99 Tricks and Traps for Microsoft Office Project 2013 and 2016projanco.com/Library/99 Tricks and...

99TricksandTraps

Microsoft®Project

2013and2016TheCasualUser’s“SurvivalGuide”

PaulEHarris

EastwoodHarrisPtyLtd

Windows,XP,Microsoft®Project2000,Microsoft®ProjectStandard2003,Microsoft®P33rojectProfessional2003,Microsoft®ProjectStandard2007,Microsoft®ProjectProfessional2007,Microsoft®ProjectStandard2010,Microsoft®ProjectProfessional2010,Microsoft®ProjectStandard2013,Microsoft®ProjectProfessional2013,Microsoft®ProjectStandard2016,Microsoft®ProjectProfessional2016,PowerPoint,Word,VisioandExcelareregisteredtrademarksofMicrosoftCorporation.

Adobe®andAcrobat®areregisteredtrademarksofAdobeSystemsIncorporated.

Allothercompanyorproductnamesmaybetrademarksoftheirrespectiveowners.

ScreencaptureswerereprintedwithauthorizationfromMicrosoftCorporation.

ThispublicationwascreatedbyEastwoodHarrisPtyLtdandisnotaproductofMicrosoftCorporation.

DISCLAIMER

Theinformationcontainedinthisbookistothebestoftheauthor’sknowledgetrueandcorrect.Theauthorhasmadeeveryefforttoensureaccuracyofthispublication,butcannotbeheldresponsibleforanylossordamagearisingfromanyinformationinthisbook.

AUTHORANDPUBLISHER

PaulEHarris

EastwoodHarrisPtyLtd

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DoncasterHeights3109

Victoria

Australia

harrispe@eh.com.au

http://www.eh.com.au

Tel:+61(0)411187701

Pleasesendanycommentsonthispublicationtotheauthor.

IwouldliketothankJesicaPaulaYaboforherassistanceinupdatingthisbookfromMicrosoftProject2007andMartinVaughnforproofreadingandvaluablesuggestions.

ISBN:978-1-925185-33-1Paperback

ISBN:978-1-925185-34-8eBook

25February2016

CURRENTBOOKSPUBLISHEDBYEASTWOODHARRIS

99TricksandTrapsforMicrosoftOfficeProject-IncludingMicrosoftProject2000to2007

PlanningUsingPrimaveraProjectPlannerP3Version3.1-Revised2006

PlanningUsingPrimaveraSureTrakProjectManagerVersion3.0-Revised2006

ProjectPlanningandSchedulingUsingPrimaveraContractorVersion6.1-IncludingVersions4.1,5.0and6.1

PlanningandSchedulingUsingMicrosoftOfficeProject2007-IncludingMicrosoftProject2000to2003-Revised2009

PlanningandControlUsingMicrosoftProjectandPMBOK®GuideFourthEdition

PlanningandControlUsingMicrosoftProject2010andPMBOK®GuideFourthEdition

ProjectPlanning&ControlUsingPrimaveraP6Version7-ForallindustriesincludingVersions4to7Updated2012

PlanningandSchedulingUsingMicrosoftProject2010-Updated2013IncludingRevisedWorkshops

PlanningandControlUsingMicrosoftProject2010&PMBOK®GuideFifthEdition

PlanningandControlUsingMicrosoftProject2013

PlanningandControlUsingMicrosoftProject2013&PMBOK®GuideFifthEdition

PlanningandControlUsingMicrosoftProject2013

PlanningandControlUsingMicrosoftProject2013or2016&PMBOK®GuideFifthEdition

PlanningandControlUsingOraclePrimaveraP6-Versions8.2&8.3EPPMWeb

99TricksandTrapsforMicrosoftProject2013and2016

OraclePrimaveraP6Version8and15EPPMWebAdministratorsGuide

PlanningandControlUsingOraclePrimaveraP6Versions8.1to15.2PPMProfessional

PlanificaciónyControlUsandoOraclePrimaveraP6Versiones8.1a15.1PPMProfesional

规划和控制OraclePrimaveraP6应用版本8.1-15.1PPM专业版

PlanningandControlUsingOraclePrimaveraP6-Versions8.2to15.1EPPMWeb

SERVICESOFFEREDBYEASTWOODHARRISPTYLTD

EastwoodHarrisspecializesinsettingupandrunningprojectcontrolssystemswithafocusonPrimaveraSystemsandMicrosoftProjectsoftware;weofferthefollowingservices:

ProjectPlanningandSchedulingTrainingCoursesusingOraclePrimaveraP6andMicrosoftOfficeProject

EastwoodHarrisoffersone-to-onetrainingtogetyournewschedulersupandrunningquickly,withoutthedelayofwaitingforthenextcourseandatthesametimebuildingupyourownprojectschedule.

Wealsorunin-housetrainingcoursesonanyofthesesoftwarepackages.Thisisaverycostefficientmethodoftrainingyourpersonnel.

Weareabletoassistyouinsettingupaschedulingenvironment.Thisincludesdesigningcodingstructures,writingprocedures,trainingandotherimplementationprocesses.

EastwoodHarriscanwritespecializedtrainingmaterialthatwillincorporateyourorganization’smethodologyintotheEastwoodHarristrainingmanualsanddevelopstudentworkshopstailoredtoyourrequirements.Projectpersonnelwillbeabletousethesebooksasreferencebooksafterthecourse.

SelectionandImplementationofProjectManagementSystems

EastwoodHarriswillassistyoubyconductinganinternalreviewofyourrequirementsandmatchthisrequirementanalysisagainstthefunctionalityofpackagedsoftware.

Wearethenabletoassistyouintheimplementationofthesesystems,includingwritingpoliciesandproceduresandtrainingpersonnel,toensureasmoothtransitiontoyournewsystem.

DisputeResolution

EastwoodHarrisisabletoanalyzeyoursubcontractor’sschedulesintheeventofclaimsandprovideyouwithaclearpictureofthescheduleinrelationtotheclaim.

ScheduleConversion

EastwoodHarrisisabletoconvertyourschedulesfromonesoftwarepackagetoanother.Theconversionofschedulesisoftentimeconsuming,soletusdoitforyou.

Pleasecontacttheauthorformoreinformationontheseservices.

TABLEOFCONTENTS

1 IMPORTANTTHINGS

1.1 The“Delete”Key

1.2 TypingaDateorDraggingaTaskSetsaConstraint!

1.3 IndicatorsColumn

1.4 WhyAreTasksScheduledbeforethePredecessors?

1.4.1 UnderstandingtheActualStartDate

1.4.2 TasksWillAlwaysHonorTheirConstraintDates

1.5 TheProjectWillNotOpen!

1.6 TheLogicKeepsChanging!

1.7 WhyDoNewTasksHaveanEarlyStartConstraint?

1.8 RecommendedScheduleOptions

1.9 ManuallyScheduledandAutoScheduledTasks

1.10 SortingouttheMenus

2 CALENDARSURVIVALGUIDE

2.1 RoleoftheProjectCalendar

2.2 GuidelinesforCreatingCalendars

2.3 DisplayofDurationinDays

2.4 HowtoAssignTaskCalendars

2.5 OtherThingsTaskCalendarsAffect

2.5.1 Float

2.5.2 Lags

2.6 ResourceCalendars

2.7 WhichCalendaristheTaskUsing?

2.8 DefaultStartandEndTime

2.9 FinishVarianceCalculation

3 TRICKYSTUFF

3.1 TaskNamingIssues

3.2 TaskSplitting

3.2.1 WhatisSplitting?

3.2.2 SplittingaTaskManually

3.2.3 SplittingIn-progressTasks

3.2.4 RemovingaBarSplit

3.2.5 HidingaBarSplit

3.3 DeadlineDate

3.4 NegativeandFreeFloatBars

3.5 WhereistheGantChartWizard?

3.6 AsLateAsPossibleConstraint

4 INTERESTINGFEATURES

4.1 WildcardFiltersforTextSearching

4.2 InteractiveFilters

4.3 AutoFilters

4.4 SelectingDates

4.5 UnderstandingStartandFinishMilestones

4.6 ConvertingaFinishMilestoneintoaStartMilestone

4.7 CreatingaHammockoraLEOTask

4.8 ElapsedDurations,LeadsandLags

4.8.1 ElapsedDurations

4.8.2 FloatonTaskswithElapsedDurations

4.8.3 ElapsedLeadsandLags

4.9 EstablishingTwoRelationshipsbetweenTwoTasks

4.10 Ladderscheduling

4.11 %Lags

4.12 TracingLogic

4.12.1 TaskDriversandTaskInspector

4.12.2 TracingtheLogic

4.12.3 TaskPath

5 MAKINGITLOOKRIGHT

5.1 DateFormatDangers

5.2 PreventingtheDateFormatfromChangingonOtherComputers

5.3 TheSmartWaytoCreateViews

5.4 BarFormatting

5.4.1 BarDateFormat

5.4.2 BarHeights

5.4.3 AlwaysRollUpGanttBars

5.4.4 RoundBarstoWholeDays

5.5 PuttingTextonBars

5.6 FormatColors

5.7 HowtoStopTextWrapping

5.8 DisplayTaskswithoutSuccessorsasCritical

5.9 PreventingDescriptionsfromIndenting

5.10 ReducingColumnWidths

5.11 HowtoDisplayaTaskIDthatWillNotChange

5.12 HidingTaskInformation

5.12.1 HidingBars

5.12.2 HidingText

5.12.3 MarkingTasksInactive

5.13 AnchoraVerticalLinetoaMilestone

5.14 ZoomSliderDangers

5.15 WhyistheNon-workingTimeDisplayedIncorrectly?

5.16 DisplayinganS-Curve

5.17 DisplayingCumulativeHistogram

5.18 DisplayingaProjectSummaryTask

6 GETTINGITOUT-PRINTING

6.1 PrintingtoOnePageWide

6.2 PrintingaDateRange

6.3 PrintingaGanttChartandResourceGraphorUsageTableonOnePage

6.4 PrintingtheCalendar

6.5 HidingUnwantedBarsintheLegend

6.6 WhathasHappenedtotheManualPageBreaks?

7 RESOURCEBASICS

7.1 HowManyResourcesShouldIHave?

7.2 TheBalanceBetweentheNumberofActivitiesandResources

7.3 DurationsandAssignmentsChangeasResourcesareAssigned

7.3.1 TaskType–FixedDuration,FixedUnits,FixedWork

7.3.2 EffortdrivenorNonEffortdriven?

7.3.3 TaskTypeandEffortdrivenOptions

7.4 AssigningResourcestoTasks

7.5 ResourcesandSummaryTasks

8 UPDATINGESSENTIALS

8.1 BaselinesandUpdatingaProject

8.2 WhichBaselineShouldBeUsed?

8.3 PrinciplesofUpdatingaProgram

8.4 In-progressTaskFinishDateCalculation

8.5 CurrentDateandStatusDate

8.6 AutoUpdatingUsingUpdateProject

8.7 MovingIncompleteWorkintotheFuturebySplitting

8.8 WhereistheTrackingToolbar?

8.9 WhyDoCalculationOptions–MoveendofcompletedpartsNotWork?

8.10 ComparingProgresswithBaseline

8.11 ProgressLines

8.12 SimpleProcedureforUpdatingaSchedule–UsingAutoStatus

8.13 ProcedureforDetailedUpdating

8.14 PreparingtoUpdatewithResources

8.15 UpdatingResources

9 CREATINGNEWPROJECTS

9.1 StandardizingProjects

9.2 Global.mpt

9.3 MicrosoftProjectTemplateChanges

9.4 UnderstandingTemplates

9.5 EastwoodHarrisTemplate

9.6 CopyingViews,TablesandFilters

10 OTHERTHINGSOFINTEREST

10.1 EditingToolBars

10.2 DynamicallyLinkingCells

10.3 HowDoesNegativeFloatCalculateforSummaryActivities?

10.4 FloatandConstraints

10.5 UsingCustomFields

10.6 CustomColumnsFormulasandDrop-DownList

10.7 CustomOutlineCodes

10.7.1 DefineaCustomOutlineCodeStructure

10.7.2 AssigningtheCustomCodes

10.7.3 GroupingwithCustomData

10.7.4 GroupingwithCustomDatawithAutoFilters

10.8 ExportingtoExcel

10.9 TurningOffGettingStartedandotherPOPups

10.10 ContingentTime

10.11 EarnedValue

10.12 DoIHaveAlltheScope?

10.12.1 StakeholderAnalysis

10.12.2 RiskAnalysis

10.13 PreparingforDisputeResolution

10.13.1 KeepingElectronicCopiesofEachUpdate

10.13.2 ClearlyRecordtheEffectofEachChange

11 INDEX

1IMPORTANTTHINGSReadersofthisbookshouldbefamiliarwith:

❖ ThebasicfunctionsofMicrosoftProjectand

❖ ThetheoryofCriticalPathincludingEarlydates,LatedatesandFloatcalculations.MicrosoftProjectusesSlackfortermFloat.

MicrosoftProjecthasfunctionsthatcatchoutusers.Youshouldunderstandthesefunctionsandbeabletoidentifywhentheyhavebeenusedinadvertently.

1.1The“Delete”KeyStrikingthedeletekeywilldeletedatawithoutwarning.Sokeepyourfingersawayfromit.ItisrecommendedthatyouplacetheTasksIDinthedescriptionofthelasttasksoyouknowifyouhavedeletedataskinerror.

1.2TypingaDateorDraggingaTaskSetsaConstraint!Functionsthatsetaconstraintwithoutwarningare:

❖ TypingorselectingastartdateinaStartdatefieldwillsetaStartNoEarlierThanconstraint

❖ TypingorselectingafinishdateinaFinishdatefieldwillsetaFinishNoEarlierThanconstraint

❖ DraggingabarintheGanttChartViewwillsetaStartNoEarlierThanconstraint

Note:Youneedtobeverycarefulwhendraggingtasksortypingintodatefieldsasthiswillsetaconstraintandthetaskswillnotmoveforwardintimewhenpredecessorsareremovedorfinishedearlier.

1.3IndicatorsColumnTheIndicatorscolumnisaveryusefulfeaturethatidentifieswhenataskhasanattributethatisdifferentfromanormaltaskwhichhasbeencreatedbyinsertinganewtask.TheindicatorscolumnwilldisplayaConstrainticonwhenaconstrainthasbeenset:

❖ BeforeenteringadateinaStartorFinishfieldorDraggingaTask,theindicatorcolumnisblank:

❖ AfterenteringadateinaStartorFinishfieldorDraggingaTask,aconstraintisset.TherenowisaConstraintindicatorintheIndicatorcolumn:

❖ Anoteisdisplayedwhentheindicatorfieldhasthemousepointerplacedovertheindicatorcell:

❖ TheindicatorcolumnshowsadifferenticonwhentaskshaveNotes,TaskCalendaroraConstraintconflictcausingNegativeFloat(Slack):

Note:NoindicatorisdisplayedwithaDeadlineDate,unlessNegativeFloatiscreated.

1.4WhyAreTasksScheduledbeforethePredecessors?Thereareacoupleofreasonswhytaskswouldbedisplayedbeforeapredecessorrelationshipwouldallowthemtobescheduled:

❖ AnActualStartdatehasbeenset,or❖ Taskswillalwayshonortheirconstraintdatesissetandthetaskhasa

Lateconstraint.

1.4.1UnderstandingtheActualStartDate

AnActualStartissetbyenteringadateintheActualStartfieldorenteringa%Complete.

❖ OnceanActualStartdatehasbeensetapredecessorrelationshipdoesnotaffecttheActualStartdate.

❖ Apredecessorrelationshipmaycauseanin-progressTaskwithanActualStartdatetosplitwhentheFILE,Options,ScheduletabSplitinprogresstasksoptionhasbeenchecked.

1.4.2TasksWillAlwaysHonorTheirConstraintDates

ThereisanoptionintheFILE,Options,ScheduleformtitledTaskswillalwayshonortheirconstraintdates.ThisoptionforcesatasktobescheduledbeforethepredecessorswhenthesuccessorhasaFinishnolaterthanorStartno

laterthanconstraint.Ineffect,thisoptionwillmakeallconstraintsoverriderelationships,moreonthisoverthepage.

Withthisoptionset,ataskwithaMustStartOnconstraintsetpriortoapredecessor’sFinishdatewilldisplayanEarlyStartontheconstraintdateandnotthescheduleddate.TheTotalSlackmaynotcalculateasthedifferencebetweenLateStartandEarlyStart.

Examinethefollowingtwoexampleswiththeoptionboxcheckedandunchecked:

❖ Taskswillalwayshonortheirconstraintdates:optionboxchecked:

Task3startsbeforethepredecessorfinishesandtheTotalSlackofthesecondtaskiscalculatedasminus2days,whichisnotthedifferencebetweentheEarlyFinishandtheLateFinishdates.ThisconstraintdoesnotadheretocommonlyacceptedTotalFloatcalculations.

