EdrawProj User Guide

EdrawProj is a powerful project management tool with a user-friendly interface that allows users to create Gantt charts with simply mouse clicking. The software enables project managers to make schedules, allocate resources, track progress, manage budgets and analyze resource status and allocation for ongoing projects.

EdrawProj helps users schedule and manage projects. It gives an overall picture of project hierarchy and task reporting relationships so that managers could get insight for budget planning and resources allocation. The Reports options of Edraw Project allows users to generate a variety of reports from specific perspectives to analyze the project or share with others.

With EdrawProj, you can master the current progress through the timeline and multi-angle reports so that you can give appropriate solutions to different problems more quickly.

System Requirements

• Windows 2000, XP, Vista, Windows 7, Windows 8 and Windows 10
• Mac OS X 10 and later
• Linux (Debian, Ubuntu, Fedora, CentOS, OpenSUSE, Mint, Knoppix, RedHat, Gentoo and More)
• At least 1 GB RAM
• At least 400 MB free disk space

User Installation

You can download MindMaster installation package from our Download Center.

User Activation

Once successfully installed, you can register the software with your license code to activate it. If you do not have a license code, you can click Buy Now to place an order.

1. Run EdrawProj software with computer administrator privilege.
2. Click the Help tab of the ribbon.
3. Click Activation under the Help tab.
4. Input your License Name (can be any name) and License Code.
5. Click Activate to run the Activation Wizard.

User Deactivation

Deactivation is necessary if you wish to format computer, re-install computer operating system or move EdrawProj from one computer to the other. Please note that deactivation can only be done once every 30 days. The steps to deactivate a license are:

1. Simply go to the Help tab, and click Deactivation.
2. Once you have clicked Deactivation, EdrawProj software on your current computer will turn to unlicensed version, so you can activate the software on another device.

Check for Updates

You can click the About button in the Help tab to get the information about the current version.

For Assistance

If you have further problems, please contact support@edrawsoft.com.

The interface shows the initial and overall window where you can create Gantt Charts. Here you can see the Quick Access Toolbar, Tabs, Ribbon and Right Side Panel.

Quick Access Toolbar

From the Quick Access Toolbar you can find quick tools for Undo/Redo, Create a New Gantt Chart, Open Files, Save, and Print. You can hide or add any of these buttons by clicking the mini Down Arrow on the right. You can also choose to place the Quick Access Toolbar below or above the Ribbon.

Ribbons

1. Home Tab

In the Home tab, you can add, insert, remove, indent, outdent, move up and down tasks; set milestones; link and unlink selected tasks; insert hyperlinks and set overall Gantt Chart options.


2. View

The View tab shows different view options for Gantt charts. You can apply a theme, zoom in or out the chart, expand or collapse subordinate tasks.


3. Reports

EdrawProj comes with a set of predefined reports. You'll find all of these on the Reports tab, including Resource Status, Critical Tasks, Resource Cost, Resource Work and Task Allocation, etc. However, these reports are not customizable.


4. Help

From the Help tab you can easily find related guides for reference, including Tutorial, FAQ, Shortcut Key, Contact Us, Activation and Deactivation.

The Right Side Panel consists of three tabs in total: Task , Project and Link.

1. Task

In the Task Information section, you can view and adjust the overall information of a selected task such as task name, priority, progress, start and end date etc.

In the Assign Resources section, you can edit resources information and assign resources to a selected task.


2. Project

In Project Information section, you can quickly go through the basic information of your current project, including the project name, start and end date, duration, baseline cost, total cost and residual cost.


3. Link

In the Link section, you can create relationships between tasks. The "relationship" is also called "dependency", that is "the start of a task is dependent upon the compeytion of a prior task". For example, only when Task 1 is finished can you start Task 2. In this case, Task 1 is a Predecessor of Task 2, and Task 2 is a Successor of Task 1.

Tasks are usually grouped into larger phases. Use the Indent button to subordinate a task, thereby making the dominant item into a phase with subordinate tasks. To indent a task means to turn a task to a sub task of the above task. To outdent a task means to turn a sub task to a summary task.

Indent a Task

(Tab; Ctrl + Right Arrow)

If you want to indent a task, there are three ways:

• Select a task, then press Tab or Ctrl + Right Arrow on the keyboard.
• Select a task, then click the Indent Task button on Home tab.
• Select a task, then right click and choose Indent Task in the context menu.

Outdent a Task

(Shift + Tab; Ctrl + Left Arrow)

If you want to outdent a task, there are three ways:

• Select a task, then press Shift + Tab or Ctrl + Left Arrow on the keyboard.
• Select a task, then click the Outdent Task button on the Home tab.
• Select a task, then right click and choose Outdent Task in the context menu.

