M.S. Project: Management Skills for Planning and Controlling Projects

1. M.S. Project: Management Skills for Planning and Controlling Projects Assabet After Dark

2. Onto Chapter 7, Fine-Tuning Task Details Adjust task links to have more control over how tasks are related. Apply a constraint to a task. Identify the tasks on the critical path. Split a task to record an interruption in work. Create a task calendar and apply it to tasks. Change a task type to control how Project schedules tasks. Record deadlines for tasks. Enter a fixed cost and specify how it should accrue. Set up a recurring task in the project schedule.

3. Adjusting Task Relationships Recall the four types of task dependencies, finish-to-start, start-to-start, finish-to-finish, and start-to-finish. The Link Tasks button on the Standard toolbar uses the finish-to-start relationship (FS). There�s a good example of a finish-to-finish relationship on page 138 � planning the filming sequence can begin before the script is complete � it can�t end until the script�s done, though.

4. Adjusting Task Relationships Lead time and lag time Lead time � the next task overlaps with its predecessor � it starts before its predecessor is complete. Lag time � the successor task starts some time after predecessor concludes. Why would you use it? Allow paint to dry, for example. Lead and lag time can be units of time, like 2 days, -2d, or a percentage, like 50%, -50% - that�s a percentage of the duration of the predecessor task.

5. Adjusting Task Relationships So, a negative number entered for lag time makes it into lead time. There�s not a separate place to enter lead time. Where to enter lead time and lag time Project menu > Task Information > Predecessors tab. There�s a �lag� column. In the Entry table (View menu > Table: Entry > Entry), double-click on a predecessor, and it will bring up that same dialog box. Task Dependency dialog box � double-click on an arrow in the Gantt chart to open it. There�s a �lag� box.

6. Adjusting Task Relationships Open Short Film Project 7a and save it as Short Film Project 7. We�ll look at the Task Drivers pane. It�s new as of Project 2007. Project menu > Task Drivers. It shows you the task relationship (e.g. finish-to-start), the resources assigned to it, other factors that affect the scheduling of it.

7. Adjusting Task Relationships Let�s do the exercise on pages 140-141 We�ll set lead time and see what it looks like: Here task 9, reserve camera equipment, starts when task 8 is 50% complete.

8. Adjusting Task Relationships Using a start-to-start relationship, and using lead times both help you to reduce project duration. Setting Task Constraints They control the start or finish date of a task, the degree to which it can be rescheduled. Flexible constraints As soon as possible Inflexible constraints A hard constraint � has to be on this day, days Semi-flexible constraints Soft constraints � has to finish by a certain date, could finish before it.

9. Adjusting Task Relationships 8 types of task constraints Flexible As soon as possible (ASAP) As late as possible (ALAP) Semi-flexible Start no earlier than (SNET) Start no later than (SNLT) Finish no earlier than (FNET) Finish no later than (FNLT) Inflexible Must start on (MSO) Must finish on (MFO)

10. Adjusting Task Relationships When you enter start or finish dates, you�re telling Project that you want a semi-flexible constraint. So, start no earlier than. What if you don�t actually care if a task starts earlier than when you�d said? That could be a great thing.

11. Adjusting Task Relationships Flexible constraints, like ASAP Only their predecessors, successors affect their scheduling. The best to use, whenever possible. Semi-flexible constraints, like Start no Earlier Than The degree to which they can be rescheduled is limited by the date you�ve specified Inflexible constraints, like Must Start On Project can�t reschedule them. The Fourth of July Fireworks�.

12. Adjusting Task Relationships Small exercise, pages 145-6 We�ll set this:

13. Adjusting Task Relationships Check out how the subsequent tasks were rescheduled by setting a Start No Earlier Than constraint. The change highlighting also shows you the subsequent tasks that were rescheduled.

14. Adjusting Task Relationships When you enter a finish date, it applies a Finish No Earlier Than constraint to the task. That might not be what you intended. Entering in a start date, or dragging the bar for the task that�s on the Gantt chart to a specific date, specifies a Start No Earlier Than constraint. Also might not be what you intended. We�ll set deadline dates later � in some cases better.

