Concept Draw Office Lessons (pc Version)1
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ConceptDraw Office Lessons. MS Windows Version. Contents 1. Introduction ...................................................................................................................................
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1.2. About ConceptDraw .......................................................................................................................................................... Office 2 1.3. An Integrated .......................................................................................................................................................... Solution for Knowledge Workers 2 1.4. About InGyre .......................................................................................................................................................... Technology 3
2. Creating ................................................................................................................................... a Gantt Chart using ConceptDraw MINDMAP tools 2.1. 2.2. 2.3. 2.4.
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Making a Task .......................................................................................................................................................... List 3 Organizing.......................................................................................................................................................... the Task List Structure 4 Transferring .......................................................................................................................................................... a Task List to ConceptDraw PROJECT 5 Editing a Gantt .......................................................................................................................................................... Chart 6
3. Creating ................................................................................................................................... a Mind Map From Your Gantt Chart Data
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3.1. Creating a .......................................................................................................................................................... Mind Map from All Project Data 9 3.2. Creating a.......................................................................................................................................................... Mind Map from Selected Projects or Tasks 11
4. Copying ................................................................................................................................... Data from ConceptDraw PROJECT to ConceptDraw MINDMAP
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4.1. Copying Projects .......................................................................................................................................................... to ConceptDraw MINDMAP 13 4.2. Copying Tasks .......................................................................................................................................................... to ConceptDraw MINDMAP 14 4.3. Copying Resources .......................................................................................................................................................... to ConceptDraw MINDMAP 15
5. Copying ................................................................................................................................... Data from ConceptDraw MINDMAP to ConceptDraw PROJECT
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5.1. Copying Mind .......................................................................................................................................................... Map Topics to Projects 16 5.2. Copying Mind .......................................................................................................................................................... Map Topics to ConceptDraw PROJECT Gantt Charts 17 5.3. Copying Mind .......................................................................................................................................................... Map Topics to ConceptDraw PROJECT Resource Sheets 19
6. eMailing ................................................................................................................................... Project Tasks as Mind Maps 6.1. 6.2. 6.3. 6.4.
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About Map .......................................................................................................................................................... Previews and Task Participants 20 Communicating .......................................................................................................................................................... Task Responsibilities to All Participants 21 Communicating .......................................................................................................................................................... Selected Tasks Only 23 Communicating .......................................................................................................................................................... Tasks to Selected Participants Only 24
7. Sending ................................................................................................................................... Reports as Mind Maps
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8. Using ................................................................................................................................... Work Breakdown Structures (WBS)
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8.1. Creating a.......................................................................................................................................................... ConceptDraw Office WBS 27 8.2. Editing a WBS .......................................................................................................................................................... 28 8.3. Making a .......................................................................................................................................................... WBS Presentation 29 8.4. Printing and .......................................................................................................................................................... Exporting a WBS 30
9. Creating ................................................................................................................................... Dashboard Project Status Reports 9.1. 9.2. 9.3. 9.4.
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Generating .......................................................................................................................................................... Dashboard Reports from Templates 32 Editing Dashboard .......................................................................................................................................................... Reports in ConceptDraw PRO 33 Creating .......................................................................................................................................................... Dashboard Presentations 35 Dashboard .......................................................................................................................................................... Printing and Exporting 36
10. Creating ................................................................................................................................... Visual Reports in ConceptDraw Office
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10.1 Generating .......................................................................................................................................................... Visual Reports from Templates 38 10.2. Editing Visual .......................................................................................................................................................... Reports in ConceptDraw PRO 40 10.3. Creating.......................................................................................................................................................... Visual Report Presentations 40 10.4. Visual Report .......................................................................................................................................................... Printing and Exporting 43
11. Additional ................................................................................................................................... ConceptDraw Office Data Sharing Options
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11.1. Opening .......................................................................................................................................................... a ConceptDraw PROJECT Document in ConceptDraw MINDMAP 44 11.2. Opening .......................................................................................................................................................... a ConceptDraw MINDMAP Document in ConceptDraw PROJECT 45
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Sharing ConceptDraw Office Data 1. Introduction This section of the guide explains: · How to share project data between ConceptDraw Office applications · InGyre data sharing technology · How to create project Gantt Charts using ConceptDraw MINDMAP tools · How to create mind maps from Gantt Chart data · How to copy tasks from ConceptDraw PROJECT to ConceptDraw MINDMAP and vice versa · How to email project tasks and reports as mind maps · How to create a WBS, report or dashboard using ConceptDraw PRO tools · How to share ConceptDraw Office documents For each lesson: 1. Follow the steps to perform an operation or create example diagrams. 2. Refer to the picture illustrations to see the steps performed.
1.2. About ConceptDraw Office To better serve the complex needs of today’s professional and casual users, ConceptDraw Office supports robust information-sharing capabilities. Each application is not only capable of sharing a range of information with its counterparts, the documents you save with the Windows and Macintosh versions of ConceptDraw Office are interchangeable, creating a very powerful solution for cross-platform work environments. You also have the flexibility of working with information in diverse formats according to the specific needs of each situation. ConceptDraw Office supports InGyre Technology that lets you represent data in a variety of formats such as Gantt Charts in ConceptDraw PROJECT, dashboards in ConceptDraw PRO, and visual mind maps in ConceptDraw MINDMAP. You can exchange various types of data between the ConceptDraw Office tools with a few simple mouse clicks, and in most cases, the data remains “smart” and editable within each application, minimizing the need to switch back and forth between them only to make a few minor changes. Similarly, ConceptDraw Office makes it quick and easy to share project information with other project participants or business associates. You can export or email project tasks and reports in common file formats that don’t require recipients to have the originating ConceptDraw Office application. Examples include the HTML format for web or browser viewing, and the PDF format for viewing and printing documents. Numerous other file formats are also supported. The end result is a powerful suite of business and personal productivity tools that is greater than the sum of its individual parts. With ConceptDraw Office – one + one + one = four.
1.3. An Integrated Solution for Knowledge Workers The ConceptDraw Office suite is the only integrated business solution that enables the management of projects from start to finish. It supports several key principles that are crucial for successful projects: · Clear communication between all project participants, businesses, associates, and stakeholders. · Comprehensive visual representation of project data to promote a productive and collaborative work environment. © 2009 CS Odessa
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Live data exchange between various processes, project tools, and team members.
The ConceptDraw Office applications support the overall planning and management responsibilities of Knowledge Workers, workers that generally consist of team players such as executive staff and high to mid-level managers. To be effective in promoting a productive work environment, we suggest using ConceptDraw Office on a daily basis to keep data up to date and accurately track the progress of projects. Managers and team participants can use ConceptDraw Office to: · Share data between ConceptDraw MINDMAP, ConceptDraw PROJECT, and ConceptDraw PRO · Create task lists as Gantt Charts · Send reports using a clear, visually pleasing mind map format · Organize brainstorming sessions into mind maps · Create visual mind map or project task list structures · Transfer task lists between applications · Create and distribute selective task reports in various formats to all or specific team participants · Generate, edit, print, export, and present a WBS with ConceptDraw PROJECT data
1.4. About InGyre Technology InGyre technology refers to the ability to share and work with project information across all three ConceptDraw Office applications. For example, you can simplify the planning and management of project tasks by using an interactive connection between our ConceptDraw PROJECT management tool and our visual mapping software, ConceptDraw MINDMAP. With InGyre technology, modifications you make while using an interactive connection within any ConceptDraw Office application are preserved across them all. The following sections of this guide describes various ways you can accurately share and edit visual representations of project data across all ConceptDraw Office applications. Whether you want to create visual dashboards and reports, or transform task outlines into professional WBS charts, ConceptDraw Office makes it easy using InGyre technology.
