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:

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Let’s say that today is Monday, 24.02.2020:

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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:

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

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and I will get:

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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:

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and now I have a Late Tasks View:

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

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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:

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and:

imageand I will get:

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

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and here it is:

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

Regards!

Posted in MICROSOFT PROJECT 2019, Microsoft Project Online | Tagged | Leave a comment

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:

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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:

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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:

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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:

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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:

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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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Exception working times in MS PROJECT 2019, and how to use it!

Hi,

today I will show you how to use exceptions in working times using MS PROJECT 2019!

Let’s say that are working hours are 8 hors per day (08:00 to 12:00, and 13:00 to 17:00) from Monday 03.02.2020 to Friday 07.02.2020, and 4 hours per day from Monday 10.02.2020 to Friday 14.02.2020. To set this up, follow next steps:

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and:

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Now I will create two Tasks in My Project:

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as you can see, Task 2 will start at Monday 10.02.2020, but will finish at Wednesday 19.02.2020. To explain this I will assign John as Resource to both Tasks:

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and:

imageNow I will switch to the Task Usage View:

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OK! Task 2 has Duration = 5 days. 1 day is 8 hours:

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and:

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and:

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Since 1 day is 8 hours, 5 days is 40 hours. But at week from 10.02 working time is 4 hours per day, so john is going to work only 20 hours this week (from Monday to Friday), and remining work is 20 hours. But, at next week, from 17.02.2020. working time is again 8 hours per day, so John will work 8 hours at Monday and Tuesday (17. and 18.02.2020) and this is 16 hours. Remaining 4 hours John will work at Wednesday!

To conclude. Be aware that when you make working hours less than it is expected to be worked per day, Finish date will be postponed!

Regards,

Nenad

Posted in MICROSOFT PROJECT, MS PROJECT 2019, PRoject Management, Project Online | Tagged | Leave a comment

Task Progress tracking with MS Project for the Web

Hi,

today I will show you how can you track Task Progress using Microsoft Project for the web.

First I will create a project with two Tasks and Resources assigned to them:

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You can see those Tasks at Grid View:

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As you can see Task 1 has 2 days Duration and John assigned to it, and Task 2 has 3 days Duration and Nenad and Mary assigned to it.

When I click at Task 1 I’ve get:

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As you can see, Effort is calculated due to Duration of 2 days and one Resource assigned to the Task, e.g. John will work 2 days, 8 hours per day (in total = 16 hours), to complete the Task.

If I put, for example, 50% in % Complete, I’ll get:

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As you can see 8 hours (50% of 16) is Completed, and 8 hours is remaining. Let’s say that I know that John has completed 8 hours but he needs 24 hours more to work. I will put those 24 hours in Remaining and I will get:

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As you can see, now Total hours = 32 (8 completed + 24 remaining), and % Complete is 25% (8 hours completed / 32 total = 25%).

Now I will open second Task and I will get:

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As you can see Total is 48 hours. 3 days for Nenad plus 3 days for Mary is 24 hours for Nenad plus 24 hours for Mary = 48 hours. Here I can follow steps explained above. Where is the difference? When I track Task progress, I cannot put, for example, that Nenad has completed 8 hours and Mary has completed 16 hours. The only possibility I have here is to put how many hours are completed in Total to all resources assigned to the specific Task. So, if I put, for example 24 hours as completed, and 32 hours as remaining, I will get:

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So 24 hours are spent equally among Nenad and Mary (12 hours Nenad, and 12 hours Mary), and 32 hours remining means that Nenad should work 16 hours, and Mary as well.

% completed is 43% because 24 hours completed / 56 hours completed is 43%.

Regards. 

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When to use Fixed constraint and Resource Calendars in MS PROJECT 2019

Hi,

as you know there are three types of constraint in MS PROJECT 2019: Flexible, Semi flexible, and Hard. I wrote about those constraint long time ago (https://ntrajkovski.com/2011/04/12/constraints-and-deadline-in-ms-project/)

Today I will show you to use it in real life. Let me setup the Scenario. Let’s say that you need a Training for MS PROJECT and I am your Trainer. And the Training will be held USA, and I have to travel from Croatia (my homeland) to USA to train you. OK! We agreed that the training will be held from January, 20th (Monday) till January 24th (Friday). I’ve got my airplane ticket, and hotel booked, and – that’s it. No change in schedule. Here is the Project:

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As you can see, Training is just a part of a Project. There is a Task before the training, and after the training. I want to make sure that, no matter what will happen with Tasks before the Training task, my training does not move! First of all I will make it Fixed duration (because that’s what it is – duration is fixed):

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Now, I will create some Resources:

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OK! Now, let’s say that Mary suddenly finds out that she is going to be off at January 21th, and 22th (Tuesday and Wednesday):

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One last, but very important thing, I must mark the Training Task with Must Start on constraint, because, I as a trainer am going to start the training at Monday, January 21th no matter what. There is no postponing:

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and:

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OK! Now one final thing: assign Resources to the Task:

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If I switch to the Task Usage View, I will see:

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As expected, Mary will miss Tuesday and Wednesday for the Training.

What if Task Something before the training will be longer that planned (let’s say 10 days):

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and I will get:

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Everything looks great! Or not? Well, Since the Training is supposed to start after the Task: Something before training, and it will not, and since the training should not be postponed (for the reasons already mentioned) – you have a problem. Not MS PROJECT! You! And that is something which you should solve. And this is organizational, and not MS PROJECT problem.

Regards,

Nenad

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Columns in Grid View–Project for the Web

Hi,

today I will explain all fields available for Columns in Grid View in Project for the Web.

First of all I will crate a simple Project with some Resource assigned to Tasks:

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I’ve created the Schedule as well, using Timeline View:

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Here I can see (visually) the Gantt Chart, and relations between Tasks.

I can adjust Columns in Grid View:

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For this post I will add them all:

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Now let me explain those fields one by one:

  • Duration – Task duration. It can be entered or calculated according to Effort. For example, if I put effort for Task 1 = 24 hours (instead of 16), Duration will be 1,5 Days. Calculation is: 24 hours / 2 Resources = 12 hours per Resource, and 12 hours per Resource / 8 hours per day = 1,5 day!
  • Assigned to – Resource(s) to whom the Task is assigned
  • % complete – How much of Task is completed. I can put it, or it can be calculated by Effort completed. For example, if I put for Task 1 Effort completed = 18 hours, % completed will be 18 hours (Completed) /24 hours (Effort) = 0,75, e.g. 75%
  • Depents (after) – simply – Successor(s)
  • Bucket – in Which bucket is this Task (for example – Sprint 1, or Automation). If you need further explanation to Buckets, read some of my previous Blog Posts
  • Depends on – simply – Predecessor
  • Effort – total hours for all Resources on Task. Look in Duration above for explanation
  • Effort completed – how much of effort is already done. I can enter value here (see % completed), or it can be calculated if I enter % completed
  • Effort remaining – Effort – Effort completed
  • Finish – Task Finish date. For example see Task 1 and Task 2:

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Task 2 has Finish date – 01/10/2020. If I change it to, for example 01/13/2020 (Monday), I will move Strat date for Task 3, and the whole Schedule, as expected:

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  • Start – Task Start Date. It is Calculated, but If I change it, the whole Schedule will change, as well.
  • Of course, you don’t have to put all those fields in Columns, just one that you really need.

Hope this helps.

Regards!

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