MPA Boston Chapter
January 28, 2009
Feature Presentation
Microsoft Project Pain-Points
and How to Solve Them
Microsoft District Office
201 Jones Rd (6th floor, Room MPR-B)
Waltham, MA 02451
1
Agenda
5:30 – 6:00 pm
Registration & Pizza
6:00 – 6:10 pm John Riopel, MCP, PMP
Prizes Announcement
MPA-Global Mission & Benefits
Boston Chapter Officers & Sponsors
MPA-Global Sponsors Program
Join MPA and Get Active!
6:10 – 6:20 pm Introductions – MPA Boston
Board of Directors & Evening Panelists
MPA Boston Board of Directors & Evening Panelists
6:20 – 7:50 pm
Microsoft Project Pain-Points and How to Solve Them
7:50 – 8:20 pm
Q&A
8:20 – 8:30 pm John Riopel, MCP, PMP
Evaluations, Prizes & PDUs
2
Prizes
Various prizes will be given out from a
drawing using the meeting response cards.
3
MPA-Global Mission
The mission of MPA-Global is to provide the installed user
base of Microsoft® Project with a forum to exchange ideas,
support, and experience in order to improve understanding
and utilization of all Microsoft Project related products.
MPA-Global is an independent users group formed with the
support and recognition of Microsoft.
We will actively seek out related organizations worldwide
and collaborate with them to encourage the appropriate
exchange of information to MPA-Global membership for all
levels of Microsoft Project experience.
4
MPA-Global
Boston Chapter Mission
In support of the MPA-Global Mission, the Boston Chapter will:
Serve as focal point for MS Project User Community in Boston area:
– Forum for sharing practical, “how to” knowledge.
– Access to “members only” MPA-Global Intellectual Capital.
Foster improvements in productivity & effectiveness thru use of MS
Project
Provide “how to” approaches towards implementing PMI-based project
management processes.
Provide opportunities for members to network & to enhance
professional development.
– Increase proficiency with Microsoft Project.
– Broaden leadership & organizational skills & experience through
participation in officer positions.
– Network & develop business interests through increased visibility within MS
Project user community.
5
MPA-Global
Membership Benefits
The Project Network
Monthly Ezine
"Members Only" web site
Regional meetings
MPA's "backdoor" technical support
MPA "Members Only" special offers
Evaluation, Beta and preview Microsoft software
Opportunities for knowledge sharing
Networking opportunities
6
Boston Chapter Officers
President
Shawn O’Connell, PMP
Director of Technology Programs
Iron Mountain
Shawn.oconnell@ironmountain.com
www.ironmountain.com
Secretary
Matt Davis, PMP
Managing Consultant
Pcubed
matt.davis@pcubed.com
www.pcubed.com
Treasurer
Avanti Pandit
Sr. Technology Project Manager
Membership
Kristin Hanley
New England Practice Manager
Project Solutions Group
Director
- PM Community
Relations
Ed Yee, PMP
Director
- Special Projects
John Riopel, MCP, PMP
PM Providers, LLC
jriopel@pmproviders.com
www.pmproviders.com
Director
- Special Projects
Matthew Curley, PMP
Project Manager
Iron Mountain
Matthew.curley@ironmountain.com
www.ironmountain.com
khanley@psgus.com
www.psgus.com
7
Current Global & Chapter
Sponsors
Global Sponsors
– Pcubed
– Microsoft Corporation
Boston Chapter Sponsors
–
–
–
–
–
–
Boston University
Microsoft New England District
Northeastern University
Pcubed
PM Providers
Project Solutions Group
8
Sponsor Benefits
(Subject to MPA-Global Rules)
Exposure and awareness among a highly qualified
Microsoft Project audience.
Mention at local chapter section of www.mympa.org with
links to the sponsor’s website, grouped by sponsorship
level.
Sponsors may receive mention in chapter communications.
Sponsors may provide marketing materials to be made
available at chapter meetings.
Sponsors are also permitted to contribute prizes to be given
away in the chapter’s usual comment card drawing at the
end of each meeting.
Sponsors may collect attendee contact information
separately on a voluntary basis.
