tag:blogger.com,1999:blog-76903652245945906892024-03-05T14:51:03.262-08:00Sam Huffman's Project BlogMS Project and Project Server Blogspot - the WinProj Blog!Samhttp://www.blogger.com/profile/06401297500411684240noreply@blogger.comBlogger61125tag:blogger.com,1999:blog-7690365224594590689.post-45363531348967398102020-06-16T11:20:00.004-07:002020-07-13T11:54:56.762-07:00Microsoft Project Do’s and Don’ts – Identifying Early and Future Task Tracking!<p>Have you ever started or completed work in the future? When you think about it, this ability could cause you some problems. Would your cost and work reports be skewed? Would resource availability be a problem? Are task dependencies still valid? Is the original schedule still viable? The list goes on and on. Given the potential problems, what would be a good reason to track progress now for work to be started or completed in the future?</p><p>I can think of two reasons immediately, but there are probably more:</p><p>1. “What If Analysis”- Imposing progress on future work gives you a “free” look at expected work and cost expenditures at specific date and data points. You could then evaluate if the schedule is realistic or if re-planning is required. You probably don’t want to set a baseline until you are more comfortable with the schedule.</p><p>2. The progress was entered by mistake – Many users take status by using the %Complete buttons. Often these very alluring buttons are used without considering the planned start and finish dates. Even if the task started early the actual start date would be different than the planned start date.</p><p>In the absence of other tracking data setting a %Complete on a future task forces Project to set the Actual Start date as the original Start date. Then the selected or entered %Complete is applied to the task. Project does this without alarms or messages. All of this happens easily and is surprisingly hard to detect.</p><p>If this sounds familiar to you, I have a troubleshooting tip for you! It’s a new column containing a formula and graphic indicator that looks at the current date for every task. If a task has an Actual Start Date in the future, a graphical indicator will catch your eye to get your attention.</p><p>There are many aids to help you track in Microsoft Project. Some are built-in and some are add-ins, but all are pretty useful and should be considered depending on your needs. Please check out MPUG’s list of vendors to see if any might work for you.</p><p>What follows is a custom solution that I used in instruction to emphasize data entry errors that may then create scheduling and tracking errors. This can be a problem in Agile or original waterfall designs. Both have dates associated with tasks and so are at risk to entry errors. If you are part of a larger organization or are using enterprise tools, check with your administrator to make sure they are not proprietary before trying out the techniques discussed in this document.</p><p>The simplified example project is shown below in the Tracking Gantt view and Tracking Table. It is Automatically scheduled in order to see entry results quickly. No resources are utilized as this example will focus on schedule only. There are only three tasks and they have a finish to start dependency. A baseline has been set, but no progress entered because the current date is before the project is planned to start. The planned and baselined start date of Task 1 is May 4, 2020. So far there are no issues with the model.</p><p>Figure A- Example Project Tracking Gantt View</p><div class="separator" style="clear: both; text-align: center;"><a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEiRAcB8PEKbzc3VgXk6zfiUtvfnOqJ9ivzM6pGU0nrCvY3HvF4ASLzSbl9w-uDfRp00t9aFPa1u93kN8Vo57eDcYwBE_WUVA__T146RcWkmlaHh8i2RSjSEUNNuqTZEfRFu2_oPO4HPxj0P/s1373/a.png" style="clear: left; float: left; margin-bottom: 1em; margin-right: 1em;"><img border="0" data-original-height="412" data-original-width="1373" src="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEiRAcB8PEKbzc3VgXk6zfiUtvfnOqJ9ivzM6pGU0nrCvY3HvF4ASLzSbl9w-uDfRp00t9aFPa1u93kN8Vo57eDcYwBE_WUVA__T146RcWkmlaHh8i2RSjSEUNNuqTZEfRFu2_oPO4HPxj0P/s320/a.png" width="320" /></a></div><p><br /></p><p><br /></p><p><br /></p><p><br /></p><p>Next, I set the current date to May 5<sup>th</sup>, and entered status on Task 1 and 2. Task 2 is a future task. If the task started early this is not the best technique to enter the early progress. This will be discussed later in this article.</p><p>Figure B- Example Project Tracking Gantt View after status. Note the absence of visual clues, warnings or error messages. Only the current date gridline gives a hint of the issue. </p><div class="separator" style="clear: both; text-align: center;"><a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEhNBAlMXPJLbnWLrqwqixwyjT8kmxx47q5KRjnhgn-GMtc41TwxLf-hHR__H8su_XFPLYk3cKLew37C0rjgb1CicR_DScDVBXcJzNYBgJk13VKfZpG1zACtjH8EIUwHlpL7bBvzF4DZ0wVi/s1345/b.png" style="clear: left; float: left; margin-bottom: 1em; margin-right: 1em;"><img border="0" data-original-height="425" data-original-width="1345" src="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEhNBAlMXPJLbnWLrqwqixwyjT8kmxx47q5KRjnhgn-GMtc41TwxLf-hHR__H8su_XFPLYk3cKLew37C0rjgb1CicR_DScDVBXcJzNYBgJk13VKfZpG1zACtjH8EIUwHlpL7bBvzF4DZ0wVi/s320/b.png" width="320" /></a></div><p><br /></p><p><br /></p><p><br /></p><p><br /></p><p>Imagine how difficult identifying this would be if there were hundreds of tasks with only a few tasks being tracked in the future! You need an indicator to help you do any troubleshooting on this error. The final result should look something like this:</p><p></p><p></p><p></p><p>Figure C- Example Project Tracking Gantt View with indicators noting tracking state.</p><div class="separator" style="clear: both; text-align: center;"><a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEjjvFfAWBIDS8V9V-dT17pfWt3CbIP3qDIA8XmDlsfI7SXXfbna15m-2bFtmwp5t-jwB6AXWD5H2xGeQYB-jX98anr7PaqjfO3s-WskyiTwyfK2-IO24KY1o_IkdZ0jjtto_ua9duIzZt77/s1373/e.png" style="clear: left; float: left; margin-bottom: 1em; margin-right: 1em;"><img border="0" data-original-height="423" data-original-width="1373" src="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEjjvFfAWBIDS8V9V-dT17pfWt3CbIP3qDIA8XmDlsfI7SXXfbna15m-2bFtmwp5t-jwB6AXWD5H2xGeQYB-jX98anr7PaqjfO3s-WskyiTwyfK2-IO24KY1o_IkdZ0jjtto_ua9duIzZt77/s320/e.png" width="320" /></a></div><p><br /></p><p><br /></p><p><br /></p><p><br /></p><p class="MsoNormal">Creating this very visible indicator requires only a formula
in a text field, a graphical indicator representing the formula results and a
little testing. For the purpose of this blog entry I chose the Text 1 field and
did not rename it so you can identify it is indeed a text field. Then I entered
a formula that looks at the current date and evaluates whether the task is
being tracked in the future or not. It serves no other function – no looking
for incomplete or late tasks, no cost or schedule comparisons to baseline. Its
only purpose is to give you a starting point in customizing a specific tool for
analysis and trouble shooting.<o:p></o:p></p><p>
</p><p class="MsoNormal">Figure D- Formula used for analyzing if a task is tracked in
the future. Your formula may need to be modified for your version of Project.<o:p></o:p></p><div class="separator" style="clear: both; text-align: center;"><a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEjsOkrXxPJs8f86thwNTbOT636dvBiE4HG3v-quED_1YqAsJM224_BesVJ3QQffpdeo-ZZOEFYGufd_MTXFUd58Q5QF9JEHJvc5k0SPZ0HWDJScB1lqpeLontKfSl_qdGqove6_qVXCX0Nw/s427/c.png" style="clear: left; float: left; margin-bottom: 1em; margin-right: 1em;"><img border="0" data-original-height="280" data-original-width="427" src="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEjsOkrXxPJs8f86thwNTbOT636dvBiE4HG3v-quED_1YqAsJM224_BesVJ3QQffpdeo-ZZOEFYGufd_MTXFUd58Q5QF9JEHJvc5k0SPZ0HWDJScB1lqpeLontKfSl_qdGqove6_qVXCX0Nw/s320/c.png" width="320" /></a></div><p class="MsoNormal"><br /></p><p class="MsoNormal"><br /></p><p class="MsoNormal"><br /></p><p class="MsoNormal"><br /></p><p class="MsoNormal"><br /></p><p class="MsoNormal"><br /></p><p class="MsoNormal"><br /></p><p class="MsoNormal">Figure E- Assignment of graphical indicators to formula
results. Note that summary tasks are not included. The Value(s) column explains
the tracking state and the image associated with the result.</p><p class="MsoNormal"></p><div class="separator" style="clear: both; text-align: center;"><a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEgnn7OUOOxbDkVanYjWhAOoEfxAyvmiSF9jS0Wr7w0r-cc78y2XOEDRruDNHhcjamHIbvjbd9l63ZwgXFpDLP0iA2QaVRzkQ_XuRr-5V7YqTzzH8rvIVaTb7Dr3TXAg4ICPZr4NZ759G2z5/s625/d.png" style="clear: left; float: left; margin-bottom: 1em; margin-right: 1em;"><img border="0" data-original-height="306" data-original-width="625" src="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEgnn7OUOOxbDkVanYjWhAOoEfxAyvmiSF9jS0Wr7w0r-cc78y2XOEDRruDNHhcjamHIbvjbd9l63ZwgXFpDLP0iA2QaVRzkQ_XuRr-5V7YqTzzH8rvIVaTb7Dr3TXAg4ICPZr4NZ759G2z5/s320/d.png" width="320" /></a></div> <o:p></o:p><p></p><p class="MsoNormal"><br /></p><p class="MsoNormal"><br /></p><p class="MsoNormal"><br /></p><p class="MsoNormal"><br /></p><p class="MsoNormal"><br /></p><p class="MsoNormal">Figure F- The Problem with the future tracking is visible as
indicated by the new custom field and indicators.</p><p class="MsoNormal"></p><div class="separator" style="clear: both; text-align: center;"><a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEiqiCmEYZ7C53qousI9A-8_iOgsZSL068fCCNs7yToKHD_6gK9QWBJSrFu1ZCn3vPaJvCeVsYVhv1zjSWU-skmHF8hGMW_2Xzucqx_2ldUJ_CeTpkecvbavnQFHaj4hyj_Z7O5OUFy57b4m/s1373/e.png" style="clear: left; float: left; margin-bottom: 1em; margin-right: 1em;"><img border="0" data-original-height="423" data-original-width="1373" src="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEiqiCmEYZ7C53qousI9A-8_iOgsZSL068fCCNs7yToKHD_6gK9QWBJSrFu1ZCn3vPaJvCeVsYVhv1zjSWU-skmHF8hGMW_2Xzucqx_2ldUJ_CeTpkecvbavnQFHaj4hyj_Z7O5OUFy57b4m/s320/e.png" width="320" /></a></div><p class="MsoNormal"><br /></p><p class="MsoNormal"><br /></p><p class="MsoNormal"><br /></p><p class="MsoNormal"><br /></p><p class="MsoNormal"><o:p></o:p></p><p class="MsoNormal">
What if the task did start early and the task just needs to
be edited? In Figure G, I changed the actual start of Task 2 to May 7, 2020.
Project redrew the Gantt bar to illustrate that change. Note that the new
finish date has modified the successor’s start date to a date earlier than the
baseline start. The result is a small amount of schedule savings.</p><p class="MsoNormal"><o:p></o:p></p><p class="MsoNormal">Figure G- The correction of actual start has an effect on
schedule!</p><p class="MsoNormal"></p><div class="separator" style="clear: both; text-align: center;"><a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEgsGekmG5RhkAAyMJTnBukUy-kqusCMWf9eeM1paFIaAg3xFMJW94v-Jetk5VDJdhvxF2B8J4gkgrGuFN8a5m2gFWZiEUPqnMpsJUDwTbkkabkoUgxQNE39MOzL-S9X3oJKlYRR4yOui526/s1373/f.png" style="clear: left; float: left; margin-bottom: 1em; margin-right: 1em;"><img border="0" data-original-height="420" data-original-width="1373" src="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEgsGekmG5RhkAAyMJTnBukUy-kqusCMWf9eeM1paFIaAg3xFMJW94v-Jetk5VDJdhvxF2B8J4gkgrGuFN8a5m2gFWZiEUPqnMpsJUDwTbkkabkoUgxQNE39MOzL-S9X3oJKlYRR4yOui526/s320/f.png" width="320" /></a></div> <o:p></o:p><p></p><p class="MsoNormal"><br /></p><p class="MsoNormal"><br /></p><p class="MsoNormal"><br /></p><p class="MsoNormal">Obviously, this is a simple example. Real tasks involve
resources, work, cost and other complications that you will have to keep in
mind. Now you have a tool to help you troubleshooting for both early and future
task tracking.</p><p class="MsoNormal">Once the column, formula, and indicators are in place, you
can rename the field and can develop a group for it. In the next two screen shots
I renamed the field to “Task Tracking State” and created a group with the same
name.</p><p class="MsoNormal">
</p><p class="MsoNormal">Figure H- Text 1 field renamed “Task Tracking State”<o:p></o:p></p><div class="separator" style="clear: both; text-align: center;"><a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEiHwaAgsZMkyZ4Id6gyPKLC0-kwYJxG5RrYjow8Hk7PfQtTVggFiL_ZRjBOt2YEjvqIIwpCRR5RnfHDJyPIgoQymfP0tWj2HugXQgF3TU2LF-DZzyDugKmNo0RbstV-xr4aTCxq47-PqhTt/s1373/h.png" style="clear: left; float: left; margin-bottom: 1em; margin-right: 1em;"><img border="0" data-original-height="419" data-original-width="1373" src="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEiHwaAgsZMkyZ4Id6gyPKLC0-kwYJxG5RrYjow8Hk7PfQtTVggFiL_ZRjBOt2YEjvqIIwpCRR5RnfHDJyPIgoQymfP0tWj2HugXQgF3TU2LF-DZzyDugKmNo0RbstV-xr4aTCxq47-PqhTt/s320/h.png" width="320" /></a></div><p class="MsoNormal"><br /></p><p class="MsoNormal"><br /></p><p class="MsoNormal"><br /></p><p class="MsoNormal"><br /></p><p class="MsoNormal">Figure I- Group “Task Tracking State” created and applied.<o:p></o:p></p><div class="separator" style="clear: both; text-align: center;"><a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEjbiQtmqYF3msFf2UCXGRbJYYM9pMTYybbnHaqVY5xsRCEFWyGj-XAnOYtCort559JjfVWQXmg1j0r3GV5hBuyHtI0dupiqyw6oxWJ8PV63ddQc8bY11P-fHF_XL90R5yrX1R7H5Q3OuB2Y/s1373/i.png" style="clear: left; float: left; margin-bottom: 1em; margin-right: 1em;"><img border="0" data-original-height="430" data-original-width="1373" src="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEjbiQtmqYF3msFf2UCXGRbJYYM9pMTYybbnHaqVY5xsRCEFWyGj-XAnOYtCort559JjfVWQXmg1j0r3GV5hBuyHtI0dupiqyw6oxWJ8PV63ddQc8bY11P-fHF_XL90R5yrX1R7H5Q3OuB2Y/s320/i.png" width="320" /></a></div><p class="MsoNormal"><br /></p><p class="MsoNormal"><br /></p><p class="MsoNormal"><br /></p><p class="MsoNormal"><br /></p><p class="MsoNormal">Would you like to see this concept in action? Want more
details on custom fields and groups? This is included in my MPUG webinar entitled <a href="https://www.mpug.com/event/microsoft-project-dos-donts-and-cool-customizations/">“Microsoft Project Do’s, Don’ts and Cool Customizations”</a> on June 24, 2020. It was recorded and is <a href="https://www.mpug.com/webnlearn-recordings/microsoft-project-dos-donts-and-cool-customizations/">HERE </a>if you wish to view it.<o:p></o:p></p><p></p>Samhttp://www.blogger.com/profile/06401297500411684240noreply@blogger.comtag:blogger.com,1999:blog-7690365224594590689.post-37638193889003403742019-11-14T13:38:00.002-08:002019-11-14T13:38:54.262-08:00Reposted by demand: Do’s and Don’ts: Use a Kanban Board!Sometimes managers and executives want to know only the basic status
of a task or project. Questions like “Has it started?” or “Is it done?”
are not calling for a detailed analysis of whether performance is going
as planned. They are quick questions demanding a quick answer.<br />
In
this blog entry I am going to create a “Kanban Board” that gives
at-a-glance answers to those basic questions. It looks like this in
Project: (Click on figures to enlarge)<br />
<a href="https://lh3.googleusercontent.com/-A-AqcuMblwg/WwCZHTGVf-I/AAAAAAAABEY/EYV31wST7uca6C-wvIwNg_QrK6Wjb0SugCHMYCw/s1600-h/1"><img alt="1" border="0" height="147" src="https://lh3.googleusercontent.com/-1ObNinpVIcY/WwCZH5d-lmI/AAAAAAAABEc/0hqi3Np8iJ0_4m13-Wj-ccijzkCJDkGDACHMYCw/1_thumb?imgmax=800" style="background-image: none; display: inline;" title="1" width="384" /></a><br />
The
“Kanban Board” clearly shows what is completed, what is in progress and
what is not started. If your organization uses Agile techniques in
managing projects, you will recognize the “Kanban Board” as a tool to
help you and your management team manage workflow in projects.<br />
The
“Kanban” technique was originally imagined by Toyota to capture
workflow. It can have more than the three states used in this example
depending on need and preference. Conduct a web search on “Kanban” to
get more details on this excellent technique.<br />
In its simplest form, a“Kanban Board” look like this:<br />
<a href="https://lh3.googleusercontent.com/-OZ4E2V0rPKg/WwCZID1QU7I/AAAAAAAABEg/nLa5qIdFftoJ6F0KB9_EpdetW27JhglHwCHMYCw/s1600-h/3"><img alt="3" border="0" height="256" src="https://lh3.googleusercontent.com/-CR2Ul-uqrug/WwCZIWrt5zI/AAAAAAAABEk/iFH89wbPqzgaHzchG48uy2RdoaX3xyeIACHMYCw/3_thumb?imgmax=800" style="background-image: none; display: inline;" title="3" width="392" /></a><br />
Note
that the “Simple Kanban Board” and the “Kanban Board” shown in Project
contain similar information. The difference between the two is that
one is a formula-driven table in Microsoft Project while the other is
yellow sticky notes. Both work, but by incorporating the Project table a
complete schedule can be managed at any level during the project’s life
cycle.<br />
The “Kanban Board” avoids graphic details such as those found in the “Tracking Gantt”:<br />
<a href="https://lh3.googleusercontent.com/-x_dJENjbvwc/WwCZIgG46zI/AAAAAAAABEo/Sr-Kd1lq7_UuUAtLWhNIpGjkHlmCPFZ_gCHMYCw/s1600-h/2%255B2%255D"><img alt="2" border="0" height="107" src="https://lh3.googleusercontent.com/-oo6kuzVvhhE/WwCZI9rTB3I/AAAAAAAABEs/9Otk2_qwm6gjLV17SVEkqCRizuHTdbKHwCHMYCw/2_thumb%255B2%255D?imgmax=800" style="background-image: none; display: inline;" title="2" width="400" /></a><br />
Note
that the project file used for this blog entry is actually a small
portfolio of projects organized by departments. For the sake of clarity
dedicated resources from each department are assigned to their
department’s projects. The Tracking Gantt gives detailed information
regarding slipping tasks, performance to plan, variance and even
illustrates the critical path. These are obviously important details,
but are not the focus of the “Kanban Board.”<br />
In order to create a
“Kanban Board” in Microsoft Project a small amount of customization has
to be done. A custom field, a custom view and a custom group all
interrelate and give you this simple and effective tool.<br />
The
custom field should be an unused text field. This is critical! You will
overwrite existing data if you choose a text field already in use.<br />
Here are the steps to create a “Kanban Board:”<br />
<ul></ul>
1. Select the “Project” tab and then click on “Custom Fields.”<br />
<ul></ul>
2.
Select an open text field, then click on the “Rename…” button to give
the text field a unique name. I chose “Kanban Board” for consistency.<br />
<ul></ul>
<a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEgnUYSAy6zsFwhAv3yynByfRWSyJZBOt-6nieIL9w6INzdA8bprwCFYIbGSUpA6PP_40wiAeo2s4Ahjq3TrKCH9jyMYHyk-XUAnPkTJ50s6NLg4-QspYU9aMs9VVJlBe2P9-50SKksWkwAK/s1600-h/4%255B1%255D"><img alt="4" border="0" height="475" src="https://lh3.googleusercontent.com/-B51sFIyvIJk/WwCZJvbnGoI/AAAAAAAABE0/V51XC3XkYCEyZ0OTUKzYMIiIaZ7KJKAGACHMYCw/4_thumb%255B1%255D?imgmax=800" style="background-image: none; display: inline;" title="4" width="399" /></a><br />
<ul></ul>
3.
