Effort calculation with different Calendars in Microsoft Project for the Web!

Hi,

today I will show you how Microsoft Project for the Web calculate effort when Resources have different Calendars.

First of all let’s see Calendars for two Resources: Tim and Ellen:

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and:

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Let’s see Ellen’s Calendar:

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and finally:

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Believe me, Ellen has this work hours for each and every working day, because I set it up Calendar for her.

Now, let’s see Tim’s Calendar:

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OK, let me create brand new Project:

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First of all I will put 4 days duration for all Tasks:

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So, for Ellen’s Task Effort is 16 hours (4 days * 4 hours per day – from 09:00 AM to 01:00 PM). For Tim’s Task Effort is 32 hours (4 days * 8 hors per day – from 09:00 AM to 05:00 PM). Finally for Ellen’s and Tim’s Task Effort is 48 hours (Ellen’s 16 hours + Tim’s 32 hours),

Now I will erase Duration, so I will have:

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Now I will put 16 hours for Ellen’s Task, 32 hours for Tim’s Task and 48 hours for Ellen’s and Tim’s Task, and I will get:

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WOW! Duration for every Task is 1 day! Do not forget, that in Project for the Web, Task Type is Fixed Duration. and cannot be changed!

I will now change duration for ever Tasks from 1 to 4 days, and I will get:

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As you can see now, Calendars are not respected, but instead effort is multiplied by 4, e.g.:

  • Ellen’s Task has 64 hours (1 day was 16 hours, so 4 days is 64 hours)
  • Tim’s Task has 128 hours (1 day was 32 hours, so 4 days is 128 hours)
  • Ellen’s and Tim’s Task ad 192 hours (1 day way 48 hours, so 4 days is 192 hours)

To conclude, you can get confused when Duration and effort is combined. The best expected result will be if you enter Duration, and Let Project for the web to calculate effort!

Regards

Posted in Microsoft Project for the Web, Project for the Web, Project for Web, PRoject Management | Tagged | Leave a comment

How to create an useful To-Do list for Project Manager using Microsoft Lists?

As a Project Manager, I have a long list of Tasks. I can use Microsoft To-Do, Planner, or something else. I decided to create my own, and for that purpose I use Microsoft Lists. Let us say that I need these fields:

  • Task Name
  • Person to consult (e.g. who can help me to fulfill the Task, or have additional information)
  • Due Date
  • Project Name
  • Status (TO-DO, Doing, Done, Urgent)
  • Comment

I will create new TO-DO list from the scratch:

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and:

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Now I will setup some basic things, like List name, Color, Icon:

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and I landed here:

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I have, by default, one Column (Field) called Title. I will rename it to Task Name:

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and:

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OK, now I will add column named Person to consult:

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I choose single line of text, and I get:

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and:

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So, I do not have to put a value in this field.

Now, I will add column called Due Date:

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and:

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So, I will need to enter Due Date every time, and Time will not be displayed.

Now I will create Project name field in a same way as I created the Person to consult (and it will be required), and I will get:

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Now I will create Status field and it will be populated with:

  • TO-DO (default)
  • Doing
  • Done
  • Urgent

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and:

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Now, I want, to change colors for choices:

  • TO-DO (I will leave as is)
  • Doing (Yellow)
  • Done (Green)
  • Urgent (Red)

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After I do it for all choices I will get:

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Finally, I will choose TO-DO, as default value:

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Finally, I will add Comment field, like a Multiple line of text:

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OK, I will now add some rows (in grid):

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This is just a simple example hot to create a list. Of course there are much more possibilities which goes beyond of scope of this article.

List is very powerful tool, which I use very day, and it is much more simple and user friendly than old SharePoint List.

Posted in Microsoft Lists, PMI | Tagged | Leave a comment

Go to date function and dates in Timeline–Project for the Web!

Hello,

today I will show you the Go to date function and dates in Timeline using Project for the Web.

First, I will create a simple project:

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I will switch to Timeline view:

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Now, let’s say that I want to see what will happen on Jan 4th, 2021. I can scroll, or I can use Go to date function like:

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and here it is:

image

As you can see, Tasks are not highlighted, but the whole Project is scrolled to the. specific date.

