Microsoft Project 2016 and Kanban!

Hi,

in my previous post I wrote about Microsoft Project 2016 and Scrum. Now, I will show you some other things, based on Kanban Agile methodology. This post will be much shorter than previous one, because you can use everything from Scrum. I will show a difference between those two methodologies.

Scrum has Product Backlog in which are all Features that have to be done. In serious Sprint the Team is pulling up things to the specific Sprint Board, and those sprint are up to one month long.

In Kanban, team has limited Features they are working on at the time. For example Team can (if they decide so) work at one time at maximum five features.

That is shortly (VERY shortly) IT!

When you open MS Project you can choose that you want to run Kanban Project:

image

and you will get Backlog Board:

image

Let’s say that we want another column in this board: In Testing. We should click on Add New Column Column, and then:

image

and then:

image

and we will get:

image

As you can see, each Column can be Renamed, Deleted or Moved. the only one which you can only Rename is Backlog Column!

Now we will put some Features on Backlog and we will move them in Various Columns so your board can look like this:

image

Now let’s take a look at Backlog Sheet:

image

This View has row sorted in strange way (e.g. I do not know how and why are they sorted as they are).

Here you can change Board status, e.g. move Features around.

Basically, that’s it. Everything else was described in my previous post.

What do I miss here? Since Kanban has limited WIP (Work In Progress) I would like to have some place to put that number (for example, 5), and that MS PROJECT doesn’t allow more than 5 Features in that Column. Of course, this column should be fixed by name, or maybe it will be Better that user can choose in which Column he/she will put restriction for number of Features.

Regards!

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

Microsoft Project 2016 and SCRUM

Hi,

as I promised, today I will cover Scrum with MS PROJECT 2016! But, first of all what do we need form Scrum (I will talk what we need – by the book)? We need: Product Backlog and Sprint Backlog. Product Backlog is dynamic board in which Product owner can put any feature that he or she wants, whenever he or she wants. Sprint Backlog is board in which Team put features from Product Backlog (what they think that can be done in that Specific Sprint). OK. This was a short description. now, let’s see what can be done wit MS PROJECT!

When you open a brand new project you need to choose Scrum Project like:

image

and you will get here:

image

This is brand new View called – Sprint Planning Board! As you can see, there is a No Sprint Column, and Sprint1, Sprint2 and Sprint 3 Column as well.

In Scrum, each Sprint should have same and equal duration, and it should be max 4 weeks (1 month). How long are those sprints?

image

As you can see, there are by default, three sprints, and each of them have 2 weeks duration. But what If you want for example 5 Sprints, and each of them should have 3 weeks duration? You can do this, of course. First, let’s say that my Project will start at Monday, 11/15/2017. Now I have to calculate the Custom Finish Date for all my Sprints like this:

  1. First Sprint should start at 11/13/2017 and it will be 3 weeks long and will ended at 12/03/2017
  2. Second Sprint should start at 12/04/2017 and it will be 3 weeks long will ended at 12/24/2017
  3. Third Sprint should start at 12/25/2017 and it will be 3 weeks long will ended at 01/14/2018
  4. Fourth Sprint should start at 01/15/2017 and it will be 3 weeks long will ended at 02/04/2017
  5. Fifth Sprint should start at 02/05/2017 and it will be 3 weeks long will ended at 02/25/2017

image

Now, if you want 5 Sprints instead of 3, you should customize Custom date to the 02/25/2017

image

As you can see, three more Sprints are generated, and each has 2 weeks duration (by default). Now, if you change duration for Sprint 4 and 5 you will get:

image

Sprint 6 is still here, and it will be finished at 03/11/2018, even the Custom date is 02/25/2017, and you can not get rid of this sprint. My first complaint is, that I will like to have possibility to define the length of my Sprints and a number of them. This is not a perfect solution in MS Project!

Ok, what you get is:

image

Now you have to define Tasks in a Product Backlog (called – No Sprint, and it can’t be renamed. Another thing that is missing here):

image

By the book, Product Backlog should contain Features, and in the Sprint Backlog should be this Features and Task needed to be done to make this Feature. Here we have only Tasks. So you can’t split Feature to Tasks. Another thing that is missing.

If you want to put first 3 Features in Sprint #1, and another 4 in Sprint # 2, just Drag and drop them there:

image

If you click on any Task (or Feature) anywhere you will get classic Task Information in which you can assign Resource or whatever you might consider that you must put.

