...
Your monday boards will be used to populate the scope of the box. No matter the size of the project or the complexity of your portfolio, one box can hold any amount of your monday boards.
Navigate in BigPicture
...
In BigPicture PPM for monday.com there are available the following modules:
The Overview module is dedicated to creating, editing, and organizing boxes. Switch between the Kanban, Hierarchy, and Timeline modes to organize and visualize data the way you want.
The Gantt module is all you need to visualize your project roadmap quickly and monitor its execution.
Use advanced scheduling based on customizable dependencies of various types and parent-task to sub-task relationships between tasks.
Focus on important aspects of your project with information available in the customizable columns.
Inline edit all essential information in one place while having the timeline visible simultaneously.
Track any crucial information in the Infobar and see your team members’ workload details in the Resources panel, also without losing the context of your Gantt timeline.
The Resources module helps you monitor capacity and distribute workload. You can easily switch between the Individual and Team views.
The Teams module allows you to create new BigPicture teams or assign existing ones to manage their members and availability.
The Calendar module allows you to stay organized and see all upcoming tasks and important dates in the form of a traditional calendar view.
Organize your monday boards and items in BigPicture boxes
...
BigPicture boxes let you aggregate monday boards from across all workspaces into portfolios. You can use sample data to learn BigPicture functionality or go ahead and create a box containing your monday boards.
Visualize timelines and roadmaps effortlessly
Create and organize tasks directly on the Gantt chart
The Gantt chart in BigPicture provides a detailed visualization of the project’s scope on the timeline. You are free to create monday items without leaving the chart. Moreover, monday items can be conveniently organized and adjusted.
...
...
Use basic tasks as placeholders for temporary work
BigPicture basic tasks are versatile and serve well as notes and placeholders. Basic tasks are tasks stored by BigPicture but NOT synchronized with monday. However, you can convert basic tasks to monday items at any time.
Basic tasks can be viewed in:
the Gantt module
the WBS widget
the Resources module
the Calendar module
Convert a basic task into a monday item
To convert a basic task into a monday item:
Go to the Gantt module.
Right-click on the basic task.
Select the Convert to monday item option.
Select a board and group to which the task will be added.
Click Convert to confirm.
Visualize your roadmap with the Gantt module
https://www.youtube.com/watch?v=qXNnJ-4WR3Y&list=PLYrb3RRWvKEaBprpSycwjGz7FK-XvyDGs&index=5
The BigPicture Gantt module comes in handy to visualize your project roadmap.
The Gantt module includes four key elements:
Customizable task list (Work Breakdown Structure - WBS).
Timeline with a high-level overview of the entire project, with tasks and dependencies that visualize your work items and include auto-scheduling.
Resources panel that shows your resources’ workload. You can easily notice over and under-allocation of resources.
Infobar that highlights the most important information related to your project, e.g. Overdue tasks, Critical path, Dependencies, and Milestones.
All these elements empower the way your roadmap is presented. Let the Gantt module develop high-level roadmaps for you.
Automate task scheduling and visualize relations
https://www.youtube.com/watch?v=SbKHrCQdVDc&list=PLYrb3RRWvKEaBprpSycwjGz7FK-XvyDGs&index=6
Let’s use BigPicture PPM for monday.com to enable cross-project management for dependencies among items from different monday boards. BigPictureprovides a number of automation mechanisms that help you save time and keep hundreds of tasks under control and within deadlines. BigPicture allows you to automate task scheduling and create dependencies between items from various monday boards.
Dependencies are relationships between tasks, milestones, and other items. The mechanism can simultaneously move one or more tasks linked to a task that is being moved. By defining dependencies, task dates, and other initiatives are updated automatically as a result of changes made to a project.
BigPicture can schedule the task based on dependencies, task structure, and other factors. To learn more about the scheduling rules, go to this page.
There are five different modes explained further below:
Auto basic (default mode)
Auto bottom-up
Auto top-down
Manual
Locked
Dependencies
Soft dependencies
In BigPicture, No action dependencies are called Soft dependencies and are used to mark relationships between tasks without changing their dates (indicating that tasks are thematically related).
You can also create dependencies between items from different monday Boards.
Soft dependencies are marked on the Gantt chart with a dashed line.
Strong dependencies
In BigPicture, Strict and Flexible dependencies are called Strong dependencies and they can cause task date changes, as they are mainly used for scheduling.
BigPicture provides great possibilities for defining four types of dependencies, setting them in ASAP or non-ASAP mode as well as adding a time interval between tasks (called “lag time”). You can also create dependencies between items from different monday Boards. Strong dependencies are marked on the Gantt chart with a solid line.
Lag time
It is the time period calculated in days by dividing the linked tasks. Lag time has the highest priority over other dependency properties. In both ASAP and non-ASAP modes the lag time will be respected and applied regardless of other circumstances. The type of dependency determines which date (Start or End) of the source task the lag time will be added to.
ASAP mode
Always schedules the target task to take place “as soon as possible”, according to dependency type. This renders the target task strictly dependent on the source. Therefore, it will be impossible to drag and drop it, neither to the future nor the past. The target task will always revert to its position previously calculated by scheduling.
Dependencies in monday.com vs. BigPicture
Dependencies existing on the monday side as well as on the BigPicture side will run parallel scheduling mechanisms affecting task dates. If monday board has a column with Strict or Flexible dependencies, this means that dependencies in BigPicture should NOT then affect tasks. Otherwise, various scheduling mechanisms would lead to setting incorrect dates on tasks.