One more interesting thing. In Timeline View, there are only two fields on the right side of the Screen: Task Name and Resources. To see additional information about specific Task I should use Task Details:

image

and I will get:

image

or I can just highlight the Task on the Gantt Chart:

image

So, when I hoover the mouse over the Task, time period is shown whit Task Start and End date highlighted, and the Duration is shown as well.

Regards.

Posted in PMI, Project for the Web, Project for Web, PRoject Management | Tagged | Leave a comment

How to export Project for the Web to Excel

Hi,

the new feature for Microsoft Project for the Web is Export to Excel. Let me show you how is this possible. First I will create a simple Project:

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Tasks are in separate Buckets:

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Now, I will export this Project to Excel:

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And I will get (since it don’t fit on one screen I will show excel file in two screens):

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and:

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Since that there is no option for printing a Gantt Chart, or anything else (as you can with desktop or online version), this is a good start for reporting purpose. BUT! If you create any custom field it will be not exported to the excel file!

Regards!

Posted in Microsoft Project for the Web, PMI, Project for the Web, Project for Web | Tagged | Leave a comment

How to create Project for the Web in Teams

Hi,

today I will show you how can a Project for the Web be created for Team.

First of all I will open my Team in Microsoft Teams:

image¸

and then I will look for the Project:

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Next step is:

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and then:

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and finally:

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I can now create Project like in the native application:

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and:

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and some Tasks:

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To conclude, you have everything like in native application.

Now I will go to native application:

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Here it is.

Now I will create a simple Project here:

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How can I have this Project in MS Teams?

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and:

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and finally:

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Here it is:

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What if I do not need a Project in Tams anymore?

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and:

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As you can see, Project will not be deleted, but it will be removed form Teams.

Regards!

Posted in Microsoft Project for the Web, Project for the Web, Project for Web, PRoject Management | Tagged | Leave a comment

Duration vs. effort in Microsoft Project for the Web

Hi,

today I will show you connection between Duration and Effort (known as work).

I will create simple Project

image

As you can see, I have two Tasks. Task 1 has no resource assigned, Task 2 has John as resource! Now, I will put three days in Duration, and I will get:

image

As you can see: No Resources – no effort. For John, since he is working from 09:00 AM to 05:00 PM (e.g. 8 hours per day) effort is 24 hours (3 days * 8 hours per day).

Now, let’s say that for Task 1, and Task 2 40 hours are needed. So I will put 40 hours in effort field for both Tasks, and I will get:

image

As you can see, Duration is unchanged, e.g. 3 days? Why? Because (as I explained in one of my previous posts), Tasks are Fixed Duration type! OK! Now I will change duration to 5 days, and I will get:

image

As you can see, nothing happens with Task 1, because no resource is assigned. And when now resource is assigned to the Task, there is no relation between Duration and Effort.

On the other hand Effort in Task 2 is 66,67 hours? How is that possible? Task had 40 hours Effort and 3 day Duration. When I changed Effort from 3 to 5 days, effort is calculated: 40 hours / 3 days =  13,33 hours per day. 5 days * 13,33 hour per day = 66,67 hours.

So, when I have Task with Resource assigned there are two things:

  • change Effort – Duration is not affected
  • Change Duration – Effort is affected

Be careful!

Regards.

Posted in Microsoft Project for the Web, PMI, Project for the Web, Project for Web, PRoject Management | Tagged | Leave a comment

Task Types in Microsoft Project for the Web

Hi,

Today I will show you what kind of Task Types are available in Microsoft Project for the Web.

As we know, in Project desktop version Fixed Units, Fixed Duration, and Fixed Work, are available. In Microsoft Project for the Web, as today, only one type is available –  Fixed Duration.

Let me show you.

First I will show you resource availability in PowerApps:

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and:

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and finally:

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OK! Now let’s see John’s working time (to get that I will click on John #):

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and:

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and here it is:

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As you can see, John is supposed to work 8 hours per day!

Now, let’s see Mary’s working time:


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Now, I will go to Project and I will create one:

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For both Tasks I put 8 hours for Effort, and I’ve got 1 day  duration, no matter that John is supposed to work 8 hours per day and Mary only 4 hours per day.

Hope this helps.

Regards!

Posted in Microsoft Project for the Web, Project for the Web, Project for Web | Tagged | Leave a comment

How to create Project from PowerApps

Hi,

today I will show you how to create Project form PowerApps.

First I will login into Office365:

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and then:

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and finally:

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this is what I have:

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Now I will create a brand new Project:

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When I choose Tasks Tab I get – Project For the Web!

