ps 20 radkovich - tips and tricks for tracking status and

Tracking EVM in MS Project

TIPS AND TRICKS FOR TRACKING STATUS AND EARNED VALUE USING MICROSOFT

PROJECT

Presented by: Dave Radkovich ([email protected])Presented on: May 27, 2009

Rights ReservedRights Reserved


Setting Expectations…

• NOT a scheduling presentation

• NOT an Earned Value Management presentation



Some Terms We Will Use TodaSome Terms We Will Use Today• % Complete indicates the status of the duration of

th t k f It i ff t d b th A t l W kthe task so far. It is affected by the Actual Work value and Actual Work value is affected by % Complete.

• % Work Complete indicates the amount of hours spent on the task so far.p

• Physical % Complete is a manually entered value and can be used for EV reporting (BCWP).p g ( )

• Status Date is the date used to perform earned value calculations.



Some Terms We Will Use TodaSome Terms We Will Use Today• BCWS or Budgeted Cost of Work Scheduled is calculated

using the time phased Baseline Costs up to the Status Dateusing the time-phased Baseline Costs up to the Status Date. BCWS indicates how much of the budget should have been spent on the task through the Status Date.

• ACWP or Actual Cost of Work Performed is calculated using % Complete or Actual Work. It can also be calculated based on a user’s entries in the Actual Cost (time-phased) fi ldfield.

• BCWP or Budgeted Cost of Work Performed depicts the earned value of the work performed up to the status date Byearned value of the work performed up to the status date. By default, it is calculated based on the % Complete. Physical % Complete can be used instead of the % Complete but must be manually entered.


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10 Tips and Tricks1. Know how to get help on the field definitions and how fields are

l l t dcalculated2. Set the baseline3. Set the Status Date 4. Set up a tracking view5. Set the timescale to match your reporting period 6 Save your tables and views6. Save your tables and views7. Understand how MSP distributes Actual Work and the effect on

Planned Work and BCWP8 Use Physical % Complete instead of % Complete8. Use Physical % Complete instead of % Complete9. Do not allow MS Project to calculate Actual Cost automatically10. Use your tracking view to update status and actual costs



Ho To Get Help On MS Project FieldsHow To Get Help On MS Project Fields

Place your cursor over the column titlePlace your cursor over the column titleand click on the help box



Examples of Microsoft Project Help




l l t dcalculated2. Set the baseline3. Set the Status Date 4. Set up a tracking view5. Set the timescale to match your reporting period6 Save your tables and views6. Save your tables and views7. Understand how MSP distributes Actual Work and the effect on




Are you ready to baseline your project?1. WBS includes the scope and only the scope2. Start and Finish Dates match your charter or contract3. Budget cost (without profit) matches charter or contract4. Every task has an EV Method assigned4. Every task has an EV Method assigned5. All tasks have successors. Critical Path makes sense.6. Project milestones about every reporting period7 K i k dd d ith ti i7. Key risk areas addressed with contingencies8. All requirements covered9. Realistic resource profile and Performance Measurement

B liBaseline10. Team and Sponsor sign off resource plan, milestone

chart and baseline


IF SO, THEN BASELINE!!!


Save the Baseline

• Tools Tracking Save baseline•Able to save up to 11 pbaselines in MS Project 2003

•Able to save the b li f l t d baseline for selected tasks



Choose Baseline for Status ReportingChoose Baseline for Status Reporting and EV Management

• Tools Options Calculation Earned Value




l l t dcalculated2. Set the baseline3. Set the Status Date4. Set up a tracking view5. Set the timescale to match your reporting period6 Save your tables and views6. Save your tables and views7. Understand how MSP distributes Actual Work and the effect on




Set Status Date

• Project Project information



Status Date Options

• Tools Options CalculationBy default, if your y , ystatus date is beyond the schedule completion date for the ptask, and you are not marking the task complete, MS Project complete, MS Project will ask if you want to move the completion date to the status date


date to the status date.


Set Up a Tracking view• View Task UsageView Task Usage

•Insert or hide columns as desired

•Right click on Details to Details to select them




l l t dcalculated2. Set the baseline3. Set the Status Date 4. Set up a tracking view5. Set the timescale to match your reporting period6 Save your tables and views6. Save your tables and views7. Understand how MSP distributes Actual Work and the effect on




Change Your Timescale

• Right Click on Timescale Select Timescale Select units



Change Your Timescale




l l t dcalculated2. Set the baseline3. Set the Status Date 4. Set up a tracking view5. Set the timescale to match your reporting period 6. Save your tables and views6. Save your tables and views7. Understand how MSP distributes Actual Work and the effect on




Save a Table

• View Table:Usage More Tables Copypy



Save a View

• View More Views Copy



Which Table and View Do I See?

