The first part of this template maps the human resources. It starts with the departments in your organization. Each department contains multiple job roles. A job role is taken by one or more staff members. Each of those tables have fields that show their past, current and future involvement in projects or tasks. This information is crucial for proper staff policy since it allows you to quickly detect potential understaffing or overstaffing of a certain job role or department. This template even has multiple views for detecting this type of scenario.

The second part is about projects and tasks where a project is a collection as tasks. The Projects table contains fields that show how many tasks are currently completed, in progress and scheduled. The Projects table also has multiple fields that monitor the budget. You set manually the budget of the entire project and for each tasks. The template calculates the amount of budget that is already assigned and the budget that is still available in percentage and absolute numbers.

The Tasks table not only offers detailed information about each task. It is possible to set prerequisites for a task. Those are tasks that need to be completed before the actual task can start. Detecting those dependencies and taking them into account limits the chances that the project goes over time. Comments and feedback about actions taken to perform the task are stored in the Task actions table.

Some tasks require a certain equipment to be performed. This equipment can be linked to a task and there are views available to detect which equipment does not have a piece in surplus during a certain time of the project.

Database: Task Management

Departments

Fields

• Name (Text)

• Description (Text)

• Job roles (Link to table)

• Staff count (Rollup)

• Total projects count (Rollup)

• Active projects count (Rollup)

• Projects by staff ratio (Formula)

Views

• All departments (grid)

• Departments with active projects (grid)

• Departments with projects to staff ratio < 1 (grid)

Job roles

Fields

• Name (Text)

• Description (Text)

• Department (Link to table)

• Staff (Link to table)

• Staff count (Count)

• Total projects count (Rollup)

• Department name (Formula)

• Active projects count (Rollup)

• Projects by staff ratio (Formula)

Views

• All job roles (grid)

• Job roles grouped by department (grid)

• Job roles with active projects (grid)

• Job roles with projects to staff ratio < 1 (grid)

Staff

Fields

• Code (Formula)

• Name (Text)

• Photo (File)

• Phone (Phone number)

• Email (Email)

• Job (Link to table)

• Department (Rollup)

• Projects - Owner (Link to table)

• Projects - Team (Link to table)

• Tasks (Link to table)

• Active projects (Formula)

• Scheduled projects (Formula)

• Completed projects (Formula)

• Active tasks (Formula)

• Scheduled tasks (Formula)

• Completed tasks (Formula)

• Total projects (Formula)

• Total tasks (Formula)

• Password (Password)

Views

• All staff members (grid)

• Staff members grouped by department (grid)

• Staff members with active projects (grid)

• Staff members with active tasks (grid)

• Gallery: all staff members (gallery)

• Gallery: all staff members (basic info) (gallery)

Projects

Fields

• Code (Formula)

• Title (Text)

• Description (Long text)

• Project budget ($ millions) (Number)

• Start (Date)

• Deadline (Date)

• Actual end date (Date)

• Owner (Link to table)

• Departments involved (Lookup)

• Is overdue (Formula)

• Days overdue (Formula)

• Team (Link to table)

• Status (Formula)

• Tasks (Link to table)

• Task budget sum ($ millions) (Rollup)

• Available budget ($ millions) (Formula)

• Budget scheduled % (Formula)

• Active tasks (Formula)

• Scheduled tasks (Formula)

• Completed tasks (Formula)

• Total tasks (Formula)

• Owner name (Rollup)

Views

• All projects (grid)

• Projects grouped by status (grid)

• Projects grouped owner (grid)

• Projects with active tasks (grid)

• Projects with scheduled budget > 75% (grid)

• Projects with scheduled budget > 90% (grid)

• Projects over budget (grid)

Tasks

Fields

• Code (Formula)

• Title (Text)

• Start (Date)

• Budget ($ million) (Number)

• Duration in days (Number)

• Description (Long text)

• Project (Link to table)

• Assignee (Link to table)

• Priority (Single select)

• Status (Formula)