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Everything else is well known. Let me create some Tasks:

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And now, I want to set Project Start Date! For that I would open Project for the Web:

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and here I am:

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Back to PowerApps:

image

To conclude, this is very, very useful!

Regards!

Posted in PMI, Project for the Web, Project for Web | Tagged | Leave a comment

How to manage Projects using Microsoft Lists?

One of the latest products from Microsoft is Lists. It is, I will say, an upgrade of the old, boring SharePoint Lists, but with a better look and a new found ease to use built in. Microsoft Lists is part of the Office365 suite. It can be found from within a search of your apps, as shown below.

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When selected, we end up here:

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As you can see, we are on the SharePoint site. We have four options for creating a new list. They are as follows:

  1. From scratch (a blank list)
  2. From Excel
  3. From an already existing list
  4. From a template

For the sake of example, we will use the template, Work progress tracker.

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Before we make a final selection (does this template suits us best?), Lists provides a preview of what we will get with the template:

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When we hit the Use Template button, we are directed to name this particular list, add a description, and choose a color and icon.

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Once we click Create, here we are:

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We can then customize the list to accommodate the needs of our project. Let’s say that we need to display the following data points:

  • Task name – we will use Work item for this
  • Description – we will use it as is
  • Task Cost – we will create this field
  • Start Date – we will use it as is
  • Due Date – we will use it as is
  • Assigned to – we will use it as is
  • Progress – we will modify this field

Firstly, we rename Work Item to Task name, as shown.

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Next, we will remove fields which we are not going to use (those of Category, Priority, and Notes).

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Now, we will modify the Progress field. This field has default values as shown below:

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Let’s select Edit.

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We want to have the following options without the ability for the user to add any others:

  • Not started
  • In Progress
  • Completed
  • Abandoned

We will modify the values as shown.

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Now we must create the new field, Task Cost.

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We choose the appropriate currency. I live in Croatia, so I’ve selected Croatian currency (Croatian Kuna).

Finally, we will reorder our fields like this: Task name, Description, Task Cost, Start Date, Due Date, Assigned and Progress:

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When we are done with the reordering, we select Apply.

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Now, we can begin putting items in our List as shown.

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It’s probably not ideal to have to add items one by one, so we use Quick edit:

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The result is something like:

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Before I conclude this article, I’ll demonstrate how to delete a list:

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This is just a little piece of what can be done with Microsoft Lists. Much more can be done with this powerful tool, and it is definitely very, very useful.

Posted in MICROSOFT PROJECT, PMI, Project for the Web, Project for Web, PRoject Management, Project Online | Tagged | Leave a comment

% Complete for Project as a whole and Summary Task in Microsoft Project for the Web

Hi,

today I will show you how % Complete is calculate on Summary Task level, and on Project Level as well, using Microsoft Project for the Web!

First, I will create one simple Project:

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Firs three Tasks are connected, and second three Tasks are not connected at all. Now I will say that Task 1, and Task 6 are 100% completed:

image

As you can see, Summary 1 is marked as 50% completed. The calculation is simple: Task 1 has 3 days  Duration. All Tasks under this Summary Tasks has 6 days duration (Task 1 = 3 days, Task 2 = 2 days, and Task 3 = 1 day, so Total 6 days). Now, 3 days (Task 1) / 6 Days (Total) = 50%

Similar, Summary 2 is marked as 17% completed. The calculation is simple: Task 6 ha 1 day  Duration. All Tasks under this Summary Tasks has 6 days duration (Task 4 = 3 days, Task 5 = 2 days, and Task 6 = 1 day, so Total 6 days). Now, 1 day (Task 6) / 6 Days (Total) = 17%

Now I will click on My Project, and I will see:

image

Project % complete is 33%. Total Duration of all Tasks is 12 days! Now, Task 1 + Task 6 = 4 days duration. And, then Calculation is simple 4/12 = 33%.

Be aware of Milestone! It has 0 days and it brings 1 %! I will mark all Tasks as 100% completed, except the Milestone:

image As you can see, If you do not mark all milestones 100% completed, even when all other Tasks are marked as completed, Summary Tasks, and Project as a whole remains 99% finished, and you do not want that.

Regards!

Posted in Microsoft Project for the Web, PMI, Project for the Web, Project for Web, PRoject Management | Leave a comment