How to enable adding Columns in MS PROJECT 2013 Tables?

Hi,

this will be a short one, but I need to help to one of my Blog Readers. The question is:

“Dear Nenad, in MS PROJECT 2013, I can add additional Columns to some Tables, but not to all of them. Is it a Bug?”

The answer is – No, it is not! Let me show you an example. Here is the simple Project:

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As you can see I can Add New Column in this Table. What Table do I’m looking at?

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As you can see currently I’m using Entry Table. I will now choose Cost Table, and I will get:

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As you can see there is no Add New Column here. To enable adding a new column I should follow this steps:

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then:

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and I will get:

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To conclude, if you want to Disable / Enable (default) adding new Column for some tables you should edit this checkmark for each Table.

Regards!

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

Must Finish On constraint and Actual values in MS PROJECT 2013

Hi,

I’ve got a lot of questions about Must Finish On constraint and Actual values. How MS PROJECT 2013 “reacts” on different actuals whet Task has MFO Constraint.

I will create very simple Project:

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and for the Task I will put Must Finish On Constraint:

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and I will get:

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I will add John as a Resource to Resource Sheet:

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and I will assign John to the Task:

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OK, I have my Setup. Now suppose that Task Actually started at August the 3th, and finished at August 7th. I can put those actuals in many ways into MS PROJECT, but I’ll show you two most common ways.

First, I will use Update Tasks feature:

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and:

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I will get:

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So, Task was moved to actual start and finish date. Now, I will use Task Usage View, and I will track John’s actual start and Finish dates.

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and I will get:

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So I have got a warning message about Scheduling conflict. I can choose Cancel, and those actuals will not be set, or I can choose that I want to continue, and I will have the same result as I’ve got before.

Be aware that if I put actual hours instead of Actual Finish date, I will not get this message. For example if I put:

image

I will not get warning message! I hope this helps!

Regards Smile

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

Milestone with Duration greater than zero days in MS PROJECT 2013!

Hi,

today I will write about Milestones in MS PROJECT 2013! Before I started I would like to thank my MVP friend Oleksiy Prosnitskyy from Ukraine (http://msprojectmvp.blogspot.com/), who ALWAYS read my Blog, and he is the first who notice me about any error in it. Thank you my friend, I appreciate it so much!

What is Milestone? According to Wikipedia: “Milestones are tools used in project management to mark specific points along a project timeline. These points may signal anchors such as a project start and end date, a need for external review or input and budget checks, among others. In many instances, milestones do not impact project duration. Instead, they focus on major progress points that must be reached to achieve success”

So it can be a end of Project phase, end of whole Project, Contract signed, etc.! According to that Milestone has 0 days duration! Milestone is achieved or not! Let me give you an example in MS PROJECT 2013. Here is the Project:

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As you can see, I have activities, and Milestone, when Contract is signed, so after that we can continue with Executing phase of the Project (not shown here). When I put zero days duration, Task is automatically marked as a Milestone. To see that Double Click on this Task, and you can see it here:

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When Task has Duration greater than Zero days, I can Mark that Task as a Milestone as well. Just follow the step above.

Now let me assign some Resources to Tasks:

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As you can see I put to Task 5 – Contract Signed 2 days duration. When I Mark it as a Milestone, and I will get:

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You can see that Contract Signed has Mark as a Milestone, and it Predecessor looks like it has LAG 2 days. Now I will look at Task Usage View:

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As you can see, this “Milestone” is in fact, Activity, like any other. It behaves like Activity, but it is only Mark as Milestone!

If you ask me a question: “Why should I Mark Task with Duration greater than zero, as a Milestone?”, My answer will be: “DO NOT! Be consistent and always, ALWAYS put zero days for Milestone.” But that is my opinion, of course. According to Wikipedia, PMI, and other Project Management organization, Milestone is a check point, and it should have 0 days Duration.

Of, course you can disagree with that.

Regards!

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

How to Protect your Project file with MS PROJECT 2013?

Hi,

I have a lot of questions about protecting MS PROJECT 2013 files, and I will explain it here! First, I’m going to create a simple Project:

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and Resources:

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and I will assign Resources to Task:

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I will look ate the Cost Table now:

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Now, lot of you want to hide Costs (for example) from other people View. And they ask me is there is a way to hide it!? You can hide any Column you want, but if any person is familiar with MS PROJECT he/she can show it again.

Now if you want protect somebody to see your Project (open it), or to make changes on it, you should follow this steps when save it:

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then:

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(If you are saving for the first time choose any of it). Then choose where are you going to save it, for example:

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then:

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and, finally, you will get:

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Let me explain this fields:

  • Protection password: with this field you protect anybody who doesn’t know this password to open Project file. If someone know this password he/she will see the whole Project and all data in it. If you do not set Write reservation password anyone who knows this password could be able to change anything
  • Write reservation password: with this field you are protecting any person who open Project file to change anything. But be aware of this behavior. If someone open this file and does not know this password, that person will be able to change everything, but if that person try to save that file, he or she will not be able to do it.
  • Always create backup: If you choose that option whenever you save your file a backup instance will be saved as well, with same name but with .BAK extension
  • Read only recommended: If you choose that option you will be asked every time when you open this file do you want to open it in read only or write mode (of course if you know password Smile)

     

    Ok, now I will choose everything:

    image

    and I will have to reenter both passwords:

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    and:

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    Now I have to click Save here:

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    Let’s look in the folder now:

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    You can see that Backup file is saved! After I close and try to reopen my Project I will get:

    image

  • I choose No, because I want to open it in Write Mode. Now I have to enter passwords:

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    and:

    image

    Now, let’s say that I do not know password, and I choose Read Only:

    imageI

    I will now change duration of Task 1 to 5 days, and I will hit Save button:

    image

    and I will get:

    image

    As you can see I can’t save file in the same place with the same name, because it is in read only mode!