9
Sponsor Levels
Chapter Sponsor (full time)
–
–
–
Gold
Silver
Bronze
Meeting Sponsor (temporary)
–
–
Benefits of being a Meeting Sponsor are essentially
the same as those for being a Bronze Chapter
Sponsor, but on a more temporary basis.
Benefits only apply while the chapter is promoting and
conducting the single meeting for which the sponsor is
providing support.
10
Sponsorship Agreement Rqmts.
(for chapter sponsors only):
Amount of monetary (or in-kind) support by
level ($500/year minimum)
Number of hours of time and effort by level
(1 chapter officer representative minimum)
Anyone interested in discussing
sponsorship opportunities should send an
email to:
– Kristin Hanley (khanley@psgus.com)
11
Join MPA and Get Active!
To join MPA-Global, please visit:
– http://mympa.org/join.aspx
– To view upcoming Boston Chapter events:
– http://mympa.org/calendar.aspx
– To volunteer for officer positions or to
volunteer/suggest a meeting speaker, send an
email to:
– boston@mympa.net
12
MPA Boston Chapter
January 28, 2009
Feature Presentation
Microsoft Project Pain-Points
and How to Solve Them
A Guide to Best Practices
Presented by The MPA Boston Chapter
Board of Directors
13
The Top-Eight
Duration, Work, Units, and Resource Driven
Multiple Resource Assignments
Dependencies, Lead, Lag, and Constraints
Resource Leveling
Finding the Critical Path
Reporting & Printing (‘03 vs. ‘07)
Formula’s and Graphical Indicators
What’s new with Microsoft Office Project 2007
14
Duration, Work & Units
Problem Statement: Why does work or units
change when I change duration or viceversa? How does task type affect this?
– When I change Duration sometimes work
changes, but sometimes units changes!
– If I change the units (% allocation) sometimes
the duration changes, but sometimes the work
changes!
Duration, Work & Units
When a resource is first assigned, there is a
relationship created between Duration,
Work, and Units (Allocation as %)
Duration X Units = Work
Once this relationship is established,
changes to one variable will impact the
others
Duration, Work & Units
Task Type (Fixed Duration, Fixed Units,
Fixed Work) tells Project which variable NOT
to recalculate when changes are made to
one of the other variables.
Duration X Units = Work
Fixed does NOT mean the variable cannot
be changed!
Relationship Example:
Fixed Units
Duration =
1 week
2 week
Units
X
1 Unit (100%)
1 Unit (100%)
Work
40 hrs
80 hrs
When changes are made to Duration, Work
is recalculated. (Units are fixed)
Relationship Example:
Fixed Work
Duration =
1 week
2 week
Units
X
1 Unit (100%)
.5 Unit (50%)
Work
40 hrs
40 hrs
When changes are made to Duration, Units
is recalculated. (Work is fixed)
Duration, Work & Units
Why does MS Project do this?
– MS Project is an effort-driven application
– The scheduling engine is designed to make
adjustments to the schedule (duration of tasks)
based on effort and resources
Note! Work is stored at two levels in Project!
– Task Work – Total work of all resources
assigned to a given task
– Assignment Work – The work each resource
performs on a given task
Duration, Work & Units
Consider the scheduling method that makes
sense for your project
– Typically schedule work over a period?
Ex: 10 hours of work over 3 weeks? Use fixed
duration to avoid schedule changes.
– Resource assignments base on allocation?
Ex: 50% of “Jim” over the next month? Use
Fixed Units to avoid changes in allocation.
22
Duration, Work & Units
Seeing it in action
Display the Gantt view, then use Window > Split to display a form in the
bottom
Right-click in the bottom right pane and choose > Resource Work
This combo view shows all three variables when a resource is
assigned.
23
Effort Driven
Problem Statement: So what does the Effort
Driven check-box do? When should I turn it
on or off?
– Sometimes I cannot change it! (check-box
locked)
– Sometimes it doesn’t seem to make any
difference at all!
Effort Driven
Effort Driven determines if task work will be
split amongst multiple resources when
assigned
Determines if duration can be shortened
based on additional resources being
assigned
Effort Driven
If Units are “Fixed” and an additional resource is
added, Duration will be reduced and the work will
be split across all resources.
If Duration is ‘Fixed” and an additional resource is
assigned the Units will be reduced and the work
will be split across all resources.
