Transcript Time Entry Scenarios Nov 2008

How to Get Along with Project
Using Microsoft Project so that it actually works for you,
not against you.
© 2008 Sterling Commerce. Confidential and Proprietary.
Agenda
The Formula
Friends don’t let friends …
Spaghetti Code
Soft Coding vs. Hard Coding
The Great Divide: Actuals
Advanced Stuff: P&L
© 2008 Sterling Commerce. Confidential and Proprietary.
The Formula
Work = Duration * Units
Note:
• Work and Duration need to be in the same unit of measure (for
calculation, but not for display)
• 100% = 1 unit
Examples:
• 40 hours = 5 days * 100%
40 hours = (5 * 8h) * 1
• 20 hours = 5 days * 50%
20 hours = (5 * 8h) * .5
The Formula
The original task:
• 40 hours = 5 days * 100%
I need to assign a different resource, but the new
resource is only available half-time:
• 40 hours = 10 days * 50%
The resource will need to work overtime in order to
complete the task on time.
• 48 hours = 5 days * 120%
I need it done faster, so I will assign a more senior
resource who will do the same job in less time:
• 32 hours = 4 days * 100%
The Formula
Principle: 1 part stays the same and 2 parts change.
• The one that stays the same is said to be “fixed”.
• You change one of the non-fixed parts.
• And Project will automatically change the third part.
You can change the fixed part, but if you know what you
are doing, you probably wouldn’t.
The Formula
The original task:
• 40 hours = 5 days * 100%
I need to assign a different resource, but the new
resource is only available half-time:
• 40 hours = 10 days * 50%
Fixed Work – change units
The resource will need to work overtime in order to
complete the task on time.
• 48 hours = 5 days * 120%
Fixed Duration – change units
I need it done faster, so I will assign a more senior
resource who will do the same job in less time:
• 32 hours = 4 days * 100%
Fixed Units – change work
One Little Twist
The original task:
• 8 hours = 1 day * 100%
I need to add a second resource to this task, but it will
still take the same amount of calendar time.
• 16 hours = 1 day * 100% + 100%
Fixed Duration / Not Effort Driven
• 8 hours = 1 day * 50% + 50%
Fixed Duration / Effort Driven
Effort Driven:
• It only has an effect when you are adding or removing resources.
• It makes Work “Fixed” in addition to whatever else the task type
has made “Fixed”.
Friends don’t let friends …
Assign resources to summary tasks
Friends don’t let friends …
Assign resources to summary tasks
• If you need a summary task, always create a new task specifically
for the job.
• Give summary tasks noun-like names (e.g., Help File)
• Give detail tasks verb-like names (e.g., Create help file)
Spaghetti Code
Non-spaghetti Code
Writing non-spaghetti code
Never link to or from a summary task.
• Use start and complete milestones instead.
Try to link from top to bottom, like a waterfall.
• If you see links running uphill, try restructuring.
Don’t use redundant links.
• If C must follow A and B, and B must follow A, then just say that C
follows B.
Keep the number of predecessors and successors as
small as possible.
• If 20 tasks must finish before the 21st can begin, try breaking the
20 tasks into smaller groups.
Soft Coding vs. Hard Coding
Soft Coding:
• You enter the tasks, duration and dependencies.
• Project will predict the dates when the key milestones will be
reached.
Hard Coding:
• You enter the tasks, duration, dependencies, and dates.
• Project will draw a pretty picture of your plan.
The Benefits of Soft Coding
When bad things happen to your project, the critical
milestone may slip – but that’s a good thing. It is an early
warning system that you must do something if you want
to hit the milestone on time.
If you have dates that you must hit, put a deadline on the
milestone and monitor it whenever you update the
project.
The Great Divide: Actuals
Percent Complete
Works great if the project goes exactly as planned.
When a task is marked as 100% complete, it started
when it was supposed to start, it finished when it was
supposed to finish, and it took exactly as many hours as
we thought it would – whether it really did or not.
Actual and Remaining at Task Level
Use one resource per task.
Before entering the first actuals, enter the actual start
date.
The actual start and actual work can be compared to the
planned start and planned work.
The finish date and the hours worked per day may not be
accurate.
You may have to calculate remaining work if your
resources report progress as percent complete.
• 40 hour task that now has 36 actual hours and is 75% complete
• Should have 13 hours remaining: (36/.75) – 36
• New total work should be 48 hours
The Usage Views
Task Usage or Resource Usage
Can use multiple resources per task.
Actual work is entered in the time-phased grid on the
right.
Remaining work is entered in the pane on the left.
Advanced Stuff: P&L
Progressing the schedule:
Moving unfinished work from the past to the future
Leveling the schedule:
Delaying some tasks to avoid over-allocation
Progressing the Schedule
Leveling the Schedule
Review
The Formula
Friends don’t let friends …
Spaghetti Code
Soft Coding vs. Hard Coding
The Great Divide: Actuals
Advanced Stuff: P&L
© 2008 Sterling Commerce. Confidential and Proprietary.
Contact Info
[email protected]
© 2008 Sterling Commerce. Confidential and Proprietary.