Overview

Once a Progress Monitoring Schedule is live, it may need to change as the project develops.

New areas of work may be introduced, Tasks may need to be added or removed, the programme may change, or the way work is allocated and monitored may need to be updated.

RDrive allows you to manage these changes without having to recreate your Progress Monitoring Schedule.

This guide covers the key ways to manage and maintain an existing Schedule, including: 

Managing Tasks – add or remove Tasks from an existing Task Set Profile

Updating the Schedule – make quick changes directly through Task Manager 

Managing Teams – update the Lead Team or responsibility for scheduled work

Whether you're making a small adjustment or responding to a larger change in the project programme, this guide will help you keep your Schedule and Progress Monitoring configuration up to date.

Important: Changes made to a live Schedule may affect progress calculations and reporting. Before making significant changes, consider whether progress has already been recorded against the affected Tasks or Items.

TABLE OF CONTENTS

• Overview
• Managing Tasks
  • Adding or Removing Tasks from a Task Set
    • Adding a New Task to a Task Set
    • Removing a Task from a Task Set
    • Review Before Publishing
• Updating the Schedule
  • Manual Update
    • Step 1 – Add the New Task
    • Step 2 – Link the Task to a Location
    • Step 3 – Deploy the Task Set
    • Schedule Updated
  • Updating a Schedule Using Bulk Update
    • Step 1 – Export the Schedule
    • Step 2 – Find the Required Level
    • Step 3 – Add the New Tasks
    • Step 4 – Select the Task Set and Location
    • Step 5 – Save and Upload the Updated Schedule
    • Step 6 – Check the Updated Schedule
• Managing Teams
  • Changing the Lead Team
    • To change the Lead Team
  • FAQs & Troubleshooting

Managing Tasks

Tasks form the main activities within your Progress Monitoring Schedule.

During the life of a project, you may need to:

• Add a new Task
• Remove an existing Task
• Re-add a Task that was previously removed
• Add or link Items to a Task
• Change the Team responsible for a Task

The following sections explain how to manage these changes.

Adding or Removing Tasks from a Task Set

As a project progresses, the Tasks required for a particular type of work may change. You can update an existing Task Set Profile to add new Tasks or remove Tasks that are no longer required.

When the updated Task Set Profile is published, RDrive updates the Task Sets that have been deployed from that Profile.

Important: Publishing changes to a Task Set Profile can affect Task Sets already deployed from that Profile. Before publishing, review the changes shown by RDrive and consider whether any existing Task Sets need to remain on their current version.

Adding a New Task to a Task Set

Use this option when an additional Task needs to be introduced to an existing Task Set.

1. Open Progress Monitoring and navigate to Task Sets.
2. Select the Task Set Profile you want to update.
3. Add the required Task to the Profile.
4. Configure the Task as required, including its Code, Title and any associated configuration.
5. Save the changes to the Task Set Profile.
6. The Task Set Profile will be placed into Draft while the changes are being made.
7. Once you are happy with the update, Publish the Task Set Profile.
8. Review the changes displayed before publishing. RDrive identifies the Tasks that are being added, changed or deleted.
9. Select Next, enter a Publish message, and complete the publication.

Once published, the updated Profile is used to update Task Sets that have been deployed from it.

Removing a Task from a Task Set

If a Task is no longer required, it can be removed from the Task Set Profile.

This may be useful where the scope has changed, a Task was added incorrectly, or an activity is no longer required for that particular Task Set.

• Open Progress Monitoring and navigate to Task Sets.
• Select the relevant Task Set Profile.
• Locate the Task you want to remove.
• Select the three-dot menu at the end of the Task.
• Select Delete.
• The Task is removed from the draft version of the Profile.
• When you are ready to apply the change, Publish the Task Set Profile.
• Review the publication summary. The removed Task is highlighted as a Delete, allowing you to check the change before continuing.
• Select Next.
• Enter a Publish message and complete the publication.

Review Before Publishing

The publishing screen is particularly useful when maintaining an existing Task Set Profile.

RDrive identifies changes as:

• Add – a new Task has been introduced.
• Change – an existing Task has been modified.
• Delete – a Task has been removed.

Review this list carefully before publishing, particularly when the Task Set Profile is already being used within live Schedules.