SNAGHTML1b0f8ace

Now you can look at Sprint Planning Sheet:

image

and you will get:

image

Here you can see all Features in one View, and also which of it belong to which Sprint. Feature which has No sprint belongs to the Product Backlog. As you can see, here you can change the Sprint for the Feature, and it behave like you drag and drop at Sprint Planning Board! You can also put Work in hours needed to complete this Task (or Feature)!

If you look at the Current Sprint Board:

image

You will get:

image

All Features are here, but you can not see which belong to which Sprint. This is another thing that I’m missing here. If you want to move Feature for specific Sprint (which you do) to, for example In Progress  column you can do it via Current Sprint Sheet:

image

and:

image

and finally you will get:

image

If you move it to the Done column you will get:

image

Notice that this Feature #1 is in Done Column, but it is not marked as completed. To do that you should follow these steps:

image

and you will get:

image

Finally, you have five new Reports which can be found here:

image

  • Agile – Task Status:

image

  • Agile – Work Status:

image

  • Sprint Status:

image

  • Current Sprint – Task Status:

image

  • Current Sprint – Work Status:

image

As you can see, some of them don’t have any data because I didn’t assign resources or work to them, but this is jus an example to show you how those reports look.

To conclude, after all this is great tool for Scrum Projects, but some things have to be improved, and they will in the future, because this is Version 1.0.

Good job Microsoft.

Regards!

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

Microsoft Project 2016 goes Agile! YEAH!

Ladies and Gentleman, all Project users,

as you know Microsoft Project was intended for all kind of Projects, but let’s be honest, it wad made only for Waterfall Projects. From now on, that is history. Microsoft Project goes Agile – finally, and personally I am extremely happy about it.

One restriction only. You can run agile Projects only if you are Project Online subscriber. Then you can use agile project management to track your projects in Project Online Desktop Client.

This post will be way to long to explain everything, so consider this as a starter. So this is first Post of many which will come on weekly basics.

First thing first. You can choose if you want Scrum Project, Kanban Project or Waterfall Project. So, only two Agile methodologies are2covered” with Microsoft Project, but frankly those two are most common and most used methodologies in Agile world.

When you start your Project you will get:

SNAGHTML3c1439e

For this example I will use Scrum Project and I will jump right into new View called Sprint Planning Board:

image

On the other hand, if I choose Kanban Project, I will jump right into new View called Backlog Board:

image

Beside this two new Views, there are some others, which I will cover (each of them) in my next posts. They Are:

  • All Agile Tasks – for Scrum Projects
  • Agile Tasks – for Scrum Projects
  • Backlog Sheet – for Kanban Projects
  • Current Sprint Board- for Scrum Projects, but also very useful for Kanban Projects
  • Current Sprint Sheet – for Scrum Projects
  • Sprint Planning Sheet – for Scrum Projects
  • Task Board

Of course, there are new Tables which are coming with specific Views:

  • All Agile Tasks
  • Agile Tasks
  • Backlog
  • Current Sprint
  • Sprint Planning

And finally, we have new Reports:

  • Agile – Task Status
  • Agile – Work Status
  • Current Sprint – Task Status
  • Current Sprint – Work Status
  • Sprint Status.

OK! consider this Post as a Teaser. From next Post I will go very deep with everything.

Regards

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

Additional Resources assigning to the Task which have work in progress in MS PROJECT 2016

Hi,

Today I’m going to explain what happens if I assign additional resource in Task which has a progress with MS PROJECT 2016.

First, I’m going to create brand new Project:

image

I have two resources available:

image

I will assign John to the Task.

image

I will switch to the Task Usage View:

image

Now, let’s say that John had work 24 hours (8 days at Monday, Tuesday and Wednesday):

image

I will get:

image

Now, I’m going to assign Mary to the Task, and after that I will get:

image

As you can see, Mary is assigned only at Thursday and Friday. Why? Is it a bug? No, it is not. It is great feature of Microsoft Project. Let me explain you why?

Sin john had worked 8 hours per day for three days (from Monday to Wednesday), when I assign Mary to the Task, MS PROJT assumes that I want to add Mary only for the rest of work which should be done (at Thursday and Friday). But what, for xample, if I forgot to assign Mary to the Task at the very beginning? an i assign hr from Monday to Friday?