Click on the “Formula…” button to enter the formula that will control
the Kanban Board. Enter the formula as shown in the figure below. You
may have to adjust the formula for your specific system. For example,
some systems require a single quote rather than the double quote.<br />
<ul></ul>
<a href="https://lh3.googleusercontent.com/-K24OMFQ4gW4/WwCZJzFWb1I/AAAAAAAABE4/X23riXULe5AdiC-a5E-uKU4nDI0kQirkwCHMYCw/s1600-h/5%255B1%255D"><img alt="5" border="0" height="236" src="https://lh3.googleusercontent.com/-fo-tFY2sTgw/WwCZKdHZ70I/AAAAAAAABE8/ijpvhKSqpSwRagZ6_gqnBxDmV46zNg8vgCHMYCw/5_thumb?imgmax=800" style="background-image: none; display: inline;" title="5" width="407" /></a><br />
<ul></ul>
4. Once the formula is entered, select “OK.” You now have the custom field needed for the “Kanban Board.”<br />
<ul></ul>
5.
Insert your new “Kanban Board” field into the table of your choice.
Once inserted, the formula should populate the field indicating their
completion state.<br />
<ul></ul>
<a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEiP9hp8L0OgkRVBq_dT1E3x6ZO9MYBdqE6k_RssXHz9unGdX1ZrT9KixnRj-uxVZPPtyU0ooGgP4pFVKeTphEld034_U_YPh2aebI5sUhHqv7PeURAKOYJqaMmDKTDWadogpdg_yuJU0R5s/s1600-h/5a"><img alt="5a" border="0" height="124" src="https://lh3.googleusercontent.com/-hwQVKcKgDfQ/WwCZKzF0ciI/AAAAAAAABFE/wsikcMdGBT8s6ILgmzCoHfWR9jFxiEnFACHMYCw/5a_thumb?imgmax=800" style="background-image: none; display: inline;" title="5a" width="416" /></a><br />
6.
Prepare a Group to organize the project by completion state. Select the
“View” tab then from the “Group by:” dropdown list choose “New Group
By…” and enter the information below into the Group Definition dialog.<br />
7. Click on the “Save” button to save your new custom group.<br />
<a href="https://lh3.googleusercontent.com/-cL2exRgxIJo/WwCZLSXPoZI/AAAAAAAABFI/sRVbBCZYLD4bhoG6ZslUnyr2sb3blkbxQCHMYCw/s1600-h/6%255B1%255D"><img alt="6" border="0" height="288" src="https://lh3.googleusercontent.com/-DNJY89XCr1Q/WwCZLh8nqLI/AAAAAAAABFM/F_KJ9BE1wZU0OTCor9hVheyTuNURQYmAACHMYCw/6_thumb?imgmax=800" style="background-image: none; display: inline;" title="6" width="427" /></a><br />
8.
Create a new View to use the new field and group. Select the “View” tab
and from the list of “Task Views” click on “More Views…”<br />
9. Enter the information below into the new View Definition dialog.<br />
<a href="https://lh3.googleusercontent.com/-b3HQlBzh9lA/WwCZL8IzR-I/AAAAAAAABFQ/Ee_Bb-ieAuAcRZQ1pv1zpYGRikGw2rTKgCHMYCw/s1600-h/7"><img alt="7" border="0" height="324" src="https://lh3.googleusercontent.com/-nbkqYwHr6DM/WwCZMYqWNLI/AAAAAAAABFU/-KIaxQEZYH41xF5kOSZAcB5K6zcm-jjKwCHMYCw/7_thumb?imgmax=800" style="background-image: none; display: inline;" title="7" width="437" /></a><br />
10.
Finally, test your new view by selecting the “Task” tab, then selecting
your “Kanban Board” from the list of custom task views. It should look
similar to the figure below.<br />
<a href="https://lh3.googleusercontent.com/-xTMWu6-QfHI/WwCZMh4EDsI/AAAAAAAABFY/saMfRYPJ5u0VQ2bEV8PMao4Yz01gmIo3ACHMYCw/s1600-h/8%255B1%255D"><img alt="8" border="0" height="151" src="https://lh3.googleusercontent.com/-wYBxukzC2VY/WwCZM8KC2HI/AAAAAAAABFc/VCj6nh9HsSM_fW56H-9zHaOYFG0AURtZgCHMYCw/8_thumb?imgmax=800" style="background-image: none; display: inline;" title="8" width="433" /></a><br />
If
you wish to create a report based on the view, simply create a new
table report using the “New Report” wizard in the “Report” tab and apply
the “Kanban Board” group in the report’s Field List. Show all tasks in
the outline level and you have the complete tool in Project.
Congratulations! In ten steps you have created a custom field containing
a formula, a custom Group and a custom View to show off your new
“Kanban Board.”Samhttp://www.blogger.com/profile/06401297500411684240noreply@blogger.comtag:blogger.com,1999:blog-7690365224594590689.post-44728851433454782462019-04-02T15:09:00.000-07:002019-04-10T16:07:39.637-07:00Microsoft® Project Do's and Don'ts made it to the Best Microsoft Project eBooks of All Time and list of Best New Project Management Books!<br />
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I'm happy to announce that my book, "Microsoft® Project
Do's and Don'ts: The definitive guide to jumpstart your project (MPUG
Essentials Series)", made it to BookAuthority's Best Microsoft Project
eBooks of All Time and also BookAuthority's list of Best New Project Management Books.</div>
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<br /></div>
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BookAuthority collects and ranks the best books in the
world, and it is a great honor to get this kind of recognition. Thank you for
all your support!<o:p></o:p></div>
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<br /></div>
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The book is available for purchase on the <a href="https://www.mpug.com/do/" target="_blank">Microsoft Project User Group's website</a>.<o:p></o:p></div>
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<a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEjS2YK29BE3knUvWfuwfwP3QKWBMMFEw4xknHiN82fxhoaGGVuyzgtLJftdnRs-jdZ_5TUeYBdBgbxRb7-5NZWrtpNALLtsaW0ghIcEBLRsAbYZNBg8_VjBxBW8pEK_1VPnCrF_Iq6ZGJ3Y/s1600/Bookauthority.png" imageanchor="1" style="margin-left: 1em; margin-right: 1em;"><img border="0" data-original-height="264" data-original-width="514" height="204" src="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEjS2YK29BE3knUvWfuwfwP3QKWBMMFEw4xknHiN82fxhoaGGVuyzgtLJftdnRs-jdZ_5TUeYBdBgbxRb7-5NZWrtpNALLtsaW0ghIcEBLRsAbYZNBg8_VjBxBW8pEK_1VPnCrF_Iq6ZGJ3Y/s400/Bookauthority.png" width="400" /></a><a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEhTfDQvqO7jTvlXmHaIQAvh0gTf9s7NgFg5B8rNhiGVYWoPE6G2WP6A_VFN6LQB49zvsp3gQi-BZFPt0FmZIV56Oxn_Zmzoev9u0gZy9SVsIVwU1_SG9Zg-dPA4K1KQfcU3vYmgWF2s7sTo/s1600/2019-04-03_11-13-09.png" imageanchor="1" style="margin-left: 1em; margin-right: 1em;"><img border="0" data-original-height="211" data-original-width="231" height="182" src="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEhTfDQvqO7jTvlXmHaIQAvh0gTf9s7NgFg5B8rNhiGVYWoPE6G2WP6A_VFN6LQB49zvsp3gQi-BZFPt0FmZIV56Oxn_Zmzoev9u0gZy9SVsIVwU1_SG9Zg-dPA4K1KQfcU3vYmgWF2s7sTo/s200/2019-04-03_11-13-09.png" width="200" /></a></div>
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<br />Samhttp://www.blogger.com/profile/06401297500411684240noreply@blogger.comtag:blogger.com,1999:blog-7690365224594590689.post-57736156998808068802018-10-07T12:02:00.000-07:002018-10-07T12:03:50.105-07:00The updated Microsoft Project Do's and Don'ts has arrived!<br />
It took a while, but it's finally here. I have updated Microsoft Project Do's and Don'ts for those of you who have asked for more.It now includes a chapter introducing Agile tools in Project and how to create KanBan Boards to aid in work flow and reporting. The book can also be purchased in a bundle with a workbook, exercises, sample files and how-to videos. Entitled the Microsoft Do's and Don'ts Bootcamp, it is priced right and ready for you <a href="https://www.mpug.com/do/" target="_blank">here</a>:<br />
<br />
<a href="https://www.mpug.com/do/">https://www.mpug.com/do/</a><br />
<br />
As always, feedback is appreciated. Enjoy and thank you for your support!<br />
<br />Samhttp://www.blogger.com/profile/06401297500411684240noreply@blogger.comtag:blogger.com,1999:blog-7690365224594590689.post-73700903820991720292018-05-19T14:37:00.001-07:002019-11-14T13:39:10.493-08:00 Do’s and Don’ts: Use a Kanban Board!Sometimes managers and executives want to know only the basic status of a task or project. Questions like “Has it started?” or “Is it done?” are not calling for a detailed analysis of whether performance is going as planned. They are quick questions demanding a quick answer.<br />
In this blog entry I am going to create a “Kanban Board” that gives at-a-glance answers to those basic questions. It looks like this in Project: (Click on figures to enlarge)<br />
<a href="https://lh3.googleusercontent.com/-A-AqcuMblwg/WwCZHTGVf-I/AAAAAAAABEY/EYV31wST7uca6C-wvIwNg_QrK6Wjb0SugCHMYCw/s1600-h/1"><img alt="1" border="0" height="147" src="https://lh3.googleusercontent.com/-1ObNinpVIcY/WwCZH5d-lmI/AAAAAAAABEc/0hqi3Np8iJ0_4m13-Wj-ccijzkCJDkGDACHMYCw/1_thumb?imgmax=800" style="background-image: none; display: inline;" title="1" width="384" /></a><br />
The “Kanban Board” clearly shows what is completed, what is in progress and what is not started. If your organization uses Agile techniques in managing projects, you will recognize the “Kanban Board” as a tool to help you and your management team manage workflow in projects.<br />
The “Kanban” technique was originally imagined by Toyota to capture workflow. It can have more than the three states used in this example depending on need and preference. Conduct a web search on “Kanban” to get more details on this excellent technique.<br />
In its simplest form, a“Kanban Board” look like this:<br />
<a href="https://lh3.googleusercontent.com/-OZ4E2V0rPKg/WwCZID1QU7I/AAAAAAAABEg/nLa5qIdFftoJ6F0KB9_EpdetW27JhglHwCHMYCw/s1600-h/3"><img alt="3" border="0" height="256" src="https://lh3.googleusercontent.com/-CR2Ul-uqrug/WwCZIWrt5zI/AAAAAAAABEk/iFH89wbPqzgaHzchG48uy2RdoaX3xyeIACHMYCw/3_thumb?imgmax=800" style="background-image: none; display: inline;" title="3" width="392" /></a><br />
Note that the “Simple Kanban Board” and the “Kanban Board” shown in Project contain similar information. The difference between the two is that one is a formula-driven table in Microsoft Project while the other is yellow sticky notes. Both work, but by incorporating the Project table a complete schedule can be managed at any level during the project’s life cycle.<br />
The “Kanban Board” avoids graphic details such as those found in the “Tracking Gantt”:<br />
<a href="https://lh3.googleusercontent.com/-x_dJENjbvwc/WwCZIgG46zI/AAAAAAAABEo/Sr-Kd1lq7_UuUAtLWhNIpGjkHlmCPFZ_gCHMYCw/s1600-h/2%255B2%255D"><img alt="2" border="0" height="107" src="https://lh3.googleusercontent.com/-oo6kuzVvhhE/WwCZI9rTB3I/AAAAAAAABEs/9Otk2_qwm6gjLV17SVEkqCRizuHTdbKHwCHMYCw/2_thumb%255B2%255D?imgmax=800" style="background-image: none; display: inline;" title="2" width="400" /></a><br />
Note that the project file used for this blog entry is actually a small portfolio of projects organized by departments. For the sake of clarity dedicated resources from each department are assigned to their department’s projects. The Tracking Gantt gives detailed information regarding slipping tasks, performance to plan, variance and even illustrates the critical path. These are obviously important details, but are not the focus of the “Kanban Board.”<br />
In order to create a “Kanban Board” in Microsoft Project a small amount of customization has to be done. A custom field, a custom view and a custom group all interrelate and give you this simple and effective tool.<br />
The custom field should be an unused text field. This is critical! You will overwrite existing data if you choose a text field already in use.<br />
Here are the steps to create a “Kanban Board:”<br />
<ul></ul>
1. Select the “Project” tab and then click on “Custom Fields.”<br />
<ul></ul>
2. Select an open text field, then click on the “Rename…” button to give the text field a unique name. I chose “Kanban Board” for consistency.<br />
<ul></ul>
<a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEgnUYSAy6zsFwhAv3yynByfRWSyJZBOt-6nieIL9w6INzdA8bprwCFYIbGSUpA6PP_40wiAeo2s4Ahjq3TrKCH9jyMYHyk-XUAnPkTJ50s6NLg4-QspYU9aMs9VVJlBe2P9-50SKksWkwAK/s1600-h/4%255B1%255D"><img alt="4" border="0" height="475" src="https://lh3.googleusercontent.com/-B51sFIyvIJk/WwCZJvbnGoI/AAAAAAAABE0/V51XC3XkYCEyZ0OTUKzYMIiIaZ7KJKAGACHMYCw/4_thumb%255B1%255D?imgmax=800" style="background-image: none; display: inline;" title="4" width="399" /></a><br />
<ul></ul>
3. Click on the “Formula…” button to enter the formula that will control the Kanban Board. Enter the formula as shown in the figure below. You may have to adjust the formula for your specific system. For example, some systems require a single quote rather than the double quote.<br />
<ul></ul>
<a href="https://lh3.googleusercontent.com/-K24OMFQ4gW4/WwCZJzFWb1I/AAAAAAAABE4/X23riXULe5AdiC-a5E-uKU4nDI0kQirkwCHMYCw/s1600-h/5%255B1%255D"><img alt="5" border="0" height="236" src="https://lh3.googleusercontent.com/-fo-tFY2sTgw/WwCZKdHZ70I/AAAAAAAABE8/ijpvhKSqpSwRagZ6_gqnBxDmV46zNg8vgCHMYCw/5_thumb?imgmax=800" style="background-image: none; display: inline;" title="5" width="407" /></a><br />
<ul></ul>
4. Once the formula is entered, select “OK.” You now have the custom field needed for the “Kanban Board.”<br />
<ul></ul>
5. Insert your new “Kanban Board” field into the table of your choice. Once inserted, the formula should populate the field indicating their completion state.<br />
<ul></ul>
<a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEiP9hp8L0OgkRVBq_dT1E3x6ZO9MYBdqE6k_RssXHz9unGdX1ZrT9KixnRj-uxVZPPtyU0ooGgP4pFVKeTphEld034_U_YPh2aebI5sUhHqv7PeURAKOYJqaMmDKTDWadogpdg_yuJU0R5s/s1600-h/5a"><img alt="5a" border="0" height="124" src="https://lh3.googleusercontent.com/-hwQVKcKgDfQ/WwCZKzF0ciI/AAAAAAAABFE/wsikcMdGBT8s6ILgmzCoHfWR9jFxiEnFACHMYCw/5a_thumb?imgmax=800" style="background-image: none; display: inline;" title="5a" width="416" /></a><br />
6. Prepare a Group to organize the project by completion state. Select the “View” tab then from the “Group by:” dropdown list choose “New Group By…” and enter the information below into the Group Definition dialog.<br />
7. Click on the “Save” button to save your new custom group.<br />
<a href="https://lh3.googleusercontent.com/-cL2exRgxIJo/WwCZLSXPoZI/AAAAAAAABFI/sRVbBCZYLD4bhoG6ZslUnyr2sb3blkbxQCHMYCw/s1600-h/6%255B1%255D"><img alt="6" border="0" height="288" src="https://lh3.googleusercontent.com/-DNJY89XCr1Q/WwCZLh8nqLI/AAAAAAAABFM/F_KJ9BE1wZU0OTCor9hVheyTuNURQYmAACHMYCw/6_thumb?imgmax=800" style="background-image: none; display: inline;" title="6" width="427" /></a><br />
8. Create a new View to use the new field and group. Select the “View” tab and from the list of “Task Views” click on “More Views…”<br />
9. Enter the information below into the new View Definition dialog.<br />
<a href="https://lh3.googleusercontent.com/-b3HQlBzh9lA/WwCZL8IzR-I/AAAAAAAABFQ/Ee_Bb-ieAuAcRZQ1pv1zpYGRikGw2rTKgCHMYCw/s1600-h/7"><img alt="7" border="0" height="324" src="https://lh3.googleusercontent.com/-nbkqYwHr6DM/WwCZMYqWNLI/AAAAAAAABFU/-KIaxQEZYH41xF5kOSZAcB5K6zcm-jjKwCHMYCw/7_thumb?imgmax=800" style="background-image: none; display: inline;" title="7" width="437" /></a><br />
10. Finally, test your new view by selecting the “Task” tab, then selecting your “Kanban Board” from the list of custom task views. It should look similar to the figure below.<br />
<a href="https://lh3.googleusercontent.com/-xTMWu6-QfHI/WwCZMh4EDsI/AAAAAAAABFY/saMfRYPJ5u0VQ2bEV8PMao4Yz01gmIo3ACHMYCw/s1600-h/8%255B1%255D"><img alt="8" border="0" height="151" src="https://lh3.googleusercontent.com/-wYBxukzC2VY/WwCZM8KC2HI/AAAAAAAABFc/VCj6nh9HsSM_fW56H-9zHaOYFG0AURtZgCHMYCw/8_thumb?imgmax=800" style="background-image: none; display: inline;" title="8" width="433" /></a><br />
If you wish to create a report based on the view, simply create a new table report using the “New Report” wizard in the “Report” tab and apply the “Kanban Board” group in the report’s Field List. Show all tasks in the outline level and you have the complete tool in Project. Congratulations! In ten steps you have created a custom field containing a formula, a custom Group and a custom View to show off your new “Kanban Board.”Samhttp://www.blogger.com/profile/06401297500411684240noreply@blogger.comtag:blogger.com,1999:blog-7690365224594590689.post-75301170353781198392018-04-13T10:01:00.000-07:002018-04-13T10:02:55.656-07:00Calendar and Timescale Disconnects<p>In my April 4th webinar “Set Up For Success” I explained and demonstrated 6 setup mistakes I have seen that can result in questionable schedules. One of those mistakes is failing to ensure that the calendar set for the project is represented in the Gantt Chart’s Timescale. This blog entry will help you find and correct that disconnect.</p> <p>My assumption here is that you spent the time necessary to edit your project calendar. If not, you should have! Calendar exceptions (non-work days) are major factors in determining the finish dates of tasks and projects. Calendar exceptions are made in the Change Working Time dialog found on the Project tab on the Ribbon.</p> <p>1. The Change Working Time Dialog</p> <p><a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEhgULQ66D32Mv1dZoK9xGb8GcaEXI6CTAqofIyZRvICJ8lrZnRN0O_IFBn_jj8lMUM7S7kDc1G4IsRNrz8PqIs5WIoBMo7tM3tvmUrhZk7oG5eT8XQfugExjyanvlqGZl_8nuU5mFRwOFBK/s1600-h/3%255B2%255D"><img title="3" style="display: inline; background-image: none;" border="0" alt="3" src="https://lh3.googleusercontent.com/-_BmpppYc3YM/WtDidaaf-yI/AAAAAAAABDM/AggzAtsY0bAo7ECUK7zVQCbWKRBowvomwCHMYCw/3_thumb?imgmax=800" width="238" height="244" /></a></p> <p>Once the Project Calendar is edited, the calendar is set in the Project Information dialog found on the Project tab on the Ribbon.</p> <p>2. The Project Information Dialog</p> <p><a href="https://lh3.googleusercontent.com/-FZLW8P6kCro/WtDidpHaIEI/AAAAAAAABDQ/jUW0n3cZnek7NKS7JVV1IlUfqNXZJ_YJwCHMYCw/s1600-h/1%255B2%255D"><img title="1" style="display: inline; background-image: none;" border="0" alt="1" src="https://lh3.googleusercontent.com/-_P9jq7IWqc4/WtDid3VxkeI/AAAAAAAABDU/DgvQmzQrrwIPZTCl5Cu7vnzNstam-JNmQCHMYCw/1_thumb?imgmax=800" width="244" height="176" /></a></p> <p>When you have edited the Project Calendar and set it, MS Project will use the set calendar for calculations. Now the Gantt timescale needs to know which calendar to represent to the User. Double click in the Gantt timescale to bring up the Timescale dialog. Click on the Non-working time tab from the dialog and check the Calendar setting. If the incorrect calendar is set, change it to use the Project Calendar you set in the Project Information dialog. Now the project calendar used in schedule calculations can be viewed in the Gantt Timescale.</p> <p>3. The Timescale Dialog</p> <p><a href="https://lh3.googleusercontent.com/-HLYg-uvaSec/WtDieAhj-hI/AAAAAAAABDY/kZl5KYaJwO4rx2B2IAlG2xL2-8CQHMc-wCHMYCw/s1600-h/2%255B2%255D"><img title="2" style="display: inline; background-image: none;" border="0" alt="2" src="https://lh3.googleusercontent.com/-Sl9Uoui768I/WtDieWneB-I/AAAAAAAABDc/NUWXQdLuvLwGJDREM2GWZMk1fuUwvmaUQCHMYCw/2_thumb?imgmax=800" width="244" height="160" /></a></p> <p>These helpful hints and more can be found in my book <em><a href="https://www.mpug.com/do/">Microsoft Project Do’s and Don’ts.</a></em> It is portable, brief and to the point so you can find help when you need it. Through tips, best practices and examples it will help you jumpstart your project! </p> <p><a href="https://www.mpug.com/do/"><img title="D&D" style="display: inline; background-image: none;" border="0" alt="D&D" src="https://lh3.googleusercontent.com/--qjyvLsRTYM/WtDie6E7LmI/AAAAAAAABDg/JzxIivrtXjQEfn-alS_cbOKDI_2U_fOrgCHMYCw/D%2526D%255B3%255D?imgmax=800" width="159" height="244" /></a></p> <p>The Microsoft Project User Group published it for purchase <a href="https://www.mpug.com/do/" target="_blank">HERE</a>.</p> <p>It is also available in Kindle and Paperback on Amazon <a href="https://www.amazon.com/Microsoft-Project-Dos-Donts-definitive-ebook/dp/B075WXQR8N/ref=sr_1_1?s=digital-text&ie=UTF8&qid=1506534117&sr=1-1&keywords=sam+huffman&pldnSite=1" target="_blank">HERE</a>.</p>Samhttp://www.blogger.com/profile/06401297500411684240noreply@blogger.comtag:blogger.com,1999:blog-7690365224594590689.post-6359329778179963512018-03-22T14:00:00.002-07:002018-03-22T14:00:56.593-07:00April 4 Webinar: Three Questions to Ask Before Entering Data in Microsoft Project<br />
