Additional Resources assigning to the Task which have work in progress in MS PROJECT 2016

Hi,

Today I’m going to explain what happens if I assign additional resource in Task which has a progress with MS PROJECT 2016.

First, I’m going to create brand new Project:

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I have two resources available:

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I will assign John to the Task.

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I will switch to the Task Usage View:

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Now, let’s say that John had work 24 hours (8 days at Monday, Tuesday and Wednesday):

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I will get:

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Now, I’m going to assign Mary to the Task, and after that I will get:

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As you can see, Mary is assigned only at Thursday and Friday. Why? Is it a bug? No, it is not. It is great feature of Microsoft Project. Let me explain you why?

Sin john had worked 8 hours per day for three days (from Monday to Wednesday), when I assign Mary to the Task, MS PROJT assumes that I want to add Mary only for the rest of work which should be done (at Thursday and Friday). But what, for xample, if I forgot to assign Mary to the Task at the very beginning? an i assign hr from Monday to Friday?

Yes I can. To do that, follow these steps:

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and you will get:

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Easy way to resolve a problem, isn’t it?

Regards.

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

Overtime Work and Fixed Duration in MS PROJECT 2016!

Hi,

today I’m going to show relation between Fixed Duration Task Type, and Overtime Work in MS PROJECT 2016.

First I’m going to create a simple Project with one Task – Fixed Duration:

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As you can see In the Gant Chart I added Type Column! Now I will assign john as Resource to this Task:

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Now I will switch to the Task Usage View, and I will show Task Form:

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As you can see on the right part of this View, I’ve added Ovt. Work. If you do not know how to get it it is described in my post from 10/7/2017.

Now I will put 8 hours in Ovt. Work field, and I will click at OK button:

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and I will get:

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Why 12 hours/day? 24 hours of total work – 8 hours of overtime work is 16 hours. 16 hours divided by 8 hours regular work per day is 2 days. And John will work 8 hours each day (regular work) and (8 hours of total overtime / 2 days) = 4 overtime hours per day. So, 8 + 4 = 12. 
BUT! Since I have Fixed Duration Task Type, Duration still remains 3 days even John is not going to work at the third day. Why is it so? It seems unreasonable, but it is not. What if I add Mary at the Task now? And she is not suppose to work overtime. I will get:

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Since I have Fixed Duration = 3 days, MS PROJECT knows that Mary should work three days, and those 24 hours are divided in those three days. If  duration was changed to two days after I put Overtime Work for John, Mary will have to work only 16 hours, and that is not correct, because I have 3 day Fixed Duration Task. Keep that in mind before you think that that this is bug!

Regards

Posted in Micsrosoft Project 2016, MS PROJECT 2016, PRoject Management, Uncategorized | Tagged , | Leave a comment

Overtime work at specific day–is it possible in MS PROJECT 2016?

Hi,

In this post, I will show you answer to one of my blog readers. He asked me is it possible to put Overtime Work at specific day in MS PROJECT 2016?

Let’ say that we have a simple Project, with only one task and duration of this Task is 5 days.

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And let’s say that our Resource is John, who will work on that Task:

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In Task Usage View, we can see, that John is going to work 8 hours per day from Monday to Friday:

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Now, let’s say that John is supposed to work 4 hour overtime, but only at Monday and Friday. First I will customize right side of the Task Usage View:

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and:

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Now I see the Overtime Work:

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If I try to put 4 hours in that field at Monday, Friday, or any other day, I will not be able to do it, because it is not possible. I can’t show you that on the Screen but believe me, that it is not possible Smile

So, if you want to put Overtime work  you can do it only at the whole Task, and MS Project with spread this Overtime Work for the whole length of the Task, for every day.

Regards!

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

Inactive Tasks and Actuals in MS PROJECT 2016

Hi,

I saw very interesting discussion in LinkedIn, about making Task Inactive if it has actuals.