Notes: Top level tasks cannot be outdented. When a top level task is selected, the Outdent Task option turns gray and unselectable.

Move Up & Down a Task

If you need to change the display order of tasks in the tasks list, you can click the Move Up or Move Down button on the Home Tab.

Links are also known as dependencies. It means one task relies on one or more tasks to be performed before it can be done. For example, Task 1 must be completed before Task 2 can begin. In this case, Task 1 is called a Predecessor as it precedes tasks that depend on it. The following task, Task 2, is called a Successor as it succeeds or follows tasks on which it is dependent.

To build such a relationship, you have 2 options:

1. Use Mouse Click

Click on a task bar (The Predecessor), then hold the mouse and drag it to another task bar (The Successor) to build a relationship.

2. Use the Link Buttons on the Home Tab
   • Select two or more tasks on the list of the Gantt chart.
   • Click the Link button on the Home tab.
   • To unlink the sequence or relationship between tasks, click the Unlink button on the Home tab.

To check whether a task has Predecessors or Successors, you can:

1. Go to the Right Side Panel, click Link icon to open Link panel.

2. Switch between Predecessors and Successors sheets to view, add or remove corresponding links.

Notes:

• Editing the duration of linked tasks will automatically adjust their position on the timeline of the Gantt chart.
• Any task can be a predecessor for one or more successor tasks. Likewise, any task can be a successor to one or more predecessor tasks.

The Resource window is where you can set up and edit resources. You can adjust the width of each box by dragging the right border of it.

To add a new resource, you can:

• Click Add Row button.
• Press Enter on the keyboard.

After a resource is added, you need to define the following information of a resource in the Resource window.

Default Currency Unit

The default currency unit is USD. To change or customize Currency Unit type, you can click the small triangle button and choose the target Currency Unit.

Resource Types

There are 5 types of Resources and they can be divided into two catalogue.

Work Resources: People to complete the tasks, usually with a cost over time.

Non-work Resources: Resources that have a fixed cost per unit, including:

• Material: Consumables materials used in project processes like papers which are used to print leaflets.
• Cost: Financial cost associated with a task, such as travel expenses, food expenses, etc.
• Equipment: Such as a printer.
• Company: Company as a unit to complete the tasks.

Resource Name

You can change resource names according to different categories.

Resource Unit

Only when the resource type is Work Resource can you set the Resource Unit, including Max Unit and Unit.

Unit represents the maximum capacity of a work resource to work on assigned tasks. 100% means that the resource is available full-time on each workday. The work time is set in Project Options before you start adding tasks.

If the resource gets allocated to tasks that would require more than his work hours, then the resource is over allocated and EdrawProj will indicate this in red formatting in the Resource Status report.

If a resource is more capable and has higher efficiency than an average level resource whose Unit is 100%, you can enter larger Unit to represent his competence. A 200% Max Unit indicates that the resource does double work in the same working time.

By default, the Max Unit field is set to 100%.

Resource Cost

You can set Standard Rate and Cost Per Use for work and non-work resources. You can also enter Overtime Rate for work resources.

• Standard Rate: Calculated on time unit basis, such as per day, per hour, per week and per month.
• Cost Per Use: The cost that accrues every time when a resource is used. It will be added when a work resource unit is assigned to a task and does not vary with the amount of time you use the resource.
• Overtime Rate: The pay rate for the overtime work of a resource.

EdrawProj calculates the cost of a project by adding up the cost of resources allocated in all tasks.

Note: Cost Per of non-work resources is calculated only once.

Divide Resources into Groups

Grouping enables you to view rolled-up summary information of resources allocated to a task. Once you have entered a new group, the group name will appear in the drop down menu.

Once the tasks list and resources are complete, resources need to be assigned to tasks in order to carry out the tasks. EdrawProj supports to track task progress, resource status and task costs.

There are 2 ways to assign resources to a task.

You can assign resources to a task one by one:

1. In Gantt Chart view, go to the Resources column.
2. Click the box below the Resources column for the task you need the resource to be assigned.
3. From the drop-down menu, choose the name of the resource you need.

If you need to allocate multiple work resources to a task, you can:

1. Select the task.
2. Go to the Assign Resources section on right ride panel.
3. Click the group name to allocate all resources in a group to the selected task.

Note: You can select multiple resources to work on a single task. A work resource can be assigned to multiple tasks.

Expand and Collapse

The Expand and Collapse options are placed on the View tab.

A project usually comprises multiple tasks that may be divided into several subordinates.

You can collapse and expand individual tasks that has subordinates (child tasks) interactively by using the and icons that appear on the right of each task that has child tasks. This helps viewers focus on only mother tasks without being distracted by the subordinates.