❖ Taskswillalwayshonortheirconstraintdates:optionboxNOTcheckedandtheTotalFloatiscalculatedcorrectly:

Note:ItissuggestedthatthisoptionisNEVERswitchedon,astheschedulemayappeartobeachievablewhenitisnot.

1.5TheProjectWillNotOpen!AllMicrosoftProjectfileshavea*.mppfileextension,soitisdifficulttodeterminetheversionthataMicrosoftProjectfilewascreatedwith.

MicrosoftProject2016,2013and2010sharethesameformatandmaynotbeopenedbyearlierversionsofMicrosoftProject.MicrosoftProject2016,2013and2010maysaveto2007and2000-2003format.

TheFILE,Options,TrustCenter,TrustCenterSettings…,LegacyFormatoptionalsodeterminesifyouareabletoopenearlierformats,itisrecommendedthatyouselectthePromptwhenloadingfileswithlegacyornon-defaultfileformatsoyouwillknowwhenyouareopeninganearlierfileformat.

Whensavingtoearlierversionstheremayalossofdataanddifferentsoftwareversionscanresultindifferentcalculationsinsomecircumstances.Forexample

MicrosoftProject2000-2003formatdoesnotsupporteitherCostResourcesorthenamingofCalendarNonWorkDays.

YoushouldusetheGanttChartWizardtoformatthebarswhenopeningaprojectfromMicrosoftProject2016,2013or2010thatwascreatedwithMicrosoftProject2007orearlierversion.IfyouusetheRibbonfunctionalities,thebaselinewillbehiddenbehindthecurrentbars.

Note:Oneofthewellknowmethodsofobtainingacorruptfileistoworkinolderversionsorchangingversionformatsonaregularbasisandboththesepracticesshouldbeavoided.

1.6TheLogicKeepsChanging!ThelogicwillchangeifataskisdraggedtoanotherpositionwhenFILE,Options,Scheduletab,Autolinkinsertedormovedtasksoptionchecked.

Thisoptionisintendedtobeusedtoautomaticallylinknewinsertedtaskswithapredecessortothetaskaboveandasuccessortothetaskbelow.

Thedownsideofthisfunctionisthatwhenthetaskismovedthisfunctionwillchangetheexistingpredecessorsandsuccessorsofthefollowing:

❖ Movedtask,

❖ Originaltasksthatwereaboveandbelowthemovedtask,and

❖ Newtasksthatarenowaboveandbelowthemovedtasks.

Thisfunctionwillpotentiallymakesubstantialchangestoyourprojectlogicandmayaffecttheoverallprojectduration.

Note:ItisstronglyrecommendedthatthisoptionisNEVERswitchedon,asdragginganactivitytoanewlocationmaycompletelychangethelogicofaschedulewithoutwarning.

Anexampleofthisprocessisshownbelow:

❖ OriginalLogic:

❖ TaskDdraggedwithAutolinkinsertedormovedtaskschecked.Notethelogichaschangedonmanytasks:

❖ TaskDdraggedwithAutolinkinsertedormovedtasksunchecked.Thelogichasnotchanged:

1.7WhyDoNewTasksHaveanEarlyStartConstraint?Unlikeotherschedulingsoftware,MicrosoftProjectnormallyignorestheStatusDatewhencalculatingaschedulewithprogress.ItschedulestaskswithoutanActualStartorpredecessorsorconstraintsontheProjectStartDate,orasclosetotheProjectStartDateascalendarspermit.ItdoesnotautomaticallyscheduletheincompleteportionsofTasksaftertheStatusDate.

TheFILE,Options,ScheduletabhasanAutoscheduledtasksscheduledon:optionthatmaybesettoeither:

❖ StartonCurrentDate,or❖ StartonProjectStartDate.

❖ WhensettostartonCurrentDate,newtasksarecreatedwithanEarlyStartConstraintsettotheCurrentDate,whichissettothecurrentdateofthecomputersoperatingsystem,e.g.today’sdate.

❖ WhensettostartonProjectStartDate,newtasksarecreatedwithoutaconstraintandallnewtaskswillscheduleontheProjectStartDate.Thisistherecommendedsettingandnewtaskswillnotbeassignedaconstraintwhencreated.

1.8RecommendedScheduleOptionsItisbesttokeepascheduleassimpleaspossible.ItisrecommendthatyouconsiderthefollowingFILE,Schedule,Optionsasagoodstartingpointifyouhavelimitedexperienceinschedulingsoftware.

IfyouensureALLPROJECTSARECLOSEDbeforeyoustartsettingyouroptionsthenallchangesthatyoumaketotheoptionswillbeappliedtonewprojectscreatedusingtheFILE,NewcommandwhichusesyourGlobal.mpttemplate:

Note:Mostoftheotheroptionsarecoveredinthisbookbuttheoptionsthatmustbeswitchedofftoensurethesoftwareoperatesinapredictablewayare:

❖ Autolinkinsertedormovedtasks,❖ Splitin-progresstasks,and❖ Taskswillalwayshonortheirconstraintdates.

1.9ManuallyScheduledandAutoScheduledTasksTheFile,Options,Schedule,Newtaskscreated:allowstheselectionofManuallyScheduledorAutoScheduled.

❖ TheManuallyScheduledoption(newtoMicrosoftProject2010)overridestheschedulecalculationsfortasksmarkedasManuallyScheduled,allowingthesoftwaretobeusedlikeawhiteboardfortheselectedtasks.

❖ ItisnormallyconsideredgoodschedulingtoselectAutoScheduledsotaskswillacknowledgetherelationshipsandconstraints.

❖ ThereforetheFile,Options,Schedule,Newtaskscreated:shouldalwaysbesettoAutoScheduled.

Ifyourscheduleisbehavingstrangelyorthereisunfamiliarbarformatting,thiscouldbebecausesometaskshavebecomeManuallyScheduled.Tofixthisyoumayeither:

❖ DisplaytheTaskModecolumnandsearchforManuallyScheduledtasksandfixtheminthecolumn,or

❖ ClickontheSelectAllbuttonandthenclickonthe AutoSchedulebutton.

Note:SometimesMicrosoftProjectwillchangeaTaskfromManuallyScheduledtoAutoScheduledwithoutawarningandthentheschedulewillstartbehavingstrangely.SowhenascheduledoesnotreschedulecorrectlyortherearesomestrangelookingbarsyoushouldapplytheManuallyScheduledfilterandchangeanyManuallyScheduledtaskstoAutoScheduled.

1.10SortingouttheMenusThegroupingoftheRibboncommandsisbysoftwarefunctions;suchasProject,Tasketc.andnotbyschedulingfunctionssuchascreatingorupdating.ThereforeUserscontinuallyswapfromoneRibbonmenutoanotherwhileoperatingthesoftware.Therearesomeactionsyoushouldconsiderchangingonyourmenustomakethesoftwareeasiertouse:

❖ RightclickontheRibbontoolbartoopenamenu:

❖ TheQuickAccessToolbarshouldbemovedbelowtheRibbonToolbarbyclickingontheShowQuickAccessToolbarBelowtheRibbon.ThisoptionallowsmorebuttonstobedisplayedandthetoolbarisnottruncatedbytheProjectNameatthetopofthescreen.

❖ TheCollapsetheRibbon…commandhidestheRibbonToolbarandjustleavesthemenudisplayedatthetop,providingmorescreenspace.ThiswascalledMinimizetheRibboninMicrosoftProject2010.ClickingononeofthemenucommandswilldisplaytheRibbonToolbar.

❖ YoushouldbuildyourownQuickAccessToolbarbyusingtheCustomizeQuickAccessToolbar…optionwhichopenstheProjectOptionsformQuickAccessToolbartabwherebuttonsmaybeaddedtoorremovedfromorreorderedontheQuickAccessToolbar.

❖ TheAddtoQuickAccessToolbarcommandwilladdaselectedRibbonToolbarbuttontotheQuickAccessToolbar.BydefaulttheQuickAccessToolbarispositionedatthetopleft-handsideofthescreenandisalwaysdisplayed.

Note:TodothisallthesechangesinonehityoushouldconsiderdownloadingtheEastwoodHarrisQuickAccesstoolbarfromwww.eh.com.au,Software&DownloadspageandimportitfromtheFILE,Options,QuickAccesstoolbar,Import/Exportcommand.

UnfortunatelyMicrosoftProject2016hasplacedlargegapesbetweenthebuttonsontheQuickAccesstoolbarwhichmakethisfunctionlessusefulaslessbuttonsaredisplayedontheQuickAccessToolbar:

MicrosoftProject2016

MicrosoftProject2013

2CALENDARSURVIVALGUIDE2.1RoleoftheProjectCalendarTheprojectcalendarisassignedtoaprojectintheFILE,Info,ProjectInformationform:

❖ Newtasksarenotassignedacalendarbydefault.

❖ AlltasksthathavenotbeenassignedaTaskCalendarcalculatetheirEarlyFinishdatefromtheirEarlyStartdateplustheDurationcalculatedfromtheProjectCalendar.

❖ Therefore,afive-daydurationtaskwithafive-dayworkweekcalendar,startingWednesday,withSaturdayandSundayasnonworkdays,willfinishattheendoftheworkdayonthefollowingTuesday,seethepicturebelow:

Note:AchangetotheProjectCalendarmaymakesubstantialchangestotheelapseddurationofallactivitiesthathavenotbeenassignedaTaskCalendar.

2.2GuidelinesforCreatingCalendarsCalendarsarecreatedandeditedusingthePROJECT,Project,ChangeWorkingTimeform.

Anunlimitednumberofcalendarsmaybecreated:

❖ OnecalendarisassignedastheProjectCalendar.

❖ Eachtaskandresourcemaybeassignedauniquecalendar.

❖ Thecalendarassignedtoaresourcemaybefurthereditedtorepresenttheresource’suniqueavailability.

Therearesomeguidelinesthatshouldbeconsideredwhencontemplatingtheuseofmultiplecalendars.Thesearesummarizedbelow:

❖ Ifyouareabletoscheduleaprojectwithonlyonecalendarthendoso;keeptheschedulesimple.

❖ Theworkhoursperdayforallcalendarsonaprojectshouldbethesameforeachworkday,otherwisetheSummaryTaskDurationsindayswillnotallcalculatecorrectly.

❖ KeeptheStartandFinishtimesforallcalendarsthesame,otherwisetheDefaultStartandFinishTimewillbeincorrectforsometaskswhenConstraintsorActualDatesareassignedwithouttimesbeingdisplayed.

❖ WhenresourcesareassignedtoataskwithoutaTaskCalendarthentheResourceCalendartakespreferenceovertheProjectCalendar,unlessSchedulingignoresresourcecalendarsischeckedintheTaskInformationform.

2.3DisplayofDurationinDaysMicrosoftProjecteffectivelycalculatesinhours.ThevalueofthedurationindaysiscalculatedusingtheparameterenteredintheHoursperday:fieldintheFILE,Options,Schedule,Calendaroptionsforthisprojectsection.ItisVERYIMPORTANTtounderstandthatalldurationsindaysarecalculatedusingONLYthisparameterwithEVERYcalendarirrespectiveofthenumberofhoursperdayinanycalendar.

Forexample,whentheOptionsformHoursperday:valueissetto“8”thentasksassigned:

❖ An8-hoursperdaycalendarwillhavedurationsindaysdisplayedcorrectly,and

❖ A24-hoursperdaycalendarwillhavedurationsindaysdisplayedincorrectly,

Thepicturebelowshows:

❖ Task1hasthecorrectdurationof5days,but

❖ Task2alsoshowsa5-daydurationthatisclearlymisleading.

❖ Tasks4and5displaythedurationinhoursandthisisnotasmisleadingbecausethecalendarcolumnisalsodisplayed.

ItisSTRONGLYRECOMMENDEDthatyouavoidassigningcalendarswithadifferentnumberofhoursperdaywhereverpossible.

Therearesomeworkableoptionstoensurethatthedurationsindaysarecalculatedand/ordisplayedcorrectly:

❖ Allthecalendarsusedonaprojectscheduleshouldhavethesamenumberofhoursperdayforeachday.ThisvalueisenteredintheHoursperday:fieldintheFILE,Options,Scheduletab.

❖ Whenthereisarequirementtouseadifferentnumberofhoursperday(ineitherthesamecalendarorindifferentcalendars)thenalldurationsshouldonlybedisplayedinhoursandtheTaskCalendarshouldalsodisplayedinacolumn.TheDurationisenteredin:fieldintheFILE,Options,Schedule,SchedulingoptionsforthisprojectsectionshouldbesettoHours.Thusalldurationswillbeenteredbydefaultinhours.

❖ ACustomizedFieldmaybeusedtocalculateanddisplaythecorrectdurationindaysusingaformula.TheformulabelowmaybeusedtocalculatethecorrectdurationinaDurationCustomizedFieldoftasksscheduledona24hoursperdaycalendarwhentheProjectCalendarisan8hourperdaycalendar:IIf([TaskCalendar]=“24hr/day”,[Duration]*0.33,[Duration])

2.4HowtoAssignTaskCalendarsAtaskmaybeassignedacalendarthatisdifferentfromtheProjectCalendarby:

❖ DisplayingtheTaskCalendarcolumnandeditingtheTaskCalendarfromthiscolumn,or

❖ Double-clickingonthetasktoopentheTaskInformationformandselectingtheAdvancedtab.

Afteracalendarhasbeenassigned,aniconwillappearintheIndicatorscolumnandthecalendarnamedisplayedintheTaskCalendarcolumn,asshowninthepicturebelowfortheInstallationRequirementstask:

❖ ThetaskFinishdate,TotalFloat,FreeFloatandVariancesfromaBaselinewillbecalculatedontheTaskCalendar.Thisoftenleadstoconfusionfornewusersastasksona24-hour/daycalendarwillhavedifferentFloatthantasksonan8-hour/daycalendar.

❖ WhenresourcesareassignedtoaTask,theFinishdateiscalculatedontheResourcecalendar;unlesstheTaskhasbeenassignedacalendarandtheboxintheTaskInformationformAdvancedtabSchedulingignoresresourcecalendarsischecked,thenthetaskdurationiscalculatedbasedontheassignedTaskCalendar.

2.5OtherThingsTaskCalendarsAffect2.5.1Float

Float(Slack)iscalculatedontheTaskCalendar.Bothtasksbelowhavebeenscheduledtofinishat17:00hoursbuthavedifferentFloatvalues:

2.5.2Lags

LagsarecalculatedontheSuccessorCalendar,andthereforeaffectthestartdateandtimeofsuccessors:

Note:MicrosoftProject2000usestheProjectCalendartocalculatelags,thereforefilesmaycalculatedifferentlyin2000fromlaterversions.TheexamplebelowisthefilefromthepictureaboveandopenedinMicrosoftProject2000:

2.6ResourceCalendarsEachresourceiscreatedwithitsveryowneditablecalendar.Herearesomeimportantpoints:

❖ EachnewresourceisassignedacopyofthecurrentProjectCalendarasitsBaseCalendar.

❖ ThisResourceBaseCalendarmaybechangedintheResourceSheetorChangeWorkingTimeformtoanotherBaseCalendar.

❖ AnychangetoaBaseCalendarwillbereflectedinanyResourceCalendar.

❖ TheResourceCalendarmaybeeditedtosuittheavailabilityoftheresource.Daysmaybemadenonworkdaystorepresentholidays,etc.

❖ NormallythedurationofaresourcedtaskiscalculatedfromtheResourceCalendar.

❖ AtaskwillfinishattheendofthelongestresourceassignmentwhentherearetwoormoreresourcesassignedtoataskthathavedifferentenddatesduetodifferentResourcecalendarsorassignmentdurations.

❖ WhenaTaskhasbeenassignedacalendarandthecheckboxintheTaskInformationform,Advancedtab,Schedulingignoresresourcecalendarsischecked,thenthetaskdurationisthencalculatedfromtheTaskcalendar.

❖ TheFinishdatemaybecalculateddifferentlyafterataskisassignedoneormoreresourceswhentheResourcesCalendarsarenotthesameastheTaskCalendar.

2.7WhichCalendaristheTaskUsing?TrythechecklistbelowwhenitisdifficulttounderstandwhichcalendarisbeingusedforcalculatingataskFinishdate:

❖ ChecktheProjectCalendarinthePROJECT,Project,ProjectInformation…form,

❖ ThenchecktheTaskCalendarintheTaskInformationformAdvancedtaboraTaskCalendarcolumn,

❖ Nextcheckifresourcesareassignedtothetask,

❖ FinallychecktheResourceCalendarforholidays.

Therulesareasfollows:

❖ WhenNOTaskCalendarandNOresourcesareassigned,thentheProjectCalendarisused.