15. Adjusting Task Relationships Unless you specify a time, Project uses the default (8:00am start of the workday, for example). In the Start field, you can enter 5/26/08 10AM to specify a start time. To remove a constraint Select the task (or tasks) Go to the Project menu > Task Information > Advanced tab. In the Constraint Type dialog box, select As Soon As Possible or As Late As Possible.

16. Adjusting Task Relationships The book talks about using negative slack (I don�t prefer it). Page 147. If you want to be able to set it, you need to set the following: Tools menu > Options. In the Options dialog box, click the Schedule tab. Clear the checkbox for �Tasks Will Always Honor Their Constraint Dates.�

17. Viewing the Project�s Critical Path The critical path: A series of tasks that will push out the project�s end date if they�re delayed. It�s not the tasks that are most important. Not necessarily the tasks that have to get done well for the project to be successful. It doesn�t have to do with who your best people are, who you�ve got to have. It�s just a scheduling thing. Shortening the duration of the tasks on the critical path is called �crashing.�

18. Viewing the Project�s Critical Path The critical path will most likely change as your project progresses, and as you make scheduling changes. After a task is complete, it�s no longer critical. It�s done -- it can�t possibly delay the project any more (whew). All about slack Free slack, total slack Tasks that have no slack are critical

19. Viewing the Project�s Critical Path Free slack � the amount of time a task can be delayed before it delays another task Total slack - the amount of time a task can be delayed before it delays the project Non-critical tasks have some slack Small exercise, pages 148-149

20. Viewing the Project�s Critical Path If all goes well, we should see a whole lot of critical tasks, in red:

21. Viewing the Project�s Critical Path Now, they say in the book that task 18 is non-critical, and in blue. And they say it�s non-critical because task 20 has a Start No Earlier Than constraint. Let�s see. For a task to be critical, by default in Project, it has to have zero slack. You can change that. So, if a task�s within a day or two of pushing out the project completion date, for example.

22. Viewing the Project�s Critical Path Tools menu Options Calculations tab In the Tasks are Critical if Less than or Equal To box, enter a number of days.

23. Interrupting Work on a Task A simple way to interrupt work (rather than finding the resources assigned to the task and editing their schedules and entering in why they can�t work on this task today�). Select a task, and use the split task button:

24. Interrupting Work on a Task I *think* there�s a typo in the exercise on pages 150-151. It instructs us to split task 4, starting on 3/17/08. Task 4 doesn�t span 3/17/08. So, we can split it starting at 5/17/08. Let�s take a look at that exercise. Undo is our friend, when playing with the Split Task button.

25. Interrupting Work on a Task When we�re done, the Gantt chart should look like this:

26. Interrupting Work on a Task The timescale affects the smallest increment by which you can split a task. That is, the bottom tier of it (right-click on it > Timescale�):

27. Interrupting Work on a Task You can repeatedly split a task. You can drag a segment of it to change its scheduling. No work occurs during the split (the dotted part of the Gantt chart bar) If you reschedule a task, the splits will get carried over to the new time. When we level resources, we�ll see that Project can split tasks automatically for us.

28. Interrupting Work on a Task To rejoin two split segments of a task, click and drag one of the two segments back, until they join. You can choose not to show the dotted line that represents the split. Format menu Layout Clear the Show Bar Splits checkbox.

29. Adjusting Working Time for Individual Tasks You can apply a task calendar to a task, to get it to occur outside of the normal working time. If you�ve got a task that must run overnight, on a weekday, over the weekend, and you�re using the standard base calendar. Exercise, pages 153-155.

30. Changing Task Types To change a task type In the Gantt Chart view, select a task. On the Standard toolbar, click the Task Information button. Click the Advanced tab. In the Task Type box, select the task type you want, and then click OK.

31. Entering Deadline Dates (page 161) In a task view, such as the Gantt chart view, select the name of the task that you want to enter a deadline for. On the Project menu, select Task Information. Click the Advanced tab. In the Deadline box, type or select a deadline date.

32. Entering Fixed Costs In a task view, such as the Gantt chart view, on the View menu, point to Table: Entry, and then click Cost. In the Fixed Cost field for the task you want, type or click an amount. In the Fixed Cost Accrual field, choose a method, and then press Enter.

