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What is Project Management?

Create a New Project

Create and Maintain Calendars

Create Custom Fields

Customize Options Settings

Setup Project Information & Create a Logical Project Structure

Create a Logical Schedule Module

Create a User Controlled Schedule

Manage Multiple Projects

Enter and Edit Resource Information

Assign Resources

Edit Assignments

00:00:00 - This Nugget in 3.0 Managing Resources and Assignments is focused
00:00:05 - on 3.4
00:00:07 - Editing of Assignments. Reviewing all of the features in Microsoft
00:00:11 - Project that allows us to continue where we left off from the
00:00:16 - last Nugget, we now have the resources assigned to our project
00:00:20 - plan. We're now going to look at how we do the most effective
00:00:24 - allocation of those resources to the task and how we edit the
00:00:30 - assignments at the task level and at the resource level to ensure
00:00:34 - we have the most effective utilization of our team.
00:00:38 - So to begin discussion on those components, we have moved to,
00:00:42 - I would say, from the artificial contrived plans to a real project
00:00:47 - plan, I have opened a project plan that I have called the building
00:00:50 - of my Dream Home. It's again available to you on CBTNuggets.com.
00:00:55 - And when I say real, I say real again with a bit of a grain of
00:00:59 - salt, recognizing that I have oversimplified the project plan,
00:01:04 - but I've tried to give it a more sense of reality in that I now
00:01:08 - have a proper work breakdown structure. I have groups in place.
00:01:12 - I have my dream home as my master project. I have a group for
00:01:17 - my lot preparation. I have another group for the preparation
00:01:20 - of my foundation for my dream home, and then finally, another
00:01:23 - group for my first floor construction. And I would have other
00:01:27 - more work obviously associated with the building of the if it
00:01:31 - was truly the building of my dream home. But again, I thought
00:01:35 - I would move to a more realistic real project plan that has real
00:01:40 - task names and real resources assigned to it. And if we go look
00:01:44 - at the resources, so if we have a look at the Resource Sheet
00:01:47 - view, you can see I have different resources. I have a surveyor,
00:01:52 - I have tree cutters, I have excavators, I have a foundation crew,
00:01:56 - and I have a carpentry crew. For simplicity, I have only work-type
00:02:00 - resources, recognizing I can have material resources and I can
00:02:04 - have cost resources. I didn't put a lot of work into my initials.
00:02:08 - This is a simple plan, and a single initial is going to work.
00:02:12 - I have done a little bit of work with the maximum number of resources
00:02:18 - available, again, recognizing that we shouldn't be using 100%.
00:02:22 - We should be using some reduced amounts so that we have time
00:02:25 - for sick, vacation, and other duties as assigned. But a demo
00:02:29 - is easier if we keep with the even 100 percentages. So I have
00:02:33 - a single surveyor.
00:02:35 - I have tree cutters set at 200%, so that's telling me I effectively
00:02:40 - have two tree cutters. So I should be able to get the tree cutter
00:02:44 - work done in double the amount of time than obviously a single
00:02:50 - would. I have a single excavator, I have three-foundation crew,
00:02:55 - and I have four-carpentry crew. So going back to the tree cutters,
00:02:59 - I'm actually getting 16 hours of work a day from tree cutters.
00:03:04 - I'm going to get 24 hours of work from my foundation crew, and
00:03:08 - I'm going to get 32 hours of work for my carpentry crew. I have
00:03:12 - put in their standard rate, overtime rate, and so on, so I have
00:03:17 - a fairly standard setup. Now, on the resources, there is a couple
00:03:21 - of things we need to recognize with Microsoft Project 10. And
00:03:27 - in Microsoft Project 10, we've already talked about one new field.
00:03:31 - And if I double click on my surveyor, we have this new field
00:03:35 - called Booking type, where we have Committed resources, where
00:03:39 - Microsoft's scheduling engine is going to honor the availability,
00:03:43 - honor the fact that I only have a single surveyor, and my single
