Getting Started for Project Admins

Planner delivers value by aligning and digitising your current processes. To effectively do this, you as a Project Admin are responsible for setting up your project for success! (Go you!) 💪

 

We’re with you every step of the way.

 

 

Project Setup

 
 
Basic Project Info

In the Project Setup Section of Project Administration, you can edit basic project details such as Name, Sector, Value, Address and more!


Important - The Postcode and Tide Station will determine the location from which your project’s weather data will be derived - check out the weather forecast at the top of your Gantt.


You can also upload your company’s logo - this will appear on visual outputs of your plan.

 
 
 
 
Uploading Location Drawings

In the Locations Section of Project Administration you can upload Location Drawings to visually map your plan to. You can upload as many locations as you like! 🎉


Once you’ve uploaded a Location Drawing, go on and give it a name. This will appear elsewhere on the project so ensure it’s a name your team will recognise.


We recommend cropping your Location Drawing to remove any blank space so the visual mapping of your plan is as large and clear as possible!

Locations without visual maps can also be added and tagged to activities in your plan for analytics.

 

 

 

Project Cadence

 
 
Planning Cycle and Commitment

Considering your planning cycle and the way your project operates can allow you to build a cadence on your project that ensures accurate plans and high performance. If you'd like to lock in plans for the future (similar to the Last Planner System) Planner can commit plans for the project to a specified date.

Configure a Committed Date from Admin Controls and voila! The plan is committed. Committed dates are indicated on the Gantt and the team will need to log delays against changes to the plan on these days.

 
 
 
 
Snapshot Cycle

Aligned with your planning cycle and submissions, Planner takes automated Snapshots of your plan so you never have to. Configure a Default Snapshot Day and Time and you’ll have a weekly record of baselines to compare your current plan against.

 

You can always take custom Snapshots, like for example when Importing from your Master schedule.

 
 
 
Reporting Cycle

You can modify your project’s Default Reporting Day. This will impact the timing and reporting period of your Insight, Daily Briefing and Delay Notification emails.

 

The project team can customise their personal reporting preferences but as the Admin you can set the Default Reporting Day.

 

 

 

Creating Project Attributes

 
 
 
Top-Down or Bottom-up?

Projects work in different ways - some plan from first principle to ensure that logical sequences are constructed and durations considered carefully while others start with a master schedule to make sure that overall priorities are maintained. Planner is built for both. Understanding your project's approach will help maximise your productivity.

 

Do you want to bring activities, calendars and a WBS structure into Planner before assigning them to your team to enrich with detail? Sounds like you’re a ⬇️ Top-Downer ⬇️ and you want to jump to Importing and Connecting Project Data.

 

Or do you want the team managing the work to freely determine the best durations and sequences? If so, you’re a ⬆️ Bottom-Upper ⬆️ and you'll want to read on!

 
 
 
​Project Calendars

Project Calendars can be found on the Calendar page of Administration Controls. This is where you can edit your project’s calendars - perhaps you want to mark a public holiday - or create new ones. Create a new calendar from the control at the bottom or clone an existing. Selecting a calendar type sets a base set of working and non-working days for that calendar. You can then manually select days to mark as non-working. 🗓️

Remember to click Save when you're done and to be sure to inform your team as they may have work assigned to the calendar you are changing.

 
 
 
Project Team

The Team Page in Administration Controls is where you view and edit the structure of your project team.
Each member of the team is assigned a role: Viewer, Editor, Project Administrator (they’re pretty self-explanatory).

 

If a member of the team’s going away, assign them a Delegate and transfer their Planner permissions so work can be covered (thank god for holidays!).
 

Assign a Manager to each member of the team to ensure your project’s hierarchy is complete. Managers have permission to reassign their subordinate’s work.
 

If a Manager, Delegate or Reporting Group member isn’t on Planner simply add them to your project so they can access the plan! 💡

 
 
 
Adding Subcontractors to Your Project

Before Subcontractors can be allocated to your Plan they need to be added to your project. This can be done on the Team Page in Administration Controls.


After adding a subcontractor, assign them a colour! We recommend picking a nice variety of contrasting colours as this will make it easier to differentiate one from another - plus your visual plans will look even better! 👌

 
 
 
Configuring Your Project's Work Breakdown Structure

Configure your project's Work Breakdown Structure (WBS) from the WBS Page in Administration Controls.

You can Import your WBS Codes and Names into Planner in two columns on a CSV document. Easy-peasy!

WBS Codes and Names can also be manually added, edited and deleted.

Create your WBS Structure by clicking and dragging the grey boxes in your WBS Hierarchy Tree.

