Costs for no work done in MS PROJECT 2016

Hi,

again my Blog reader has a problem, which is: “I have a question. Let’s say I have 4 hours of delay against a project as “ALL RESOURCES” had to wait for a crane to arrive before work could commence. There will be “no” productivity during these 4 hours! Yet, I will continue to charge the client for man hours since the delay is their fault. Can you show me how to accomplish this in MS Project ?”

OK! Let’s first create simple Project with one Task which will have two days duration, three resources, and assign them all to the Task:

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Now, let me analyze the real problem here. John, Mary and Paula need some input before they can work on the Task. In this case they are waiting for the Crane. So if Crane will be late, the Task will be late. And there is simple solution for that. We can move this task or put constraint like: Start no Earlier than if we, for example, now that Crane will be at the site at Wednesday, 21.02.2018. BUT! The REAL thing here is that we have to charge client for the waiting time. In this case, Start no Earlier Than constraint doesn’t work!

So, we have two options. First one is to add 4 hours of work per Resource which is 12 hours in total, like this:

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When I put 60 hour (which is 12 more than 48) I will get:

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As you can see, Duration is 2,5 days now (which is logical because all three resource will waiting for the Crane). And this is the easiest way to accomplish that. You can, of course say: “But they did not work anything, so how can we have hours when they didn’t work!?”. Actually, the did work! WAITING! This is also work, believe or not.

The second option is, for example, if your client tell you in advance that the Crane will be late, and that he will pay for it. In that case, you know that your resources are free, and you just want to delay your task for 4 hours per resource, like this:

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and we will get:

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or in Task Usage View:

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As you can see all three Resources will work half day at Monday (because of Crane delay), the whole Tuesday, and the rest (which is missing half day from Monday), at Wednesday.

BUT! The since we now have total hours unchanged (48 hours), the Client is not going to pay for waiting. To avoid that we can calculate this waiting time like this:

  • John 4 hours * $100 per hour = $400
  • Mary 4 hours * $200 per hour = $800
  • Paula 4 hours * $300 per hour = $1.200
  • TOTAL for Client is $2.400

Now I will switch to the Cost Table:

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and then I will put $2.400 in the Fixed Cost column:

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Let’s calculate Total cost:

  • John 16 hours * $100 per hour = $1.600
  • Mary 16 hours * $200 per hour = $3.200
  • Paula 16 hours * $300 per hour = $4.800
  • Fixed cost for waiting = $2.400
  • TOTAL for Client is $12.000

And one Tip! double click on the row 1 (on the Task):

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Always put some kind of comment to the Task about Fixed Costs.

Regards!

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Posted in Microsoft PRoject 2010, PRoject Management, PMI, MS PROJECT 2016 | Tagged , | Leave a comment

Assign Resources to different time on the same Task in MS PROJECT 2016

Hi,

one of my Blog readers has a questions: “One activity has 3 days Duration,  and we need to assign 2 resources. First resource will work all 3 days on it,  but second is only needed for 2nd day. How should I proceed for that?”

I will show that using MS PROJECT 2016!

First I’m going to create brand new Project with one Task, 3 days duration:

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and I’m going to have two Resources:

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Now I need john to work all three days, but Mary only at Tuesday, 16.02.2018. To do that follow next steps:

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and:

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If you do not put any date for John in Scheduled Start and Scheduled Finish, MS PROJECT will consider that John will work all the time. So, when I click on OK button, I will get:

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Let’s see the Task Usage View:

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Everything is just as I want! but Lets say that I want Mary to work at Monday, and Wednesday. In that case 8if I do not modify her calendar and say that Tuesday is non working day for her), I can not use Task Form, but I have to do it manually through Task Usage or Resource Usage View:

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As you can see, I have manually adjusted hours at that each day when Mary will work on that Task.

Regards!

Posted in MICROSOFT PROJECT, Microsoft Project 2013, Micsrosoft Project 2016, MS PROJECT 2010, PMI, PRoject Management | Tagged , | Leave a comment

Recording task progress ahead of schedule in MS PROJECT 2016!

Hi,

my Blog reader has a problem with scheduling Task ahead of planned time! I will reproduce his scenario in MS PROJECT 2016!.

First I’m going to create simple Project with two Tasks:

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Now I’m going to create two Resources (John and Mary), and I will Assign john to the Task 1, and Mary to the Task 2:

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and:

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OK! Let’s say that Task 1 has started as Scheduled and it was done 25%:

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I will get:

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Now, let’s say that Task 2 is also done 25%, but it has started two day earlier (e.g. 6.2.2018). Do not ask me how can is it possible that Task 2 has started before Task1 is finished. It is scenario.

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and:

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I’ve got this:

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Now, my Blog reader asks why are Actual Start date and Current Start date the same:

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Well,  the answer is obvious. Actual and Current start date are same, because Task 2 has been started at some date, and that is Current start date. It is not saved in a plan, otherwise I will have to save the Baseline, and this Baseline Start date will remain intact, no matter if Start date is changed.

Now, I will set Status date to 06.02.2018, and I will update the project to reschedule uncompleted tasks to after the Status Date:

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and:

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I’ve got this:

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Now, my Blog reader asks why are Start dates unchanged? Because, MS PROJECT has rescheduled only unfinished part of both Tasks. So, because Tasks were started before rescheduling, theirs Start Dates remains as they were.