Position your cursor over this blockto see which view and table are appliedto see which view and table are applied



How MS Project Distributes Actual WorkHow MS Project Distributes Actual Work & Affects On Planned Work and BCWP

EXAMPLE - Task is planned with the following:EXAMPLE - Task is planned with the following:Duration = 10 daysStart Date = 9/29/08•End Date = 10/10/08•Planned Work = 80 hours (10 days duration * 8 hours per day)•Work is distributed by MS Project as 8 hours per day from 9/29 through 10/10


Work is distributed by MS Project as 8 hours per day from 9/29 through 10/10 •Planned Cost is $800 based on Teacher1’s standard rate of $10 * 80 hours of Work Baseline is set


How MS Project Distributes Actual WorkHow MS Project Distributes Actual Work & Affects On Planned Work and BCWP

EXAMPLE - Progress is entered for task:•Teacher1 entered 4 hours per day of actual work hours for the first week of the task (9/29 through 10/3)Teacher1 entered 4 hours per day of actual work hours for the first week of the task (9/29 through 10/3).•MS Project redistributes the balance of planned work not accomplished in the 1st week to the 2nd week of the task.•Planned Work becomes equal to Actual Work once entries are made for that day, week, or when the task is marked 100% complete. •The total planned work remains 80 hours even though the distribution differs from the original plan.•% Complete = 50% because we have positive entries through the 1st week of the two-week task, meaning 50% of the


duration has been completed.•% Work Complete = 25% because we have accomplished 20 hours of an 80 hour task, meaning 25% of the Planned Work hours has been completed.


H MS P j t Di t ib t A t l W kHow MS Project Distributes Actual Work & Affects On Planned Work and BCWP

EXAMPLE – The status date is set to 10/03/08

•BCWS is calculated by adding the time-phased baseline costs up to the status date MS Project adds the baseline costs fromBCWS is calculated by adding the time phased baseline costs up to the status date. MS Project adds the baseline costs from the start date of the task, 9/29/08, through the status date, 10/03/08. The baseline costs for the first week of the task are $400 ($10 per hour * 40 baseline hours), meaning you scheduled $400 worth of work for this reporting period.•ACWP is calculated using the actual costs (determined by Actual Work hours entered * $10 per hour) from the actual start through the status date. The ACWP is $200 ($10 per hour * 20 actual work hours), meaning $200 worth of work was actually completed for this reporting period.


•BCWP is calculated by default using % Complete, by adding the baseline costs given the task’s progress (measured as % Complete) through the status date. The BCWP is supposed to measure the value (earned value) of the work performed however it is really only measuring the value of how much of the task duration has elapsed.


Use Physical % CompleteUse Physical % Complete Instead of % Complete

EXAMPLE - Set Physical % Complete as the Earned Value MethodEXAMPLE - Set Physical % Complete as the Earned Value Method

•Change the default Earned Value Method to Physical % Complete. If this is not done when the file is first created, it will alsohave to be set for each task in the file for which you want the Physical % Complete to be used instead of % Complete. This can be done via the Task Information dialog box (highlight all tasks to get the Multiple Task Information dialog box).


•The BCWP is 0 because Physical % Complete has not yet been manually entered.


Use Ph sical % CompleteUse Physical % Complete Instead of % Complete

• Project Task Information Advanced

Select EV th d f method for

selected tasks



Use Physical % CompleteUse Physical % Complete Instead of % Complete

EXAMPLE - Enter value for Physical % Complete

•Added % Work Complete to this view to show all completion values.•Entered 75% for the Physical % Complete.y p•BCWP is now calculated as 75% of the total baseline cost of $800, or $600.•The example basically shows that while half the time of the task (baseline duration) has been completed as of 10/3/08, only 25% of the work hours of the task (baseline hours) has been completed while the value of the work performed on the task is 75%. •The EV calculations indicate we should have spent $400 (BCWS) as of the status date – we have only spent $200 as of the t t d t d b d t (ACWP) d d $600 f k l li hi f th k th


status date so we are under budget (ACWP), and we earned $600 of work value, accomplishing more of the work than originally planned (BCWP) or basically ahead of schedule.


D N t L t MSP A t C l l tDo Not Let MSP Auto Calculate Actual Costs

• Tools Options Calculation



Use Your Tracking View To UpdateUse Your Tracking View To Update Status and Actual Costs



Thank You


ps 20 radkovich - tips and tricks for tracking status and

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