Duration and effort with Project for the web

Hi,

today I will show you relationship between Duration and Effort  in Project for the Web.

I will first create simple Project:

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Now I will assign me, and Ellen to Task with Resources:

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and I will get:

image

As you can see, effort is 80 hours! And this is because me and Ellen are going to work 5 days, 8 hours per day, e.g. 5 days * 8 hours per day each = 40 per person, in Total = 80 hours! Now I will change effort to 32 hours:

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and when I hit Enter, I will get:

image

The Duration is 2 days, because 32 hours (effort) is divided between me and Ellen, so each will work 32 hours / 2 persons = 16 hours, and because we are going to work 8 hours per day, duration is 16 hours / 8 hours per day = 2 days!

So, to conclude this part, if you have a Task with Resources assigned if you change duration , effort will be calculated and vice versa.

Now, I’m going to put 32 hours in effort field for Task without Resources, an when I hit Enter key, I will get:

image

As you can see, Duration is the same = 5 Days! I will now change the Duration to 100 Days, and I will get:

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As you can see, Effort remain the same (e.g. 32 hours).

To conclude, if the Task has assigned resources, Effort and Duration are connected according to formula: Effort = SUM(8 hours per day * Duration for all Resources). On the other hand, if Task has no resources assigned, Effort and Duration are not connected, and when you put some value into Duration, Effort will be unchanged  and vice versa.

Regards.

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Slack and Costs in MS PROJECT 2019 / Online

Hi,

today I will show you relation between Slack and Costs using MS PROJECT 2019 / Online.

First I will create new Project

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and some Resources:

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Finally, I will assign Resources to Tasks:

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Using Format Tab, I will show Critical Tasks, and Slack:

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OK. What is Critical Path (Task are marked red!)? It is path in which, if any activity will be late, the whole Project will be late, e.g. Project finish date will be “damaged”!

On the other hand, slack is amount of time which I have in some path, when Tasks can be delayed without jeopardizing Project finish date!

So, as you can see, all Tasks on Phase 1 are on critical path, and this path determines the duration of the Project, and Finish date (9 days Duration, and Finish date is 26.03.2020)

On the other hand Phase 2 has slack 3 days (6 days Duration, and Finish date is 23.03.2020).

Let me show you Costs. To do that, I will apply Cost Table:

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As you can seem Total Cost of Task 6 is $14.400. This is because, Task 6 has Duration = 3 days, and Jim is going to work 8 hours per day, e.g. 3 Days * 8 hours / Day = 24 hours! Since cost per hour for Jim is $600, Total Cost for Task 6 is 24 hours * $ 600 = $ 14.400

Now, let’s say that Task 6 will last 5 Days instead of 3 Days:

image

As you can see, Project Finish date remains the same (e.g. 26.03.2020), Phase 1 will finish 2 days later (e.g. 25.03.2020), and Finish date is not jeopardized .

BU! Let’s say Cost Table again:

image

As you can seem Total Cost of Task 6 is now $24.000. This is because, Task 6 has Duration = 5 days, and Jim is going to work 8 hours per day, e.g. 5 Days * 8 hours / Day = 40 hours! Since cost per hour for Jim is $600, Total Cost for Task 6 is 40 hours * $ 600 = $ 24.000.

So, when you have a Slack, it means that some Task can last longer without “moving” Project Finish date, but it doesn’t mean that Cost are going to remain the same.

And, for the end of this post, lets, say that Task 6 will have 9 days Duration:

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Now, Critical path is changed, so all Tasks at Phase 2 are on it. Project Duration is 12 days, and Finish Date is determined by Phase 2 (e.g. 31.03.2020). And Phase 1 has Slack 3 days!

To conclude, lot of people think that if you have a Slack than you are in a “comfort zone”. It is not a case!

Regards!

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Formatting–Microsoft Project 2019–Baselines

Hi,

In next few Post I will show you how can you format Microsoft Project 2019 for better usage.

In this Post, I will show you how to see different Baselines for Your Project.

First I will create new Project:

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and I will save the Baseline (OK, OK, I know. I need resources, Costs, etc., but I can get to the point without them):

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and then:

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Now I will change Duration for The Task 1:

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and I will save the Baseline, (Baseline 1):

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Now, in a Format Tab, I can choose which Baseline (if any), I wan to see:

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OK. I choose the first saved and I will get:

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If I choose the second one:

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I will get:

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But what if I want all of them on the same screen? In that case I will use Multiple Baseline Gantt View:

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and:

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and I will get:

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All of those are “built in”, you just have to use it. And it is very useful, especially when you will have large Projects, believe me.

Regards

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How to Create your own Table in MS PROJECT Online / 2019?

Hi,

today I will show you how to create your own Table which will have all information needed for your Project, using MS PROJECT Online /2019!

