Calendar View in Master Project–Microsoft Project 2019

Hi,

today I will show you how to see Tasks in Calendar View within Master Project, using MS PROJECT 2019.

I have Two Projects:

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and Second:

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Both Projects are using same Resource pool:

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and I created Master Project:

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Now I want see all Task for all Projects in a way like I can see my Appointments in Outlook Calendar. To get this I will Use Calendar View:

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and:

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The result is:

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This is Month View. I can see all Tasks for all Projects in February (in my example). I can choose Week View, and I will get:

image To see next or previous week there are two arrows on the left side of the screen: There is also possibility to have a custom View:

image and I will get:

image

Also I can choose date period like:

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and I will get:

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as you can see this is very powerful view. An if you want to see Resources assigned to Tasks in this same view, you can’t.

Regards

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How to make every second Saturday as working day in MS PROJECT 2019

Hi,

sometimes, in your Project you will need to make some Saturdays (or Sundays) make as a working day. Let’s say that I need to work every second Saturday.

I have a simple Project:

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I want to make every second Saturday as a working day. To do that I should follow next steps:

image

and:

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and the result is:

image

So I’ve got every second Saturday as a working day.

Let’s say that John and Mary are going to work on those Tasks. If I assign them, they will work on those Saturdays as well:

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But what if I do not want John to work on any Saturday?

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and:

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and the Result is:

image

As you can see, only Mary will work on that specific Saturdays.

Regards!

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Specific Resource overallocation during the day using MS PROJECT 2019

Hi,

I have a question from my Blog reader: “I want to solve overallocation of R1, since it is assigned to Task1 and Task2. I want to divide the work of R1 between  Task 1 and Task 2 to solve overallocation. For example: R1 will be assigned to Task 1 from 08h to 12h and he will be assigned to Task 2 from 13h to 17h. How can I do this please, I need that.”

I will use MS PROJECT 2019. Here is the Project:

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Obviously Resource 1 is overallocated because it should be assigned 50% and not 100%.

If I do that , I will get:

image Now Resource 1 is not overallocated. But let’s see work distribution during the day:

image

As you can see, Resource 1 is going to work during the day in a way that he/she will work 0,5 hours on one, and then 0,5 hours on the other Task! And in real life this is a rare case (I didn’t see it in my career). How to solve this? Well, hard!

I can manually assign work.

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and:

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I will get:

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Finally, I will adjust assignment:

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I will return to “standard” Timescale:

image

Regards!

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Estimation in hours and Resource Assignments with Fixed work Tasks in MS Project 2019

Hi,

very often Tasks are estimated by effort, not duration. And Tasks are fixed work type. Now the question is: “How many hours will each resource spend at the Task?”

I will show that in MS PROJECT 2019.¸

Let’s say that I have a Project with one Task which need effort 24 hour (I will show that in Task Usage View):

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and that we have four Resources:

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John is available 100%, Mary 50%, Peter 75%, and Paula 20% to work per day. So John can work max. 8 hours per day, Mary 4 hours, Peter 6 hours, and Paula 2 hours.

Now I will assign them to the Task:

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So, Duration is 3 days, and each Resource will work 6 hours in Total. Let me explain the calculation:

  • Since total work is 24 hours, and we have four Resources, each Resource will have to work 24 hours / 4 Resources = 6 hours
  • John is 100% assigned. So according to formula Work = Duration * Units he will work 6 hours at first day, and he is done
  • Mary is 50% assigned. So according to formula Work = Duration * Units she will work 4 hours at first day, and remining 2 hours at second day
  • Peter is 75% assigned. So according to formula Work = Duration * Units he will work 6 hours at first day, and he is done
  • Paula is 25% assigned. So according to formula Work = Duration * Units she will work 2 hours at first day, 2 hours at second day, and remining 2 hours at third day.