Microsoft® Project for Windows has been available for nearly 30 years. Users still think that it’s like Excel and begin entering data immediately after opening a new file. This action is allowed in Project but I don’t recommend it as a standard practice. Here are three questions you should answer before entering data, and why getting the answer is so important:<br />
<ul>
<li>Do you know the project start date? If not, entering a date earlier will either generate error messages or skew the date calculations. </li>
<li>Is your project calendar up to date? Using incorrect calendar dates may show erroneous schedule, work and cost distribution information in the project. It’s vital to understand cash flow! </li>
<li>Do you understand the hierarchy of calendars? In your project, which calendar will win in a conflict? Not knowing the answer may affect work and cost distribution.</li>
</ul>
<strong>These and other set up questions will be discussed in my upcoming webinar on April 4<sup>th</sup>entitled “<a href="https://www.mpug.com/event/microsoft-project-dos-donts-set-success/">Microsoft® Project Do’s and Don’ts: Set Up for Success</a>”.</strong><br />
<strong><br /></strong>
<strong>Just one more thing...</strong><br />
My newest book <i>Microsoft® Project Do's and Don'ts </i>is now available for purchase! You can order it <a href="https://www.amazon.com/Microsoft%C2%AE-Project-Dos-Donts-definitive/dp/0999134205/ref=sr_1_2?s=books&ie=UTF8&qid=1506987055&sr=1-2&keywords=sam+huffman" target="_blank">HERE</a>.<br />
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<br />
It is portable, brief and to the point so you can find help when you need it. Through tips, best practices and examples it will help you jumpstart your project!<br />
<br />
<br />
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<br /></div>
Samhttp://www.blogger.com/profile/06401297500411684240noreply@blogger.comtag:blogger.com,1999:blog-7690365224594590689.post-76825717255300745652018-03-13T13:16:00.001-07:002018-03-13T13:16:12.498-07:00Managing Negative Slack: Dos and Don’ts<p>Much has been written about Critical Path, Slack, Constraints, and the various forms of Duration and Dependencies. But, have you looked for <em>Negative</em> Slack? This is generally defined as the amount of time required to complete a task or project beyond its scheduled finish date. Think of it as the <em>minimum</em> amount of time to be made up in a schedule if it is to finish on time.</p> <p>The causes of Negative Slack are the usual suspects named above: constraints, deadlines, dependencies, duration increases, and any number of errors in schedule assumptions. Unfortunately, these are also common characteristics found in most projects.</p> <h4>What tools do we have in Microsoft Project to help identify Negative Slack, so we can manage it?</h4> <p>The figures below have been designed to illustrate the Negative Slack concept. In Figure 1, all tasks and a constrained finish milestones are linked with finish-to-start dependencies. The milestone’s Must Finish Date constraint is far enough into the future that it imposes three days of Total Slack (Float) into the schedule. Additionally, the Critical Tasks and Slack check boxes in Format Tab > Bar Styles are checked. This means that Slack will show in the schedule and Critical Tasks will be formatted to red. Since there are three days of Slack, none of the tasks are Critical. Note: there are settings in Project that allow you to format tasks as Critical when the Slack is more than the default days, but this is a complexity not required for this discussion about Negative Slack.</p> <p><a href="https://lh3.googleusercontent.com/-csCXEDvVzbc/WqgxfTkyzSI/AAAAAAAABB4/5OSsb3VWH-4UEg0bsXVVj2Ba-flZtcfywCHMYCw/s1600-h/Figure%2B1%255B3%255D"><img title="Figure 1" style="display: inline; background-image: none;" border="0" alt="Figure 1" src="https://lh3.googleusercontent.com/-jj7VoJn19ig/Wqgxf5AIkFI/AAAAAAAABB8/O6m7ZHOjV_gz17LVtg028wQbIcYtjTzXgCHMYCw/Figure%2B1_thumb%255B1%255D?imgmax=800" width="415" height="122" /></a></p> <p><strong>Figure 1</strong></p> <p>Now, let’s use the Schedule Table to show Slack calculations (View tab > Tables > Schedule). You will see that the duration of the first task has been increased to seven days in the figure below. This reduces the Total Slack to 0 days, and the Critical Path then emerges. You know what this means. Any more increases in duration and the project finish date will be missed!</p> <p><a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEj2ysPJyGu5zRPuNBKGigAuRkP8IO3LokcdEurigiO-oIzm6StJ-wXjKGhmgbcMNkU3hmnqnoXYmnCZlqhemWx4ShB6FPYBSDWUxGb5YtQ5CldZNIYce1XjbcIVKSM7pDtEFvQHzGyDW9RM/s1600-h/Figure+2%255B5%255D"><img title="Figure 2" style="display: inline; background-image: none;" border="0" alt="Figure 2" src="https://lh3.googleusercontent.com/-4UUJitKY14c/Wqgxgqtg0-I/AAAAAAAABCE/9zB4zPBQXV0euBQX26cCBIMeu3MnMtFsACHMYCw/Figure%2B2_thumb%255B3%255D?imgmax=800" width="421" height="129" /></a></p> <p><strong>Figure 2</strong></p> <p>Now we’ll add an additional duration of 2 days to Task1. Notice in Figure 3 that the values in the Total Slack column are negative. If you examine the relationship of the finishing milestone to Task5, you will see the effect of the constraint. Project honors the sequence of Tasks 1-5, and the relationship between Task5 and the finishing milestone is ignored to allow for the increase in duration of Task1. The result is Negative Slack, and now you can see it in the schedule.</p> <p><a href="https://lh3.googleusercontent.com/-wX6NCewjl1s/WqgxhAbTj5I/AAAAAAAABCI/cbXWrD1O34suwr2kSl1L6qHPBRUEgV6HwCHMYCw/s1600-h/Figure%2B3%255B5%255D"><img title="Figure 3" style="display: inline; background-image: none;" border="0" alt="Figure 3" src="https://lh3.googleusercontent.com/-MfyA3OElal0/WqgxhtKOTlI/AAAAAAAABCM/2TnNPgS_IMgPVCd9g9QPsEygDHbzwYk9ACHMYCw/Figure%2B3_thumb%255B3%255D?imgmax=800" width="421" height="130" /></a></p> <p><strong>Figure 3</strong></p> <p>You can’t manage what you can’t see. In Project, you can create a Negative Slack bar in your Gantt chart by adding it to Bar Styles. Figure 4 below indicates what to enter into the bottom of the Bar Styles dialog (first blank line). You bring this up for editing by clicking the Format Tab > Format button > Bar Styles. The color and density of the bar is arbitrary. Every other item should be entered as defined in the dialog. Don’t forget to click OK when the entries are complete.</p> <p><a href="https://lh3.googleusercontent.com/-PzM5EiFuqr0/WqgxiIh66iI/AAAAAAAABCQ/zTDXy34KDDgCH21lrlpgqvJAQldGlFwrQCHMYCw/s1600-h/Figure%2B4%255B4%255D"><img title="Figure 4" style="display: inline; background-image: none;" border="0" alt="Figure 4" src="https://lh3.googleusercontent.com/-kiWjYVStSZM/WqgxikNn-lI/AAAAAAAABCU/VdjOYpp175EHCHxpaC4ed_BQ027SmxAmwCHMYCw/Figure%2B4_thumb%255B2%255D?imgmax=800" width="420" height="264" /></a></p> <p><strong>Figure 4</strong></p> <h4>So, you understand what caused the problem.</h4> <p>Now that you can identify Negative Slack in the schedule, you should be able to manage it. The responses and corrections made by the Project Manager should directly correspond with the amount and severity of the Negative Slack.</p> <h4>What possible solutions are available to get back on track?</h4> <p>Although not a complete list, here are some ideas to guide course correction:</p> <ol> <li>Break long tasks into shorter tasks where possible. </li> <li>Ask for more resources to be assigned on tasks where effort drives duration. This could shorten task duration, which could be effective for Critical and Negative Slack tasks. </li> <li>Examine dependencies. Can sequential tasks have some overlap or run parallel to others? If Lag is in the schedule, can you remove it? What effect does it have? </li> <li>Examine constrained tasks. Can you use partial constraints and not absolute constraints, such as “Must Start On”? </li> <li>Reduce Scope. Are any tasks on the schedule there only arbitrarily? Can you eliminate them? </li> <li>Consider asking for an extension of the project deadline. </li> </ol> <p>Obviously, some items on this list may not be possible, but you can use it to build your own course of action to get the project “back in the black.”</p> <p><strong>Want more Do’s and Don’ts? Check out my</strong><strong> new book: </strong><em><b><a href="https://www.mpug.com/do">Microsoft® Project Do’s and Don’ts</a></b></em><strong>!</strong></p>Samhttp://www.blogger.com/profile/06401297500411684240noreply@blogger.comtag:blogger.com,1999:blog-7690365224594590689.post-40105201732326025722017-10-02T17:01:00.000-07:002017-10-02T17:01:25.857-07:00Microsoft® Project Do's and Don'ts Now Available!<div class="separator" style="clear: both; text-align: center;">
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The softcover version of my newest book <i>Microsoft® Project Do's and Don'ts </i>is now available for purchase! You can order it <a href="https://www.amazon.com/Microsoft%C2%AE-Project-Dos-Donts-definitive/dp/0999134205/ref=sr_1_2?s=books&ie=UTF8&qid=1506987055&sr=1-2&keywords=sam+huffman" target="_blank">HERE</a>.</div>
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It is portable, brief and to the point so you can find help when you need it. Through tips, best practices and examples it will help you jumpstart your project! </div>
Samhttp://www.blogger.com/profile/06401297500411684240noreply@blogger.comtag:blogger.com,1999:blog-7690365224594590689.post-54691914961861065502017-03-01T10:12:00.001-08:002017-03-01T10:12:23.385-08:00Do’s and Don’ts: Use a Combination View to Ease Problem Solving<p>You have probably noticed that some of the most powerful views in Project have an upper part and a lower part. These two part views are called Combination Views. The upper part is called the Primary. It is for identifying a single component such as a resource or a task. The bottom part is called the Details. It is to provide more information about what is selected in the Primary. A great example in every version of Project is the “Task Entry” View shown below. (Click on Figures to expand.)</p> <p><a href="https://lh3.googleusercontent.com/-2sRFkdu-9Rk/WLcPBPPokxI/AAAAAAAAA5o/XaCsnZnOSfk/s1600-h/1%25255B1%25255D.png"><img title="1" style="border-top: 0px; border-right: 0px; background-image: none; border-bottom: 0px; padding-top: 0px; padding-left: 0px; border-left: 0px; display: inline; padding-right: 0px" border="0" alt="1" src="https://lh3.googleusercontent.com/-38kmQDAoYPk/WLcPBTy6WMI/AAAAAAAAA5s/h58w0REWAfM/1_thumb%25255B1%25255D.png?imgmax=800" width="417" height="193" /></a></p> <p>The “Task Entry” View is comprised of a “Gantt Chart” in the Primary and a “Task Form” in the Details. Select a task in the “Gantt Chart” and the “Task Form” tells you literally everything you need to know about the task including resources assigned and the work assigned to them, task predecessors, task type and whether the task is effort driven or not. If you right click on the “Task Form”, Project will offer you a list of other Details available such as “Work”, “Cost” and “Schedule”.</p> <p>Another great View to aid in resource leveling is the “Resource Allocation” View. “Resource Usage” View is the Primary and “Leveling Gantt” View is the Detail. </p> <p><a href="https://lh3.googleusercontent.com/-DulflyTpE3A/WLcPBSlS0DI/AAAAAAAAA5w/y4suwbxf4XM/s1600-h/2%25255B1%25255D.png"><img title="2" style="border-top: 0px; border-right: 0px; background-image: none; border-bottom: 0px; padding-top: 0px; padding-left: 0px; border-left: 0px; display: inline; padding-right: 0px" border="0" alt="2" src="https://lh3.googleusercontent.com/-IylGY7pHj8A/WLcPBnF4F6I/AAAAAAAAA50/h02Z3jrL2tw/2_thumb%25255B1%25255D.png?imgmax=800" width="433" height="242" /></a></p> <p>This Combination View is designed to highlight resource overallocations in the Primary and show any concurrent or overlapping task assignments in the Details.It’s a great start to understanding the impact of the schedule to your resource assignments. </p> <p>When you have solved unacceptable overallocations by using leveling techniques, the “Leveling Gantt” will illustrate the pre leveled and post leveled schedule for your analysis. </p> <p>You aren’t limited to the “canned” Combination Views. You can create your own!  Some great combinations are the “Resource Graph” over the “Gantt Chart”, “Gantt Chart” over the “Relationship Diagram” and “Resource Sheet” over the “Resource Graph”. </p> <p>If you’ve never created a Combination View, Project 2013 and 2016 Help has a great tutorial under “Split a view”. Other versions use similar language. </p> <p>Give Combination Views a try. You’ll save a little time analyzing and problem solving!</p>Samhttp://www.blogger.com/profile/06401297500411684240noreply@blogger.comtag:blogger.com,1999:blog-7690365224594590689.post-74030005888578833802016-12-30T06:29:00.000-08:002016-12-30T06:29:51.373-08:00Get Your Project Overview in One ClickProvided you have kept your MS Project 2010 – 2016 data file current, “Project Statistics” is the fastest project summary report that you have at your fingertips. <br />
How to get to the “Project Statistics” dialog is one of the questions most asked of me by frustrated users.<br />
Below is a screen shot of the “Project Statistics”of a project in a formative state. You can see the value of the information that is displayed in fields. (Click on any figure to enlarge.)<br />
<a href="https://lh3.googleusercontent.com/-T11NXmeXoZ4/WGZvCyiPTWI/AAAAAAAAA4I/wQppIsomMqY/s1600-h/14.png"><img alt="1" border="0" height="207" src="https://lh3.googleusercontent.com/-LDpW59nin9A/WGZvDayAIZI/AAAAAAAAA4M/nv4aBz9F_9M/1_thumb4.png?imgmax=800" style="background-image: none; border-width: 0px; display: inline; padding-left: 0px; padding-right: 0px; padding-top: 0px;" title="1" width="425" /></a><br />
Most users want a button to click on to get to “Project Statistics”. Unfortunately, it’s not on the Ribbon, but is a sub-component of “Project Information”. This means changing to the “Project” tab, clicking on “Project Information” in the “Properties” group and finally clicking on “Statistics…” at the bottom of the “Project Information” dialog. Although easy to do, it’s a pain to have to leave your position in the MS Project interface to chase down the statistics.<br />
You can save time and frustration by placing a “Project Statistics” button in your “Quick Access Toolbar”. Here is how to do it:<br />
The “Quick Access Toolbar” is on the upper left portion of the interface. On the right side of this toolbar is a dropdown. Click on it.<br />
<a href="https://lh3.googleusercontent.com/-XaavHElEJyM/WGZvDogkTzI/AAAAAAAAA4Q/ML4cv4o6WY0/s1600-h/23.png"><img alt="2" border="0" height="145" src="https://lh3.googleusercontent.com/-IMVex3fhntE/WGZvDj6_6vI/AAAAAAAAA4U/HVo_03rA37A/2_thumb3.png?imgmax=800" style="background-image: none; border-width: 0px; display: inline; padding-left: 0px; padding-right: 0px; padding-top: 0px;" title="2" width="417" /></a><br />
The drop down list offers you choices. Click on “More Commands…” <br />
<a href="https://lh3.googleusercontent.com/--GZ6x74MJJ4/WGZvDxd9PKI/AAAAAAAAA4Y/2SCKKcgAkSY/s1600-h/31.png"><img alt="3" border="0" height="471" src="https://lh3.googleusercontent.com/-T43r0tUugqc/WGZvEOthlKI/AAAAAAAAA4c/WeFjAGvu1Iw/3_thumb1.png?imgmax=800" style="background-image: none; border-bottom-width: 0px; border-left-width: 0px; border-right-width: 0px; border-top-width: 0px; display: inline; padding-left: 0px; padding-right: 0px; padding-top: 0px;" title="3" width="294" /></a><br />
This will bring you to “Customize the Quick Access Toolbar” in “Project Options”. <br />
From here there are only a few more steps: <br />
1. In the “Choose commands from:” list, click on “All Commands”.<br />
2. Find and click on “Project Statistics” in the list of commands.<br />
3. Move the command into the “Quick Access Toolbar” by clicking on the “ADD>>” button. <br />
4. Move the new command to where you want it in the list. Top to bottom in the list is left to right in the toolbar.<br />
5. Once it’s where you want it, click on the “OK” button.<br />
<a href="https://lh3.googleusercontent.com/-CVjTNnKMMSA/WGZvEBEEXEI/AAAAAAAAA4g/8hx7D0fUMHw/s1600-h/47.png"><img alt="4" border="0" height="325" src="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEhvg3ktlqcuftkDRZXIWDZxEFDfujtdQLne1vz6w_Wje-Kkyzckdukzgfzz4lyT8nOw1Fa_X5nP_aEfLCLZ_uLbGE4Uy1B3kOhURKiAhcOJoV9R8UeTVkHHSPL-8mZRnYMwuGp2PVX_7bmr/?imgmax=800" style="background-image: none; border-bottom-width: 0px; border-left-width: 0px; border-right-width: 0px; border-top-width: 0px; display: inline; padding-left: 0px; padding-right: 0px; padding-top: 0px;" title="4" width="395" /></a><br />
Now you won’t have to lose your place in the Project interface just to find out the state of your project. That information is now only a click away.<br />
<a href="https://lh3.googleusercontent.com/-39vmo_Q0gI8/WGZvEozQp5I/AAAAAAAAA4o/MGj-KxpHyeY/s1600-h/51.png"><img alt="5" border="0" height="154" src="https://lh3.googleusercontent.com/-NZTkRmq4x1A/WGZvE-8uqnI/AAAAAAAAA4s/bq6cIzl_6Kg/5_thumb1.png?imgmax=800" style="background-image: none; border-bottom-width: 0px; border-left-width: 0px; border-right-width: 0px; border-top-width: 0px; display: inline; padding-left: 0px; padding-right: 0px; padding-top: 0px;" title="5" width="414" /></a><br />
Once you’ve tried this, try adding the “Scroll to Task” button or any other button you find yourself using frequently. It’s well worth the time to configure Project to meet <strong>your</strong> needs!Samhttp://www.blogger.com/profile/06401297500411684240noreply@blogger.comtag:blogger.com,1999:blog-7690365224594590689.post-41809097661089817322016-10-05T09:23:00.000-07:002016-10-10T11:57:09.728-07:00Do's and Don'ts: Use Hammock Tasks<!--[if !mso]>
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<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="List 3"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="List 4"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="List 5"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="List Bullet 2"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="List Bullet 3"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="List Bullet 4"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="List Bullet 5"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="List Number 2"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="List Number 3"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="List Number 4"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="List Number 5"/>
