Wrike blueprint admin access remains restricted to a single gatekeeper (Richard) to maintain consistency and prevent user-error modifications.
Wrike timeline management rule established: Project coordination logs, phases, and sub-phases act as the strategic game plan (promises) and should not contain assigned names or dates during setup, while specific tasks act as the actual weekly to-do list that reports progress up to the phases.
Milestone features banned in Wrike Gantt charts because they create scheduling errors during updates; deadlines and deliverables must be entered as standard same-day tasks instead.
Future Wrike integration planned to track financial metrics and labor efforts by assigning hours and billing rates directly to tasks, which will automatically aggregate to project phases.
Next steps:Raphael to send a list of CA sub-phases (RP, field reports, closing documents) to Richard for template integration; Richard and Hugo to build out specific project game plans for the Markham, Durham, and EdmontonLaunch Pad projects.
Full Summary
Team Onboarding and Project Assignments
Doris introduced Raphael as the Calgary-based Contract Administration lead who will assist the team with Contract Administration forms and processes.
Hugo is currently being onboarded to the Launch Pad projects.
The initial assignments for Hugo will focus on Markham, Durham, and Edmonton.
Wrike System Architecture and Standards
Richard outlined the organizational structure of Wrike, which uses coordination logs, phases, sub-phases, and tasks to track projects.
The system allows up to nine contractual coordination logs to be individually imported into each project.
The project hierarchy must flow from coordination logs down to phases, then to sub-phases, and finally to individual tasks.
Richard plans to clear the preset placeholder dates from the blueprint templates because team members have been stretching phase timelines to hide schedule delays.
Workflows and assignments must follow strict configuration rules to maintain system integrity.
Coordination logs, phases, and sub-phases must use the default workflow, remain unassigned, and have no initial dates during project setup.
Individual tasks must use the task workflow and must always live under a sub-phase to ensure timelines aggregate correctly up the hierarchy.
Milestones should not be used in Wrike because they do not automatically update when dependencies change; instead, users should create a standard task with a single-day duration.
Richard recommends that each project folder should be configured with four distinct view tabs.
These tabs must include Table, Table Active (which filters out completed items), Gantt, and Gantt Active.
Progress Tracking and Future Features
The primary goal of the system is to manage a live to-do list against a strategic game plan to track plan creep.
When tasks extend past the planned sub-phase timeline, the timeline bar turns faded green to indicate a delay.
For fee-based projects, explicit timelines must be set on the phases, sub-phases, and logs, whereas hourly projects like Launch Pads can simply rely on automated aggregation.
In the future, Richard plans to incorporate task durations, user rates, and efforts to aggregate total fees and effort metrics against the coordination logs.
Effort is defined as a planning metric representing the total hours required to finish an item, which is distinct from actual daily timesheet reporting.
Administration, Access, and Project Game Plans
Following a discussion and vote, the team decided to maintain a gatekeeper system for blueprint administration rather than granting universal admin access.
Richard and Doris will remain the administrators responsible for importing blueprints into new project folders.
Raphael will send a list of CA-specific sub-phases to Richard to be added to the blueprint, including Request for Proposals, field reports, and closing documents.
The Sentinel project has been assigned the job number 2026-04, and the CA coordination log has been imported into it.
For the Crimson project, the IFC timeline was set from last September through July 31, 2027.
Game plans will be selectively applied depending on the project life cycle phase.
Richard and Hugo will map out game plans for active Launch Pad projects in Markham and Edmonton.
Revised game plans will be established for the two Glacier projects.
Projects nearing completion, including Tillotson, Chestermere, and Royal Oak, will not receive game plans and will focus solely on execution.
Meeting Notes
Attendees:
Richard
Doris
Nasim
Gibran
Gregoire
Hugo
Rafael
Agenda:
Richard to demo Wrike standards and expectation of using Wrike at DMA.
Meeting Notes:
Wrike
Custom fields have been setup, which can be seen as the available workflows.
Blueprints have been setup for use in the office. These blueprints are a project phase and can be automatically copied to a project.
Each Wrike project has a coordination log for each contractual phase of the project.
Coordination log can have multiple phases.
Coordination logs will template dates cleared.
Wrike is used to track and show to-do lists which we are able to compare against a plan.
When looking at a project or a log;
The Table tab shows any and all items.
The Table Active tab shows only items that are open / completed items hidden.
The coordination log, phase and sub-phase should not be assigned a date or assignee. Only individual tasks should be dated and assigned.
Each item in Wrike is assigned a workflow:
The Task workflow is for the individual tasks that are created. Tasks must also be placed within a sub-phase.
The Default Workflow is for Coordination Logs, phases & sub-phases only.
About the use of Gantt views:
Using the tasks only within sub-phases it allows for your Gantt chart for your project to automatically aggregate the item - we call this reporting up the time.
The bars that contain an effort are for planning and the software will show a coloured bar when things are overrun. This is used to show your project planning vs your actual performance.
Future projects will have fees input into the coordination logs as well so that we map financial performance against fees as well.
Current goal is to effectively plan time and effort within Wrike. This requires everyone to properly input tasks & properly assign dates for planning.
We should also create views in project when we see they do not have them:
Table
Table Active (All Active Items Only)
Gantt Chart
Gantt Chart Active (All Active Items Only)
Effort has several different modes, basic, flexible and auto. The effort is used to demark the expected amount of time it takes to complete an item.
Planning dates go into coordination logs and phases in order to compare actual performance.