How to use Boards group by Bucket in Project for Web

Hi,

in my previous post I’ve explained how to use Microsoft Project for the Web, using Board – Group by Progress.

Today I will show you how to use Board  group by Buckets.

OK. I have a Project, which looks like this:

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I will now switch to Group by Bucket:

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What is this? Let me explain this Board by example. Let’s say that you are working on Software Development Project. And each and every Task should be analyzed, then developed, then tested,  and then it is done. Pleas do not kill me because I know this is old way of developing software, but I promise you that in one of my next posts I will show you how to do Scrum in Project for Web.

OK! First I will rename Bucket1 with Analyzing:

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and then:

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Now I will add (using Add bucket) button, Developing, Testing and Done buckets:

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OK. Now, let’s say that Task 1 is Analyzed, and it is moved to Developing. I will drag it from Analyzing bucket and drop it to Developing:

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Be aware of this: When you move any Task from bucket to bucket, % Complete wouldn’t change. Obviously since Task is analyzed, and moved to development some work is already done. I can use many was to change % Complete. First is that I can click on this Task and put, for example 25%:

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Or, I can go to the Board – Group by Progress, and change it there:

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As you can see, Task 1 I moved to in Progress, because I put 25% in % Complete (in board – Group by Bucket!)

Now I will move form this board Task 2 to in Progress, and it will be automatically marked ad 50% completed:

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As you can see, Task2 is 50% completed, but it is still in Analyzing Bucket. Why? Because from here you are tracking progress, not phases (Analyzing, Developing, etc.). Task 2 is marked ad 50% completed. But, let’s say that it is also 25% completed, and it has to be in Developing Bucket. Can I do it from Group by Progress bucket? Sure I can. I will click on this particular Task and I will put 25% at % Complete, but I will also choose Developing bucket:

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and I will get:

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IF I switch to the Group by Bucket board, I will see:

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Now, let’s say that Task 1 was passed Testing phase, and it is Done. I can move it to the Done column in this Board, but it will not be in Done column in Group by Progress board, unless I mark it like 100% done. So I’m going to do it:

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Finally I will click on Task 1 and put 100% in % Complete field and I will get:

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Task 1 is disappeared, because it is done , but if I click on Completed (see the picture above), I will get:

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If I go back to Group by Progress board, I will see:

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Remember this. No matter in which board am I, if I put 0% Complete Task will jump into Not started column. If I put value greater than 0% and less then 100% it will jump in In Progress column. If I put 100%, then it will  jump in Completed column.

To conclude: Group by Progress Board is not editable (e.g. you cannot change bucket name, or add a bucket). It is here for Tracking purpose only, e.g is any progress according to time done (25%, 37%, etc.).

On the other hand: Group by Bucket Board is fully editable, and you can add buckets. It is here for organizing purpose. Imagine that I have 1300 Tasks. Some of them may be Architectural, some may be Constructional, etc. Let’s say that I’m tracking Constructional project, and I am going to track building a house. Some Tasks ca be related to ground floor, some for the first floor, some for roof, etc.

OR! Sprints! And that is what I’m going cover in ma next post!

Regards!

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How to use Boards group by Progress in Project for Web

Hi,

In my previous Posts I’ve created a simple Project for Web:

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This is View in Grid. Now let’s see Board Tab:

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All tasks are here! In the upper right corner I can choose between three type of Boards:

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So Board can be grouped by Buckets (as you can see in the picture above), Progress or Finish Date. I will now switch to the Progress and I will get:

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Here are three Buckets: Not Started, In Progress and Completed. And, basically, it is Kanban Board. And in this View there is no possibility to add/edit&remove any bucket.

Now I will drag and drop Task one to the In Progress bucket, and I will get:

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Automatically it is 50% completed! But, let’s say that it is 75% completed. All I have to do is to click at that Task and I will get:

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As you can see, when I put 75% in %Complete field, automatic calculation is made like this one:

  • Nenad and John were supposed to work on Task which have 1 day Duration, e.g. 8 hours Nenad + 8 hours John = 16 hours – Total
  • Task is 75% Completed, e.g. 16 hours * 75% = 12 hours – Completed
  • 16 hours – Total – 12 hours Completed = 4 hours Remaining

With this screen I can do many other things and that is going to be explained in separate post, but for now, you should know That moving to In progress Bucket means that some work has to be done. If I put 0% in the % Complete field, Task will automatically “jump” into Not Started bucket.

If I move Task to Completed bucket, I will get:

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As you can see, Task is marked as Completed 100%. If I put in % Completed field value other than 100% then Task will “jump” into In Progress bucket (if % Completed is greater than 0%), or in Not Started bucket (if % Completed is equal 0%).