2. Creating a Gantt Chart using ConceptDraw MINDMAP tools Creating a Gantt Chart is a key step in any project. With the help of ConceptDraw Office tools you can create a Gantt Chart in minutes. In this lesson you learn how to: · Make a task list using ConceptDraw MINDMAP’s Brainstorming tool · Organize the structure of a task list · Create a Gantt Chart from a mind map · Format and add information to a Gantt Chart
2.1. Making a Task List To create a task list you can use the Brainstorming tool in ConceptDraw MINDMAP. This tool lets you record and organize ideas presented during brainstorming sessions. During a session, ideas are rapidly added to the map as they are contributed. After the session ends, the map is reorganized based upon the presented ideas. For demonstration purposes, we’ll begin with a new mind map document and describe how to enter ideas for a product launch. 1. Click the Brainstorming... tool button . 2. Enter "New Product Launch" for the brainstorming theme. © 2009 CS Odessa
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3. Add the ideas shown in the picture labeled Step 1. Note: Type an idea in the provided text box then press Enter or click the Add button to add it to the map 4. After adding all ideas, click the Finish button 5. Your map should now resemble the picture shown here.
Step 1
2.2. Organizing the Task List Structure After creating a brainstorming task list you need to organize its structure by defining the tasks and subtasks. To organize the topics, drag them to their corresponding locations as described below. 1. To attach a topic to the main topic, drag it onto the main topic as shown in the picture labeled Step 1.
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Step 1 2. To add subtopics to a topic, drag them onto the desired topic. 3. Drag all topics to their corresponding positions. 4. The finished map should resemble the picture labeled Step 2.
Step 2
2.3. Transferring a Task List to ConceptDraw PROJECT To create a Gantt Chart from a mind map you need to transfer the tasks from ConceptDraw MINDMAP to ConceptDraw PROJECT. 1. To transfer a task list to ConceptDraw PROJECT, select Open in PROJECT under ConceptDraw MINDMAP’s File menu. 2. A new ConceptDraw PROJECT document with all of the tasks is created and opened automatically.
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3. The ConceptDraw PROJECT document should resemble the picture labeled Step 1.
Step 1
2.4. Editing a Gantt Chart After importing ConceptDraw MINDMAP tasks into ConceptDraw PROJECT, you can edit the tasks, add additional tasks, add resources, and assign resources to tasks. You can also change the appearance of the Gantt Chart. The general steps for performing these operations are described below. For detailed explanations about editing task information and resources, and for changing the format of Gantt Charts, please refer to the “ConceptDraw PROJECT” section of the guide or the program’s built-in help. 1. Use the General floating dialog, which is shown in the picture labeled Step 1, to add or edit task information. You can select Dialogs\General under the View menu to access the dialog.
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Step 1 2. Click the Resource Sheet tab at the top of the window, and then press Enter to add resources to a project. 3. Click the Gantt Chart tab then assign resources to tasks using the Assign Resources dialog shown in the picture labeled Step 2. After completing Step 2, your actual resource names would appear in this list rather than just the word “Resource” as shown here for example purposes. Click a task to select it then choose Dialogs\Assign Resources under the View menu to access the dialog. To enter a resource’s workload as a percentage, double-click the units field next to the resource name.
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Step 2 4. Change the chart appearance using the Format dialog. You can change taskbar colors and patterns, and the size and colors of text. 5. The picture labeled Step 3 shows the appearance of the finished example task list and chart colors.
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Step 3
3. Creating a Mind Map From Your Gantt Chart Data ConceptDraw Office lets you create mind maps from ConceptDraw PROJECT Gantt Chart data. Since a mind map displays a clear, visual representation of project tasks, it’s a great way to share project information among team members. In this lesson you learn how to: · Create a mind map from ConceptDraw PROJECT data · Create a mind map from selected tasks in a ConceptDraw PROJECT Gantt Chart
3.1. Creating a Mind Map from All Project Data You can create a mind map from any ConceptDraw PROJECT document. The mind map is generated from all of the tasks in one or more projects for the current document. Refer to the next section to generate mind maps for a specific set of selected tasks. 1. To create a mind map using all of your Gantt Chart data select Open in MINDMAP under the ConceptDraw PROJECT File menu. 2. A new ConceptDraw MINDMAP document with all of the tasks is created and opened automatically as shown in the picture labeled Step 1.
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Step 1 If your ConceptDraw PROJECT document contains multiple projects, it becomes a multi-page mind map. Each project corresponds to a separate mind map page and each phase task corresponds to a map topic (subtasks become subtopics).
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3.2. Creating a Mind Map from Selected Projects or Tasks In addition to creating mind maps of all project data (see previous section), you can also create mind maps from a subset of projects or project tasks. 1. To create a mind map from a subset of projects or project tasks, hold the Ctrl key down and click the desired projects or tasks to select them all. 2. Click the right mouse button on any one of the selected items and choose Create Mind Map from the popup context menu as shown in the picture labeled Step 1.
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Step 1 3. A new mind map is created using the selected tasks as topics (see the picture labeled Step 2). The mind map retains the same task structure and relationships defined in your project. If you selected a phase task to convert to a mind map, all of the subtasks associated with the phase are represented as subtopics.
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Step 2
4. Copying Data from ConceptDraw PROJECT to ConceptDraw MINDMAP When working with two or more projects simultaneously you occasionally need to transfer information from one project to another. ConceptDraw Office lets you easily accomplish this using InGyre technology. You can use InGyre technology to copy data from ConceptDraw PROJECT Gantt Charts and insert it as topics into ConceptDraw MINDMAP without any additional processing. In this lesson you learn how to copy projects, tasks, or resources from ConceptDraw PROJECT to ConceptDraw MINDMAP.
4.1. Copying Projects to ConceptDraw MINDMAP You can copy projects from ConceptDraw PROJECT and paste them into ConceptDraw MINDMAP. The tasks of copied projects retain their original relationships as topics in ConceptDraw MINDMAP. 1. To copy a project from within ConceptDraw PROJECT, click the Projects tab at the top of the document window, click the project name to select it, and click the Copy button or press Ctrl+C. Refer to the picture labeled Step 1.
Step 1 2. Using ConceptDraw MINDMAP, click the Paste button or press Ctrl+V. 3. A mind map is created from the copied project’s tasks. See the picture labeled Step 2.
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Step 2
4.2. Copying Tasks to ConceptDraw MINDMAP In addition to copying entire projects as described in the preceding section, you can also copy specific tasks from the ConceptDraw PROJECT Gantt Chart view to ConceptDraw MINDMAP. The copied tasks retain their original relationships as topics within ConceptDraw MINDMAP. 1. To copy ConceptDraw PROJECT tasks, click the Gantt Chart tab then click a task to select it (you can copy individual tasks or phase tasks). Click the Copy button, press Ctrl+C or right-click on a selected task and use the context menu. Refer to the picture labeled Step 1. A phase task named “Phase 4 - Release To Production” and its subtasks are copied.
Step 1 2. Using ConceptDraw MINDMAP, click the Paste button or press Ctrl+V. 3. A mind map is created from the copied tasks. If a copied task has subtasks, they are also copied. See the picture labeled Step 2.
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Step 2
4.3. Copying Resources to ConceptDraw MINDMAP You can copy resources from a ConceptDraw PROJECT resource sheet into ConceptDraw MINDMAP. The copied resources appear as topics within ConceptDraw MINDMAP. 1. To copy ConceptDraw PROJECT resources, click the Resource Sheet tab then click one or more resources to select them (hold Ctrl when clicking resource names to select more than one). Click the Copy button or press Ctrl+C. Refer to the picture labeled Step 1. All three resource names are copied.
Step 1 2. Using ConceptDraw MINDMAP, click the Paste button or press Ctrl+V. 3. A mind map is created from the copied resources. See the picture labeled Step 2.
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Step 2
5. Copying Data from ConceptDraw MINDMAP to ConceptDraw PROJECT The InGyre technology provided in ConceptDraw Office makes it easy to copy one or more task branches from ConceptDraw MINDMAP to ConceptDraw PROJECT. You can paste the copied data as a new project, as new resources, or as new tasks.
5.1. Copying Mind Map Topics to Projects Topics that are copied from ConceptDraw MINDMAP and pasted into a Project view of ConceptDraw PROJECT become a project. Parameters for Start Dates, Finish Dates, and resources are obtained from the task information contained in the topics. Please refer to the “ConceptDraw MINDMAP” section of the guide for detailed information about setting topic task parameters. 1. To copy topics from ConceptDraw MINDMAP, click one or more topics to select them (hold down the Ctrl key when clicking topics to select more than one). Click the Copy button or press Ctrl +C. Refer to the picture labeled Step 1. Two topics are copied. Note: Topics that are pasted into the Project view of ConceptDraw PROJECT cannot contain any subtopics.
