% Complete for Project as a whole and Summary Task in Microsoft Project for the Web

Hi,

today I will show you how % Complete is calculate on Summary Task level, and on Project Level as well, using Microsoft Project for the Web!

First, I will create one simple Project:

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Firs three Tasks are connected, and second three Tasks are not connected at all. Now I will say that Task 1, and Task 6 are 100% completed:

image

As you can see, Summary 1 is marked as 50% completed. The calculation is simple: Task 1 has 3 days  Duration. All Tasks under this Summary Tasks has 6 days duration (Task 1 = 3 days, Task 2 = 2 days, and Task 3 = 1 day, so Total 6 days). Now, 3 days (Task 1) / 6 Days (Total) = 50%

Similar, Summary 2 is marked as 17% completed. The calculation is simple: Task 6 ha 1 day  Duration. All Tasks under this Summary Tasks has 6 days duration (Task 4 = 3 days, Task 5 = 2 days, and Task 6 = 1 day, so Total 6 days). Now, 1 day (Task 6) / 6 Days (Total) = 17%

Now I will click on My Project, and I will see:

image

Project % complete is 33%. Total Duration of all Tasks is 12 days! Now, Task 1 + Task 6 = 4 days duration. And, then Calculation is simple 4/12 = 33%.

Be aware of Milestone! It has 0 days and it brings 1 %! I will mark all Tasks as 100% completed, except the Milestone:

image As you can see, If you do not mark all milestones 100% completed, even when all other Tasks are marked as completed, Summary Tasks, and Project as a whole remains 99% finished, and you do not want that.

Regards!

Posted in Microsoft Project for the Web, PMI, Project for the Web, Project for Web, PRoject Management | Leave a comment

Resource assignment in Microsoft Project for the Web

Hi,

today in a short Post I will show you how can you see Resource assignment in Microsoft Project for the Web!

As usual, I will create a simple Project:

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Now let’s say that I want to see to which Tasks is John assigned. To do that I will follow next steps:

image

and:

image

OK! Now I see all John’s Tasks. But what if I want to see all Tasks by Resources (something like Resource Usage View in Project PRO)? To get that I will switch to Board View:

image

and finally:

image

Voila! Great, isn’t it?

Regards!

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Custom fields in Microsoft Project for the Web!

Finally! Microsoft has introduced Custom fields for Project for the Web!

Let ma show you how they can be used! First, I will create a simple Project:

image

OK! Let says that I need next fields:

  • Task description
  • Task critical deadline
  • Task cost
  • Does Task has to be reviewed by Project Manager before it is considered done?

I will create them as follows. First I will chose to add new Field:

image

and then:

  • for Task description:

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  • for Task critical deadline:

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and:

image

  • for Task cost:

image

  • for Does Task has to be reviewed by Project Manager before it is considered
    done?

image

Finally, I will get:

image

I will put some data, and I will get:

image

Do I have to mention that in Date type field I can only put Date, in Number type field only numbers, and so on?

Now! I know that I have comment for a Task already built in, so I do not need Task Description field. I can delete it:

image

and then:

image

As you can see, I can delete custom field, and I can rename it. But I can’t change it’s type (for example, from Text to Number and so on).

After I choose Dele field I will get:

image

and this field is gone.

Some useful tips:

  • Custom fields can be only Text, Date, Number and Yes/No type
  • Custom fields can be deleted, renamed, but their type cannot be changed
  • Custom field are only for Task (unlike in MS PROJECT Desktop or Online version in which I can create Custom fields for Tasks and Resources)
  • Finally, Custom fields are created per Project base. So, in my example, if I create new Project, and I want same custom fields, I should create them all over again.

Regards!

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Dependencies on Timeline View with Microsoft Project for the Web!

Hi,

today I will show you how beautiful is Timeline View in Microsoft Project for the Web.

We all know how difficult is to manage Projects with many Tasks. It is hard to see for a Task all Predecessors, and Successors, and to find them.

Using Timeline View it is very easy. Let me first create a brand new Project:

image

In this View – grid View you don’t see much! BUT! I will switch to Timeline View, and I will get:

image

Here you can see Gantt Chart. Now, for example I want to know predecessors and successors for Task 4. I can easily get this just by hoovering my mouse over this particular Task on the Gantt Chart View:

image

As you can see, all those blue bolded lines shows predecessors (in my example: Task 1 and 2), and Successors (Task 6). And one more thing! On the top of this View Start and Finish date for this Task are shown.

