Task start date depending on predecessors competition–is that possible in MS PROJECT?

Hi,

I’ve got interesting question from on of my blog readers and it is: “Let’s say that you have Task 1 and Task 2. Task 2 can start when 25% of Task 1 is completed, and Task 1 can continue after task 2 is completed. Is there an option to make such relation and such split (not manually)?”

I will show you that in MS PROJECT 2019!

image

This is classis Finish to Start relationship. If I want Task 2 to start after 25% of Task 1 is completed, it is not possible. Why? MS PROJECT calculate successor’s Start date depending on many things like Calendars, Exception dates, Task relationship type (for example, Finish to Finish is not the same as Finish to start), but it does not calculate successor’s start date depending on predecessors completeness. But you can make that Start date of Task 2 is 25% after Task 1 start date like this:

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Notice that I put 4 days for Task 1 duration just to show you that Task 2 will start 1 day latter then Task 1 (which is 25% of duration of Task 1).

If you insist on Finish to Start relationship you can do the following:

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So Task 2 will start 75% before Task 1 is finished which is 3 days, e.g. 1 day after Task 1 start date.

BUT! This has nothing to do with % completeness. In both pictures above Task 2 should start 1 day after Task 1 should been started, no matter if it was started or not!

The other question was is it possible that Task 1 can continue after Task 2 is finished? It means that Predecessor can be worked on after successor is completed! And here I can’t show you example because it is just impossible! First , it is impossible to establish two or more different relations between two Tasks, and second it is impossible to control work on one Task depending on completeness of the other Tasks!

Regards!

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Traffic lights for work exceeded Baselined work in MS PROJECT 2019

Hi,

Today I’m going to show you how to make a traffic light which will show you when your work has exceeded planed or Baselined work in MS PROJECT 2019!

I’m going to create Simple Project with one Task:

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I’m also going to create two different Resources:

image

And I’m going to assign john to this Task:

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I put two extra columns just to show you how will it work: Baseline work, and Work.

I’m going to save the Baseline now:

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and:

image

And I will get:

image

As you can see Baseline Work and Work are the same for now. I want to make a Traffic light which will show:

  • If Baseline work is less than Work – red light
  • If Baseline work is equal Work – yellow light
  • If Baseline work is greater than Work – green light

To do that I will create custom field called – Baseline vs work:

image

and:

image

Finally:

image

No. I will show this Traffic light on the screen:

image

image

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This is very good way to show when you are exceeding work from planned, especially when you have a lot of Tasks in your Project.

image Now, I can filter all Tasks which are “red”:

image

and I will get:

image

One hint! Values like 0,1 or 2 can be confusing because you should remember them (0 is red, 1 is yellow, etc.). Instead of that I could put “red”, “yellow” and “green” in IIf formula, and the result will be the same, but more meaningful when you filter Task on that condition.

Regards!

Posted in MS PROJECT 2019, PMI, PRoject Management | Tagged , | Leave a comment

Changing Values in Project Summary Tasks in MS PROJECT

Hi,

Today I am going to show you how to change Duration or Start/Finish date on Summary Task using MS PROJECT 2019.

I am going to create simple Project with tow Tasks under one Summary Task, and I’m going to assign two different Resources to those Tasks:

image

In summary Task I can change Duration, Start Date, finish date, but I can not change Work. So I will change Duration to 6 days, and I will get:

image

Notice that when Duration (or Start or Finish Date) is changed the Summary Task is switched to manually Scheduled mode. If I change Start date, or finish date that will be no constraint set like in “regular” task (like: Start no earlier then, Start no later then etc.)

Now the right question is: Why should we change those values? One reason is that you want to compare what you have plan, and what is really happening. I will now put 7 days in Duration for Task 1, and I will get:

image

You can see that now the Summary Task (e.g. phase) will be later that planned, and this is why this bar is red. If I “right” click on finish date:

image

I can see in Task inspector where exact is the problem:

image

Here I have two possibilities. I can move the finish date according to subtask calculation, or I can switch Summary Task back to Auto scheduled Task.

I never change any field in summary Task, but also, I want to set a deadline for it. Instead of changing duration or Start/Finish Date I put Deadline like:

image

and I get:

image

Now if I change Duration to 7 days for Task 1, I will get:

image

So, I have the same effect, but also I left to MS PROJECT to make all calculations with Auto scheduled Summary Task.