In my next Post I will when and how you how to use Group By Bucket View!

Stay tuned, and Best regards!

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How to assign Resources to Tasks, and examine Task details using Grid Tab in Project for Web

Hi,

After I’ve created Schedule in my Project for web, it’s time to assign resources to Tasks. First of all, Project for Web is part of Office365 family. So to assign any resource to any Task this resource should be an Office 365 user, like in my tenant:

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Notice, that the picture above doesn’t show all users.

Now, let’s go back to my Project:

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Let’s say that I want to assign myself to the Task 1, and John as well, Mary to Task 2, and Peter and Ellen to Task 3.

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and then:

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and when I choose myself I will get:

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This is important. Unlike in Project for desktop version, in Project for Web, resources which are going to be assign to this specific Project should be all members of the Group. And here I have two possibilities: to create a new group, or use existing one.

If I want to use existing one (which I do not) I should choose it from here:

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So, I am going to create new Group:

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I added Description for this group, and it will be Private, so only team members in this group will be able participate in it.

After I click on Create and assign, the Resource (in my example – myself) will be assigned to the Task. Now I will assign John to the same Task:

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and:

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and John will be assigned to the Task. I will now assign Mary, Peter and Ellen to their Tasks, following the steps above, and I will get:

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OK! Now I want to see details for Task 1:

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and I will get:

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Let me show you right part of the screen and explain it:

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As you can see, for specific Task I can:

  • Add or remove Resource (the procedure is same as I described above)
  • Change Start and/or Finish date of the Task
  • Duration
  • %Complete
  • Bucket (I will explain this is one of my next Blog post)
  • Effort! You can see the Remaining work is 16 hour, because John and I are supposed to work at this specific Task. It has duration 1 day, and since there are 8 hours per day per person, the total of Remining hours is 16 (8 hours for me, and 8 hours for John). Completed work is blank (e.g. 0 hours), because now work has done at the Task. Total hours are sum of Completed and Remaining hours.
  • Add dependency. Here you can add dependency for this Task.

Let’s look at Task 3:

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  • Duration is 3 days
  • Remaining work is 48 hours (Peter 3 days * 8 hours = 24 hours + Ellen 3 days * 8 hours = 24 hours –> 24 + 24 = 48 hours)!
  • As you can see Predecessor for Task 3 is Task 2. If I want, for example, make Task 1 as Predecessor, I should follow this steps:

I should click to Add dependency and I will get:

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So, I have suggested Task, but I can type Task name or part of it (as I explained in my previous post) and I can choose whichever Task I want.

Did you notice that Finish is marked red? This is because this Task is late. It should be finished at 11/11/2019, but today is 11/20/19 (I’ was writing this post at that time).

And, that is it.

Hope you like it, like I do.

Regards!

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How to create Schedule using Grid Tab in Project for Web

Hi,

I’m going to continue with Project for Web. First Tab which you are going to find is Grid Tab:

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As you can see, here I can add Tasks. Default columns are: Name, Assigned to and Duration. But if I need you can add some other columns as well:

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For now, I will just add Depends (after) and Depends on (before), but be sure that I will show you how to use all of this fields in my next posts. After I add those two fields as columns I will get:

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Now I will add some Tasks. Let’s say that I want to add Summary Task, three Subtasks and Milestone:

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How did I put those Tasks? Just go to the Name field and in Add new Task click with the mouse and write the Task name. As simple as that.

As you can see Subtask are not indented. To do that I have to selected (in my example) Task 1, 2 and 3, and Milestone as well and to right click with mouse and I will get:

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and I will get:

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I get what I want.

OK, now let’s say that Task 1 will have 1 day Duration, Task 2 will have 2 days Duration, Task 3 will have 3 days Duration, and Milestone will have 0 days Duration. I will just put those values into Duration field for each subtask:

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Of course I could put weeks, minutes, months, not only days. To do that, for example to put 3 weeks to some Task, I just have to type 3 w, and I will get it.

Now, I have duration, and I want to create dependencies. Let’s say that Task 2 will be linked to Task 1 (remember that only Finish to Start relationship is possible at the moment).

I can type in Dependents (before): Number 1, and I will get:

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and I will get every single Task which has number 1 in it’s name.

I can type, for example, sk and I will get:

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and I will get every Task which has sk in it’s name. You get it! you can find your Task in easy and effective way. BUT! You cannot put dependencies using Task ID. S

So I will now create all dependencies and I will get:

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As you can see, Dependents (after) is Successor in “old” Project, and Dependents (before) is Predecessor.