❖ WhenaTaskCalendarisassignedandthereareNOresourcesassignedthentheTaskCalendarisbeingused.

❖ WhenResourcesareassignedandNOTaskCalendarthentheResourceCalendarisused.

❖ WhenResourcesandaTaskCalendarareassigned,thenthecommonlyavailabletimefrombothcalendarsisusedtoschedulethetask.

❖ WhenResourcesandaTaskCalendarareassignedandtheSchedulingignoresresourcecalendarsischecked,theTaskCalendarisused.

Note:Acommonmistakeisassigningataskaneditedtaskcalendar,thenatalaterdateassigningresourceswithouteditingtheresourcecalendarstomatchthetaskcalendarsandnotrealizingthatthetaskdurationsnolongercalculatethesame.

2.8DefaultStartandEndTimeYoumaynoticetasksspanonedaylongerinthebarchartthantheirduration.ThisoftenoccurswhenthecalendarstartandfinishtimesareeditedbuttheDefaultstarttime:andDefaultendtime:arenotadjustedtomatchthetaskcalendars.

ThesoftwareassignsaDefaultstarttime:andDefaultendtime:whenadateisenteredinafieldbutatimeisnotentered.

ThesetimesMUSTbealignedtotheProjectCalendarwhen:

❖ Constraintsareassignedtotasks,and

❖ ActualStartorActualFinishdatesareassigned.

Whenthesetimesarenotalignedthentasksmaybedisplayedonedaylongerthantheirassignedduration.Thepicturebelowshowsa3-daytaskspanningfourdaysbecausetheCalendarstarttimeis8:00amandtheDefaultstarttimeis9:00am.

ThesetimesaresetintheProjectOptionsform,Scheduletabwhichmaybeaccessedby:

❖ Clickingthe buttoninthePROJECT,Propertiestab,Changeworkingtimeform,or

❖ SelectingtheFILE,Options,Scheduletab.

Toassistinreadingandinterpretationofaschedulethathascalendarswithdifferentstartorfinishtimesthen:

❖ TheTaskCalendarshouldbedisplayedincolumns,and

❖ ThetimeshouldbedisplayedwiththedateinstartandfinishcolumnsbyselectingFILE,Options,_Generaltab,ProjectViewsectionandselectinganappropriatedateformat.

2.9FinishVarianceCalculation❖ TheFinishVarianceisthedifferencebetweentheEarlyFinishandBaseline

Finish.

❖ VariancesarecalculatedontheTaskCalendar.

ThepicturebelowshowstwomilestonesthathavetheirBaselinessetandhavebeendelayedoneweek:

❖ Themilestoneona5-dayperweekcalendarhasa5-dayvariancewhichisnottheelapsedvariance,and

❖ Themilestoneona7-dayperweekcalendarhasa7-dayvariancewhichistheelapsedvariance.

Note:Whenyouneedtocalculateamilestonevarianceincalendardays,itisbesttoplacethemilestoneona7-dayperweekcalendarwithoutholidaystoensuretheVariancecalculatestheelapsedduration.

3TRICKYSTUFF3.1TaskNamingIssuesItisoftenbestinMicrosoftProjecttomakeallTaskNamesunique,soforexamplewhenyouhaveabuildingwithmanyfloorsandtradeseachTaskNameshouldincludethetradeandfloor.

❖ Thismakesiteasiertounderstandtheschedulewhenafilterhasbeenappliedandtofindpredecessorsandsuccessorsinalargeschedule.

❖ InMicrosoftProject2010,2013and2016thisisevenmoreimportantbecausethetasksarelistedinthepredecessorandsuccessorlistsinalphabeticalorderandnottheorderintheschedule.Soifyouhave20Floorswithaconcreteactivitytitled“Concrete”,thentheseactivitieswillbelistedalltogetherinalistanditwillbedifficulttoknowwhichflooreachconcretetaskbelongstoo.

ThesedescriptionsmaybecreatedinaspreadsheetbyusingtheConcatenatefunction,thepicturebelowdemonstrateshow.Textmaybeaddedbyincludingitindoublequotationmarks:

Asyoucanseebelowthetasksarenowlistedin“Floor”orderinthepredecessorlist.

Note:WheninsertingtheTaskNamecolumnyouwillfinditistitledName.

3.2TaskSplitting3.2.1WhatisSplitting?

SplittingataskputsoneormorebreaksinaTask,leaving:

❖ TheDurationvalueunchangedwithaFixedUnitstaskbuttheelapsed

durationisincreased,

❖ TheDurationvaluechangedwithaFixedDurationtasktoequaltheelapsedduration,and

❖ Resourcesassignedtoasplittaskarenotassignedworkduringthesplits:

InthepictureabloveyouwillseethatWorkisnotscheduledduringthesplit.

3.2.2SplittingaTaskManually

Tosplitataskmanually,

❖ Left-clickonthe SplitTaskbuttonlocatedontheTASKtoolbar,Schedulesection,

❖ TheSplitTask:boxwillappear,❖ ClickonthepointontheGanttChartbarwherethesplitistobemadeand

click.

❖ Thendragthetask:

Thefinishandstartdatesandtimesofeachsplitarenotavailablethroughtheuserinterface.

3.2.3SplittingIn-progressTasks

WhentheSplitin-progresstasksoptionisenabledintheFILE,Options,Scheduleform,ataskwillSplitautomaticallywhenataskcommencesbeforeitspredecessorfinishes.

Note:ThisfunctionissimilartothePrimaveraRetainedLogicfunctionandoftenproducesunwantedNegativeSlack.

3.2.4RemovingaBarSplit

Asplitisremovedby:

❖ Amanuallycreatedsplitisremovedbydraggingthesplitpartbackwiththemouse.

❖ AnautomaticallycreatedsplitisremovedbyTurningoffSplitin-progresstasksintheFILE,Options,Scheduleform.

Notes:

❖ YouthereforeneedtopaycarefulattentiontoanywarningmessagesMicrosoftProjectpresents,ifyouhavenotswitchedthewarningmessagesoff.

❖ SometimesatailofdotsisleftafterthesplithasbeenremovedfromaFixedDurationtask.Thisistheresultofasplitattheendofatask,thistailhastobedraggedbacktothefinishofthetaskandthentheDurationresetforthetasktocalculatecorrectly:

AlsoyoumayreceiveasplitatthestartofataskwhentheFILE,Options,Schedule,Splitin-progressoptionisselectedandanActualStartDateissetearlierthanthepredecessorfinish.Topreventthiseither:

❖ TurnoffAutomaticschedulingbeforeupdatingthetask,thenpressF9torecalculatethescheduleor

❖ SettheActualDurationbeforeenteringtheActualStart.

3.2.5HidingaBarSplit

Eventhoughthetaskhasbeensplit,barsplitsmaybehiddenby:

❖ SelectingFORMAT,Format,LayouttoopentheLayoutformand❖ UnchecktheShowbarsplits.

❖ The10-dayFixedUnitsactivitybelowhasasplitwithanelapseddurationof17days:

❖ The10-dayactivitybelowhasahiddensplitandanelapseddurationof17days,whichmaybemisleading:

3.3DeadlineDateMicrosoftProjectdoesnotallowsettingtwotaskconstraints;exceptinthecaseofaDeadlineDate.

❖ ADeadlineDateissetintheTaskInformationformAdvancedtaborintheDeadlineDatecolumn.

❖ DeadlineDateallowsthesettingofadatebywhichataskshouldbecompleted.

❖ ADeadlineDateissimilartoplacingaFinishNoLaterThanconstraintandaffectsthecalculationoftheLateFinishdateandfloatoftheactivity.

❖ AconstraintsuchasanEarlyStartconstraintmayalsobeassignedtoataskwithaDeadlineDate.

❖ TheDeadlineDatemaybedisplayedasacolumnandappearsonthebarchartasadownarrow .

❖ AnIndicatoricon isplacedintheIndicatorcolumnwhentheDeadlineDatecreatesNegativeFloat(Slack).

❖ ThepicturebelowshowhowaDeadlineDateisdisplayed,thisallowsthedatetobechangedbydraggingtheiconintheGanttchart.

❖ ItalsodisplayshowNegativeFloatiscalculatedwhentheDeadlineDateissetbeforetheTaskEarlyFinish.

3.4NegativeandFreeFloatBarsTherearesomeissueswiththedefaultMicrosoftProject2016and2013barformatting:

❖ BydefaultMicrosoftprojectonlydisplaystheFreeFloatBarwiththeFORMAT,BarStylesgroup,SlackbuttonnottheTotalFloatBarthatwouldnormallybeexpected.

❖ AlsotheNegativeFloatBarisnotautomaticallydisplayedbyanyMicrosoftProjectfunction,norisitincludedinanystandardView.

Thesearetwoofthemostimportantbarstoshowwhenaprojectfinishdatehasbeensetusingaconstraintandthesebarsmustalwaysbemanuallycreated.

❖ NegativeFloatisgeneratedwhentheLatedateiscalculatedearlierthantheEarlydateandrepresentstheamountoftimethattheschedulemustcatchuporhowmuchearlieraprojectmuststarttofinishontime.SettingaLateconstraintorDeadlinedateearlierthanthecalculatedEarlyFinishdatenormallycausesNegativeFloat.

❖ FreeFloatistheamountoftimeataskmaybedelayedwithoutdelayingasuccessortask.

ThesetwobarswillhavetobeaddedmanuallyusingtheBarStyleformby:

❖ SelectingFORMAT,BarStyles,Formatdropdownbox,BarStylesordouble-clickanywhereintheGanttChartareaexceptonanexistingbar(thiswillopentheFormatBarformandnottheBarStylesform)toformatanindividualbar.

❖ Thenaddtheadditionalbarsasindicatedbelow:

Note:Unlikesomeothersoftware,theNegativeFloatisdrawnfromtheStartDateofataskandnottheFinishDate.ThereforeonebarisrequiredforNegativeFloatandoneforPositiveFloat.

Therearesomeoptionstopermanentlyresolvethislackofformattingfunctionality:

❖ YoumaywishtoconsiderrecordingamacrotocreatethebarsandthiscanberunwhenaTotalFloatandNegativeFloatbarisrequired.

❖ YoucouldcreateaViewwiththesebars,saveyourowntemplatewiththisviewandthenusethetemplatetocreateallnewprojects.

❖ TheauthorhasfoundthattheseadditionalbarsproduceabetterpresentationanddonotinterferewiththedrawingofrelationshipswhencreatedatthebottomofthelistintheBarStylesform.

❖ YoumayalsodownloadanEastwoodHarrisMicrosoftProject2016and2013templateprojectfromtheEastwoodHarriswebsiteatwww.eh.com.au,Software&Downloadspage.ThishasaninbuiltViewwhichdisplaysboththeTotalandNegativeFloatbars.AlsootherissueswithMicrosoftProject

2016and2013havebeenresolvedandarecoveredinthetemplatedescriptiononthewebsite

3.5WhereistheGantChartWizard?TheGanttChartWizardwasthemainmethodofformattingthebarsinMicrosoftProject2007andearlier.

ItisstillavailableinMicrosoftProject2016,2013and2010andmaybeaccessedbyadding icontotheRibbonorQuickAccesstoolbar.

TheGanttChartWizardshouldonlybeusedtoformatprojectscreatedwithMicrosoftProject2007andearlier.IfitisusedtoformatprojectscreatedwithMicrosoftProject2016or2013or2010thensomestrangethingshappenliketheBaselinebarscoverupthecurrentscheduleSummarybars.

3.6AsLateAsPossibleConstraintThisconstraintmustbeusedwithcautionasitconsumesTotalFloat(Slack)andthereforedelaysallsuccessoractivities;itdoesnotjustdelaythetaskthattheconstraintisappliedto.

❖ AllTasksinthepicturebelowhaveTotalFloat:

❖ WhenTaskCismadeAsLateAsPossiblethenTaskBdevelopsFreeFloat:

❖ WhenTaskCismadeAsSoonAsPossibleandTaskAismadeAsLateAsPossiblethenTaskAconsumesallavailableTotalFloatanddelaysallthesuccessors:

Note:SomesoftwarepackagesofferaZeroTotalFloatfunction,whichallowsactivitiestobedelayedandconsumeFreeFloatwithoutdelayinganysuccessor

activities.

AStarttoFinishrelationshipwilldragasuccessorinfrontofitandactlikeaZeroFloatconstraint,buttheuseofthisrelationshipisusuallyconsideredbadpractice.

ThePrimaveraAsLateAsPossibleconstraintiscalculatesasaZeroFreeandnotasaMicrosoftProjectAsLateAsPossibleconstraint.

4INTERESTINGFEATURES4.1WildcardFiltersforTextSearchingTheWildcardfunctionsaresimilartotheDOSWildcardfunctionsandaremainlyusedforfilteringtext:

❖ Youmayreplaceasinglecharacterwitha“?”.Thus,afiltersearchingforawordcontaining“b?t”willdisplaywordslike“bat”,“bit”and“but.”

❖ Thefunctionisnotcasesensitive.

❖ Youmayreplaceagroupofcharacterswithan“*”.Thus,afiltersearchingforawordcontaining“b*t”willdisplay“blot”,“blight”and“but.”

Note:FortheWildcardfunctiontooperatethe“equals”Testmustbeused.Thisfunctiondoesnotworkwiththe“contains”andinthismode“equals”worksasa“contains”operand,seethepicturebelow.

❖ NAallowstheselectionofablankvalue.ThefilterbelowdisplaystaskswithouteitheraBaselineStartorBaselineFinishdate:

4.2InteractiveFiltersThesefiltersallowyoutoenterarangeofValuesafterapplyingthefilter.Thusfilteristailoredeachtimeitisappliedviaauser-prompt.Thefilterbelowwillaskyoutoenterarangeofdates.ThisfilterisveryusefultolookatatimesliceofactivitiesandwouldbeusedtocreateaLookAheadfilterwhenupdatingaschedule.

Forthisfunctiontooperateproperly,thetextintheValue(s)fieldmustcommencewithadoublequoteandendwithadoublequoteandquestionmark,e.g.theformatshouldbe“Question”?.Thetextisuserdefinedandmaybeanyrelevant

4.3AutoFiltersAutoFiltersareturnedonbyclickingonthe button.Theymaybeusedto:

❖ FilteringtasksbyeitherusingthecheckboxesinthelowersectionorselectingfromtheoptionsundertheFiltersoption

❖ Sortisusedtosortonaselecteddataitem,butthisalsojumblesuptheSummaryTasks,

❖ GroupisusedtoGrouptasksbytheselectdatafield.Thisonlyallowsasinglelevelofgrouping.UsetheGroupby:functionifthetasksaregroupedbymorethanonefield.

ThepicturebelowdisplayssomeoftheoptionsfoundwithAutoFiltersfunction:

Note:AutoFilterswillalwaysshowSummaryTasks.

4.4SelectingDatesTherewasaslickwayofselectingdatesindatefieldsin2000to2003byscrollingthroughdays,monthsandyearsbutthisfunctionwaseliminatedin2007andtherewerenoimprovementsinversions2010,2013or2016.

In2010,2013and2016acalendarformisdisplayedbyclickingonadatecellwiththemousepointer:

❖ Tochangetheday,clickontherequiredday.

❖ Toselecttoday’sdate,clickonthe button.

❖ Tochangethemonthand/oryear;scrollamonthatatimebyclickingonthearrowsonthetopleft-handortopright-handsideoftheform;

Note:Whenadateisselectedfromacolumn,MicrosoftProjectwillsetaconstraintwithoutinformingtheuser.Thismayresultinunintentionallysettingaconstraint.

4.5UnderstandingStartandFinishMilestonesAMilestoneiscreatedbyassigningataskazeroduration:

❖ AMilestoneisaStartMilestonewhenithasnopredecessors,seeTask1below.

❖ AStartMilestoneisattheStartofaTimePeriod,forexample,8:00am,seeTask1below.

❖ AMilestoneisaFinishMilestoneifithasoneormorepredecessors,seeTask3and5below.

❖ AFinishMilestoneisattheEndofaTimePeriod,forexample,5:00pm,seeTask3and5below.

❖ AtaskmayalsobemadetolooklikeaMilestonebycheckingtheMarkasamilestoneintheTaskInformationformAdvancedtab,seeTask2below.

❖ ThetaskmadetolooklikeaMilestonemaybesettodisplayattheStartorFinishoftheTasksbyeditingtheFromandTofieldsofMilestonesintheBarStylesform:

Note:Unlikesomeotherschedulingsoftwareitisnotpossiblefortheuserto

assignaMilestoneaseitheraStartorFinishMilestoneinMicrosoftProject.AlsoensureyourMilestonedescriptionmatchesthepurposeoftheMilestone;forexampleaFinishMilestonewouldhave“Completed”inthedescription.