<w:LsdException Locked="false" Priority="10" QFormat="true" Name="Title"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Closing"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Signature"/>
<w:LsdException Locked="false" Priority="1" SemiHidden="true"
UnhideWhenUsed="true" Name="Default Paragraph Font"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Body Text"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Body Text Indent"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="List Continue"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="List Continue 2"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="List Continue 3"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="List Continue 4"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="List Continue 5"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Message Header"/>
<w:LsdException Locked="false" Priority="11" QFormat="true" Name="Subtitle"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Salutation"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Date"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Body Text First Indent"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Body Text First Indent 2"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Note Heading"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Body Text 2"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Body Text 3"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Body Text Indent 2"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Body Text Indent 3"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Block Text"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Hyperlink"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="FollowedHyperlink"/>
<w:LsdException Locked="false" Priority="22" QFormat="true" Name="Strong"/>
<w:LsdException Locked="false" Priority="20" QFormat="true" Name="Emphasis"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Document Map"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Plain Text"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="E-mail Signature"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="HTML Top of Form"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="HTML Bottom of Form"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Normal (Web)"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="HTML Acronym"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="HTML Address"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="HTML Cite"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="HTML Code"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="HTML Definition"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="HTML Keyboard"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="HTML Preformatted"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="HTML Sample"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="HTML Typewriter"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="HTML Variable"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Normal Table"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="annotation subject"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="No List"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Outline List 1"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Outline List 2"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Outline List 3"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Simple 1"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Simple 2"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Simple 3"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Classic 1"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Classic 2"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Classic 3"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Classic 4"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Colorful 1"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Colorful 2"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Colorful 3"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Columns 1"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Columns 2"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Columns 3"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Columns 4"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Columns 5"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Grid 1"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Grid 2"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Grid 3"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Grid 4"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Grid 5"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Grid 6"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Grid 7"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Grid 8"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table List 1"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table List 2"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table List 3"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table List 4"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table List 5"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table List 6"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table List 7"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table List 8"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table 3D effects 1"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table 3D effects 2"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table 3D effects 3"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Contemporary"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Elegant"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Professional"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Subtle 1"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Subtle 2"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Web 1"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Web 2"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Web 3"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Balloon Text"/>
<w:LsdException Locked="false" Priority="39" Name="Table Grid"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Table Theme"/>
<w:LsdException Locked="false" SemiHidden="true" Name="Placeholder Text"/>
<w:LsdException Locked="false" Priority="1" QFormat="true" Name="No Spacing"/>
<w:LsdException Locked="false" Priority="60" Name="Light Shading"/>
<w:LsdException Locked="false" Priority="61" Name="Light List"/>
<w:LsdException Locked="false" Priority="62" Name="Light Grid"/>
<w:LsdException Locked="false" Priority="63" Name="Medium Shading 1"/>
<w:LsdException Locked="false" Priority="64" Name="Medium Shading 2"/>
<w:LsdException Locked="false" Priority="65" Name="Medium List 1"/>
<w:LsdException Locked="false" Priority="66" Name="Medium List 2"/>
<w:LsdException Locked="false" Priority="67" Name="Medium Grid 1"/>
<w:LsdException Locked="false" Priority="68" Name="Medium Grid 2"/>
<w:LsdException Locked="false" Priority="69" Name="Medium Grid 3"/>
<w:LsdException Locked="false" Priority="70" Name="Dark List"/>
<w:LsdException Locked="false" Priority="71" Name="Colorful Shading"/>
<w:LsdException Locked="false" Priority="72" Name="Colorful List"/>
<w:LsdException Locked="false" Priority="73" Name="Colorful Grid"/>
<w:LsdException Locked="false" Priority="60" Name="Light Shading Accent 1"/>
<w:LsdException Locked="false" Priority="61" Name="Light List Accent 1"/>
<w:LsdException Locked="false" Priority="62" Name="Light Grid Accent 1"/>
<w:LsdException Locked="false" Priority="63" Name="Medium Shading 1 Accent 1"/>
<w:LsdException Locked="false" Priority="64" Name="Medium Shading 2 Accent 1"/>
<w:LsdException Locked="false" Priority="65" Name="Medium List 1 Accent 1"/>
<w:LsdException Locked="false" SemiHidden="true" Name="Revision"/>
<w:LsdException Locked="false" Priority="34" QFormat="true"
Name="List Paragraph"/>
<w:LsdException Locked="false" Priority="29" QFormat="true" Name="Quote"/>
<w:LsdException Locked="false" Priority="30" QFormat="true"
Name="Intense Quote"/>
<w:LsdException Locked="false" Priority="66" Name="Medium List 2 Accent 1"/>
<w:LsdException Locked="false" Priority="67" Name="Medium Grid 1 Accent 1"/>
<w:LsdException Locked="false" Priority="68" Name="Medium Grid 2 Accent 1"/>
<w:LsdException Locked="false" Priority="69" Name="Medium Grid 3 Accent 1"/>
<w:LsdException Locked="false" Priority="70" Name="Dark List Accent 1"/>
<w:LsdException Locked="false" Priority="71" Name="Colorful Shading Accent 1"/>
<w:LsdException Locked="false" Priority="72" Name="Colorful List Accent 1"/>
<w:LsdException Locked="false" Priority="73" Name="Colorful Grid Accent 1"/>
<w:LsdException Locked="false" Priority="60" Name="Light Shading Accent 2"/>
<w:LsdException Locked="false" Priority="61" Name="Light List Accent 2"/>
<w:LsdException Locked="false" Priority="62" Name="Light Grid Accent 2"/>
<w:LsdException Locked="false" Priority="63" Name="Medium Shading 1 Accent 2"/>
<w:LsdException Locked="false" Priority="64" Name="Medium Shading 2 Accent 2"/>
<w:LsdException Locked="false" Priority="65" Name="Medium List 1 Accent 2"/>
<w:LsdException Locked="false" Priority="66" Name="Medium List 2 Accent 2"/>
<w:LsdException Locked="false" Priority="67" Name="Medium Grid 1 Accent 2"/>
<w:LsdException Locked="false" Priority="68" Name="Medium Grid 2 Accent 2"/>
<w:LsdException Locked="false" Priority="69" Name="Medium Grid 3 Accent 2"/>
<w:LsdException Locked="false" Priority="70" Name="Dark List Accent 2"/>
<w:LsdException Locked="false" Priority="71" Name="Colorful Shading Accent 2"/>
<w:LsdException Locked="false" Priority="72" Name="Colorful List Accent 2"/>
<w:LsdException Locked="false" Priority="73" Name="Colorful Grid Accent 2"/>
<w:LsdException Locked="false" Priority="60" Name="Light Shading Accent 3"/>
<w:LsdException Locked="false" Priority="61" Name="Light List Accent 3"/>
<w:LsdException Locked="false" Priority="62" Name="Light Grid Accent 3"/>
<w:LsdException Locked="false" Priority="63" Name="Medium Shading 1 Accent 3"/>
<w:LsdException Locked="false" Priority="64" Name="Medium Shading 2 Accent 3"/>
<w:LsdException Locked="false" Priority="65" Name="Medium List 1 Accent 3"/>
<w:LsdException Locked="false" Priority="66" Name="Medium List 2 Accent 3"/>
<w:LsdException Locked="false" Priority="67" Name="Medium Grid 1 Accent 3"/>
<w:LsdException Locked="false" Priority="68" Name="Medium Grid 2 Accent 3"/>
<w:LsdException Locked="false" Priority="69" Name="Medium Grid 3 Accent 3"/>
<w:LsdException Locked="false" Priority="70" Name="Dark List Accent 3"/>
<w:LsdException Locked="false" Priority="71" Name="Colorful Shading Accent 3"/>
<w:LsdException Locked="false" Priority="72" Name="Colorful List Accent 3"/>
<w:LsdException Locked="false" Priority="73" Name="Colorful Grid Accent 3"/>
<w:LsdException Locked="false" Priority="60" Name="Light Shading Accent 4"/>
<w:LsdException Locked="false" Priority="61" Name="Light List Accent 4"/>
<w:LsdException Locked="false" Priority="62" Name="Light Grid Accent 4"/>
<w:LsdException Locked="false" Priority="63" Name="Medium Shading 1 Accent 4"/>
<w:LsdException Locked="false" Priority="64" Name="Medium Shading 2 Accent 4"/>
<w:LsdException Locked="false" Priority="65" Name="Medium List 1 Accent 4"/>
<w:LsdException Locked="false" Priority="66" Name="Medium List 2 Accent 4"/>
<w:LsdException Locked="false" Priority="67" Name="Medium Grid 1 Accent 4"/>
<w:LsdException Locked="false" Priority="68" Name="Medium Grid 2 Accent 4"/>
<w:LsdException Locked="false" Priority="69" Name="Medium Grid 3 Accent 4"/>
<w:LsdException Locked="false" Priority="70" Name="Dark List Accent 4"/>
<w:LsdException Locked="false" Priority="71" Name="Colorful Shading Accent 4"/>
<w:LsdException Locked="false" Priority="72" Name="Colorful List Accent 4"/>
<w:LsdException Locked="false" Priority="73" Name="Colorful Grid Accent 4"/>
<w:LsdException Locked="false" Priority="60" Name="Light Shading Accent 5"/>
<w:LsdException Locked="false" Priority="61" Name="Light List Accent 5"/>
<w:LsdException Locked="false" Priority="62" Name="Light Grid Accent 5"/>
<w:LsdException Locked="false" Priority="63" Name="Medium Shading 1 Accent 5"/>
<w:LsdException Locked="false" Priority="64" Name="Medium Shading 2 Accent 5"/>
<w:LsdException Locked="false" Priority="65" Name="Medium List 1 Accent 5"/>
<w:LsdException Locked="false" Priority="66" Name="Medium List 2 Accent 5"/>
<w:LsdException Locked="false" Priority="67" Name="Medium Grid 1 Accent 5"/>
<w:LsdException Locked="false" Priority="68" Name="Medium Grid 2 Accent 5"/>
<w:LsdException Locked="false" Priority="69" Name="Medium Grid 3 Accent 5"/>
<w:LsdException Locked="false" Priority="70" Name="Dark List Accent 5"/>
<w:LsdException Locked="false" Priority="71" Name="Colorful Shading Accent 5"/>
<w:LsdException Locked="false" Priority="72" Name="Colorful List Accent 5"/>
<w:LsdException Locked="false" Priority="73" Name="Colorful Grid Accent 5"/>
<w:LsdException Locked="false" Priority="60" Name="Light Shading Accent 6"/>
<w:LsdException Locked="false" Priority="61" Name="Light List Accent 6"/>
<w:LsdException Locked="false" Priority="62" Name="Light Grid Accent 6"/>
<w:LsdException Locked="false" Priority="63" Name="Medium Shading 1 Accent 6"/>
<w:LsdException Locked="false" Priority="64" Name="Medium Shading 2 Accent 6"/>
<w:LsdException Locked="false" Priority="65" Name="Medium List 1 Accent 6"/>
<w:LsdException Locked="false" Priority="66" Name="Medium List 2 Accent 6"/>
<w:LsdException Locked="false" Priority="67" Name="Medium Grid 1 Accent 6"/>
<w:LsdException Locked="false" Priority="68" Name="Medium Grid 2 Accent 6"/>
<w:LsdException Locked="false" Priority="69" Name="Medium Grid 3 Accent 6"/>
<w:LsdException Locked="false" Priority="70" Name="Dark List Accent 6"/>
<w:LsdException Locked="false" Priority="71" Name="Colorful Shading Accent 6"/>
<w:LsdException Locked="false" Priority="72" Name="Colorful List Accent 6"/>
<w:LsdException Locked="false" Priority="73" Name="Colorful Grid Accent 6"/>
<w:LsdException Locked="false" Priority="19" QFormat="true"
Name="Subtle Emphasis"/>
<w:LsdException Locked="false" Priority="21" QFormat="true"
Name="Intense Emphasis"/>
<w:LsdException Locked="false" Priority="31" QFormat="true"
Name="Subtle Reference"/>
<w:LsdException Locked="false" Priority="32" QFormat="true"
Name="Intense Reference"/>
<w:LsdException Locked="false" Priority="33" QFormat="true" Name="Book Title"/>
<w:LsdException Locked="false" Priority="37" SemiHidden="true"
UnhideWhenUsed="true" Name="Bibliography"/>
<w:LsdException Locked="false" Priority="39" SemiHidden="true"
UnhideWhenUsed="true" QFormat="true" Name="TOC Heading"/>
<w:LsdException Locked="false" Priority="41" Name="Plain Table 1"/>
<w:LsdException Locked="false" Priority="42" Name="Plain Table 2"/>
<w:LsdException Locked="false" Priority="43" Name="Plain Table 3"/>
<w:LsdException Locked="false" Priority="44" Name="Plain Table 4"/>
<w:LsdException Locked="false" Priority="45" Name="Plain Table 5"/>
<w:LsdException Locked="false" Priority="40" Name="Grid Table Light"/>
<w:LsdException Locked="false" Priority="46" Name="Grid Table 1 Light"/>
<w:LsdException Locked="false" Priority="47" Name="Grid Table 2"/>
<w:LsdException Locked="false" Priority="48" Name="Grid Table 3"/>
<w:LsdException Locked="false" Priority="49" Name="Grid Table 4"/>
<w:LsdException Locked="false" Priority="50" Name="Grid Table 5 Dark"/>
<w:LsdException Locked="false" Priority="51" Name="Grid Table 6 Colorful"/>
<w:LsdException Locked="false" Priority="52" Name="Grid Table 7 Colorful"/>
<w:LsdException Locked="false" Priority="46"
Name="Grid Table 1 Light Accent 1"/>
<w:LsdException Locked="false" Priority="47" Name="Grid Table 2 Accent 1"/>
<w:LsdException Locked="false" Priority="48" Name="Grid Table 3 Accent 1"/>
<w:LsdException Locked="false" Priority="49" Name="Grid Table 4 Accent 1"/>
<w:LsdException Locked="false" Priority="50" Name="Grid Table 5 Dark Accent 1"/>
<w:LsdException Locked="false" Priority="51"
Name="Grid Table 6 Colorful Accent 1"/>
<w:LsdException Locked="false" Priority="52"
Name="Grid Table 7 Colorful Accent 1"/>
<w:LsdException Locked="false" Priority="46"
Name="Grid Table 1 Light Accent 2"/>
<w:LsdException Locked="false" Priority="47" Name="Grid Table 2 Accent 2"/>
<w:LsdException Locked="false" Priority="48" Name="Grid Table 3 Accent 2"/>
<w:LsdException Locked="false" Priority="49" Name="Grid Table 4 Accent 2"/>
<w:LsdException Locked="false" Priority="50" Name="Grid Table 5 Dark Accent 2"/>
<w:LsdException Locked="false" Priority="51"
Name="Grid Table 6 Colorful Accent 2"/>
<w:LsdException Locked="false" Priority="52"
Name="Grid Table 7 Colorful Accent 2"/>
<w:LsdException Locked="false" Priority="46"
Name="Grid Table 1 Light Accent 3"/>
<w:LsdException Locked="false" Priority="47" Name="Grid Table 2 Accent 3"/>
<w:LsdException Locked="false" Priority="48" Name="Grid Table 3 Accent 3"/>
<w:LsdException Locked="false" Priority="49" Name="Grid Table 4 Accent 3"/>
<w:LsdException Locked="false" Priority="50" Name="Grid Table 5 Dark Accent 3"/>
<w:LsdException Locked="false" Priority="51"
Name="Grid Table 6 Colorful Accent 3"/>
<w:LsdException Locked="false" Priority="52"
Name="Grid Table 7 Colorful Accent 3"/>
<w:LsdException Locked="false" Priority="46"
Name="Grid Table 1 Light Accent 4"/>
<w:LsdException Locked="false" Priority="47" Name="Grid Table 2 Accent 4"/>
<w:LsdException Locked="false" Priority="48" Name="Grid Table 3 Accent 4"/>
<w:LsdException Locked="false" Priority="49" Name="Grid Table 4 Accent 4"/>
<w:LsdException Locked="false" Priority="50" Name="Grid Table 5 Dark Accent 4"/>
<w:LsdException Locked="false" Priority="51"
Name="Grid Table 6 Colorful Accent 4"/>
<w:LsdException Locked="false" Priority="52"
Name="Grid Table 7 Colorful Accent 4"/>
<w:LsdException Locked="false" Priority="46"
Name="Grid Table 1 Light Accent 5"/>
<w:LsdException Locked="false" Priority="47" Name="Grid Table 2 Accent 5"/>
<w:LsdException Locked="false" Priority="48" Name="Grid Table 3 Accent 5"/>
<w:LsdException Locked="false" Priority="49" Name="Grid Table 4 Accent 5"/>
<w:LsdException Locked="false" Priority="50" Name="Grid Table 5 Dark Accent 5"/>
<w:LsdException Locked="false" Priority="51"
Name="Grid Table 6 Colorful Accent 5"/>
<w:LsdException Locked="false" Priority="52"
Name="Grid Table 7 Colorful Accent 5"/>
<w:LsdException Locked="false" Priority="46"
Name="Grid Table 1 Light Accent 6"/>
<w:LsdException Locked="false" Priority="47" Name="Grid Table 2 Accent 6"/>
<w:LsdException Locked="false" Priority="48" Name="Grid Table 3 Accent 6"/>
<w:LsdException Locked="false" Priority="49" Name="Grid Table 4 Accent 6"/>
<w:LsdException Locked="false" Priority="50" Name="Grid Table 5 Dark Accent 6"/>
<w:LsdException Locked="false" Priority="51"
Name="Grid Table 6 Colorful Accent 6"/>
<w:LsdException Locked="false" Priority="52"
Name="Grid Table 7 Colorful Accent 6"/>
<w:LsdException Locked="false" Priority="46" Name="List Table 1 Light"/>
