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Weekly Project Status meetings

Added by Kyle Skrinak over 5 years ago

We’ve started using a local instance of OpenProject 5.0.21. We’ve defined parent projects by general type, i.e., Symfony, Drupal, and Legacy Web Apps. Each parent project contains n subprojects, which is the extent of the project hierarchy. We then use “work packages” for subproject tasks.

We hold weekly meetings across all three parent project types. We report on all active subprojects until completion. If we have no work to report for the week, that’s fine, but we’d like to have that noted. Our previous meeting agenda was a simple list-based table: project name, who’s responsible, and weekly update. We used SharePoint for this.

I’m having a devil of a time seeing how we can do something similar in OpenProject. I’m open that I’m simply thinking about this wrongly, but we can’t be the first shop that has a similar weekly project status meeting.

Thank you in advance.


Replies (5)

RE: Weekly Project Status meetings - Added by Robin Wagner over 5 years ago

Hey Kyle,

the Gantt chart provides a good overview across multiple projects (or the timeline in previous OpenProject versions).
You should update to the latest OpenProject version (7.3) to use the Gantt chart feature.

From the global work package list (Modules > Work packages) you can filter for the projects you want to display and show all the included work packages.
By assigning start and due dates to the work packages you can see right away which tasks are relevant for the current week (you can also filter for the current week to only show those work packages).

By customizing the columns which are shown, you can display many attributes, including project name, responsible and custom fields (which could be a weekly update which you manually change).

Alternatively, you can use project comparisons to see which changes have occurred compared to the previous week to get an update of the latest project status.

In order to learn how to do this, take a look at the timeline user guide

RE: Weekly Project Status meetings - Added by Kyle Skrinak over 5 years ago

Robin,

Thank you for helping me.

  1. I see the Modules > Work packages filterable view. However, I cannot filter where a project has the parent of “Drupal Projects.” Iterating weekly through selecting a dynamic lists of child projects leaves me cold.
  2. HOWEVER, thanks to exploring your recommendations, I see Modules > News, where I can have various team members share their notes for the project, and view the aggregate notes at /news. This may work well for us.

RE: Weekly Project Status meetings - Added by Robin Wagner over 5 years ago

Kyle,

if the list of subprojects changes frequently but the main projects always stay the same you can follow this approach:

  • Go to the main project (e.g. “Drupal Projects”) and - on the work package page - filter for “Subproject: All”. This will always show the work packages for both the parent project (“Drupal Projects”) and the work packages in the subprojects.
  • If you want to display not only the work packages in one of the main projects (e.g. “Drupal Projects”) but for several projects (e.g. “Symfony”, “Drupal Projects”, “Legacy Web Apps”) you can create a common parent project (e.g. “Software projects”) and filter in this project for “Subproject: All”. The filter does not only show the direct child projects but als deeper hierarchies (grandchild projects etc.). Therefore, not only are the work package for the parent projects shown (e.g. “Symfony”, “Drupal Projects”, “Legacy Web Apps”) but also their subprojects.

RE: Weekly Project Status meetings - Added by Kyle Skrinak over 5 years ago

Robin,

You are most helpful, thank you. You’ve caught my interest with the “common parent project” or later, suggestion. However, I’m confused as to where I configure, as you typed; “filter in this project for ‘Subproject: All’.” Which view are you talking about here? I know it’s not “Work packages.”

FYI; our sysadmin bumped our version up to 7.2.3.

Best regards,
Kyle

RE: Weekly Project Status meetings - Added by Robin Wagner over 5 years ago

Kyle,

you can do this by navigating to the parent project (e.g. “Software projects”) and selecting “Work packages” from the side menu.
You can then click on the “Filter” button and select “Subproject” from the dropdown menu. Select “all” as the operator (or select “is” and select the projects you want to display).
You can then group by the project and activate the Gantt chart.

Here is an example:

You can see an example for the other approach (filtering for all projects) in this forum thread.

Best regards,
Robin

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