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Microsoft Project 2010 Advanced Scheduling Fine-Tuning Assignment Details – (Part 9) Soe Naing Win Email: [email protected]

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Project Scheduling

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2. Delay the start of a resource assignment. Control how a resources work on a task is scheduled by using work contours. Apply different cost rates for a resource to account for different kinds of work performed by the resource. Assign a material resource to a task. See resources capacities to do work. 3. Work resources are often the most expensive part of a project, understanding how to make the best use of their time is an important project management skill. 1. In this chapter, you apply a variety of Microsoft Project 2010 features to manage resources assignments to tasks and costs of assignments. 4. If more than one resource is assigned to a task, you might not want all the resources to start working on the task at the same time. You can delay the start of work for one or more resources assigned to a task. 1. For example, assume that four resources have been assigned a task. Three of the resources initially work on the task, and the fourth later inspects the quality of the work. The inspector should start work on the task later than the other resources. 5. Exercise : delay the start of a resource assignment on a task. Change Gantt Chart view > Task Usage view. Task Copyeditors > Task tab > Editing group > Scroll to Task. two resources assigned 6. The intent of task 18 is that Author will review the edits made to his book manuscript, and shortly afterward, the copyeditor will begin to incorporate the authors feedback. Right now, both resources are assigned work throughout the duration, Wed like to delay the start of the copyeditors work by two days. Well make this adjustment in the Task Usage view. Format tab > Assignment group > Information > General tab Start > 4/30/12. 7. Project adjusts the copyeditors assignment Duration changed - the finish date moved out two working days The duration of this task has increased as the work is over a longer period of time. Time phased > zero hours of work for copyeditor for 2days 8. CONTOURS Resources are usually human beings and therefore they bring a lot of unpredictability with them - dates can change, resources may be assigned too much of work or they may have to leave in the middle of a project. We have to leave room for changes in assignments and work distributions. Project allows you to arrange for resources to start or finish work at different dates, interrupt assignments to allow for work on other tasks and also assign overtime work if necessary - in other words a contouring of assignments is possible. The Task Usage View and the Resource Usage Views offer such possibilities. What does the term contour mean in Project? It is the shape of the distribution of work within an assignment. Usually, if a resource is assigned 100% to a 40-hour task with no predecessors, the task will begin immediately with 8 hours of work/day for 5 days. This is the default flat work contour where each unit's work is spread evenly across the duration of the task. 9. Sometimes, you may need to change the distribution of an assignment's work by applying a predefined contour or creating a custom contour for it. MS Project includes 8 predefined contours as listed below: 1. Flat: The default contour with an even distribution of work. 2. Back-loaded: Peak activity happens at the end of the project. 3. Front-loaded: Peak activity is at the beginning of the project. 4. Double Peak: A Project that has two major periods of peak activity. 5. Early Peak: the same as the Front-loaded but with a ramp up to peak activity 6. Late peak: a Back-loaded contour with a ramp. 7. Bell: single peak in the middle of the project 8. Turtle: A bell with a ramp up and ramp down. 10. 1. Flat: 2. Back-loaded: 3. Front-loaded: 4. Double Peak: 5. Early Peak: 6. Late peak: 7. Bell: 8. Turtle 11. 1. Flat: 2. Back-loaded: 3. Front-loaded: 4. Double Peak: 5. Early Peak: 6. Late peak: 7. Bell: 8. Turtle 12. Sometimes, you may need to change the distribution of an assignment's work by applying a predefined contour or creating a custom contour for it. MS Project includes 8 predefined contours as listed below: 1. Flat: The default contour with an even distribution of work. 2. Back-loaded: Peak activity happens at the end of the project. 3. Front-loaded: Peak activity is at the beginning of the project. 4. Double Peak: A Project that has two major periods of peak activity. 