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:

image

Now I Will crate two Resources: John and Mary:

image

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

image

Finally, I will going to save the Baseline:

SNAGHTML47a47c6d

Now I will turn on Task Form:

image

and then:

image

and I will get:

image

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!

Advertisements
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:

SNAGHTML61e287c3

and I will create two Resources: John and Mary:

image

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

image

Let’s see the Work Table now:

image

and:

image

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):

image

I will get:

image

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

image

Back to the Task Usage View:

image

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:

image

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:

image

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

image

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

image

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?

image

and:

image

I will get:

image

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:

SNAGHTML4c705161

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

image

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

How to hold Total Hours of work per Task when Actual Work is less then estimated hours in MS PROJECT 2016?

Hi,

Today I’m going to explain how to solve a problem which one of my Blog Readers have in MS PROJECT 2016.

Let us say that we have a Project with Task which is 6 weeks long. For this Task we have to hire external Consultant – Mary, and she will spend 8 hours per week, e.g. 48 hours in Total.

Firs I will create brand new Task with 6 weeks Duration and 48 hours of Work:

image

Notice, that Task is Fixed Duration type, because this is Demanded.

I will create one Resource – Mary the Consultant:

image

now I will assign Mary to the Task:

image

You can see that Mary is only 20% occupied on the Task, because she has to accomplish 48 hours in 6 weeks, which is 8 hours per week which is 8 hours / 5 days per week = 1,6 hours per day, and this is 20% of her capacity which is 8 hours per day.

OK, Let me switch to the Task Usage View, and on the Timescale I will show Months at the Middle Tier, and Weeks in the Bottom Tier, like this:

image

Now let’s say that Mary has worked 4 hours for first week. If I put it here like:

image

I will get:

image

But this is now what I wanted. I wanted to put 4 hours as Actual work (what I did), and that remaining work for this week is 0 hours (e.g. that Work, and Actual work are the same), and for all other weeks Work is the same (8 hours).

To make long story short, there is only one way to do it. For example, if Mary worked 4 hours at first and second week, and I want that remaining hours are 8 hours per week for the rest of those 4 weeks I should manually enter those numbers in the timescale:

image

So I put 4 hours at Work, and Actual Work. And you can see on the left part of the screen that Remaining work is 32 hours (8 hours per week per 4 weeks left).

So yes, it can be done but manually.

Regards!


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

How to change multiple Resources on Tasks in progress with MS PROJECT 2016?

Hi,

today I will show you how to change multiple Resources when you have Tasks in progress with Microsoft Project 2016!

Firs I’m going to create brand new Project with two simple Tasks:

image

Now suppose that I have those Resources available for my Project:

image

I will assign John and Mary to the Task 1, and Mary to the Task 2:

image

Now I will put 50% Completed to both Tasks:

image

Now let’s suppose that both, john and Mary will not work on those Tasks, but Paula will step at Mary’s place, and Peter at John’s. How to change them for all Tasks?

image

and then:

image

When I change Mary with Paula (on the same way), I will get (in Task Usage View):

image

So you can see, Actual Work for the 50% of both Tasks is done by John and Mary, and remaining 50% of work is assigned to Peter and Paula.

Regards!

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

The Agile field in Microsoft Project online

Hi,

In Microsoft Project Online, there is a new Field – Agile! I will show you what can you (or can’t) do with it!

First I will create brand new Waterfall Project:

image

and I will get:

image

As you can see, I put Agile field and it is automatically set to Yes.  I will change it to No, and I will ad some Tasks and make a simple Schedule:

image

As you can see, I chose Waterfall Project, and I manually set Agile for entire Project to No still all Tasks have Agile field set to yes. I will (again) change them to No, and I will get:

image

Let me show you Backlog Board, and Sprint Planning Board:

 imageI will get:

image

and:

image

As you can see, all Tasks are here. Why are they here when they are not Agile? One would expect that they are not on ANY Agile Board, since those Tasks are not Agile!

This is something that should be fixed in next version.

Regards!

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

Microsoft Project 2016 and Kanban!

Hi,

in my previous post I wrote about Microsoft Project 2016 and Scrum. Now, I will show you some other things, based on Kanban Agile methodology. This post will be much shorter than previous one, because you can use everything from Scrum. I will show a difference between those two methodologies.

Scrum has Product Backlog in which are all Features that have to be done. In serious Sprint the Team is pulling up things to the specific Sprint Board, and those sprint are up to one month long.

In Kanban, team has limited Features they are working on at the time. For example Team can (if they decide so) work at one time at maximum five features.

That is shortly (VERY shortly) IT!

When you open MS Project you can choose that you want to run Kanban Project:

image

and you will get Backlog Board:

image

Let’s say that we want another column in this board: In Testing. We should click on Add New Column Column, and then:

image

and then:

image

and we will get:

image

As you can see, each Column can be Renamed, Deleted or Moved. the only one which you can only Rename is Backlog Column!

Now we will put some Features on Backlog and we will move them in Various Columns so your board can look like this:

image

Now let’s take a look at Backlog Sheet:

image

This View has row sorted in strange way (e.g. I do not know how and why are they sorted as they are).

Here you can change Board status, e.g. move Features around.

Basically, that’s it. Everything else was described in my previous post.

What do I miss here? Since Kanban has limited WIP (Work In Progress) I would like to have some place to put that number (for example, 5), and that MS PROJECT doesn’t allow more than 5 Features in that Column. Of course, this column should be fixed by name, or maybe it will be Better that user can choose in which Column he/she will put restriction for number of Features.

Regards!

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