If Work is “Fixed” by definition, the task is Effort
Driven (check-box disabled). When an additional
resource is added the Duration will be reduced and
the work will be split across all resources.
Effort Driven
Why Does Project do this?
Addresses the problem of trying to have a
baby in one month! It can’t be done no
matter how much effort you put in!
(NOT an Effort Driven task)
Dependencies, Lead, Lag, and
Constraints
Problem statement:
Finish to Start is the ‘default’ dependency,
but when should I use the others?
When should I use lead time? Can’t I just
change the dependencies?
Where do I go to change Lag time?
Tasks become constrained when I type
dates into the task entry table? Why?
Dependencies, Lead, Lag, and
Constraints
Definitions:
Dependency – One task depends on another
before it can start (or finish)
Lead – Start early – either by days / hours / weeks,
or by % (Defined as negative Lag)
Lag – Waiting time after completion
Ex: Waiting for paint to dry
Constraint – Needs to be ‘pinned’ to the calendar
Ex: A shipment will not arrive until <date>
Dependencies: Predecessors
and Successors
Provide the linkages between tasks.
Contribute to the critical path.
Automatically adjusts schedules as timelines
change.
Task A
Task C
• Task A is a Predecessor to Task C
• Task C is a Successor to Task A
Very rare that F-S cannot be used
Refining Linkages
Double click the link on the
Gantt chart to edit the
dependency type
Double click the task
name to edit the
dependency type.
Refining Linkages with Lead
Lead time allows
for starting a task
early without
changing
dependencies. The
tasks may still be
dependent, but
allows for doing
‘preparation’ work
without defining
additional detail
tasks. Ex: Begin
“Design” even
though
‘Requirements” are
not complete.
Design
Build
Specify a lead as a negative number.
Lead is a negative lag.
Refining Linkages with Lags
Lag time allows for
a ‘waiting period’
after the work of a
task is complete.
Lag time should be
used INSTEAD of
constraints, as Lag
allows for the
schedule to ‘flex’ as
actual start dates
change. Constrain
dates do NOT!
Ex: Concrete
needs to set for 1
day after pouring,
regardless of when
it was poured.
Design
Build
Specify a Lag as a positive number.
Dependencies: Best Practices
Keys to having Critical Path Analysis
All task should have a successor
–
–
–
–
Direct
By virtue of it’s summary task
If task is ‘floating’ link to the End-Of-Project Milestone
To maintain Critical Path Analysis
Links should be at the same outline level
– Tasks within a summary group
– Summary to Summary
Task Constraints
Constraints can be
set on the Advanced
tab of the Task
Information box.
Tip!
If you type a date in the Start or Finish in the Task Entry Table
you can remove it by setting the task constraint to As Soon As
Possible. This will allow your schedule to evolve with changing
circumstances.
Task Constraints: Best
Practices
Remember there are 3 SETS of Start / Finish Dates
– Planned (Start / Finish), Baseline, Actual
– Typing into the ‘Planned’ dates in the Task Entry form implies a
constraint by definition
NEVER type Start Dates into the Entry Table
– Causes a ‘start no earlier than’ constraint
NEVER type Finish Dates into the Entry Table
– Causes a ‘finish no earlier than’ constraint
Constrain a task ONLY if it is a real, externally imposed
constraint
– Ex: Contractor not available until October 1
– Ex: Executive Review Committee Meets on July 15
Multiple Resource Assignments
Problem Statement: MS Project user assigns
more than one resource to a task and
strange things start happening:
– Duration of task shrinks when it should not have
– Work effort remains the same when it should
have increased
– Work gets divided evenly amongst additional
resources when work varies by resource
37
Multiple Resource Assignments
Why does MS Project do this to me?
– MS Project is an effort-driven application
– Based on the formula: (Hours per Day x Units) x
Duration = Work
– Relies heavily on task type (Fixed Units
(default), Fixed Duration, Fixed Work)
– Tasks that are effort driven will divide the work
evenly amongst the assigned resources and
shrink the task duration.
