top of page

1. New Project

Before starting, let's clarify two concepts:

 

  • Portfolio: a .kpPortfolio file that can contain one or more projects. This is your work "file".

  • Project: your plan (tasks, dates, resources, buffer). That's what you plan and follow.

​

In this tutorial, you will:

  • Create a new portfolio and open it in the workspace.

  • Create a project with the AI assistant (recommended) or manually.

  • Set the dates (ASAP/ALAP), calculate the critical string and display the buffer.

  • Save your changes for the future.

​

Prerequisites

  1. Have installed the application and be connected (or in read-only mode).

  2. Have a recording location (iCloud Drive or local).

Create and open portfolio

If necessary...

​

  • If nothing opens after creation: try again and check the chosen location (write rights, iCloud available).

  • If you change your mind, you can return to the home page from the toolbar (back to "Home").

01

Create a new Portfolio

A portfolio is the container of your projects.

Steps

 

  1. Open KairoProject. On the home screen, click New Portfolio.

  2. Choose a location and a name, for example “MyBusiness.kpPortfolio”.

  3. Validate. The workspace opens automatically with an empty portfolio.

​

What happens in the app

​

The .kpPortfolio file is created and linked to the workspace. Your projects and changes will be saved in this file.

​

Tips

​

  • You can open an existing portfolio at any time via Open....

  • Create a portfolio by customer, product, or program if you manage multiple sets of projects.

02

Configure your catalogs

Why now?

 

Your calendars, resources/teams and PERT tables directly influence actual durations and capacities. Informing them early improves the quality of the plans.

 

Steps

 

  1. In the workspace toolbar, open Catalogs or Catalog Setup.

  2. Select your JSON files or use the default values.

  3. Apply. Your calendars and resources will be available in the task editor.

 

Tips

 

  • You can come back to this step later. Resource assignments automatically recalculate the resulting capacity of a task.

  • For a first attempt, the default values are sufficient.

catalog setup

Remember​

​

The better your catalogs are filled in, the more realistic your plans will be.

Select the right complexity in the AI assistant

Important

 

The Generate button remains disabled until you have:

  • Entered a name + a sufficient process description.

  • Shows at least one Preview card.

  • Scroll to the bottom of the form (small UX security).

If necessary...

 

No preview? Check network and that your description is not empty. Try a different level of complexity.

 

Generate grayed out? Scroll down to the bottom of the form; make sure a preview is visible.

03

Create a project with the AI Assistant

The wizard guides you to produce an initial plan that is consistent with the Critical String method.

 

Steps

 

  1. Open Create with AI (from your project creation button/menu).

  2. Fill in the fields:

    1. Project Name: a short and explicit name.

    2. Planning:

      • ASAP if you know the start date.

      • ALAP if you have a deadline (End).

    3. Parameters:

      • Activity domain.

      • Number of independent team members (team size = number of possible parallel lanes).

      • Goal (objective).

      • Constraints (constraints).

    4. Describe the process: describe the flow in 5–10 lines (max ~1500 characters).

    5. Choose Complexity (Preview Basic / Standard / Complex). Preview maps are displayed:

      • Number of main tasks.

      • Estimated total hours (aggressive, without buffer).

      • Suggested parallel lanes.

      • A short justification.

    6. Once a preview is displayed, click on Generate.​

​

Good practices

 

  • Team size influences parallelization: put the number of really independent teams.

  • Adapt the Complexity:

    • Basic = fewer tasks (synthetic vision).

    • Standard = balanced.

    • Complex = more tasks (fine granularity).

  • Describe deliverable steps, not micro-gestures (AI applies a "MAIN tasks only" policy).​

04

Check and complete your tasks

In the task editor, you can specify:

 

  • Duration (before execution) or ETTC (“Released” mode).

  • Variability (%):

    • 5–15% for controlled routine tasks

    • 15–30% for standard integration/coordination

    • 30–60% for exploration/risk

  • Predecessors / Successors:

    • respect real dependencies

  • Subtasks:

    • Manual addition or CSV import

    • The total feeds the task load

  • Schedule and Resources/Teams:

    • Assign resources/teams

    • The resulting calendar is calculated automatically (conservative union/intersection)

    • The capacity (Availability/Efficiency) adjusts the effective duration

Edit Task's Datas

Advice

 

  • Do not hide parallelizable work in subtasks if you have several "lanes" (Team size > 1)

  • Keep short and explicit task names

Checklist

 

  • Each task has a clear name and an aggressive duration

  • Dependencies are realistic (no false parallelism)

  • Variability reflects the nature of tasks

  • Resources/teams are assigned if necessary

Set the Start Date or the Project Deadline

Keep in mind

 

The Apply button will recalculate the critical string and buffer (see next step).

05

Set the Dates

In the side panel (“ResultGrid” view), you will find the dates and the Apply button.

 

Steps

 

According the selected mode:

​​

  • Adjust the date as needed (tasks will then be aligned)

  • Press Apply later to recalculate the plan and buffer

​

Tips

 

In ALAP, the scheduling naturally sticks to the deadline and stabilizes via the buffer.

 

In ASAP, the anchorage is done at the beginning of the project.

06

Identify the Critical Chain and Calculate de Project Buffer

This step fixes the project baseline

 

Steps

 

In “ResultGrid”, click Apply:

​

  • Critical Chain Calculation (CC)

  • Calculation of the buffer (size and “tail”)

  • Update of indicators (buffer consumption, estimated end)

​

​On the GraphFlow (Gantt) view:

​

  • Tasks on CC are highlighted (Red)

  • Benchmarks: Start, Deadline, Buffer, Now

  • Navigation tools: See all, Go to start/end, Zoom +/−, Refocus.

​

Check consistency:

​

  • The CC follows the longest path (constraints + resources)

  • The buffer is sized from the variability of the CC tasks.

​

Edit Task's Datas

Interpretation tips

​

  • "Buffer consumption" indicates the health status of the project vs deadline

  • Avoid artificially "compacting" tasks; the CC method relies on aggressive durations without internal margin, and an explicit buffer.

Checklist

 

  • The CC is visible and consistent with your dependencies

  • The buffer and deadline are displayed correctly

  • The indicators (consumption, estimated end) are included

Select the right project complexity

At the end of these steps:

​

  • Portfolio created and opened

  • Generated project (AI or manual)

  • Verified tasks

    • durations

    • variability

    • dependencies

    • resources

  • Dates set, Apply executed

  • CC and buffer included

  • Backup confirmed

07

Save, Export and be ready for the next step

Back-up

 

  • The open portfolio is linked to the workspace. Changes are saved in your .kpPortfolio

  • You can force the backup if a menu is provided, otherwise let the autosave do it

 

Export (optional)

 

  • Export a project in JSON format if you want to archive or exchange it

 

Next steps - see next tutorials

​

  • Run (“Released”) and drive the ETTC vs Duration

  • Follow the "Exits" and launch contextual AI analysis

  • Deepen the catalogs (calendars, resources, teams)

  • Use statistics and share a state (StatSheet)

  • Understand the "Review" alert after the first completed project.

bottom of page