Columns

In the Manage Column window, you can choose to show or hide specific columns in the Gantt Chart. Check the columns you want to display, and the unchecked columns are hidden. You can adjust the display order by clicking Move Up and Move Down button on the right.

There are two approaches to open the Manage Column window:

• Click Columns button on the View tab.
• Right click the name box of the column you want to hide, and then click Manage Column on the context menu.

Task Visible Columns

The Task Visible Columns report displays all visible columns of tasks.

Resources

The Resources report displays detailed information of all resources filled in the Resource window for the current project.

Critical Tasks

It has to be clear that the word "Critical" does not mean that the task is complex, important or need to be closed, monitored, but the focus is that the task will affect the project's finish date.

Delay Tasks

In the Delay Tasks report, tasks that have been delayed in comparison with the current date are displayed.

Behind Tasks

If a task’s completion date exceeds its baseline finish date, then it is a Behind Task.

Click the Behind Tasks button on the Reports tab to view the report of behind tasks in the project.

In the Top Level Cost report, types of cost in a project life cycle includes:

• Actual Cost: Costs that have been incurred for tasks, resources or assignments.
• Remaining Cost: Difference between baseline cost and actual cost.
• Cost: When the tasks are planned and the pay rates of resources in a project are settled, EdrawProj will calculate the scheduled cost of a task or a resource.
• Baseline Cost: Rough estimate cost proposed by the project manager.
• Cost Variance: Difference between the scheduled cost and baseline cost.

The following are formulas to calculate different types of cost:

• Actual Cost = (Cost - Cost Per Use) * Progress + Cost Per Use
• Remaining Cost = Cost - Actual Cost
• Actual Cost = Actual Work*Standard Rate*Cost Per Use

Resource Cost

For some organizations, resources costs are primary costs, and sometimes the only cost, so these need to be closely monitored.

Task Work

In the Task Work report, the time amount of total work, actual work, and remaining works are displayed for all sub-tasks.

The following are formulas to calculate different types of cost:

• Actual Work = Progress*Work
• Remaining Work = (1 - Progress) * Work

Resource Work

In the Resource Work report, the start date and finish date, the time amount of total work, actual work and remaining work are displayed for all resources. If a resource is not assigned to the project, NA appears in the corresponding Start and Finish box.

Task Allocation

The Task Allocation report lists the details of each task, including its resources, the progress, work time and the unit.

(F7)

The Spelling Check function of EdrawProj helps you diagnose spelling mistakes and offer suggestions for correct spellings.

1. Go to Home tab and click the Spelling Check button .
2. If there are mistakes in your file, the Spelling Check dialogue will show up. It will show all recommended spellings for you to choose.
3. Choose one of the suggestions and click Accept, or Ignore if the word is not wrong.
4. Once you click the Accept or Ignore, it will jump to the next spelling mistake, and repeat until there are no mistakes.
5. For the word which is correct but not in the dictionary, you can click Add to Dictionary, so that it won’t be treated as a wrong word next time.

(Ctrl + Z / Ctrl + Y)

EdrawProj provides undo and redo actions for users.

Undo is used to reverse your last action. Click Undo button on the quick access toolbar, or press Ctrl + Z.

Redo is used to do any undo function again. Click Redo button on the quick access toolbar, or press Ctrl + Y.

EdrawProj creates an auto-saved temp file for users in case they didn't save the files due to unexpected computer shutdown or software crash. Users can set a time-frequency for each autosave. The default setting is to save in every 10 minutes.

Set Auto-Save Time Period

1. Go to the File tab, click Options and then click General.
2. From the Save auto recover option, input a time period.

Find Auto Saved File

1. Go to the View tab, click the File Recovery button.
2. Find your auto saved files from the file recovery list.

Print a Gantt Chart

Go to the File tab and click the Print button to print a chart; or click the Print button in the Quick Access Toolbar.

Orientation

Specify the paper orientation as portrait or landscape.

Paper Size

Shown in the list are the paper sizes supported by the current printer as well as industry standard sizes.

Print Setup

Click the File tab, click the Print, and then click the More Print Setup… to set the print options.

Adjust to

Reduces or enlarges the drawing page to a specified proportion of actual size for printing. If the drawing page is larger than the size of one piece of paper, the diagram will be printed onto multiple pieces of paper.

Fit to

Fits each drawing in the print job on the length and width of the specified number of sheets. The drawing will be enlarged or reduced according to the number of pages and the margins you specified. If the length and width of pages are not proportional to the drawing's dimensions, only those sheets that are needed to maintain the drawing's proportion will be used.

Export a Gantt Chart

You can export your charts to different formats including PDF and Microsoft Office Excel.