Now, you can ask: How can I see Start and Finish date for the whole Project? To have that, first I will put a Summary Task for the Project as a whole:

image

Now I will switch to the Timeline View again, and I will hoover my mouse over this Task, and I will get:

image

See? Piece of cake!

Regards.

Posted in Microsoft Project for the Web, PMI, Project for the Web, Project for Web, PRoject Management | Tagged | Leave a comment

How to set different Work days during time period with Microsoft Project for the Web

Hi,

Today I will show you how to set different Work days during time period with Microsoft Project for the Web!

Here is Scenario. Until 10/01/2020 (October the 1st), work days are going to be from Monday to Friday. From 10/10/2020 they are going to be from Monday to Thursday!

First I will setup Calendar:

image

and I will create Generic Resource called: Generic Resource from 09:00 AM to 05:00 PM

image

and then:

image

and:

image

Now, I will choose 10/01/2020, and I will set up work days like this:

image

OK! That’s it.  I will use this Resource as a Template for my Calendar Template:

image

Now, I will create brand new Project:

image

and I will create a Schedule:

image

or:

image

Let me explain:

  • Task 1 has 5 days duration. I will start at Monday 9/21/2020 and it will finish at Friday 9/25/2020
  • Task 2 has 5 days duration. I will start at Monday 9/28/2020 and it will finish at Monday, 10/5/2020 since Friday 10/01/2020 is non working day
  • Task 3 has 5 days duration. I will start at Tuesday 10/6/2020 and it will finish at Tuesday 10/13/2020 (e.g. work days are: Tuesday 10/6, Wednesday 10/7, Thursday 10/8, Monday 10/12 and Tuesday 10/13 – those are 5 work days!)

Hope this helps.

Regards!

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% complete and Driving Tasks is Microsoft Project for the Web

Hi,

in one of my previous post I have explained Driving Tasks in Microsoft Project for the Web. Now I will show you how this effect Task which has % complete greater than zero.

First, I will crate new Project:

image

and in Timeline View:

image

Obviously Task 2 is Driving Task for Task 3, as it can be seen here:

image

Now, let’s say that Task 3 is 50% completed:

image

As you can see, Task 2 is no longer Driving Tasks for Task 3. Why is that? Because when Task has been started (as in my example, Task 3), it will not be moved even if, for example, Task 2 has extended Duration. Let me show you that. I will put 7 days in Duration field for Task 2, and I will get:

image

As you can see, Task 2 (and Task 1, too) has no impact on Start Date for Task 3, because it has been started (e.g. it has some % completeness). And therefore Driving Task for Task 3 doesn’t exist anymore.

Regards!

Posted in MICROSOFT PROJECT, PMI, Project for the Web, Project for Web, PRoject Management | Tagged | Leave a comment

How to create Calendar from Resource using Microsoft Project for the Web?

Hi,

today I will show you how to create brand new Calendar using Resource work hours in Microsoft Project for the Web!

First I will open Dynamics 365:

image

and I will choose – Project:

image

Now, Let’s say that Tim will work from 12:00 PM to 04:00 PM every day. To change his calendar (e.g. Working Hours), I will follow next steps:

1. I will add Tim (if he doesn’t exist in my Resource List):

image

and:

image

Be careful when you choose Time Zone, because it has to be adjusted with Your Project Time zone, e.g. Project Calendar.

2. I will adjust Tim’s Work Hours from 12:00 PM to 04:00 PM:

image

and:

image

and the, I will deselect Saturdays and Sundays:

image

OK! Now let’s say, that John and Mary are going to work from 12:00 PM to 04:00 PM. I can repeat steps above for John, and Mary (which will take some time, and it is prone to make mistakes), or I can save Tim’s work hours as a new Calendar:

image

and:

image

Last, but not least, I have to assign this new Calendar to John and Mary (after I add them):

image

and finally:

image

and:

image

Now, if I create new Project with, for example, three Tasks, and assign Tim, John and Mary to them, I will get:

image

As you can see, Tasks have 3 days duration, and total effort per Resource per Task is 12 hours (3 days * 4 hours per day – from 12:00 PM to 04:00 PM).

This is much easier way to create and assign calendar to multiple Resources than one by one.

Regards!

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How to set Calendars for Resource in Microsoft Project for the Web!

Hi,

today I sill show you how to set specific calendar and apply it to resources in Microsoft Project for the Web!

