Help

Help

Help

This is the help page for The PlanMinder.

Home - ThePlanMinder Help
Report_time - ThePlanMinder Help
Work_schedule - ThePlanMinder Help
Kairos - ThePlanMinder Help
Chronos - ThePlanMinder Help
Prislist - ThePlanMinder Help
Reports - ThePlanMinder Help
Settings - ThePlanMinder Help
The PlanMinder Help - Scheduler Blinking
The PlanMinder Help - Scheduler warning

Overview

In The PlanMinder you make project plans of interdependent activities, milestones, external activities and risks. The PlanMinder will schedule these activities onto a timeline according to the priorities you set, and will calculate probabilities for when milestones will be reached.

Everyone that is working on the project continuously report the work they do, and updates the estimations as necessary, so that the plan always is up to date.

The PlanMinder has eight main pages:

  • Home – This is an overview page that presents the most important information.
  • Time Report – Use this page to report work you do, and update status and estimates for activities you are working on.
  • Work Schedule – Calendar of holidays and vacations. Here you define when you are working, and when you are not available for project work.
  • Kairos – Kairos is an old Greek word for time as in opportune time. This is the project view where you define projects with activities and their relations.
  • Chronos – Chronos is the old Greek word for time as on a timeline. Here you can see the activities laid out on a timeline, and when things are likely top be done. You can see when people are working, and when they are available for new activities.
  • Priolist – This is where you set priorities between projects and individual milestones (prio points), and get an overview of the future on a project level.
  • Reports – This page is for the past. Here you can find out what has happened in projects, and write and read project reports.
  • Settings – This is a page with a collection of tools for managing The PlanMinder. Here you can change passwords, create new users, and handle all customizable settings for The PlanMinder, and license tokens.

Database

The PlanMinder software communicates with a database to share information between all members of a team or organization. When you are logging in, you are logging in to the database. You can install The PlanMinder on any number of computers, but in order to run the scheduler, you need to have valid license tokens for every user defined as a project developer. The license tokens are bound to and stored on the database.

Main Interaction

On all pages there are green buttons at the top that act as the main interaction in the program. These change between the different pages.

The green scheduler button blinks in purple when you should update your schedule, if you have made any changes that affect the schedule.
There might be times when you should update the schedule even if there is no indication of that. So it can be a good idea to do so if you think that something doesn’t seem right.

Warnings – If there is something wrong with the scheduler you will be notified about this with warnings. The warning dialog can be opened by clicking on the warning symbol on the scheduler button in the top-right-hand-corner. Here you can find information about the problem.

User Types

Different types of users – In The PlanMinder there are several different types of users. There are:

  • Observers: Can only look at the program, not edit or change anything (for e.g. CEO who only needs to see what is going on)
  • Regular users: Can edit some things
  • Managers: Can create new projects
  • Admin: Can create new users, delete history and update version of the program.

If you’re logged in to The PlanMinder and find something that you want to edit but are not allowed to. That is probably because you do not have the right authority to be able to edit it. Talk to one of your Admin users if you think you should have a higher authority.

Login

A more detailed guide on how to get started with the login process can be found here.

User Login

This is where you usually Login.

Type in your username and password. You can choose if the program should remember you or not.
Click on the drop-down list to change the login information. Here you will find a list of a maximum of 10 remembered users. If you want to add a new user you add a server address, port number and database name before you can put in a username and password.

Service Login

This Login option is mainly for the Admin, who sets up The PlanMinder for the first time and is responsible for updates and other maintenance.

Click here when you are logging in for the first time. Here you use the login information you received when registering for The PlanMinder.

If there is a mismatch between your version of The PlanMinder and the current version you will be notified about this when you try to login. 
Here you can see what is wrong and find out what you should do to make it right.

The PlanMinder Help - Run Scheduler
Update - ThePlanMinder Help
Reported_time - ThePlanMinder Help
Attention - ThePlanMinder Help
Latest_update - ThePlanMinder Help
Activity_update - ThePlanMinder Help
Update_old - ThePlanMinder Help
Competed_activity - ThePlanMinder Help
Completed_old - ThePlanMinder Help
Completed_ish - ThePlanMinder Help
Completed_ish_old - ThePlanMinder Help

Home

The Home page contains five or six areas with different types of information. This page is available for you to get a good overview of what is going on in all your projects and if there is something in particular you should pay attention to, for your own sake and also to help The PlanMinder maintain the schedule as accurate as possible.

- Express Help -

At the top you’ll find a summary of your reported time for the recent weeks. Use the arrow to go to the Time Report page if you have a lot of not commited time.

See the most urgent things in the attention area, things that needs your attention right away. 

See the latest updates for activities that are assigned to you. 

Add or read ToDo-notes for yourself or someone else.

To the right you’ll find a calendar with everything The PlanMinder has scheduled for you. So you can see what The PlanMinder thinks you should do today to keep the schedule.

If there are any updates available they are found at the very top.

The Home page options in the main interaction area at the top:

  • Run scheduler (updates the scheduler)
  • Update data from server (updates the data to check if someone else has made any changes)

Reported Time

The top area of the page is an overview of your Reported Time. It shows you how much time you have committed for the last five weeks. And a summary of time that has been reported but is not yet committed.

There is also a link to take you straight to the Report Time tab.
When you expand this area you get a list of everyone’s committed time for the last five weeks.

Attention

The left area is the Attention area. Here you get a list of activities, deadlines, checkpoints, discrete risks and external activities that needs attention. Depending on the type of item you get different kinds of information to help you see why they need some awareness. When you expand the area you get more information about each item and links to take you to them immediately. You don’t have to do anything about the items in the list. It is just to help you get an overview of things and give you an easy way to fix them if you want to. The Attention list will be empty when there are no items that need special attention. This list is limited to 25 items.

Last Update

The Last Update area contains a list of the latest activity updates for activities that you are responsible for.

You get information about them. The list is updated and categorizes the entries:

  • Activity Update
  • Old Activity Update
  • Completed Activity
  • Old Completed Activity
  • Completed, but there might be some work left
  • Old Completed, but there might be some work left

Activities are new the first time you open the page after them being updated. Then they will be moved to “old” state and the icon will be gray.
The list is limited to a maximum of 25 posts. If there is only old posts there will only be three visible ones.

