view includes multiple parent projects, they are also sorted in order of project ID. Alphabetical - This selection displays projects in alpha-numeric order. The default is ascending alpha-numeric order. Start Date - This selection displays projects in order by project start date. If the swimlane includes events, the event date is treated as a start date for sorting purposes. The default sort is in ascending order. End Date - This selection displays projects in order by project end date. If the swimlane includes events, the event date is treated as an end date for sorting purposes. The default sort is in ascending order. A metric - This selection displays projects in order by the project value of the assigned metric. The default sort is in ascending order. Note:  If multiple projects have the same sort criteria, for example the same name or start date, these projects will be sorted by project ID within the original sort criteria. New projects are inserted in their respective swimlane in the appropriate position based on the applied sort option. If an existing planning view contains projects that have been manually moved, or if a project is manually moved to a new position and the view is saved, the sort order will display (Modified) next to the sort type. If you select a different sort option and load the view, this Modified sort option will still be available to select. If the view is saved with a non-modified sort order, for example Start Date without any additional project moves, the Modified option will disappear from the drop-down menu.
   Ascending Descending	Select if the currently defined sort order is in ascending or descending order. If the sort order is a Modified sort, then the ascending or descending order cannot be changed.
   Condense view	Select this check box to display the view in a condensed format, combining multiple elements in rows in order to maximize the number of projects that can be viewed. Note:  When selected, the project Sort function is not applied to the view.
   Default View for Users	Click to select users who open this view immediately when they open the Planning Board. To filter the list of users, enter one or more search criteria to filter by name, login name, email address, function, or extended field. More... Clicking Select current user will assign the role to the current user (if they have the appropriate rights). Selecting a Function in the drop-down will display available users that are assigned to the function. The current selection defaults to the function to which you are assigning a user, however depending on the project configuration, you can assign any user. Clicking the Show advanced filters check box displays or hides the additional filter options. Clicking Clear removes the current user assignment and displays [None] to indicate that no user is assigned. A user can have only one default view. If a user currently has a default view, its name displays after the user's name.
   Make public	Select this check box to allow all Planners to see this view in the list of saved views, and to allow the view to be set as a global link. A view must have a defined owner in order to be made public. Only Planning View Designers can create public views.
   Start/End By Metric For Page Layouts	If these dates are specified, then when viewing the Gantt planning view for a layout, metrics from the project's start and end dates will be used in the display, overriding the dates set in Display All Items Within Date Range

7. (Optional) Set the Additional Settings to further establish what displays within the view. More...

    

   Field	Description
   Include parents	Select this check box to include the parent elements in the view, if they meet filter criteria within the current branch of the planning hierarchy that the view displays. The default is unchecked and leaves the parent elements out of the view.
   Restrict to current hierarchy	Select this check box to limit the view to only the elements that match the filter criteria within the current branch of the planning hierarchy that the view displays. Clear the check box to display all elements that match the view and filter criteria across the system, regardless of their place in the planning hierarchy.
   Save level	If the view displays a child level, select this check box to make the current level of the hierarchy the top level that any user can access in the view. Clear the check box to include the top (root) level in this view, regardless of the current level displayed.
   Show only my projects	Select this check box to create a view that displays only the projects to which a user is assigned. Selecting My Projects allows Project Managers and Team Members to see only the projects to which they are assigned in the Gantt view. Team Members assigned this view can update element metrics, but cannot modify types, elements, or milestones within the view. Classes associated with planning element types must have the Include in My Projects option set in the class definition for elements using that type to display in a My Project View.
   Lock dates when moving spans	Select this check box to ensure when elements are moved across sections, or to a different line within the same section in the Gantt, that only the element moves, and the element dates stay the same. Selecting this option also disables the ability to drag an entire element, or the edge of an element to change its start or end date. Hover over the element and click to update start and end dates through the element's details. Note:  This option does not apply to scenario Gantt views, which are view only.
   Show date lines	Select this check box to display a solid vertical line at the mouse pointer (with a tooltip that identifies the date where you are pointing) and a dotted vertical line at today's date.
   Show column/row list color	Select this check box to use the color assigned to list or multi-list item metrics as the row and column header colors of the vertical and horizontal axes.
   Background color	Use the color picker to select a background color to apply to the view.
   Alternate color	Use the color picker to select a color if you want alternate rows or columns to display in a different color. Select the Columns and/or Rows check boxes to turn the alternating row and column colors on and off. If Types is selected for rows or columns, an alternate color is not displayed.

8. Click Create to display a new view, or Refresh View to apply the changes and refresh an existing view.

9. (Optional) Apply additional view settings to the view.

• Adjust the time intervals displayed in the view. More...

  Use the slide bar to select the zoom level to display the time intervals closer or farther apart.

  Selecting a higher numbered scale expands the intervals to fill more space within the Gantt, and allows visualization of quarters and months within each year. A scale of 0.1 or 0.2 zooms out to display only years, and removes the month and quarter time intervals from the display.

  Select the value that provides the best visualization for your roadmap. To drag elements day-by-day, select a scale of 1 or higher. For presentations, select a smaller scale to fit a larger amount of time into the view.

• Click to adjust the displayed view to fit the maximum horizontal screen width.

The Time Intervals settings will be automatically adjusted to match the Fit to Width selection. Moving the slide bar will adjust the scale and remove the Fit to Width selection.

• Click to edit the current settings for the view.
• Click to display the view in presentation mode.
• Click to add annotations to the view.
• Click to enter link mode and create or display element relationships within the view.
• Click to download an image of the view.

10. Click Save in the top right corner of the view to save your changes to the view.

My Projects View

If you selected the Show only my projects options in the Additional Settings section, your projects display with statuses, based on their completion and pending due dates. You must be a member of the project team or the Project Manager for projects to display in the view.

• - All deliverables are complete.
• - One or more deliverables are in trouble and at risk of not being completed.
• - The next gate is approaching and one or more deliverables have not been completed.

Notes:    To make this view available for display within a global link, click next to the view name to open the Edit Gantt Settings dialog and ensure that the Make public check box is selected. Click Create Global Link, and enter the settings to finish creating the global link for the view. In Gantt or composite Gantt views, the icon displays next to the element's name if an element has a relationship that is in conflict. Click the icon to display the details and options for resolving the conflict. In Gantt or composite Gantt views, the icon displayed on the element span indicates a project that is flagged as In Trouble. If you make any changes to a saved view, be sure to save the view again to ensure your most recent changes are saved. The Gantt view is part of Accolade Roadmapping, an optional Accolade component that you may not have access to. To implement this solution, contact Sopheon Customer Support.