you have any tips and tricks you would like to share, remarks,
improvements - please submit them through the contact page.
Thanks on behalf of your colleagues !
Adding a column
to a view In MS
project, many fields are not shown in the standard views.
Select the column where you want to have the additional information
you require (it will be put on the left side of the selected
column, you can drag and drop it afterwards), right click,
select ‘insert column’ and select the field you
want to add.
if your project is ‘on schedule’ First of all, save your MS-project
plan as the changes you are about to make need to be discarded
In the Gant chart view, add column “%work complete”
(when not yet visible). Make sure you have all tasks under
a single task summary (so you see the %work complete for
the project). To check what the %complete should be at this
point in time go to “tools >tracking>update
project…>update work as complete through>set
0-100% complete (use the date for which you want to do the
analysis – e.g. the last date that the plan was updated).”
This will cause the % to change to what is expected. You
can toggle between undo and redo to spot where the differences
Project for your ‘by month’ resource forecast Go to the resource view, change
the timescales on the left pane (right click on the headers,
>change timescale, middle tier units = quarter, bottom
tier=months). In the right pane, where the resources are,
hide the subtasks (hide subtasks button). This gives you an
overview of resource usage per month, which you can copy (first
right pane, then left pane) to excel (use the search/replace
function in excel to get rid of the ‘hrs’ or other
descriptions that make it text instead of numbers)
Summary tasks Don't assign resources to Summary
tasks, and don't link Summary tasks to anything. In stead
link tasks, let tasks feed into Milestones and use Milestones
as the "jump off" point to the next set of tasks.
Linking Summary tasks to anything can cause huge errors,
and makes your Gantt Chart View looks like spagetti, you
can't follow the logical progression of tasks at all. So
if you like spagetti - go ahead...
Earned Value based on
hours When you want to do EV calulations,
but want to use hours in stead of cost, then put in the resource
view a cost of $ 1 (or 1 Euro or 1 whatever) per resource.
That way every calculation of cost will use the number of
hours x 1
Different projects using
the same resources Don't put all your projects
in 1 schedule, it becomes a mess. Instead, enter all your
resources into 1 schedule without tasks, which is a socalled
'resource pool'. Give it a smart name like 'resource pool.mpp'
for easy reference. Then create the tasks in other project
files, 1 mpp per project. Link the project schedules to the
resource pool by first opening the resource pool and the schedule
which needs to use the pool, and then selecting tools>resource
sharing> share resources...>use resources from> sellect
the resource pool.mpp in the box. Pool takes precedence. To
get an overview of all activities, you can look at the resource
usage view in the resource pool. Alternatively create a master-schedule
with links to the other projects, and look at the resource
usage view from there.
Indicators (from Project 2003) Assumption: the
plan is baselined Download
the zip file with dummy project and smiley map. Open 'dummy.mpp' as well as your own project
plan. In your own plan (GANT view), add a column for field
'number1' (or another if you're already using this one).
Give it a nice label like 'status'. Right click on the header
(status) and choose 'customize fields'. Choose button 'import
custom fields' and select as project 'dummy.mpp', and as
field 'number1' .
When you hover with your pointer above
one of the smilies, it gives you the field value. With the
"Smiley Map" you can find what triggered this
colr and what it means.
The simple version: If you don't baseline
your project plans, you might want to consider just to add
sthe field "status" (and "status indicator"
for some grapics - not as nice ;-) ).
Stretching an activity’s
duration in MSP ('hammock tasks' or 'span tasks') e.g. |Act A ======|
........................|Act B ==========|
|Act C ======================|
What we want is for the duration of
Act C to fluctuate as the other tasks (A and B) change (eg.
a project management execution task).
1. right click start date of actA,
then click "Copy cell"
2. right click start date of actC, then click "paste
special...", then click "Paste link"
3. right click finish date of actB, then click "Copy
4. right click finish date of actC, then click "paste
special...", then click "Paste link"
Create 2 dummy milestones.
Link the earliest date and latest date to each milestone.
Indent the milestone to create summary bar. Highlight summary
bar. Go to Format > Bar > Bar Shape. Remove start
& end shapes. Change the middle bar to Task bar shape.
Click OK and hide subtask. Now when the predecessors change
the duration for the above bar will fluctuate. When you
link the start of all the delivery tasks to the first milestone
and the finish of all the delivery tasks to the second milestone
it won’t matter which delivery is first or which delivery
is last, the task will always show the duration over that
the project plan Why ? Because
you'd like to be able to look at what you've agreed with
your customer at any given time.
Go to tools>tracking>save
you can save up till 10 baselines,
which you can use to reflect your project change requests.
In your gant view, you can add baseline columns (start,
finish) to be able to compare with the current dates.