 
 
 
Adding Resources to Your Project

Before they can be allocated to your Plan, Labour, Plant and Resource Materials need to be added to your project on the Resources Page in Administration Controls.
 

By default, your project will have a preset list of Labour and Plant resources - you can always edit and add to your list of project resources.
 

Click here to find out how to allocate Resources to your plan.

 

You might want to also check out how to view Resources on your plan with the Resources Overlay!

 
 
 
Editing Project Delay Reasons

This feature isn’t available on Planner Basic. Get in touch to upgrade! 🚀 


On the Delays Page in Administration Controls you can customise the list of delay reasons available to your project. By default Planner contains a set of common and known delay reasons which are academically recommended but, if your project is unique, go ahead and add, edit or delete delay reasons that suit your needs.
 

You can mark Delay Reasons as ID recordable. Planner will ask any users assigning ID recordable Delay Reasons for an ID. This is ideal for tracking delays to specific design changes or instructed changes.

 

 

 

Importing and Connecting Project Data

Importing data into Planner is a Top-Downer’s best friend! Find out about Top-Down and Bottom-Up Planning here.
 

Planner can function as a super fast and accessible extension of your master schedule by allowing activities to be imported, assigned to the site teams to be broken down and enriched with data.
 

It's important to consider how you'd like the relationship between your master schedule and Planner to exist over the course of your project as this will shape exactly what you choose to import.

 

Option 1: Planner as Accurate Extension of the Master Schedule (Recommended)

A true Top-Downer will be looking for this solution. Planner as a place where the team can take the activities and sequence of the master schedule and plan in detail over the next 2-4 weeks. As changes occur in the master schedule or new work is added, this can be imported into Planner.
 

To implement this into your planning cadence;
 

  1. (Optional) Enrich any data you would like to in the master schedule with Location, Subcontractor or Owner (email) information in User Defined Fields

  2. Export your master schedule (P6 or MS Project) to an XML file type

  3. Follow the Planner XML Import Quick Reference Guide.

  4. Import either 4 or 12 weeks into the future (longer ranges will make things harder to keep in sync)

  5. Repeat each time your master schedule in updated (monthly typically)

  6. Immediately after import, use Performance Overlay to see how Planner is tracking against the master schedule

 

Notes: 
 

  • This process will ensure that only high conviction master schedule work is imported to Planner and that potential future changes to the master are not prematurely imported to Planner causing unnecessary administration. 

  • Repeat imports will stitch the newly imported activities to the existing activities such that Planner will reflect the master schedule sequence but will adjust for early or late performance of the plan. Applying the Performance Overlay and selecting the automatic snapshot taken during the import will very clearly show the plan vs the master schedule.

 

 

 

Option 2: Planner as a Standalone Short Term Plan

This solution can be applicable if your master schedule is very high level and is unlikely to change in sequence over the duration of the project. If you want to team to build and manage their plans in a bottom-up way but to start from the original sequence, WBS and calendars then here is how to go about it:
 

  1. (Optional) Enrich any data you would like to in the master schedule with Location, Subcontractor or Owner (email) information in User Defined Fields.

  2. Export your master schedule (P6 or MS Project) to an XML file type.

  3. Follow the Planner XML Import Quick Reference Guide.

  4. Import either “All future activities” or “Everything”.

 

 

 

Option 3: Planner as a Replacement for Existing Short Term Plans

This solution can be applicable if your master schedule is very high level and is unlikely to change in sequence over the duration of the project. If you want to team to build and manage their plans in a bottom-up way but to start from the original sequence, WBS and calendars then here is how to go about it:
 

  1. (Optional) Enrich any data you would like to in the master schedule with Location, Subcontractor or Owner (email) information in User Defined Fields.

  2. Export your master schedule (P6 or MS Project) to an XML file type.

  3. Follow the Planner XML Import Quick Reference Guide.

  4. Import either “All future activities” or “Everything”.

 

 

 

Export

There are two ways to export data on Planner, depending on your intended goal with the data.

 

Use the Project Menu to navigate to Planner's Export feature.

 

 

 

Export Plan

Exporting your plan outputs your Groups and Tasks with all assigned dimensions of data into a CSV file. This is ideal if you decide you want to take your plans someplace else (unlikely!) or if you want to add data back to your master schedule.

 

 

 

Export Delay

Exporting Delay outputs project performance data logged against every day of each Group and Task on your plan into a CSV file. This is perfect if you want to import performance data to a Business Intelligence or analytics tool.

 

Note! Export Delay is only available for paid Planner projects.

 

We also offer custom API integrations for large and enterprise customers so your BI tool can be permanently connected to Planner.

Can't find the answer to your question and need help?

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