First I will create a simple Project:

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I will create Resources as well:

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Now, I will assign those resources to Tasks:

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Finally I will save a Baseline (Plan) for my Project:

imageand:

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Let’s say that I want to see fields:

  • Baseline Duration
  • Duration
  • Actual Duration
  • Baseline Work
  • Work
  • Actual Work
  • Baseline Cost
  • Cost
  • Actual Cost

in one Table, e.g. in one View. If I switch to Cost Table, I’ll see:

image

If I switch to the Work Table, I will see:

image

So, to see all information needed, I have to switch between multiple Tables, which is annoying. Instead of that, I will create my own Table:

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and then:

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and:

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I called my new Table: My Project View Table, and now I will choose fields:

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I choose al fields mentioned above, but they are not visible at the picture, because they couldn’t fit to the screen Smile 

Now I will show the Table:

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If I mark Task 1 as 100%, and Task 2 as 50% completed I will get:

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Wait! Something is wrong here! Where is the Task Name? I forgot it, and I need it. No problem, I can always edit my Table:

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and:

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and:

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and finally I will choose Name field:

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and I will get:

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If it seems like a lot of work, it is not. and the benefits are high, because I can easily get all data needed in one place in not time!

Regards Smile

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How to save custom view for later usage in MS Project 2019 / Online

Hi,

today I will show you how to easy customize current View and save it for future usage using MS PROJECT 2019 / Online.

I will first create a simple Project, and I will assign some resources to it:

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and:

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and finally:

image

Let’s say that today is Monday, 24.02.2020:

image

what I want is a View which will show me Cost table, and Late Task only. So firs I will apply filter:

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and I will get:

image

So, Task 1 and Task 2 are late, but since I need costs, I will now apply Cost table:

image

and I will get:

image

That is what I need for my Project. Forget about Baseline which is not saved. But I also need “standard” Gantt Chart View, and it is annoying to turn on and off filter and switch to Cost and Entry table all the time. So, I’ll save this View for future usage like this:

imageand:

image

and now I have a Late Tasks View:

image

BUT! I will switch back to the Gant Chart View, and I will get:

image

See? There is now difference between Late Tasks View, and Gantt Chart View, so I have to change Gantt Chart View to original. So, I will use reset option like this:

image 

and:

imageand I will get:

image

Now, if I want to switch to Late Tasks View, I just have to pick it up like this:

image

and here it is:

image

This is very useful thing, and I use it all the time, so I can quickly jump to various Views on my own!

Regards!

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Lead and Lag time with Project for the Web!

In Microsoft Project Online or desktop version I can add Lag and Lead. What is Lag? Waiting time. Let’s say that I have two Tasks n my Project:

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If I look at the Timeline View, I will get:

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As you can see there is Finish to Start relationship between those two Tasks. But, between those two tasks, I have to wait for drying. So, I can not start with painting the walls for the second time, immediately after I finish previous painting. Let’s say that I have to wait 2 days. So, I have to drag Task Painting walls – second time and drop it two days later:

image  and when I release my mouse button I will get:

image

as you can see, I’ve got a Lag time between two Tasks.

Now let’s talk about the Lead time. Lead time is time in Finish to Start relation between Tasks in which Successor can start before Predecessor is finished.

Look at my example:

image

Let’s say that the new Web will have 5 different pages. For each page I will spend 1 day for Design, 1 day for Coding, and 1 day for Testing. So for 5 pages, Design, Coding and Testing will have 5 days Duration. That is shown in the picture above. And whole process will take 15 days. But what if I can start with coding first page right after it is designed, and with testing right after it is coded. To show that I will move Code 4 days before Design should be finish, and Test 4 days before Code is finished in a same way like I did it when I needed lag time.

And I will get:

image

As you can see, predecessors are lost. OK! If I try to make Design as Code predecessor, and Code as Test Predecessor, I will now get:

imageDo you see what I’ve got? Not what I wanted.

So, to conclude, in Project for the Web I can have Lag time, but not Lead time.

Regards

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

How to permanently change Working time in MS PROJECT 2019?

Hello,

recently I was in Riyadh, Saudi Arabia, teaching MS PROJECT 2019. And one of the first questions was: “how to change working time – permanently for all Projects?” I will show you how to do it with MS PROJECT 2019! In Saudi Arabia work week is from Sunday to Thursday, and weekend days are Friday and Saturday.

To make that permanently for all Projects, I should follow those steps.

First I will change those working times like this:

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and:

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and:

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Now, if I have, for example Task which will be five days long:

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you can see that Sunday is working day, but Friday and Saturday are not.

BUT! If I close my project now, and create a new one, I will have to repeat this process all over again. Because I want to make this working and non working days as default, I will change my global template like this:

image

and:

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and:

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and finally:

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The result will be that every time you open new Project you will have those working and non working days as default in your Standard Calendar.

If you don’t like it this way, you can just create new Calendar (Let’s call it Saudi calendar), and then make all those adjustments, like I did in Standard calendar. After you do it, just copy This new, Saudi calendar to global template, and that’s it. But keep in mind that if you want to use that calendar in your Project you should choose it:

image

So, instead of Standard calendar, use Saudi calendar (when you create it). It will be available in every new Project, because it is been saved in global template.

Regards!

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