Updating the Schedule

As your project progresses, you may need to expand the Schedule to include additional Locations.

For example, a new apartment, floor, area or phase may be introduced after the original Progress Monitoring Schedule has already been created.

Rather than creating each required Task individually, you can add the new Task to the Schedule and deploy the appropriate Task Set against it.

This can be done manually or by updating and re-importing the schedule

This allows the Tasks already defined within the Task Set Profile to be created for the new Location, helping maintain a consistent structure across the Schedule.

Example

If a Schedule is monitoring apartment fit-out and Apartment 105 is added to the project, you can add Apartment 105 to the Schedule and deploy the existing Apartment Fit-Out Task Set.

The required Tasks can then be created against Apartment 105 using the same Task Set structure already being used for the other apartments.

Manual Update

For smaller changes, you can add a new Location directly within the Schedule.

For example, if an additional apartment is introduced after the Schedule has already been created, you can add the apartment manually without needing to perform a full bulk update.

Step 1 – Add the New Task

1. Open the required Schedule in Task Manager.
2. Open in Edit Mode.
3. Select Add New Task.
4. Enter the required WBS.
5. Enter the Task Name.
6. Drag the new Task into the required position within the Schedule.
7. Repeat the process for any additional Tasks that need to be added.

Tip: Check the position of each new Task within the Schedule before continuing to make sure it sits within the correct part of the WBS structure.

Step 2 – Link the Task to a Location

Once the Task has been added, it needs to be linked to the appropriate project Location.

1. Select the new Task.
2. Open Properties.
3. Select Metadata.
4. Link the Task to the required Location.
5. Repeat for any other Tasks you have added.
6. Once you have added and linked all the required Tasks, Save and select Close Edit to finish editing the Schedule.

Linking the Task to a Location ensures that RDrive knows where the scheduled work is taking place and allows the appropriate Task Set to be deployed against it.

Step 3 – Deploy the Task Set

1. Go to Settings.
2. Open Task Set Profiles.
3. Locate the required Task Set Profile.
4. Open the Task Set menu.
5. Select Deploy.
6. Select Add.
7. Select the newly added Schedule Task.
8. Select OK to complete the deployment.

The Task Set is now deployed against the new Schedule Task. 

Schedule Updated

Your Schedule has now been updated.

The new Task has been:

• Added to the Schedule
• Positioned within the correct WBS structure
• Linked to the appropriate Location
• Associated with the required Task Set

You can now check the Task within the Task Viewer to confirm that the expected Items and Progress Monitoring configuration are available.

Updating a Schedule Using Bulk Update

For larger Schedule changes, Bulk Update provides a quicker way to add multiple Tasks rather than creating each Task individually within Task Manager.

This is useful when, for example, several new apartments, plots, rooms or other scheduled areas need to be introduced at the same time.

The Schedule is exported to a spreadsheet, where the required rows can be added and configured before the updated file is uploaded back into RDrive.

Step 1 – Export the Schedule

1. Open the required Schedule.
2. Select the option to Bulk Update the Schedule.
3. Export/download the Schedule spreadsheet.
4. Open the downloaded file in Excel.

The spreadsheet contains the existing Schedule structure, allowing you to identify exactly where the new Tasks need to be inserted.

Step 2 – Find the Required Level

Locate the part of the Schedule where the new Tasks need to be added.

To make the Schedule easier to work with, collapse the levels you do not need so that you are only viewing the relevant part of the Schedule structure.

Once you have found the correct position:

1. Collapse any Schedule levels you do not need.
2. Identify where the new Tasks should sit.
3. Insert new rows at the required position.

This allows you to add the new Tasks directly alongside the existing Schedule structure.

Tip – What is a WBS?
WBS stands for Work Breakdown Structure. It provides the hierarchical structure used to organise Tasks within the Schedule.
Each WBS must be unique at its level. When adding new Tasks, make sure the WBS you enter does not duplicate another Task at the same level of the Schedule.
Think of the WBS as the code that identifies where a Task sits within the Schedule hierarchy. Each WBS must be unique at its particular level

Step 3 – Add the New Tasks

Using the newly inserted rows, enter the details for each Task you want to add.

For each new Task:

1. Enter the appropriate WBS.
2. Enter the Task Name.
3. Check that the Task has been inserted at the correct level within the Schedule.
4. Repeat for each additional Task required.

