Task Permissions

Task Status

Task Properties

Task Types

Activity Log


Tasks are the basic unit of work in Aphex. Similar to what other systems might call activities, Tasks hold all the information about the unit of work. Tasks also have inbuilt access control, such that only those with a role on the Task, can edit it.

Task Permissions

Every Task has a single Owner, driving accountability of work. Task Owners are responsible for detailing, updating and making the work ready. Tasks can also be interacted with by other members of the team depending on their Project Role and whether they have been Assigned To the Task.

Owner/

Project Admin

Assigned To

No Task Role

Delete Task

✔️

-

-

Breakdown Task

✔️

-

-

Update Task Links

✔️

-

-

Update Task Dates, Duration, Calendar and Shift

✔️

Only if Project Contributor

-

Update Task Subcontractor, Labour, Plant and Materials

✔️

Only if Project Contributor

-

Update Task Location and Work Area

✔️

Only if Project Contributor

-

Update Task Parent, Package, WBS, External ID

✔️

Only if Project Contributor

-

Request Non-Conflicting Clash Resolution

✔️

-

-

Mark as Key Task

✔️

-

-

Update Task Owner

✔️

-

-

Update Task Assignees

✔️

✔️

-

Add Task Comment

✔️

✔️

✔️

Update Task Notes

✔️

✔️

-

Update Task Documents

✔️

✔️

-

Status Task

✔️

✔️

-

Update Resource Actuals

✔️

✔️

-

Task Status

A Task's Status determines how it behaves when edited by a User. The primary Tasks states are below;

Planned

Planned Tasks are those not yet promised to be delivered. This is the default state of all tasks

Promised

Promised Tasks are committed by users during the Publication process.

Changes to Promised Tasks will trigger Smart Status to track delays.

Completed

Completed Tasks are those determined to have verified start and end dates.

Tasks may be marked as Completed through user based statusing. Tasks that were due to be complete at Publication will be Assumed Complete

Backlog

Tasks imported but not yet merged to the plan by users exist in the Backlog.

The Backlog is a staging place between an import and the lookahead plan.

Status Events

Status Events represent changes from the committed plan. These can be generated explicitly by users to report delays or improvements or they may be generated by Smart Status through updates to the plan.

Status Events consist of:

Date

Teams can select a Date from one of the Task Dates to record the event against

Type

On Schedule

Delay

Late Start

Task Shortened

Started Early

Name

The reason for the change. This can be configured by each project individually and typically contains reasons such as "Awaiting Access".

Amount

Impact of the event is recorded in a Value that represents a duration in working days (+ or -)

Added By

The User who recorded the event

Created At

The timestamp of when the event was recorded

Task Properties

Task Properties are the detail and data that's assigned to Tasks in the plan. Some Task Properties (e.g. Subcontractor and Location) are determined by a set of Project Assets to control consistency of data in the plan, whereas other Properties (e.g. Name, Start and Finish Dates) can be defined by owners of work.

Name

The descriptive name given to the Task

Start

The Task's start date

Finish

The Task's finish date

Duration

The Task's duration in working days

Calendar

The Task's working and non-working days

Shift

The shift pattern indicating a Task's working hours

Owner

The user responsible for the Task

Assigned To

Users who can status and comment on the Task

Subcontractor

The Subcontractor responsible for delivering the Task

Labour

Wo(man)power resources required to deliver the Task

Plant

The equipment and machinery required to deliver the Task

Materials

The material resources required to deliver the Task

Location

A visual map of an on-site location of the Task, or description of the off-site location

Work Area

The physical location of a Task on-site, marked-up on a location image

WBS Code

A reporting structure used to group and structure Tasks in the plan

External ID

A unique identifier used to connect a task to an external plan, this commonly represents an Activity ID in a master schedule

Package

A custom way of grouping related Tasks in the plan

Parent

The Parent Task of a Subtask

Notes

Additional notes that can be attached to Tasks

Comments

A thread of communication on the Task

Documents

Additional documents that can be uploaded and attached to Tasks

Related Documents

Documents that have been uploaded and attached to Related Tasks

Related Tasks

A record of all connected Tasks, relationships can exist between Tasks in the form of Logic Links (link to Logic Links)

Activity ID

A unique identifier automatically assigned to every Task in the plan

Key Task

High priority Tasks can be configured to visually highlight them in the plan, also activating the Pathways Overlay (link to Overlays/ Pathways)

Status

Statuses are detailed performance records against Tasks that have become committed or "locked-down" (link to Status)

Task Types

Tasks can be broken-down into a collection of Subtasks within a Parent Task. Tasks and Subtasks can be used interchangeably to represent work, giving you flexibility in building your plan. Perhaps your Manager has assigned you a Task but completing it requires a series of key steps, you can breakdown that Task into Subtasks that can be planned and tracked separately while also rolling up into the single Parent Task.

Parents Tasks

Once a Task is broken down, a Parent Task exists to structure and summarise Subtasks that hold detail within the plan. As a result, Parent Task Properties relate to structuring work, with the exception of properties that facilitate communication of the work.

Parent Task Properties

  • Owner

  • Assignee

  • WBS Code

  • External ID

  • Package

  • Parent

  • Notes

  • Comments

  • Documents

  • Related Documents

  • Activity ID

Subtasks

Once a Task is broken down, Subtasks control the majority of Task Properties and detail within the Parent, with the exception of structure that is controlled by Parent Tasks.

Subtask Properties

  • Start

  • Finish

  • Duration

  • Calendar

  • Shift

  • Assigned To

  • Subcontractor

  • Labour

  • Plant

  • Materials

  • Location

  • Work Area

  • Parent

  • Notes

  • Comments

  • Documents

  • Related Documents

  • Related Tasks

  • Activity ID

  • Key Task

  • Status

Activity Log

All Tasks contain an Activity Log where you can find a record of changes that have been made to a Task over time. This includes assigning properties like a Subcontractor or Location and Work Area, editing Task Dates and recording Status Events. Open and view a Task to access the full Activity Log.

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