No, suppose that only John and Paula will work on Task:

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So, Duration is 6 days, and each Resource will work 12 hours in Total. Let me explain the calculation:

  • Since total work is 24 hours, and we have two Resources, each Resource will have to work 24 hours / 2 Resources = 12 hours
  • John is 100% assigned. So according to formula Work = Duration * Units he will work 8 hours at first day, and remaining 4 hours at second day
  • Paula is 25% assigned. So according to formula Work = Duration * Units she will work 2 hours each day, and it will take her 6 days to fulfill those 12 hours.

This might seem complicated, but once you got it, you will see it is not!

Hope this helps.

Regards

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Actual duration and Actual start “problem” in MS PROJECT 2019

Hi,

I have a question from blog reader:

“Hi Nenad,
I would like to track the progress in the following scenario:
Task A: 3,5 d duration
Task B: 3 d duration with a constraint FS with task A
Progress: Say that Task A is on track (Actual start date: 11/02; Actual duration: 3,5 d; Rem. duration:0 d)
Task B starts 14/02 actual duration 1 d; Rem. duration:2 d
What I get is not what I want because Task B starts when Task A isn’t yet finished.
Then it is necessary to enter in the actual start date of Task B also the time.
In this case it is easy  but in more complex projects it could be more difficult and above all more boring.
Is there a tip to avoid this?”

Here is the Project:

image

Since Task A is finished on time, and it was started on time I will mark it as 100% completed;

imageand I will get:

image

Now, Task B has started on time, and Actual duration is 1 day, with Remaining duration 2 days.

image and:

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and I will get:

image

The Problem is that Actual start of Task B is 14.02.2019 at 08:00, but Task A, has finished at 12:00 same day, so it seems that Task B has been started before Task A has been finished. Why? Because if I put Actual start date, it will take start time from Calendar. To avoid that just DON’T put anything in Actual start field like this:

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Final result is, as expected:

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So when Task has been started immediately after predecessor is finished, leave Actual start field empty.

Hope this helps! 

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How to apply same filter on different tables in MS PROJECT 2019

Hi,

today I will show you how to apply same filter only once, and use different tables in MS PROJECT 2019.

First, I’m going to create a simple Project:

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and I will create Resources needed for the Project:

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Finally I will assign Resources to Tasks:

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Finally I will save the Baseline:

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and:

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Now I want to see some information for all John’s Tasks.

I will apply filter:

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and I will get:

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Now let’s say that I want to see Cost, and Work Tables for John. I have two possibilities.

First one is to leave this filter on, and just jump to the Cost and Work Table:

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and the result is:

image

For the Work Table, the result is:

image

Advantage of this approach is that you have to set filter only once, and no matter which table will you choose, the result will be shown for that file which was applied on another table. Disadvantage is that you do not see filter on other tables (in my example, Cost and Work), and when you want to switch this filter off, you should go to the original table like this:

image

Second possibility is to add a column on each table on which you want to apply filter like this:

image

Now you can apply filter like I did (shown on few pictures above).

Advantage of this approach is that you see filters on each and every table. Disadvantage is that you have to put column on the screen for every table you want to see, and apply filter, and than apply that filter.

BUT! No matter which approach you will take, when you apply filter on one Table it will be shown on any other table which you will look at. And, if you save your project with filter turned on, when you, ore someone else open the same Project again, the filter remains applied.

Regards!

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Actual duration vs. Actual Start and Actual Finish in MS PROJECT 2019

Hi,

today I will show you a short tip about tracking progress in MS PROJECT 2019!

Suppose this scenario:

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The Task has 0,5 days duration, and is supposed to be started and finished at 28.01.2019. Now let’s suppose that it started and finished one day later, e.g. at 29.01.2019. I can track this by putting start and finish date as:

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and:

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I will get:

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And this is not what I wanted, because actual duration is 0,5 days. To get that, do not put Actual finish date, but instead of that, follow this steps:

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and the result is:

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To conclude, when you want to have exact number of actual days (3,5 for example), put this value in Actual duration, and Remaining duration should be zero. And if task has started at different date then planned put this Actual start date, and Actual finish should be left empty. Since remaining duration is zero, Actual finish will be calculated.

Regards!

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