Use the existing Tasks around your new rows as a guide to the structure and information required.

Important: Pay particular attention to the WBS. Each new Task needs the correct WBS for its position within the Schedule and it must be unique at that level.

Step 4 – Select the Task Set and Location

For each new Task, select the appropriate:

• Task Set
• Location

The Location identifies where the scheduled work relates to within the project.

The Task Set identifies the set of Tasks/Items required for Progress Monitoring at that Location.

Complete these fields for each of the new Tasks being added.

Step 5 – Save and Upload the Updated Schedule

Once all new Tasks have been added:

1. Review the spreadsheet and check the new rows.
2. Confirm that each new Task has a unique and appropriate WBS.
3. Check that the correct Task Set has been selected.
4. Check that the correct Location has been selected.
5. Save the completed spreadsheet.
6. Return to RDrive and upload the updated file through Bulk Update.

RDrive will use the information in the spreadsheet to update the existing Schedule.

Step 6 – Check the Updated Schedule

Once the Bulk Update has completed, open the Schedule and check that the new Tasks have been added correctly.

Confirm that:

• Each Task appears in the correct position.
• The WBS structure is correct.
• Each Task is linked to the correct Location.
• The correct Task Set has been selected.
• The expected Progress Monitoring Tasks and Items are available.

Your Schedule is now ready for Progress Monitoring.

Manual Update or Bulk Update?
Use Manual Update when you only need to make a small or quick change to the Schedule.

Use Bulk Update when you need to add multiple Tasks or make larger changes to the Schedule structure.

Whichever method you use, the same principle applies: the Schedule Task needs to be in the correct position, linked to the appropriate Location, and associated with the correct Task Set.

Managing Teams

Each Task within Progress Monitoring is linked to a Lead Team.

The Lead Team identifies who is responsible for the work and, importantly, controls who can raise the Items associated with that Task.

Important: Only users belonging to the Lead Team can raise the Item against the Task.

If responsibility for the work changes during the project, the Lead Team should therefore be updated to ensure the correct Team can continue raising and managing the required Items.

Changing the Lead Team

If a different Team takes responsibility for the work, update the Team within the Task Set.

To change the Lead Team

1. Go to Settings and open Task Set Profiles.
2. Select the required Task Set Profile.
3. Locate the Task that needs to be updated.
4. Edit the Lead Team and select the new Team responsible for the work.
5. Save the change.
6. Publish the updated Task Set Profile.
7. Review the changes before completing the publication.

Once published, the updated Lead Team will be applied to the relevant deployed Task Sets.

Remember: If a user cannot raise an Item against a Task, check the Lead Team first. The user must belong to the Task's Lead Team to be able to raise the Item.

FAQs & Troubleshooting

Q: Should I use Manual Update or Bulk Update? 
A: 

Use Manual Update for quick changes where only one or a small number of Tasks need to be added.

Use Bulk Update when you need to add multiple Tasks or make larger changes to the Schedule structure.

Q: What is a WBS? 
A: WBS stands for Work Breakdown Structure. It is used to organise Tasks into a hierarchy within the Schedule.

When adding a new Task, its WBS must be unique at that level of the Schedule.

Q: Can I add a new Task to an existing Task Set? 
A: Yes. Update the relevant Task Set Profile, add the new Task and then publish the updated Profile.

Remember that publishing changes to a Task Set Profile can affect Task Sets already deployed from that Profile.

Q: What happens if I remove a Task from a Task Set Profile? 
A: When the Task is removed and the updated Task Set Profile is published, RDrive identifies the change as a Delete.

Always review the changes shown during publishing before applying them to Task Sets already in use.

Q: Why can't a user raise an Item against a Task? 
A: Check the Lead Team assigned to the Task.

Only users belonging to the Task's Lead Team can raise the Item. If responsibility for the work has changed, update the Lead Team within the Task Set Profile and publish the change.

Q: What should I check after updating my Schedule? 
A: 

Check that:

• The new Tasks appear in the correct position.
• Each WBS is correct and unique at its level.
• Tasks are linked to the correct Locations.
• The correct Task Sets have been deployed.
• The correct Lead Teams are assigned.
• The expected Items are available in Task Viewer.

This is particularly important when changes are being made to a Schedule that is already live and recording progress.