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Step 1 2. Switch to ConceptDraw PROJECT and click the Projects tab to access the Project view. Click the Paste button or press Ctrl+V. 3. Two new projects are created with the names of the copied topics as shown in the picture labeled Step 2.
Step 2
5.2. Copying Mind Map Topics to ConceptDraw PROJECT Gantt Charts Topics that are copied from ConceptDraw MINDMAP and pasted into a ConceptDraw PROJECT Gantt Chart view are automatically set up as project tasks. The structure of the topic branches, including subtopics, are preserved. Parameters such as Start and Finish Dates are obtained from the topics, and any assigned topic resources are automatically added to the common resource sheet. 1. To copy topics from ConceptDraw MINDMAP, click one or more topics to select them (hold down the Ctrl key when clicking topics to select more than one). Click the Copy button or press Ctrl © 2009 CS Odessa
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+C. Refer to the picture labeled Step 1. Two topics are copied.
Step 1 2. Switch to ConceptDraw PROJECT and click the Gantt Chart tab to access the task list. Click the Paste button or press Ctrl+V. 3. Two new phase tasks are created with the names of the copied topics and subtopics as shown in the picture labeled Step 2. The tasks can now be rearranged or edited as desired.
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Step 2
5.3. Copying Mind Map Topics to ConceptDraw PROJECT Resource Sheets Topics that are copied from ConceptDraw MINDMAP and pasted into ConceptDraw PROJECT Resource Sheets are added as new resources. If resource information is contained in the topics, it is added to the resource sheet. Otherwise, the topic names are used for the new resources. 1. To copy topics from ConceptDraw MINDMAP, click one or more topics to select them (hold down the Ctrl key when clicking topics to select more than one). Click the Copy button or press Ctrl +C. Refer to the picture labeled Step 1. Two topics are copied. Note: Topics that are pasted into the Resource Sheet view of ConceptDraw PROJECT cannot contain any subtopics.
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Step 1 2. Switch to ConceptDraw PROJECT and click the Resource Sheet tab to access the resources. Click the Paste button or press Ctrl+V. 3. Two new resources are created with the names of the copied topics as shown in the picture labeled Step 2.
Step 2
6. eMailing Project Tasks as Mind Maps ConceptDraw Office lets you email project tasks to one or more associates using a convenient mind map format – communicating task assignments is no longer a big chore for project managers. A mind map with a personalized task list and preview image is initiated for each person automatically. In this lesson you learn: · About the appearance of a task-list mind map · How to communicate all task responsibilities to all participants · How to communicate selected tasks only · How to send tasks to selected participants only
6.1. About Map Previews and Task Participants When sending tasks as a mind map, a preview of the mind map is created automatically for the associated tasks. It is sent to a specified participant as an email attachment.
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Contact details for participants are found in ConceptDraw PROJECT Resource Sheets.
Project managers are notified when tasks do not have associated identification resources, or when email addresses are not listed for participants.
6.2. Communicating Task Responsibilities to All Participants Using ConceptDraw Office you can email all project tasks to all participants. 1. Switch to the Projects view in ConceptDraw PROJECT. 2. Right-click on the desired project name then select Send To Do Map from the popup context menu as shown in the picture labeled Step 1.
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Step 1 3. This command from the context menu in Projects view or from Communication menu opens the Send Personal To Do Maps via E-mail dialog. See the picture labeled Step 2. Recipients with existing e-mail addresses are checked by default. Select the required recipients by checking the corresponding fields and press Send button. To select/unselect all resources check/uncheck the All field. To send copies check the Send copy to e-mail addresses field and enter the e-mail addresses.
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Step 2 4. Emails are initiated using your default email client for each checked resource participant in your project. The emails have attachments that contain an associated ConceptDraw MINDMAP file with a task list map and preview. See the picture labeled Step 3.
Step 3
6.3. Communicating Selected Tasks Only You can specify which tasks to email to participants by selecting the desired tasks. 1. Switch to the Gantt Chart view in ConceptDraw PROJECT. 2. Click on the tasks to be sent (hold down the Ctrl key to select multiple tasks). For this example, we’ll select the “Prepare Marketing Message” task. 3. Right-click on the selected task then choose Send To Do Map from the popup context menu as shown in the picture labeled Step 1.
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Step 1 4. An email is initiated using your default email client for all resource participants associated with the selected tasks. The emails have attachments that contain an associated ConceptDraw MINDMAP file with a task list map and preview.
6.4. Communicating Tasks to Selected Participants Only A task list can be sent as a mind map to a selected set of participants. 1. Switch to the Resource Usage View in ConceptDraw PROJECT. 2. Right-click on the desired participant resource names (hold the Ctrl key down to select multiple participants) then select Send To Do Map from the popup context menu. For this example, we’ll select “James Smith” as shown in the picture labeled Step 1.
Step 1 3. Emails are initiated using your default email client for each selected participant. The emails have attachments that contain an associated ConceptDraw MINDMAP file with a task list map and preview.
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7. Sending Reports as Mind Maps Project managers frequently need to report the status of their projects. Traditional reports are often complex and fuzzy – making them more difficult to understand. ConceptDraw Office tools let you create visually pleasing mind map reports that are easier to understand. You can generate task reports that are automatically attached to emails using your default email client. The following steps guide you through the process. 1. In ConceptDraw PROJECT, select Send Report Map... under the Communication menu to open the Report Tasks dialog. Refer to the picture labeled Step 1.
Step 1 2. Select a project name then click the Next button. For this example, we divided the “New Product Launch” project into 4 projects - Phase 1, Phase 2 and so on. Refer to the picture labeled Step 2.
Step 2 3. Enable the “Unstarted” option to include all unstarted tasks in the report then click the Finish button. Refer to the picture labeled Step 3.
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Step 3 4. An email is initiated using your default email client. The email has attachments that contain an associated ConceptDraw MINDMAP file with a task list map and preview. Refer to the picture labeled Step 4.
Step 4
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8. Using Work Breakdown Structures (WBS) A useful project management tool is a diagram referred to as a Work Breakdown Structure, or WBS. ConceptDraw Office lets you generate a WBS with a single mouse click. In the following lessons you learn how to create, edit, present, print and export WBS’s using ConceptDraw Office.
8.1. Creating a ConceptDraw Office WBS ConceptDraw PRO creates a WBS using Gantt Chart data derived from ConceptDraw PROJECT. Note that a WBS will only contain data from Duration and Cost columns from the Gantt Chart. The WBS is generated from selected tasks, or for the entire project if no tasks are selected. Please refer to the “ConceptDraw PROJECT” section of the guide or the built-in help system for details about working with Gantt Charts or showing and hiding Gantt Chart columns. The following steps describe how to create a WBS. 1. Switch to the Gantt Chart view in ConceptDraw PROJECT. 2. Click on the desired tasks for the WBS (hold the Ctrl key down to select multiple tasks). For this example, we selected the “Phase 1 - Planning the Launch” task, which will also included its subtasks. 3. Select Create WBS from the context menu. Refer to the picture labeled Step 1.
Step 1 4. ConceptDraw PRO automatically creates the WBS in a new document window. Refer to the © 2009 CS Odessa
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picture labeled Step 2.
Step 2 You can also create a WBS by: · Copying tasks in ConceptDraw PROJECT and pasting them into ConceptDraw PRO. · Dragging selected tasks from ConceptDraw PROJECT to a ConceptDraw PRO document.
8.2. Editing a WBS A WBS is fully editable within a ConceptDraw PRO document. For example, you can change object colors and various other parameters. Additionally, since many ConceptDraw PRO objects are “smart”, you can edit WBS data without switching back to ConceptDraw PROJECT. The following steps demonstrate how to change a task’s Duration and its field color. 1. Click the object which represents Phase 1 - Planning the Launch task and then the box containing the Duration as shown in the picture labeled Step 1.
