How to calculate work, and then fix it in IN MS PROJECT 2016

Hi,

friend of mine has a Specific problem. He wants MS PROJECT. I will show you this problem with MS PROJECT 2016!

Project has one Task:

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Resources are:

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As you can see there are Workers with 800% capacity, Laborers with 200% capacity, and Crane and Concrete mixer with 100% capacity.

Workers are supposed to work 300 hours, Laborers 50 hours, Crane 10 hours, and Concrete mixer  20 hours.

Duration of this Task should be calculated by MS PROJECT using workers. SO I will assign Workers to the Task, and I will put 800% for Units, and 300 hours to get Duration:

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and I will get:

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Now I want to assign remaining Resources like this:

  • Laborers 200% 50 hours
  • Crane 100 % 10 hours
  • Concrete mixer 100% 20 hours

but I want to spread the work during all days of Duration.

First I will assign them as-is:

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and I will get:

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As you can see, I didn’t get what I wanted. Laborers will work only fist four days, Crane only first two days, and Concrete mixer only first three days. What Can I do? Well, before assign those resources I will switch Task to the Fixed duration mode:

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Now I am going to assign those resources in the same way:

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Finally, I will get:

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As you can see, all resources are used all days (Duration days). Of course they will not spend same amount of hours, as expected.

To conclude, if you want to calculate duration according to one Resource, and then spread the work through duration for rest Resources, follow this steps:

  1. Use fixed units or Fixed work and assign first resource. Duration will be calculated.
  2. Switch the Task to Fixed Duration Type
  3. Assign remaining resources to Task.

Regards.

Posted in Microsoft Project 2013, Micsrosoft Project 2016, MS PROJECT 2010, PMI, PRoject Management | Tagged | Leave a comment

Task Duration and Resource additional day off in MS PROJECT 2016

Hi,

today I will show you what happens if you assign resource to the Task, and afterwards put, for example, day off for that Resource in MS PROJECT 2016

First, I’m going to create simple Project:

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I will now create John, as Resource, with 100% Max.units:

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Finally I will assign John to the Task, and I will show Task Usage View:

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Now I’m going to show additional Column, Type:

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Now, everything is set. Suppose that at Thursday John can’t work at the Task. I will now put Day off:

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and I will get:

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So, with Fixed Units, End date will be Monday, 8.02.2016, and Work will remain 40 hours. The same thing will happens if you use Fixe Work Task Type, so I’m not going to show you that. If you do not believe me, try it Smile

Now I am going to put it all back and set Task Type as Fixed Duration:

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Now I’m going to set Thursday, 04.02.2016, as a Day off for John:

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and, after I will click at OK button I will get:

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If I click on Show Help button, I will get:

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The final result is:

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So, what it this post all about? About warning! As you can see with Fixed Duration, and Fixed work Task Type, there is no warning that Duration will change. If Task Type is Fixed Duration then, and only then, you will get warning that Duration is going to change.

But this is not all. Let’s say that I have five Tasks, all Fixed Duration and five different Resources assigned to those Tasks:

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Now, suppose that, for some reason, Thursday is day off for all Resources, e.g. for whole company:

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After I click at OK button I will get:

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As you can see, in this scenario there is no warning at all. So, you have to be very, very careful when you are adding exceptions to your Calendars because the whole Schedule can “dance”, e.g. change, without warning. My suggestion is: Always have Test instance of your Project, and only after you are 100% sure that you get result which is acceptable, do changes at real Project file.

Regards!

Posted in MICROSOFT PROJECT, MS PROJECT 2016 | Tagged | Leave a comment

How to change Task Finish date when Task has fixed amount of Actual work in MS PROJECT 2016

 

Hi,

friend of mine got a problem. He has Task in which he wants to put Actual work and Actual Finish date for the Task, but he got odd result. Let me show you a problem with MS PROJECT 2016. firs I am going to create a simple Project with one Task:

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I will create a Resource with 100% availability:

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and I will assign Resource to the Task:

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Now suppose that Task is finished at Tuesday, 12.01.2016, and Actual work is 8 hours. Simple, Resource worked only 8 hours to finish the Task during period from 25.12.2016 to 12.01.2016.

I will use Task Usage View:

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and I will get:

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As you can see work is 104 hours, not 8. Is it a bug? Not at all. Because from 25.12.2015 to 12.01.2016 is 13 working days and 13 * 8 hours per day is 104 hours. If you want to have fixed period (Start and Finish date), and fixed hours,  you should have Fixed work Task Type:

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Now I will put same values here:

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and I will get:

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To conclude, if you want to have fixed hours, and Fixed Actual Start and End Date, use Fixed work Task Type!

Regards!

Posted in MICROSOFT PROJECT, Microsoft Project 2013, MS PROJECT 2016, PMI, PRoject Management | Tagged , | Leave a comment

Resource availability and Tasks in MS PROJECT 2016

Hi,

I’ve got a question from one of my Blog readers:

“How can I schedule a resource onto a task when it becomes available. For example, there are two tasks that start at the same time and the duration on the first is 1 week, and the second task is 3 weeks. I assign task 1 to Resource1 and task 2 to both resources.
What I would like to automatically occur is for Resource 1 to be assigned task 1 in the first week and task 2 in weeks 2 and 3; and Resource 2 be assigned task 2 for weeks 1 through to 3. This meets the task hours required and utilizes the resources efficiently. Thanks in advance for any assistance.”

I will explain that in MS PROJECT 2016.