00:03:47 - surveyor is only going to work eight hours a day, versus a committed
00:03:52 - booking type which is going to or sorry a Proposed booking type
00:03:56 - which is going to be available for unlimited periods of time,
00:04:02 - reason being proposed, we don't want to consume the resource
00:04:06 - calendar when we're working in a resource pool in shared resource
00:04:10 - mode because we're not sure they're going to be there, but dangerous
00:04:14 - because it is going to result in an aggressive schedule. So that's
00:04:19 - one of our two new field types. The other new field type we're
00:04:24 - not going to get to see on this particular pop-up window, we
00:04:28 - move to the Costs. We move to the Notes. We move to the Custom
00:04:32 - Fields. So what is this other new field? It's a new field called
00:04:37 - Peak. The easiest and most effective way to get at the Peak is
00:04:42 - to insert the column. So I'm going to simply insert a column
00:04:45 - right here, Insert Column, and I'm going to insert the column
00:04:50 - called Peak.
00:04:53 - And what is Peak telling me? Peak is telling me at this moment
00:04:56 - in time, although I believe I know I have
00:05:02 - two tree cutters and three foundation crew and three carpentry
00:05:06 - crew available to work on my project, at this moment in time,
00:05:11 - the maximum I have allocated in my Microsoft Project plan is
00:05:15 - one of each. So that's a good clue to me that says Steve, you
00:05:20 - probably haven't created as aggressive a schedule as possible.
00:05:23 - So that's a clue that I have for working with my resources to
00:05:27 - go back and effectively manage my resources better. I'm going
00:05:31 - to simply also insert that other new field called Booking
00:05:35 - Type, and I just did a B-O and verifying that I, in fact, have
00:05:42 - all of my resources set to the, I'm going to say, proper, the
00:05:47 - more conservative approach
00:05:50 - to manage my resources in Microsoft Project. So again, just a
00:05:54 - slight detour to address this field that we've already talked
00:05:58 - about, the Booking Field, need to confirm that I have it as a
00:06:02 - committed booking type and introduce this new field called Peak
00:06:06 - to help me understand how aggressively I am managing my resources
00:06:11 - in my project. So with that, let's go back to my Gantt chart
00:06:15 - and start looking at what I can do with that new-found information.
00:06:19 - So with that new-found information, I'm going to begin to edit
00:06:22 - my assignments. Before I do that, I'm going to do a little bit
00:06:25 - of real estate management here. I'm going to get a larger view
00:06:30 - of my resource name because that's the primary area I'm going
00:06:32 - to be working, is in the resource name.
00:06:36 - And Steve likes his work column, but he actually likes his work
00:06:39 - column more visible, so he is going to move his work column over
00:06:43 - here beside my Duration. At this point in time, I'm probably
00:06:49 - ready to do the work that I want to do. So what new-found information
00:06:53 - do I have? I know that I have more than one tree cutter. So for
00:06:58 - this particular task that I have assigned an 80-hour estimate
00:07:04 - to, working with a single tree cutter, it's going to take 10
00:07:09 - days to get that job done, which makes a lot of sense. I've only
00:07:12 - assigned a single tree cutter,
00:07:15 - works eight hours a day. Eight hours a day divided into 80 hours
00:07:20 - is going to give me a duration of 10 days. So how can I change
00:07:25 - that? How can I make my tree cutter work more than straight allocation?
00:07:31 - And that's again the issue that I have with doing my resource
00:07:35 - assignment through this particular pop-down window or list window
00:07:40 - that I only have the ability to sign them at a default 100%.
00:07:45 - So that's not where I'm going to get it done. I can change my
00:07:49 - allocation, my number of units in a couple of places, as you
00:07:52 - all remember from the last Nugget. I can do a double click. I
00:07:56 - can go to my Resources tab and I can change my units from 100%
00:08:01 - to 200%. I can type it directly in. I could use my up/down arrows
00:08:07 - and so on.