Step 1 2. Press F2 to enter the text editing mode.
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3. Change the Duration to 10 days. 4. Leave the field selected and click the Fill button to change the field fill color as shown in the picture labeled Step 2. You can use the same process to edit other objects in the WBS.
Step 2
8.3. Making a WBS Presentation You can use the Presentation View in ConceptDraw PRO to create a WBS presentation. 1. To open the Presentation View, select Start SlideShow under the View menu in ConceptDraw PRO as shown in the picture labeled Step 1.
Step 1 2. To navigate through the pages of the report, use the Page Navigator at the bottom of the Presentation View. See the picture labeled Step 2.
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Step 2
8.4. Printing and Exporting a WBS You can print WBS reports directly from ConceptDraw PRO. You can also export reports to any of the file formats supported by ConceptDraw PRO. For example, you can export reports as HTML files for web viewing, or PDF files for viewing and printing. The following steps describe how to print or export WBS reports. 1. To print a WBS report from ConceptDraw PRO, select Print under the File menu. 2. To export a report as an HTML document, open the HTML Export Wizard dialog by selecting File \Export\HTML... under the File menu. 3. Specify a filename and location for the HTML document. 4. Choose a template then click OK. Refer to the picture labeled Step 1.
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Step 1 5. Your document is saved as an HTML file, which can be viewed using a web browser. See the picture labeled Step 2.
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Step 2
9. Creating Dashboard Project Status Reports Project status reporting is an important job for project manager’s. Reports must be accurate, timely, pertinent, professional and easy to generate. ConceptDraw Office provides the tools you need to generate dashboards that show the current status of projects with a few simple mouse clicks. In this lesson you learn how to: · Create dashboards · Edit dashboards · Share dashboards
9.1. Generating Dashboard Reports from Templates You can generate dashboard reports for ConceptDraw PROJECT data by opening the reports dialog and choosing among many report template variations. Generated reports are created as ConceptDraw PRO or ConceptDraw MINDMAP documents, and are editable within these products. Reports that relate to the status of projects are called Project Indicators within ConceptDraw Office. The following steps guide you through the process of generating status reports using ConceptDraw Office templates. 1. Select Generate Reports... under the Reports menu in ConceptDraw PROJECT to open the Project Indicators dialog. Refer to the picture labeled Step 1.
Step 1 2. Select the “Tasks Status Completion Indicator” template and click the Generate... button. See the picture labeled Step 2. Note: you can select several reports at once.
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Step 2 3. The report is created and opened as a ConceptDraw PRO document.
9.2. Editing Dashboard Reports in ConceptDraw PRO Generated dashboard reports are automatically opened in ConceptDraw PRO. Data for the reports flows from ConceptDraw PROJECT into a ConceptDraw PRO template. The reports are fully editable within ConceptDraw PRO. For example, you can change object colors and parameters within ConceptDraw PRO. Most of the objects are “smart”, which lets you edit dashboard data without having to switch back to ConceptDraw PROJECT. To edit an indicator object: 1. Click the object, move to the floating dialog Behaviour and mark all Selection options as shown in the picture labeled Step 1.
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2. Now drag its control handles as show in the picture labeled Step 2.
Step 2
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9.3. Creating Dashboard Presentations You can use the Presentation View in ConceptDraw PRO to create a dashboard presentation. 1. To open the Presentation View select Start SlideShow under the View menu in ConceptDraw PRO as shown in the picture labeled Step 1.
Step 1 2. To navigate through the pages of your document use the Page Navigator at the bottom of the Presentation View. See the picture labeled Step 2.
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Step 2
9.4. Dashboard Printing and Exporting You can print dashboard reports using ConceptDraw PRO. You can also export selected dashboards to any of the file formats supported by ConceptDraw PRO. For example, you can export as HTML files for web viewing, or as PDFs for printing. 1. To print a dashboard, select Print under the File menu in ConceptDraw PRO. 2. To export a dashboard as an HTML document, open the HTML Export Wizard dialog by selecting File\Export\HTML... under the File menu. 3. Specify a filename and location for the HTML document. 4. Choose a template then click OK. Refer to the picture labeled Step 1.
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Step 1 5. Your document is saved as an HTML file, which can be viewed using a web browser. See the picture labeled Step 2.
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Step 2
10. Creating Visual Reports in ConceptDraw Office As discussed earlier, the ability to create project status reports is an important feature for project managers. ConceptDraw Office provides a variety of report generating capabilities. Some of these were discussed in earlier sections of this guide. Here, we’ll describe how to use the program’s visual report features to generate graphic reports with just a few simple mouse clicks. In this lesson you learn how to: · Create reports · Edit reports · Share reports
10.1 Generating Visual Reports from Templates You can generate visual reports for ConceptDraw PROJECT data by opening the reports dialog and choosing among many report template variations. Generated reports are created as ConceptDraw PRO or ConceptDraw MINDMAP documents, and are editable within these products. The following steps guide you through the process.
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1. Select Generate Reports... under the Reports menu in ConceptDraw PROJECT to open the Visual Reports dialog. See the picture labeled Step 1.
Step 1 2. Select the “Summary Project Report” template and click the Generate... button as shown in the picture labeled Step 2. Note: you can select several reports at once.
Step 2 3. The report is created and opened as a ConceptDraw PRO document.
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10.2. Editing Visual Reports in ConceptDraw PRO The process for editing visual reports is the same as for editing the dashboard reports described earlier in the guide. The reports are generated by ConceptDraw PROJECT and automatically opened by ConceptDraw PRO. Data for the reports flows from ConceptDraw PROJECT into a ConceptDraw PRO template. Reports are fully editable within ConceptDraw PRO, and most of the objects are “smart”, which means you can edit report data without having to switch back to ConceptDraw PROJECT. Read more about editing the reports in the Editing Dashboard Reports in ConceptDraw PRO section.
Step 1
10.3. Creating Visual Report Presentations ConceptDraw PRO lets you create visual report presentations within the Presentation View. 1. To open the Presentation View, click Start SlideShow under the View menu in ConceptDraw PRO. Refer to the picture labeled Step 1.
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Step 1 2. To navigate through the pages of reports use the Page Navigator at the bottom of the Presentation View. See the picture labeled Step 2.
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Step 2
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10.4. Visual Report Printing and Exporting You can print visual reports directly from ConceptDraw PRO. You can also export selected reports to any of the file formats supported by ConceptDraw PRO. For example, you can export as HTML files for web viewing, or as PDFs for printing. 1. To print a report, select Print under the File menu in ConceptDraw PRO. 2. To export a report as an HTML document, open the HTML Export Wizard dialog by selecting File \Export\HTML... under the File menu. 3. Specify a filename and location for the HTML document. 4. Choose a template then click OK. Refer to the picture labeled Step 1.
Step 1 5. Your document is saved as an HTML file, which can be viewed using a web browser. See the picture labeled Step 2.
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Step 2
11. Additional ConceptDraw Office Data Sharing Options As you’ve seen in the preceding sections of the guide, ConceptDraw Office lets you easily transfer information between its individual component applications. This section of the guide covers some additional ways you can share ConceptDraw Office data.
11.1. Opening a ConceptDraw PROJECT Document in ConceptDraw MINDMAP To make file sharing quick and easy, ConceptDraw Office lets you open a project document in ConceptDraw MINDMAP directly from ConceptDraw PROJECT. 1. Select Open in MINDMAP under the File menu in ConceptDraw PROJECT. Refer to the picture labeled Step 1.
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Step 1 2. Now ConceptDraw PROJECT will be closed to prevent simultaneous edits and your document is automatically opened in ConceptDraw MINDMAP.
11.2. Opening a ConceptDraw MINDMAP Document in ConceptDraw PROJECT In addition to opening project documents in ConceptDraw MINDMAP, after reviewing or editing the mind map document, you can easily switch back to ConceptDraw PROJECT and continue working with the document as a Gantt Chart. 1. Select Open in PROJECT under the File menu in ConceptDraw MINDMAP. See the picture labeled Step 1.
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Step 1 2. Now ConceptDraw MINDMAP will be closed to prevent simultaneous edits and your document is automatically opened in ConceptDraw PROJECT.