Shared Notes

The Shared notes area is the one part of the start page where you can add something yourself.
Here you can add notes to yourself. You can also see other people’s notes. And write on their notepad as well.

Calendar

To the right is the Calendar area. This shows you what The PlanMinder has scheduled for you for each day.
You can change what you see here by switching between your own schedule, someone else’s schedule and everyone’s schedule for today (everyone that is listed as Developers).
When looking at your own schedule you can see a maximum of five different activities for the present day (most of the time there is only one per day). The Calendar shows you about three months from today if you have something planned for that period.

News

The sixth area is the news area at the top.
This is where you get information about new updates for The PlanMinder, information about licenses that needs to be updated and other important information.
This area is only visible when there is something you should be aware of.

Report_time - ThePlanMinder Help
Update_activity_status - ThePlanMinder Help
The PlanMinder Help - Run Scheduler
Update - ThePlanMinder Help
Jump to Project - ThePlanMinder Help
Edit activity - ThePlanMinder Help
Add_from_tree_view - ThePlanMinder Help
Add_empty_line - ThePlanMinder Help
Timer_both - ThePlanMinder Help
Comment - ThePlanMinder Help
Favourite - ThePlanMinder Help
favourites_both - ThePlanMinder Help
Billable_both - ThePlanMinder Help
Change_day - ThePlanMinder Help
Commit_all - ThePlanMinder Help
Commit - ThePlanMinder Help
Commited - ThePlanMinder Help
Problem_commit - ThePlanMinder Help
Filter - ThePlanMinder Help

Report Time

Report time has two tabs:

  • Report time
  • Update activity status

The options in the main interaction area at the top:

  • Run scheduler (updates the scheduler)
  • Update data from server (updates the data to check if someone else has made any changes)

Report Time

The report time tab is where you report how much time you have worked on an activity. This is for The PlanMinder to know how much time that has actually been done on each activity. And even more important, how much time there is left. So that it can keep your schedule up to date all the time.

- Express Help -

Add activities to report time on by choosing one from the tree view or start writing in the select activity box if you know the name (or have a guess) of the activity.

Activities that are on your schedule are already prefilled in the week overview.
To start reporting time you can click on the timer button, or add the time manually in the box connected to the activity.

You need to commit your time reports periodically. By clicking on the commit all button you can commit all of your reported entries at once.

Page Sections

To the left is a tree view. With all projects and activities in it. You can find activities you want to report time on in the tree and add them to the week overview and the time report list.

The top part of this page, the activity information area, contains information about the selected element in the tree view. You can see how much time has been reported on the activity, how much of that time that has been done since the last activity update report and how much work there is expected to be left. 
Here you also find two buttons. The jump to project view button, and edit activity button.  Jump to project takes you to the Kairos view for the current project. The edit activity button opens the dialog box for the current activity.

The middle section, the week overview, contains an overview of a week.

In the bottom section, the time report list, contains all the added activities as a list.

The week overview and time report list can be used separately or together. Depending on your own preference. Just adjust the page by moving the splitter as you like to show or hide either one, or parts of them. Everything that you add to either view will also be added to the other one. So you can just jump between them.

Add new activity

You can add activities to report time on them in several different ways:
  • From tree view 
    • By drag-n-drop
    • Double clicking on them
    • Selecting an activity in the tree view, and then clicking on the add from tree button
  • Typing the name in the select activity box
  • Add the selected activity in the tree view when in the select activity box with the copy to line button
  • Change an already added activity
  • Copy an activity from the time report list with the copy to selected day button
To add an element from the tree view to report time on it you double-click on the activity and it will be added to the week overview and time report list. There is also a button if you would like to add the selected activity from the tree to report time on it. Or you can click on the line with a plus-symbol at the top and just start typing the name of the activity you would like to add in the select activity box. The add new empty line button adds an empty line where you can add an activity in the same way. It is also possible to change an activity that has already been added by clicking on it and type the new name.

Weekly overview

You can add how much time you’ve been working on an activity by adding it manually in one of the boxes. By doing it this way you will get a hint bubble that helps you with what different ways you can add time.

Or you can use the timer function. Just click it to start and click it again to stop it. This way you don’t have to remember how much time you spend on each activity. The timer automatically stops if it is on when it becomes a new day, i.e. if the timer is on and the clock goes past 24:00. This acts as a precaution in case you forget to turn off the timer.

To add a comment in the overview click on the comment icon and just type your comment right in the box.

If you want certain activities to stay on your weekly overview from week to week, you can make them favorites. That will keep them on the overview every week until you remove them from your favorite list.

The activities that The PlanMinder has scheduled for you for the current week are also automatically added to the weekly overview for easy access.

You can also choose to toggle the favorites list on and off.

In the overview you see one whole week, the present week unless you move to another one.

The current day is marked with the purple circle.

The bigger purple selector shows you the selected day (the day that any new additions of activities will be added to), you can move this selector between days as you like.

Time Report List

In the time report list you can add time to activities in the same way as in the weekly overview. 

When clicking in the time box you will get a hint bubble helping you to see how you can add time.
If you add time manually you can for example add 4 hours of work on an activity, and then realize that you have worked 2 more hours on that activity. If you don’t want to calculate how much that adds up to you can just click in the time box for the activity and after the 4 write +2 and The PlanMinder will calculate the total time for the activity. 

In the time report list you have the option to change the activities billable status (if the option is not turned off under the systems settings). You set a billable status for the entire project when creating a project. But this gives you the possibility to change just one activity, or just a few hours of a certain activity if you need to.

You can change what day an added entry is for by clicking on the day circle to the left, and choose another day for the activity.

Here you can also change the type of work for an added activity if the preselected dosen’t fit.

Commit Time Reports

When you’re done with a week (or some other appropriate amount of time) you should commit your work. So that The PlanMinder always is updated and knows how much time there is left on all your activities.

To commit you can either use the commit all button. Which commits the reported time for all the activities at once.