First let me show the “issue”. I will create brand new Project in MS PROJECT 2016:

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and I will create John as Resource with $100 / hour rate:

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Finally, I will assign John as Resource to the Task:

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Now, let’s say that I do not need this Task any more, but I want to keep it shown in my Project. I will try to make it as Inactive, like this:

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and I will get:

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So, the Task is Inactive now. But let’s say that Joh has done some work at this Task before I decided to make it Inactive (for example, Task is finished 50%):

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Now, I will try to make it Inactive:

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Is this a bug? No it is not. Why? Let me show you, for example, the Cost Table:

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As you can see, since John had worked 20 hours, it had spent $2000. Of course he had spent 2,5 days at work at this Task, as well. So it is not reasonable to make this Task inactive. Inactive means – I do not need this Task, nor someone is going to work at it – ever. But, if someone had already spent some time on that particular Task, than you can’t consider it as not needed. But, on the other hand, let’s say that noone will work on that Task anymore, but 20 hours are already spent, and you want to finish id with no further work. In that case you can do this (I am going to use Task usage View):

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and I will get:

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Now the Task is finished! The other solution is to put erase all actuals from Task, and then make it Inactive, but I will not recommend it. Why? Because, in that case you are hiding actual work spent on that Task and actual costs, and that is something which is not very professional in Project management, is it?

Regards¨Smile

Posted in MS PROJECT 2016 | Tagged , , , | Leave a comment

Day rates per resources in Microsoft Project 2016

Hi, I have the question from my Blog reader: “After trying for weeks, I’m trawling the net for Microsoft Project, to find out how to add day rates per resource to the schedule. I can do this in SAP, but not every firm has it. These cost are variable and should change automatically if the duration increases, – lets say the dates get pushed out, and work takes place on a Saturday I should see a cost increase with out having to go through each activity one by one……
Have you work with this ?”

I will show you the solution using Microsoft Project 2016. first I’m going to create very simple Project, with one Task:

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For this example I’m going to modify Standard Calendar in a way that every Saturday and Sunday will be working day:

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Now I will create two Resources, John with $100 Standard rate, and Mary with $200 Standard rate:

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Finally, I will assign John and Mary to the Task:

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Let’s see the Cost Table:

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and:

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As you can see Total Cost is $12.000,00. John will work 5 days * 8 hours per day * $100 per hour = 40 hours * $100 = $4.000, and Mary will work 5 days * 8 hours per day * $200 per hour = 40 hours * $200 = $8.000. So John + Mary = $4.000 + $8.000 = $12.000

Now let’s say that John will be paid $150 per weekend and Mary will be paid $300. To do that I must do next:

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and:

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Now I will put 10 days in Duration for the Task:

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and again, let’s see the Cost Table:

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As you can see Total Cost is $26.400,00. John will work 5 days * 8 hours per day * $100 per hour = 40 hours * $100 = $4.000, then on Saturday and Sunday he will work 2 days * 8 hours per day *  $150 = 16 hours * $150 = $2.400, and again from Monday to Wednesday he will work 3 days * 8 hours per day * $100 per hour = 24 hours * $100 = $2.400. So John will have $4.000 + $2.400 + $2.400 = $8.800
Mary will work 5 days * 8 hours per day * $200 per hour = 40 hours * $200 = $8.000, then on Saturday and Sunday she will work 2 days * 8 hours per day *  $300 = 16 hours * $300 = $4.800, and again from Monday to Wednesday she will work 3 days * 8 hours per day * $200 per hour = 24 hours * $200 = $4.800. So John will have $8.000 + $4.800 + $4.800 = $17.600. So John + Mary = $8.800 + $17.600 = $26.400

So this is solution! BUT! If you have those double rates for John and Mary for every weekend than you should put it manually, like I did for every weekend. there is no way to put so called “weekend” rates or something like that in MS Project. It is only date based.

Regards!

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

Actual duration for manually entered actual work in MS PROJECT 2016

Hi,

I have a question from my Blog reader, and I’m going to explain the problem step by step. Of course I will use MS PROJECT 2016! My blog reader’s problem is written with Italic.

1. Let’s create a 5 days task with 2 resources. John is  assigned at 100% and Mary at 50%.

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I will now show Task Usage View with some additional fields:

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  1. When the actual work  is manually entered in Actual Work fields on either the table portion of the appropriate view or  in the Timephased view,  Project calculates Actual Duration  and  %Complete using straightforward approach with scheduling formula on the condition that the work that entered for each time period in the Timephased view is exactly equals to each resource assignment units.

    So in the example below Project calculates Actual Duration = Actual Work / Total Units = 32hrs/150% * 8hrs/day = 2.67 days .  From here all other values can be easily calculated.

