Using FastTrack Schedule Go can be a great way of easily sharing your schedules and creating reports when you’re out in the field. However, there are certain situations where you might not need to send an entire schedule to a colleague or client. For example, we could prepare monthly schedules for each of the resources on our team, so that they can easily see the work they are required to do without seeing the work of any other resources.
By utilizing a combination of the Filters tool in FastTrack Schedule 10 and FastTrack Schedule Go, you can easily create and send personalized schedules to each resource in your project. The resources can then take the schedules even further to break the work down into smaller reports based on their own specific criteria.
In the FastTrack Schedule 10 file below, we have a simple schedule that highlights three phases within a project. There are several resources that are shared across each of the phases.
As we have seen before, we can easily create and run a filter to see the work for only one of the resources within the project. For example, here we have run a filter to see all of the tasks that Steve is assigned to throughout the project.
Typically, when we share our schedule with users they are able to see all of the data in the project, unless we choose to send them an image in which case they lose the ability to change which data is displayed. However, using FastTrack Schedule Go and a filtered file we can limit what data is visible.
Our next step is to save our file in FastTrack Schedule 10 with the desired filter applied. Once we have done this, we can place it in Dropbox, or email it to the specific user. In FastTrack Schedule Go the team member can then open and view all of the work in their schedule.
When you open the file you may notice that there is a red box with the letter “O” beside the file name. This is called the Omit symbol and it indicates that the file has been opened with a filter applied. This means that Steve can only view his activities and not those assigned to other resources in the project.
Even though this schedule doesn’t show the entire project, Steve (or any other user) can still choose exactly what info they wish to see. For example, if the user wanted to get an even closer view and show only the work for that resource within the current month, another filter can be applied.
Now that the user has the ability to create a personalized view of their work, they can easily save the file as an image and later print it to create an easy-to-use calendar of their tasks.
In addition to viewing the schedule through the Omit view, you can also view any of FastTrack Schedule Go’s Dashboards when using Omit as well. This gives both resources and project managers a powerful way of viewing all of the details relating to a specific resource’s tasks. Here, we can see some of the key performance indicators for Steve’s tasks such as the Health and Total Cost of all work that he is responsible for within the project.
Sharing schedules can always be a very helpful tool when communicating with the resources and clients involved with a project. However, there can always be the risk of over-communication and sending somebody information that they weren’t supposed to see. By using a combination of FastTrack Schedule 10’s filters and FastTrack Schedule Go’s Omit capabilities, we can be sure that only the exact data we wish to share actually is shared.
Have you ever run into issues when trying to share data with team members or clients? How can using these combined features help you better manage what data you are sharing?