00:08:10 - I'm going to click OK. And now, my schedule is beginning to get
00:08:14 - a little more aggressive.
00:08:16 - The removing of the trees still has an estimate of 80 hours,
00:08:22 - but I have dropped the duration down to five days obviously because
00:08:26 - I have 200% of my tree cutters working on it. So again, with
00:08:30 - that new-found information, I can begin to aggressively schedule,
00:08:35 - manage my project plan by editing and managing my resource assignments.
00:08:41 - So let's just quickly verify that by going back to my resource
00:08:44 - sheet. And there, again, we see that Microsoft Project has changed
00:08:51 - the Peak. Microsoft Project is now telling me that the tree cutter
00:08:55 - has been allocated for a max of 200%.
00:08:59 - Now, one other piece of warning on that. All that's telling me
00:09:03 - is that one point in time in this project, I'm utilizing my tree
00:09:08 - cutters at their max of 200%. It's not telling me that I have
00:09:14 - effectively allocated my tree cutters across all
00:09:18 - possible instances on my project plan. To do that, I would need
00:09:23 - to go back to Microsoft Project and validate that I don't have
00:09:26 - any other tasks assigned to my tree cutters. And since my task
00:09:31 - is so small, that's pretty straightforward and easy to do, I
00:09:36 - can just scan down this and say yes, got all of my tree cutters.
00:09:39 - Most project plans are going to be far larger than that. The
00:09:43 - good news is, and you've probably seen these arrows all along
00:09:47 - through all of my demos, is I have the ability to filter my columns.
00:09:51 - And filtering my columns is no different in Microsoft Project
00:09:55 - than filtering columns in Excel. I click on my arrow. I have
00:10:00 - the ability to sort my columns. I have ability to group my columns,
00:10:04 - or I have ability to set filters. So if I set the filter that
00:10:08 - I only want to see the work being done by the tree cutters,
00:10:12 - I'm going to apply the filter, and lo and behold, I found out
00:10:16 - that in fact, that is the only task that my tree cutter is working
00:10:19 - on. If I were to change my filter
00:10:23 - and look at, for example, my
00:10:26 - carpentry crew, who I happen to know works on a large number
00:10:32 - of tasks, here, I have three tasks that are assigned to my carpentry
00:10:36 - crew. And my carpentry crew is again one of those resources where
00:10:41 - I have more than one of.
00:10:44 - By filtering on my carpentry crew, I'm seeing that I am still
00:10:47 - only using them at 100%,
00:10:50 - the same information I had already gotten from my resource sheet.
00:10:54 - So again, I can go in and I could do a double click and bring
00:10:58 - up the Detailed Task tab or I can go to my assigned resource
00:11:03 - pop-up stay on top window, and I got that by going to my Resource
00:11:07 - tab, bringing up my resource ribbon, click on my Assign Resources,
00:11:14 - go to my first task that my carpentry crew was working on and
00:11:18 - say I am going to assign them at 400%.
00:11:25 - I'm going to go to the second resource
00:11:29 - and I'm going to go to my third resource.
00:11:33 - OK. So I am now changing the allocation of my resources for
00:11:39 - each of those three tasks from
00:11:47 - 100% to 400%. Hit Enter.
00:11:51 - Apply it.
00:11:55 - So with those changes made, I can get rid of my pop-up window.
00:11:59 - And there, I have my carpentry crew assigned at 400%, and the
00:12:04 - durations dropped appropriately. In fact, all of the durations
00:12:08 - have been cut in one quarter of what they used to be. And again,
00:12:13 - we can verify that by going back to our resource sheet. And there,
00:12:18 - we see the Peak is up to 400%.
00:12:21 - Now, I want to take this just a little bit further on my carpentry
00:12:24 - crew, so I'm going to go back to my Gantt chart, and I'm going
00:12:28 - to edit that assignment again.
00:12:32 - And this time, I'm going to get carried away with myself and
00:12:35 - I am going to move them up to 600%,
00:12:39 - close edit that,
00:12:42 - and it took it. Carpentry crew, 600%.
00:12:47 - Cut the duration down a little bit further. It did give me a
00:12:51 - red icon over here that's telling me the resource is over allocated.
