Baseline in Master and Sub-Projects with MS PROJECT 2016

Hi,

we all know what the Baseline is. But where is the right place to make it, if we have a Project which is Subproject of Master Project. I will show you where with MS PROJECT 2016.

First of all I will create two simple Projects, P1, and P2.

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For P1, John will be Resource assigned to the Task:

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and I will assign John to the Task:

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Finally, I will show the Work Table with Gantt Chart View:

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I will do the same for the Second Project, called P2:

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For P2, Mary will be Resource assigned to the Task:

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and I will assign Mary to the Task:

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Finally, I will show the Work Table with Gantt Chart View:

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After I will save both Projects, P1, and P2, I will create one Master Project, and I will insert first Project to it:

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and:

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So I will get:

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As you can see, The Work Table is shown, and there in no Baseline saved (look at Baseline field).

‚First I will save Baseline for the entire Master Project:

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and I will get:

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As you can see, Master Project has 40 hours in Baseline work field, and P1 Project as well, but Tasks under P1 Project (in my case T1P1), does not. Let me show you Project P1:

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As you can see, there is no Baseline saved in Original Project (in this case P1). Now I will do the opposite. I will save Baseline to Project P2, and then I will insert it into the Master Project:

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and I will get:

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OK, Baseline is saved. Now, it’s time to import P2 as Subproject to Master Project:

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As you can see, Baseline for The Master Project is NOT updated. So we still have to update Baseline here if we want accurate data. So after saving the Baseline here (I will not show you same picture as above again), I will have:

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To conclude, there is no link between Baselines in Master and Subprojects. So. You should save them separately in each single Project, and in Master Project as well.

Regards!

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

Subproject File field in MS PROJECT 2016

Hi,

today I will show you one interesting field in MS PROJECT 2016, called Subproject File.

Let me first create three simple Projects:

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and:

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and finally:

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Those Project are saved locally. Now I will create Master Project and I will insert those three Projects, as Subprojects:

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Those steps above I will repeat for all three Projects, and I will get:

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and finally:

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Now I will show you two fields: Project, and Subproject File (and this is what this blog is about):

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As you can see, Project Field is showing Project name which we are using when saving it (P1, P2, P3), and Subproject File is showing complete path with Project name, so we can see where is the physical location of it. And it is very useful.

Regards!

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Assignment Delay field in MS PROJECT 2016

Hi,

in Microsoft Project 2016 there is one very useful field called: Assignment Delay. Let me show you how useful is it, and how can you use it.

First, as I always do, I will create simple Project:

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I will also create some Resources:

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OK! for example, let’s say that all resources will work on all Tasks. I will assign them,, and I will get:

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OK! So far, so good! Now Let’s say that on Task 2, John will start 1 day latter, and Mary 2 days later. I will switch to the Task Usage View and I will add Assignment Delay Field:

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Now I will put 1 day for John, and 2 days for Mary at Task 1, and I will get:

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As you can see, John will work two days. But since he has 1 day delay, he will work at Tuesday and Wednesday. Mary will work two das too. But since she has 2 days delay, she will work at Wednesday, and Thursday. So, Assignment Delay field is about postponing start day on Task for particular Resource.

Suppose that for Task 2 Peter should work only last day (e.g., according to picture above, at Tuesday, 21.3.2017). If I put 2 days in Assignment Delay field, I will not get what I want, because Peter will start to work on Tuesday, but it will work 3 days. Instead of that I will follow next steps:

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Since Peter is supposed to work only at Tuesday (last day) I will put:

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After I hit OK button, I will get:

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So, I got what I wanted. I put 8 hours (e.g. 1 day) in work field for Peter, and 2 days in Assignment Delay field, and Peter will work only one day, but last one (e.g. Tuesday).

Very useful thing, isn’t it?

Regards!

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

Project Summary Task and Calendars in Microsoft Project 2016

 

Hi,

I have interesting question from my Blog reader:

“How does one change the calendar for the Project Summary Task? The schedule is developed and has a calendar, other than the standard calendar, associated with all the tasks, but cannot change the calendar for the Project Summary Task.”

The answer is: It can not be done, and it should not be done. I will show you that in MS PROJECT 2016. First I will create very simple Project:

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O.K. According to my example (from my Blog reader) I will now change Calendar and I will set it up to 24 Hours Calendar to all Task:

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and I will get:

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as you can see, for Task 2, and Task 3 Start and End Dates are changed. this makes sense because I changed Calendar. Now, if I try to change Calendar to Project Summary Task, I will get:

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As you can see, Calendar field is disabled for editing. Why? Project Summary Task is to Show you in one row how many days will your Project lasts, how many hours will it need, how much money will it be spent, when will the Project Start and End etc. When we are considering Calendar, usually you will have hundreds, even thousands Tasks in a single Project, and they will have various Calendars. So you have to set those various calendars for specific Tasks as I did in my example above. But, you don’t need to do that for Project Summary Task since it is calculated and it is here for (very useful) information.

So, to conclude it doesn’t make any sense to put Calendar to Project Summary Task.

Hope this helps.

Regards!

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

How to change Start time for multiple Tasks in MS PROJECT 2016

Hi,

my Blog reader asked me a very good question: “How to change start time for multiple Task, after it was entered (calculated) in MS PROJECT 2016

I will show you what are we talking about at one simple example. Let me first, create one simple Project:

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As you can see, all Tasks are going to start at 08:00 AM! Suppose, that I want to start them at 09:00 AM. I can change it manually, Task by Task, which is boring, and time consuming, or I can follow these steps:

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and I will get:

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Now, each new Task will start at 09:00 (of course if you do not say that it shouldn’t)

BUT! Be aware of two things. You should modify your working time in Calendar according to those new start time. If you do not do this, you might  (and usually you will), have wrong result.

