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:

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Now, I’m going to save the Baseline:

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and then:

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

imageand:

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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:

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I will now save the Baseline for just this Task:

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make a progress (like I did for Task A), than it doesn’t make a sense to put Task D to the original plan, because it is obsolete anyway.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

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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

Fixed cost for resource over the time period in MS PROJECT 2016

Hi,

I’ve got a question from one of my Blog readers:

“Mr. Nenad, I have a question please:
Let’s suppose that I have a human work resource assigned to different tasks within the project. It receive each month a fixed salary of 4000 dollars even if it has free days (without task assigned) during the month. How can I do that in MS Project ? If I create a work resource with a standard rate of 4000$/Month then I will not be able to solve the problem since MS Project will reduce this monthly salary to an hourly rate and the cost of the resource will be proportional to time consumed, which is not the case I speak about. I want for each month (January, February, ….December) a fixed salary for this resource.”

Well, the answer is: “It is NOT possible with MS PROJECT!”. Why? There are several reasons. The major one is that if you put a resource to the Task like this one:

image

then what is the real cost of the Resource who has $4000 salary per month. As you can see the Resource will work from 18.09.2018 to 30.09.2018, and from 01.10.2018 to 22.10.2018. Now those are two months but not full months. And rarely will you have task which started at the first day of the month, and finish at the last day of the month.

Another example is like this:

image

Now let’s say that resource will work 30% on the Task 1, and 50% on Task 2. What will be the cost on Task 1, and what on Task 2? Tasks have two different durations. And even worse, the resource will work only 80% of his time. What about rest of the 20%?

So no, this doesn’t make a sense. You should always have a rate per hour, week, month, and YES MS PROJECT should calculate costs according to effort (hours) which resource will spend on those tasks.

Regards.

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

Resource detail form in MS PROJECT 2016

Hi,

as I wrote many times there is a very useful Task form in MS PROJECT 2016!

Here is one simple project:

image

With the Task form we have full control over the Task, like this:

image

In Task form we can choose what are we going to look at like:

image

All of this is about Tasks, one by one. But, is it something similar but for resources, one by on. for example I want to see for one resource all tasks, or somethin like that. The answer is – YES. To get that on the screen follow this steps:

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As you can see for one Resource I have all information about all Tasks. If I right click on the Resource form I will get:

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No matter on which Task is your cursor you can choose previous or next button and see all the necessary information for one resource for all tasks. and of course you can edit those information. So Let’s say that Reviewer has spent 16 hours on Task – Review the article. I will choose Work option form the screen above and I will:

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and I will get:

image

So if you want to manage your Task Resource by Resource, this is the best and most efficient option in MS PROJECT!

Regards!

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

Duration and % completed–relation between them in MS PROJECT 2016

Hi,

I noticed that lot of MS Project users have a problem with Duration and work which was already completed. Let me give you an example in MS PROJECT 2016.

Let’s say that we have a one Task Project, with 4 Days Duration, and John is supposed to work on that Task:

image

As you can see John is going to spend 32 hours of work (4 days * 8 hours per day = 32 hours).

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

image

and we get:

image

Now let’s say that we made a mistake. Task was originally meant to have Duration 3 days, and Task is 50% completed.

I will change Duration from 4 to 3 days and I will get:

image

As you can see, when I changed Duration form 4 to 3 days, work has changed from 32 hours to 24 hours (3 days * 8 hours per day = 24 hours). Actual Duration and Actual work remained intact, and % complete is now 67%. Why? Because 2 days (Actual) / 3 days (Total9 = 0,67, e.g. 67%.

Remember this: Actual means – already done! if you don’t change it it will remain as it is no matter if you change Duration or Work.

So, back to the Case. If we want to have a Task which has 3 days Duration and is completed 50%, we should follow next steps:

1. This is the moment when we noticed that we have mad a mistake. So Duration is 4 days and % Complete is 50%:

image

2. First we will put 0% Completed:

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and we will get:

image

3. Now we will change Duration from 4 to 3 days:

image

4. Finally we are going to make it 50% completed (as we did before, when Duration was 4 days), and we will get:

image

Now we have what we wanted at the first place. Of, course, same steps should be taken if we want to increase Duration!