4.6ConvertingaFinishMilestoneintoaStartMilestoneSometimesitisimportanttohaveaStartMilestonethathasapredecessor.Forexample,Task5inthepicturebelowmayberequiredonFridaymorningnotThursdayafternoon:

Oneworkaroundtoachievethis:

❖ AssignashortdurationtotheStartMilestone.Thedurationisnotimportant,say1min.

❖ ChecktheMarkasaMilestoneintheGeneraltaboftheTaskInformationform.

❖ EnsureallsuccessorsoftheStartMilestoneareStarttoStart,otherwiseallsuccessorswillspan1daylongerthantheirassignedduration:

WithoutaStarttoStartsuccessor:

WithaStarttoStartsuccessor:

4.7CreatingaHammockoraLEOTaskAHammockorLevelOfEffort(LOE)taskisdefinedasataskthatspansbetweentwotasksormilestonesandwillchangeindurationwheneitherofthe

drivingdateschange.

ThisisnotaSummaryTaskcreatedbyOutliningandisnotaMicrosoftProjectfunctionbutonemaybecreatedby:

❖ AssigningaTaskTypethatmustnotbeFixedDurationotherwisethedurationwillnotchange,

❖ ArelationshipiscreatedbetweenStartdateofthedrivingStartmilestoneorTaskandHammockStartdateusingtheCopyCell…andPasteSpecial…,PasteLink…linkcommand,

❖ ThenarelationshipiscreatedbetweenFinishdateofthedrivingFinishMilestoneorTaskandHammockFinishdateusingtheCopyCell…andEdit,PasteSpecial…,PasteLink…command.

❖ AseitheroftheDrivingmilestonesortasksismovedtheHammockwillrecalculateitsduration.

❖ InthepictureabovetherehasbeenalinkcreatedbetweentheStartdatesofTask2andTask1andtheFinishdatesofTask3andTask1.

Note:Alinkedcellhastriangleinthebottomrighthandcorner:

4.8ElapsedDurations,LeadsandLags4.8.1ElapsedDurations

IfyouassignataskanElapsedduration,thetaskwillignoreallcalendarsandwillbescheduled24hoursadayand7daysperweek.Toenteranelapsedduration,typean“e”betweenthedurationandunits.

❖ Thisisusefulfortaskssuchascuringconcreteorcomputerprocessesrunning24hoursperday.

❖ TheTotalFloatwillcalculateapproximatelythreetimeslongerthanataskonan8-hourperdaycalendar(dependingonthelengthofthelunchbreak)andthismaybemisleading.

Theexamplebelowshowsthedifferencebetweena7-ElapsedDaytaskanda7-

daytaskonaStandard(5-dayperweek)calendar.

4.8.2FloatonTaskswithElapsedDurations

TheFloatonElapsedDurationtasksiscalculatedona24-hourperdaycalendarandwillbedifferentthanataskonan8-hourperdaycalendar:

4.8.3ElapsedLeadsandLags

Anelapsedleadorlagmayalsobeassignedtorelationshipsandthesealsoignoreallcalendars:

4.9EstablishingTwoRelationshipsbetweenTwoTasksSometimesitisdesirabletoputtworelationshipsbetweentwoactivities,forexample,aStarttoStartandaFinishtoFinish.Thisisoftenreferredtoas“LadderScheduling”.ItisnotpossibletoputtworelationshipsbetweentwotasksinMicrosoftProjectunlessaMilestoneisinsertedintheloop:

Note:Task3intheupperpictureabovehasbeendraggedAsLateAsPossiblebytheFinishtoFinishrelationship.

4.10LadderschedulingLargenegativelagsarenormallyunacceptableandLadderSchedulingisusedtolinkasetoftasksthathavesubstantialoverlap,suchaspipelayingoperations.

Mostproductsallowmultiplerelationshipsbetweentwotasks,aspertheP6examplebelow,wherethetasksarelinkedusingtworelationships,aSS+3dandaFF+3d:

MicrosoftProjectdoesnotallowtworelationshipsbetweentasks.LadderSchedulingmaybeachievedby:

❖ CommencingachainwithaStartMilestone,

❖ ConnecttheStartMilestonetoeachtaskwithaStarttoStartplustheappropriatelagand

❖ ConnecteachtasktotheirsuccessorwithaFinishtoFinishrelationshipplustheappropriatelag:

4.11%LagsAPercentageLag,orNegativeLag,increasestheLagdurationasthepredecessordurationincreases:

ThelagdurationiscalculatedontheSuccessorCalendar.Whenthesuccessortaskischangedfroman8-hourperdaycalendartoa24-hourperdaycalendar,theelapseddurationofthesuccessorisreduced,aswellastheelapseddurationofthelag.NowtheFloatiscalculatedona24-hourperdaybasis.Thingsgetabittrickyhere!

Note:MicrosoftProject2000calculatesthelagontheProjectCalendar.

4.12TracingLogicItsometimegetquitehardtotracelogicinacomplexprojectwithrelationships

flyingupanddownaGanttChart.

Therearesometoolsyoumayconsiderusingtoresolvetheseissuesincluding:

❖ TaskDrivers❖ RelationshipDiagramand

❖ TaskPath4.12.1TaskDriversandTaskInspector

ADrivingRelationshipisthepredecessorthatdeterminestheEarlyStartofanon-criticaltaskthathastwopredecessorswhichhavedifferentfinishdates.

MicrosoftProject2000–2003doesnotidentifythedifferencebetweenDrivingandNon-drivingRelationships,whichoftenmakesanalyzingascheduledifficult.IntheseearlierversionsofMicrosoftProject,thesimplestwaytodeterminethedrivingrelationshipfortasksnotonthecriticalpathandwithmorethanonepredecessorwastodeletetherelationshipsuntilthetaskmoved.

MicrosoftProject2007introducedaTaskDriversformthatindicatesthedrivingpredecessorandwhethertheschedulehasbeenResourceLeveled.Italsodisplaystheeffectsofleveling.ThiswasrenamedTaskInspectorinMicrosoftProject2013.

InMicrosoftProject2013and2016,gotoTASK,TasksgroupandfromthedropdownmenucontainedinInspect,select toopentheTaskInspectorpane,whichdisplaysinformationasinthepicturebelow:

InordertoseetheDrivingPredecessorsand/orDrivingSuccessors,clickonthe TaskPathiconlocatedintheFormattoolbar:

4.12.2TracingtheLogic

AnothermethodtotracethelogicistodisplaytheBarChartintheTopPaneandtheRelationshipDiagramintheBottomPane.ScrollupanddownintheGanttCharttoidentifythepredecessorsandsuccessors:

AnothermethodistodisplaytheRelationshipDiagramintheTopPaneandtheTaskFormintheBottomPane.ClickonthepredecessorsorsuccessorsintheRelationshipDiagramtofollowthelogic:

4.12.3TaskPath

MicrosoftProject2013introducedafunctiontitledTaskPathfoundbyselectingFORMAT,BarStyles,TaskPathandselectingoneoftheoptions:

Thisfunctionwillhighlightthetasksthatmatchthecriteriainthecolorsindicatedinthemenu.

5MAKINGITLOOKRIGHT5.1DateFormatDangersThereisoftenconfusiononinternationalprojectsbetweenthenumericalUSdatestyle(mmddyy)andthenumericalEuropeandatestyle(ddmmyy).Forexample,intheUnitedStates020719isreadas07Feb‘19,andinmanyothercountriesas02Jul‘19.Consideradoptingtheddmmmyystyle,06Jan’09ormmmddyystyle,Jan06’09toavoidexpensivelitigationwhendatesaremisunderstood.

SelectFILE,OptionstodisplaytheOptionsformandselecttheGeneraltabDateformat::

Thisoptionselectsthedisplaystyleofthedatesforallprojects.Thedateformatoptionsavailablewillbedependentonyoursystemdefaultsettings.YoumayadjustyoursystemdateformatundertheControlPanel,RegionalandLanguageOptions.

5.2PreventingtheDateFormatfromChangingonOtherComputers

ThedateformatselectedintheFILE,Options,_Generaltabappliestoallprojectsopenedononecomputer.Someprojectsmayberequiredtodisplaythedayandtimeformatandothersdayandmonth,soyouhavetokeepchangingtheformateachtimeyouopenadifferentproject.

Ifyouareinthissituation,youmayoverridethedateformatselectedintheFILE,

Options,GeneraltabbyadateformatselectedinaVIEW,Data,Tables,MoreTables…form:

Eachprojectcouldhaveitsownsetoftablesallwiththeirownproject-specificdateformat.

Whenyousendthisprojecttosomeoneelse,theywillhaveabetterchanceofseeingthesamedateformatasyouespeciallyiftheirControlPanel,RegionalandLanguageOptionsarethesameasyours.

5.3TheSmartWaytoCreateViewsASingleGanttChartViewismadefromaGanttScreenandincludesaTable,anoptionalGroupandanoptionalFilter.AViewalsoholdstheBarformattingandPrintsettings.

IfyourprojectrequiresmultiplebutsimilarViews,forexample,headersandfootersmayneedtocontainthesameprintsettingsandbarformattingconsistent,thenthefollowingprocessisrecommended:

❖ EachViewshouldhaveauniquename.ThisnameshouldbeusedfortheTable,GroupandFilternamesassociatedwiththeView,soeachviewhasitsownuniqueTable,FilterandGroupwiththesamename.

❖ CreatetheTables,FiltersandGroupsforeachView.

❖ CreatethefirstViewandmakesuretheBarformattingandthePrintsettingsarecorrect.

❖ TheuniquelynamedTables,GroupsandFiltersshouldnotbedisplayedinthemenustoavoidtheirinadvertentapplicationandcorruption.

❖ TheprintpreviewHeader,FooterandLegendshouldreadallthetextdatafromtheFILE,Info,ProjectInformation,AdvancedPropertiesform.ThusachangetotheheaderorfootertextcanbemadeinoneplaceforallViews,theFILE,Info,ProjectInformation,AdvancedPropertiesform.

❖ EnsurethatyouhavehiddenallthebarsthatyoudonotwantdisplayedintheLegend,byplacingan“*”infrontofthebarnameintheBarsform.SeePara6.5.

❖ CreatenewViewsbycopyingthefirstViewonlyafterithasbeenchecked,double-checked,andcheckedagain.

5.4BarFormattingSelectFORMAT,Format,LayouttoopentheLayoutform,whichhassomeinterestingfeatures:

5.4.1BarDateFormat

TheBarDateformatoptionsetstheformatfordatesdisplayedonbarsonly.

Theoptiontodisplaydateson:

❖ OneormoreselectedbarsismadeusingtheFORMAT,BarStyles,Format,Baror

❖ OnallbarswiththeFORMAT,BarStyles,Format,BarStylesform.

5.4.2BarHeights

TheBarheight:optionsetstheheightofallthebars.

Individualbarsmaybeassigneddifferentheightsbyselectingabarshapeinthestylesform.

5.4.3AlwaysRollUpGanttBars

AlwaysrollupGanttbarsandHiderollupbarswhensummaryexpandedworksasfollows:

❖ Tasksbeforerollup:

❖ TaskswithAlwaysrollupGanttbarscheckedandHiderollupbarswhensummaryexpandedunchecked,resultsinbothSummaryandDetailedtasksdisplayedintheBarChartwhenrolledup:

❖ TaskswithbothAlwaysrollupGanttbarsandHiderollupbarswhensummaryexpandedchecked,resultsintheSummaryTaskbarbeinghiddenwhentheNonSummaryTasksarerolledup:

❖ AnindividualbarmayberolleduptoasummarytaskusingtheRollupoptionintheTaskInformationform,GeneraltabwhenAlwaysrollupGanttbarsoptionsareunchecked.

5.4.4RoundBarstoWholeDays

TheRoundbarstowholedays:isusedtomakeiteasiertoseeshortdurationbarsonalongdurationschedule:

❖ Whenthisoptionisunchecked,thelengthofthetaskwillbeshowninproportiontothetotalnumberofhoursworkedperdayoverthe24-hourtimespan.Forexample,an8-hourworkingdurationbarisshownbelow:

❖ Whenthisoptionischecked,thetaskbarisoftendisplayedandspannedoverthewholedayirrespectiveofcalendarworkingtime:

5.5PuttingTextonBarsTextmaybeplacedonallbarsusingtheFORMAT,BarStyles,Format,BarformorselectedbarsusingtheFORMAT,BarStyles,Format,BarStylesformandtheFontSizeisspecifiedintheTextStylesform.

Note:ThelengthoftheBarChartmaybereducedbyplacingthetextontopofthebarinsteadoftheend:

5.6FormatColorsColorsareformattedinanumberofforms:

❖ NonworkingtimecolorsintheGanttChartareformattedintheTimescaleform;double-clickonthetimescale.

❖ TextcolorsareformattedintheFORMAT,Format,TextStylesandFontforms.

❖ GridlinecolorsareformattedintheFORMAT,Format,Gridlinesform.❖ HyperlinkcolorsareformattedunderFILE,Options,Advancedtab.❖ TimescaleandColumnHeadercolorsareformattedwiththesystemcolor

schemeselectedfromtheFILE,Options,General,OfficeTheme.❖ TheLogicLines,alsoknownasDependencies,Relationships,orLinks,

inherittheircolorfromthepredecessor’sbarcolorintheGanttChartviewandmaybeformattedintheNetworkDiagramviewbyselectingFORMAT,Format,Layoutform.

5.7HowtoStopTextWrappingManypeoplegetfrustratedwiththewayMicrosoftProjectseemstowraptextwithoutwarningwhencolumnsareadjustedinwidthandclickingontheWrapText buttondoesnotsolvetheproblem.

ThefieldthatcontrolsthewrappingoftextistheTextWrappingfieldfoundintheVIEW,Data,Tables,MoreTablesformandselectingaTabletoedit:

TostopALLTextWrappingyoueither:

❖ OpentheTablesformandsetallcolumnstoNointheTextWrappingfield,or❖ IfyouwishtousetheWrapText buttonthenyoumustselectthecolumn

first,thenclickontheWrapText buttonandthereadjusttherowheightsbyselectingtheSelectAllbuttonandadjustingonerow.

5.8DisplayTaskswithoutSuccessorsasCriticalNormallyataskthatdoesnothavesuccessorswilldisplayFloat,aspertask4below:

❖ SelecttheFILE,Options,Advancedtab,Calculationoptionsforthisproject:section,

❖ ChecktheCalculatemultiplecriticalpathsboxandthentasks:WithoutsuccessorswillhavetheirLatedatessettoequaltheirEarlydatesandwillbecalculatedwithzeroTotalFloat(Slack),

Displayedascriticalinthebarchartand

AreindicatedcriticalintheCriticalcolumn.

Youmightconsiderusingthisfunctionwhen:

❖ YouwouldliketodisplayMultipleCriticalPaths.Thishappensinaschedulewithseveralareasofseparablepartsandyouwishtodisplaythecriticalpathforeacharea.

❖ Youhavefewornorelationshipsinthescheduleandyouwanttofoolpeopleintothinkingthatyouhavecreatedaschedulewherealltasksareonthecriticalpath.Inthissituation,don’tforgettohidetheIndicators,PredecessorandSuccessorcolumns!

5.9PreventingDescriptionsfromIndentingWhenaprojecthasanumberofSummaryTasklevelsandthetaskdescriptionsarelongthentheTaskNamecolumnmayhavetobewidenedtodisplaythefulldescription:

TopreventtheTaskNamefromindentingselecttheFILE,Options,QuickAccessToolbartab,Choosecommandsfrom:Allcommands,selecttheIndentNameoptionandpressAdd.GotothequickaccesstoolbarandunchecktheboxforIndentname:

Note:SmallindentsmaybecreatedbytypingspacesatthestartoftheTaskNames.

5.10ReducingColumnWidthsItisusefultoreducethewidthofcolumnssomoredatamaybedisplayedonscreenandinprintouts.Thereareseveralwaystoreducecolumnwidths:

❖ TopreventtheTaskNamefromindenting,gototheQuickAccessToolbarandunchecktheIndentnameoption.Refertopara5.9forinstructionsonhowtoaddthiscommand.

❖ ToreducethewidthoftheDurationcolumn,selecttheFILE,Options,AdvancedtabandunderDisplayoptionsforthisproject:

Minutes:,Hours:,Days:,Weeks:,Months:,Years:–Fromthedrop-downboxes,selectyourpreferreddesignatorsfortheseunits.Change“days”to“d”and“hr”to“h”tomakethedurationcolumnsnarrower.

Addspacebeforelabel–Placesaspacebetweenthevalueandthelabel;uncheckthistomakedurationcolumnsnarrower.

ChangethecolumntitlefromDurationtoDur:

❖ ChangethedateformattoashorterformatintheFILE,Options,Generaltab.