• Estimated end date (Formula)

• Actual end date (Date)

• Task actions (Link to table)

• Autonumber (Autonumber)

• Required equipment (Link to table)

• Category (Single select)

• Is overdue (Formula)

• Days overdue (Formula)

• Days until end (Formula)

• Prerequisites (Link to table)

• All prerequisites OK (Formula)

• Assignee name (Rollup)

• Today (Formula)

• Project name (Rollup)

• Prerequisites NOK (Formula)

• Prerequisites symbol (Formula)

Views

• All tasks (grid)

• Tasks that are not completed (grid)

• Tasks that are both important and urgent (grid)

• Tasks by project and status (grid)

• Tasks that are in progress (grid)

• Tasks that start within 30 days (grid)

• Tasks with pre requirements ok (active + scheduled) (grid)

• Tasks with pre requirements NOT ok (active + scheduled) (grid)

• All tasks in calendar view (calendar)

• All tasks by Category (kanban)

• All tasks grouped by Priority (kanban)

• Active and scheduled tasks by Category (kanban)

• Active and scheduled tasks by Priority (kanban)

• All task in a timeline (timeline)

Task actions

Fields

• Code (Formula)

• Team member (Rollup)

• Date (Created on)

• Action (Long text)

• Task (Link to table)

• Autonumber (Autonumber)

• Date (format) (Formula)

Views

• All task actions (grid)

• Task actions by task (grid)

• All task actions in calendar view (calendar)

• Active and scheduled in calendar view (calendar)

Equipment

Fields

• Name (Text)

• Description (Text)

• Category (Single select)

• Quantity (Number)

• Tasks (Link to table)

• Currently in use (Formula)

• Scheduled start dates (Formula)

• Currently scheduled (Formula)

• Currently available (Formula)

Views

• All equipment (grid)

• Equipment without active and scheduled tasks (grid)

• Equipment that is currently in use (grid)

• Equipment without a piece in surplus (grid)

• All equipment by category (kanban)

Application: Task Management application

Login

Data sources

Actions (event)

• open_page (after_login)

Dahboard

Data sources

• Urgent and priority

• My tasks

• Current tasks

• Current projects

Actions (event)

• logout (click)

• open_page (click)

Projects

Data sources

• Active

• All projects

Actions (event)

• logout (click)

• open_page (click)

Project details

Data sources

• Project

• Urgent tasks

• Tasks in progress

• Scheduled tasks

• Completed tasks

• Project team

Actions (event)

• logout (click)

• open_page (click)

Tasks

Data sources

• Urgent

• Prerequisites

• High priority

• Medium priority

• Low priority

Actions (event)

• update_row (88701b92-42d3-4ba5-b97c-19589b4bee34_click)

• logout (click)

• update_row (a5574c75-007f-4f7a-8b5d-af1b89d09130_click)

• update_row (99add6da-b6e7-4b1d-8aa6-b969bc55d781_click)

• open_page (click)

• refresh_data_source (88701b92-42d3-4ba5-b97c-19589b4bee34_click)

• refresh_data_source (a5574c75-007f-4f7a-8b5d-af1b89d09130_click)

• refresh_data_source (99add6da-b6e7-4b1d-8aa6-b969bc55d781_click)

Task details

Data sources

• Task

• Assigned equipment

• All equipment

• Task actions

Actions (event)

• update_row (click)

• update_row (submit)

• create_row (submit)

• logout (click)

• refresh_data_source (click)

• refresh_data_source (submit)

• refresh_data_source (submit)

• open_page (click)

Staff

Data sources

• Staff

Actions (event)

• logout (click)

• open_page (click)

Staff details

Data sources

• Staff

• Tasks

Actions (event)

• logout (click)

• open_page (click)

Equipment

Data sources

• Without surplus

• Currently in use

• Not used

Actions (event)

• logout (click)

• open_page (click)

Equipment details

Data sources

• Equipment

• Tasks

Actions (event)

• logout (click)

• open_page (click)