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ConceptDraw Office Lessons. MS Windows Version. Contents 1. Introduction ...................................................................................................................................
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1.2. About ConceptDraw .......................................................................................................................................................... Office 2 1.3. An Integrated .......................................................................................................................................................... Solution for Knowledge Workers 2 1.4. About InGyre .......................................................................................................................................................... Technology 3
2. Creating ................................................................................................................................... a Gantt Chart using ConceptDraw MINDMAP tools 2.1. 2.2. 2.3. 2.4.
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Making a Task .......................................................................................................................................................... List 3 Organizing.......................................................................................................................................................... the Task List Structure 4 Transferring .......................................................................................................................................................... a Task List to ConceptDraw PROJECT 5 Editing a Gantt .......................................................................................................................................................... Chart 6
3. Creating ................................................................................................................................... a Mind Map From Your Gantt Chart Data
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3.1. Creating a .......................................................................................................................................................... Mind Map from All Project Data 9 3.2. Creating a.......................................................................................................................................................... Mind Map from Selected Projects or Tasks 11
4. Copying ................................................................................................................................... Data from ConceptDraw PROJECT to ConceptDraw MINDMAP
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4.1. Copying Projects .......................................................................................................................................................... to ConceptDraw MINDMAP 13 4.2. Copying Tasks .......................................................................................................................................................... to ConceptDraw MINDMAP 14 4.3. Copying Resources .......................................................................................................................................................... to ConceptDraw MINDMAP 15
5. Copying ................................................................................................................................... Data from ConceptDraw MINDMAP to ConceptDraw PROJECT
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5.1. Copying Mind .......................................................................................................................................................... Map Topics to Projects 16 5.2. Copying Mind .......................................................................................................................................................... Map Topics to ConceptDraw PROJECT Gantt Charts 17 5.3. Copying Mind .......................................................................................................................................................... Map Topics to ConceptDraw PROJECT Resource Sheets 19
6. eMailing ................................................................................................................................... Project Tasks as Mind Maps 6.1. 6.2. 6.3. 6.4.
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About Map .......................................................................................................................................................... Previews and Task Participants 20 Communicating .......................................................................................................................................................... Task Responsibilities to All Participants 21 Communicating .......................................................................................................................................................... Selected Tasks Only 23 Communicating .......................................................................................................................................................... Tasks to Selected Participants Only 24
7. Sending ................................................................................................................................... Reports as Mind Maps
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8. Using ................................................................................................................................... Work Breakdown Structures (WBS)
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8.1. Creating a.......................................................................................................................................................... ConceptDraw Office WBS 27 8.2. Editing a WBS .......................................................................................................................................................... 28 8.3. Making a .......................................................................................................................................................... WBS Presentation 29 8.4. Printing and .......................................................................................................................................................... Exporting a WBS 30
9. Creating ................................................................................................................................... Dashboard Project Status Reports 9.1. 9.2. 9.3. 9.4.
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Generating .......................................................................................................................................................... Dashboard Reports from Templates 32 Editing Dashboard .......................................................................................................................................................... Reports in ConceptDraw PRO 33 Creating .......................................................................................................................................................... Dashboard Presentations 35 Dashboard .......................................................................................................................................................... Printing and Exporting 36
10. Creating ................................................................................................................................... Visual Reports in ConceptDraw Office
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10.1 Generating .......................................................................................................................................................... Visual Reports from Templates 38 10.2. Editing Visual .......................................................................................................................................................... Reports in ConceptDraw PRO 40 10.3. Creating.......................................................................................................................................................... Visual Report Presentations 40 10.4. Visual Report .......................................................................................................................................................... Printing and Exporting 43
11. Additional ................................................................................................................................... ConceptDraw Office Data Sharing Options
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11.1. Opening .......................................................................................................................................................... a ConceptDraw PROJECT Document in ConceptDraw MINDMAP 44 11.2. Opening .......................................................................................................................................................... a ConceptDraw MINDMAP Document in ConceptDraw PROJECT 45
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Sharing ConceptDraw Office Data 1. Introduction This section of the guide explains: · How to share project data between ConceptDraw Office applications · InGyre data sharing technology · How to create project Gantt Charts using ConceptDraw MINDMAP tools · How to create mind maps from Gantt Chart data · How to copy tasks from ConceptDraw PROJECT to ConceptDraw MINDMAP and vice versa · How to email project tasks and reports as mind maps · How to create a WBS, report or dashboard using ConceptDraw PRO tools · How to share ConceptDraw Office documents For each lesson: 1. Follow the steps to perform an operation or create example diagrams. 2. Refer to the picture illustrations to see the steps performed.
1.2. About ConceptDraw Office To better serve the complex needs of today’s professional and casual users, ConceptDraw Office supports robust information-sharing capabilities. Each application is not only capable of sharing a range of information with its counterparts, the documents you save with the Windows and Macintosh versions of ConceptDraw Office are interchangeable, creating a very powerful solution for cross-platform work environments. You also have the flexibility of working with information in diverse formats according to the specific needs of each situation. ConceptDraw Office supports InGyre Technology that lets you represent data in a variety of formats such as Gantt Charts in ConceptDraw PROJECT, dashboards in ConceptDraw PRO, and visual mind maps in ConceptDraw MINDMAP. You can exchange various types of data between the ConceptDraw Office tools with a few simple mouse clicks, and in most cases, the data remains “smart” and editable within each application, minimizing the need to switch back and forth between them only to make a few minor changes. Similarly, ConceptDraw Office makes it quick and easy to share project information with other project participants or business associates. You can export or email project tasks and reports in common file formats that don’t require recipients to have the originating ConceptDraw Office application. Examples include the HTML format for web or browser viewing, and the PDF format for viewing and printing documents. Numerous other file formats are also supported. The end result is a powerful suite of business and personal productivity tools that is greater than the sum of its individual parts. With ConceptDraw Office – one + one + one = four.
1.3. An Integrated Solution for Knowledge Workers The ConceptDraw Office suite is the only integrated business solution that enables the management of projects from start to finish. It supports several key principles that are crucial for successful projects: · Clear communication between all project participants, businesses, associates, and stakeholders. · Comprehensive visual representation of project data to promote a productive and collaborative work environment. © 2009 CS Odessa
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Live data exchange between various processes, project tools, and team members.
The ConceptDraw Office applications support the overall planning and management responsibilities of Knowledge Workers, workers that generally consist of team players such as executive staff and high to mid-level managers. To be effective in promoting a productive work environment, we suggest using ConceptDraw Office on a daily basis to keep data up to date and accurately track the progress of projects. Managers and team participants can use ConceptDraw Office to: · Share data between ConceptDraw MINDMAP, ConceptDraw PROJECT, and ConceptDraw PRO · Create task lists as Gantt Charts · Send reports using a clear, visually pleasing mind map format · Organize brainstorming sessions into mind maps · Create visual mind map or project task list structures · Transfer task lists between applications · Create and distribute selective task reports in various formats to all or specific team participants · Generate, edit, print, export, and present a WBS with ConceptDraw PROJECT data
1.4. About InGyre Technology InGyre technology refers to the ability to share and work with project information across all three ConceptDraw Office applications. For example, you can simplify the planning and management of project tasks by using an interactive connection between our ConceptDraw PROJECT management tool and our visual mapping software, ConceptDraw MINDMAP. With InGyre technology, modifications you make while using an interactive connection within any ConceptDraw Office application are preserved across them all. The following sections of this guide describes various ways you can accurately share and edit visual representations of project data across all ConceptDraw Office applications. Whether you want to create visual dashboards and reports, or transform task outlines into professional WBS charts, ConceptDraw Office makes it easy using InGyre technology.