5.11HowtoDisplayaTaskIDthatWillNotChangeOnefrustratingpartofusingMicrosoftProjectisthattheTaskIDisnotuniqueandasnewtasksareinsertedthentheIDchanges.TheTaskIDisthereforeaLineNumber.TheUniqueIDfieldhelpsresolvethisissue,whichisoftenveryimportantindisputeresolution.EachtaskisassignedaUniqueIDwhenitiscreated.Thisnumberisnotusedagainintheschedule,evenifthetaskisdeleted.

TherearetwoothercolumnsthatmaybeusedtoeditanddisplayrelationshipsusingtheUniqueID:

❖ TheUniqueIDPredecessor,and❖ TheUniqueIDSuccessor.

TheTaskUniqueIDallowsuserstoidentifyeasilywhichactivitieshavebeenaddedordeletedorwhenarevisedschedulehasbeensubmitted.

Ontheotherhand,ifonewantstoresettheUniqueID,orhidetheadditionordeletionoftasks,thencreateanewschedule,transferthecalendars,etc.withOrganizer,andcopyandpasteallthetasksintothenewscheduleafterexportingtheResourcesandCalendars.

Notes:

CutandPastingTaskwillalsochangetheirUniqueIDs.

ThereisalsoauniqueResourceIDandaResourceAssignmentUniqueID.

5.12HidingTaskInformationSometimesitisdesirabletohidesomeinformationinabarorcellaboutaspecifictask.

5.12.1HidingBars

Tohideabar:

❖ OpenTaskInformationfromtheGeneraltab,and

❖ ChecktheHidebaroption.5.12.2HidingText

Tohidetextinoneormorecells:

❖ Selectthecells,

❖ RightClickandusetheTextStylesfunctiontomaketheTextcolorthesamecolorastheBackground,usuallywhite.

5.12.3MarkingTasksInactive

ToinactivefunctionfoundontheTaskInformationform,GeneraltabinProfessionalversionsonlymakesataskinactive:

❖ Thisallowsyoutoeffectivelyremoveataskfromtheschedulecalculations,

❖ ThepicturesbelowshowthebeforeandaftermakingataskInactive:

Note:ThisisusefultoshowscopebeingremovedfromaprojectbutmaintainavisiblehistoryandonlyavailableintheProfessionalVersionsandnotStandardVersions.

5.13AnchoraVerticalLinetoaMilestoneItisoftenusefultohaveaverticallineontheBarCharttoshowtheendofaPhaseorStagethatwillmoveastheprojectisrescheduled.

❖ InsertaverticallineontheBarChartusingtheFORMAT,Drawings,Drawingfunction.

❖ SelecttheLineoptionanddrawitonthescreen.

ToattachtheverticallinetoaTasksoitmoveswhenthetaskmoves:

❖ Double-clickontheverticallinetoopentheFormatDrawingform,❖ SelecttheSize&PositiontabandselecttheTaskIDtoattachthelineand

therelativepositiontothebar:

5.14ZoomSliderDangersTheZoomSliderwasintroducedwithMicrosoftProject2010andreplacedtheView,Zoom…function.Thismaybefoundatthebottomright-handsideofthescreenandprovidesasimplewayofscalingthetimescaleintheGanttChartandallothertimescaledviewssuchastheCalendar,UsageandNetworkDiagramView.

Thisfunctionworksdifferentlytootherschedulingsoftwareinthatitchangesthescaleandthedisplayedtimeunitsatthesametimeandmayresultinsomeundesirabletimeunitsbeingdisplayed,suchas3and11daytimeintervals.

Oncethisfunctionisused,youroriginaltimescaledateformattingwillbelostandmayonlyberecoveredwithundoasthisfunctionappliesitsownformattingsuchasdateformats.

Theauthorhasfoundthatmorepredictableresultsareachievedbyusingthetraditional ZoomInandZoomOutfunctionswhichmaybeaddedtotheQuickAccessToolbar.

Note:YoumaywishtoremovetheZoomSliderfromtheStatusbaratthebottomonthescreen.

5.15WhyistheNon-workingTimeDisplayedIncorrectly?TheTimescaleformprovidesanumberofoptionsfortimescaledisplayincludingtheshadingofNonworkingtime.

ToopentheTimescaleformDouble-clickonthetimescale.TheNonworkingtimetaballowsyoutoformathowthenonworkingtimeisdisplayed.Youmayselectonlyonecalendar.Thenonworkingtimemaybepresentedasshadingbehindthebars,infrontofthebarsorhidden.

Notes:

BydefaultthisissettotheStandardCalendarforeachviewanddoesnotchangewhentheProjectDefaultCalendarischanged.

ThereforeifyouchangetheProjectBasecalendarintheProjectInformationandyouwishtoseethisnewcalendarinallviews,thenyouwillhavetoeditalltheviews.

5.16DisplayinganS-CurveAsingleS-CurvemaybecreatedgraphicallyanddisplayedbyMicrosoftProjectby:

❖ DisplayingtheResourceSheetinthetoppaneandselectingalltheresources,

❖ TheResourceGraphinthebottompane,❖ Right-clickinganddisplayingtheCumulativeCosts,and❖ Right-clicking,openingtheBarStyles…formandformattingasshownbelow:

WhenmorethanoneS-CurveisrequiredthenitissuggestedthatthedatashouldbeexportedtoExcelwiththeREPORTtoolbar,VisualReportsbutton andgraphedoryoucouldconsiderusingaproductlikeDecisionEdge.

5.17DisplayingCumulativeHistogramThismaybeachievedinasimilarwayasanS-Curveby:

❖ SelectingCumulativeWorkand❖ SelectingtheBaroptionintheBarStyles…formunderTotalallocatedwork

forSelectedresources.

5.18DisplayingaProjectSummaryTaskAProjectSummaryTaskmaybedisplayedbycheckingtheShowprojectsummarytaskboxfromtheFILE,Options,Advancedtab,Displayoptionsforthisproject:section.

❖ Thistaskspansfromthefirsttothelasttaskintheprojectandis,ineffect,abuilt-inLevel0OutlineLevelTask.

❖ TheProjectSummaryTaskdescriptionislinkedtotheProjectTitleintheFILE,ProjectInformation,AdvancedPropertiesform.

❖ AProjectSummaryTaskisavirtualtaskandmaynotbeassignedresources,relationshipsorconstraints.

Note:UnfortunatelyinlaterversionstheProjectTitleinPropertiesformislinkedtothefilenametheprojectissavedwithandthislinkmaynotbebroken,sotheProjectSummarytaskisalwaysthesameastheFileName.

6GETTINGITOUT-PRINTING6.1PrintingtoOnePageWidePrintinginMicrosoftProjecthasalwaysbeenalittleproblematicandrequiresalittlepatiencetogetright,butthefollowingsuggestionsmayassist:

❖ CreateViewsthatarejustusedforprintingandoncetheyworkdonoteditthemorusethemforday-to-daymaintenanceoftheschedule.

❖ Ifyouwishtofitascheduletoonepagewideitisusuallybesttomakesurethatmostoftheschedulefitsontothescreen,oratleastthatthecolumnsandbarseachdonotoccupymorethan2/3ofatypicalalaptopscreen.

❖ TryprintingtoapdfwriterwithanA3or11”x17”papersizeandthenreducethepapersizewhenprintingtoanA4orLetterpapersize.

Toreducethewidthofcolumns,asdiscussedearlier:

❖ Selectanarrowdateformat,

❖ SelecttheFILE,Options,Edittabandselectanarrowformatforthedurations;forexample,use“d”andnot“days”.

❖ SelecttheFILE,Options,AdvancedtabandunchecktheAddspacebeforelabeloption.Thiswillremovethespacebetweenthedurationvalueandunits.

❖ ConsiderincreasingtherowheightsotheTaskNamecolumnwidthmaybereducedandtextdisplayedontwoormorelines.

6.2PrintingaDateRangeAdaterangemaybeselectedfromthePrintform.InearlierversionsofMicrosoftProject,thishadtobeselectedfromtheFilemenu,butinlaterversionsthesedatesmaybeeditedbyselectingPrintfromthePrintPreviewform.

ThesedatesaresavedwiththeViewsoyoumaywishtoconsidercreatingaviewforeachdaterange.

Inaddition,afiltermaybecreatedtoremovetasksthatarenotinthedaterangetobeprinted.

6.3PrintingaGanttChartandResourceGraphorUsageTableonOnePage

MicrosoftProjectallowsthedisplayofaGanttChartintheTopPaneandaResourceGraphorUsageTableinthebottompanebutdoesnotprintthetwopanesinoneprintout.

❖ Oneoptionistoprintbothreportstoapdfwriterandthenusethepdfsoftwaretocreateonefilewithbothpages.TheGanttChartandTableorHistogramwillnotbeonthesamepagebutwillbeonereport.ProgramslikeAdobeAcrobatenablethis.

❖ AnotheroptionistouseascreencaptureprogramlikeSnagItandcopyboththetopandbottompanetoExcelorWordtocreateacombinedreport.

6.4PrintingtheCalendarItisalwaysusefultobeabletoprintoutthecalendarforpeopletoreviewtheworkinghoursandnon-workperiods.

MicrosofthasremovedtheoldReportsfrom2013andthereforetheabilitytoprint

textWorkingDaysreport,whichlistedtheNonWorkdayshasbeenlost.Theoptionstoprintonlythecalendarare:

❖ Saveyourproject,deletealltasks,displayandprinttheCalendarview,or❖ Downloadathirdpartysoftwarethatwillprintthecalendars,suchasAsta

Powerproject,or

❖ UsingaScreenCaptureprogramlikeSnagitandScreenCapturepicturesoftheCalendar,monthatatime.

6.5HidingUnwantedBarsintheLegendYouwillfindalargenumberofbarsaredisplayedintheLegendwhenprintingandtheseareoftenundesirableinreportsastheyconsumealotofspaceatthebottomofthepage.

TheseshouldnotbedeletedfromtheBarStylesformascertainfunctionssuchasRecurringTasksrelyontheseformatstodisplaythesespecialtaskbarsintheGanttChart.

Tohideabar,typeintheLegendan“*”infrontoftheNameintheBarStylesform.ThesebarswillstillbedisplayedintheGanttChartbutwillnotbedisplayedintheLegendinPrintPreview:

6.6WhathasHappenedtotheManualPageBreaks?TheManualpagebreakscheckbox,whichallowedprintingandignoringmanualpagebreaks,inthePrintformhasbeenremovedfromMicrosoftProject2013and2016.

YouwillneedtoaddtheInsertPageBreak ButtonontheQuickAccessToolbartoaddmanually-insertedbreaksPageBreaks.

7RESOURCEBASICS7.1HowManyResourcesShouldIHave?Aresourcedschedulemaybecreatedforthefollowingpurposes:

❖ Estimating.Thistypeofscheduleisusedforestimatingthecostanddurationofaprojectorpartofaproject,suchasarepeatableprocess.Manyresourcesmaybeassignedtoeachtaskinanestimatingschedulebecauseitisnotintendedtostatustheschedule.

❖ Control.Thistypeofscheduleisusedtomonitorandcontroltheprogressofaproject.Inthissituationthenumberofresourcesshouldbeminimizedasfaraspossible.Thisisbecauseeachresourceassignmentshouldbereviewedandpossiblyupdatedwhenthescheduleisupdated.Updatingalargeschedule,withmanytasksandmanyresourcesassignedtoeachtaskbecomesaverytimeconsumingoperation.Inthissituationtheschedulermaylosesightoftheirprimaryaimofforecastingtheprojectenddate,resourcerequirementandpossiblytheFinalForecastCost.Thescheduleisnowindangerofbecominganexpensivetimerecordingsystemandthusunabletoprovideessentialforecastinformation.Thusthenumberofresourcesinacontrolscheduleshouldbelimitedtothemaximumnumberrequiredtosatisfycontrolandreportingrequirements.

7.2TheBalanceBetweentheNumberofActivitiesandResourcesOnlargeorcomplexschedules,youneedtomaintainabalancebetweenthenumberofactivitiesandthenumberofresourcesthataretobeplannedandtracked.Asageneralrule,themoreactivitiesaschedulehas,thefewerresourcesshouldbecreatedandassignedtotasks.

Whenaschedulehasalargenumberoftasksandalargenumberofresourcesassignedtoeachtask,theschedulermayendupinasituationwhereprojectteammembersareunabletounderstandthescheduleandtheschedulerisunabletomaintaintheschedule.

Youmayconsiderinthissituationusingresourcesthatrepresentskillsortradesinsteadofindividualpeople,andonverylargeprojectsusingcrewsorteams.

Updatingaprojectwithresourcesissubstantiallyharderthanwithoutresources.Thesoftwareishardenoughtousewithoutaddingthecomplexityoflotsofresourcesthatmaynotaddvaluetotheschedule.

Itiscriticaltoentertheminimumnumberofresourcesintoaschedulebecausetheyconsumeasubstantialamountoftimetoupdate.

7.3DurationsandAssignmentsChangeasResourcesareAssigned

MicrosoftProjecthassomecomplexuserdefinablerelationshipsthatdeterminewhichparameterschangewhenresourcesareaddedtotasks.Forexampletheserelationshipsmayresultindurationsorhoursperresourcereducingasresourcesareaddedtotasks.

Thissectionwillexplainhowresourceassignmentscalculateandmakesomesuggestionsonhowtosetupthesoftwaresothetaskscalculatethewayyouexpect.

7.3.1TaskType–FixedDuration,FixedUnits,FixedWork

Usersmustunderstandtherelationshipbetweenthefollowingparameters:

❖ ThetaskDuration,❖ TheWork(thenumberofhoursrequiredtocompleteatask),and❖ TheUnitsperTimePeriod(therateofdoingtheworkornumberofpeople

workingonthetask).

Therelationshipis:

DurationxUnitsperTimePeriod=Work

Forexample,a2-daytaskat8hoursperdayhasaDurationof2x8=16hours.If2peopleareassignedtothetasktheUnitsperTimePeriodis2.00or200%andtheworkis16x2=32hours.

TherearethreeDefaulttasktype:optionsandthedefaultisassignedintheFILE,Options,Scheduletab.EachnewtaskissetwiththisTaskType.ItmaybechangedatanytimeforeachtaskintheTaskTypefieldwhichmaybeaccessedinanumberofplacessuchastheTaskTypecolumnintheTaskform,TaskDetailsformandtheTaskInformationform.

TheDefaulttasktypedecideshowthisrelationshipoperateswhenoneparameterchanges.Theyare:

FixedDurationTheDurationstaysconstantwheneithertheUnitsperTimePeriodorWorkarechanged.

AchangetotheDurationchangestheWork.

FixedUnits

TheUnitsperTimePeriodstayconstantwheneithertheDurationorWorkischanged.

AchangetotheUnitsperTimePeriodchangestheDuration.

Note:Thisistheauthorspreferreddefault.

FixedWork

TheWorkstaysconstantifeitherDurationorUnitsperTimePeriodarechanged.

AchangetotheWorkchangestheDuration.

ThereforeyourestimatewillnotchangewhenyouchangeDurationorUnitsperTimePeriod.

7.3.2EffortdrivenorNonEffortdriven?

TheTaskEffortisthesumoftheWork(hours)ofallWorkTyperesourcesassignedtoatask.TheEffortdrivenoptiondetermineshowtheeffortiscalculatedasresourcesareaddedorremovedfromaFixedUnitsorFixedDurationtask.Therearetwooptions:

Effortdriven

Whenaresourceisaddedorremovedfromatask,theTaskEffortassignedtoataskremainsconstant.ThereforetheWorkofexistingResourcesisreducedwhenanewresourceisassigned.Addingorremovingresourcesfromataskwillleavethetotaleffortassignedtoataskconstant,unlessallresourcesareremovedorachangeismadetotheworkofexistingresourceassignments.

NonEffortdriven

Whenaresourceisaddedtoorremovedfromatask,theResourceEffortorWorkofotherresourcesremainsconstant.Addingordeletingresourcesincreasesordecreasesthetotaltaskeffortandwillnotchangetheeffortofassignedrecourses.

Note:Thisistheauthorspreferreddefault.

Insummary,asyouassignresources:

❖ IfyouwantthetotalnumberofhoursassignedtostayconstantthenmakethetaskEffortdriven.

❖ IfyouwishtoassigneachresourcewithitsownhoursorunitspertimeperiodthenmakethetaskNonEffortdriven.

Note:AFixedWorktaskisautomaticallyEffortdriven.

7.3.3TaskTypeandEffortdrivenOptions

IfyouarenotsurewhichoptiontousethenitisrecommendNonEffortdrivenasadefault.ThisoptionpreventschangestoTaskDurationsand/orexistingResourceassignmentsasResourcesareaddedorremovedfromatask.

