How to split work among Resources without splitting Tasks in MS PROJECT 2013

Hi,

My Blog reader has a problem:

“1. Define Resource pool. for example John and Mary is Resources with 100% units in Resource sheet
2. In Project A, Task A is, for example 3 day, e.g. 24 hours
3. In Project B Task A is, for example 1 day, e.g. 8 hours
Though both John and Mary both work on project A task A, John has to work one day, while Mary do the rest. Is there a way to do this without splitting project A task A into two tasks? that is to mark the amount of work that has to be completed by one resource assigned to a task.”

As usual I will use Microsoft Project 2013!

First I am going to Create Resource Pool:

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Now I am going to Create two projects with two Tasks:

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and:

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Now I am going to use Resource Pool for both Projects (I’ll show how to do it in Project1, and for Project2 you should repro this steps):

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and:

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OK! consider this Scenario! Task A in Project 1 has 3 days duration e.g. 3 days X 8hours per day = 24 hours.

I want John to work only 8 hours, and Mary the rest (e.g. 16 hours). And I do not want to split this Task.

I can do it like that:

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and:

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and I will get:

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I consider that for Task A I need 24 hours of work. And I will split this work among John and Mary:

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What do I got? This:

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Now Duration is 2 days. If I want to have 3 days I could use fixed duration. Let’s look at Task Usage View:

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As you can see 24 hours are split among John (8 hours at Tuesday), and Mary (8 hours at Tuesday, and 8 hours at Wednesday).

Piece of cake!

 

Regards!

Posted in MICROSOFT PROJECT, Microsoft PRoject 2010, Microsoft Project 2013, MS PROJECT 2010, PMI, PRoject Management | Tagged , , , | 2 Comments

Status date in “what if” scenario, or how to make our Projects actual data up to date in MS PROJECT 2013

Hi,

my Blog reader has a “problem”:

Nenad, thank you for replay! Ok, my be I wasn’t clear with my question… Let me explain my self one more time. Perhaps I’m working on some project, it has 28 task with dependences. After planning everything, leveling resources etc. I see my project start 01.01.2015 and will finish 19.07.2016 instead of 30 06.2016 as planed. I’m OK with new finish date. Now I have to check “what if” scenarios. One of them says that I have to check what happen if after 50 work days from the beginning of the project from task 1 till task 12 everything went ok and those task are completed 100% and task 13 which is also should be completed 100% until end of the day 50, but is completed only for 40%. I.e. it will be delayed. Task 13 planned duration is 15 days, so for now it should take a while until it will 100% finish. Task 14 depend on this task (finish to start) so it also will be delayed and so on… Now, the question is: in light of this change whole project end date (19.07.2016) also will be delayed? And how much % of task 13 can be done within his desired time (15 days) so it will not affect original finish date (19.07.2016). My question is: how I can check this scenario in MS Project 2013? Like I said I’ve added “complete” column, inserted % completion according to this scenario, but finish date remain the same (all project task configured auto schedule, so any changes in project should be recalculated immediately). Thank you in advance, Igor.

I’ll show how to solve this in MS PROJECT 2013.

First I will explain the Problem! Let us say that we have Project Like this one:

 

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Now suppose that Task 1, and Task 2, are 100% finished (on time), and Task 3 is only 40% finished on time:

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As you can see, Task 3 is supposed to be finished (100%) at Monday, 8.9.2014, but it is not. And suppose that you know that your Project status date is 12.09.2014:

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So what do we know so far. We know that today is 12.09.2014, and that we are late. So we have to move our incomplete Tasks to Monday, 15.09.2014:

 

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and I will get:

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As you can see, Task 3 has split, so the remaining part of this task is rescheduled to Monday, 15.09.2014, and al successors are delayed!

If this is “what if” situation, and you are not happy with Results, just hit undo or CTRL-Z.

 

Hope this helps,

 

Regards!

Posted in MICROSOFT PROJECT, Microsoft PRoject 2010, Microsoft Project 2013, MS PROJECT 2010, PMI, PRoject Management | Tagged , , | 2 Comments

How to update Baseline and Save actual data in MS PROJECT 2013?

Hi,

I have a question from my Blog reader: “Hi, How can I update Baseline with new Tasks if Project has Tasks with Actual data, e.g I don’t want to loose those actual data, nor I want to change Baseline for those Tasks

It is very simple. I will show how to do that in MS PROJECT 2013.

First I am going to Create new Project with three Tasks, and I will link them:

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Now I am going to save the Baseline:

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and then:

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OK, let’s look at the Tracking Gantt View:

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Now suppose that Task 1 was started at 26.02.2014, and finished at 01.10.2014:

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and then:

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and I’ll get:

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Now suppose that I have another two Tasks:

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Those Task are not “Baselined” as you can se at the Picture above. Now, if I save the Baseline as I did for the whole Project I will get:

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As you can see, Baseline is aligned  with Actual data for Task1 to Task 3, and I do not want that.

So I will Select only new Task and I will create Baseline like this:

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and I will get:

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As you can see, Task 4, and Task 5, are now “Baselined”, and Task 1, Task 2, and Task 3, are as they was!

Hope this helps!

 

Regards!

Posted in MICROSOFT PROJECT, Microsoft PRoject 2010, Microsoft Project 2013, MS PROJECT 2010, PMI, PRoject Management | Tagged , , , , , | 6 Comments

Baseline and Overtime work in MS PROJECT 2013

Hi,

as usual I have a question from one of my Blog Readers: “Dear Sir, Can you help me to solve one issue in MS Project? After finishing base line work hours, values entered to actual over time not adding with actual work hours. only regular work hours is adding to actual work hours.”

I have to admit that I can’t repro this issue? How it works in MS PROJECT 2013?