Or you can commit each row one by one if you want to.

The commited rows get a new green symbol so it is easy to see which are already commited.

If there is something wrong with a row (e.g. no activity selected or no time reported) you will be notified with a changed symbol for the commit button.

Update Activity Status

In the update activity tab you can see all the activities that are assigned to you. You can see their status and this is where you update the activities, if you need to adjust how much time an activity will take. Or when you want to report an activity as completed.

- Express Help -

Choose one of your activities from the activity panel that you want to update. Double click it or use the update button in the activity information panel. Make a new time estimate of how much work remains, add a comment and choose a status. 

Urgency indication:

  • Red – You should update the amount of time left, or change the status to completed (min time left is 0)
  • Yellow – Work has been done since last update
  • Green – Recently updated or no work has been done since last update

The activity status tab is divided into three sections. 

Activity Panel

The left side, the activity panel, is an overview of all your activities. This is where you can see all the activities that you are responsible for, displayed as activity cards. The activities are sorted in order of how urgent it is for you to update them. Red activities are the most urgent to update.

The red indicates that the min time left is 0, so you should update the amount of time there is left, or update the status to completed.

Yellow activities means that there has been work done since the last update. So you might need to update the amount of work left.

Green activities are recently updated or there has not been any work done on them sine the last update.

Activity Information Panel

The right side is divided into two parts. The top part, the activity information panel, shows more information about the selected activity.

You can see the status of the activity, the description and how much work there is left. This is where you find the update button to update the status of the activity.
You can also update by double-clicking on an activity card on the left side.

Reports List

The bottom part of this side, the reports list, is a list of all the previous activity updates and time reported for this activity.

These can be sorted by:

  • Work and Updates
  • Work by date
  • Work by person
  • Work by comment
  • Updates only

You can select several elements at once by Ctrl- or Shift-clicking on the once you want. This will show you the total time of those reports in the bottom row.

Workschedule_add - ThePlanMinder Help
Import_holidaycalendar - ThePlanMinder Help
Print - ThePlanMinder Help
Copy_picture - ThePlanMinder Help
The PlanMinder Help - Run Scheduler
Update - ThePlanMinder Help
General_schedule - ThePlanMinder Help
Normal_workday - ThePlanMinder Help
Weekday_holiday - ThePlanMinder Help
Weekday_free - ThePlanMinder Help
Weekday_short - ThePlanMinder Help
Day_holiday - ThePlanMinder Help
Day_free - ThePlanMinder Help
Day_short - ThePlanMinder Help
Base_modifier - ThePlanMinder Help
Exception_modifier - ThePlanMinder Help
Leave_preliminary - ThePlanMinder Help
Leave_requested - ThePlanMinder Help
Leave_vacation - ThePlanMinder Help
Leave_parental - ThePlanMinder Help
Leave_other - ThePlanMinder Help
Reserved_work - ThePlanMinder Help
Partday - ThePlanMinder Help
Overtime - ThePlanMinder Help
Start_from - ThePlanMinder Help
Work_until - ThePlanMinder Help

Work Schedule

Under Work Schedule you make schedule settings so that The PlanMinder can help you with the automatic scheduling. Here you will find a list of everyone who is a developer. You must add content to the schedule so that The PlanMinder knows how many hours each day, week and month everyone works, and when people will not work due to vacations and other reasons.

- Express Help -

Click on the add new entry button to add new entries for your general schedule. Or choose a person to add changes to their personal schedule. Toggle between the general schedule and personal schedules by clicking on the rows on the calendar side.
The new entry can be adjusted in the list on the left side when its been added.

On the left side you can see all added entries to your workplace work schedule, or a selected persons personal schedule, as a list.

The right side shows a calendar with the same information.

The Work Schedule page options in the main interaction area at the top:

  • Add a new schedule entry (choose what type of change you want to add)
  • Import holiday calendar (imports national holidays)
  • Print
  • Copy to clipboard (copies the work area to clipboard)
  • Run scheduler (updates the scheduler)
  • Update data from server (updates the data to check if someone else has made any changes)

General Work Schedule

There is a general work schedule that should contain the general schedule for your workplace. Such as how many hours a normal workday is, what weekdays are free and other deviations from a normal workday. The general schedule entries are shown in the timeline as vertical lines, since they affect everyone’s schedule.

General Schedule entries:

  • Normal work day (number of hours a normal work day is)
  • Weekday is holiday (e.g. Sunday is a holiday)
  • Weekday is free (e.g. Saturday is not a holiday, but is still free)
  • Weekday is short (e.g. you work fewer hours than normal)
  • Day is holiday (e.g. Christmas day)
  • Day is free (e.g. Christmas eve)
  • Day is short (e.g. a day before a holiday might be a shorter workday than normal)

Personal Schedule

If you move from the general schedule to a persons (by pressing the initials of that person) personal schedule, you can add deviations from their personal schedule. Personal schedule entries are shown horizontally in the timeline, per personal row, since they affect a single person. 

Personal Schedule entries:

  • Base modifier (e.g. you work 80 % of a Normal schedule)
  • Exception modifier (e.g. you work 50 % for two weeks)
  • Leave, preliminary (e.g. you might have the day off, but are not sure yet)
  • Leave, requested (requested leave, but is not yet approved by manager)
  • Leave, vacation (approved vacation leave)
  • Leave, parental (approved parental leave)
  • Leave
  • Reserved for work (e.g. occupied for education)
  • Part day (e.g. you work 6 hours instead of 8 one day)
  • Overtime (e.g. you work 2 hours extra one day)
  • Start from (e.g. someone’s employment starts at the 1st of April)
  • Work until (e.g. someone’s employment ends at the 30th of April)
New_project - ThePlanMinder Help
Copy_template - ThePlanMinder Help
New_group - ThePlanMinder Help
Edit_project - ThePlanMinder Help
Print - ThePlanMinder Help
Copy_picture - ThePlanMinder Help
The PlanMinder Help - Run Scheduler
Update - ThePlanMinder Help
Project_idea - ThePlanMinder Help
Project_planned - ThePlanMinder Help
Project_active - ThePlanMinder Help
Project_paused - ThePlanMinder Help
Project_done - ThePlanMinder Help
Project_ongoing - ThePlanMinder Help
Project_closed - ThePlanMinder Help
Project_warning - ThePlanMinder Help
Group - ThePlanMinder Help
Group_warning - ThePlanMinder Help
Activity - ThePlanMinder Help
Activity_complete - ThePlanMinder Help
Activity_complete_warning - ThePlanMinder Help
Activity_ongoing - ThePlanMinder Help
Activity_hidden - ThePlanMinder Help
Activity_warning - ThePlanMinder Help
Start - ThePlanMinder Help
Start_passed - ThePlanMinder Help
Deadline_normal - ThePlanMinder Help
Deadline_warning - ThePlanMinder Help
Deadline_done - ThePlanMinder Help
Checkpoint_normal - ThePlanMinder Help
Checkpoint_passed_not_approved - ThePlanMinder Help
Checkpoint_wait_ok - ThePlanMinder Help
Checkpoint_approved - ThePlanMinder Help
Milestone_normal - ThePlanMinder Help
Milestone_reached - ThePlanMinder Help
Prio - ThePlanMinder Help
Prio_complete - ThePlanMinder Help
External_normal - ThePlanMinder Help
External_in_progress - ThePlanMinder Help
External_done - ThePlanMinder Help
Risk_normal - ThePlanMinder Help
Risk_ok - ThePlanMinder Help
Risk_Fail - ThePlanMinder Help
Search - ThePlanMinder Help
Filter - ThePlanMinder Help
Striped_background - ThePlanMinder Help
Columns - ThePlanMinder Help
View_edit - ThePlanMinder Help
View_normal- ThePlanMinder Help
View_expected - ThePlanMinder Help
View_uncertainty - ThePlanMinder Help
View_remaning - ThePlanMinder Help
Progress - ThePlanMinder Help
Color_group - ThePlanMinder Help
Color_developer - ThePlanMinder Help
Color_date - ThePlanMinder Help
Plusmenu
Plusmenu_light_dark_mode - ThePlanMinder Help
Plusmenu_style - ThePlanMinder Help
Plusmenu_snap_to_grid - ThePlanMinder Help
Plusmenu_centre - ThePlanMinder Help
Plusmenu_zoom_in - ThePlanMinder Help
Plusmenu_zoom_out - ThePlanMinder Help
Plusmenu_reset_zoom - ThePlanMinder Help
New_project
Activity - ThePlanMinder Help
Activity - ThePlanMinder Help
Completed_activity - ThePlanMinder Help
Unscheduled_activity - ThePlanMinder Help
Ongoing_activity - ThePlanMinder Help
Completed_risk - ThePlanMinder Help
Prio_deadline - ThePlanMinder Help
Milestone - ThePlanMinder Help
Prio - ThePlanMinder Help
Deadline - ThePlanMinder Help
Deadline_prio - ThePlanMinder Help
Difference_prio_regular - ThePlanMinder Help
Difference_deadlineprio_deadline - ThePlanMinder Help
Checkpoint - ThePlanMinder Help
Startpoint - ThePlanMinder Help
External_activity - ThePlanMinder Help
Risk - ThePlanMinder Help

Kairos

This is where you create all your projects, and where you edit them. You add all the activities, prio points and other elements to the projects so that you can arrange them, group them and get a good overview of all of its parts. 

- Express Help -

Create or edit your projects.

Click on a category in the tree view. This shows you the projects. Choose the one you want to open.

Right click in the workspace to find the menu.

Double click on an element to open its dialog box to edit its information.

You can move the slider to get more information about the tree elements.

The Kairos page has several options in the main interaction area at the top:

  • New project (creates a new project in the selected category)
  • Clone selected project (clone the selected project to any category)
  • New group (creates new group in the selected category)
  • Edit project (edits the selected project)
  • Print
  • Copy image to clipboard (copies the work area to clipboard)
  • Run scheduler (updates the scheduler)
  • Update data from server (updates the data to check if someone else has made any changes)

Tree view

To the left is a tree view with all your projects divided into categories (if you have any). 

Statuses

Projects have different statuses (which you assign them when you create them):

  • Idea
  • Planned
  • Active
  • Paused
  • Completed
  • Ongoing
  • Closed
  • Warnings

The other elements in the tree view also have icons to symbolize their states:

Groups:

  • Normal
  • Warning

Activities:

  • Active
  • Complete
  • Complete Warning (completed, but there might be some work left anyway)
  • Ongoing (unscheduled work)
  • Hidden (hidden in the treeview, so that no one can report time on it)
  • Open Warning

Startpoints:

  • Normal
  • Passed

Deadlines:

  • Normal
  • Warning (passed the deadline date)
  • Done

Checkpoints:

  • Normal
  • Passed but not approved
  • Warning
  • Checkpoint approved

Milestones:

  • Normal
  • Done

Prio points:

  • Normal
  • Done

External activities:

  • Normal
  • In progress
  • Done

Risks:

  • Normal
  • OK
  • Fail

You can move projects between categories with drag-and-drop. You can move other elements the same way, with drag-and-drop. But you cannot move elements between projects (e.g. activities and milestones).

Settings

The tree view has a few settings in the tree view toolbar:

  • Search
  • Filter
  • Striped Background
  • Show Columns

Show columns expands the tree view to show you more information about the projects. You have six options:

  • Default Time
  • Default Cost
  • Uncertainty
  • Dates
  • Status
  • Graphics Only

You can also change the contents of each column separately. Then you can choose from lots of other information as well. You can get all kinds of information about time, costs and also graphical information on how much time that has already been put into a project and how much is left. 
You can also expand the tree view by moving the splitter to the size you like.