Suppose that I have John as Resource, and I assign him to Task 1. I will have (via Task Usage View):

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So John is suppose to work 7 hours at Monday and 1 hour at Tuesday. Why? Because the Calendar is not aligned with Start Time:

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As you can see, John is supposed to work from 08:00 to 12:00 and form 13:00 to 17:00. But because the Task has to start at 09:00, John will work  fro 09:00 to 12:00 and from 13:00 to 17 at Monday (so John will work 7 hours), and from 08:00 to 09:00 at Tuesday.

To get out of this mess I will change Calendar:

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and I will get:

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To conclude, always align Calendar with Project Start time, because Project start time determines Tasks start time, and Calendars are connected with Resources.

Regards!

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

European Collaboration Summit 2017 approaching fast!!!

 

Hi all,

I’m proud to announce (as one of the Organizers) a GREAT, GREAT conference

Be part of a three-day community-driven conference in Zagreb with the most influential experts from all around the world to discuss the latest news regarding Microsoft technologies. Topics vary from novelties in Office 365, Azure, SharePoint, Exchange, Skype, and Project. Here’s what it’s all about!

The European Collaboration Summit 2017 is a nonprofit event and will take place in Zagreb, Croatia on May 29-31, 2017.

So what else do you need to know?

Well, namely that you will get to hear incredible speakers deliver the most exciting lectures, attend pre-conference workshops, and get a chance to mingle among consultants, admins, developers, business people, nerds, speakers, MVPs, masters, and fellow Microsoft employees.

What makes the ECS a special and unique event?

We’ve had this idea that we could combine the ethos of the SPC Adriatics Zagreb and Office 365 Conference Germany and Nordics. This means that we’ve decided to combine the experience gained with SharePoint and Office 365 community events, and create the best event in Europe.

Also, it’s a kind of conference that has the legendary Microsoft Office Development Patterns and Practices Team (PnP), an awesome party after the closing ceremony, and pretty cool prizes from our sponsors–you know those gadgets you know you want to but never get around to actually buy one for yourself. How cool is that?

Let’s get down to business, shall we?

I’d like to name a few interesting lectures that you will get to hear and of course much more.

· Cool Dashboards, Charts and Visualizations for Power UsersBenjamin Niaulin will discuss how to build, interesting dashboards, charts, animations, data visualizations, KPI, and much more with out of the box features and products.

· Introduction to Microsoft Flow: Power to the peopleSerge Luca and Isabelle Can Campenhoudt will give an overview of what is Microsoft Flow, its current functionalities and the roadmap.

· PowerApps & the Common Data Model for ITPros, Admins and ArchitectsNicki Borell will talk about the vision of Microsoft business application platform innovation with PowerApps and the Azure cloud platform.

· Working with OneDrive for BusinessHand Brender will explain the implementation of Next Generation Sync Client (NGSC), the limitations and the competitors.

· Exchange Server 2016 – Have you upgraded yet? Vladimir Meloski will guide you through the architecture changes in 2016 and how to prepare, test and deploy Exchange 2016 in your organization.

· Azure for Office 365 developers – the best bits – Chris O’Brien will dig into the most relevant Azure capabilities, using real scenarios to show winning combinations such as SharePoint web hooks and Azure functions.

Refer to this agenda for a detailed list of lectures and get ready for the be mind-blown with “what is new” and “best practices” sessions guiding you through the changes happening in the IT world right now.

Save your seat now, visit us in Zagreb and join in on the discussion about the perspectives for business users, developers and IT Pros, and how the digital workplace is changing as we speak!

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Placeholder field in MS PROJECT 2016

Hi,

in MS PROJECT 2016, there is on, not so often used, field – Placeholder. Let me create new Project with three Tasks:

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As you can see, Task 1 and Task 2 are Manually scheduled, and Task 3 is Auto scheduled. Now I will include Placeholder field in Gant Chart View, and I will get:

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First of all, if Task is Auto Scheduled, Placeholder field is always = Yes. Furthermore, Placeholder field is read only, so you can’t change it. OK. For Task 2, and Task 3 Placeholder is Yes. Why? Well, Task is placeholder if it cannot be scheduled. So if I put, for example, 3 days to Duration field for Task 1, I will get:

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Placeholder field is still = Yes, because for Task 1 we know that it will has 3 days Duration, but we do not know when will it start and when will it finish. So, I will put 21.2.2017 into Start Date for this Task, and I will get:

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Because MS Project knows Duration and Start date for this Manually scheduled Task, it can calculate Finish Date, so now this Task is scheduled, and Placeholder is set to No. I will put Start and End date for Task 2, and I will get:

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Again, since MS Project knows Start and Finish date, it can calculate Duration, and Task is Scheduled, so Placeholder is set to No.

So, it is easy to understand how Placeholder is set. you may wonder when to use it? Suppose that you have a Project with, for example, 750 Tasks. Some of them are Auto scheduled, and have TBD in Start date field, or duration field, etc. Those are placeholders. And, by simple filtering Tasks where Placeholder = YES, you can find out which Tasks are not scheduled yet, and they are bottleneck for finishing your schedule.Very useful Field, from my point of View.

Regards.

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