33. Setting up a Recurring Task To create a recurring task In the Gantt Chart view, select the task above which you want to insert a recurring task. On the Insert menu, click Recurring Task. In the Recurring Task Information dialog box, select the options you want.

34. Chapter 8: Fine Tuning Resource and Assignment Details Overview: Setting up different pay rates for resources Setting up pay rates that will change over time for a resource. Set resource availability to change over time. Delay the start of a resource assignment. Control how a resource�s work on a task is scheduled over time by using work contours. Apply different cost rates for a resource assigned to different kinds of tasks. Enter variable consumption rates for material resources.

35. On work resources Resources are often the most expensive part of your project. If you�ve got people working multiple jobs for you, with multiple pay rates, you can handle that in Project. Use multiple cost rate tables. You can have up to five cost rate tables per resource.

36. Entering multiple pay rates for a resource The basic how-to: Switch to a resource view, such as the Resource Sheet view. Click the name of the resource for whom you want to create an additional pay rate. On the Project menu, click Resource Information. In the Resource Information dialog box, click the Costs tab.

37. Entering multiple pay rates for a resource Under Cost rate tables, the resource�s initial pay rate information appears on tab A. Click one of the other tabs, and then enter the rate information you want. To apply a different cost rate table to a specific resource assignment, pick the one you want in the Cost Rate Tables field when you are in a usage view. We�ll assign different cost rate tables soon�.

38. Entering multiple pay rates for a resource Open Short Film Project 8a and save it as Short Film Project 8 Let�s follow pages 172-173. We�ll fill in two cost rate tables for Jan Miksovsky, cost rate tables A and B. We�ll also give her a standard rate and an overtime rate.

39. Setting up rates to apply at different times By default, Project has standard rates and overtime rates. Project has a way to give someone a raise, as of a specific date. Or, let�s say you know your equipment rental cost will change as of a specific date. But it�s the same piece of equipment�. You can assign up to 25 pay rates to be assigned at different times.

40. Setting up rates to apply at different times So, each cost rate table has 25 rows:

41. Setting up rates to apply at different times The basic how-to: Switch to a resource view, such as the Resource Sheet view. Click the name of the resource for whom you want to create an additional pay rate. On the Project menu, click Resource Information. In the Resource Information dialog box, click the Costs tab. Click the tab of the rate you want to edit.

42. Setting up rates to apply at different times In the second or later row of the Effective Date column, enter the date on which the new pay rate is to take effect. In the Standard Rate column (and, if applicable, the Overtime Rate or Per Use Cost columns), enter either a dollar amount or a positive or negative percentage of the existing pay rate. If you enter a percentage value, project will calculate the new pay rate amount.

43. Per Use Cost In addition to, or instead of, an hourly rate:

44. Setting up rates to apply at different times Let�s follow pages 174-175

45. Setting up resource availability to apply at different times You can specify different max unit values to apply at different times.

46. Setting up resource availability to apply at different times Now, you can still assign somebody more work than they�re available to complete. They�ll be overallocated. You�ll be able to see that�. You also might use this when you�ve got a generic resource, like �electrician,� and you�ve decided to show that you�ve got three of them by setting the max units value to 300%. So, when you�ll have two of them, set it to 200%, and so on.

47. Setting up resource availability to apply at different times The basic how-to: Switch to a resource view, such as the Resource Sheet view. Click the name of the resource whose availability you want to change. On the Project menu, click Resource Information. In the Resource Information dialog box, click the General tab. In the Resource Availability grid, enter the date ranges and unit values you want.

48. Setting up resource availability to apply at different times Let�s follow pages 176-177, to customize a resource�s availability over time.

49. Setting up resource availability to apply at different times So, Project will show that you�ve got 300% of the resource �Electricians� when the current date is between the dates that we�d set. It gets today�s date from your computer�s system clock, or From the Project menu > Project Information

50. Delaying the start of assignments If you�ve got multiple people assigned to a task, perhaps you don�t want or need all of them to start working on it right at the beginning. If you need to delay all of them, reschedule the task instead.