Workspace

To the right you have some options for displaying the projects in the workspace. 
The display options are divided in to View:

  • Edit
  • Normal View
  • Expected Time (graphically shows total amount of expected work for each activity)
  • Uncertainty (graphically shows uncertainty for total amount of expected work)
  • Remaining Time (graphically shows expected amount of work left)
  • Progress (graphically shows work done and work left as pie charts for each activity)

Color:

  • Color by Group
  • Color by Developer (each developer gets its own activity color)
  • Color by Expected Done Date (different colors for when in time activities will be done)

At the top of the workspace there is a toolbar that opens some options for the workspace:

  • Toggle between light and dark mode (work area)
  • Style (text inside or over the edge of the symbols)
  • Snap all to grid
  • Move project to paper centre
  • Zoom in
  • Zoom out
  • Reset zoom and pan

New Project

To add a new project click on the New Project button.
This is where you set up all of your projects details.

The project visibility setting decides if a project will appear in the project tree for a user.

It is divided into:

  • Everyone
  • Regular
  • Need to know
  • Admins

People with Administrator privileges will always see all projects, and the manager of a project will also always see the project they are managing. The Need to Know setting mean that anyone assigned to a task, external activity, as a risk manager or as a checkpoint authority in a project will see that project. The option Regulars will show include the project for all users marked with the Regular flag, and to all that needs to know.

Do not use this feature to hide top secret projects from infiltrating spies. The project can still be seen on the Priority page, the Chronos view page, and to some extent on the Data page. It is intended as a tool to avoid cluttering down the user interface unnecessary for new or temporary team members. In general transparency is good for empowering team members with the information necessary to make good decisions.

You can delete projects if you empty them first. That is if you delete all the elements in a project, then you can delete the entire project by selecting it in the tree and press the delete button.

New Elements

To add new elements to a project right click on the workspace. This shows you the menu.

Menu (Right click)

  • Start point (if your project needs to start on a certain day)
  • Activity (the things that you actually do)
  • Checkpoint (type of milestone that needs to be checked by someone to know that it has been done)
  • Milestone (different kinds of milestones; regular milestones, prio points and deadlines)
  • Risk (if there is a possibility of different outcomes for something, it’s a risk and you can add what should happen if something goes wrong)
  • External Activity (activity carried out outside the own company)

Activity

If you add an activity you get a dialog box where you can add all the information that The PlanMinder needs to schedule the activity.

The most important part of the activity setup is the time estimate. You need to estimate how long the activity will take. This is what The PlanMinder uses to do its automatic scheduling. The more accurate you can estimate how long an activity takes, the more accurate the scheduling will be.

Activities can have different states that are symbolized in different ways.

  • Normal active activity (none or some work done)
  • Completed activity (a ring without fill color, to make it easy to see that it does not need attention)
  • Unscheduled activity (e.g. a risk being scheduled as OK means that the activities on the fail side of the risk won’t be performed and therefore are not beeing scheduled either)
  • Ongoing activity
  • Completed with risk (completed activity but there is a risk of some additional work anyway)

Milestone (prio point)

When you want to add a milestone you create it the same way. Right click on the surface and choose Milestone from the menu. You get a dialog box with settings.
There are four different kinds you can choose from:

  • Milestone
  • Prio point
  • Deadline
  • Deadline prio point

Milestones are important elements since they are what The PlanMinder uses to determine when your projects will be completed. The most important thing to consider with the milestones is if you want to use them as prio points.

The difference between a regular milestone and a prio point is that a milestone is to keep track of when something is done. 
Prio points are milestones that one can prioritize. Things must be linked to a prio point in order to be scheduled.
You can have multiple prio points in a project if you want. E.g. if you want to be able to prioritize different parts of a project differently compared to other projects.

It is the prio points that the scheduler uses to plan your projects. It is also the prio points that you can find on the Priolist page where you can sort them to decide in which order they should be performed. Without prio points nothing will be scheduled. It is also important that you connect your activities with prio points at the end so that The PlanMinder will schedule anything.

A deadline can be a prio point too. If it must be completed by a certain date. Then The PlanMinder will tell you how likely it is that you will be able to reach it in time.

Checkpoint

Checkpoints are similar to milestones. But with a checkpoint you set a person who is the authority of the checkpoint who needs to manually “check” that it has been passed.

Start point

Start points can be used if it is important to have an exact start date for a project e.g. you cannot start the project until September 15th.

External Activity

An external activity is an activity carried out outside of the own company e.g. you order parts to your products from someone else.

Risk

Risks are a special type of item. They can be used if there is a risk that something goes wrong, or you can get different outcomes for something. You add how likely it is that the task will fail. Then you can add activities that should be performed in case the risk falls out on the left side of the symbol. And what should happen when the risk is okay on the right side.
When a risk is scheduled as OK, it means that the activities on the fail side of the risk won’t be performed and therefore are not being scheduled either. 
If a risk falls out there might be activities before the risk symbol that won’t be scheduled instead. Either way the activities that won’t be scheduled are all symbolized in the work space with a cross over the activity.

You are not allowed to have prio points on the fail side of a risk.

Dependency

Lines between elements in your plan represents dependencies. They define in which order Activities may be worked on. In the example, First Activity needs to be completed before work can start on Dependent Activity.

Dependency_help

To create a dependency in edit mode, click on an element to select it. You will see white dots representing dependency connection points. Click on a point to start creating a dependency, and you get a dotted line to your mouse pointer. Click on the target element to create the dependency.

You can click on a dependency line to select it, and use the Del key to delete it. Or you can double click on a dependency to open a dialogue.

If the dependency connects two activities the dialog will have advanced options.

You can define that the first X hours of work in the dependent activity are independent. This will be indicated by blue in the line. Or you can define that dependent activity is independent of the last X hours of work. This will be indicated by red.

These advanced options makes it more difficult to read and understand the plan and the schedule. It is recommended that you use this feature sparingly, and only when it is to inconvenient to split one of the involved activities in two.