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Let me explain values from the picture above. when you enter Actual duration manually, day by day (or week by week…), formula Work = Duration * Units does not work anymore. Values are calculated like:

Actual Duration. For Monday and Tuesday –> Work = 12 hours (for John and Mary) per day and Actual work is 12 hours as well. So, Actual duration is two days because everything is done! At Wednesday, John and Mary were supposed to Work 12 hours, but Actual work was 8 hours, so Actual duration is 8/12 = 0,67. So Actual duration for whole Task is 2+0,67 0 2,67 days!

  1. But when the manually entered  actual work does not correspond to resource assignment units in the Timephased view, the Actual Duration cannot be calculated using standard scheduling formula as in the example above. In this example the task’s  Actual Work = 37 hrs, %Work Complete = Actual Work / Work =  62% and  Duration = 5.63 days. This part is clear. But how does Project calculate Actual Duration =  3.67 days? If in this example Project calculates the task’s Actual Duration the same way  it calculates the Duration of 5.63 days , the Actual Duration should be calculated as 4 days, not 3.67 days based on the actual duration of the driving resource John.

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Let me explain values from the picture above. Since you know that formula Work = Duration * Units does not work anymore, Values are calculated like:

Actual Duration. For Monday, Tuesday and Wednesday are equal to Work, because when you enter Actual, Work field is automatically equal to Actual. So Monday, Tuesday and Wednesday are 3 days! At Thursday, John and Mary were supposed to Work 12 hours, but Actual work was 8 hours, so Actual duration is 8/12 = 0,67. So Actual duration for whole Task is 3+0,67 = 3,67 days!

Posted in MICROSOFT PROJECT, Microsoft Project 2013, Micsrosoft Project 2016, MS PROJECT 2016, PMI, PRoject Management | Tagged , , | 1 Comment

Effort without specific Tasks in Projects using Microsoft Project 2016!

Hi,

often I have a question like this: “How to assign Work to someone when that work is not to be linked with any specific Task?”. I will show you how with MS PROJECT 2016!

But first I have to explain the scenario. Is it possible to have work for someone, and that work IS NOT linked to specific Task? The answer is – YES! For example, let’s say that you are Project manager. And, for this scenario I WILL NOT consider regular meeting, which are covered with recurring Tasks.

As a project manager you can have little work. For example, when you are finished with planning, you monitor and control the execution of the Project, and since everything goes perfect, at the end of the Project, you will close it. So, you as a Project manager has a regular work, and you can assign that work to tasks like Planning, Reporting Closing. And this is scenario is fairy tale! Project, always ha a problems. And guess what! you can not plan when will it occur. You cam mitigate Risks o avoid them using proper Risk manager, but problems will almost always occur. So you must plan some hours for solving them. for example you will have to go to meeting with the Customer to find out where are the problems, you will how to figure out with your team, how to solve it, you will have some reports to write and so on. On the other hand, beside the problem, you will have to do some administrative work, which are not regular, ant there is no easy way to determine when will you have to do that work.

So, for those situations you will have to plan some hours. And since you do not know when will you do the work, you will use Manually scheduled tasks: Your Project might looks like this:

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As you can see, I put 120 hours to Project Management Task, and I assigned Project manager to it, but I left Duration, and Start Date and End Date empty, because I do not know when this work will be performed.

this Task is in relation to End of the Project Task, because due to best practice not a single task in a Project should be an orphan.

Let’s see Task Usage View:

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As you can see work is spread along some dates, but this  not important, since those hours are Planned! And one important thing. If I assign, for example, Project manager to Task 1 Phase 2 I will get:

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Let’ s see Resource Usage View:

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At Monday and Tuesday Project manger is supposed to work 16 hour per day, but he is not shown as over allocated, because Project management Task is Manually Scheduled. And this is correct. We do not have exact Start date and End date, so this resource should not be over allocated.

Now we can save the Baseline:

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and:

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Now, let’s say that Project manager has worked 4 hours on the Project management Task at 22.08.2017 and 23.08.2017. you can put those hours on actual work in Task Usage View:

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Now in Gant Chart View, you will get:

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and It does make a sense.

So, this is on way of using resources and their efforts on non specific Task assigned.

Regards!

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