2. Creating a Gantt Chart using ConceptDraw MINDMAP tools Creating a Gantt Chart is a key step in any project. With the help of ConceptDraw Office tools you can create a Gantt Chart in minutes. In this lesson you learn how to: · Make a task list using ConceptDraw MINDMAP’s Brainstorming tool · Organize the structure of a task list · Create a Gantt Chart from a mind map · Format and add information to a Gantt Chart
2.1. Making a Task List To create a task list you can use the Brainstorming tool in ConceptDraw MINDMAP. This tool lets you record and organize ideas presented during brainstorming sessions. During a session, ideas are rapidly added to the map as they are contributed. After the session ends, the map is reorganized based upon the presented ideas. For demonstration purposes, we’ll begin with a new mind map document and describe how to enter ideas for a product launch. 1. Click the Brainstorming... tool button . 2. Enter "New Product Launch" for the brainstorming theme. © 2009 CS Odessa
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3. Add the ideas shown in the picture labeled Step 1. Note: Type an idea in the provided text box then press Enter or click the Add button to add it to the map 4. After adding all ideas, click the Finish button 5. Your map should now resemble the picture shown here.
Step 1
2.2. Organizing the Task List Structure After creating a brainstorming task list you need to organize its structure by defining the tasks and subtasks. To organize the topics, drag them to their corresponding locations as described below. 1. To attach a topic to the main topic, drag it onto the main topic as shown in the picture labeled Step 1.
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Step 1 2. To add subtopics to a topic, drag them onto the desired topic. 3. Drag all topics to their corresponding positions. 4. The finished map should resemble the picture labeled Step 2.
Step 2
2.3. Transferring a Task List to ConceptDraw PROJECT To create a Gantt Chart from a mind map you need to transfer the tasks from ConceptDraw MINDMAP to ConceptDraw PROJECT. 1. To transfer a task list to ConceptDraw PROJECT, select Open in PROJECT under ConceptDraw MINDMAP’s File menu. 2. A new ConceptDraw PROJECT document with all of the tasks is created and opened automatically.
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3. The ConceptDraw PROJECT document should resemble the picture labeled Step 1.
Step 1
2.4. Editing a Gantt Chart After importing ConceptDraw MINDMAP tasks into ConceptDraw PROJECT, you can edit the tasks, add additional tasks, add resources, and assign resources to tasks. You can also change the appearance of the Gantt Chart. The general steps for performing these operations are described below. For detailed explanations about editing task information and resources, and for changing the format of Gantt Charts, please refer to the “ConceptDraw PROJECT” section of the guide or the program’s built-in help. 1. Use the General floating dialog, which is shown in the picture labeled Step 1, to add or edit task information. You can select Dialogs\General under the View menu to access the dialog.
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Step 1 2. Click the Resource Sheet tab at the top of the window, and then press Enter to add resources to a project. 3. Click the Gantt Chart tab then assign resources to tasks using the Assign Resources dialog shown in the picture labeled Step 2. After completing Step 2, your actual resource names would appear in this list rather than just the word “Resource” as shown here for example purposes. Click a task to select it then choose Dialogs\Assign Resources under the View menu to access the dialog. To enter a resource’s workload as a percentage, double-click the units field next to the resource name.
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Step 2 4. Change the chart appearance using the Format dialog. You can change taskbar colors and patterns, and the size and colors of text. 5. The picture labeled Step 3 shows the appearance of the finished example task list and chart colors.
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Step 3
3. Creating a Mind Map From Your Gantt Chart Data ConceptDraw Office lets you create mind maps from ConceptDraw PROJECT Gantt Chart data. Since a mind map displays a clear, visual representation of project tasks, it’s a great way to share project information among team members. In this lesson you learn how to: · Create a mind map from ConceptDraw PROJECT data · Create a mind map from selected tasks in a ConceptDraw PROJECT Gantt Chart
3.1. Creating a Mind Map from All Project Data You can create a mind map from any ConceptDraw PROJECT document. The mind map is generated from all of the tasks in one or more projects for the current document. Refer to the next section to generate mind maps for a specific set of selected tasks. 1. To create a mind map using all of your Gantt Chart data select Open in MINDMAP under the ConceptDraw PROJECT File menu. 2. A new ConceptDraw MINDMAP document with all of the tasks is created and opened automatically as shown in the picture labeled Step 1.
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Step 1 If your ConceptDraw PROJECT document contains multiple projects, it becomes a multi-page mind map. Each project corresponds to a separate mind map page and each phase task corresponds to a map topic (subtasks become subtopics).
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3.2. Creating a Mind Map from Selected Projects or Tasks In addition to creating mind maps of all project data (see previous section), you can also create mind maps from a subset of projects or project tasks. 1. To create a mind map from a subset of projects or project tasks, hold the Ctrl key down and click the desired projects or tasks to select them all. 2. Click the right mouse button on any one of the selected items and choose Create Mind Map from the popup context menu as shown in the picture labeled Step 1.
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Step 1 3. A new mind map is created using the selected tasks as topics (see the picture labeled Step 2). The mind map retains the same task structure and relationships defined in your project. If you selected a phase task to convert to a mind map, all of the subtasks associated with the phase are represented as subtopics.
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Step 2
4. Copying Data from ConceptDraw PROJECT to ConceptDraw MINDMAP When working with two or more projects simultaneously you occasionally need to transfer information from one project to another. ConceptDraw Office lets you easily accomplish this using InGyre technology. You can use InGyre technology to copy data from ConceptDraw PROJECT Gantt Charts and insert it as topics into ConceptDraw MINDMAP without any additional processing. In this lesson you learn how to copy projects, tasks, or resources from ConceptDraw PROJECT to ConceptDraw MINDMAP.
4.1. Copying Projects to ConceptDraw MINDMAP You can copy projects from ConceptDraw PROJECT and paste them into ConceptDraw MINDMAP. The tasks of copied projects retain their original relationships as topics in ConceptDraw MINDMAP. 1. To copy a project from within ConceptDraw PROJECT, click the Projects tab at the top of the document window, click the project name to select it, and click the Copy button or press Ctrl+C. Refer to the picture labeled Step 1.
Step 1 2. Using ConceptDraw MINDMAP, click the Paste button or press Ctrl+V. 3. A mind map is created from the copied project’s tasks. See the picture labeled Step 2.
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Step 2
4.2. Copying Tasks to ConceptDraw MINDMAP In addition to copying entire projects as described in the preceding section, you can also copy specific tasks from the ConceptDraw PROJECT Gantt Chart view to ConceptDraw MINDMAP. The copied tasks retain their original relationships as topics within ConceptDraw MINDMAP. 1. To copy ConceptDraw PROJECT tasks, click the Gantt Chart tab then click a task to select it (you can copy individual tasks or phase tasks). Click the Copy button, press Ctrl+C or right-click on a selected task and use the context menu. Refer to the picture labeled Step 1. A phase task named “Phase 4 - Release To Production” and its subtasks are copied.
Step 1 2. Using ConceptDraw MINDMAP, click the Paste button or press Ctrl+V. 3. A mind map is created from the copied tasks. If a copied task has subtasks, they are also copied. See the picture labeled Step 2.
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Step 2
4.3. Copying Resources to ConceptDraw MINDMAP You can copy resources from a ConceptDraw PROJECT resource sheet into ConceptDraw MINDMAP. The copied resources appear as topics within ConceptDraw MINDMAP. 1. To copy ConceptDraw PROJECT resources, click the Resource Sheet tab then click one or more resources to select them (hold Ctrl when clicking resource names to select more than one). Click the Copy button or press Ctrl+C. Refer to the picture labeled Step 1. All three resource names are copied.
Step 1 2. Using ConceptDraw MINDMAP, click the Paste button or press Ctrl+V. 3. A mind map is created from the copied resources. See the picture labeled Step 2.
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Step 2
5. Copying Data from ConceptDraw MINDMAP to ConceptDraw PROJECT The InGyre technology provided in ConceptDraw Office makes it easy to copy one or more task branches from ConceptDraw MINDMAP to ConceptDraw PROJECT. You can paste the copied data as a new project, as new resources, or as new tasks.
5.1. Copying Mind Map Topics to Projects Topics that are copied from ConceptDraw MINDMAP and pasted into a Project view of ConceptDraw PROJECT become a project. Parameters for Start Dates, Finish Dates, and resources are obtained from the task information contained in the topics. Please refer to the “ConceptDraw MINDMAP” section of the guide for detailed information about setting topic task parameters. 1. To copy topics from ConceptDraw MINDMAP, click one or more topics to select them (hold down the Ctrl key when clicking topics to select more than one). Click the Copy button or press Ctrl +C. Refer to the picture labeled Step 1. Two topics are copied. Note: Topics that are pasted into the Project view of ConceptDraw PROJECT cannot contain any subtopics.
