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:

image

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

Status Indicator in MS PROJECT 2016

Hi,

there are some fields in MS PROJECT 2016, which are very useful but not so often used. One of them is Status indicator. What does it work? I will explain it in a simple example. First I will create simple Project with three Tasks:

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Notice that Project Start Date is 06.02.2017. And Actual date (e.g. Current date) in my example is 07.02.2017:

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Now, I will add two fields in the Gant View: Status and Stratus Indicator.

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Before I explain Status Indicator field, I will change Current date to Wednesday, 08.02.2017, and I will make Task 1 100% Completed. So, I will get:

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So, Status can be: On Schedule, Late, Future Task, or Complete. I do not have to explain what each of them mean. Status Indicator is graphical representation  of Status filed, and it can be:

  • If Status is Complete, Status Indicator = check mark
  • If Status is Future Task, Status Indicator = blank
  • If Status is On schedule, Status Indicator = clock with a check mark
  • If Status is Late, Status Indicator = clock with an exclamation point.

So use those fields because they are showing you status of your Tasks/Project in a simple way.

Regards

Posted in MICROSOFT PROJECT, MS PROJECT 2016, PMI, PRoject Management | Tagged , , | 2 Comments

Default Assignment units in Microsoft Project 2016

Hi,

I’ve got a question form one of my Blog readers: “I noticed that the generic resource is only used with 100% (default value) instead of the 140% or 240% (depending on the time when the task be processed). I also read one of your articles, which described that the max. units can only be manually adjusted per task. Is that the only option?”

I will explain this with MS PROJECT 2016! First of all I will create wo Resources: Developers with Max. Units = 200%, and John with Max. Units = 50%.

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Now I will create a simple Project with three Tasks:

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Finally I will assign Developers and John to all three Tasks, through Gantt Chart View:

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Finally I’ll have:

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Now I am going to Switch to Resource Usage View, and I will add two Columns on it: Max Units, and Assignment Units:

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As you can see, Microsoft Project will automatically assign Units to the Task (Assignment Units), following two rules:

  1. If Max units for Resource, at given moment is equal or greater than 100%, Assignment Units = 100%
  2. If Max units for Resource, at given moment is less than 100%, Assignment Units = Max Units at given moment for particular resource

So, Developers are assigned with 100% (see rule #1), and John is assigned with 50% (see rule #2).

Now, how can you change Assignment Units for all Tasks. For example, you want to put 200% for all Tasks for Developers. Because this is not video, I will show you one way to do that:

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and you will get:

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So, that is the easiest way, if you do not want to deal with writing Macro.

Hope this helps!

Regards!

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

Update the task as 100% without changing work hours automatically in MS PROJECT 2016 – is it possible?

Hi,

I’ve got very good question from one of my Blog Readers: “How can I do to update the task as 100% but without changing work hours automatically? Because I want to know that my team is more efficient than expected.”

Basically we are speaking about Work, and Actual work in MS PROJECT 2016! What is problem here. For example, if you need 40 hours for Task, and you finish it in 32 hours, you want that those 40 hours of Work remains unchanged, but % Complete, and % work Complete to be 100%. Well, this is not possible, but there is a solution in which you can see that team is more efficient than expected.

I will create Simple Project, with one Task 5 days Duration, and I will put 40 hours in work field:

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Now I am going to create John as a Resource and I will assign him to the Task:

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and:

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Notice that I’ve used Task Usage View in the picture above.

Now I am going to save this as a plan, or Baseline:

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and:

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OK! Now let’s say that John has spent 32 hours on the Task and the Task is finished. I will use Task  Usage View, and click on John under the Task:

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And I will get:

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So, as you can see Actual Work and Work are equal. But this does not make comparison impossible. I will now use Work Table, and I will get:

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and:

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As you can see, Variance is –8 hours, and this shows that real work was 8 hours less then planned. You can also add some Custom field to see, for example, that efficiency is Baseline / Actual * 100%, so in this Case it will be 40/32 * 100 = 125%, etc.

To conclude when you change Actual work field, Work field is also changed. If Task is finished 100% then Remaining work is 0 hrs. BUT! If you save the Baseline before you put any Actuals, you can get Efficiency if you compare Actual work with Baseline Work field.

Regards

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