First I am going to set up the brand new Project as my readers told me:

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and two Resources:

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Now I’m going to assign Resources to Tasks using Task Form:

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I will assign Resource 1 to Task 1 and Task 2, and Resource 2 to Task 2, and I will get:

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As you can see in Info column, Resources are over allocated (e.g. Resource 1 is over allocated). Microsoft Project will not, and can not decide for you when do you need resource for specific Task. Since you told to Microsoft Project that Resource 1 should work on both Tasks, Microsoft Project can only help you with over allocation sign. Why? When you assign Resource 1 to Task 1 it means that Resource 1 should work 5 days (8 hours per day, because it will work with 100% capacity), and that is 40 hours! On the other hand, to complete Task 2, both Resources should work on it for 3 weeks, e.g. 15 days (8 hours per day), and that is 120 hours per Resource. And yes, Resource 1 is over allocated, and Microsoft Project will not move Resource from Week 1 on Task 2 to Week 2, and Week 3 just because it is over allocated. 

What can you do in this situation. You can manually set Scheduled Start date, and hours. That means, in this example, if you want that your Resource 1 to work only 2 weeks (and this is 80 hours (10 days * 8 hours per day), and you want it to work after Task 1 is finished, then you should make this change:

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and you will get:

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Now, Resource 1 is not over allocated any more. BUT! Be aware of this:

  1. The total work for Task 2 is now 200 hours, not 240 hours! Ask yourself: Is it enough? Well yes, Resource 1 was over allocated, but does it mean that if he or she will work when he / she is available, and you do not extend Duration for the Task, the total amount of work will be enough to finish it in 3 weeks?
  2. If you extend duration of Task 1, or you add another Task in the same period when Task 2 should be done, Resource 1 will become over allocated, again. For example I will extend Task 1 from 1 to 2 weeks, and I will get:

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And what if you have many Tasks (for example 345), and Resource 1 will work on 100 of them. You will get hard time.

To conclude, if you want to have a Project with not over allocated Tasks then you should use Leveling, but Microsoft project will never decrease work by itself in example like this. Ever!

Regards

Posted in MS PROJECT 2016, PMI, PRoject Management | Tagged | Leave a comment

How to delete all dependencies for one Task in MS PROJECT 2016

Hi,

for the last post in this year I choose to show you a very simple Trick. What if you have one Task with multiple Tasks dependencies, and, for some reason you want to remove those dependencies in one step. How to remove those dependencies in Microsoft Project 2016?

First I will build a simple Project with 10 Tasks, and I will set dependencies between them:

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Now for some reason I want to keep all dependencies, except dependencies for Task 3, which I do not need any more, so I am going to remove them before I build new one. I have to remove all dependencies for it. Imagine that you have a Project with 1753 Tasks, and Task 3 has many dependencies. You can easily forget to remove dependencies. If you want to be sure that you have remove all dependencies, for example, on Task 3, follow this steps:

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and you will get:

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As you can see, Task 4,6,7,8 and 9 are not dependent on Task 3 any more.

Easy and effective, isn’t it.

Dear readers, thank you very much for you participation, questions and suggestions.

I wish you all the best in New Year! Smile

Nenad Trajkovski

Posted in MICROSOFT PROJECT, Microsoft PRoject 2010, Microsoft Project 2013, MS PROJECT 2010, MS PROJECT 2016, PMI, PRoject Management | Tagged , , | Leave a comment

Manually Scheduled Tasks and Resource Calendar in MS PROJECT 2016!

Hi,

today I’ll show you how Manually scheduled Tasks are affected by Resource Calendars in MS PROJECT 2016!

First I will create a simple project with only one Task in manually scheduled mode:

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Now I’m going to create John as Resource:

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Now, suppose that he has day off at Wednesday, 09.12.2015:

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Finally I will assign John to the Task, and I will take a look at the Resource Usage View:

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As you can see, End date  didn’t change, and John will work only 32 hours to Complete his work, because he is at his day off at Wednesday.

I will now create Same Task in Auto Schedule Mode;

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and I will assign John to the Task:

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As you can see, end date is now 14.12.205! Let’s look at the Resource Usage View, again:

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As you can see, John will work only 40 hours to Complete his work, because he is at his day off at Wednesday, an because of that, he has to wok on Monday, 14.12.2015

So, when you use Auto Scheduled Tasks, End date will extend, and Work = Duration * Units e.g. Work =5 days (8 hours per day) * 100% = 40 hours, and the end date is not fixed!

But, when you use Auto Scheduled Task Work = Available days for resources (Duration) * Units, e.g Work = 4 days (because one day off) (8 hours per day) * 1’00% = 32 hours.

So, be careful when you use Manually scheduled Tasks and Resource Calendars!

Posted in Microsoft Project 2013, MS PROJECT 2016, PMI, PRoject Management | Tagged | Leave a comment

Manually scheduled Tasks and Dependencies when changing Duration in MS PROJECT 2016!

Hi,

today I’m going to show you what happens when you establish dependencies between manually scheduled Tasks in MS PROJECT 2016, and then change Duration.

First I’m going create simple Project:

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Now I’m going to put Duration for each Task:

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Now I will connect them:

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Everything looks Perfect. But, suppose that for some reasons Task 1 now has 2 days Duration, and Task 2 has 4 days duration. I will get:

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As you can see Task 2 did not move it’s Start Date, and Task 3 did not move it’s Start and Finish date. Why? Because Tasks are Manually Scheduled. Once you change anything, the rest is your concern (like dependencies). If you want MS PROJECT to handle this for you, use Auto Scheduled Tasks. If you still want to “fix” this “issue” you can do it like this:

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and you will get:

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and if you do the same for the Task 3, you will get what you want:

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Remember this: If you use manually scheduled tasks, you are in charge for any change on them!

Posted in MICROSOFT PROJECT, Micsrosoft Project 2016, MS PROJECT 2016, PMI, PRoject Management | Tagged | Leave a comment