5. Early Peak: the same as the Front-loaded but with a ramp up to peak activity 6. Late peak: a Back-loaded contour with a ramp. 7. Bell: single peak in the middle of the project 8. Turtle: A bell with a ramp up and ramp down. 13. In addition to viewing assignment details, you can change the amount of time a resource works on a task in any given time period. There are various ways to do this: 1. Apply a predefined work contour to an assignment. Predefined contours generally describe how work is distributed over time in terms of graphical patterns. For example, the Bell predefined contour distributes less work to the beginning and end of the assignment and distributes more work toward the middle. If you were to graph the work over time, the graphs shape would resemble a bell. 2. Edit the assignment details directly. For example, in the Resource Usage or Task Usage view, you can change the assignment values directly in the timescaled grid. 14. Exercise : Apply a predefined contour to an assignment and manually edit another assignment . 1. Task 38 > Carole Poland > Task tab > Editing group > Scroll to Task. two resources are scheduled to work on this task four hours per day . and a third resource is scheduled to work full time on this task 15. You want to change Carole Polands assignment on this task so that she starts with a brief daily assignment and increases her work time as the task progresses. To accomplish this, you will apply a back-loaded contour to the assignment. Note that task 38, Final review is a fixed-duration task type, not the default fixed-units task type. 1. Format tab > Assignment group > Information > Work Contour > Back Loaded > OK. 16. You see that in each successive day of the tasks duration, Carole Poland is assigned slightly more time to work on the assignment The contour indicator matches the type of contour applied - back- loaded in this case The back-loaded contour causes Project to assign very little work to the resource initially and then add more work each day 17. Applying a contour to a fixed-duration task will cause Project to recalculate the resources work value so that the resource works less in the same time period. For example, Caroles total work on task 38 was reduced from 20 to 12 hours when you applied the contour. Depending on the task type, applying a contour to this assignment may cause the overall duration of the task to be extended. Task 38 is a fixed-duration task, so applying the contour did not change the tasks duration. For a fixed-work or fixed-unit task, however, it would. If you do not want a contour to extend a tasks duration, change the task type (on the Advanced tab of the Task Information dialog box) to Fixed Duration before applying the contour 18. Exercise : Manually edit another assignment . Hany is currently assigned four hours per day for each day of the assignments duration. Why four hours? Hany normally has eight working hours per day on these particular days (as determined by her resource calendar). She was assigned to this task at 50 percent assignment units, however, so the resulting scheduled work is only four hours per day 19. You want to increase Hanys work on the last two days of this task so that she will work full time on it. To accomplish this, you will manually edit her assignment values. Timescaled grid > 8h 20. In the Entering Multiple Pay Rates for a Resource section of Chapter 8, we set up a second rate table for Hany Morcos to be applied for any assignments in which she is functioning as a content editor. Hany is currently assigned to task 36, Proof and review, as a content editor rather than her default role of a project editor, but her assignment still reflects her default pay rate as a project editor. 21. Exercise: change the pay rate table to be applied to an assignment. Task Name column > below task 36 > Hany Morcos > View tab > Data group > Tables > Cost. In the Cost table you can see the tasks and each assignment's total cost. To see other assignment cost values such as actual cost or variance, scroll the table to the right. 22. Format tab > Assignment group > Information Cost Rate Table > select B 1. Project applies Hanys cost rate table B to the assignment. 23. When assigning a material resource, you can handle consumptions and cost in one of two ways: Assign a fixed-unit quantity of the material resource to the task. Project will multiply the unit cost of this resource by the number of units assigned to determine the total cost. (Youll use this method in the following exercise.) Assign a variable-rate quantity of the material resource to the task. Project will adjust the quantity and cost of the resource as the tasks duration changes 24. Exercise : Assign a material resource to a task and enter a fixed-unit quantity of consumption. Task tab > View group > Gantt Chart > Task Name > task 38 You anticipate that youll need 20 bound galley proof copies for this review. Task tab > Editing group > Scroll to Task. Resource tab > Assignments group > Assign Resources. 25. Assign Resources > Units field for the Bound galley proofs resource > 20 > Assign. 