Kairos keyboard commands

  • Zoom in (+)
  • Zoom out (-)
  • Space in (i)
  • Space out (o)
  • Delete (delete)
  • Move in tree view (arrow keys)
  • Double-click, in tree view (enter)
  • Snap to grid (F2)
  • Move to centre (F3)
  • Step up in workspace (w)
  • Step down in workspace (s)
  • Step left in workspace (a)
  • Step right in workspace (d)
  • Scale 1:1, centre workspace (h)
  • Scale 1:1, centre workspace (home)
Random_scheduler - ThePlanMinder Help
Print - ThePlanMinder Help
Copy_picture - ThePlanMinder Help
The PlanMinder Help - Run Scheduler
Update - ThePlanMinder Help
Priopoint - ThePlanMinder Help
Person - ThePlanMinder Help
Project - ThePlanMinder Help
Color_person - ThePlanMinder Help
Color_project - ThePlanMinder Help
Color_activity - ThePlanMinder Help
Color_one - ThePlanMinder Help
Boxplot - ThePlanMinder Help
Hide_completed - ThePlanMinder Help
Availability_person - ThePlanMinder Help
Cumulative - ThePlanMinder Help

Chronos

This is where you see your actually schedule. All activities and milestones are laid out as a timeline to give a good overview of when everything is scheduled. And also when everything will be completed.

- Express Help -

Displays information from the scheduler on a timeline. If you have not run the scheduler, all information will not be displayed.

Hover over elements on the timeline for more information.

Organize your timeline by type.

The Chronos page main interaction area consists of:

  • Run a single randomized scheduler
  • Print
  • Copy to clipboard (copies the work area to clipboard)
  • Run scheduler (updates the scheduler)
  • Update data from server (updates the data to check if someone else has made any changes)

Sorting

You can sort your projects in several different ways to get as much information out of the chart as possible. The text at the end of each row changes depending on which type you sort by (it shows the person responsible or hours of scheduled work)

Type:

  • Priopoint (person responsible)
  • People (hours of scheduled work)
  • Project (hours of scheduled work)

You can sort by color as well:

  • By people
  • By project
  • By activity group
  • Or just one color

Extra Information

There is extra information that can be added or removed as well:

  • Boxplots for all the activities. The boxplots shows the uncertainty for each activity.
  • Hide or show completed activities.
  • Show availability probability for people. This shows how probable it is that each person has something to do each day. The darker the color the higher the probability of having something to do.
  • You can turn on milestone cumulative probability distribution. This shows you the probability of a milestone being completed each day.

Dependencies between elements on the timeline are displayed with dependency indicators. The dependencies for an activity are shown when you select that activity in the list. 

Activities that has a crossed over activity symbol in the beginning of the list row, are activities that are not scheduled. This could e.g be due to the activity being on the fail side of risk that is not being scheduled since the risk is resolved as OK.

By clicking on the person symbol on a row you open the change developer dialog where you can change who will be performing the activity. You can also choose several activities and assign all of them at once to another person.

By double clicking on a row you open the activity dialog for that activity.

There is a search tool to help you find specific things in the list view as well.

Green rows = Completed activities

Chronos keyboard commands

  • Zoom in (+)
  • Zoom out (-)
  • Move timeline (arrow keys)
  • Step up (w)
  • Step down (s)
  • Step left (a)
  • Step right (d)
  • Today (h)
  • Today (home)
Print - ThePlanMinder Help
Copy_picture - ThePlanMinder Help
The PlanMinder Help - Run Scheduler
Update - ThePlanMinder Help
Timeline - ThePlanMinder Help
Dates - ThePlanMinder Help
Availability - ThePlanMinder Help
Not_scheduled_priopoint - ThePlanMinder Help
Completed_priopoint - ThePlanMinder Help

Prio list

The prio list page is where you set the priorities for your projects, or more precisely for your prio points. 
Everything that is to be scheduled must have a connection to a prio point. Prio points are what The PlanMinder uses to create the schedule. Here you set the relative priority of all prio points, and can see what effect this have on when they will be reached.

- Express Help -

All prio points off all active projects. Prio number is in which order associated activities will be assigned resources when scheduled.

Edit the order with drag-n-drop. Changing the priority will start the scheduler to update the plan.
Selecting a prio point shows when people are working on that project.
Edit a milestone by clicking on the milestone symbol at the end of a row. Deadlines show probability of being reached on time as a percentage.

  • Timeline: boxplots representing when milestones are likely to be reached. Deadlines shows deadline date as well.
  • Date: same information as dates
  • Availability: when people are busy. Both xxx plan (solid line) and a likelihood (blurred)

Use this tool to see how you can optimize your plans (by changing the order of your prio points).

The main interaction area consist of:

  • Print
  • Copy to clipboard (copies the work area to clipboard)
  • Run scheduler (updates the scheduler)
  • Update data from server (updates the data to check if someone else has made any changes)

The prio list page has three tabs:

  • Timeline
  • Dates
  • Availability

Timeline

The first one is the regular Timeline. Here you get a list of all the prio points that you have in The PlanMinder with project name and milestone name. To the right is the actual timeline where you can see when the prio points are scheduled to be completed.

The priolist is easy to edit with drag-n-drop. When you move something in the list the scheduler will automatically update and you can see the changes immediately.
You can open the prio point dialog box by clicking on the milestone symbol on each row to be able to update the information e.g. change the deadline date.

Dates

The second tab is the Dates tab. Here you get all the different dates for your prio points in plain text.
The PlanMinder Help - Priolist Date

Availability

The third tab shows you the availability for each person. It shows you what activities each person is supposed to be working on each day. This tab also gives an overview of how probable it is that each person has something to do each day. The green color symbolizes when someone has anything to do. The darker the color, the higher the probability of having something to do.
A selected prio point is marked with purple, and all the people that has something to do on that prio point are also purple. In the timeline you can se when the people will be doing work on the particular prio point in the same color.

If a prio point has a yellow ring it means that it has not yet been scheduled. So you should push the schedule button if you want to include it in the calculations.

New prio points are always added at the lowest priority so you have to move them yourself if you want to prioritize them higher.

Completed prio points are listed at the bottom.

If you are looking for a prio point but can not find it. It might be because you have forgotten to make the milestone into a prio point. Check if you have made a regular milestone or a prio point.

If you don’t connect your activities with prio points at the end The PlanMinder wont schedule anything.