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Step 1 2. Switch to ConceptDraw PROJECT and click the Projects tab to access the Project view. Click the Paste button or press Ctrl+V. 3. Two new projects are created with the names of the copied topics as shown in the picture labeled Step 2.
Step 2
5.2. Copying Mind Map Topics to ConceptDraw PROJECT Gantt Charts Topics that are copied from ConceptDraw MINDMAP and pasted into a ConceptDraw PROJECT Gantt Chart view are automatically set up as project tasks. The structure of the topic branches, including subtopics, are preserved. Parameters such as Start and Finish Dates are obtained from the topics, and any assigned topic resources are automatically added to the common resource sheet. 1. To copy topics from ConceptDraw MINDMAP, click one or more topics to select them (hold down the Ctrl key when clicking topics to select more than one). Click the Copy button or press Ctrl © 2009 CS Odessa
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+C. Refer to the picture labeled Step 1. Two topics are copied.
Step 1 2. Switch to ConceptDraw PROJECT and click the Gantt Chart tab to access the task list. Click the Paste button or press Ctrl+V. 3. Two new phase tasks are created with the names of the copied topics and subtopics as shown in the picture labeled Step 2. The tasks can now be rearranged or edited as desired.
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Step 2
5.3. Copying Mind Map Topics to ConceptDraw PROJECT Resource Sheets Topics that are copied from ConceptDraw MINDMAP and pasted into ConceptDraw PROJECT Resource Sheets are added as new resources. If resource information is contained in the topics, it is added to the resource sheet. Otherwise, the topic names are used for the new resources. 1. To copy topics from ConceptDraw MINDMAP, click one or more topics to select them (hold down the Ctrl key when clicking topics to select more than one). Click the Copy button or press Ctrl +C. Refer to the picture labeled Step 1. Two topics are copied. Note: Topics that are pasted into the Resource Sheet view of ConceptDraw PROJECT cannot contain any subtopics.
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Step 1 2. Switch to ConceptDraw PROJECT and click the Resource Sheet tab to access the resources. Click the Paste button or press Ctrl+V. 3. Two new resources are created with the names of the copied topics as shown in the picture labeled Step 2.
Step 2
6. eMailing Project Tasks as Mind Maps ConceptDraw Office lets you email project tasks to one or more associates using a convenient mind map format – communicating task assignments is no longer a big chore for project managers. A mind map with a personalized task list and preview image is initiated for each person automatically. In this lesson you learn: · About the appearance of a task-list mind map · How to communicate all task responsibilities to all participants · How to communicate selected tasks only · How to send tasks to selected participants only
6.1. About Map Previews and Task Participants When sending tasks as a mind map, a preview of the mind map is created automatically for the associated tasks. It is sent to a specified participant as an email attachment.
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Contact details for participants are found in ConceptDraw PROJECT Resource Sheets.
Project managers are notified when tasks do not have associated identification resources, or when email addresses are not listed for participants.
6.2. Communicating Task Responsibilities to All Participants Using ConceptDraw Office you can email all project tasks to all participants. 1. Switch to the Projects view in ConceptDraw PROJECT. 2. Right-click on the desired project name then select Send To Do Map from the popup context menu as shown in the picture labeled Step 1.
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Step 1 3. This command from the context menu in Projects view or from Communication menu opens the Send Personal To Do Maps via E-mail dialog. See the picture labeled Step 2. Recipients with existing e-mail addresses are checked by default. Select the required recipients by checking the corresponding fields and press Send button. To select/unselect all resources check/uncheck the All field. To send copies check the Send copy to e-mail addresses field and enter the e-mail addresses.
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Step 2 4. Emails are initiated using your default email client for each checked resource participant in your project. The emails have attachments that contain an associated ConceptDraw MINDMAP file with a task list map and preview. See the picture labeled Step 3.
Step 3
6.3. Communicating Selected Tasks Only You can specify which tasks to email to participants by selecting the desired tasks. 1. Switch to the Gantt Chart view in ConceptDraw PROJECT. 2. Click on the tasks to be sent (hold down the Ctrl key to select multiple tasks). For this example, we’ll select the “Prepare Marketing Message” task. 3. Right-click on the selected task then choose Send To Do Map from the popup context menu as shown in the picture labeled Step 1.
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Step 1 4. An email is initiated using your default email client for all resource participants associated with the selected tasks. The emails have attachments that contain an associated ConceptDraw MINDMAP file with a task list map and preview.
6.4. Communicating Tasks to Selected Participants Only A task list can be sent as a mind map to a selected set of participants. 1. Switch to the Resource Usage View in ConceptDraw PROJECT. 2. Right-click on the desired participant resource names (hold the Ctrl key down to select multiple participants) then select Send To Do Map from the popup context menu. For this example, we’ll select “James Smith” as shown in the picture labeled Step 1.
Step 1 3. Emails are initiated using your default email client for each selected participant. The emails have attachments that contain an associated ConceptDraw MINDMAP file with a task list map and preview.
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7. Sending Reports as Mind Maps Project managers frequently need to report the status of their projects. Traditional reports are often complex and fuzzy – making them more difficult to understand. ConceptDraw Office tools let you create visually pleasing mind map reports that are easier to understand. You can generate task reports that are automatically attached to emails using your default email client. The following steps guide you through the process. 1. In ConceptDraw PROJECT, select Send Report Map... under the Communication menu to open the Report Tasks dialog. Refer to the picture labeled Step 1.
Step 1 2. Select a project name then click the Next button. For this example, we divided the “New Product Launch” project into 4 projects - Phase 1, Phase 2 and so on. Refer to the picture labeled Step 2.
Step 2 3. Enable the “Unstarted” option to include all unstarted tasks in the report then click the Finish button. Refer to the picture labeled Step 3.
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Step 3 4. An email is initiated using your default email client. The email has attachments that contain an associated ConceptDraw MINDMAP file with a task list map and preview. Refer to the picture labeled Step 4.
Step 4
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8. Using Work Breakdown Structures (WBS) A useful project management tool is a diagram referred to as a Work Breakdown Structure, or WBS. ConceptDraw Office lets you generate a WBS with a single mouse click. In the following lessons you learn how to create, edit, present, print and export WBS’s using ConceptDraw Office.
8.1. Creating a ConceptDraw Office WBS ConceptDraw PRO creates a WBS using Gantt Chart data derived from ConceptDraw PROJECT. Note that a WBS will only contain data from Duration and Cost columns from the Gantt Chart. The WBS is generated from selected tasks, or for the entire project if no tasks are selected. Please refer to the “ConceptDraw PROJECT” section of the guide or the built-in help system for details about working with Gantt Charts or showing and hiding Gantt Chart columns. The following steps describe how to create a WBS. 1. Switch to the Gantt Chart view in ConceptDraw PROJECT. 2. Click on the desired tasks for the WBS (hold the Ctrl key down to select multiple tasks). For this example, we selected the “Phase 1 - Planning the Launch” task, which will also included its subtasks. 3. Select Create WBS from the context menu. Refer to the picture labeled Step 1.
Step 1 4. ConceptDraw PRO automatically creates the WBS in a new document window. Refer to the © 2009 CS Odessa
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picture labeled Step 2.
Step 2 You can also create a WBS by: · Copying tasks in ConceptDraw PROJECT and pasting them into ConceptDraw PRO. · Dragging selected tasks from ConceptDraw PROJECT to a ConceptDraw PRO document.
8.2. Editing a WBS A WBS is fully editable within a ConceptDraw PRO document. For example, you can change object colors and various other parameters. Additionally, since many ConceptDraw PRO objects are “smart”, you can edit WBS data without switching back to ConceptDraw PROJECT. The following steps demonstrate how to change a task’s Duration and its field color. 1. Click the object which represents Phase 1 - Planning the Launch task and then the box containing the Duration as shown in the picture labeled Step 1.
Step 1 2. Press F2 to enter the text editing mode.
