Feature Highlight: Project Hierarchy & Task Groups

When it comes to projects, there is no one-size-fits-all approach to management and organization. Finding the right approach to structure projects is a critical step to work management. Projects can require a complex architecture with multiple layers to organize the work, or a flatter structure may be more appropriate. After determining which approach works best for your project, considerations such as the impact on reporting and preparation for automated processes are important.

TaskRay offers various options for structuring projects, empowering customers to customize the way they organize and manage their projects with any combination of the following layers:

• ​Projects
• ​Sub-Projects
• ​Task Groups
• ​Tasks
• ​Checklists

Benefits of the Project Hierarchy & Task Group Features

Regardless of size and scope, all projects benefit from customization. Simple Architecture in TaskRay introduces the concept of Task Groups. Using task groups, you can organize project tasks into groupings that best match your needs, such as phases, sprints, themes, or other attributes. Depending on your requirements, task groups may be ideal for flatter project structures. Task groups are easier to automate using out-of-the-box apex actions and are easier to visualize in reporting.

Often, projects are more complicated and detailed. For these cases, Complex Architecture in TaskRay provides a foundation with parent projects and subprojects. This approach is suitable when managing multiple projects at once and provides an efficient and comprehensive way to organize work with multiple levels. TaskRay Projects offer up to 5 levels of hierarchy with parent projects and subprojects. You have full control over how you utilize Task Groups, Checklist Groups, and Checklist Items to incorporate additional levels of organization.

Admins, end users, and project managers can take advantage of the various approaches offered by TaskRay to find the best way to structure projects, whether through hierarchies, task groups, or a combination of both. Simple and Complex Architecture in TaskRay work together to manage all project needs.

Project Hierarchy & Task Groups Example Case Studies

Complex Architecture (Project Hierarchy – Hospitality)

Pass Go Inc is a property management company managing multiple apartment complexes at a time. Each complex consists of multiple properties, often worked on by different teams. They need a way to visualize the full scope of their property management responsibilities. Pass Go Inc has determined the following requirements for their TaskRay implementation:

• ​Individual teams want to search for their project and display only its task groups (categories of work orders), tasks (work orders), and checklists (steps for completing each work order).
• ​The executive team wants a high-level review of all projects and how they relate to the overall complex’s account.
• ​Each property project needs to have a different timeline; there are no interdependencies between remodeling for different properties.
• ​Some properties have external stakeholders who require insight into their project’s progress; some apartment complex projects should not be seen by teams not directly involved.

Simple Architecture (Task Groups – B2B SaaS)

SaaSy Co. is a professional services business that implements SaaS solutions. Their product is people (billable hours). For each implementation, they follow a five-phase project management cadence. SaaSy Co. has determined the following requirements for their TaskRay implementation:

• ​Projects all need to follow the same timeline; all phases are dependent on each other, so phase 1 must be completed before the next can begin.
• ​There is one project team that needs visibility into the entire project.
• ​Projects need to be customized based on customer-specific data points; additional phases of tasks may be added to the project (e.g., enterprise customers receive an extended, on-site end-user training phase).