Regards.

Posted in MS PROJECT 2016, MS PROJECT 2019, PMI, PRoject Management | Tagged , | Leave a comment

How to reschedule Uncompleted Remaining Work for multiple Projects in MS PROJECT 2019

Hi,

today I will show you how to reschedule uncompleted remining work for multiple Project in one step using MS PROJECT 2019

To do that, of course we should have those project in one Master project. First I am going to create two separate projects:

image

and:

image

OK! Let’ say that for both Projects Task 1 is 50% completed, so I will mark them as that (I’m not going to show you the picture how to do that!). Now let’ say that Status date is 02.11.2018. Now I want to reschedule uncompleted work after that status date for both Projects at once!

Here is how I can do it for one single project:

image and then:

image

And I will get:

image

I can do the same thing for the Second Project, as well. But, what if I have 10 Projects? It will be waste of time to do that in this way.

So I will create Master Project:

image

DO NOT forget to check Link to the Project! If you do not, that Projects are just to be copied to Mater Project, and connections between Master and Subprojects are not established.

I will get:

image

If I repeat steps like I did with Project 1, NOTHING WILL happen! So I can not move all uncompleted Task for all projects after the status date as I did it with a single PROJECT.

BUT! There is a way.

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And after I select ALL Tasks for ALL Projects:

image

Important thing is that I have to Select in For: section – Selected tasks INSTEAD of Entire project!

Finally I will get:

image

As you can see, I’ve got what I wanted. Those rescheduled Tasks ae reflected in original Projects as well (Project 1, and Project 2).

Regards!

Posted in MS PROJECT 2019, PMI, PRoject Management | Tagged | Leave a comment

Fixed work with Resources in shifts with MS PROJECT

Hi,

last week I had great training with wonderful people in Oman, so this post is dedicated to all of them as a small THANK YOU.

I will show a case in MS PROJECT 2019.

Here is the Scenario. Factory has to be shutdown for three days, e.g. 72 hours for maintenance. In that time two shifts are going to do repairing each shift is 12 hours. And working time for Oman is from Sunday to Thursday. Start time is 07:00 each day.

OK! Now first thing is setup:

image

and then:

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and finally:

image

Now, another setup:

image

Now, I am going to create two Calendars, Night and Day!

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and:

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Since Friday is non working day I’m going to make it as that:

image

On the same way I will make a night calendar with these working times:

image

Friday will be non working day as well.

Now I’m going to create two Resources:

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I will set Project start date at Sunday 28.10.2018. DO NOT FORGET to put 07:00 as starting time, otherwise first Project Task will start at 08:00:

image

Let me create Task – Maintenance with 3 days, e.g. 36 hours Duration:

image

Do not worry because Start date and Time is not ax expected.

Now, Each worker has to work 36 hours, 12 hours per day, so I will assign them and the Task will be Fixed Duration type:

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Finally I’ll get:

image

Now let’s see how much time will each Resource spend per day:

image

Let me explain the picture above:

Day worker will work:

  • Sunday 28.10. from 07:00 to 19:00 – 12 hours
  • Monday 29.10 from 07:00 to 19:00 – 12 hours
  • Tuesday 30.10 from 07:00 to 19:00 – 12 hours
  • Total work = 36 hours!

Night worker will work:

  • Sunday 28.10. from 19:00 to 00:00 – 5 hours
  • Monday 29.10 from 00:00 to 07:00 – 7 hours and from 19:00 to 00:00 – 5 hours = TOTAL 12 hours
  • Tuesday 30.10 from 00:00 to 07:00 – 7 hours and from 19:00 to 00:00 – 5 hours = TOTAL 12 hours
  • Wednesday 31.10 from 00:00 to 07:00 – 7 hours
  • Total work = 36 hours!

And yes the Factory is going to be close three days. From Sunday 28.10 07:00 to Wednesday 31.10 07:00

Best regards!