    Finally, three Q&A’s:

    1. Is this new file password protected as originally file was? – YES
    2. Is backup created for this new file? – YES
    3. If I want to use backup (BAK file), how can I do it? – Change extension to mpp

    Hope this helps!

    Regards!

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

    Project start time in MS Project 2013

    Hi,

    I will show you what happens if you change default start time in MS PROJECT 2013, and how to get right Project Start date. First I will set Date format so I can see hours. Click on File Tab, then choose Options:

    image

    Now I am going to create new Project:

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    and I’m going to File Tab again, and I will choose Options, and then:

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    Ok, so I want that First Project Task starts at 07:30 in the morning. I am going to change working time:

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    Ok, now I will add two Tasks:

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    As you can see, Task 1 is going to start at Monday 08:00, and finish at Thursday, 18.6.2015 at 08:00, and Task 2 is going to start at same Thursday as well, and it will be finished at Monday, 22.6.2015 at 08:00. Why? Why does not my Task 1 start at 07:30? Because I didn’t change the Project Start time, and you can see it here:

    image

    I will change it now:

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    and I will get:

    image

    Everything is Perfect now! What if I set up that my Default start time is at 09:00 instead of 7:30, and Default end Time is 17:00 instead of 16:00, and I set up working time in calendar according to this? When I add first Task to the Project, this new Task, and the Project start time will be at 09:00 instead of 07:30! If you do not believe me, try it.

    So, to conclude, if you change your Project start time earlier than it was set up before, change your Project start time as well. And, btw, check your Project Start time in any new Project, just to be sure that it will start when it is supposed to start.

    Regards!

    Posted in Microsoft Project 2013, MS PROJECT 2010 | Tagged , | Leave a comment

    99% completed of whole Project and/or Tasks in MS PROJECT 2013

    Hi,

    very often I receive question like: “My Task remains 99% completed, and I do not know why?”, or “All Tasks are 100% completed but the whole project is 99% completed. Why?”

    Hera are two most often reasons for that. Of, course I will show you that with MS PROJECT 2013!

    First I am going to create new Project (in Gantt Chart I added %Complete Column):

    image

    and two Resources (one Work, and one Material):

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    I will assign John to Task1 and Task2, and 100 Bricks to Task 2 (you know how to do that, don’t you?), and I will get:

    image

    Now I will switch to the Task Usage View, and I will get:

    image

    Now I will mark John as 100% completed on both Tasks:

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    and:

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    I will switch to the Gantt Chart, and I will get:

    image

    As you can see, Task 2 is 99% completed, even John has finished his work. Why? Because, I didn’t mark Material Resource as completed, yet. So, now I will do it:

    image

    This means that I actually spent 100 Bricks on the Task2. Let’s see Gantt Chart again:

    image

    You can see that all Task are 100% Completed, but still the whole Project is on 99% completed. Why? Because I didn’t mark Milestone as completed (no matter that Milestone has 0 days duration). If I mark that as 100% completed I will get:

    image

    To conclude, If you want to have your Task 100% completed you should finish all your work and spend all Material so that Work, and Actual Work are the same, and Remaining work should be 0%.

    And for whole Project to be completed you should have all Tasks, and Milestones 100% completed.

    Respect that and everything would be perfect!

    Regards!

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

    Actual start and finish date with material Resources in MS PROJECT 2013! When it does make a sense, and when it does not!

    Hi,

    in this Blog Post I will show you how to use Actual Start and Finish date with Material Resources in a proper way. Of course, using MS PROJECT 2013!

    First I’m going to create brand new Project:

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    As you can see I will make a Backup, and a Cake in the same project Smile

    Now I’m going to create some resources:

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    Now I’m going to assign Resources to Tasks:

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    and then for a Cake:

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    as you can see I need Mary, and 10 eggs for the cake!

    Now I’m going to switch to Task Usage View:

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    As you can see, for the Cake Mary will use 5 eggs first day, and 5 eggs second day! Does it make a sense. NO! So I will change that, so Mary will use all eggs in day no. 1:

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    and:

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    and you will get:

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    Now I will “schedule” eggs in Wednesday 10.06.2015:

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    and I will get:

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    Now it make a sense, doesn’t it?

    Let’s say that our Backup was started and finished at Thursday, 11.6.2015:

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    and I will get:

    image

    Everything is just perfect. Now, let’s say that Mary started with making a cake at Wednesday, 10.06, and finished at Thursday, 11.06:

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    and I’ll get:

    image

    So far, so good! BUT! Le’s say that I spent those famous eggs at Friday, 12.06:

    image

    and I will get:

    image

    WOW! Wonderful! Mary made a cake without eggs, at Wednesday and Thursday, and Eggs were jumped in the cake from the blue at Friday! Magic eggs!! Smile I’m kidding, of course. You can see that this Scenario doesn’t make a sense at all.

    You should be very careful when you put Actual Start and Finish dates for Material Resources, according to work (People) Resources.  That is my point!

    Best wishes!

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