38
Multiple Resource Assignments
First step: Enter all resources into Resource
Sheet view
Second step: Populate attributes for each
resource (Type, Group, Max Units,
Calendar, etc)
Max Units and Calendar – key attributes
when making resource assignments
39
Multiple Resource Assignments
Best practice is to split window (WindowSplit)/Resources &
Predecessors or select Task Entry View.
Advantages: Set Units and Work for each resource and set task
duration, task type, set effort driven flag
Disadvantages: No assignment of resources to multiple tasks at once,
cannot easily replace resources and retain only remaining Work
40
Multiple Resource Assignments
Next steps
– Level resources and resolve overallocations
– Regularly interface with resource managers to
ensure correct resource assignments (frequency
driven by project needs)
– Maintain plan by revisiting Work and Duration
estimates periodically
41
Resource Leveling
Workload leveling is changing the schedule
in such a way that the workloads of the
resources are within their availability at any
given time.
Recommendation: Do whatever you can to
manually resource level before you use MS
Project leveling tools.
Manual Leveling
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
Reassign the best resources to the critical task first and only the critical task.
Reassign task from critical resources to non-critical resources.
Take a critical Resource off a task
Hire extra resources
Contract work out to subcontractors
Negotiate more resources from subcontractors
Fine-tune the number of units assigned to the task involved in over-allocation.
Split long task into many shorter ones and reassign the short task to non-critical
resources.
Delay vacations until after the deadline.
Work during the weekend.
Assign overtime
Change dependencies
Lower quality standards and lower work estimates, which will decrease the workload.
Split task bars when multiple resources are assigned to move the workloads of the
individual resources to where the workloads fit into there availability.
Delay task
MS Project: Manual Leveling
Use the Resource Allocation View When You level
Go To The Next Over Allocation – Tool
Three Automatic Leveling Scenarios
– No Leveling
– Leveling with Slack
– Complete leveling
Influence MS Project’s Leveling
–
–
–
–
ID Only
Standard
Priority, Standard
Exclude task and/or resources
Finding the Critical Path
Problem Statement: MS Project user creates
a schedule and does not agree with the
finish:
– Duration of the project seems really long
– Linking has been completed but not all tasks
contain both predecessors and successors
– How can I see the critical path
45
Finding the Critical Path
Why does MS Project do this to me?
– Microsoft Project uses the following fields to
calculate critical path:
• Early Start [ES]
• Early Finish [EF] = (ES - Duration) + 1
• Late Start [LS] = (LF + Duration) - 1
• Late Finish [LF]
• Total Slack [TS] = LF - EF
• Free Slack [FS] = FS(p)=(ES(s) - EF(p)) – 1
– *p = predecessor
– *s = successor
46
Finding the Critical Path



The critical path is the path or paths having zero total float.
The critical path tasks have the same early and late dates.
Critical path is a function of logic, not importance to the
project.
ES
EF
ES
EF
ES
EF
1
TS=0
3
4
TS=0
A (3d)
1
3
LF
•Early Start [ES]
•Early Finish [EF] = (ES - Duration) + 1
•Late Start [LS] = (LF + Duration) - 1
•Late Finish [LF]
•Total Slack [TS] = LF - EF
•Free Slack [FS] = FS(p)=(ES(s) - EF(p)) – 1
*p = predecessor
*s = successor
47
10 TS=0 10
B (6d)
FS=0
LS
Field s Microsoft Project Uses to
calculate critical path:
9
4
E (1d)
FS=0
9
LF
LS
ES
4
EF
TS=2
5
ES
6
C (2d)
6
LS
FS=0
EF
TS=2
7
D (2d)
7
LF
8
LS
FS=2
9
LF
10 FS=0 10
LS
LF
Finding the Critical Path
First step: Open Project
and on the Formatting
toolbar, select the Gantt
chart Wizard
Or: Right Click on the
Gantt chart and select
Bar styles
Add new bar style per
the dialog
48
Reporting and Printing
Problem Statement: MS Project user needs
to communicate the project schedule to
executives and team members
– Where to find the standard reports
– What options are available
– How to create custom reports
49
Reporting and Printing
Why does MS Project do this to me?