❖ SelectFixedUnitsforactivitieswhentheUnitspertimeperiodmuststayconstantaseithertheDurationorWorkischanged.Forexample,acrewof1Excavatorand3TrucksmuststayconstantastheDurationorWorkischanged.

❖ SelectFixedDurationforactivitieswhenthedurationmustnotchangeaseitherresourceUnitspertimeperiodorWorkischanged.

❖ SelectFixedWorkifyouwishtheWorktostayconstantasthedurationischanged.TheTaskwillbemadeEffortdrivenautomaticallywiththeEffortdrivenoptiongrayedout.Forexample,aprogrammerassignedfulltimeforaweekwillhave40hours’work.Whenthedurationisdoubledtoaweek,theprogrammerwillwork50%ofthetimeover2weeksbutstillwork40hours.IfyouassignanotherpersontohelpthenthetotalWorkwillremainat40hoursandtheDurationnotchange.

ThedefaultfornewTasksissetintheFILE,Options,Scheduletab,Schedulingoptionsforthisproject:,select fromthedropdownboxandallnewprojectswillhavetheseastheirdefaultoptions.

7.4AssigningResourcestoTasksTherearemanymethodstoassignresourcestotasks.Insummary,theyare:

❖ Highlightoneormoretasksthatyouwanttoassignresources.ClicktheAssignResourcesicon ontheResourcestoolbartodisplaytheAssignResourcesform.

❖ OpenthebottomwindowanddisplaytheTaskDetailsFormorTaskFormorTaskNameForm,thenselecttheResourceWorkorResourceCostoptionfromtheFormat,Detailsoptionorbyright-clickingintheform.

❖ Double-clickonaTasknameorclickontheTaskInformationicon toopentheTaskInformationformandselecttheResourcestab,

❖ DisplaytheResourceNamescolumnandtypeintheresourceassignment.

7.5ResourcesandSummaryTasks❖ SummarytasksmaybeassignedFixedCostsandResources.❖ AsummarytaskissettoFixedDurationandNonEffort-Driven.Thissetting

maynotbechanged.AnincreaseindurationwillincreaseWorkandtheResourceUnitswillstayconstant.

❖ ItisrecommendedthatunlessaSummarytaskWorkresourceassignmentandcostsarerequiredtovaryinproportiontotheSummarytaskduration,thenWorkresourcesshouldnotbeassignedtoaSummarytask.YoushouldconsiderusingFixedCosts,CostresourceoraMaterialresourceifappropriate.

8UPDATINGESSENTIALS8.1BaselinesandUpdatingaProjectAfteraschedulehasbeenreviewedandapproved,itshouldbebaselinedbeforeitisupdatedforthefirsttime.SettingtheBaselinecopiestheEarlyStartandEarlyFinish,theOriginalDurationandeachresource’sCostsandWorkintoBaselinefields.

AMicrosoftProjectBaselineisnotacompletebaselinebecauseitdoesnotrecordConstraints,Relationships,FloatortheCriticalPath.

OncetheBaselineissetyouwillbeabletoupdateyourplanandcomparetheprogresswiththeoriginalplanandbeabletosee:

❖ Iftheplannedprogresshasbeenachieved,

❖ Iftheprojectisaheadorbehindschedule,and

❖ Byhowmuchintimeandcost.

ABaselineissetbyselectingPROJECT,Schedulegroup,SetBaseline.

ThereareanumberofoptionsandformsavailabletoupdateprojecttasksaftersettingtheBaseline.

Irrespectiveofwhichformsareused,therearetwomainmethodstoupdateaproject:

❖ AutoStatustheschedulebyallowingthesoftwaretoautomaticallyupdatethetasks,asiftheprojectprogressedexactlyaccordingtoschedule.Then,ifrequired,adjusttaskstoreflectactualeventsandrevisions,or

❖ Updateeachtaskonebyone.

8.2WhichBaselineShouldBeUsed?AfteraprojecthasprogresseditmaybenecessarytosetanewBaseline.

Thismayoccurwhenthescopeofaprojecthaschangedandanewbaselineisrequiredtomeasureprogressagainst,butatthesametimeyoumayalsowanttokeepacopyoftheoriginalbaseline.

AnewBaselinemaybeusedtodisplaytheeffectofscopechangesonaplanbysettingaBaseline,addingthescopechangeandcomparingtherevisedschedulewiththeBaseline.

TheBaselinedatamaybereviewedinsomeViewssuchastheTaskDetailsForm,incolumnsandontheBarChart.YouwillbeabletodisplaytheBaseline1to10andInterimPlandatesanddurationsincolumnsandasbarsontheGanttChartbutnotintheforms.Baseline1to10alsodonothavevariancecolumns.

Therefore,itisrecommendedthatthecurrentbaselinebesavedastheBaselinesincethedataismoreaccessiblefromtheBaselinethanBaseline1to10.PreviousbaselinesshouldbecopiedtoBaselines1to10andpreservedasarecord.

AnotherbenefitofusingBaselineisthatithasVarianceStart,VarianceFinishandVarianceDurationcolumnsthatarenotavailablewithotherBaselines,butmaybecalculatedusingaCalculatedField.

Note:ThedownsideofusingoneoftheBaselines1to10isthatitisnotpossibletoeasilyidentifywhattheBaselinewassetforasthereisnotinbuiltwayofnamingthesebaselines.

8.3PrinciplesofUpdatingaProgramIdeally,schedulingsoftwarehasonecurrentDataDateandthefunctionofitisto:

❖ Separatethecompletedpartsoftasksfromincompletepartsoftasks,

❖ CalculateorrecordallcostsandhourstodatebeforetheDataDate,andtoforecastcostsandhourstogoaftertheDataDate,

❖ CalculatetheFinishDateofanin-progresstaskfromtheDataDateplustheRemainingDurationovertheTaskCalendar.

ThereforeaproperlyupdatedMicrosoftProjectprogramtheStatusDateshouldbeusedastheDataDate:

❖ CompletedTaskswouldhaveActualStartandActualFinishDatesinthepast.

❖ InprogresstaskswouldhavetheActualStartandActualDurationinthepast,andtheEarlyFinishandRemainingDurationintheFuture.

❖ Unstartedtasksshouldbeinthefuture.

InMicrosoftProjectisrelativelysimpletobeinasituationwhereyouhavecompleteorin-progresstaskswithstartdateslaterthantheStatusDate,and/orincompleteorunstartedtaskswithafinishdateearlierthantheStatusDate.Thisisanunrealisticsituation,whichismoredifficulttoachieveinotherschedulingsoftwarepackages.Careshouldbetakentoavoidthissituationandchecksmadeaftertheschedulehasbeenupdated.

Note:TheEastwoodHarristemplatefoundatthewww.eh.com.auwebsiteSoftware&DownloadspagehasaTrackingTablewithanadditionalcolumnshowingwhatisrequiredtodotoensurethetasksarecorrectlyupdated.

8.4In-progressTaskFinishDateCalculationManyplanningandschedulingpackagescalculateataskFinishDatefromtheDataDateplustheRemainingDurationovertheTaskorResourceCalendar,

whicheverisapplicable.

Unlikemostplanningandschedulingsoftwarepackages,MicrosoftProjectignorestheCurrentDateandStatusDatewhencalculatinganin-progresstask.ItcalculatesataskFinishDatefromtheActualStartDateplustheDurationandeffectivelyignorestheRemainingDurationfornormalprogresscalculation.

Thereisanin-builtproportionallinkbetweenDuration,%Complete,ActualDurationandRemainingDuration.Itisnotpossibletounlinkthesefields(asinotherschedulingsoftware)andthereforenotpossibletoentertheRemainingDurationindependentlyofthe%Complete.

Thus%Completefieldisthe%Durationofatask.

8.5CurrentDateandStatusDateMicrosoftProjecthastwoprojectdatadatefieldsthatmaybedisplayedasverticallinesontheschedule.ThesedatesmaybeeditedfromthePROJECT,Properties,ProjectInformationform:

❖ CurrentDate–Thisdateissettothecomputer’sdateeachtimeaprojectfileisopened.ItisusedforcalculatingEarnedValuedatawhenaStatusDatehasnotbeenset.ThetimeoftheCurrentDateissetbydefaulttothestarttimeofaday,seethepicturebelow.

❖ StatusDate–ThisfieldisblankbydefaultwithavalueofNA.TheStatusDatewillnotchangewhentheprojectissavedandreopenedatalaterdate.ItoverridestheCurrentDateforcalculatingEarnedValuedataandissetbydefaulttothefinishtimeofaday,seethepicturebelow.

Note:ItisrecommendthattheStatusDateissetanddisplayedasaverticallineonaprogressedscheduleandtheCurrentDatenotdisplayed,becausetheCurrentDaterepresentsthedatetodayanddoesnotnormallyrepresentanyschedulingsignificance.

8.6AutoUpdatingUsingUpdateProjectTheMicrosoftProjectfacilitytitledUpdateProgressisusedforupdatingaprojectasifithadprogressedaccordingtoplan.ThisfunctionsetsActualStartandActualFinishdates,%CompleteandRemainingDurationsinproportiontoauser-assigneddate,andalsosetstheStatusDate.

SelectPROJECT,UpdateProjectlocatedintheStatusgrouptoopentheUpdateProjectform:

TherearetwooptionsunderUpdateworkascompletethrough:whichapplytoin-progresstasksonly.

❖ Set0%–100%completeandthisistherecommendedoptionwhichsetstheprogressinlinewiththeStatusDate,or

❖ Set0%or100%completeonly.Thisoptionleavesthe%Completeatzero

untilthetaskis100%complete.Thisoptionsupportstheprogressmeasurementphilosophyofnotawardingprogressuntilthetaskiscomplete,buttasksoftenlookbehindscheduleandtheActualandRemainingDurationsarecalculatedincorrectly.

8.7MovingIncompleteWorkintotheFuturebySplittingThereisafeaturewhichwillscheduletheIncompleteWorkofanIn-Progresstasktostartonaspecificdateinthefuture:

❖ Ifyouwanttoapplythisoperationtosometasks,thenthesetasksshouldbeselectedfirst.

❖ SelecttheFILE,Options,ScheduletabandensuretheSplitin-progresstasksoptionischeckedotherwisethisfunctionwillnotoperate.

❖ SelectPROJECT,UpdateProjectlocatedintheStatusgrouptoopentheUpdateProjectform:

❖ ClickontheRescheduleuncompletedworktostartafter:radiobutton.❖ Specifythedateafterwhichincompleteworkshouldcommenceinthedrop-

downboxtotherightandclickonthe button.

Note:ThisfunctiondoesnotsettheStatusDateandmaybedifferenttotheStatusDate.ItisthereforeeffectivelyanotherDataDate.

8.8WhereistheTrackingToolbar?MicrosoftProject2010,2013and2016donothaveadedicatedTrackingtoolbarasinearlierversionandsometrackingcommandscanbefoundintheTASK,SchedulegroupandPROJECT,Statustab.

TocreateacompleteTrackingtoolbar;gotoFILE,Options,CustomizeRibbon,clickon ,clickon andnameboththetabandthegroupTracking.NowselectandaddthecommandslistedontheleftsideofthepanetothenewlycreatedTrackingtoolbar.

Alternativelyyoumayaddthemissingbuttonstotheexistingtoolbars.

YoumayfindthefollowingcommandsveryusefulandshouldbeaddedtoyourQuickAccessToolbar:

❖ MarkonTrackupdatestheselectedtaskasifithasproceededexactlyasitwasscheduled.Anin-progressorcompletedtaskcouldbedraggedtowhereitactuallyhappenedandthenthebuttonclickedtoprogressthetask.

❖ RescheduleWorkwillsplitataskthatisbehindscheduleandplacetheincompleteportionaftertheStatusDate.ForthisfunctiontoworkthechecktheSplitinProgresstaskboxintheFILE,Options,Scheduletab,Splitin-progresstasksmustbechecked.

Thefollowingcommandsyoumayalsofinduseful:

❖ ProgressLinewilladdaprogresslinethatshowsiftasksareaheadorbehindschedule.RightclickontheGanttCharttoopenthemenuandselectProgressLinestoopentheProgressLinesformwherethelinesareformatted.ABaselineshouldbesettoprovideacomparisontotheoriginalplan.MultipleProgresslinesmayberecorded.

❖ PercentCompletebuttonssetthepercentcompleteasindicatedbythebuttonandmaybeusedinconjunctionwiththeRescheduleWorkbutton.

❖ UpdateTasksopenstheUpdateTasksformwhereyoumayupdateindividualtasks.

❖ UpdateProjectopenstheUpdateProjectformwhereyoumayupdateacompleteprojecttoanewStatusDateasifitwentaccordingtoplan.

❖ DisplaystheProjectStatisticsform.

8.9WhyDoCalculationOptions–MoveendofcompletedpartsNotWork?

ThesenewfunctionswereintroducedinMicrosoftProject2002intendedtoassistschedulerstoplacethenewtasksastheyareaddedtothescheduleinalogicalpositionwithrespecttotheStatusDate.ThisfunctionisdifficulttouseandsomepracticeisrequiredtomakeitworkproperlyandyoushouldconsiderNOTusingit.

Herearesometipsifyouareunabletogetittowork:

❖ TheseoptionsareactivatedfromtheFILE,Options,Scheduletab,undertheSchedulingoptionsforthisproject:‘ProjectName’:

❖ IftheStatusDatehasnotbeensetthentheCurrentDateisused,andthisisoftenanirrelevantdate,soensureyousettheStatusDate.

Foralltheseoptionstooperateallfourofthefollowingparametersmustbemet:

❖ TheSplitin-progresstasksoptionintheScheduletabmustbechecked,and

❖ TherequiredoptionontheScheduletabmustbecheckedbeforethetaskisaddedoredited,and

❖ TheUpdatingtaskstatusupdatesresourcestatusoptionontheCalculationoptionsforthisproject:sectionmustbechecked,and

❖ TheTaskMUSTNOTBEassignedTaskDurationTypeofFixedDuration.❖ TheseoptionsmayNOTbeturnedonandofftorecalculatealltasks.The

optionsonlyworkonnewtaskswhentheyareaddedtoascheduleorwhenataskisupdatedbychangingthe%Complete.

❖ ThisfunctionwillignoreconstraintsevenwhentheScheduleOptionTaskswillalwayshonortheirconstraintdateshasbeenset.

❖ Thisfunctionmaynotbeappliedtoexistingschedules,butonlytonewtasksiftheoptionsaresetbeforethetasksareaddedorwhenatask%Completeisupdated.

Thisfunctionhassomerestrictions:

❖ Existingschedulesmaynotbeopenedandthefunctionapplied.

❖ WhentheMovestartofremainingpartsbeforestatusdateforwardtostatusdateisused,itwillchangeanyActualStartdatethatyouhaveenteredpriortoenteringa%Complete.ChanginganActualDateisnotadesirableevent.

Notes:

Thisoptionshouldbeusedwithcautionandusersshouldensuretheyfullyunderstandhowthisfunctionoperatesbyupdatingasimplepracticeschedulemultipletimes.

ItisrecommendthatthisfunctionshouldnotbeusedandtasksupdatedmanuallyasitisverydifficulttoperfecttheuseofthesefunctionsanditissimpletomakeundesirablechangestoActualData.

8.10ComparingProgresswithBaselineTherewillnormallybechangestothescheduledatesandmoreoftenthannotthesearedelays.ThefullextentofthechangesmaynotbeapparentwithoutaBaselinebartocomparewiththeupdatedschedule.

TodisplaytheBaselineBarintheBarCharteitheruse:

❖ TheFORMAT,BarStylesfunction,or❖ ManuallycreateaBaselineBar,or

❖ CreateaViewwiththeBaselinebardisplayed.

❖ YoumayusetheGanttChartWizard,butthisshouldonlybeusedwithprojectscreatedwithschedulescreatedwithMicrosoftProject2007andearlierduetotheincompatibilityoftheformattingoptionsbetween2007andearlierversionsand2010andlaterversions;resultinginsomebarsbeinghidden.

❖ YouwillneedtoaddtheaddGanttChartWizardbuttontotheQuickAccessToolbartouseit.

8.11ProgressLinesSomeusersliketodisplayProgressLines,whichareusuallyshownaszigzaglinesontheGanttChartshowinghowfaraheadorbehindtheprojecttasksare.

SelectFORMAT,Gridlines,andselectProgressLinesfromthedropdowntoopentheProgresslineformwheretheprogresslinesmaybeformatted:

8.12SimpleProcedureforUpdatingaSchedule–UsingAutoStatus

Thefollowingprocessshouldbeconsideredforpeoplewhorequireonesimplemethodofupdatingaschedule.Thismaynotsuitallsituationsespeciallywhenaprojectiswayoffplan:

❖ SettheBaselinebyselectingPROJECT,Schedule,SetBaseline.❖ DisplaytheBaselinebarsbyselectingFORMAT,BarStylesfunctionand

selectthenewlycreatedbaseline.