First of all, calendar template should be created! I will not explain again how to di it, because I already did it in my post which can be found here: How to set working hours per day (Calendar Template) in Microsoft Project for the Web?

Suppose that I have Resources who should work from 09:00 AM to 12:00 PM (noon).

I have a calendar template for this:

image 

and:

image

then I will go to settings:

image

and here is my Calendar Template:
image

Now I will go to see my Resources:

image

OK! Now, let’s say that John and Mary will work from 09:00 to 12:00 PM! I do not want to change they working time one by one (for each Resource). I will rather use my Template. To apply this template to Resources I will follow this steps:

image

and:

image

and finally:

image

OK! Let’s see how it will apply to a Project for the Web! I will first create new Project:

image

Now I will assign John to Task 1, and Ellen to Task 2:

image

As you can see John will work 15 hours (5 days * 3 hours per day – from 09:00 AM to 12:00 PM), and Ellen will work 40 hours (5 days * 8 hours per day – from 09:00 AM to 05:00 PM).

Now if I assign John, Mary and Ellen to Task 1 I will get:

image

70 hours of total work are calculated:

  • John will work 15 hours (5 days * 3 hours per day – from 09:00 AM to 12:00 PM)
  • Mary will work 15 hours (5 days * 3 hours per day – from 09:00 AM to 12:00 PM)
  • Ellen will work 40 hours (5 days * 8 hours per day – from 09:00 AM to 05:00 PM)

Total is 70 hours!

To conclude, if you have specific working time for your Resources, the best way is to create new Project calendar and apply it to specific Resources.

Regards!

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How to connect Microsoft Project for the Web with Teams?

Hi,

Today I will show you how to connect Microsoft Project for the Web with teams.

I already have a Team which is created from existing Group: Project for the Web Group.

image

I will click on the + sign and:

image

Since there is no direct connection between Teams and Project for the Web (for now, it will be in a feature) I will use Website:

image

and I will get:

image

Now, If I click, for example on the Firs Project I will get:

image

I can do whatever I want, as I am in the Project itself. So, for example, I will assign John to Task A:

image

As you can see, I wrote a message to John about this assignment.

But, what if I want to have a Tab for Particular Project? I can do this, as well:

image

and I will get:

image

To conclude, it is very easy to connect Microsoft Project for the Web and Teams. The most important thing is that when I do that I have a power to manage a Project and collaborate with my team, share documents, and so on.

This is powerful thing, and use it! You will find it very, very helpful!

Edit: there is an easier way now! since I was writing my Post, Microsoft introduces native Teams app for Project. I won’t write a special post about that. Paul Mather, MVP and the expert explained this feature in his Blog post which can be found here: https://pwmather.wordpress.com/2020/08/22/microsoft-teams-app-for-project-for-the-web-microsoftteams-projectfortheweb-microsoftproject-workmanagement-msproject-office365/

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Duration, Start, and Finish relationship with Tasks in Microsoft Project for the Web

Hi, Today I will show you relationship between Task Duration, Start and Finish date in Microsoft Project for the Web.

First I will create a simple Project with one Task:

image

A you can see, Duration Start, and Finish date are empty.

Now let’s say that Duration is 3 days:

image

As you can see, Start and Finish dates are calculated according to Calendars (which are beyond this Post).

Now Let’s say that I have situation shown in a first picture where all three fields are empty), and I know that Start Date is August 27th:

imageDuration is calculated as 1 Day, Finish date is calculated according to Calendar (in my case it is same as Start date), and Constraint – Start no earlier than is set for the Start Date:

image

Now I will repeat steps described above, but this time with Finish Date (I will put August 27th), and I will get:

image

Start date is Project Start Date (which is in my example – August 24th), and Duration is calculated as 5 Days, and Constraint – Finish no earlier than is set for the Finish Date.

If I remove either Duration, Start or Finish Date, all other two fields will be removed as well.

Now Let’s say that I have a Project with two Tasks:

image

All three fields are empty for both Tasks. If I choose that Task 2 is predecessor for Task 1, I will get:

image

Task 1 will start at Project Start Date, and it will have 1 day Duration. Task 2 will also have 1 day Duration. All other Dates (Task 1 Finish date, and Task 2 Start and Finish dates), are going to be calculated according to Calendars.

Finally If I erase Duration, Start or Finish date at any of those two Tasks, the link between them will be lost. For example, I will erase Task 2 Start date, and I will get:

image

So, be careful when you put or delete Duration, Start or Finish date for Tasks.

Regards.

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