Posted in MS PROJECT 2019, PMI, PRoject Management | Tagged | Leave a comment

Baseline and additional Tasks in MS PROJECT 2019

Hi,

I have question form Blog reader:

“Let’s say you have 3 tasks, A, B, and C. And they are scheduled to happen in sequence one after the other. You set the baseline on these three tasks and then start tracking the schedule. Assuming task A had a delayed start and finished 3 or 4 days behind schedule.
Then you decide to add another task D as a successor to C (after the change has been approved). For that purpose, we need to add task D to the original baseline.
I selected Task D, Project->Set Baseline->For Selected Tasks->To All Summary Tasks.
It did add Task D to the baseline but not to the original baseline. It creates a new baseline with a delayed start for Task D (due to the delay in the start and finish of Task A).
I’m thinking this is because the predecessor on Task D was set after the delay.
Since the change was approved, it should now become part of the original baseline.
Can you please advise on how to do this?”

First I will create the scenario using MS PROJECT 2019:

image

Now, I’m going to save the Baseline:

image

and then:

image

OK! Now I will put Task A as finished but with start Date three days later:

imageand:

image

After that let’s look at Variance table:

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and I will get:

image

No I will add Task D like this:

image

I will now save the Baseline for just this Task:

image

and I will get this:

image

As you can see, there in no difference from Actual and Baseline for Task D. But my reader  wants to make a scenario like this, and save the Baseline:

image What he wants to do is to add additional Task (change) to Original plan, before Task progress was in MS PROJECT. And that is impossible just by adding the Task D. what he should do? He should first undo progress to get the picture like above and then add the Task. Then he should save the Baseline, and THEN make a progress for the Task A like I did.

And this is real life case. If you make a progress (like I did for Task A), than it doesn’t make a sense to put Task D to the original plan, because it is obsolete anyway.

Hope this helps.

Regards

Posted in MS PROJECT 2019 | Tagged | Leave a comment

Resource replacement whit already assigned resource on Task in Progress–MS PROJECT!

Hi,

I’ve got a question from one of my blog readers: “Let’s suppose that I have a task “Task” with fixed work task type. Duration is 10 days. I assign 2 resource who work for 8hr per day. Total work is 160hr. After 6 days, found person2 is leaving. I expect MS PROJECT project to assign 64hr by default to existing 1 person and extend duration from 10 days to 14 days. Also I expect work 160hr remains same. Is MS PROJECT does it by itself as task is fixed work?”

I will explain this case using MS PROJECT 2016.

I will create a project, with the Task, and I will assign two resources to the Task. Task is Fixed Work type:

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OK! In this case both John and Mary had finished their work after 6 days, so this is easy to track. I will make this Task as 60% finished (60% of 10 days is 6 days):

image

and:

image

Now, after I “setup the scene” suppose that Mary left the Project, and john should take over her Job.

With MS Project you can replace one resource with another, but not with the existing one. It means that I can replace Mary with Joanne for example, because  she is not assigned to the Task, but not with John.

I can delete Mary from the Task, but in that case I have to delete her work on that Task like on the picture below (it is shown after I delete Mary and click on OK button on Task Form:

image

If I click on OK button I will get:

image

So, now Total Work is 160 hours per John, Actual Work is 48 hours, and Remaining Work is 160-48=112 hours. Duration id 20 days (160 hours of total work / 8 hours per day = 20 days). Actual work is 48 hours because when john and Mary were together on the Task, they have 80 hours work each and I put 60% complete, so 60% of 80 hours is 48 hours.

This approach is wrong because I deleted the actual work done By Mary which is 48 hours. Why? Because if Mary leave the Project she cannot “undone2 the work already done in it.

So, how can I solve the problem. Let me show the status again before Mary has left.

image

I want to leave Mary on that Task but with no work remaining, and I want John to take over of her Job. For that I should follow next steps:

  1. For Mary the Remaining work should be set to 0 hours
  2. For john Total work should increase for 32 hours (that is how much work Mary left unfinished after she has gone), so the Total work will be 80 + 32 = 112 hours
  3. For John  Remaining work should increase for 32 hours (that is how much work Mary left unfinished after she has gone), so the Remaining  work will be 32 (John’s unfinished part) + 32 (Mary’s unfinished part) = 64 hours

When I do it I will get:

image

Finally, after I click on OK button I will get:

image

This is the right approach. a lot of work, but this is the way how to handle this situation.

Regards!

Posted in Micsrosoft Project 2016, MS PROJECT 2016, PMI | Tagged , , | 1 Comment