TaskRox Help & User Manual

TaskRox is a project and operations management system for construction, civil, mining, infrastructure and asset-intensive teams.

> Use a Project for work that will be delivered and closed out. Use a Site for ongoing sites, facilities, fleets, plants, quarries, or business activities that continue across reporting periods.

A workspace in TaskRox may represent:

All workspace types use the same modules, RBAC model, and reporting structure. The difference is in how the work is framed — finite delivery versus an ongoing operating location.

The two-digit year in a site name (e.g. *Blue Rock Quarry 26*) is a reporting period, not a closeout date. A new annual workspace can be opened each reporting year without "closing out" the underlying operating site.

A project workspace is for temporary delivery work with defined scope, budget, programme, completion and closeout.

Typical examples: - Capital construction works - Civil earthworks packages - Infrastructure upgrades - Building fit-outs - Remediation or rehabilitation programs

Projects use the Gantt for construction programs, QA for test requests and ITPs, HSE for incident management, Budget for cost tracking against a defined contract value, and Closeout for the formal completion / handover workflow.

Workspace code vs contract code. The short *workspace code* (e.g. NRTSF-26) is for navigation, registers and sidebar. The formal *contract code* (PRJ- prefix, e.g. PRJ-NRTSF-26-F6A6) is the commercial wrapper used in formal documents. They are separate concepts — don't combine them on the workspace code.

A site workspace is for an ongoing operating location or business activity that continues beyond a single project lifecycle — it never "closes out".

Typical examples: - Quarry operations (crushing, screening, haulage, rehabilitation) - Landfill operations (cell construction, daily cover, compliance monitoring) - Civil plant yards (fleet maintenance, mobilisation, utilisation tracking) - Maintenance workshops (work orders, faults, service plans) - Mine support operations (drill and blast, load and haul support) - Facilities and asset operations

Sites use the Gantt for rolling schedules (annual compliance, planned maintenance, production campaigns), Daily Reports for shift-by-shift production and labour capture, Fleet for equipment registers and compliance, Workforce for operator readiness, and HSE for ongoing safety management.

Reporting periods, not closeout dates. If a site has an annual workspace (for example *Blue Rock Quarry 26*), the year is a reporting/operating period. The underlying operating site is not "closed out" the way a project is — a new annual workspace can be opened each reporting year, while compliance, fleet, workforce and HSE records continue to be tracked against the operating site.

Workspace code vs program code. The short *workspace code* (e.g. BRQ-26) is for navigation, registers and sidebar. The formal *program code* (OP- prefix, e.g. OP-BRQ-26) is the operating/program wrapper used in formal documents — a site still runs an operating program, so the OP- prefix is kept. They are separate concepts — don't confuse them.

Programs group related works — for example, a council annual roads program or a multi-site capital works rollout.

Shutdowns represent short, controlled execution windows — a crusher shutdown, plant turnaround, or scheduled outage — where the Gantt becomes a tightly sequenced execution schedule.

Maintenance workspaces track recurring maintenance and control streams — fleet maintenance programs, statutory inspection schedules, or planned equipment overhauls.

All three types use the same TaskRox modules. The workspace type helps frame the dashboard, Gantt, and reporting context.

The Gantt is relevant for operations as well as projects. For operations, the Gantt functions as a rolling operational schedule rather than a finite construction program.

Operational Gantt examples: - Annual compliance calendar - Planned maintenance schedule - Campaign crushing schedule - Quarry stage development - Rehabilitation works - Statutory inspections - Workforce training and refresher windows - Shutdowns and outages - Budget and reporting cycles

Use the same dependency types, calendar settings, and scheduling rules — the difference is in the planning horizon and the ongoing nature of the work.

All existing TaskRox modules work for operations workspaces:

• Dashboard — operational snapshot of status, metrics, and activity
• Gantt — rolling operational schedules, annual plans, maintenance campaigns
• Daily Reports — shift-by-shift production, labour, plant hours, and approvals
• Fleet — equipment register, compliance, service status, utilisation
• Workforce — operator readiness, licences, inductions, medicals, competencies
• Training — courses, sessions, refreshers, and competency outcomes
• HSE — incidents, hazards, inspections, toolbox talks, critical risks, SWMS/JSA
• QA — inspections, test requests, non-conformances
• Budget — labour, plant, materials, contractors, budget and variance
• Documents — controlled document library, evidence, audit trail
• Photos — visual evidence, progress photos, linked records
• Reports — weekly/monthly operations dashboards
• Wall / Messages — team communication and updates