26. When you assign a material resource to a task, its label value appears in the Units column and next to the Gantt bar to which it is assigned 27. Recall that the amount of time that a resource is able to work on tasks in a project plan is called its resource capacity, and in Project, this is measured in units. By default, such units are presented as a percentage value, with 0% meaning no capacity and 100% meaning the full or maximum capacity of a single resource with a normal working schedule of 40 hours per week. In Project, a resources maximum capacity to do work is tracked as the resources Max Units value 28. Project planning you can expect one of the following conditions: Planned work is less than the working capacity of the team. You may be able to use some portion of your resources time for other projects, or to do more work in this project. Planned work exceeds the working capacity of the team. You may need to reduce the scope of work or secure more resources. Planned work is approximately equal to the working capacity of the team. 29. Exercise : look at individual resource capacity per day, week, and month during the time span in which the project plan is now scheduled. View tab > Resource Views group > Resource Usage. 30. Here, our focus is on seeing availability for the resources. To begin, youll switch the timephased view to show resource availability. Format tab >Details group > check Remaining Availability 31. Format tab > Details group > clear the Work Project hides the Work details, leaving the Remaining Availability detail visible. 32. Resource Name > View tab > Data group > Outline > Hide Subtasks 33. Next, youll adjust the zoom level of the timephased view to see availability per month. View tab > Zoom group> Months >Timescale box. 34. In the Team Planner view, you see tasks organized by the resource to which they are assigned (like the Resource Usage view) and any unassigned tasks. Both assigned and unassigned tasks may be either: Scheduled tasks Scheduled for a specific time period and displayed in the Team Planner view at a specific point in time. Unscheduled tasks Manually scheduled tasks, with or without an assigned resource. 35. Exercise B: Examine resource assignments and address some overallocation problems, as well as assign some unassigned and unscheduled tasks in the new book project plan. View > Resource Views > Team Planner > Resource Name column, select Carole Poland. Task tab > Editing group >Scroll to Task. 36. The Team Planner view includes four sections: 37. Youd like Caroles unscheduled task, Launch planning, to start in the beginning of August, so youll move it there. Horizontally scroll the view until the week of August 5th is visible in the timescale. 38. Click and drag Caroles unscheduled task, Launch planning, in Caroles row so that the task start date is Monday, August 6 39. Point your mouse pointer at the task that you just scheduled. A ScreenTip appears and contains the essential task details. Still a manually scheduled task, and it will remain so until it is switched to automatic scheduling. 40. Next, youll schedule the unscheduled task assigned to Hany Morcos, and youll also reassign it to Carole. Youd like this task to be completed in early August as well. Click and drag the name of Hany Morcoss unscheduled task, Assign launch team members, to Caroles Polands row so that the task start date is Tuesday, August 7. 41. Next, youll assign the two unassigned and unscheduled tasks. Both of these tasks should be assigned to Hany Morcos Click and drag the first unassigned task, Complete author questionnaire, to Hany Morcoss row so that the task start date is Monday, August 13. 42. Click and drag the remaining unassigned task, Schedule author interviews, to Hany Morcoss row so that the task start date is Tuesday, August 14 43. Now both tasks are assigned and scheduled, though they remain manually scheduled tasks. 44. To conclude this exercise, youll address some of the resource overallocation problems that are visible in the Timeline view. 45. Exercise: youll address some of the resource overallocation problems that are visible in the Timeline view. View tab > Zoom group> Timescale box > Weeks Scroll the view horizontally until the week of June 24 is visible in the timescale 46. Because you need Hanys full attention on the Interior illustration and design task, youll reassign the Copyedit incorp task to someone else. Right-click Hanys task, Copyedit incorp, and in the shortcut menu that appears, click Reassign To, and then select Carole Poland 47. There are still overallocation issues in the project plan, but they are minor issues that dont require additional attention. 48. You can change when a resource will start work on an assignment without affecting other resources assigned to the same task. Project includes several predefined work contours that you can apply to an assignment. When working with resource costs, you can specify different cost rates for different assignments. When assigned to a task, material resources can have a fixed or variable consumption rate. In a usage view, you can see remaining availability of work resources at whatever time increment you wish. The Team Planner view allows easy dragging of assignments between resources (Project Professional only).