Maximal Units and Default Values in MS PROJECT 2013

Hi,

my Blog Reader is in trouble. He wrote:
”Hi Nenad,

I am in need of a favor from you. I am currently working with the MS project to accomplish the team utilization and also to forecast the team’s availability. I am trying to assign a Generic team (3 developers) . In the resource sheet have set the max % to 300%. But when I assign this resource to a task and set the works hours , it calculates the duration based on 100% units only. Do I need to go and change the units in the resource tab for each task to 300%. When the percentage is below 100% , it does calculate automatically from the resource sheet mentioned.”

First of all, what is Max Units in Resource Sheet? It is Maximal capacity that Resource can work per day on one or multiple tasks without over allocation. For example, if working hours in Calendar are from 0800 to 12:00, and from 13:00 to 17:00, with 8 hours working day, and it’s Capacity is 100% he or she can work 8 hours per day without over allocation. If it’s Maximal capacity is 50% he or she can work only 4 hours per day without over allocation, and if it’s capacity is 300% he or she can work 24 hours per day.

Now let me show this in MS PROJECT 2013! First, I will create one Task:

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I will create two Resources: John with 50% Max Units, and Team A with 300% Max Units:

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Now I will assign both Resources to the Task via Gantt Chart:

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and I will get:

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As you can see John will work only 50% (his Max units), but Team A will work not 300% but 100% instead.

Let’s take a look at the Task Usage View:

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As you can see, John will work 4 hours per day (50%), and Team A 8 hours per day (100%).

If I want to assign Team A with 300% (it’s May units) I must put that amount manually:

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Finally, I will get (in Task Usage View):

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As you can see, now Team A will work 24 hours per Day!

To conclude, if You assign Resource to the Task, it’s maximal Capacity to this Task is:

  • If Max Units in Resource Sheet is 100% = 100% for Task
  • If Max Units in Resource Sheet is less than 100% = Max Units from Resource sheet for Task
  • If Max Units in Resource Sheet is greater than 100% = 100% for Task

And, Max Units that is greater than 100% in Resource Sheet tells you how much Capacity that Resource has per Day, not how much will it work on single Task, unless you tell MS Project that you want that Resource to work more than 100% for that Task!

 

Regards!

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

Multiple Critical Paths in MS PROJECT 2013

Hi,

today I will show you how to use Option: Calculate multiple critical paths in MS PROJECT 2013!

What is Critical Path indeed?  This is the longest path which show you how long will a Project Duration be. It is also a path in which if any task is late, the whole Project will be late. So, it has no Slack!

OK! Let me create brand new Project:

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or, graphical View:

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Now I’ll switch to Detail Gantt View:

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As you can see Critical path is on upper branch of Tasks. Task 4, and Task 5 have Slack = 9 days. It means that they can slip for 9 days without affecting Project end date.

Because Task 4, and Task 5 are in independent branch you can consider this branch Critical as well. So, if you want to see those Tasks as critical you should follow this steps:

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then:

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and then:

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and you will get:

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Now you see both branches (independent) as Critical.

Let me give you an advice. It doesn’t make a sense to have multiple independent branches in a Project. You should always have one common Task at the end of the Project, or at least, one milestone. I always have a milestone at the end of the Project.

I will create one and I will put Task 3, and Task 6 as Predecessors to that milestone:

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Let’s look at Detail Gantt again:

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Now, I have only one Critical Path, and Option: Calculate multiple critical paths is still on.

And this is best practice how to make right Schedule for your Project. To conclude, avoid independent branches in you Project!

 

Regards!

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

Status Date line in MS Project 2013!

Hi,

I’ve got a simple question from one of my Blog readers: “Hi, in your examples I can see Status Date in a Gantt Chart View. But I can not see it in my Projects. How to get this?”

The answer is very simple, and I will show you how to get it with MS PROJECT 2013!

First I’m going to create new Project like this:

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You can see a thin green line which show the Current Date. Now I’m going to set the Status Date for My Project:

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and I’ll get:

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As you can see It is not visible at the Gantt Chart. Now, follow next steps:

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and then:

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and you will get:

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IT is easy, isn’t it?

Regards!

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

Split in progress Task option in MS PROJECT 2013!

Hi,

My very good friend Ben Howard, find a problem, and a solution. I will share it with you. But before you continue to read this Post please taka a look on his great site: www.applepark.co.uk. Do I have to mention that he is MVP? No, I do not!

I will first create a brand new Project in MS PROJECT 2013:

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I have two Tasks, both with 5 days Duration, and Task 2 is successor of Task 1. I want that Task 1, start exactly at 31.3.2015, and I will make a Hard “Must Start On” constraint on it:

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and I will get:

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Now suppose that I’m 80% done with Task 1:

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and then:

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and I will get:

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Now I will set Status date to Friday, April the 3th:

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and I will move uncompleted work after the Status Date:

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and I will get:

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As you can see, nothing happened, as expected. Suppose now that I started with work on Task 2, at April the 1st:

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and then:

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I will get:

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Is it a Bug? No it is not. Even if I said that I was started with Task at April the 1st, Status date is April the 3th so it can not be actually started before Status date.