<w:LsdException Locked="false" Priority="47" Name="List Table 2"/>
<w:LsdException Locked="false" Priority="48" Name="List Table 3"/>
<w:LsdException Locked="false" Priority="49" Name="List Table 4"/>
<w:LsdException Locked="false" Priority="50" Name="List Table 5 Dark"/>
<w:LsdException Locked="false" Priority="51" Name="List Table 6 Colorful"/>
<w:LsdException Locked="false" Priority="52" Name="List Table 7 Colorful"/>
<w:LsdException Locked="false" Priority="46"
Name="List Table 1 Light Accent 1"/>
<w:LsdException Locked="false" Priority="47" Name="List Table 2 Accent 1"/>
<w:LsdException Locked="false" Priority="48" Name="List Table 3 Accent 1"/>
<w:LsdException Locked="false" Priority="49" Name="List Table 4 Accent 1"/>
<w:LsdException Locked="false" Priority="50" Name="List Table 5 Dark Accent 1"/>
<w:LsdException Locked="false" Priority="51"
Name="List Table 6 Colorful Accent 1"/>
<w:LsdException Locked="false" Priority="52"
Name="List Table 7 Colorful Accent 1"/>
<w:LsdException Locked="false" Priority="46"
Name="List Table 1 Light Accent 2"/>
<w:LsdException Locked="false" Priority="47" Name="List Table 2 Accent 2"/>
<w:LsdException Locked="false" Priority="48" Name="List Table 3 Accent 2"/>
<w:LsdException Locked="false" Priority="49" Name="List Table 4 Accent 2"/>
<w:LsdException Locked="false" Priority="50" Name="List Table 5 Dark Accent 2"/>
<w:LsdException Locked="false" Priority="51"
Name="List Table 6 Colorful Accent 2"/>
<w:LsdException Locked="false" Priority="52"
Name="List Table 7 Colorful Accent 2"/>
<w:LsdException Locked="false" Priority="46"
Name="List Table 1 Light Accent 3"/>
<w:LsdException Locked="false" Priority="47" Name="List Table 2 Accent 3"/>
<w:LsdException Locked="false" Priority="48" Name="List Table 3 Accent 3"/>
<w:LsdException Locked="false" Priority="49" Name="List Table 4 Accent 3"/>
<w:LsdException Locked="false" Priority="50" Name="List Table 5 Dark Accent 3"/>
<w:LsdException Locked="false" Priority="51"
Name="List Table 6 Colorful Accent 3"/>
<w:LsdException Locked="false" Priority="52"
Name="List Table 7 Colorful Accent 3"/>
<w:LsdException Locked="false" Priority="46"
Name="List Table 1 Light Accent 4"/>
<w:LsdException Locked="false" Priority="47" Name="List Table 2 Accent 4"/>
<w:LsdException Locked="false" Priority="48" Name="List Table 3 Accent 4"/>
<w:LsdException Locked="false" Priority="49" Name="List Table 4 Accent 4"/>
<w:LsdException Locked="false" Priority="50" Name="List Table 5 Dark Accent 4"/>
<w:LsdException Locked="false" Priority="51"
Name="List Table 6 Colorful Accent 4"/>
<w:LsdException Locked="false" Priority="52"
Name="List Table 7 Colorful Accent 4"/>
<w:LsdException Locked="false" Priority="46"
Name="List Table 1 Light Accent 5"/>
<w:LsdException Locked="false" Priority="47" Name="List Table 2 Accent 5"/>
<w:LsdException Locked="false" Priority="48" Name="List Table 3 Accent 5"/>
<w:LsdException Locked="false" Priority="49" Name="List Table 4 Accent 5"/>
<w:LsdException Locked="false" Priority="50" Name="List Table 5 Dark Accent 5"/>
<w:LsdException Locked="false" Priority="51"
Name="List Table 6 Colorful Accent 5"/>
<w:LsdException Locked="false" Priority="52"
Name="List Table 7 Colorful Accent 5"/>
<w:LsdException Locked="false" Priority="46"
Name="List Table 1 Light Accent 6"/>
<w:LsdException Locked="false" Priority="47" Name="List Table 2 Accent 6"/>
<w:LsdException Locked="false" Priority="48" Name="List Table 3 Accent 6"/>
<w:LsdException Locked="false" Priority="49" Name="List Table 4 Accent 6"/>
<w:LsdException Locked="false" Priority="50" Name="List Table 5 Dark Accent 6"/>
<w:LsdException Locked="false" Priority="51"
Name="List Table 6 Colorful Accent 6"/>
<w:LsdException Locked="false" Priority="52"
Name="List Table 7 Colorful Accent 6"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Mention"/>
<w:LsdException Locked="false" SemiHidden="true" UnhideWhenUsed="true"
Name="Smart Hyperlink"/>
</w:LatentStyles>
</xml><![endif]-->Every so often I am asked to reproduce a project management
technique in MS Project that is not a named feature in the software. Such is
the case in this blog entry regarding “hammock” tasks.<br />
<div class="MsoNormal">
<br /></div>
<div class="MsoNormal">
A hammock task is a task that has a variable duration. The duration
is controlled entirely by other tasks in another or the same project. The start
and finish of the hammock is linked to the other tasks start or finish. The
duration of the hammock is recalculated when the linking tasks change their
dates.</div>
<div class="MsoNormal">
<br /></div>
<div class="MsoNormal">
Opinions about hammock tasks range from “don’t do it!” to
“always drive your level of effort tasks with the technique”. It’s easy to set
up a hammock task but there are caveats that you need to know before using the
technique in a production environment. I’ll cover some of those in this blog
entry as well.</div>
<div class="MsoNormal">
<br /></div>
<div class="MsoNormal">
A hammock task looks pretty inconspicuous:</div>
<div class="separator" style="clear: both; text-align: center;">
<a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEjbIke3WCNWhWSBQAymLO_n-HQxyD1pe7OnFGECxfPaTRTzZDTDfqP-V3zk-Zu4F7FdkFMdjBLFuCYKQ0Ees-U-ltjW2BR2HcfKkJwuTanGmmIOlEZcPLKAekExjRKjN5uz1qEvpMXJDmc4/s1600/1.tif" imageanchor="1" style="margin-left: 1em; margin-right: 1em;"><img border="0" height="105" src="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEjbIke3WCNWhWSBQAymLO_n-HQxyD1pe7OnFGECxfPaTRTzZDTDfqP-V3zk-Zu4F7FdkFMdjBLFuCYKQ0Ees-U-ltjW2BR2HcfKkJwuTanGmmIOlEZcPLKAekExjRKjN5uz1qEvpMXJDmc4/s640/1.tif" width="640" /></a></div>
<div class="MsoNormal">
<span style="mso-no-proof: yes;"><br /></span></div>
<div class="MsoNormal">
The task names point out their function. The start of the
hammock is the paste linked start date from “Hammock Start Link” which I
formatted in bold red. The finish of the hammock is the paste linked finish
date from “Hammock Finish Link” formatted in bold green. Note the indicators in
the lower right of the hammock tasks date cells. These indicators are visual
markers telling us the dates are linked. </div>
<div class="MsoNormal">
<br /></div>
<div class="MsoNormal">
I will double the duration of task #2.<span style="mso-spacerun: yes;"> </span>This forces a recalculation and the duration
of the Hammock Task is changed to 6 days. The calculation may take a few
seconds, even on a very fast machine, so be patient. </div>
<div class="separator" style="clear: both; text-align: center;">
<a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEgYrLo2O3jD3seRvV2UKNxHR8fhepHZFHR-f5Xod-LT1X2mfUMEpGvHQwUfIvbNoSF3LoZwBCzBUHdQ416J25as8zKkSj9J6kaxc-l8n0GRCL0y_E9Yn6YrTLhqZsK_f93y_mWrnP48W4By/s1600/2.tif" imageanchor="1" style="margin-left: 1em; margin-right: 1em;"><img border="0" height="96" src="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEgYrLo2O3jD3seRvV2UKNxHR8fhepHZFHR-f5Xod-LT1X2mfUMEpGvHQwUfIvbNoSF3LoZwBCzBUHdQ416J25as8zKkSj9J6kaxc-l8n0GRCL0y_E9Yn6YrTLhqZsK_f93y_mWrnP48W4By/s640/2.tif" width="640" /></a></div>
<div class="MsoNormal">
<br />
<span style="mso-no-proof: yes;"></span></div>
<div class="MsoNormal">
Also note that this entire blog entry was made with Project
Pro in Manual Schedule mode, with a resource assigned at half time. This worked
well with a simple resource using the same calendar as the project and with no
overallocations. It is very likely that I would have to manually resolve any
task or resource scheduling issues in a more complicated project. This would be
true regardless of the scheduling mode selected. </div>
<div class="MsoNormal">
<br />
<div class="MsoNormal">
Now for some caveats:</div>
<div class="MsoListParagraph" style="mso-list: l0 level1 lfo1; text-indent: -.25in;">
</div>
<ul>
<li><span style="font-size: 7pt; font-stretch: normal; font-variant-numeric: normal; line-height: normal; text-indent: -0.25in;"> </span><span style="text-indent: -0.25in;">Hammock tasks can be confusing to anyone reading
your schedule. So include a note restating the purpose of the task. For example,
is it to collect a level of effort for management resources? Synchronizing the
project with other tasks or projects in a program schedule?</span></li>
</ul>
<ul>
<li><span style="text-indent: -0.25in;">Paste links can be lost easily, so visit the
task and its position in your schedule often.</span></li>
</ul>
</div>
<div class="MsoNormal">
<ul>
<li><span style="text-indent: -0.25in;">Since a hammock task receives its dates as a
paste link, the task probably should not have a predecessor or successor. If it
is necessary to link with other tasks, revisit your need for a hammock task.
Maybe a normal task will meet your needs? </span></li>
</ul>
<ul>
<li><span style="text-indent: -0.25in;">Hammock tasks are schedule driven and not
resource driven. Be cautious when leveling resources. You might consider making
the task a higher priority than other tasks so Project will skip the task when
leveling the rest of the project.</span></li>
</ul>
There are always sequencing workarounds and alternatives,
but the hammock task continues to be one of the primary tools used in
scheduling. You can find more on this subject online and in MSDN. Use the term “hammock
task” and you’ll get a great deal of information on the pros and cons of using
a hammock task. </div>
Samhttp://www.blogger.com/profile/06401297500411684240noreply@blogger.comtag:blogger.com,1999:blog-7690365224594590689.post-82812363480642305382016-04-01T19:21:00.001-07:002016-04-01T19:21:16.597-07:00Do’s and Don’ts: Use Resource Labels<br />
A problem and question sent to me frequently is: “I don’t have the need for full
resource management in Project. I have simple projects and manage few people. I
don’t need to worry about over allocation and leveling resources. I don’t track
resource cost or work by the individual.What I do need is a label on tasks that tells me who is working on them so I
can see task assignments at a glance. How can I accomplish that?”
<br />
<br />
When projects are few, small and simple this is a reasonable request and
need. <br />
<br />
It takes only a little configuration to go from this:<br />
Figure 1: Typical Gantt Chart<br />
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<a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEh4fSPMh-fT142GB81EfhGmWZwniFo-HhYVHGuAkFIDsItdspQAsYP9dCwokhqH5ZxBQUFlwzajiUO2pAGPsHjK5Cbq6FouK2CHYr7WM9-Zi-zG9BLRwdJydbimwT1zFnMYQWTKcMXutPNI/s1600/1.png" imageanchor="1" style="margin-left: 1em; margin-right: 1em;"><img border="0" height="122" src="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEh4fSPMh-fT142GB81EfhGmWZwniFo-HhYVHGuAkFIDsItdspQAsYP9dCwokhqH5ZxBQUFlwzajiUO2pAGPsHjK5Cbq6FouK2CHYr7WM9-Zi-zG9BLRwdJydbimwT1zFnMYQWTKcMXutPNI/s400/1.png" width="400" /></a></div>
<br />
To this:<br />
Figure 2: Gantt Chart with Resource Labels<br />
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<a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEihs3IBnuFBYb6VI8WqK1xRX1CUTyFXlRc0zd9rzUhcrknD5We9s_pRZfHlBnFWxtHjxBMcexlrIWE7PLkyMbrcJsHO6vauhNqwZIfj5R25_DvRNLRPgSQ1arhog5uES0IRLcxLkCZGl26e/s1600/2.png" imageanchor="1" style="margin-left: 1em; margin-right: 1em;"><img border="0" height="147" src="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEihs3IBnuFBYb6VI8WqK1xRX1CUTyFXlRc0zd9rzUhcrknD5We9s_pRZfHlBnFWxtHjxBMcexlrIWE7PLkyMbrcJsHO6vauhNqwZIfj5R25_DvRNLRPgSQ1arhog5uES0IRLcxLkCZGl26e/s400/2.png" width="400" /></a></div>
<br />
Notice that Resources are identified in the Task Sheet and in the Gantt
Chart. These are Resource Labels. There are no resources defined in the project
displayed above. A Resource Label is the result of selecting text from a
customized text field and associated Lookup table. This is done for each task in
a simple list such as those tasks in Figure 1. They are then Grouped, resulting
in Figure 2 and answering the user need for simplicity.<br />
<br />
I’ll walk you through the steps to create Resource Labels:<br />
1. Create the custom field and Lookup table: <br />
a. Click on the “Project” tab<br />
b. Click on the “Custom Fields” button<br />
c. Configure your custom field and Lookup table as shown in the figure below
(use your own resource list):<br />
<br />
Figure 3: Custom Fields and Lookup table dialogs<br />
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<br />
Make sure you “Close” the Lookup table definition and “OK” the “Custom
Fields” dialog.<br />
<br />
2. Insert the new custom field into the Sheet (to the left of the Gantt
Chart) and pick a Resource label for each task which is available from the new
field.<br />
<br />
3. Create the Resource Label Group and apply it for visibility:<br />
a. Click on the “View” tab<br />
b. In the “Group” dropdown, click on “New Group By…” and configure a custom
Group as defined in the figure below:<br />
<br />
Figure 4: New Group Definition dialog<br />
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<a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEgpz_OQeQz4Z5kicALY2sc2QaKVud4ui3OSARjhtuqxMmXZu26bh7BnHsYHO12yTzcq-J8MMgIRcS5M6ZFPs3spJZIydefOcsluGOxc2t06-oRrPMBLVNxPf2oDpe59U5a8XfanYLpKjjSt/s1600/4.png" imageanchor="1" style="margin-left: 1em; margin-right: 1em;"><img border="0" height="266" src="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEgpz_OQeQz4Z5kicALY2sc2QaKVud4ui3OSARjhtuqxMmXZu26bh7BnHsYHO12yTzcq-J8MMgIRcS5M6ZFPs3spJZIydefOcsluGOxc2t06-oRrPMBLVNxPf2oDpe59U5a8XfanYLpKjjSt/s400/4.png" width="400" /></a></div>
<br />
4. Select your new Custom Group from the Group dropdown. It will be listed at
the top of the list under “Custom”.<br />
<br />
Figure 5: Custom Group dropdown list<br />
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<a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEhak_x98J-sbAdXDcgSX1mmDdojrrUK-GChGr-BjZu0XixIEIVsUzr1QlRwH4qzGldMt53gVzIykvi02x-oLb4EfBwyX2niChvsqJt8l4N615EBTO8atJEkgp4V0G3mExuVYv9P538N1RZr/s1600/5.png" imageanchor="1" style="margin-left: 1em; margin-right: 1em;"><img border="0" height="400" src="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEhak_x98J-sbAdXDcgSX1mmDdojrrUK-GChGr-BjZu0XixIEIVsUzr1QlRwH4qzGldMt53gVzIykvi02x-oLb4EfBwyX2niChvsqJt8l4N615EBTO8atJEkgp4V0G3mExuVYv9P538N1RZr/s400/5.png" width="240" /></a></div>
<br />
You can go back to the original look and feel by selecting the “Group”
dropdown and choose “[No Group]” from the built in Groups.<br />
<br />
You’re done!<br />
<br />
One last thing: Resource Labels are a first step into resource management. It
will not take the place of scheduling and managing resources at the level many
of us need in order to report labor cost and effort. It is a great technique if your
needs are simple and you aren’t bombarded with projects.<br />
<br />
Thanks for reading this blog entry and good luck on your projects!<br />
Samhttp://www.blogger.com/profile/06401297500411684240noreply@blogger.comtag:blogger.com,1999:blog-7690365224594590689.post-30705175363277751322015-10-01T13:22:00.001-07:002015-10-01T13:22:47.895-07:00Finally. Multiple Timelines!<p>I have eagerly waited for Project 2016. The idea that it could give me multiple timelines really captured my imagination. An entire Timeline for milestones and Gates plus another Timeline for phases is now a real possibility!</p> <p>In fact, you may have up to 10 Timelines in Project now. What will <strong>you</strong> do with 10 Timelines? Stay tuned and I will give you a blog entry focused entirely on this feature and examples of usage. In the meantime, click on the graphic below to check out Multiple Timelines.</p> <p></p> <a href="http://lh3.googleusercontent.com/-B4mdhz1aud4/Vg2WFWFfm4I/AAAAAAAAA1c/4vf70W__MFo/s1600-h/image%25255B3%25255D.png"><img title="image" style="border-top: 0px; border-right: 0px; border-bottom: 0px; border-left: 0px; display: inline" border="0" alt="image" src="http://lh3.googleusercontent.com/-CwI3D_TFyFM/Vg2WFg_KtEI/AAAAAAAAA1g/m1JoHgixVN4/image_thumb%25255B1%25255D.png?imgmax=800" width="416" height="133" /></a> Samhttp://www.blogger.com/profile/06401297500411684240noreply@blogger.comtag:blogger.com,1999:blog-7690365224594590689.post-21767413538858475552015-03-27T09:14:00.001-07:002015-03-27T09:17:13.696-07:00Duration Demystification<p>When I was a new user of Project, the term “duration” was a very strange notion to me. How can a task be 5 days in duration when starting on a Thursday and ending on the following Wednesday? That is a 7 day time period! It just didn’t add up.</p> <p>The answer is perspective. From the perspective of work, the 7 day time period contains 5 work days and 2 non-working days. From the calendar perspective the same 7 day period is measured in consecutive days from the start to the finish. Both are legitimate expressions of duration but used for different purposes. Working durations are for team scheduling. Elapsed durations are for other scheduling purposes. This blog entry illustrates both.</p> <p>A few definitions are in order. Project knows to use elapsed durations when the letter “e” is entered prior to the unit of measure. The following table should help you understand it. <table cellspacing="0" cellpadding="0" border="1"><tbody> <tr> <td width="184"> <p><b>Duration Entry:</b></p> </td> <td width="222"> <p><b>Meaning:</b></p> </td> </tr> <tr> <td width="184"> <p>1 Day (“1d”)</p> </td> <td width="222"> <p>1 workday of 8 hours</p> </td> </tr> <tr> <td width="184"> <p>1 Elapsed Day (“1ed”)</p> </td> <td width="222"> <p>1 calendar day of 24 consecutive hours</p> </td> </tr> <tr> <td width="184"> <p>1 Week (“1w”)</p> </td> <td width="222"> <p>5 workdays of 8 hours each</p> </td> </tr> <tr> <td width="184"> <p>1 Elapsed Week (“1ew”)</p> </td> <td width="222"> <p>7 consecutive calendar days of 24 hour periods</p> </td> </tr> <tr> <td width="184"> <p>1 Month (“1mon”)</p> </td> <td width="222"> <p>22 workdays of 8 hours each</p> </td> </tr> <tr> <td width="184"> <p>1 Elapsed Month (1”emon”)</p> </td> <td width="222"> <p>30 consecutive calendar days of 24 hour periods.</p> </td> </tr> </tbody></table> </p> <p>Durations are expressed in minutes, hours, days, weeks and months. Each work duration has a commensurate elapsed duration. Note however that the units of measure in the “Meaning” column above are different, and need to be considered when assigning resources.</p> <p>For example:  A resource assigned to a one day (“1d”) task will be assigned 8 hours of work. If assigned to a one elapsed day (“1ed”) task, the resource will be assigned 24 consecutive hours of work.