Now, the major problem occurs. My blog reader did this: “Now I want to make  Task 2 100% complete based on its earlier Actual Start Date and original Duration, so I  enter the Actual Finish Date in the Update Tasks dialog box:”

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The Result is:

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The question is: “Why is Duration 0,75 days?” Well, first of all we rescheduled uncompleted part of Tasks after the Status date, which was 06.02.2018. What happened? The rest of Task 2 was supposed to continue at Friday, 09.02.2018. And since we told that it was finished before that date, (e.g. 08.02.2018), from 07.02.2018 to 08.02.2018 nothing happened, because in that period the Task is not scheduled! So if you say that it was finished at 08.02.2018, it is considered done, with no additional work. It means the real duration of the Task was 0,75 days (25% of three days which was planned).

Hope this helps.

Regards!

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

How to build Project Schedule with Task form using MS Project 2016

Hi,

Today I will show you how to build schedule using Task form in MS PROJECT 2016. First I will create a simple Project:

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I will create two Resources:

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Now, it is time to create Schedule! Which Task has which predecessors and who is going to work on which Task.

I will now show Task Form:

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Now I have this:

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As you can see, on the upper part of the screen I can see on which Task I am working at the moment, What are Strat and Finish dates of it, Duration, Is it manually or auto scheduled, and Task Type, eg. is it Fixed Units, Fixed Duration or Fixed work, and is it Effort or Non effort driven.

For the Task 1 I will say that John will work on it:

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Do not forget this: whatever you do on the Task Form, you should click on the OK button to make those changes applied to your Project.

I will click on the Next button and I will say That Mary is going to work on this particular Task, and That Task 1 is Predecessor of Task 2:

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you can see that I can choose Units and Work for Resource, and Type (Finish To Finish, Finish to Start, etc.) and Lag for Predecessor. So let me put John and Mary at the Task 3 with 50% units, and Task 2 as Predecessor with Start to Start relationship with 3 days lag:

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So finally, I will have:

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As you can see, Task form is very powerful for building the Schedule for your Project, and I encourage you to use it all the time!

Regards.

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Costs in Task Form combined with Gantt Chart View in MS PROJECT 2016

Hi,

Task Form is very useful thing in MS PROJECT 2016, and it can be use in various ways. Today I’ll show how to see Costs for Task per Resource.

First I will create simple new Project:

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Now I Will crate two Resources: John and Mary:

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Now I will assign John to Task 1, Mary to Task 2, and both of them to Task 3:

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Finally, I will going to save the Baseline:

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Now I will turn on Task Form:

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and then:

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and I will get:

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As you can see, when I select Task 3 (for example), I can see Total Cost and Total Baseline cost for the whole Task (Two Columns in Gant Chart View, which I added on purpose), and in the Task Form I can see Total Cost, Total Baseline Cost, and Actual cost for Resource for Task!.

Regards!

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

Remaining work with Task in progress when new Resource is assigned is assigned in MS PROJECT 2016

Hi,

in the first Post this year I will answer the question from one of my Blog readers: “How will MS Project calculate remaining work, when a resource is added to a task after baseline is assigned and work has started?”.

I will show you this using MS PROJECT 2016. First I will create a simple Project with one Task:

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and I will create two Resources: John and Mary:

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Now, I will assign John to the Task, and Save the Baseline:

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Let’s see the Work Table now:

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and:

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As you can see, John is only Resource on this Task, so he will work 5 days * 8 hours per day = 40 hours in Total.

Let’s now say that John has accomplished 24 hours of work (3 days):

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I will get:

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So far so good! Now I will add Mary to the Task (and remember that this Task has by default: Fixed Units Type):

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Back to the Task Usage View:

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As you can see, Mary has only 16 hours assigned, not 40 as expected. Why? Because john ha already finished work on first three days, and by assigning Mary to the Task he need additional help for the rest of the work that has to be done, not for the work which was already done. So John and Mary should spend another 16 hours to the Task (each).

Back on the Work Table:

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Now, as you can see, Variance is 16 hours, because we added Mary to the Task after the Baseline is saved!

Have a wonderful New Year!

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

Task Actual Start and Finish date when Resources are unavailable in MS PROJECT 2016

Hi,

in this last post for year 2018. I will show you how Actual Start and Finish date are affected with Resource Calendar in MS PROJECT 2016.

First I will crate Simple Project with one Task:

imageI will create Two Resources, John and Mary:

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Now I will create Vacation period for John between 25.12.2017 and 31.12.2017.

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Finally, I will assign john and Mary to the Task, and I will show you Task Usage View:

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As you can see, John is suppose to work from 1.1.2018 till 05.01.2018, because a week before he is on his Vacation.

BUT! What if I say that the Task has started at 25.12.2017, and it is finished at 29.12.2017?

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and:

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I will get:

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As you can see, Mary has worked 40 hours at first week, and John has not (because he was on his vacation). BUT, since the task is finished at 29.12.2018, John didn’t work on it at all. And this is reasonable because I said to MS PROJECT that the Task has finish date, and it means that it is done, so now work is left.

Let me show you what will happen if only John is on this Task, and the Task is finished on 29.12.2017, but John has Vacation at that time:

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As you can see the Task is finished without single working hour spent on it. Or, if we look at the Gantt Chart:

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As you can see, the Task is Milestone, and duration is zero as well.

Does it make a sense? NO! If John is supposed to work on Task, and he is on vacation when Task has started till it is ended, it means that nobody has work on it. In that case, why did someone put him as a Resource anyway.

Dear Readers, I wish you Happy New Year, and all the best in your life.

Regards,

Nenad

Posted in MICROSOFT PROJECT, Micsrosoft Project 2016 | Tagged , , | Leave a comment