Adding and Hiding Columns
If you would like to display further information in the Communigram, simply open "Columns" in the "View" menu or right-click anywhere in the Communigram and select "Columns" from the contextual menu. This opens the following dialog:
- Defining the Columns to Show and Hide in the Current Communigram
In this window you see all available columns on the left, and all currently displayed columns on the right. Using the arrows in the middle of the window, you can select which columns will be displayed and with the arrows on the right, you define the order of the columns. Once you have made your modifications, click on OK to see the changes in the Communigram.
The following fields can be displayed in Communigram as columns:
| Field name (column name) | Description | Use |
|---|---|---|
| ID | The identifier code (ID) of the row (deliverable, sub-project or project) | Is automatically generated by Communigram. Can be modified if desired |
| Traffic Light (Icon) | The current predictive status of the deliverable | Set via myCommunigram by the responsible of the deliverable: "green", "yellow" or "red", if deliverable is accepted by all clients, this turns to "blue". Used for controlling of project. |
| Finished Documents (Document Icon) | All documents produced by this activity can be found here | Finished deliverable documents are stored here via myCommunigram by the team elaborating the deliverable. |
| Objective (Target Icon) | The long description of the objective (deliverable), also called the checklist of the deliverable or milestone | To make sure participants understand fully which deliverable needs to be elaborated, the exact requirements can be described in full detail here. |
| Deliverable | The short description of the deliverable | To define which deliverable needs to be elaborated in short (completely visible in Communigram via column) |
| Duration | The planned duration of the activity producing the deliverable in working days (can be changed if necessary, can be confirmed via myCommunigram) | This is where planners define how long each activity will take, i.e. how long the elaboration of each individual deliverable is planned to take from the reception of previous deliverables to the final acceptation of the deliverable. By default, workload is calculated by considering all participants will be working at their full capacity on this deliverable. |
| Start Date | For an activity that has not started, this date is calculated by the scheduler. Once it is started via myCommunigram, it is set to the actual start date (the date the user clicked on the button "I'm starting this"). | To know when a task is scheduled to start (considering the task durations and the dependencies (arrows) in the Communigram), or when it actually did start. |
| Finish Date | For an activity that has not started, the finish date of the activity is calculated by the scheduler. Once the deliverable is finished via myCommunigram, this date is set to the actual finish date (the date the last client of the deliverable accepted it). | To know when a task is scheduled to finish(considering the task durations and the dependencies (arrows) in the Communigram), or when it actually was finished. |
| BL Start Date / BL Finish Date | The "baseline" start and finish date of the deliverable | The project plan can be stored for future reference in a so-called "baseline". Using this field, the user can compare the current schedule with the previous schedule. |
| Exp Finish Date | The expected finish date contains the date the responsible of the deliverable expects the activity to finish (only for started tasks). (will be available in Communigram 3.5) | Used to collect expected finish dates from the responsible of each deliverable. |
| Actual Start | ||
| Risk | ||
| Necessity | ||
| Agreed Start / Finish Date | ||
| Primary Constraint Date | ||
| Primary Constraint Type | ||
| Leveling Priority | ||
| Free Float | ||
| Total Float |
Using the Information Drawer
Communigram provides you with a further way to access information. By pulling the bottom border of the Communigram up, a "drawer" is opened. Here, information on the deliverable or subproject that is activated in the Communigram is shown. The available fields vary depending on whether a project, subproject or deliverable is selected.
The information drawer provides an additional way to change the fields available in Communigram as nearly all fields available as columns can also be accessed here. This is particularly interesting in large projects because it avoids having to open too many columns. Choose for yourself which display alternative best suits your needs.
- Information Drawer (to open, simply pull up the bottom border)
With the two arrows in the top part of the window you can quickly jump between projects, subprojects and deliverables without having to click on them.
In the tab "General" you can access the ID number, the name and the deliverable of an activity or a project. In addition, you can make changes to the "Risk", "Necessity", "Leveling Priority" and "Duration Type".
The tab "Dates" gives you all information concerning calculated dates, deadlines, confirmed dates, durations, stati, and constraints.
In the tab "Traffic Light" you can see the current state of the deliverable's traffic light. If it is "red" or "yellow", you will also find the description of the problem.
The tabs "Requirements" and "Deliverable" provide direct access to the data available in Communigram under the column "Deliverable Description" (Target).
In "Workload" the detailed workload of the people working in the activity is accessible.
Note: The setting "Duration type" can be set to a default value when creating a new project, or in this window. The default value is "Fixed Units and Units/Time". If you would like to change this setting, please consult the Primavera documentation on its effects.
Expanding and Collapsing Rows and Columns
Communigram allows you to selectively expand and collapse in order to see communication details while retaining the "big picture".
For example, the rows of a subproject can be collapsed to hide its deliverables. Larger subprojects can be collapsed to hide their underlying subprojects.
Similarly, columns can also be collapsed to hide the people and departments underneath. For example, if you want to see the role of the people of the Logistics department in a specific project, you simply expand the corresponding column. Other departments will be represented by one column each, and other projects by a single line. Any communication links between the departments and processes are nonetheless displayed, even if they are collapsed. This feature allows you to focus on a part of the organization while retaining an global overview.
To expand and collapse columns, use the "plus" and "minus" signs at the ends of the lines and columns, just like you would in e.g. Windows Explorer.
- Expanding and Collapsing with "+" And "-"
In addition, there are several buttons on the toolbar that you can use for quick expanding and collapsing. The first button collapses all lines and columns recursively. The next two buttons expand all columns and all rows, respectively. Finally, the last button "Global View On/Off" collapses all lines and columns to a level you can define in Options/Preferences/Project/Extras. With this function, you can switch quickly between an overview of the project and your last previously set view.
- Buttons for Quick Expanding and Collapsing, from left to right: Collapse All Rows and Columns, Expand Rows, Expand Columns, Global View On/Off
When rows or columns are collapsed, the dots and arrows of the Communigram are compacted in a logical manner. For example, any person involved in the elaboration of a deliverable, whether responsible or simply participant, is also considered part of the collapsed subproject. This means that the dots (large and small) of the column are "inherited" to the row of the subproject above, thus producing a series of small "participant" dots. The responsible of the entire subproject (the large circle) is converted into a large dot when collapsed. Similarly, if a person of a department takes part in a deliverable as a responsible or participant, then his or her department is considered responsible or participant when collapsed.
The communication flow between projects and people is redrawn with the same expand/collapse logic. Whenever a communication flow exists between deliverables of two (sub)processes, then the communication flow is shown between the subprojects when collapsed. With its innovative logic, Communigram allows you to drill in to see the details of communication flows between projects and departments, without losing the big picture.