51. Delaying the start of assignments The basic how-to: On the View menu, click Task Usage or Resource Usage. Click the assignment you want to delay. On the Project menu, click Assignment Information. In the Assignment Information dialog box, click the General tab. In the Start box, type or click the date on which you want the selected resource to start work on the assignment, and then click OK.

52. Delaying the start of assignments Let�s follow pages 178-179 We�ll delay Doug Hampton�s start date on a task

53. Delaying the start of assignments When you delay the start of an assignment, Project will automatically change the duration of the task, if necessary. So, the amount of work required for the task stays the same.

54. Applying contours to assignments

55. Applying contours to assignments You can change the amount of work that someone does on a task over time. Use predefined work contours � the bell contour � distributes work so that less work is assigned at the beginning and end of the task. A back-loaded contour, for example, assigns more work as the task progresses. Or, Edit the assignment details directly, in the Resource Usage or Task Usage views.

56. Applying contours to assignments The basic how-to: On the View menu, click Task Usage or Resource Usage. Click the assignment for which you want to contour an assignment. On the Standard toolbar, click the Assignment Information button. In the Assignment Information dialog box, click the General tab. In the Work Contour box, click the contour you want, and then click OK.

57. Applying contours to assignments Let�s follow the steps on pages 180-181 We�ll give Michael Patten a Back Loaded work contour, on one of his tasks, Record Final Narration.

58. Applying contours to assignments If you don�t want the contour to change the duration of the task, before you apply the contour, change the Task Type to Fixed Duration. Do it before you apply the contour. That�s under Task Information > the Advanced tab.

59. Applying contours to assignments Page 182 � it�s on essentially applying a manual contour. Clair Hector is assigned to task 2, at 50%, so she�s working 4 hours a day on it. You can change the # of hours she�s working on any given day directly, in the timescaled grid:

60. Assignment Notes In the Task Usage view, or in the Resource Usage view, click on the Assignment Notes button: And then make notes under the Notes tab.

61. Applying different cost rates to assignments We�d worked with cost rate tables earlier, in order to set different cost rates. We gave Jan Miksovsky a pay rate for being the director of photography, and a different pay rate for when she works as a camera operator. Now let�s apply those cost rate tables. Table A is used by default. She�s assigned to task 27, Scene 7 shoot as a camera operator, but it still set at her default pay rate.

62. Applying different cost rates to assignments The basic how-to: On the View menu, click Task Usage or Resource Usage. Click the assignment for which you want to apply a different cost rate table. On the Standard toolbar, click the Assignment Information button. In the Assignment Information dialog box, click the General tab. In the Cost Rate Table box, type or click the rate table you want to apply to the assignment, and then click OK.

63. Applying different cost rates to assignments Where you set the cost rate table:

64. Applying different cost rates to assignments There�s a small exercise on pages 184-185. Tip: display the cost rate table column directly in the Resource Usage or Task Usage view. Right-click on a column heading On the Insert menu, click Column. In the Field Name box, select Cost Rate Table. Click OK.

65. Entering material resource consumption rates Fixed consumption rate (chapter 4) versus a variable consumption rate (now�). Fixed: The duration of the task doesn�t matter. Will need the same amount of the fixed resource. Variable: Quantity needed depends on the duration of the task. Film. In either case, enter a standard pay rate for one unit of it. So, in the example, we assume that a 100-foot spool of 16-mm film costs $25 to purchase and process.

66. Entering material resource consumption rates The basic how-to: Go to the Gantt chart view. Select a task. On the Standard toolbar, click Assign Resources. In the Units field for a material resource, enter a value like 5/h (that�s five hours).

67. Entering material resource consumption rates The example has us enter �5/h� for 16-mm Film (please note: not 16-mm camera). So, that�s 5 spools per hour. 5 100-foot spools per hour. The task has a one-day duration. That�s 40 spools. You should see a resulting cost of $1,000.

68. Key points When working with resource costs, you can specify different cost rates for different assignments and apply different cost rates at different times. You can account for variable resource availability over time (via a resource�s Max. Units value), which allows you to more finely control when a resource will appear to be overallocated. In a usage view, you can edit the scheduled work values of resource assignments over time. For example, you can delay the start of one resource on an assignment without affecting the other resources assigned to the same task. When assigned to a task, material resources can have a fixed or variable consumption rate.