</p> <p>When scheduling tasks confusing work duration and elapsed duration can have an adverse affect on the length of a project. In the figures below I have included both types of durations as delay and included the delay as a task in the dependency chain. Note that the delay expressed as a normal duration is longer than the delay expressed as elapsed duration and thus two different project durations are possible. (Click on the images to enlarge)</p> <h6><a href="http://lh6.ggpht.com/-BK3gtO1nREs/VRWCgwOhc7I/AAAAAAAAA0g/BLysDit1lFw/s1600-h/image%25255B8%25255D.png"><img title="image" style="border-top: 0px; border-right: 0px; border-bottom: 0px; border-left: 0px; display: inline" border="0" alt="image" src="http://lh6.ggpht.com/-Ejkna9GnNao/VRWChCy4h1I/AAAAAAAAA0k/G6NLmdPWZzA/image_thumb%25255B2%25255D.png?imgmax=800" width="417" height="73" /></a> </h6> <p><a href="http://lh4.ggpht.com/-wzEfV2gihqQ/VRWChgjM2KI/AAAAAAAAA0s/XXZAYVJTE0Q/s1600-h/image%25255B9%25255D.png"><img title="image" style="border-top: 0px; border-right: 0px; border-bottom: 0px; border-left: 0px; display: inline" border="0" alt="image" src="http://lh5.ggpht.com/-C_uE3jabsFY/VRWCiBo_00I/AAAAAAAAA04/UgcwTiVhibs/image_thumb%25255B3%25255D.png?imgmax=800" width="417" height="73" /></a> </p> <p>Now that you’ve seen the two duration types used by Project mindful consideration should be given to enter the appropriate duration value in the task duration field. </p> <p>Good luck on your projects! If you found this blog entry informative, send me an email, won’t you? I love to hear from my readers.</p> Samhttp://www.blogger.com/profile/06401297500411684240noreply@blogger.comtag:blogger.com,1999:blog-7690365224594590689.post-39844005475963436382015-01-30T08:19:00.001-08:002015-01-30T08:19:32.853-08:00Do’s and Don’ts: Do Create a Risk Assessment Dashboard (Part Four)<p>This posting will make the most sense if the previous three posts are read in order beforehand:</p> <p>Part One is <a href="http://winprojblog.blogspot.com/2014/08/dos-and-donts-do-create-risk-assessment.html" target="_blank">HERE</a>;</p> <p>Part Two is <a href="http://winprojblog.blogspot.com/2014/09/dos-and-donts-do-create-risk-assessment.html" target="_blank">HERE</a>;</p> <p>Part Three is <a href="http://winprojblog.blogspot.com/2015/01/dos-and-donts-do-create-risk-assessment.html" target="_blank">HERE</a>.</p> <p>In this final post of the series I will create a custom group for use in reporting and graphing purposes. The report will look similar to the figure below at the end of this blog. Click on any figure in this post to enlarge it.</p> <p><a href="http://lh5.ggpht.com/-OjFcIXIxV1w/VMuu5ayIn1I/AAAAAAAAAwk/epZjUYRua8E/s1600-h/image6.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh6.ggpht.com/-UuAgcCO0smA/VMuu5wH3fHI/AAAAAAAAAwo/WO3i4pUS8rY/image_thumb2%25255B1%25255D.png?imgmax=800" width="244" height="152" /></a></p> <p><u>The first step is to create the custom group so it can be used in reporting, charting and graphing:</u></p> <p>1. Click on the “View” tab then click on the “Group By:” list in the “Data” command group.</p> <p>2. Click on “New Group By…” in the list.</p> <p>3. In the “Group Definition” dialog, enter the data as itemized in the figure below, then click on “Save”.</p> <p><a href="http://lh4.ggpht.com/-RAJud0DLRtE/VMuu6Aa8vjI/AAAAAAAAAww/0BoPi3Crmkg/s1600-h/image9%25255B1%25255D.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; margin: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEgj0WtKivDOAhvzR3U86ziQotR1suODxwax5d9ymgZPl4vygdqLfYFL-oBgqXV5Hq3jgO7v3D1hG0dmxBqaMqmI13WHH1MOXWIeGCGz9kvD9u3HVj4XgdfdZ99EfxGBvH_XT-1dS_QIBeGj/?imgmax=800" width="244" height="163" /></a></p> <p>4. Test the new group by choosing it from the “Group By:” list. Notice the location of the group in the figure below.</p> <p><a href="http://lh3.ggpht.com/-oIt4qf0hHyw/VMuu6y3s2vI/AAAAAAAAAxA/F861T8UwKw4/s1600-h/image12%25255B1%25255D.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEif1sfaHcBf9U5XtTeNaJVkqeQl6awhiqnlC8TYhcBFsgVkTB5NSQLoarAyr6mIDu0CKuDmcgRkUUkuxmE_GXaf0gFnj0Qxh2pqhOAyVlD5Nt7AXI-0x6CRdnuunVrc0arhHLjKyHNNB_GU/?imgmax=800" width="138" height="244" /></a></p> <p>5. After successfully applying the”Risk Level” group, clear the group by choosing “[No Group]” from the “Group By:” list.</p> <p><u>The second step is to create the “Risk Analysis” report and graph:</u></p> <p>6. Click on the “Report tab, then “New Report”.</p> <p>7. From the choices offered choose “Comparison”. This will enable you to have multiple charts that graph work against cost and grouped by risk level. See the figure below for detail.</p> <p><a href="http://lh4.ggpht.com/-PNwA8YXfVH8/VMuu7dDTpBI/AAAAAAAAAxQ/wtMjcDYCpLQ/s1600-h/image2.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; margin: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh5.ggpht.com/-_nVA6tn6A-4/VMuu8UNM8RI/AAAAAAAAAxc/bXNKD90-LCE/image_thumb.png?imgmax=800" width="244" height="190" /></a></p> <p>8. The “Report Name“ dialog will appear asking you to name the new report. I chose “Risk Analysis” for consistency. After the name is entered, click on the “OK” button.</p> <p><a href="http://lh5.ggpht.com/-LBq5ZxURIJo/VMuu89gC85I/AAAAAAAAAxg/SgC3zkUvXQQ/s1600-h/image8.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; margin: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh5.ggpht.com/-HMjPXbhkSm0/VMuu9KwJrjI/AAAAAAAAAxo/5Vt5bKAeKg8/image_thumb2.png?imgmax=800" width="244" height="85" /></a></p> <p>9. Project creates the “Risk Analysis” report and places you in the “Design” tab. Note this is initially a blank slate. We will have to insert the charts for work and cost, then format them. It should look like the figure below.</p> <p><a href="http://lh4.ggpht.com/-kpfN9E82VQQ/VMuu9f6DZ3I/AAAAAAAAAxw/GDxlClXXtnc/s1600-h/image11.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; margin: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh3.ggpht.com/-RHlQHHdNDwA/VMuu9yWYfdI/AAAAAAAAAx4/PC_pGRaTPEY/image_thumb3.png?imgmax=800" width="244" height="165" /></a></p> <p>10. Click on the “Chart” button located in the “Insert” command group. The “Insert Chart” dialog will appear. Since we will be using multiple fields and data sets, we will need a “Clustered Column” type of chart. Just click on the “OK” button to create it. The figure below points out the locations and selections for this new chart.</p> <p><a href="http://lh4.ggpht.com/-uqflNx4VDBk/VMuu-y-toBI/AAAAAAAAAyA/URV0N8eMZJw/s1600-h/image14.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh5.ggpht.com/-nvBnjt2tLJQ/VMuu_L01WxI/AAAAAAAAAyI/iXMga1I_0fY/image_thumb4.png?imgmax=800" width="244" height="229" /></a></p> <p>11. The basic chart is created and ready for formatting. Note that Project has placed you in “Chart Tools” for that purpose. Also note the fields compared in the chart. The fields are made visible or not by checking the “Select Field” in the “Field List” on the side of the screen. See figure below for location of these details.</p> <p><a href="http://lh4.ggpht.com/-evmEAE_Ai2Y/VMuu_oQ6IsI/AAAAAAAAAyU/TEJFeS7_lFo/s1600-h/image18.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh4.ggpht.com/-hS2AgRkWyXo/VMuvAFy8EQI/AAAAAAAAAyc/DuBYz2z5hRg/image_thumb6.png?imgmax=800" width="244" height="136" /></a></p> <p>12. Add the “Risk Level” Group to the chart. At the bottom of the “Field List” find the “Group By:” list and choose the “Risk Level” group. The chart changes by organizing the amount of work by low, medium or high risk. See the diagram below for details.</p> <p><a href="http://lh6.ggpht.com/-dq4p2SL8kcI/VMuvBl6c9-I/AAAAAAAAAyk/XbcBiQwkp1s/s1600-h/image21.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; margin: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh6.ggpht.com/-QTxCOAVucI0/VMuvCFgqmzI/AAAAAAAAAyo/jr-8hmShA8o/image_thumb7.png?imgmax=800" width="244" height="169" /></a></p> <p>13. Give the chart a Data Table. From the “Design” tab, click on “Add Chart Element”. Click on “Data Table” and click on “No Legend Keys”. You should get a chart formatted close to that of the figure below.</p> <p><a href="http://lh3.ggpht.com/-kfMO9gWwRNI/VMuvCjax6hI/AAAAAAAAAyw/IowALvplVU0/s1600-h/image27.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; margin: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh6.ggpht.com/-0TbNSVBakcA/VMuvCyTLK6I/AAAAAAAAAy4/XURhVLukBQA/image_thumb9.png?imgmax=800" width="244" height="155" /></a></p> <p>14. The chart would be clearer with a title. Click on “Add Chart Element” again and click on “Chart Title” and “Above Chart”. </p> <p><a href="http://lh4.ggpht.com/-9f18sIawEc0/VMuvDV8velI/AAAAAAAAAzE/OjQlwoLwhG8/s1600-h/image30.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; margin: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh6.ggpht.com/-3tshOnHHjlM/VMuvDvNsLWI/AAAAAAAAAzM/svzueLwevHk/image_thumb10.png?imgmax=800" width="244" height="236" /></a></p> <p>15. When you click on your new chart, it now has the name “Chart Title”. Click in the title and change it to something descriptive like “Work Totals by Risk Level”.</p> <p><a href="http://lh3.ggpht.com/-IXUhC1QpCss/VMuvEQA2XtI/AAAAAAAAAzQ/Wq7VB2V3Q7Q/s1600-h/image33.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; margin: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh4.ggpht.com/-s1UEr4YR_qg/VMuvEzixNXI/AAAAAAAAAzc/qhz3-FeWBZo/image_thumb11.png?imgmax=800" width="244" height="166" /></a></p> <p>16.  You can now format the chart to whatever chart type you find works for you by clicking on the chart and choosing “Change Chart Type” from the “Design” tab in “Chart Tools”. The charts at the beginning of this blog entry were “3-D Column” if you wish to replicate that format.</p> <p>17. If you wish to add a “Cost Totals by Risk Level” chart, follow exactly the same steps as steps 10 – 16, only use “Actual Cost”, Remaining Cost” and “Cost” fields from the “Field List”. You will need to modify the new chart’s title and possibly position the charts by clicking and dragging them where you want them.</p> <p>Now that you’ve tried creating custom reports, experiment with them! Powerful options are a click away. Try inserting a table to the report you just made. Try inserting a picture. These reporting elements and more are waiting for your discovery in the “Design” tab and in the “Insert” command group.</p> <p>Projects can be risky business. In this four part series you have learned a very basic technique to identify, assess and convey the state of risks in your project. You have created custom fields in custom tables. You created a formula that drives graphical indicators, learned in-field and custom grouping and created a custom report that makes visible the work and costs of a project in terms of risk levels. </p> <p>Your next challenge is to manage project risk relentlessly by continually re-evaluating risk, keeping risk data current, and making data informed decisions to keep moving forward.</p> <hr />Did you enjoy this series? I sincerely hope that they were helpful. If so, please send me an email. I love to hear from my readers! Samhttp://www.blogger.com/profile/06401297500411684240noreply@blogger.comtag:blogger.com,1999:blog-7690365224594590689.post-45021900985050228032015-01-13T15:11:00.001-08:002015-01-13T15:11:38.945-08:00Do’s and Don’ts: Do Create a Risk Assessment Dashboard (Part Three)<p>In Part One of this series I illustrated a simple method to identify, quantify and evaluate risk in tasks and projects. If you missed it, you can read it <a href="http://winprojblog.blogspot.com/2014/08/dos-and-donts-do-create-risk-assessment.html" target="_blank">HERE</a>.</p> <p>Part Two illustrated how to use the information from Part One to create a “Risk Assessment Dashboard”, complete with a custom table, lookup tables, formulae and graphical indicators. You can read it <a href="http://winprojblog.blogspot.com/2014/09/dos-and-donts-do-create-risk-assessment.html" target="_blank">HERE</a>.</p> <p>This blog entry will show how to use the new “Risk Assessment Dashboard” in data grouping. When the custom fields were created in Part Two, Project was ready to group them. Once grouped, tables could be employed to view specific types of information such as how much work or cost is anticipated for each level of risk. See the figure below for details. Click on any figure in this post to enlarge the figure.</p> <p><a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEi9tl1e6Uw697ZOQGmSh4JHIPyuYLmF-y_hc2848Ty8d-IINj1454Ymki0IHZFUDC7oT2VsNrcA7_d7-vdq3Z6Zalyz5QvPryGgcYgbYuaG4Ezn3MxybJ1kmgoTKyr3hPNNDxtpIEn7Mw0Z/s1600-h/image2.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh5.ggpht.com/-Iu92buGakFo/VLWmHVqWi4I/AAAAAAAAAvQ/wcesSvIK1wM/image_thumb.png?imgmax=800" width="244" height="217" /></a></p> <p>Grouping a field is built into the AutoFiltering feature in Project. Select the “Risk Assessment Table”, then check that field grouping is available by first examining the “Risk Severity” field’s column heading. If you see a list icon to the right of the field description, you can begin grouping immediately. The figure  below illustrates where the list icon is in the column heading.</p> <p><a href="http://lh4.ggpht.com/--wVkLW2O5rE/VLWmHlVUyHI/AAAAAAAAAvY/SZzYIY3-f6E/s1600-h/image5.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; margin: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh4.ggpht.com/-7dykWO1X7Rg/VLWmHziTqWI/AAAAAAAAAvg/NHo_a0b2FhM/image_thumb1.png?imgmax=800" width="190" height="121" /></a></p> <p>If it’s enabled, click on it and you’ll be rewarded with a list of options including “Group on this field”. </p> <p><a href="http://lh5.ggpht.com/-_W3WxcJ8dN0/VLWmITkqA5I/AAAAAAAAAvk/Ds5OxrPUBcg/s1600-h/image8.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; margin: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEgZaFSSBR1eipbi3lXC5c-Th1NDfkqNptkO-zJUJfCHDOIqyyd3lJA_YjX-QFUnbyphQ3HtgXLxhXIEgr1tA2J2dBmOs-yNgT40vZjqTWbHWwv86_ib7kJaS4Y34lBRZWN4Tfiki6wUOUdS/?imgmax=800" width="124" height="244" /></a></p> <p>When selected, the grouping is presented. Note that data in  each group is being summarized via data rollup in the figure below. At this point choose the table that meets your need, such as “Cost” or “Work”. The first figure in this post is displaying the Cost table.</p> <p><a href="http://lh3.ggpht.com/-5peZE3pY1IA/VLWmJM0NezI/AAAAAAAAAv4/Sl4mSBTjICA/s1600-h/image14.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; margin: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh5.ggpht.com/-yXeqTzt4CPo/VLWmJg7B5QI/AAAAAAAAAv8/tchT7V2b86s/image_thumb4.png?imgmax=800" width="244" height="208" /></a></p> <p>If AutoFiltering is turned off and the list icon is not visible, turn it on! Choose the “View” tab and click on the “Filter:” list icon to get the list of filters and filtering options. Click on the “Display AutoFilter” option.</p> <p><a href="http://lh5.ggpht.com/-2OWTwSUmOQU/VLWmKExXuFI/AAAAAAAAAwE/Sdi_n0XpY9w/s1600-h/image17.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; margin: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh3.ggpht.com/-3r9KvRDhjsM/VLWmKR-gXfI/AAAAAAAAAwM/1GKW5IU-apk/image_thumb5.png?imgmax=800" width="244" height="192" /></a></p> <p>When it is time to remove the group, ensure you are back in the “Risk Assessment Table”, then click on the group’s field heading and choose “No Group”.  You’ll be returned to the ungrouped table.</p> <p>In Part Four of this series I will use the fields, the formulae, graphical indicators and grouping from this blog entry to report on risk. I will illustrate how to use a defined custom data group to summarize the cost, work and schedule that is developed in the project so far by their respective risk severity. Then we’ll graph it!</p> <hr /> <p>Did you enjoy this blog post? If so, please let me know! I love to hear from my readers.</p> Samhttp://www.blogger.com/profile/06401297500411684240noreply@blogger.comtag:blogger.com,1999:blog-7690365224594590689.post-33781476175975353352014-11-06T08:06:00.001-08:002014-11-06T08:06:49.894-08:00Do’s and Don’ts: Use the 30 Second Report<p>Reports, Views, Tables and Visual Reports all give you great options for communicating project information. They also require time to explore and configure. But there is one reporting tool within Microsoft Project designed to give you on-demand status, that requires no configuration and that’s perfect for keeping historical information.</p> <p>In this blog posting I will show you Project Statistics and how to use it in making a project journal — a readable, visual history of progress and of learning. Find Project Statistics by first selecting the Project tab from the Ribbon, and then Project Information. At the bottom of Project Information, click on the Statistics button. This action brings up Project Statistics for your review. Please note that this information is the current status of your Project file. (See figure below. Click on it to expand.)</p> <p><a href="http://lh4.ggpht.com/-nOy5qh8Bft4/VFuclZhzxJI/AAAAAAAAAuk/cuSOFce4xYQ/s1600-h/image3.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh6.ggpht.com/-YNdVgLQ-lmo/VFucmDX6mYI/AAAAAAAAAus/qgNiXeo1-QE/image_thumb1.png?imgmax=800" width="431" height="210" /></a></p> <p>Note how much information is listed! While small, this dialog box is packed with information you need to know, particularly if you’re evaluating progress or documenting the evolution of the project. Pasting this information into a word processor <em>prior </em>to entering updates and then again <em>after</em> making updates allows you to easily compare them and evaluate the differences.</p> <p>To copy Project Statistics into your word processor, you must first copy it onto Windows Clipboard. You copy the dialog box onto the Clipboard by first ensuring Project Statistics is the active window, then by pressing Alt-Print Screen on your keyboard. Paste the data into the word processor with Ctrl-V.</p> <p>Once the Project Statistics are in your word processor, you can make comments explaining the difference. </p> <p>I recommend you try this 30-second reporting technique for a new perspective on project documentation. It allows you to easily create and keep a visual running history of your project.</p> <hr /> <p>Did you enjoy this blog post? If so, please let me know! I love to hear from my readers.</p> Samhttp://www.blogger.com/profile/06401297500411684240noreply@blogger.comtag:blogger.com,1999:blog-7690365224594590689.post-85916072951069800872014-10-19T16:33:00.000-07:002014-10-19T07:39:08.334-07:00Do’s and Don’ts: Use Task Paths!<p>A common characteristic of project schedules is the use of multiple predecessors in task sequencing. The general rule of thumb is that the latest predecessor’s dates drive the successor’s. Finding which predecessor that is can be a time consuming bit of analysis.</p> <p>Project 2013 has made this much easier with a new feature: Task Path. Using Task Path, a you can select any task in the task list and find out which tasks are driving its schedule dates. Found in the Format tab, Task Path uses a different bar color format to identify Driving Predecessors. See the figure below for finer details. Click on the figure to enlarge.</p> <p><a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEieM8j8kqA9nvQixmSpQ-cyGpqtWFy1foLwdMpM90iUL2WMAQy-hEUkIvBsNVEi8FIaSwjYWd_MBbS7A-2R2HzV8ERpMF8uebQko-zpdGLXqIKZbghtGV-70G4axLtq5ZUI9njv4UNomM3x/s1600-h/TP11.png"><img title="TP1" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="TP1" src="http://lh4.ggpht.com/-RAxIDrjhOw8/UXrIDmuLv6I/AAAAAAAAAhw/avO_NJ8LtK0/TP1_thumb1.png?imgmax=800" width="480" height="175" /></a></p> <p>Task Paths also dynamically change when the driving predecessor changes. In the figure below the driving predecessor has changed, and so the formatting moved to the new driving predecessor.