❖ DisplaytheStatusDategridline,selectFORMAT,Format,Gridlines,selectStatusDate.

❖ SelectPROJECT,Status,UpdateProjecttoopentheUpdateProjectformandselectSet0%–100%Complete,setthedateintheformtothenewStatusDate,

❖ TheprojectwillbeupdatedasifithasprogressedexactlyasplannedandtheStatusDateshouldnowbedisplayedinthebarchart.

❖ DisplayingtheTrackingTablemayassisthere.Note:TheEastwoodHarristemplatefoundatthewww.eh.com.auwebsiteSoftware&DownloadspagehasaTrackingTablewithanadditionalcolumnshowingwhatisrequiredto

dotoensurethetasksarecorrectlyupdated.

❖ Nowadjustthetaskdatesbydraggingthebarsorenteringthedatesintheappropriatecolumn;theorderthattheactionstakeplaceisimportant:

CompletetasksshouldhavetheActualStartandthentheActualFinishdatesadjusted,inthisorder,tomatchthedatesthatthetaskactuallystartedandactuallyfinished.IfyouadjusttheFinishdatefirstthentheStartdate,youwillthenhavetoreadjusttheFinishdateagain.

CompletedMilestoneswillbechangedtoaTaskwhenanActualFinishdateisentered,soensureyouonlyenteranActualStartand100%ifaMilestoneiscomplete,DONOTENTERANACTUALFINISH,In-ProgresstasksshouldhavetheActualStartenteredfirst,thenthetaskbardraggedorDurationadjustedsothefinishdateiswhereitisexpectedtofinish,andfinallythe%Completeadjusted.The MarkonTrackisusefulhereasupdatestheselectedtaskasifithasproceededexactlyasitwasscheduled.

Unstartedtasksshouldhavetheirlogicanddurationsrevised.❖ Addanyscopechangestotheschedule.

❖ Savetheprojectwithanewfilenameandsaveforfuturereference.

8.13ProcedureforDetailedUpdatingThisprocedureissuitedtopeoplewhowishtoupdateascheduleproperlyandmakesuretheActualdatesandRemainingDurationsofeachTaskiscorrect.Ithassmallbutimportantdifferencestothepreviousprocess:

❖ Ensurethateveryoneontheprojectteamisawareofthereportingcycle,theupdatingprocedureandreviewprocess.

❖ Collectaccurateandcompletestatusinformation.

❖ SettheBaselinebyselectingPROJECT,Schedule,SetBaseline.❖ DisplaytheBaselinebarsbyselectingFORMAT,Format,Baselineandselect

thenewlycreatedbaseline.

❖ SelecttheGanttChartviewandyoumayfindtheTrackingTableusefultoapply.

❖ DisplaytheVariancecolumnsasrequired;theFinishVarianceisalwaysapopularcolumntodisplay.

❖ DisplaytheStatusDategridline,selectFORMAT,Format,Gridlines,andselectStatusDate.

❖ Nowenterthetaskstatusforeachtaskoneatatimebyenteringtheinformationintheappropriatecolumn.

❖ Theorderinwhichtheactionstakeplaceisimportant:

CompletetasksshouldhavetheActualStartandthentheActualFinishdatesadjusted,inthisorder,tothedatethatthetaskactuallystartedandactuallyfinished.IfyouadjusttheFinishdatefirst,thentheStartdate,youwillhavetoreadjusttheFinishdateagain.

CompletedMilestoneswillbechangedtoaTaskifanActualFinishdateisentered,soonlyenteranActualStartand100%whenaMilestoneiscomplete,DONOTENTERANACTUALFINISH,In-ProgresstasksshouldhavetheActualStartenteredfirst,thenthetaskbardraggedorDurationadjustedsotheFinishDateiswhereitisestimatedtofinishandfinallythe%CompletemaybeadjustedwiththeMarkonTrackbuttonasthisfunctionupdatestheselectedtaskasifithasproceededexactlyasitwasscheduled.

Tasksthatarebehindschedulemaybesplitwiththe RescheduleWorkiconontheTrackingtoolbar.MakesurethattheFILE,Options,Scheduletab,Splitin-progresstasksboxischecked:

Unstartedtasksshouldhavetheirlogicanddurationsrevised.❖ Addanyscopechangestotheschedule.

❖ Savetheprojectwithanewfilename.

8.14PreparingtoUpdatewithResourcesUpdatingMicrosoftProjectscheduleswithresources:

❖ Usesanumberoffeaturesthatareveryinteractiveanddifficulttocomprehend,

❖ Requiresexperienceinthesoftware,

❖ Needssignificanttimetocompletetheprocess,and

❖ Asaresultitisoftendifficulttoachievethedesiredresult.

Itissuggestedthatbeforeyouworkonaliveprojectthatyou:

❖ Createasimpleschedulewithacoupleoftasksandassigntwoorthreeresourcesagainsteachtask,

❖ SettheOptionstoreflectthewayyouwanttoentertheinformationandhowyouwantMicrosoftProjecttocalculate,and

❖ Gothroughtheupdatingprocesswithdummydataandthencheckthatthe

resultsareasyouexpected.

Youwillneedtoconsiderhowthemeasureofprogressatthesummarytasklevelwillbedisplayed:

❖ The%Completeisthe%DurationCompleteandtheSummaryTask%CompleteisbasedontheproportionofalltheDetailsTasksActualDurationsdividedbythesumofalltheDetailsTasksDurations.Thesummary%Completemayoftenbeverymisleading.Thepicturebelowshowstheprojectis20%throughthedurationbutthe%Completeshows60%:

❖ The%WorkfieldiscalculatedfromtheproportionoftheActualWorktoWorkandissummarizedatsummarytaskcorrectly:

❖ The%Workand%CompletefieldsmaybeunlinkedwiththeFILE,Option,Calculationoptionsforthisproject:tabUpdatingtaskstatusupdatesresourcestatus:option.Ifunlinked,the%Workmaybedifferentfrom%Complete.Seethepictureabove.ThisallowstheeditingofResourceWorkwithoutthe%Completebeingchangedwithsomeoptions.

Otherpointstoconsiderare:

❖ DoyouwishMicrosoftProjecttocalculatetheresourceActualCostswiththeoptionFILE,Option,Calculationoptionsforthisproject:,ActualcostsarealwayscalculatedbyMicrosoftProjectchecked?

❖ DoyouwishyourincompletetaskstobesplitandscheduledtostartafteradateusingPROJECT,Statusgroup,UpdateProjectbutton ,andcheckRescheduleuncompletedtaskstostartafter:radiobuttoninconjunctionwiththeSplittaskoption?

MicrosoftProject2013and2016calculatesdifferentlytoearlierversionswhentheoptionActualcostsarealwayscalculatedbyProjectareuncheckedwhentheactivityisat100%.

❖ InearlierversionstheActualCostwasunchanged,butcouldbemanuallychangedthatpointon,

❖ InMicrosoftProject2013and2016,thesoftwarechangestheActualCoststozerowhenunchecked,whichwouldnormallybelessdesirable,andtheActualCostsmustthenbemanuallyentered.

8.15UpdatingResourcesThereareanumberofplacesthatresourcesmaybeupdated:

❖ TheTaskDetailsform,TaskInformationform,Taskform,Resourceform,ResourceNameformmaybeusedtoenterthequantitiesandcoststodateandquantitiestocomplete.Usingthismethoditissimpletoendupwithactualworkandcostsinthefutureorremainingworkandcostinthepast,whichisillogicalandshouldbeavoided.

❖ TheTaskUsageViewandResourceUsageViewmaybeusedtoenterthedataperdayorweekdependingonthetimescale.ThismethodtakesmoreeffortbutwillensureActualsareinthepastandRemainingWorkandCostsareinthefuture.

Acoupleofotherpoints:

❖ FixedCostsupdatesautomaticallyinproportiontothe%Complete.CostResourcesdonothaveaQuantity,allowsalittlemoreflexibilitythanFixedCosts.

❖ WhenActualcostsarealwayscalculatedbyProjectisuncheckedActualCostsareNOTcalculatedandyouwillneedtoenteryourown.ThisoptionalsoappliestoFixedCostswhichmayresultintheFixedCostandTotalCosthavingadifferentvalue,whereaswithresourcestheCostalwaysequalstheActualCostplusRemainingCosts.

❖ CosttoCompleteareALWAYScalculatedbyMicrosoftProjectfromtheResourceRates.

❖ IfyouassignOvertimetoaresourcemakesureyouhaveanOvertimerate;otherwise,asyouassignOvertimetheForecastCostwillreduce.

9CREATINGNEWPROJECTS9.1StandardizingProjectsItisoftenimportanttobeabletocreatenewschedulesthathavestandardcharacteristicssuchascalendarstailoredwithyourlocalororganization’sholidays,orlayoutsandfilterstopresentschedulesinastandardformat.Thereareseveralmethodsofstandardizingnewprojects:

❖ Global.mptwhichisusedtocreatenewprojectswhentheFILE,New,BlankProjectoptionisused,

❖ CreatingandsavingaTemplates,❖ Creatinga“StandardProject”andcopyingit.

9.2Global.mptTheGlobal.mptfunctionmaybeusedtostandardizeprojects,onlyifyouaretheonlypersoncreatingnewprojects.

❖ AnewblankprojectcopiesdefaultvaluessuchastheStandardCalendarfromtheGlobal.mptfile.

❖ TheGlobal.mptfilemaybeeditedusingtheFILE,Info,Organizeutility.ThesourceprojecthastobeopentocopydataintotheGlobal.mpt.

❖ TheGlobal.mptmaynotbeopenedwithMicrosoftProjectandispartoftheMicrosoftProjectInstallationoneachcomputer.

Note:TheauthorhasfoundanumberofissueswiththeGlobal,mptfileshippedwithastandardloadofMicrosoftProject2013and2016andrecommendsusinganeditedPersonalTemplate.

9.3MicrosoftProjectTemplateChangesMicrosoftProject2013and2016templatesoperatedifferentlytoearlierversionsofMicrosoftProjectandtherearesomeimportantchangesthatneedtobeunderstoodbyusersofearlierversionsofMicrosoftProject.

❖ TemplatesthataresavedonyourcomputerarenowtitledPersonalTemplatesinMicrosoftProject2013and2016,

❖ AdefaultlocationforyourpersonaltemplatesneedstobecreatedandyoursoftwaremappedtothislocationbeforethePersonalTemplatesfunctionwilloperate:

❖ SelectFILE,Options,SaveandsetyourDefaultpersonaltemplateslocation:here,

❖ AtthispointintimePersonalTemplatesmaynowbesavedandusedtocreateprojects.

Note:TousePersonalTemplatesyouMUSTsetyourPersonaldirectoryinFILE,Options,Save.

9.4UnderstandingTemplatesAtemplateisacompleteprojectthatissavedandthencopiedintheprocessofcreatinganewproject.

❖ *.mptfileformatisusedforsavingMicrosoftProjectPersonalTemplates.❖ ThedefaultlocationforPersonalTemplatesissetintheFILE,Options,

Savetab,Savetemplatessection.❖ SelectFILE,Newtoopenthestart-upTaskPane.Thereareseveraloptions

fortemplatelocations:

FEATURED,thisprovidesanumberofsampletemplatesandtheabilitytosearchforavailableonlinetemplates.

PERSONAL,thiswillallowyoutoopentemplatesonyourcomputer.Asmentionedearlier,aTemplatedirectorymustbespecifiedfirstforthisoptiontobecomeavailable.

❖ Organizationaltemplatesmaybeaccessedby:

Allowingpeopletocopytheorganizationaltemplatesfromacorporatelocation,orreceivethembyemail,andsavethemonthelocaldrive.Thisprocessissuitablewhentheusersdonotalwayshaveanetworkconnection.

MappingtheUsertemplatesdirectorytoalocationonacorporatenetworkdrive.

9.5EastwoodHarrisTemplateAMicrosoftProjecttemplatein*.mppformatmaybedownloadedfromtheEastwoodHarriswebsiteatfromthewww.eh.com.au,Software&DownloadspagethathasanumberoftheissueswithMicrosoftProjectdefaultsandothersettingresolved.ThechangestotheGlobal.mptdefaultsettingsarelistedonthewebsite.

Youmaywishtodownloadthisfile,openitandsaveitasaPersonalTemplateandusethisfileinsteadoftheBlankProjectoptionasithassomeformattingissuesresolved.

9.6CopyingViews,TablesandFilters

AspartofcreatingaTemplateorworkingonaprojectyoumaywishtobringinViews,TablesorFiltersfromanexistingproject.

TheOrganizerfunctionisusedtocopyinformationbetweenprojectsortoupdatetheGlobal.mpt.

❖ SelectFILE,Info,OrganizertoopentheOrganizerform.❖ Theprojectsyouwanttocopysettingstoandfromwillhavetobeopenedin

ordertocopydatafromonescheduletoanother,exceptfortheGlobal.mptproject.

❖ TheOrganizerfunctionisusedforrenaminganddeletingmostitemssuchasTables,ViewsandCalendars.

❖ Thetwotabswithtitlesthatarenotself-explanatoryare:

Maps–Thesearepredefinedtablesforexportingdata,andModules–TheseareVisualBasicMacros.

10OTHERTHINGSOFINTEREST10.1EditingToolBarsItisrecommendyoucustomizeyourmenusby:

❖ FirstlytoallowmorebuttonstobedisplayedontheQuickAccessToolbar,rightclickontheToolbarandselectShowQuickAccessToolbarBelowtheRibbontomovetheQuickAccessToolbarbelowtheRibbonToolbar.

❖ SecondlyitisrecommendthatyouhidetheRibbonToolbarbyRight-clickingontheRibbonToolbaranddisplaytheRibbonToolbarMenu.ThenclickonCollapsetheRibbontohidetheRibbonToolbar.WhenyouclickintheGanttChartareatheRibbonwillminimizeandmoreworkareawillbeavailableallowingyoutoseemoretasks.

❖ ThirdlyitisrecommendthatyoudownloadtheMicrosoftProjectQuickAccessToolbarfromthewww.eh.com.auwebsiteSoftware&Downloadspage,unzipitbydoubleclickingonthefileanddraggingittoyourDesktop.ThenimportthetoolbarusingFILE,Options,QuickAccessToolbar,Import/Export.ThishasallthecommonlyusedcommandsontheQuickAccessToolbar.

TodofurthereditingtotheToolbaricons:

❖ Right-Clickinthetoolbararea,❖ SelectCustomizetheRibbon…,

❖ SelecttheAllCommandsoption,❖ Dragiconsontotherequiredtoolbar,or

❖ Dragiconsoffthetoolbartoremovethem.

Note:UnfortunatelyMicrosoftProject2016haswidespacingbetweentheQuickAccessToolbarandthusdisplayslessbuttonsthanMicrosoftProject2016makingtheQuickAccessToolbarlessuseful.

10.2DynamicallyLinkingCellsItisalsopossibletodynamicallylinkdatatootherprogramssuchasanExcelspreadsheet:

❖ Copythedatafromthespreadsheet,

❖ SelectthecellpositioninthetablewherethedataistobepastedinMicrosoftProject,

❖ SelectPasteSpecialandthenselectthePasteLinkandTextDataoptions,❖ Thedatawillbepastedintothecell(s)andchangestolinkedcellsinthe

spreadsheetorotherprogramwillbereflectedinMicrosoftProject.

❖ Thelinkedcellwillhavealittletriangleinthebottomright-handside:

❖ Becarefulwhenlinkingdatefieldsasthismaysetanunwantedconstraint.

❖ Whenyoureopentheprojectscheduleatalaterdateyouwillbeaskedifyouwishtorefreshthedatafromtheotherapplication.

❖ Deleteorchangethecelldatatoremovealink.

❖ Double-clickonthelittletriangleinthebottomrighthandsideofthecelltoopenthelink.

❖ Itisalsopossibletolinkoneormorecellsinaschedulewithanothercellinthesameschedulesoachangeinonecellwillchangealltheotherlinkedcell(s).AgainusethePasteLinkoption.

10.3HowDoesNegativeFloatCalculateforSummaryActivities?ThelowestvalueoftheTotalFloatofincompletetasksisadoptedbythesummarytask,SubTask1inthepicturebelowandhasadopted3days:

Inthepicturebelow,TaskCisthelatesttaskunderSubTask1andhasFloat,butSubTask1hasadoptedzerofloatfromTaskDthelowestfloatvalue.

Nowtheprojecthasprogressedandthetaskwithzerofloatiscomplete.SubTask1has3days’Float:

10.4FloatandConstraintsThefollowingprinciplesapplytoconstraints:

❖ EarlyconstraintsoperateonEarlydates,❖ LateconstraintsoperateonLatedates,❖ StartconstraintsoperateonStartdates,and❖ FinishconstraintsoperateonFinishdates.