But if I want to do it anyway I can first uncheck this option:

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and then:

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and then:

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Now if I move Project to status date, and enter Actual Start to April the 1st (I will not repeat Pictures which you can see above), I will get:

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So I got, what I want.

Remember, with Split in-progress tasks, you can report Task progress ahead of the Schedule once you Reschedule Project after the Status Date!

 

Thanks Ben :-)

Regards!

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

Duration with different Resources working time in MS PROJECT 2013!

Hi,

with permission of my MVP friend Gérard Ducouret I will explain how different Resources working time affect Task duration in MS Project 2013!

I will show you on the example. First, I will create (as I always do), the brand new Project:

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I will create two Resources, one will work 8 hours per day, and the other 7 hours per day:

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I will now change Standard Calendar for Resource – 7 hours:

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and then:

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As you can see, this Resource will work only 7 hours per day.

No I will assign Those Resources to Tasks:

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Both, Task 1, and Task 2 has 10 days Duration, but the whole Project has 11,38 days of Duration. Why? Let’s look at the Task Usage View (I will make two Pictures):

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As you can see Task 1 will be finished at Tuesday 31.3.2015 (two day later than Task 1).

Here is the second part of Task Usage View:

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Both Task need 40 hours of work to be done! Why? Hit File Tab, then Options, and then:

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So to finish each Task with 10 day Duration it will be needed for 80 hours (10 days * 8 hours per day)

Task 2 will be done with Resource who will work 8 hours per day, so it will start at Monday, and it will be Finished next Friday, because 80 hours = 80 / 8 hours per day = 10 days,

Task 1 will be done with Resource who will work 7 hours per day, so it will start at Monday, and it will be Finished at Tuesday after two weeks. Where the 11,38 days is coming from? If you look at the second picture form the Task Usage View, you will see that Resource – 7 hours per day will work 11 full days (7 hours per day), and at last day it will work only 3 hours, eg 3/8 = 0,38 days. So 11+0,38 = 11,38 days.

I know what you do not understand! Why is duration for Task 1 = 10 days! Frankly, I do not know. From my point of view  it should be 11,38

Now let’s look at the Detail View:

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This is Fixed Units Task type.

But what if you want that both Task have 10 days duration, no matter who will work on them, and how many hours will someone work on them?

I will now change this to Task to Fixed Duration type:

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Now Task has “right” Duration, but that is not what I want! I will change Duration to 10 days:

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and I will get:

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or / and (Second Picture):

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It’s tricky, isn’t it?

Regards!

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

Updating Project to status date versus Leveling in MS PROJECT 2013

Hi,

yesterday I was teaching one of my Blog Readers about Leveling and Updating Projects in MS PROJECT 2013. The main problem was that after updating Project over allocated resources are still over allocated. I will explain the difference between those two things. I will not going to deep in Leveling in this Post.

Let me create The brand new Project:

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and I will create one Resource:

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Finally I am going to assign John to all Tasks:

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Obviously, John is very, very over allocated.

Let say that John has Finished Task 1, and Task 4, and 50% of Task 2, and then he got Sick:

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Now suppose that today is Friday, 13.03.2015, and we are going to update our Project to get Real Situation before we go home and spend wonderful weekend:

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I will now update this Project:

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and I will get:

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as you can see, John is still over allocated. Why? Because I rescheduled Project after status date and get real situation. With this option you will never resolve Over Allocation. This is not a bug, OK, now suppose that I talked to John and I asked him why he got sick? The answer can be: “Because I am working far to much per day!” So I want to be sure that John is not Over allocated any more. Firs I will look at the Resource Usage View:

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Now I know that John has to work 16 hours per day at Monday, Tuesday , and Wednesday. Now I will Level him:

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and I will get:

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As you can see John will work on Task 5, after Task 3, from Friday to Tuesday, and he is not over allocated any more. So there is a huge difference between Updating Project to status date versus Leveling Resources, and you should be aware of it.

Regards!

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

Critical Path in Timeline View with MS PROJECT 2013!

Hi, there is a question from one MS PROJECT user:

Hi! In the MS PROJECT 2013, is it possible to have the critical path displayed in the timeline View?”

This Post will be short, because it is easy to do it. Firs I will create new Project:

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and in graphical part of the Gantt Chart:

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Now I will show a Critical Path:

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and then:

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and I will get:

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Notice that Critical Path is Path on which if any Activity is Late, the whole Project will be late!

 

Now I’m going to filter onbly Critical Tasks:

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and I will get:

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No I will Select all Tasks, right click and:

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and I will get:

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Critical Task are now on the Timeline View. Notice that if you add or change some Tasks on the Critical Path that will be automatically reflected on the Timeline View. On the other hand, If you add new Task in Critical Path, it will not be at the Timeline View automatically. And, do not forget to turn your filter off :-)

 

Regards,

Nenad

Posted in MICROSOFT PROJECT, Microsoft PRoject 2010, Microsoft Project 2013, MS PROJECT 2010, PMI, PRoject Management | Tagged , , | 5 Comments