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3. Change the Duration to 10 days. 4. Leave the field selected and click the Fill button to change the field fill color as shown in the picture labeled Step 2. You can use the same process to edit other objects in the WBS.
Step 2
8.3. Making a WBS Presentation You can use the Presentation View in ConceptDraw PRO to create a WBS presentation. 1. To open the Presentation View, select Start SlideShow under the View menu in ConceptDraw PRO as shown in the picture labeled Step 1.
Step 1 2. To navigate through the pages of the report, use the Page Navigator at the bottom of the Presentation View. See the picture labeled Step 2.
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Step 2
8.4. Printing and Exporting a WBS You can print WBS reports directly from ConceptDraw PRO. You can also export reports to any of the file formats supported by ConceptDraw PRO. For example, you can export reports as HTML files for web viewing, or PDF files for viewing and printing. The following steps describe how to print or export WBS reports. 1. To print a WBS report from ConceptDraw PRO, select Print under the File menu. 2. To export a report as an HTML document, open the HTML Export Wizard dialog by selecting File \Export\HTML... under the File menu. 3. Specify a filename and location for the HTML document. 4. Choose a template then click OK. Refer to the picture labeled Step 1.
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Step 1 5. Your document is saved as an HTML file, which can be viewed using a web browser. See the picture labeled Step 2.
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Step 2
9. Creating Dashboard Project Status Reports Project status reporting is an important job for project manager’s. Reports must be accurate, timely, pertinent, professional and easy to generate. ConceptDraw Office provides the tools you need to generate dashboards that show the current status of projects with a few simple mouse clicks. In this lesson you learn how to: · Create dashboards · Edit dashboards · Share dashboards
9.1. Generating Dashboard Reports from Templates You can generate dashboard reports for ConceptDraw PROJECT data by opening the reports dialog and choosing among many report template variations. Generated reports are created as ConceptDraw PRO or ConceptDraw MINDMAP documents, and are editable within these products. Reports that relate to the status of projects are called Project Indicators within ConceptDraw Office. The following steps guide you through the process of generating status reports using ConceptDraw Office templates. 1. Select Generate Reports... under the Reports menu in ConceptDraw PROJECT to open the Project Indicators dialog. Refer to the picture labeled Step 1.
Step 1 2. Select the “Tasks Status Completion Indicator” template and click the Generate... button. See the picture labeled Step 2. Note: you can select several reports at once.
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Step 2 3. The report is created and opened as a ConceptDraw PRO document.
9.2. Editing Dashboard Reports in ConceptDraw PRO Generated dashboard reports are automatically opened in ConceptDraw PRO. Data for the reports flows from ConceptDraw PROJECT into a ConceptDraw PRO template. The reports are fully editable within ConceptDraw PRO. For example, you can change object colors and parameters within ConceptDraw PRO. Most of the objects are “smart”, which lets you edit dashboard data without having to switch back to ConceptDraw PROJECT. To edit an indicator object: 1. Click the object, move to the floating dialog Behaviour and mark all Selection options as shown in the picture labeled Step 1.
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2. Now drag its control handles as show in the picture labeled Step 2.
Step 2
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9.3. Creating Dashboard Presentations You can use the Presentation View in ConceptDraw PRO to create a dashboard presentation. 1. To open the Presentation View select Start SlideShow under the View menu in ConceptDraw PRO as shown in the picture labeled Step 1.
Step 1 2. To navigate through the pages of your document use the Page Navigator at the bottom of the Presentation View. See the picture labeled Step 2.
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Step 2
9.4. Dashboard Printing and Exporting You can print dashboard reports using ConceptDraw PRO. You can also export selected dashboards to any of the file formats supported by ConceptDraw PRO. For example, you can export as HTML files for web viewing, or as PDFs for printing. 1. To print a dashboard, select Print under the File menu in ConceptDraw PRO. 2. To export a dashboard as an HTML document, open the HTML Export Wizard dialog by selecting File\Export\HTML... under the File menu. 3. Specify a filename and location for the HTML document. 4. Choose a template then click OK. Refer to the picture labeled Step 1.
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Step 1 5. Your document is saved as an HTML file, which can be viewed using a web browser. See the picture labeled Step 2.
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Step 2
10. Creating Visual Reports in ConceptDraw Office As discussed earlier, the ability to create project status reports is an important feature for project managers. ConceptDraw Office provides a variety of report generating capabilities. Some of these were discussed in earlier sections of this guide. Here, we’ll describe how to use the program’s visual report features to generate graphic reports with just a few simple mouse clicks. In this lesson you learn how to: · Create reports · Edit reports · Share reports
10.1 Generating Visual Reports from Templates You can generate visual reports for ConceptDraw PROJECT data by opening the reports dialog and choosing among many report template variations. Generated reports are created as ConceptDraw PRO or ConceptDraw MINDMAP documents, and are editable within these products. The following steps guide you through the process.
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1. Select Generate Reports... under the Reports menu in ConceptDraw PROJECT to open the Visual Reports dialog. See the picture labeled Step 1.
Step 1 2. Select the “Summary Project Report” template and click the Generate... button as shown in the picture labeled Step 2. Note: you can select several reports at once.
Step 2 3. The report is created and opened as a ConceptDraw PRO document.
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10.2. Editing Visual Reports in ConceptDraw PRO The process for editing visual reports is the same as for editing the dashboard reports described earlier in the guide. The reports are generated by ConceptDraw PROJECT and automatically opened by ConceptDraw PRO. Data for the reports flows from ConceptDraw PROJECT into a ConceptDraw PRO template. Reports are fully editable within ConceptDraw PRO, and most of the objects are “smart”, which means you can edit report data without having to switch back to ConceptDraw PROJECT. Read more about editing the reports in the Editing Dashboard Reports in ConceptDraw PRO section.
Step 1
10.3. Creating Visual Report Presentations ConceptDraw PRO lets you create visual report presentations within the Presentation View. 1. To open the Presentation View, click Start SlideShow under the View menu in ConceptDraw PRO. Refer to the picture labeled Step 1.
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Step 1 2. To navigate through the pages of reports use the Page Navigator at the bottom of the Presentation View. See the picture labeled Step 2.
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Step 2
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10.4. Visual Report Printing and Exporting You can print visual reports directly from ConceptDraw PRO. You can also export selected reports to any of the file formats supported by ConceptDraw PRO. For example, you can export as HTML files for web viewing, or as PDFs for printing. 1. To print a report, select Print under the File menu in ConceptDraw PRO. 2. To export a report as an HTML document, open the HTML Export Wizard dialog by selecting File \Export\HTML... under the File menu. 3. Specify a filename and location for the HTML document. 4. Choose a template then click OK. Refer to the picture labeled Step 1.
Step 1 5. Your document is saved as an HTML file, which can be viewed using a web browser. See the picture labeled Step 2.
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Step 2
11. Additional ConceptDraw Office Data Sharing Options As you’ve seen in the preceding sections of the guide, ConceptDraw Office lets you easily transfer information between its individual component applications. This section of the guide covers some additional ways you can share ConceptDraw Office data.
11.1. Opening a ConceptDraw PROJECT Document in ConceptDraw MINDMAP To make file sharing quick and easy, ConceptDraw Office lets you open a project document in ConceptDraw MINDMAP directly from ConceptDraw PROJECT. 1. Select Open in MINDMAP under the File menu in ConceptDraw PROJECT. Refer to the picture labeled Step 1.
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Step 1 2. Now ConceptDraw PROJECT will be closed to prevent simultaneous edits and your document is automatically opened in ConceptDraw MINDMAP.
11.2. Opening a ConceptDraw MINDMAP Document in ConceptDraw PROJECT In addition to opening project documents in ConceptDraw MINDMAP, after reviewing or editing the mind map document, you can easily switch back to ConceptDraw PROJECT and continue working with the document as a Gantt Chart. 1. Select Open in PROJECT under the File menu in ConceptDraw MINDMAP. See the picture labeled Step 1.
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Step 1 2. Now ConceptDraw MINDMAP will be closed to prevent simultaneous edits and your document is automatically opened in ConceptDraw PROJECT.
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