ThepicturebelowdemonstrateshowconstraintsaffectTotalFloat(Slack)calculationsoftasks(withoutpredecessorsorsuccessors)againstthefirsttaskof10daysduration.

Tasks9and10haveaDeadlineDateassignedwhichallowsasecondconstrainttobeappliedtoataskandoperateslikeaFinishNoLaterThanconstraint.

TheLateconstraintsreducetheamountofTotalFloat(Slack)ataskhasandmaygenerateNegativeFloat.

TheMustconstraintsactlikeanEarlyandLateconstraintinone.

10.5UsingCustomFieldsSelectthePROJECT,Properties,CustomFieldstoopentheCustomFieldsform.ThisfunctionincludesanumberofpredefinedfieldsforbothTaskand

Resources.

❖ TaskfieldsmaybeusedforrecordingadditionalinformationaboutTasks(suchasresponsibility,location,floor,system)andmaybedisplayedinTaskViewssuchastheGanttChart.

❖ Resourcefieldsmayrecordinformationsuchastelephonenumber,address,officeandskillsandmaybedisplayedinResourceViewssuchastheResourceSheet.

❖ Thefieldsmayberenamed.Forexample,theTaskText1fieldmayberenamed“Responsibility”andthenameofthepersonresponsibleforthetask(thismaynotbetheresourceassignedtothetask)placedintheResponsibility(Text1)column.

❖ ArenamedfieldisthenavailableintheTaskInformationorResourceInformationCustomFieldstab.

❖ Formulasmaybecreatedtopopulatethetaskfieldswithcalculateddata.

❖ TasksandResourcesmaybeGroupedusingCustomFields.

Thesepredefinedfieldsfallintothefollowingcategories:Cost,Date,Duration,Finish(date),Flag,Number,OutlineCode,Start(date)andText.

10.6CustomColumnsFormulasandDrop-DownListTheCustomAttributessectionoftheCustomFieldsformisusedtodefineLookuplistsandFormulas:

❖ TheoptionNoneallowsdatatobeentered,withoutanyrestrictions,fromeitheracolumnortheTaskorResourceInformationforms.

❖ openstheEditLookupTablewhereatableofvaluesanddescriptionsmaybeentered.TheValueisdisplayedincolumnsandDescriptioninbandswhenthetasksaregroupedbythisfield.Dataentryrestrictionsmaybesethere.

❖ allowstheassigningofformulasforthecalculationoffieldvaluesfromothertaskandprojectfields.

TheCalculationfortaskandgroupsummaryrowsspecifieshowSummaryTaskscalculatetheirvalues,suchasMaximum,Minimum,Sum,NoneandAverage:

❖ DatescouldbeMinimumorMaximum,and

❖ CostwoulduseSum.

CalculationforassignmentrowsdeterminesifthefieldvalueisdisplayedagainsttheresourceortheresourceandassignmentinTaskUsageandResourceUsagefields.

Valuetodisplayallowstheoptionsofdisplayingthevalueinthecellorgeneratinggraphicalindicatorssuchastrafficlights.

10.7CustomOutlineCodesTherearetenhierarchicalTaskCustomOutlineCodesandtenhierarchicalResourceCustomOutlineCodesthatmayberenamedtosuittheprojectrequirements.

❖ TaskCustomOutlineCodesmaybeusedforanyhierarchicalprojectbreakdownstructure,suchasaPRINCE2ProductBreakdownStructure,ContractBreakdownStructure,WorkBreakdownStructureand

❖ ResourceCustomOutlineCodesmaybeusedfororganizationalbreakdownstructuressuchasthehierarchyofauthority,locationsanddepartments.

Theprocesstousethisfunctionhasthefollowingsteps:

❖ DefinethenewOutlineCodestructure,

❖ Assignthecodestothetasksorresources,and

❖ CreateaGrouptoorganizethetasksunderthenewCustomOutlineCodestructure.

10.7.1DefineaCustomOutlineCodeStructure

SelectthePROJECT,Properties,CustomFields:

❖ AnOutlineCodemaybecreatedforeitherTaskorResourcedatabyclickingontheappropriateradiobuttonunderthetitleField.

❖ SelecttheOutlineCodethedrop-downboxintoprighthandside.

❖ The functionallowsyoutocopyacodestructurefromanotherprojectinamethodsimilartoOrganizer.

❖ The buttonopensaformtoeditthenameoftheOutlineCode.

❖ The buttoninMicrosoftProject2013and2016openstheEditLookUpTableformfortheselectedOutlineCodetocreatetheLookuptable.

❖ DefinetheMaskorcodestructurebyclickingonthe buttonatthetopright-handsidein2007-2016,beforeenteringthecodes.ThiswillopentheOutlineCodeDefinitionformwherethecodestructureisdefined:

EachLevelisassignedanumber.TheSequencedefinesthetypeoftextthatmaybeenteredforthecode:Numbers,UpperCase,LowerCaseorCharacters(text).

TheLengthspecifieshowmanycharacterstheCodeLevelmayhave:any,oranumberbetween1and10.

TheSeparatordefinesthecharacterthatseparateseachlevelinthestructure.

❖ Thepicturedisplays4levelseachusingadifferentoptionfortheircode:

❖ Clickthe buttontoreturntotheEditLookupTableformwheretheCodeValuesandDescriptionsareentered.ThepictureshowstwolevelsforaPowerStationUnitandEquipment:

10.7.2AssigningtheCustomCodes

Thecodesareassignedby:

❖ Displayingtheappropriatecolumn:

❖ OrbyopeningtheTaskInformationorResourceInformationform:

10.7.3GroupingwithCustomData

GroupingallowsgroupingoftasksunderdataitemssuchasCustomizedfields,Durations,Constraints,etc.Thisfunctionisusefultogrouprelatedtasksthatarespreadthroughoutaprojectschedule.

TheGroupingfunctionworksinasimilarwaytoFiltersandTables.ApredefinedGroupmaybeassignedby:

❖ SelectingVIEW,Data,Groupby:dropdowntoopenupasubmenu,❖ Theneither:

Selectingagroupfromthelist,or

SelectingMoreGroups…toopentheMoreGroupsform,clickingontheTaskorResourceradiobutton,andthenselectingonefromthelist,or

Note:FieldsaresortedalphabeticallywhendisplayedonthescreensoyoumayneedtobecarefulwithyourCodeValuesandconsiderprefixingthemwithanumbersotheysortintheorderyoudesire.

TocreateanewGroup:

❖ SelectVIEW,Data,Groupby:dropdown,NewGroupBy…toopentheGroupDefinitionform,

❖ Nowcreatea“Grouping”whichmaybereappliedatalaterdateorcopytoanotherprojectusingOrganizer.

❖ TheDefineGroupIntervalformisavailablewithadditionalGroupByoptionsforcertainfields,suchasStartorFinish.Thisallowsfurtherformattingby

definingtheintervalsofthebanding.Forexampleallthetasksthatstartinaweekormonthmaybebandedtogether:

ThepicturebelowshowsaprojectGroupedbytwotextfieldsthathavebeenrenamedSystemsandBuilding.NotetheorderoftheTaskIDs:

10.7.4GroupingwithCustomDatawithAutoFilters

GroupingwithonebandmayalsobeachievedbyturningontheAutoFilterfunctionbyeither:

❖ SelectingVIEW,Data,Filter:andselectingDisplayAutoFilteratthebottomofthelist,oraddtheAutoFilterbutton totheQuickAssesstoolbarandclickingonit.

❖ Therewillnowbeadownarrow inthecolumnheader,

❖ Clickonthecolumnheadertoopenthemenu,

❖ ClickonGroupby,

❖ Dependingonthedatacontainedinthecolumnyouwillbeofferedlogicaldataoptionstogroupyourtasks,

❖ ThepicturebelowdisplaystheoptionswhenGroupingbyDuration:

10.8ExportingtoExcelTheAnalysistoolbarisdesignedtoexporttime-phaseddatatoExcelinearlierversionsofMicrosoftProjectisnolongeravailableinVersion2010andlater.

TheoptionstoexporttoExcelare:

❖ SelectthedatainMicrosoftProjectandCutandPasteandyouhavetheoptionofkeepingornotkeepingtheformattingwhenPasting.

❖ TimescaledatamaybecopiedandpastedfromtheResourceUsageandTaskUsageviewsbutthedateinformationmustbemanuallyaddedtotheExcelSpreadsheet,

❖ TheREPORT,Export,VisualReportsexporttoExcelinPivotTableformat,soyouwillneedtohoneuponyourPivotTableskillstousethisfunction.

❖ TheFILE,SaveAs,ExcelformatallowsthemappingofspecificfieldstoandfromanExcelSpreadsheet.MapsmadebesetupandusedtomapdatatoandfromMicrosoftProjectandExcel.

10.9TurningOffGettingStartedandotherPOPupsTheseguidesoftenslowdownexperiencedusersastheyhavetobecontinuallyclosed:

❖ TopreventthepanetitledGettingStartedfromappearingeverytimeMicrosoftProjectisopened,selectFILE,Options,GeneralandunchecktheShowthestartscreenwhenthisapplicationstartsbox.

TheHelpsuggestionsofferedbyMicrosoftprojectisoftenmisleading,theseshouldbeswitchedoffbyselectingFILE,Options,Scheduleandunchecking:

❖ ShowschedulingMessages,❖ Showtaskschedulewarningsand❖ Showtaskschedulesuggestions.

❖ TheselecttheAdvancedtabanduncheckAdvicefromPlanningWizard.

10.10ContingentTimeThistopicshouldbeconsideredandContingentTimemaybeincludedusinganumberoftechniques:

❖ Addingoneormoretasksthatmaybereducedindurationtokeeptheprojectenddateconstantastheprojectprogressesandincursdelays.

❖ Increasingalltaskdurationsbyafactor.

❖ Makingsomecalendarworkdaysnonwork.

10.11EarnedValueThemethodthatMicrosoftProjectusestocalculatetheEarnedValuedataisdocumentedintheHelpfileandshouldbereadcarefully,asdifferentversionsofMicrosoftcalculatethesefieldsdifferently.ShoulddifferentEarnedValuecalculationsberequiredthenCustomDataFieldsshouldbeconsideredasanalternative.

ThecolumncalculationsshouldbecheckedandyouwillseethewayMicrosoftProjectcalculatesthevaluesandyoumaydisagreewiththeirmethod.

YoumaywishtouseCustomFieldsorthirdpartysoftwaretocalculatetheseEVfields.

10.12DoIHaveAlltheScope?ManyschedulesareunrealisticordonotcalculatearealisticCriticalPathbecausethewholescopehasnotbeenenteredintoaschedule.Thereareacoupleoftechniquesthatmaybeemployedtoensurethewholescopehasbeenincluded:

❖ StakeholderAnalysis,and

❖ RiskAnalysis.

10.12.1StakeholderAnalysis

ManyprojectmanagersconductaStakeholderAnalysisatthestartofaproject.Thisprocessidentifiesallthepeopleandorganizationswithaninterestintheprojectandtheirinterests.

❖ Youmayuseastakeholderanalysistoidentifyallthestakeholdersandtheirassociatedactivities.Theactivitiesmustbeincludedintheschedule.

❖ Keyprojectsuccessfactorsmaybeidentifiedfromtheinterestsofthemostinfluentialstakeholders.

❖ Thestakeholderanalysismaybeusedasthebasisofacommunicationsplan.

10.12.2RiskAnalysis

Theprocessofplanningaprojectmayidentifyrisksandaformalriskanalysisshouldbeconsidered.Ariskanalysismayidentifyriskmitigationactivitiesthatshouldbeaddedtotheschedulebeforeitissubmittedforapproval.

10.13PreparingforDisputeResolutionDisputeresolutionisbecomingmorefrequent.Therearesomestepsthatmaybetakentoprepareforthiseventualitywhichshouldreducethecostofthisprocess.

10.13.1KeepingElectronicCopiesofEachUpdate

Eachtimeyoureporttotheclientormanagement,itisrecommendedthatyousaveacopyofyourprojectandchangethefilename(perhapsbyappendingadatetothefilenameorusingarevisionorversionnumber)orcreateasubdirectoryforeachversionoftheproject.Thisallowsyoutoreproducethesereportsatanytimeinthefutureandanelectroniccopywillbeavailablefordisputeresolutionpurposes.

10.13.2ClearlyRecordtheEffectofEachChange

Eachchangeshouldbeclearlyrecorded.Considerifyoushould:

❖ Createacopyofthescheduleforeachscopechangeanalysis,

❖ SettheBaselinebeforeenteringscopechanges,

❖ Forclarityaddnewtask/sforthescopechangesanddonotextendexistingtasks,

❖ Showdelaysastasks,notaslagsorconstraints,

❖ EnsurewhentheelapseddurationofthedelayisrequiredcalculatethisbyplacingadelayMilestoneona7dayperweekcalendar.

11INDEX%Lags44

ActualcostsarealwayscalculatedbyMicrosoftProject?96,97

AddProgressLine86

Addspacebeforelabel59,67

AddtoQuickAccessToolbar12

AlwaysrollupGanttbars53

Analysistoolbar65

AsLateAsPossibleConstraint32

AutoScheduled10

AutoFilters35

Autolinkinsertedormovedtasks5,9

Baseline89,90

FormatStyle30

Height53

NegativeFloat31

Styles70

Text55

Baseline79

Calculatemultiplecriticalpaths57

CalculatedFilters33

CalendarNonWorkDays5

CalendarTask17

ChangeWorkingTime14,19

Changeworkingtimeform21

CollapsetheRibbon11

ColorsFormat55

Concatenate24

ContingentTime116

CurrentDate82

CustomOutlineCodes108

CustomizeFieldsForm106

CustomizeQuickAccessToolbar12

CustomizetheRibbon102

Format49,52

OnBars52

DeadlineDate29

Defaultendtime:21

Defaultstarttime:21

Defaulttasktype:74

DefineGroupIntervalform113

DeleteKey1

DisputeResolution119

DrivingRelationships45

Durationisenteredin:16

DynamicallyLinkingCells103

EarnedValue82,117

Effortdriven75

ElapsedDurations41

ElapsedLeadsandLags42

Excel115

Exporting115

FeaturedTemplates100

FilterCalculated33

FinishNoEarlierThanconstraint1

DurationTaskType73

UnitsTaskType73

WorkTaskType73

Float18

FloatBars31

CustomizeFields106

DefineGroupInterval113

FormatBar30

MoreGroups112

ProjectStatistics86

Timescale64

Format

BarStyle30

BaselineBar89,90,92

Date49

NonworkingTime64

FreeFloat30

GanttChartWizard32,89,90

Global.mpt98,101

GridlinesColors55

Hiderollupbarswhensummaryexpanded53

Hidetaskbar61

HidingText61

Hoursperday:15,16

HyperlinkColors55

Import/Export12

IndentName58,59

Indicatorscolumn2,17

InteractiveFilters35

InterimPlan79

Ladderscheduling43

Lags18

LegacyFormat5

Legend70

Macros101

ManualPageBreaks70

ManuallyScheduled10

Maps101,115

Markasamilestone38

Milestones37

Modules101

Movestartofremainingpartsbeforestatusdateforwardtostatusdate88

mptFileType99

MultipleCriticalPaths57

NegativeFloat30

Newtaskscreated:10

NonEffortdriven75

Non-drivingRelationships45

NonworkingTime64

NonworkingTimeColors55

OrganizerOverview101

PageBreaks70

PasteLink103

PersonalTemplate99,100

PredecessorUniqueID60

ProgressLines86,89

ProjectInformationform13

ProjectStartDate8

Project,ProjectInformationform20

QuickAccessToolbar11

RelationshipDiagram47

RelationshipsDriving45

RemainingDuration81

Reports115

Rescheduleuncompletedtaskstostartafter:96

RescheduleWork85,93

ResourceAssignmentUniqueID60

RetainedLogic26

RiskAnalysis118

RollupGanttbartosummary54

RoundBarstoWholeDays54

ScheduleOptions9

Schedulingignoresresourcecalendars14,17,19,20

S-Curve65

Showprojectsummarytask66

ShowQuickAccessToolbarBelowtheRibbon11

ShowschedulingMessages116

Showtaskschedulesuggestions116

Showtaskschedulewarnings116

RemovingaBarSplit27

ShowBarSplits28

Task26

Splitin-progresstasks3,9,26,84,85,87

StakeholderAnalysis118

StartNoEarlierThanconstraint1

StartonCurrentDate8

StartonProjectStartDate8

StatusDate8,82

TaskCalendar17

TaskDrivers45

TaskInformation17

TaskInspector46

TaskPath46

TaskSplitting25

TaskType

FixedDuration73

FixedUnits73

FixedWork73

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