Identify potential over and under-allocation of your resources with BigPicture
https://www.youtube.com/watch?v=ZFA5hUVV290&list=PLYrb3RRWvKEaBprpSycwjGz7FK-XvyDGs&index=8
Prevent over-allocated resources
BigPicture is a great solution to balance the workload and avoid over and under-allocation of your resources. You can analyze the capacity and workload of individual resources and teams. The Resources module provides easy access to information about over/under-allocated resources. Using the Resources module, you can analyze:
Workload - amount of work already assigned to a resource
Capacity - amount of work a resource can perform
Remaining Capacity - the difference between capacity and workload
Workload and capacity values can be expressed either in hours or story points.
Different colors make it easy to see if you have met or exceeded an individual’s or team’s capacity:
Green for under-allocation (workload less than 75%)
Orange for moderate allocation (workload between 75-100 %)
Red for overallocation (workload over 100%)
With BigPicture you can balance the workload directly in the Resources module:
Change the assigned resource to a person who’s not overloaded
Extend a task on the timeline, or
Adjust the task start and end dates
Assignee
Many BigPicture features, like workload and capacity calculation, are done based on the assignee of a task.
The BigPicture assignee field corresponds to the first people column we find on a monday board (first from the left). If multiple people are in a column of monday board, the first person listed is considered an assignee.
Gantt module - add the "assignee" column and use inline editing to add/change the assignee.
Resources module - to change the assignee:
move a task to a different swimlane (using drag-and-drop) or
open the task details pop-up and change the assignee
Estimates
You can use estimates to plan your work, track progress and manage workload distribution. BigPicture lets you use the Original Estimate (hourly) and Story points.
To use estimates, add columns to your monday boards:
Original Estimate - automatically mapped to the first “Number” type column to the left, containing one to the phrases: “original estimate”, “original”, "planned effort" or "planned hours".
Story Points - can be mapped in App Configuration > General > Fields (remember to first add a story points column (numbers type) to your monday boards).
BigPicture needs values to do calculations. Fill in the estimate fields of your tasks.
Once you have added the estimation data, you can start working with the Resources module. Make sure to adjust the view to match the needs of your analysis:
"View" menu lets you select what is shown on a timeline below
"Effort mode" changes what the calculations are based on
Aggregation can be changed in the "scale" menu
Make sure to navigate to the right spot on the timeline
Skills panel
Skills help you manage the workload. You can easily match tasks with resources (and teams) based on what is required to complete a task and who has the needed abilities.
You can select the skills at the task level. The related effort is used to calculate the skill demand and is evenly distributed over the task's duration. The skill demand will be displayed in the Resource module's Skill panel. First, you need to:
Define the skills
Add skills to users
Add the skill widget to your monday board
Select the required skills at the item level
Find the perfect match
The feature that suggests the best-suited assignees available for the job based on their capacity and defined skills. This way, you don’t have to look for an assignee manually.
Monitor capacity and distribute workload with BigPicture
https://www.youtube.com/watch?v=Hr4XZqi_8II&list=PLYrb3RRWvKEaBprpSycwjGz7FK-XvyDGs&index=7
Most PPM tools don’t allow their users to manage resources on the portfolio level. This can cause organization-wide problems and hinder successful capacity planning or resource allocation. Fortunately, a handful of tools support portfolio-level management of resources. BigPicture is one of them. BigPicture helps you monitor capacity and distribute workload across the whole organization. You can manage all resources from a single place. That includes every project and program located in the portfolio. Think of it as a management command center. Combining resources from all projects and programs allows for more comprehensive and easier allocation and monitoring.
Resources Panel (Gantt Module)
The Resources panel in the Gantt module allows for a comprehensive check of how much work has been assigned. The numbers in color-coded bars show the workload assigned to a given person.
Workload vs capacity thresholds
When a resource has no assigned tasks, then no workload is displayed. The workload can stand as follow:
with less than 75% of the capacity, the bar turns Green (under-allocation)
between 75% and 100% of the capacity, the bar turns Orange (moderate allocation)
over 100% of the capacity, the bar turns Red (overallocation)
Effort mode
With a rule in mind, the effort has to be evenly distributed over the duration period. There are three effort modes to choose from:
Original estimate - the mode to show planned workload versus the resource capacity.
Remaining estimate - the mode to show workload history (spent time), and the remaining workload versus the resource capacity.
Story Points - 1 day equals 1 story point.
Original estimate
Original estimate mode is used during the planning phase as the original estimate of time tracking applies. Assignees are assumed NOT to start logging the work yet.
Remaining estimate
Theremaining estimate mode applies to monitor the project’s execution, as the remaining estimate of time tracking is used. The remaining effort is evenly distributed starting from the current date.
With the mode selected, the remaining duration is evenly distributed over the remaining duration of the task, starting from the current date and the spent time is evenly distributed over the past duration.
Story points
Thestory point mode allows monitoring of the project’s execution. Just make sure the story points value has been chosen for tasks.
Aggregation mode
With BigGantt, the workload shows the aggregated values in the following intervals:
Daily
Weekly (a week counts from Monday to Sunday)
Monthly
Customize the timeline view to track progress and deadlines with ease
...