Yes I can. To do that, follow these steps:

image
and you will get:

image

Easy way to resolve a problem, isn’t it?

Regards.

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

Overtime Work and Fixed Duration in MS PROJECT 2016!

Hi,

today I’m going to show relation between Fixed Duration Task Type, and Overtime Work in MS PROJECT 2016.

First I’m going to create a simple Project with one Task – Fixed Duration:

image

As you can see In the Gant Chart I added Type Column! Now I will assign john as Resource to this Task:

image

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

image

As you can see on the right part of this View, I’ve added Ovt. Work. If you do not know how to get it it is described in my post from 10/7/2017.

Now I will put 8 hours in Ovt. Work field, and I will click at OK button:

image

and I will get:

image

Why 12 hours/day? 24 hours of total work – 8 hours of overtime work is 16 hours. 16 hours divided by 8 hours regular work per day is 2 days. And John will work 8 hours each day (regular work) and (8 hours of total overtime / 2 days) = 4 overtime hours per day. So, 8 + 4 = 12. 
BUT! Since I have Fixed Duration Task Type, Duration still remains 3 days even John is not going to work at the third day. Why is it so? It seems unreasonable, but it is not. What if I add Mary at the Task now? And she is not suppose to work overtime. I will get:

image

Since I have Fixed Duration = 3 days, MS PROJECT knows that Mary should work three days, and those 24 hours are divided in those three days. If  duration was changed to two days after I put Overtime Work for John, Mary will have to work only 16 hours, and that is not correct, because I have 3 day Fixed Duration Task. Keep that in mind before you think that that this is bug!

Regards

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

Overtime work at specific day–is it possible in MS PROJECT 2016?

Hi,

In this post, I will show you answer to one of my blog readers. He asked me is it possible to put Overtime Work at specific day in MS PROJECT 2016?

Let’ say that we have a simple Project, with only one task and duration of this Task is 5 days.

image

And let’s say that our Resource is John, who will work on that Task:

image

In Task Usage View, we can see, that John is going to work 8 hours per day from Monday to Friday:

SNAGHTML58fca3

Now, let’s say that John is supposed to work 4 hour overtime, but only at Monday and Friday. First I will customize right side of the Task Usage View:

image

and:

image

Now I see the Overtime Work:

image

If I try to put 4 hours in that field at Monday, Friday, or any other day, I will not be able to do it, because it is not possible. I can’t show you that on the Screen but believe me, that it is not possible Smile

So, if you want to put Overtime work  you can do it only at the whole Task, and MS Project with spread this Overtime Work for the whole length of the Task, for every day.

Regards!

Posted in MICROSOFT PROJECT, MS PROJECT 2016, PMI, PRoject Management | Tagged , , | 1 Comment

Inactive Tasks and Actuals in MS PROJECT 2016

Hi,

I saw very interesting discussion in LinkedIn, about making Task Inactive if it has actuals.

First let me show the “issue”. I will create brand new Project in MS PROJECT 2016:

image

and I will create John as Resource with $100 / hour rate:

SNAGHTML4d98930

Finally, I will assign John as Resource to the Task:

SNAGHTML4da5eb1

Now, let’s say that I do not need this Task any more, but I want to keep it shown in my Project. I will try to make it as Inactive, like this:

SNAGHTML4dbbf5a

and I will get:

SNAGHTML4dc7404

So, the Task is Inactive now. But let’s say that Joh has done some work at this Task before I decided to make it Inactive (for example, Task is finished 50%):

SNAGHTML4de0f64

Now, I will try to make it Inactive:

image

Is this a bug? No it is not. Why? Let me show you, for example, the Cost Table:

image

As you can see, since John had worked 20 hours, it had spent $2000. Of course he had spent 2,5 days at work at this Task, as well. So it is not reasonable to make this Task inactive. Inactive means – I do not need this Task, nor someone is going to work at it – ever. But, if someone had already spent some time on that particular Task, than you can’t consider it as not needed. But, on the other hand, let’s say that noone will work on that Task anymore, but 20 hours are already spent, and you want to finish id with no further work. In that case you can do this (I am going to use Task usage View):

image

and I will get:

image

Now the Task is finished! The other solution is to put erase all actuals from Task, and then make it Inactive, but I will not recommend it. Why? Because, in that case you are hiding actual work spent on that Task and actual costs, and that is something which is not very professional in Project management, is it?

Regards¨Smile

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