How to set up Event Planning Workback timelines within a template

[ShannonO4]

Hi y'all, 

We're utilizing Workfront for our Tier 1 & 2 events (large conferences, trade shows, etc) project management and I need to build templates that operate using a workback schedule. I've historically done this in Asana, Monday.com, etc where you can set an end date and number of weeks prior to the end date that specific tasks need to be completed, but I'm having trouble replicating this in Workfront. 

I'm aware of the task dependencies function, but since we're using agile, not waterfall method due to the number of work streams that need to be completed simultaneously, I'd prefer not to employ too many dependencies (unless there's something I'm missing here that would make sense in terms of setting it up to be a workback schedule). 

Is anyone else using Workfront this way for event management? If you're using a traditional workback schedule, how are you setting up projects and templates? If not, what methods are working for you?

Thanks in advance! 

[patrickh4509724]

Hi @ShannonO4 ,

you start by switching the Schedule Mode to "Complete Date" in the Project Details.

Based on that you planning modes switches planning backward. And you still can combine it with the lag in the predecessor.

Patrick

[TimWy1]

Hey Shannon, I would agree with the previous reply from Patrick as well. Most of our projects and events that are requested need to be completed by a particular pre-determined date, so we set them to have the project Schedule Mode based on the completion date instead of the start date. And to make that easier on all projects, I build that into our template settings to begin with. The Schedule Mode paired with task constraints are what will give you your waterfall effect, and you can read more about how those task constraints work here: https://experienceleague.adobe.com/en/docs/workfront/using/manage-work/tasks/task-constraints/task-c...

For my event or launch projects, I've made it so the last task line of the project is something like "launch date" or "event date," etc. Then I'll make the predecessor to that be the final set of tasks (or just a single parent task) that need to be completed prior to that date. In the example below, we want our launches assets to be completed about 3 months prior to the announced launch date, so you can see that the predecessor to line 123 "Launch" is line 122sf+67d, meaning line 123 shouldn't start until 122 is finished, plus 67 business days. 

When we pair the task constraints/predecessors with the "completion date" on the project schedule mode, the launch date task line will end up being the planned completion date for the project, and the final deliverables task above it will show up as due 67 days prior (and so on and so forth up the waterfall). 

I hope that helps, but let me know if I can share anything else about our instance!