– Microsoft Project uses views and tables for
reporting:
– Tables – contain the task, resource, and
assignment fields that project uses to store its
data
– Views incorporate tables, charts, filters, and
groups
– Microsoft Project 2007 Fields - Task 496
Resource 430 Assignment 407 Project 450
Totals 1783 (Not all fields are available unless using Project with Project Server)
50
Reporting and Printing
Standard Reports
51
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Project Summary
Top-Level Tasks
Critical Task
Milestones
Working Days
Unstarted Tasks
Task Starting soon
Tasks In Progress
Completed Task
Should Have Started Tasks
Slipping Tasks
Cash Flow
Budget
Overbudget Tasks
Overbudget Resources
Earned Value
Who Does What
Who Does What When
To-Do-List
Overallocated Resources
Task Usage
Resource Usage
Crosstab
Base Calendar
Visual Reports
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Baseline Cost Report
Baseline Report (Metric)
Baseline Report (US)
Baseline Work Report
Budget Cost Report
Cash Flow Report
Cash Flow Report (Metric)
Cash Flow Report (US)
Critical Task Status Report (Metric)
Critical Tasks Status Report (US)
Earned Value Over Time Report
Resource Availability Report (Metric)
Resource Availability Report IUS)
Resource Cost Summary Report
Resource Remaining Work Report
Resource Status Report (Metric)
Resource Status Report (US)
Resource Work Availability Report
Resource Work Summary Report
Task Status Report (Metric)
Task Status Report (US)
Reporting and Printing
52
Formula’s and Graphical Indicators
Problem Statement: MS Project user would
like to get a quick visual of the current
project status by task
– Where are formula’s creates
– How are graphical indicators added
– How are they used in views
53
Formula’s and Graphical Indicators
Why does MS Project do this to me?
– Microsoft Project has fields that can be used for
custom formulas (Microsoft Project 2007 Fields:
Task, Cost, Date, Duration, Finish, Flag,
Number, Outline Code, and Start)
– Graphical Indicators can be used to represent
either a formula or set by manual selection
54
Formula’s and Graphical Indicators
Examples of a schedule formula used in a
Text field: IIf([Baseline Finish]=projdatevalue("NA"),"No
Baseline",Switch(projdatediff([Baseline Finish],[Finish])/480>=5,"Late
more than 5 days",Projdatediff([Baseline
Finish],[Finish])/480>2,"Late",True,"On Schedule"))
Examples Graphical indicators for this
formula:
55
Formula’s and Graphical Indicators
Adding the Custom field to the table
– Calculates each task based on the formula
– Provides the Graphical Indicator to match
the data
56
What’s New in Project 2007?
Microsoft Office Project Std/Pro 2007 helps improve
the organization of your projects and people with the
new/enhanced scheduling power and capabilities.
You can more easily view, report and communicate
information in various formats according to the needs
of stakeholders.
57
What’s New in Project 2007?
Multi-level Undo
– Unlimited levels of Undo
– Easy-to-use drop-down list of Undo actions
Show Change Highlighting
– Highlights impact of changes to your plan
– Visible indicators allows for quick and easy analysis
Task Drivers
– Investigate the controlling factors of a task in your plan
for better management and control
– Browse up or down the chain of factors in an easy to
use window much like the project guide
58
What’s New in Project 2007?
Improved Reporting
– New Report menu item makes it easy to generate
reports in a variety of different formats
– Easy-to-use visual reports to move data to Excel or
Visio
New Cost Resources & Budgeting
– New resource type enabling planned and actual costs
to be defined by the task
– Better support integration with accounting systems
– Enables cost resources to be added to project
summary tasks to define budgets at project level
59
What’s New in Project 2007?
Improved Calendars
– Define named calendar exceptions (i.e. holiday names)
and recurring exceptions
– Supports Hijri (Arabic) calendar
Improved and Enhanced Views
– Calendar view enhanced with Outlook look and feel
with improved navigation, grouping and filtering
– More colors, 3-D texturing, cell background formatting
60
In Summary – Top 8 Issues
Duration, Work, Units, and Resource Driven
Multiple Resource Assignments
Dependencies, Lead, Lag, and Constraints
Resource Leveling
Finding the Critical Path
Reporting & Printing (‘03 vs. ‘07)
Formula’s and Graphical Indicators
What’s new with Microsoft Office Project 2007
Thanks for attending and look for the next MPA
topic!
61