The PlanMinder Help - Run Scheduler
Update - ThePlanMinder Help
The PlanMinder Help - Project report tab
The PlanMinder Help - Follow Up
The PlanMinder Help - Explore tab
The PlanMinder Help - Add element
The PlanMinder Help - Move up
The PlanMinderHelp - Move down
The PlanMinder Help - Update report data
The PlanMinder Help - Move out
The PlanMinder Help - Save and quit
The PlanMinder Help - Delete
Help - Sort projects
The PlanMinder Help - Filter
The PlanMinder Help - Reports and updates
The PlanMinder Help - Timeline
The PlanMinder Help - Diagrams
The PlanMinder Help - Work
The PlanMinder Help - Who
The PlanMinder Help - Work type
The PlanMinder Help - Time or Cost
The PlanMinder Help - Pie
The PlanMinder Help - Bar
The PlanMinder Help - By week
The PlanMinder Help - By month
The PlanMinder Help - Palette
The PlanMinder Help - Bar stacking
The PlanMinderHelp - Rotate label
The PlanMinderHelp - Toggle legend
The PlanMinder Help - Toggle 3D
The PlanMinder Help - Copy as text
The PlanMinder Help - Copy image
The PlanMinder Help - Move out
The PlanMinder Help - Palette
The PlanMinder Help - Toggle marks
The PlanMinder Help - Change marks
The PlanMinderHelp - Toggle legend
The PlanMinder Help - Toggle 3D
The PlanMinder Help - Copy as text
The PlanMinder Help - Copy image
The PlanMinder Help - Move out
The PlanMinder Help - Time or Cost
The PlanMinder Help - Bar charts
The PlanMinder Help - Pie
The PlanMinder Help - Bar graph row
The PlanMinder Help - By week
The PlanMinder Help - By month
The PlanMinder Help - Rows and Columns
The PlanMinder Help - Switch rows and columns
The PlanMinder Help - Select deselect
The PlanMinder Help - Select children
The PlanMinder Help - Deselect children
The PlanMinder Help - Deselect all

Reports

The reports page gives you the possibility to create project reports. You can also follow up on your projects by looking at time reports and status updates. See how much work has been done on a particular day. And see some relevant information as diagrams. If you want to explore even further use the explore tab to combine any type of information in a matrix or diagram.

- Express Help -

Create project reports containing the elements that you like.
Follow up on your projects with time reports, status updates, how much work has been done and diagrams.

Explore your projects further; create any type of matrix or diagram with any type of information you want.

The options in the main interaction area at the top:

  • Run scheduler (updates the scheduler)
  • Update data from server (updates the data to check if someone else has made any changes)

The report page is divided into three tabs:

  • Project Reports
  • Follow Up
  • Explore

Project reports

The first is the project report tab. Here you will find a list of your project reports (left column) and this is where you create new project reports and edit them (right column).

To the left is a tree view where you choose which project you want to see reports for, or create a new one for. You will only see projects that you are responsible for.

To create a new report press the add new button in the right column.

To edit an existing report click the edit button on the report row in the left column.

The project reports contains several different elements. The elements that you can choose from are:

  • Info (shows how many hours that has been done and how many are scheduled to be left. And shows you the highest and lowest prioritized prio points.)
  • Summary (text area where you can add a short summary text)
  • Report (The actual report text)
  • Progress (shows a bar chart of work done and work left. Shows one bar for each report for comparison)
  • Milestones (shows the name and date for all the prio point, deadlines and checkpoints in the project.)
  • Notes ((text area only visible to the creator of the report) where you can add text mainly for your own thoughts and things to remember))
  • Headline (one line with a headline text, or emoji if you’d like)

The report contains four preselected elements. When in the edit mode (open by clicking on the edit button in the left column to open the report in the right column) you can add new ones by pressing the add element button. To remove an element just click on the remove button in the toolbar above each element.

The next report you create will contain the same elements as your last one. You can change the elements order in your report by moving them with the move buttons in the toolbar above an element.

The update report data button is there for you to update the progress data. In case someone has commited time since you started with your report.

The progress element can be enlarged and moved out of the list to see it in more detail.

The entire report that you are working on in the right column can also be lifted out of the window into a separate one if you like. By clicking on the edit in new window button on the report row at the top the report will be moved. Reset by clicking on the dock edit window in the right column.

Save and close your report by clicking on the save and close button.

Delete a report by clicking on the delete button.

In the toolbar above the text elements you will find a keyword button. This shows you a list of keywords that you can use to replace a keyword with a number. E.g. you want to add how much time there is left in a project. Then you choose >>EstimatedTotal<< from the list. This will add >>EstimatedTotal<< to your edit side. In the actual report (shown in the left column) you will get the current value for the estimated total time i.e. 128.

Progress changes even for older reports. And only if one report has been deleted that bar will be removed.
Milestones and piecharts only change if they are from the current date.

The keywords that you can use are:

The settings button in the toolbar gives you a menu with some choices:

  • Copy text to new report
  • Use monospace font

You can sort the list of reports in alphabetical order or by date.

It is also possible to filter the list by the different report elements.

Tip:
To open the emoji keyboard press the widows key + . .

Follow up tab

The follow up tab gives you the opportunity to take a closer look at your projects.

This tab is further divided into three tabs of its own:

  • Reports and Updates
  • Timeline
  • Diagrams

Reports and Updates

The reports and updates tab shows information about time reports and status updates. In the tree view you can choose a category, project, group, activity, risk or milestone to get a full list of all time reports and status updates for the chosen element. This includes all reports after the date chosen in the tree and for all developers or the developer chosen, also in the tree view.

The list can be filtered.

For projects the list will only include status updates, not time reports.

Time Line

The timeline shows how much work has been done in each category, project, group, activity, risk or milestone.

The darker the color, the more work has been done this day. The normal color is different shades of green.

There is a hint bubble that will give you more information about the activities that has been done on specific days. To see the four biggest activities for a day, right click the hint bubble to lock it in place, and you get information about what has been done on that day. If there are more than four activities on a day you can try to look at a lower level (e.g. instead of a whole category, try clicking on a single project) to see all activities for that day.

When there has been more than 80 hours of work in one day the color turns to red to indicate an even busier day. The full height of a day in color indicates at least 8 hours.