Regards!

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

Total hours limit with multiple Projects using MS PROJECT

Hi,

I have a question from one of my Blog readers

“Thank you for all your advices which you share on blog. I have an issue where I would like in resource pool file calculate the total “booked” work hours between two (freely chosen) dates (eg between 1.1.2018 and 31.12.2018). In my case I have to monitor the total (planed) work hours per person which should not exceed 1700 h per year. Now I can see only a total work hours between start day of the first project and the end day of the last project per person.
Can you help me?
Thank you in advance.”

I will show you how can you do that using MS PROJECT 2016.

First I will create Resource Pool with John and Mary:

image

and:

image

I will save this file as Resources.mpp (you know how to da that, so I won’t show you pictures Smile)

Now I will create First Project with two Tasks:

image

and:

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I will assign both John and Mary to those Tasks using Resource Pool:

image

and:

image

and finally:

image

Following exactly the same steps I will create another Project – Second Project, and I will get this:

image

As you can see John and Mary are over allocated, but for this case this doesn’t matter.

Now I want to see how many hours are John and Mary spend this year in total, for all Projects. I will use Resource Pool and Resource Usage View:

image

Finally I will adjust Timescale on the right:

image

and:

image

and:

image

The result is:

image

Now I can see “occupation! of every single Resource in all projects, year by year.

Hope this help.

Regards

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

Recording task progress ahead of schedule in MS PROJECT 2016

Hi, today I am going to clarify one important thing which bothers a lot of  of my Blog readers. I will go step by step through example and explain them.

First I’m going to build simple Project:

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Now I will create three Resources:

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and I will assign them to Tasks:

image

I will now make Task 1 as 25% completed:

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Task 2 actually starts earlier than planned (that is, earlier than its current Start Date). So Task 2 Actual Start Date is manually updated to an earlier date.

In the Mark on Trask -> Update Tasks dialog box I will enter 25% Complete , the earlier Actual Start Date for Task and click OK:

image

and:

image

and I will get:

image

Now, I will put status date to 24.07.2018, and then I will update the project to reschedule uncompleted tasks to after the Status Date:

image

and:

image

and I will get:

image

The Actual Start Dates of Task 1 and Task 2 are not changed, but their Finish Dates are changed for the later dates. That is  OK! Why? Start date is not changed because some work is already done and it was started at those Start Dates, so they cannot be moved or changed. What is done is DONE! It is written in the stone!

And now, where my blog readers have the biggest problem? Look at this.

I will make  Task 2 100% complete based on its earlier Actual Start Date and original Duration, so I will enter the Actual Finish Date in the Update Tasks dialog box:

image

Finally, I will get:

image

the question is: The Duration for this task is shown only 0.75 days instead of  its scheduled Duration of  3 days?

At the first look, it seems that this is a bug, because Start Date id 24.07.2018, finish Date is 26.07.2018, but Duration is 0,5 days instead of 3 days. But this is not a bug. I will explain why this is totally normal result:

  1. First I put 25% Completed for the Task 2 which had 3 days Duration. It means that actual Duration is 25% of 3 days is 0,75 days
  2. Then I moved the all unfinished Tasks after the status date, which is 24.07.2018.
  3. Because Task 2 has Finish to start relationship with Task 1, and Task 1 was supposed to finish at 27.07.2018, and the remaining part of Task 2 is supposed to start at that date (27.07.2018)
  4. BUT! I put 100% at %Complete, and Finish date to 26.07.2018. which is before Task 1 was finished.
  5. This means that Task 2 has no work left, so it was needed only 25% of original estimated work, and this is 0,75 days and 6 hours! If you have expected that those 2 days (25.07.2018, and 26.07.2018) work will be performed, you were wrong and this is because nothing is supposed to be done at that dates because Task 1 was not finished at that time. So the earliest date on which work on Task 2 is supposed to be done is 27.07.2018, and this is before the finish date of Task 1 which is 26.07.2018

Hope this helps.

Regards!

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