One more thing. If Task has more than one Predecessor or Successor I can put all Tasks as that. For example, I will make Task 1 as predecessor got Task 3, as well:

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OK, now I have my schedule. Now is time to assign resources to specific Tasks. And that is topic for my next Post.

Until then,

Best Regards

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How to create Project for Web

Hi,

as I promised, from today I’m starting with Project for web, the brand new Microsoft Product.

Before my first screenshot you should be aware of two crucial things:

  1. Since this is Project for web, obviously you should have Office 365 subscription with license for it
  2. This Product is perfect, from my point of view. BUT! It doesn’t have everything (every single feature and possibility) like you have in desktop client, or Project Server!. Why? Because it is growing. Do not think about this product as final version. Not at all. It is just beginning of a great journey.

Now, let’s start. You can create new Project very easy. Login into your Office365 account and click here:

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or, you can find it here:

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and then:

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This will bring you to next page:

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Finally you will get:

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and you fill get:

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You can change Project name (instead of Untitled Project I will put “My First Project Web Project). As you can see, I am, by default Project Manager at this Project. Let’s say that I want Anita to be a PM for this Project:

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For Project Manager you can choose a person who is active user on your O365 tenant, and it should have some license assign to it (it cannot be unlicensed user).

Last, but not least you can determine the Start date of your Project. For now, there is no possibility to put Finish date, and then calculate Start date, like you can do in MS PROJECT desktop, for example. I will put 11/04/2019 and I will get

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Now I can start. As you can see there are three Tabs:

  1. Grid tab which you can see on the picture above
  2. Board Tab:

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It looks familiar? You bet it does! It is Planner!

3. Timeline Tab:

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If you click on home Icon:

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you will get:

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In Created by me you can see all your Projects, in Shared with me, you can se all Project which someone shared with you, and in Recent Tab, you can see the newest Projects.

If you click on specific Project you will land to the site of this particular Project!

In the next Blog Post I will show you how you can create Tasks, but for the end of this Post I have to show you how can you delete Project:

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and:

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If you confirm that you want to delete a Project it will gone. No backup, no restore. Be aware of this!

Regards!

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The new Microsoft Project is HERE!

Dear Blog readers!

Do you think that Project as a product is Complicated? That you have learn a lot before you can use it even in the simplest way?

If you do, I have the great news for all of you.

The new Microsoft Project is here. Reimagined and redesigned, Project is better than ever and powerfully simple. Experience project management on a whole new level.

Read about it here: https://aka.ms/newMicrosoftProject

I will start to write my post about it and how to use it very soon.

But, before I do, let’s wait for Microsoft Ignite to finish (https://www.microsoft.com/en-us/ignite). Let’s Microsoft make a big announcement, and then I will start with posts.

Until then, enjoy!

Regards

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Scrum and Sheets with MS PROJECT Online

Hi,

in my previous post (https://ntrajkovski.com/2019/10/15/how-to-implement-scrum-with-ms-project-step-by-step/) I’ve created Task board, and I assign Tasks to two of five defined Sprints:

I’ve modified column for each and sprint:

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OK! We have board. Let me explain different Views for Scrum.

On the top of Sprint Tab we have different options:

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Let’s start with the Task Board:

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If I choose it I will get:

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As you can see, all Task are here, no matter if they are in the sprints or not. You can see for each Task is it (in my example) in Not Stated, Doing, QA or Done status.

If I choose Task Boars sheet, I will get:

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Here I can also see all Tasks, but I can see Sprint in which if particular Task (if any), Work in hours, what is it Board status, Resources, etc. Her I can also change those- For example, let’s say that Task 1 is Done, and Task 9 is in Sprint 3:

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Now, back to the Sprint Board(s):

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and:

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So, with Task Board sheet you can very easy manage each and every Task, without jumping from board to board.

Now, let me show you planning Tab:

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With Sprint Planning board I will get:

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Here, I can see all defined Tasks, and their Sprints. With Sprint Planning sheet, I will get:

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This is very similar to Task Board Sheet. It has one more column: Show on Board.If I choose: No for particular Task it will not be seen in any board like:

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and:

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or:

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or:

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If you ask me WHY someone will want to hide some Tasks, my answer will be: “We are in planning”. So, we are not sure that we will do this Task, so no one can put it in some sprint by accident. And therefore, it should not be used like I did, but it should be used (from my point of View), to tasks which are not in the particular sprint.

Finally, Sprint Tab:

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In this post you have seen Boards for Sprint(s), so I am going to show you Current Sprint Sheet:

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This sheet is exactly the same as Sprint planning sheet, but it shows only Tasks for current Sprint, and it does not show any hidden Tasks (Task 2, in my example).

To conclude you can manage Sprint projects in many different and efficient ways.

Regards!

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