Diagrams

You can create different types of diagrams. You chose what to show in the diagrams by adding categories, projects or activities from the tree view. Add multiple entries by ctrl-clicking on several entries.

You can chose type of information:

  • Work (sorted by projects)
  • Who (sorted by person)
  • Work Type (e.g. hardware, software or other)

Choose to show the information as time or cost.

And combine that with type of chart:

  • Pie
  • Bar
  • By week (shows information as bars divided by week)
  • By month (shows information as bars divided by month)

You can decide to show one, two or three diagrams at once. Choose between Reported History, Total or Planned Future.

The diagram can be lifted out of the window into a separate one if you like. This gives you a slightly bigger diagram.

For your diagrams you have a toolbar with some settings. For the bar charts you can change:

  • Palette (choose between different color palettes)
  • Change bar stacking (how the bars look)
  • Rotate labels
  • Toggle legend
  • Toggle 3D
  • Copy data as text
  • Copy image
  • Open in new window

And for the pie chart you have:

  • Palette (choose between different color palettes)
  • Toggle marks (turn on or of the information tags for each piece of the pie)
  • Change marks information (choose to show hours or %)
  • Toggle legend
  • Toggle 3D
  • Copy data as text
  • Copy image
  • Open in new window

If there is some information that you can’t see the way you like in the diagrams, try the Explore tab, there you can combine all information however you like.

Explore tab

The Explore tab gives you the opportunity to look at all information from all your projects. Here you can combine everything in either a matrix or different kinds of diagrams.

You can choose to show the information as time or cost. 

Choose between a horizontal bar chart or a regular bar chart.

If you select a row you can chose to show that row as a different type of diagrams. The same goes for columns:

  • Pie Graph
  • Bar Graph
  • Week Series Bar Graph
  • Month Series Bar Graph

You can also open a single cell to see which time reports make up the sum.

You choose what type of information (projects, people or work type) to show as rows, and what type to show as columns. 
At the top you have filter options to give you even more options to add information to your diagrams or matrix.
This is also where you decide for which dates the information should be showed.

In addition to this you can add extra information as additional rows or columns in the matrix or diagram. This is other types of information such as total reported, planned, completed or billable time.

You add these by checking boxes at the bottom of the Rows and/or Columns sections. 

The Explore tab is where you go when you cant find the right summary of information any where else.

By pushing the rows and columns icon that column becomes wider.

At the top toolbar for the rows and columns you can switch places on the rows and columns.

You can also use the buttons to easily select and deselect different levels of the tree:

  • Select/Unselect Siblings
  • Select Children
  • Unselect Children
  • Unselect All
Imaginary_user - ThePlanMinder Help

Settings

The settings page has nine tabs:

  • About
  • Users
  • Categories
  • Work Types
  • Hour Cost
  • System Settings
  • Registration
  • License Keys
  • Manage Data

Users

In the Users Tab you have a list of all the people that in any way can use The PlanMinder licenses you have. The list includes all the different roles that you can have (observer, regular, manager and admin). There is also an imaginary user. This user can be scheduled to do things when you don’t have a real person yet, but you know that someone is going to do these activities.

You can add new users. Or edit the ones that already exist. Here you choose what authorities’ each user should have.

Users can have six different roles:

  • Developer
  • Manager
  • Administrator
  • Team
  • Vacant
  • Regular

To delete users press the delete user button.

There will always be an imaginary user. This user can be used to schedule things before there is a real person who can work with them. 
The imaginary user can do everything at once. That is if you give the imaginary user several activities to work with they will all be scheduled at the same time. It could be used to see the absolute fastest time to complete a project. If everything in a project is scheduled to the imaginary user, you could see how long it would take if you could have one person performing each activity.

Categories

The categories tab is where you create the categories that you want to divide your projects into. You always need to have at least one category. You can easily add new categories by clicking on the New Category button. If you delete a category you always have to move the projects from that category into another category. This is simply done by choosing one of the other categories in the dialog box that opens when clicking on the delete button.

Work Types

For Work Types there also needs to be at least one.
Work Types are divided into Main Work Types and Detailed Work Types. You can add new Work Types of either kind.

In the left column you see your Work Type hierarchy. The right column is the edit section where you can edit the Work Types you already have. And also add new ones and delete them. When deleting a Work Type it is easy to move its content to another type by choosing one of the other Work Types in the dialog box that opens when clicking on the delete button.

Hour Cost

In the Hour Cost tab you can add, edit and delete different hourly costs. You can also move the users from one type of hourly cost to another by clicking on the people button for the cost type you want to move them to.

System Settings

There are five system settings:

  • Use Billable Flag
  • Currency
  • Currency is prefix
  • Currency decimals
  • Start of a typical work day

Registration

Under registration you register your database. You must register your database to obtain license keys. The license keys are necessary to run the scheduler. The scheduler is the core functionality of The PlanMinder.

You can use The PlanMinder without registrering a database. But you will not be able to use the scheduler. 

License Keys

Here you will find a list of your license keys. You can see their status and for how long they are valid. This is where you go to get new license keys when the old once expire. You also get some information about The PlanMinder licensing.

Manage Data

This is where you can make changes to different types of data. You have four options:

  • Handle Time Reports
  • Handle Project Data
  • Delete User
  • Export User Data

Handle Time Reports

Handle Time Reports lets you decide what to do with a persons time reports. Choose from what date you want to manage the reports and for which users.

You can either anonymize the reports and reassign them to another user.
You can merge the dates into weeks, or into months.
The last option is to delete them completely. 

Handle Project Data

Handle Project Data gives you the same options as for time reports. And in addition it gives you options for the entire project.

The project data can either be reassigned to a new user or deleted completely.

The time teports can either be anonymized and reassign to another user.
You can merge the dates into weeks, or into months.
The last option is to delete them completely. 

Delete User

Here you can permanently delete a user. 

You can reassign the users responsibilities to another user.
And handle the users time reports the same way as under the other options.

The time teports can either be anonymized and reassign to another user.
You can merge the dates into weeks, or into months.
The last option is to delete them completely. 

Export User Data

Here you can export all data for a user. This exports the data into a text file that can be inserted into e.g. excel.

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