</p> <p><a href="http://lh6.ggpht.com/-NZI3O3Ei-GA/UXrIENoHh0I/AAAAAAAAAh4/wSNimiuXcmw/s1600-h/TP23.png"><img title="TP2" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="TP2" src="http://lh5.ggpht.com/-sA9Oh9NckNE/UXrIEjrMt4I/AAAAAAAAAiA/jHA-CD58DLI/TP2_thumb3.png?imgmax=800" width="480" height="102" /></a></p> <p>Dynamic, accurate and visible, the Task Path is worth a look. Let it help analyze the schedule!</p> <hr />If you enjoyed this blog entry, please consider attending my free webinar  <a href="http://www.versatilecompany.com/webinar--whats-new-in-project-2013.aspx"><strong>“What’s New in Project 2013”.</strong></a> <strong>Register for it  </strong><a href="http://www.versatilecompany.com/webinar--whats-new-in-project-2013.aspx"><strong>HERE</strong></a><strong>.</strong>  Hurry! Seats fill quickly. Samhttp://www.blogger.com/profile/06401297500411684240noreply@blogger.comtag:blogger.com,1999:blog-7690365224594590689.post-61270505114723147562014-09-23T08:52:00.001-07:002014-09-23T08:52:31.074-07:00Do’s and Don’ts: Do Create a Risk Assessment Dashboard (Part Two)<p>In Part One I presented a simple method to identify, quantify and evaluate risk in projects and tasks. In this blog entry I will create a “Risk Assessment Dashboard” in MS Project that's based on that method.</p> <p>When completed it will look like this: (click on images to expand)</p> <p><a href="http://lh5.ggpht.com/-TwqckAJSCEU/VCGXFMPrg_I/AAAAAAAAArM/Mm1YLpacwns/s1600-h/image8.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh3.ggpht.com/-ZKDUnWyjqmQ/VCGXFiS3YOI/AAAAAAAAArQ/HOaGT_Ycguw/image_thumb4.png?imgmax=800" width="244" height="43" /></a></p> <p>I will create the “Risk Assessment Dashboard” in four steps:</p> <p><u><strong>Step 1: Create the “Risk Assessment” table</strong></u></p> <p>1) Click on the “View” tab.</p> <p>2) In the “Data” group, click on “Tables”.</p> <p>3) At the bottom of the “Tables” list click on “More Tables…”</p> <p><a href="http://lh5.ggpht.com/-Fyre5newQ5E/VCGXF3b07hI/AAAAAAAAArY/2InmBHWWAJM/s1600-h/image12.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; margin: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh5.ggpht.com/-CTDZeaqEAnk/VCGXGb66FRI/AAAAAAAAArg/o37rLCRr3DM/image_thumb6.png?imgmax=800" width="220" height="244" /></a></p> <p>4) The “More Tables” dialog appears. Click on the “New…” button.</p> <p><a href="http://lh3.ggpht.com/-kk2-GZaQmXs/VCGXGh3_XoI/AAAAAAAAAro/Ky_CESrvT8A/s1600-h/image15.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; margin: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEhgfoj5VenydqlsZ7YxvUEyATX8we6llZhOnsz_oU8LKUIxDebZFC_ZfCcSr7ITKSudzZa849TWL9ghZX1kxWT2tzCUzHeUbuA-5jMX7-QZN60Ibm92GMXu4ZKQhe-bzdmI2FRo5o_f8GiY/?imgmax=800" width="244" height="197" /></a></p> <p>5) The “Table Definition” dialog appears. Enter data into this as is indicated in the figure below, then click on “OK”.</p> <p><a href="http://lh4.ggpht.com/-xLebQ08lF0k/VCGXHbsxyJI/AAAAAAAAAr4/PMCyncHZePQ/s1600-h/image18.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; margin: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh6.ggpht.com/-kbRigA_hJ0Q/VCGXH9r5nUI/AAAAAAAAAsA/f3TsoGgc9CY/image_thumb8.png?imgmax=800" width="244" height="138" /></a></p> <p>When a new table is created, Project places the table at the top of the table list so it is easy to apply. See the figure below.</p> <p><a href="http://lh4.ggpht.com/-EgZoF9jziMA/VCGXIYoJE6I/AAAAAAAAAsI/BQYwaa1yOc0/s1600-h/image21.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; margin: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh6.ggpht.com/-DuLqv2GI8gQ/VCGXI1thRgI/AAAAAAAAAsU/pitDF8ptgQ0/image_thumb9.png?imgmax=800" width="133" height="244" /></a></p> <p>Now on to the next step.</p> <p><u><strong>Step 2: Create the two custom field lookup tables</strong></u></p> <p>1) Click on the “Project” tab.</p> <p>2) In the “Properties” group, click on “Custom Fields”.</p> <p>3) The “Custom Fields” dialog appears. The “Text1” field needs a name more descriptive of its function. Select “Text1” from the field list in the dialog and then click on the “Rename” button just under the list. </p> <p>4) The “Rename Field” dialog appears. Rename the field “Probability(1…5) as is shown in the figure below.</p> <p><a href="http://lh4.ggpht.com/-qAmoL8GKbCo/VCGXJSGRO6I/AAAAAAAAAsc/tQMMimv3Gto/s1600-h/image30.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; margin: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh6.ggpht.com/-hU8vYAx5zmg/VCGXJwZtE5I/AAAAAAAAAsg/W17yhJXXngU/image_thumb12.png?imgmax=800" width="197" height="244" /></a></p> <p>5) Click on the “OK” button in the “Rename Field” dialog to return to the “Custom Fields” dialog.</p> <p>6) In the “Custom Attributes” section of the “Custom Fields” dialog, click on the “Lookup…” button.</p> <p>7) The “Edit Lookup Table for Probability (1…5)” dialog will appear. This dialog will contain the levels of probability and what they mean. Enter the levels as shown in the figure below.</p> <p><a href="http://lh5.ggpht.com/-bmXx9zBG9Cs/VCGXKDAPpMI/AAAAAAAAAss/F8CHoghBoZc/s1600-h/image36.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; margin: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh6.ggpht.com/-_txlS8nSBY4/VCGXKngmifI/AAAAAAAAAsw/TKIVkXqLUJc/image_thumb14.png?imgmax=800" width="244" height="141" /></a></p> <p>8) Click on the “Close” button in the lower right corner of the dialog. This returns you to the “Custom Fields” dialog.</p> <p>9) Click on “OK” to close the dialog.</p> <p>10) Note that the “Text1” field is now ”Probability (1…5)” and that every cell in the field contains a drop down listing of the levels of probability and what the number means. Project will still maintain the original field name as well as the new name.</p> <p><a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEhEyw7UJxogHHQ2KrmmDjesIu0KWupeuDANvIOJyktEpS1WMs7vqqSvQ0x7O0yf_p771TCn4wvLMco33s49ejkU-d2QBtqCjoaPCzdYdvgy4mMCSZPy5wdWjC-Jc1YKzmxCRZ3V5SDdrgeX/s1600-h/image39.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; margin: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEjlRjMOb1cuYI16QYYCw_Fi-sh6saLGfNRx6a7wpKcBz7upMqr-nKl6xtBaoVQgtKGoIF4F9_J5yry40bQN1v9CUHwRDwtLi9n4WZ_9OOG7noO9xHymzfo0Xz4MhhP-okOyBpIhNZiiaYU8/?imgmax=800" width="244" height="124" /></a></p> <p>11) Repeat 1 through 9 for the “Text2” field, but rename it “Impact (1…5)”.  Once both fields are created, it’s  on to the next step.</p> <p><u>Step 3: Create two formula fields</u></p> <p>The “Text3” and “Text4” fields do the math and quantify the risk for the graphical indicators. Each will have to be customized.</p> <p>1) For the “Text3” field follow steps 1 – 5, but give the field the new name “Risk Level (Prob X Impact, Max = 25)”.</p> <p>2) In the “Custom Fields” dialog, in the “Custom Attributes” section, click on “Formula…”.</p> <p>3) The formula editor will appear for the new “Risk Level…” field. Enter this formula (without the quotes): “[Probability (1...5)] * [Impact (1..5)]”. Alternatively, the editor contains MS Project’s fields for selection and inclusion in the formula. It now should look like the figure below.</p> <p><a href="http://lh5.ggpht.com/-Y9MLduGYOGU/VCGXL2skIEI/AAAAAAAAAtI/42JXGgx9aNk/s1600-h/image45.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; margin: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh3.ggpht.com/-AKyYnFs0JR4/VCGXMHv9D6I/AAAAAAAAAtU/CZxTiUEiFuw/image_thumb17.png?imgmax=800" width="244" height="140" /></a></p> <p>4) Click on “OK” to set the formula, and click on “OK” in the “Custom Fields” dialog to set the field customizations. If the field returns “#ERROR”, it is because there is no data to evaluate yet. Test the field and results by choosing the value “2” from the two custom field lookup table. The result should be “4”.</p> <p>5) Repeat 1 – 2 above, but rename “Text4” to “Risk Severity”. This field will contain a formula that associates the risk to a High, Medium or Low threat. The field will evaluate per the rules in the table below.</p> <p></td></tr><a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEjTg8MdW9IoegNgCxtTsZXEUg1Zgt6BoAKoycZNVdnoQMWIPhuIzvq4fdA9NkbIBq47Lj3278bKMLhUIiyfVJpNyXsthXhfWk7d4SP0FNHdGOEA-Cyxb8AOcozfxF1w0dg_BeahTgG-CedW/s1600-h/image48.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; margin: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh4.ggpht.com/-BTR8nzO5E3Y/VCGXM2Wzu0I/AAAAAAAAAtk/oKpzmDBqVtk/image_thumb18.png?imgmax=800" width="244" height="147" /></a></p> <p>6) Repeat 3 above with the formula “IIf([Text3]>14,"High",IIf([Text3]>5 And [Text3]<14,"Medium","Low"))”. Note that I used the actual field name in this formula. I could have used the new names instead. Both are valid.</p> <p>The final step will associate the graphical indicators with “Risk Severity”.</p> <p><u><strong>Step 4: Create graphical Indicators</strong></u></p> <p>1) Return to the “Risk Severity” fields’ “Custom Field” dialog.</p> <p>2) Near the bottom of the dialog, in the “Values to display” section, click on “Graphical Indicators” as shown in the figure below.</p> <p><a href="http://lh6.ggpht.com/-tfXbef8LRXM/VCGXNZ2f5vI/AAAAAAAAAto/v-wj_rbJsAw/s1600-h/image51.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; margin: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEgTWw01gfsKH2a5SIa4pfOan1M3gQb33F_wBsX6KRD_xxU45PBdt2XDDuVdq3jDlMC-KXkRPTMkxK7nWJaXmqb6WjbovBK_fRS4-UpINqzfbq-OQkv3u331cQWBFW9q3ooYVrDyoK-hgAMf/?imgmax=800" width="208" height="244" /></a></p> <p>3) The “Graphical Indicators” dialog appears.  The goal is to have an indicator for “Low”, “Medium” and “High”. This will associate the correct color to each risk level. The figure below illustrates the syntax and selections you should make. <a href="http://lh5.ggpht.com/-woYSmK3uo98/VCGXOMBD6KI/AAAAAAAAAt4/3589IN1igvU/s1600-h/image54.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; margin: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh5.ggpht.com/-fsdpuXK6erA/VCGXOg-xK_I/AAAAAAAAAuA/h1USuFYv6Ws/image_thumb20.png?imgmax=800" width="244" height="151" /></a></p> <p>4) Click “OK” to set and close the “Graphical Indicators” dialog. Click on “OK” again to set and close the “Custom Field” dialog.</p> <p>Test the new table out by entering a few tasks and using the probability and impact fields to associate different levels of risk. It should give you information similar to the figure below.</p> <p><a href="http://lh3.ggpht.com/-Px-V4l2HNfc/VCGXO95CV-I/AAAAAAAAAuM/5FZgxp4Snjo/s1600-h/image57.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; margin: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh6.ggpht.com/-x7atuPDhJWc/VCGXPSyf5kI/AAAAAAAAAuQ/swLDVCuGDZE/image_thumb21.png?imgmax=800" width="244" height="53" /></a></p> <p>Once the work is done to create the “Risk Assessment Dashboard” edit the graphical indicators to work in Summary tasks and in the Project Summary Task. This action will enable you to represent and manage risk at any level in your project!</p> <p>In the next blog entry I will use the fields, the formulae and the graphical indicators from this blog entry to report on risk. I will illustrate filtering and grouping risk and how to summarize the cost. work and schedule that is developed in the project so far.</p> <hr /> <p>Did you enjoy this blog post? If so, please let me know! I love to hear from my readers.</p> Samhttp://www.blogger.com/profile/06401297500411684240noreply@blogger.comtag:blogger.com,1999:blog-7690365224594590689.post-1043382513051596402014-08-15T07:38:00.001-07:002014-08-15T07:38:32.247-07:00Do’s and Don’ts: Do Create a Risk Assessment Dashboard (Part One)<p>You know that MS Project is a great scheduling tool. Did you also know that it can help you quantify and evaluate risk?</p> <p>In this post I will provide you with the basics for a simple risk evaluation tool. Then, in the next blog entry, I will build a Risk Assessment Dashboard in MS Project.</p> <p>Risk severity is usually expressed in terms of probability and impact to a task or a project’s product, schedule, work or cost. When used to mathematically indicate risk severity, the formula is:</p> <p><strong>Risk Severity = Probability X Impact</strong></p> <p>The grid below is a model to group and evaluate task and project risk. Risks are represented on a scale of 1 (low) to 25 (high) and are the result of the severity formula.</p> <p><a href="http://lh5.ggpht.com/-N7Fco_KE4mo/U-4bXeQdS-I/AAAAAAAAAqM/StysDR-0VSM/s1600-h/image13.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh3.ggpht.com/-Lk5sSlEjEds/U-4bX7Q1FyI/AAAAAAAAAqQ/hPfqp77Nr3A/image_thumb7.png?imgmax=800" width="479" height="281" /></a></p> <p>In this simplified model I arbitrarily identified and grouped risks according to the following rules:</p> <p><a href="http://lh3.ggpht.com/-aVhfDUqIV20/U-4bYI_QX3I/AAAAAAAAAqY/omD-nN2cEwE/s1600-h/image8.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh5.ggpht.com/-KnEuaEWLLb4/U-4bYzojWsI/AAAAAAAAAqk/Rlr24qBeRDQ/image_thumb4.png?imgmax=800" width="479" height="323" /></a></p> <p>Naturally, your organization would need to decide on the value range representing high, medium and low risk.</p> <p>The purpose of evaluating the risk is to determine if any action is needed to mitigate or retire the risk. In my model, low risks are only monitored. Medium risks are monitored and a mitigation plan created but not executed. A high risk receives action for retirement.</p> <p>Risk assessments range from simple spreadsheets such as my example to complicated programs creating statistical forecasts and representative graphics. The key is that you have a tool that is useful and usable for you in the management of risks.</p> <p>In the next blog post I will outline the steps to create a Risk Assessment Dashboard. It looks like the figure below and will provide at a glance the rules, mathematical formulae and graphics to alert you to the state of risk in your project.</p> <p><a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEhIxblsmuwnPMOPZXZMDwwQ-kHxvLjkx49k7w2gdrWQoGU-6TxMYhVqz4IMuzUTRO9TKSEmScgEyel8dUAyuauxTT8DQGRKfwRb7nQQ6UbEppLzgbZmywRN3xKvrsXtxY2NRNbr5YJh6Qvl/s1600-h/image12.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh4.ggpht.com/-v-DTzxY_ARw/U-4bZgxPUoI/AAAAAAAAAqw/_421_o6lgyA/image_thumb6.png?imgmax=800" width="479" height="71" /></a></p> <p>(Click on the figure above to enlarge)</p> <hr /> <p>Did you enjoy this blog post? If so, please let me know! I love to hear from my readers.</p> Samhttp://www.blogger.com/profile/06401297500411684240noreply@blogger.comtag:blogger.com,1999:blog-7690365224594590689.post-10597915456356372852014-07-08T07:55:00.001-07:002014-07-08T07:55:25.075-07:00Do’s and Don’ts: Discover Macros! (Part 2)<p>In my previous blog entry I illustrated how to record a macro. In this blog entry I will show how to connect the macro to a button in the Ribbon. It will look similar to the illustration below. (Click on the figures to enlarge.)</p> <p><a href="http://lh5.ggpht.com/-p5IcR2RmftQ/U7wGR781TNI/AAAAAAAAAoU/hVkpLzOViWw/s1600-h/image2.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh5.ggpht.com/-IVU63zXl6EY/U7wGSVvDflI/AAAAAAAAAoY/k69KOKeGS2E/image_thumb.png?imgmax=800" width="244" height="59" /></a></p> <p><font color="#000000"><u>Here’s how to do it:</u></font></p> <p>1. Ensure you are in the file containing the macro to link to a button.</p> <p>2. Ribbon customizations are made in the “File” tab, in “Options” as is shown in the figure below.</p> <p><a href="http://lh3.ggpht.com/--9oWZBnBVvM/U7wGSjuEcnI/AAAAAAAAAog/1KyOwgJfy0o/s1600-h/image6.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; margin: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh6.ggpht.com/-NgQGxZcGfJU/U7wGTMq1B0I/AAAAAAAAAoo/cMzMZ61AHW8/image_thumb2.png?imgmax=800" width="244" height="217" /></a></p> <p>3. Create a place to store and access your new button. In the “Main Tabs” list on the right side of the “Customize Ribbon” Options, choose the “View” tab and the “Macros” group as is shown in the figure below. Customizations are stored in a custom group, so click on the “New Group” button at the bottom right of the dialog.</p> <p><a href="http://lh3.ggpht.com/-1mgHVNUka6g/U7wGTk_I1HI/AAAAAAAAAo0/43TQyBArONU/s1600-h/image12.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; margin: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh6.ggpht.com/-FR-eg6r5ogk/U7wGUOqJDaI/AAAAAAAAAo4/ZWgcVTUeYrk/image_thumb4.png?imgmax=800" width="244" height="217" /></a></p> <p>4. The new group is created title “New Group (Custom)”. Click on the  “Rename…” button to bring up the “Rename” dialog as seen below. From this dialog, select the icon you wish for the button and rename it “Custom Macros”. Click on “OK”.</p> <p><a href="http://lh3.ggpht.com/-zbDNVf_wFU4/U7wGUYMlWwI/AAAAAAAAApE/k-p_VjzHPng/s1600-h/image18.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; margin: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh4.ggpht.com/-SCfFBYdygY8/U7wGVPBfozI/AAAAAAAAApI/yd-MYaqECtA/image_thumb6.png?imgmax=800" width="244" height="210" /></a></p> <p>5. Insert your macro into your new group. From the “Choose commands from” list on the left, choose “Macros”. Your macro should be listed. Click on the macro on the left side, then click on your new group. Copy the macro by clicking on the “Add>>” button between the lists. The macro and the icon selected should now appear in the “Custom Macros” group as seen below.</p> <p><a href="http://lh6.ggpht.com/-yHyiiQSmkCc/U7wGVd2E6UI/AAAAAAAAApU/DxxxnfbgOsY/s1600-h/image21.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; margin: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="http://lh6.ggpht.com/-qs8mSZZy-vw/U7wGV7Ia9XI/AAAAAAAAApY/K7c5MALj7Z0/image_thumb7.png?imgmax=800" width="244" height="217" /></a></p> <p>6. Click on “OK” and admire your new custom button! Test it by clicking on it and view the results. If you are using the macro from the last blog entry, your project should now be formatted to show your Critical Path in formatted text and Gantt bars. See the final results below.</p> <p><a href="http://lh5.ggpht.com/-_fCw5klyF2s/U7wGWeprAYI/AAAAAAAAApk/jKQitWWwvn8/s1600-h/image24.png"><img title="image" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; margin: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="image" src="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEj8yURPwjnjzQpO3JeDAFgyO66H4RjUnxSCMeMC6X5tZgxvbLPxaLTpD_d6cC_rTWnBGDEVTvI0mJ6KUAqm7utUzSSQy0h2BoPRFRi19uZPEEGZZMAwQfvQcmQ0ZZBFJrfQUP_oZ74BKWwn/?imgmax=800" width="244" height="103" /></a></p> <p>My next blog entry will help you take your analysis skills to the next level. We will create custom risk analysis columns and create a Risk Assessment Dashboard!  Stay tuned…</p> <hr />If you enjoyed this blog entry, please let me know. If it was informative – then consider training! My training offerings can be found <a href="http://www.versatilecompany.com/training.aspx">HERE</a>. Samhttp://www.blogger.com/profile/06401297500411684240noreply@blogger.comtag:blogger.com,1999:blog-7690365224594590689.post-70155243678915115092014-06-03T19:53:00.001-07:002014-06-03T20:06:41.367-07:00Do’s and Don’ts: Discover Macros!Common work such as font selection and formatting take time that you probably don’t have. Why not let Project do this work for you? All you have to do is record a Macro. You don’t have to be a programmer to automate away repetition!<br />