First I am going to create a brand new Project with one Task:

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and I will have one Resource:

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Of course I will assign john to the Task, and I’ll get:

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John is suppose to work on that Task 2 day, e.g 16 hours (8 hours per day). But I want for John to work overtime, so I will assign 8 hours as overtime work for that Task:

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When I click on the lower part of the screen I will choose:

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and I’ll get:

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Now, I will put 8 hours as overtime work, an click OK button, and I will get:

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You can see that Duration is only 1 day now!

OK. I’ll save the Baseline:

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and then:

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Now suppose that John had a problem with the Task, and instead of 16 hours work (with 8 hours overtime), had to work 32 hours (with 16 hours of overtime).

I’m going to put actual work, and actual overtime work via Task Usage View:

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As you can see, I added Overtime Work, Actual Work, and Actual Overtime Work columns it this view. When I put those values in Actual fields I’ll get:

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Where is the Problem? Nowhere! MS PROJECT is calculating Overtime work, not as additional work! What does it mean?
I will make it clear! If you have a Task with 16 hours work, and 8 hours as overtime work, this overtime work is not additional time. So you can not calculate that it will be 24 hours spent to the Task! No, no, no! Those 8 hours are overtime in 16 hours!

To conclude, in my example, Actual work of 32 hours, is the whole amount of work, and 16 hours of overtime is working hours which are included in those actual work hours!

It may seems tricky, but it is not!

Regards!

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

How to add exception into Resource Calendar in MS PROJECT 2013?

Hi,

here is question form one of my Blog Readers: “I want assign a task to a particular resource on a Holiday. How can I do that. For eg: I have specified December 25 th as exception in my project calendar. And I have two resources Resource A and Resource B. I want to assign a task to Resource B on December 25. Is it possible ?”

I will show that with MS PROJECT 2013!

First I will create one Project:

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Now I’m going to modify Standard Calendar, which I use for this Project! I will make an Exception for 25.12.

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I’m going to add two Resources to my Project:

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Now suppose that John will have to work during Holyday (e.g. 25.12.). How to do that. Well, piece of cake:

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and then:

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OK! Now I’m going to Assign John and Mary to One Task with 5 Days duration:

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and:

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Now I’m going to check Task Usage View:

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As you can see, John will work on the Task from Monday ‘till Friday (also at 25.12. –  Thursday), and Mary Will work From Monday ‘till Monday next week, without 25.12.

 

Hope this helps.

Regards!

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

Actuals and Variances with Material Resources in MS PROJECT 2013! – Part 2

Hi,

In my previous Post I wrote:

“Dear Nenad,

I have a doubt in MS Project updation and tracking of material resources. For example, i have budgeted quantity of cement as 100bags but in actual site construction the quantity consumed is 150bags. Where should i update the material resources and how can i find the variances of material resources.”

Well, it is easy. I’ll show you how to do that in MS PROJECT 2013!

First I’m going to create a simple Task:

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and two Resources:

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Notice, that Cement is Material Resource with $10 per Bag. Now I’m going to assign John to Task, and 100 bags as well:

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and I’ll get:

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This is my Project Plan, and I’m going to save Baseline:

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No, suppose that John has finished his work on time, but he spent 150 bags of Cement instead of 100, as planned:

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I will now look at Task Usage View, and put 150 bags for the Cement:

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No let’s look at the Cost Table:

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Baseline Cost is $5000 (5 days * 8hous per John * $100 per hour + 100 bags * $10 per bag = $4000+$1000 = $5000)

Actual Cost is $5500 (5 days * 8hous per John * $100 per hour + 150 bags * $10 per bag = $4000+$1500 = $55000)

Variance is $5500-$5000 = $500

But I want to see difference in Bags! I should apply Tracking Table in Task Usage View:

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I still don’t see Variance so I will add two more Columns:

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So now I can see Baseline work (e.g. 100 Bags), Actual work (e.g.150 Bags), and work Variance (150 – 50 bags) = 50 bags

BUT! Let’s look at the Resource Usage View:

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Project now has 7,5 days Duration. an that doesn’t make a sense! Why? Because John John has done his Task in 5 days, so he could not spent the Cement in next 2,5 days, nor the Cement could be use by itself. To avoid this kind of behavior, we need to spend Cement equally from Monday thru Friday, 30 bags per day. TO get that I will:

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and then I will put the real Finish date here:

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and I will get:

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Everything is in order now!

 

Regards!

Posted in MICROSOFT PROJECT, Microsoft PRoject 2010, Microsoft Project 2013, Microsoft Project 2013 - Preview, MS PROJECT 2010, PMI, PRoject Management | Tagged , , , , | 1 Comment

Start date and percentage complete in MS PROJECT 2013 – how are they connected!

I’ve noticed that some Project users do not understand how % Complete and Start date are connected, and because of that they think that MS PROJECT 2013 has a bug.

Let me give you an example. First I will create a simple Project:

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Now I will mark Task 2 as 50% completed, and I’ll get:

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Now suppose that Task 1 has 5 days duration. If I enter 5 days in duration field I will get:

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As you can see, Start date in Task 2 is not changed. And this is not a Bug. Why? Because Task 2  has started with work.What can you do? You can say that Task 2 is 0% completed, and you will get:

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Now you can mark Task 2 as 50% completed again.

But I will ask you a question as a Project Manager, and not as a Microsoft Project User. If you establish Finish-To-Start link between Tasks, that means that Predecessor must be finished, before Successor can Start. So, why will you mark Successor as Partial finished? If you can Start Successor before Predecessor ends, you can put a Lead time on Successor, or you can establish another type of Dependencies like Start-To-Start.

 

Regards!

Posted in Uncategorized | 1 Comment