This blog entry will walk you through the steps of recording a reusable Macro that formats Critical Gantt bars and task descriptions <span style="color: red;"><strong>red</strong></span>. After running the Macro all current and future critical tasks will be immediately identifiable!<br />
Here is what it will look like (Click on figure to enlarge):<br />
<a href="http://lh3.ggpht.com/-cslUgQuVLzM/U46J18IdKMI/AAAAAAAAAmM/TXMfxKfhAik/s1600-h/Formatted-For-Critical2.jpg"><img alt="Formatted For Critical" border="0" src="http://lh3.ggpht.com/-5_AyRCEmYF8/U46J21Z5IEI/AAAAAAAAAmU/B0Wo-xxevas/Formatted-For-Critical_thumb.jpg?imgmax=800" height="73" style="background-image: none; border-width: 0px; display: inline; padding-left: 0px; padding-right: 0px; padding-top: 0px;" title="Formatted For Critical" width="244" /></a><br />
Please note that I am using Project Professional 2013 in this example, though the same general steps may be followed in Project Professional 2010.<br />
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<em>If you use Project in an enterprise environment or use Project Server, check with your administrative staff <strong>prior</strong> to creating and using this Macro.</em> <br />
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<span style="font-size: medium;">Here are the steps:</span> <br />
<u></u><br />
<u>A. Start recording the Macro:</u><br />
1. Select the “View” tab.<br />
2. Select the “Macros” button in the “Macros” group.<br />
3. Choose “Record Macro…” from the drop down list.<br />
Use the figure below to find the selection locations. (Click on figure to enlarge.)<br />
<a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEhQqVLR9qtFaPc7apEbBbuBslXqND_1smDomyLQGh_TjH1054TRd0ONi2zyRjaoa2IObyDsqiP9COIFu-d_WNKltSbSy0Dcr7uHJgvhRH9UjFgQHcud2axtzKTr2W3-b8APVMSDnbiJBN_V/s1600-h/12.jpg"><img alt="1" border="0" src="http://lh6.ggpht.com/-rXqjMaOrY6Y/U46J4SqiE5I/AAAAAAAAAmk/G0spacDkiis/1_thumb.jpg?imgmax=800" height="60" style="background-image: none; border-width: 0px; display: inline; padding-left: 0px; padding-right: 0px; padding-top: 0px;" title="1" width="244" /></a><br />
4. Give the Macro a name:<br />
The “Record Macro” dialog is presented for your entry of its Name and Shortcut key if you desire one. I named this example “Format_Critical_Tasks” so that I know what it does. (See figure below for details.)<br />
<a href="http://lh6.ggpht.com/-DLaJQ0ZpD3Y/U46J5LYvSMI/AAAAAAAAAms/hM4pCgE1AHw/s1600-h/22.jpg"><img alt="2" border="0" src="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEjxRS7BefR-rixfjFa-kuGhjYG2IDwtuU-h3lPCq_Y4hnVVURUH8TgWW9upL0LU-juHghN9oLDbHKG3et83ijEEaAF46Il7oZQZp897I7tT1Y8qRxlE6iONoQvgBHKOd1SFV9wLHnJtkzai/?imgmax=800" height="244" style="background-image: none; border-width: 0px; display: inline; padding-left: 0px; padding-right: 0px; padding-top: 0px;" title="2" width="241" /></a><br />
Once you click on “OK” the Macro begins to record.<br />
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<u>B. Format the Gantt Bars:</u><br />
1. Select the “Format” tab.<br />
2. In the “Bar Styles” group, check the “Critical Tasks” check box.<br />
Use the figure below to find the selection locations. (Click on figure to enlarge.)<br />
<a href="http://lh4.ggpht.com/-_7D1jBoeqeQ/U46J7RgEKqI/AAAAAAAAAm8/kfSOjRhE2iE/s1600-h/32.jpg"><img alt="3" border="0" src="http://lh6.ggpht.com/-0G4zXm-GSKg/U46J8BNDesI/AAAAAAAAAnE/HAqZBPgYFwI/3_thumb.jpg?imgmax=800" height="85" style="background-image: none; border-width: 0px; display: inline; padding-left: 0px; padding-right: 0px; padding-top: 0px;" title="3" width="244" /></a><br />
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<u>C. Format Critical Path Text:</u><br />
1. Select the “Format” tab and select “Text Styles” from the “Format” group.<br />
2. This will bring up the “Text Styles” dialog. Make these entries:<br />
a. Click in “Item to change:” and choose “Critical Tasks” from the drop down list.<br />
b. Click in “Color:” and choose <span style="color: red;"><strong>red</strong></span>.<br />
c. Click on “OK” to apply your changes.<br />
Use the figure below to find the selection locations. (Click on figure to enlarge.)<br />
<a href="http://lh3.ggpht.com/-MoHmXPF3lKk/U46J84Zd8AI/AAAAAAAAAnM/AjUh8rJg4LA/s1600-h/52.jpg"><img alt="5" border="0" src="http://lh6.ggpht.com/-N9PHSmLGLNA/U46J9rLdqKI/AAAAAAAAAnQ/MziBW9_hYWk/5_thumb.jpg?imgmax=800" height="225" style="background-image: none; border-width: 0px; display: inline; padding-left: 0px; padding-right: 0px; padding-top: 0px;" title="5" width="244" /></a><br />
The reward for your actions is that the Critical Path tasks are now literally popping from the page! It should now correlate the Critical Bars and Text so that they are obvious. See figure below. (Click on figure to enlarge.)<br />
<a href="http://lh4.ggpht.com/-fff-Vy6xFYM/U46J-pQnBVI/AAAAAAAAAnc/TP6z6Cajn9Y/s1600-h/62.jpg"><img alt="6" border="0" src="http://lh3.ggpht.com/-W3XDgwAVZlI/U46J_B_UfiI/AAAAAAAAAnk/vxjJH3Evlzs/6_thumb.jpg?imgmax=800" height="64" style="background-image: none; border-width: 0px; display: inline; padding-left: 0px; padding-right: 0px; padding-top: 0px;" title="6" width="244" /></a><br />
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<u>D. Stop the Macro</u><br />
1. Select the “View” tab.<br />
Select the “Macros” button from the “ Macros” group.<br />
3. Choose “Stop Macro” from the drop down list. Use the figure below to find the selection locations. (Click on figure to enlarge.)<br />
<a href="http://lh5.ggpht.com/-6C0ELG3Ojis/U46KAoAIEpI/AAAAAAAAAns/IdVA31Cixqk/s1600-h/72.jpg"><img alt="7" border="0" src="http://lh6.ggpht.com/-fQhEe8KcdUc/U46KBbMKHfI/AAAAAAAAAn0/at28xIVyiBg/7_thumb.jpg?imgmax=800" height="137" style="background-image: none; border-width: 0px; display: inline; padding-left: 0px; padding-right: 0px; padding-top: 0px;" title="7" width="169" /></a><br />
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The Macro can now be run on any file by returning to the Macro list, choosing the Macro and clicking on the Run button as shown below.<br />
<a href="http://lh5.ggpht.com/-M0c9iD4eMns/U46KB3y_CJI/AAAAAAAAAn8/NUrSK4ZFHLM/s1600-h/82.jpg"><img alt="8" border="0" src="http://lh3.ggpht.com/-ydYQndAjP4A/U46KDd0HXaI/AAAAAAAAAoE/Fk6XW3QbnqA/8_thumb.jpg?imgmax=800" height="244" style="background-image: none; border-width: 0px; display: inline; padding-left: 0px; padding-right: 0px; padding-top: 0px;" title="8" width="216" /></a><br />
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There you have it –a reusable Macro identifying the Critical Path! As the data in your project changes, the formatting will change to reflect the new Critical Path. <br />
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My next blog entry will help you take your Macro to the next level – Assigning it to a button! Stay tuned…<br />
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If you enjoyed this blog entry, please let me know. If it was informative – then consider training! My training offerings can be found <a href="http://www.versatilecompany.com/training.aspx">HERE</a>. Samhttp://www.blogger.com/profile/06401297500411684240noreply@blogger.comtag:blogger.com,1999:blog-7690365224594590689.post-22210026339909289492014-02-25T11:31:00.001-08:002014-03-28T08:24:11.275-07:00The Trouble With DeadlinesDeadlines seem to exist in every project. How do you depict them? Are they constraints? Are they impacting your schedule? Do you have an early warning system that informs you they are not being met?<br />
Project’s Deadline feature can help depict the deadline and provide warnings when the deadline is surpassed. When utilized it provides a visible clue that a task should complete on or before the date represented. If the deadline date is surpassed, a warning appears in the task’s Indicators field alerting you to the conflict. In the figure below, note the Deadline date and that one task has exceeded its Deadline, resulting in a warning. (Click on the figure to enlarge.)<br />
<a href="http://lh6.ggpht.com/-u8bCDaNgKIs/UwzvXSYsjEI/AAAAAAAAAjI/aiUx7oGyQgw/s1600-h/clip_image002%25255B3%25255D.jpg"><img alt="clip_image002" border="0" src="http://lh3.ggpht.com/-huMHyiUJuQU/UwzvXw9TVAI/AAAAAAAAAjM/OGPGHeSaYRU/clip_image002_thumb.jpg?imgmax=800" height="51" style="background-image: none; border: 0px currentColor; display: inline; padding-left: 0px; padding-right: 0px; padding-top: 0px;" title="clip_image002" width="244" /></a><br />
Unfortunately Project also will define the errant task as Critical, even if it is not on the Critical Path. This can be a problem if Critical Path Analysis is important to your organization as an argument can be made that the Deadline driven schedule and Critical Path Methodology are mutually exclusive techniques. If you require deadlines and still need your critical path, you may want to abandon deadlines and constraints for the concepts of “Due Dates” and “Due Date Dashboards”.<br />
“Due Dates” involve customizing a table with 3 new formula and date driven fields with graphical indicators and creating a milestone type Gantt bar representing the due date in the Gantt Chart. In the figure below, I have highlighted the fields and graphics to illustrate the appearance of “Due Dates” in the schedule prior to any task schedule slip.<br />
<a href="http://lh3.ggpht.com/-C-Y6EM5l1UM/UwzvYK9C-II/AAAAAAAAAjU/Xa2HDmGD6uo/s1600-h/clip_image004%25255B3%25255D.jpg"><img alt="clip_image004" border="0" src="http://lh5.ggpht.com/-ZilpQmZbT_E/UwzvYcDj7HI/AAAAAAAAAjg/5PIeJK4t4FY/clip_image004_thumb.jpg?imgmax=800" height="32" style="background-image: none; border: 0px currentColor; display: inline; margin: 0px; padding-left: 0px; padding-right: 0px; padding-top: 0px;" title="clip_image004" width="244" /></a><br />
The next figure illustrates the appearance when the schedule slips. Notice the graphical indicator has changed. This is indicating that the task finish and due date are approaching each other.<br />
<a href="http://lh4.ggpht.com/-bKCGzuzdNgA/UwzvY10YZ1I/AAAAAAAAAjo/dWs3LdQ5gMo/s1600-h/clip_image006%25255B3%25255D.jpg"><img alt="clip_image006" border="0" src="http://lh3.ggpht.com/-DVzfQOviXNY/UwzvZXbpHaI/AAAAAAAAAjs/IyGl8b6P7Ng/clip_image006_thumb.jpg?imgmax=800" height="31" style="background-image: none; border: 0px currentColor; display: inline; margin: 0px; padding-left: 0px; padding-right: 0px; padding-top: 0px;" title="clip_image006" width="244" /></a><br />
You can look at “Due Dates” in any fashion that you wish. The same project is shown below but now the “Current Date” and the “Due Date” are approaching each other. Again, the indicator changes to reflect the upcoming date conflict.<br />
<a href="http://lh3.ggpht.com/-dfryvt_l25Y/UwzvZ-ubJGI/AAAAAAAAAj4/YN_uT0HoLYI/s1600-h/clip_image008%25255B3%25255D.jpg"><img alt="clip_image008" border="0" src="http://lh3.ggpht.com/-4FYh1lbSquo/UwzvaVqNbtI/AAAAAAAAAj8/6HCzLaBoMVo/clip_image008_thumb.jpg?imgmax=800" height="31" style="background-image: none; border: 0px currentColor; display: inline; margin: 0px; padding-left: 0px; padding-right: 0px; padding-top: 0px;" title="clip_image008" width="244" /></a><br />
Here are the steps to create a “Due Date Dashboard” such as the one in the figures above:<br />
1. I created the “Due Date” field. I chose to use the “Finish1” field and renamed it “Due Date”. I then inserted the field into a table.<br />
<a href="http://lh3.ggpht.com/-48Mv3ilwoTg/Uwzva4qzkKI/AAAAAAAAAkI/lGs-NmUs5Qc/s1600-h/clip_image009%25255B3%25255D.jpg"><img alt="clip_image009" border="0" src="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEiHLDVdAhTellwrwL4FgFXE2paT-4jR5TRPGs_sqsI_Zs2VlPbpKQ-2-YLq2m4NNyi06hjG4r8Cf0iaCiXgPa0M4I-i-RndaqICWXG8CGMALYxVvnUy0hMS6w4aK1eJa9soHsDECxW6P8-P/?imgmax=800" height="244" style="background-image: none; border: 0px currentColor; display: inline; margin: 0px; padding-left: 0px; padding-right: 0px; padding-top: 0px;" title="clip_image009" width="208" /></a><br />
2. I created the “Status: Due Date From Finish” from the “Text1” field, inserted the field and then gave it a custom formula and graphical indicators. I first check to see if a “Due Date” exists. If it doesn’t, the result in the field is “N/A” and a dash will be shown as a graphic indicator. If a “Due Date” has been entered, I check to see if the task finish date is within a 3 day buffer. If it is not within the buffer, the result is “Green” and a Green Ball will be shown. If the “Due Date” is within the buffer, it is “Red” and a Red Ball will be shown. See the figures below for details.<br />
<a href="http://lh3.ggpht.com/-2YxTDFMUZUY/UwzvbqlMTuI/AAAAAAAAAkU/n2Cz5fgPU8I/s1600-h/clip_image010%25255B3%25255D.jpg"><img alt="clip_image010" border="0" src="http://lh3.ggpht.com/-bUTShraPovI/Uwzvb967BuI/AAAAAAAAAkc/PbJ-JiEfuvk/clip_image010_thumb.jpg?imgmax=800" height="140" style="background-image: none; border: 0px currentColor; display: inline; margin: 0px; padding-left: 0px; padding-right: 0px; padding-top: 0px;" title="clip_image010" width="244" /></a><br />
<a href="http://lh6.ggpht.com/-EAluH9ZL1JI/UwzvcIFZ-9I/AAAAAAAAAkk/nF7j46OvNa0/s1600-h/clip_image011%25255B3%25255D.jpg"><img alt="clip_image011" border="0" src="http://lh6.ggpht.com/-Gq3cbQ7wsS0/UwzvcgF7XLI/AAAAAAAAAks/N2KYOnPk_Qs/clip_image011_thumb.jpg?imgmax=800" height="151" style="background-image: none; border: 0px currentColor; display: inline; margin: 0px; padding-left: 0px; padding-right: 0px; padding-top: 0px;" title="clip_image011" width="244" /></a><br />
3. The “Status: Due Date From Today” field was created from the “Text2” field and is generally the same as the previous example, only using the “Current Date” instead of the task finish date in the formula. The figure below contains the specifics.<br />
<a href="http://lh3.ggpht.com/-C3cpjR3BxXY/Uwzvczt7n0I/AAAAAAAAAk4/2_MOKLXobpc/s1600-h/clip_image012%25255B3%25255D.jpg"><img alt="clip_image012" border="0" src="http://lh5.ggpht.com/-Gt6VXo0cJD8/UwzveVZfx-I/AAAAAAAAAk8/_s7Zp9jo3OY/clip_image012_thumb.jpg?imgmax=800" height="140" style="background-image: none; border: 0px currentColor; display: inline; margin: 0px; padding-left: 0px; padding-right: 0px; padding-top: 0px;" title="clip_image012" width="244" /></a><br />
<a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEjqkFRofSWXsCFFnZZbXOz5HwrwLCXHO0UerIwQozcouh511ESHGv5JtG3VUX2AqV-wEoCEzSZusYTzOEDo8K4LjQ7EQmBAt7pxyyHXmEFua4WV_TuzJUanapa5Lx24YCom2yMOY6NdMEPl/s1600-h/clip_image013%25255B3%25255D.jpg"><img alt="clip_image013" border="0" src="http://lh5.ggpht.com/-PpCqQMrdZFs/UwzvfVbXEqI/AAAAAAAAAlM/7wIoY6-hxoA/clip_image013_thumb.jpg?imgmax=800" height="151" style="background-image: none; border: 0px currentColor; display: inline; margin: 0px; padding-left: 0px; padding-right: 0px; padding-top: 0px;" title="clip_image013" width="244" /></a><br />
4. The final step is to create a Bar Style to represent the new “Due Date”. Using the Format tab, I chose Format…Bar Styles to enter the dialog for formatting existing bars or creating new bars. Note that since only one date is depicted as a “Due Date” that the bar is drawn from and to the “Due Date”.<br />
<a href="https://blogger.googleusercontent.com/img/b/R29vZ2xl/AVvXsEiBl5_DeCYZrUtf3SSj80qvhhm3f9tWkjb1SzVbjcIo6XrS8ho0f_pzh-7g2ouBCM8HeaUY1IcZO6-rKgBtK2gKgdDSJk_TRlp4UN-OzlUJqMYuBT1ubxVr9VKZSNVY1L4KWEbiCkmQbgXJ/s1600-h/clip_image015%25255B3%25255D.jpg"><img alt="clip_image015" border="0" src="http://lh4.ggpht.com/-bljHn5mFM_4/UwzvgDX7ZRI/AAAAAAAAAlc/yeGu80hLEK8/clip_image015_thumb.jpg?imgmax=800" height="154" style="background-image: none; border: 0px currentColor; display: inline; padding-left: 0px; padding-right: 0px; padding-top: 0px;" title="clip_image015" width="244" /></a><br />
If you can keep your project current, “Due Dates” and the “Due Date Dashboard” can give you early warning on schedule slips and their impact to the project.<br />
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If you connect to Project Server, Project Online or other enterprise system, please coordinate with the administrator prior to implementing this or <strong>any</strong> technique using custom fields!<br />
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Did you enjoy this blog entry? Do you have a question about it? If so, send me a line, will you? <strong>Thanks!</strong> <br />
Samhttp://www.blogger.com/profile/06401297500411684240noreply@blogger.comtag:blogger.com,1999:blog-7690365224594590689.post-63338228453089711562013-04-06T13:29:00.001-07:002013-04-06T13:29:53.911-07:00Do’s and Don’ts: Don’t Use Elapsed Durations with Team Schedules !<p>There are two types of duration in Project. The Duration field’s values are expressed in <em>working</em> time, so a day is 8 hours by default. This is to accommodate resource assignments and to provide a basis for realistic resource scheduling. The figure below illustrates the idea: One resource working 8 hours per day for 5 days results in 40 hours of effort. (Click on the figure to expand.)</p> <p><a href="http://lh4.ggpht.com/-w8gpaJf-eeU/UWCFu2Jk0xI/AAAAAAAAAhA/ALTIhHqo-Oc/s1600-h/ddt12.png"><img title="ddt1" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="ddt1" src="http://lh3.ggpht.com/-bAB17eZgepE/UWCFvHEqBhI/AAAAAAAAAhI/mNmFotXgiL4/ddt1_thumb2.png?imgmax=800" width="480" height="87" /></a></p> <p>Elapsed durations are durations entered with an “e” prefix. For example 2 elapsed days would be entered as “2ed” or “2edays”. An elapsed day is expressed in consecutive calendar time, so 2 elapsed days represents 48 <em>consecutive</em> hours. In the figure below a resource is assigned to a task 5 elapsed days in duration. Notice the amount of work! </p> <p><a href="http://lh6.ggpht.com/-MI5OAQ98P9s/UWCFvcoM1LI/AAAAAAAAAhQ/gkZ-x2OU82k/s1600-h/ddt-21.png"><img title="ddt 2" style="border-left-width: 0px; border-right-width: 0px; background-image: none; border-bottom-width: 0px; padding-top: 0px; padding-left: 0px; display: inline; padding-right: 0px; border-top-width: 0px" border="0" alt="ddt 2" src="http://lh3.ggpht.com/-mJuS8cdiioY/UWCFwFq60vI/AAAAAAAAAhY/Yh_8IC6hjNA/ddt-2_thumb1.png?imgmax=800" width="480" height="87" /></a></p> <p>It should be obvious that elapsed duration tasks are not designed for human resource assignments. But for intense, machine driven tasks running on a 24 X 7 basis, it is <em>perfect!</em></p> <p> <hr />If you enjoyed this blog entry, please let me know. If it was informative – then consider training! My training offerings can be found <a href="http://www.versatilecompany.com/training.aspx">HERE</a>. </p> <p>I will be presenting a webinar on April 18th entitled “Don’t Do This!” wherein I present 9 common project killing errors I have seen over my years using Microsoft Project.  This blog entry is #7 on my list of mistakes. If you are interested in the webinar, register soon – the seats are going <u>quickly</u>! It’s free! Register <a href="http://www.versatilecompany.com/webinar-microsoft-project-dont-do-this.aspx" target="_blank">HERE</a>.</p> Samhttp://www.blogger.com/profile/06401297500411684240noreply@blogger.com