00:12:56 - But it's going to let me do those sort of things. If I go back
00:13:00 - to my resource sheet,
00:13:03 - it's going to turn the carpentry crew bright red. It's going
00:13:07 - to tell me the Peak is 600%,
00:13:10 - where in fact, I only have 400% available. So Microsoft Project
00:13:14 - will not prevent me from doing things that I probably shouldn't
00:13:19 - be doing. It's going to turn them red. It's going to pop all
00:13:24 - kinds of icons up. It's going to tell me, give me all kinds of
00:13:27 - good suggestions of how I should fix it, but it's going to allow
00:13:32 - me to do
00:13:35 - illogical things, recognizing that I am the master. I am the
00:13:39 - project manager. I am telling Microsoft Project what to do. It
00:13:43 - will let me do illogical things. It simply is going to warn me
00:13:47 - about them. So I'm going to undo that. I just wanted to show
00:13:51 - you in fact that we can take Microsoft Project to extremes.
00:13:56 - So I'm just hitting a few Ctrl-Zs to do my undos and brought
00:14:00 - my carpentry crew back to 400%. And now, all of the reds have
00:14:05 - disappeared. So now, I'm going to take that filter off my resource
00:14:09 - name. I'm going to bring them all back on.
00:14:13 - Something you need to be very aware of when you're working with
00:14:15 - filters is when you have filters turned on, such as I just had
00:14:19 - for my carpentry crew,
00:14:22 - there's really no significant visual indicator here that I'm
00:14:26 - only showing a filtered part of my project. The key visual indicator
00:14:31 - I'm going to get is obviously up here in the column name, where
00:14:34 - I see that the funnel or filter icon is visible. And if we do
00:14:39 - much scanning of the task numbers over here in the far left,
00:14:45 - we see that we're only seeing four of the tasks, and in fact,
00:14:48 - tasks 2 through 10 are missing. So just again, a word of caution
00:14:53 - as you're working with filters that you need to make sure that
00:14:57 - in fact you are getting the appropriate view that if you're working
00:15:01 - in a filtered view, you understand you're in a filtered view
00:15:04 - versus if you are looking at the overall project schedule itself.
00:15:09 - My filters were activated. Your instance of Microsoft Project
00:15:12 - may not have filters activated. You can get to your filters by
00:15:16 - going to View, and you simply tell it whether you want to allow
00:15:21 - filters to happen or not. So again, if the activation of the
00:15:25 - filter buttons was not turned on in your version of Microsoft
00:15:30 - Project, you can get to it and control your filtering right here
00:15:34 - within Microsoft Project. But let's go back to the task view
00:15:38 - and talk a little bit more about effective resource assignment.
00:15:44 - The next item I want to discuss with you is the split window.
00:15:48 - We looked at this in the previous Nugget, and we understood that
00:15:51 - if I'm on this task of survey the land, it's telling me all of
00:15:56 - the information related to that task. Here is the resource, the
00:16:01 - max units, the work, the overtime, the baseline, and so on. Just
00:16:06 - like we can go back and forth within the view we're showing up
00:16:10 - here, we have multiple options available to us for this half
00:16:14 - of the split. So if I do a right mouse over here in the Name
00:16:19 - area, I have the option of looking at a resource form, a resource
00:16:25 - graph, a resource sheet, a resource usage, or a team planner.
00:16:31 - So if I look at the resource form,
00:16:35 - I'm getting a little more information related to the resource.
00:16:39 - I'd get their standard rates, the overtime, their calendar information,
00:16:42 - and the tasks that they're working on. If I go and look at a
00:16:47 - task such as preparing the ground,
00:16:50 - and I deliberately picked it because I know my excavators are
00:16:54 - working on multiple tasks, if I look at that task, down here
00:16:58 - in the second half of my view, I'm seeing the excavator information,
00:17:02 - and I'm also seeing all of the tasks that that particular person
00:17:07 - is working on and the details. If I come down and do the same
00:17:11 - and grab a task that my foundation crew is working on, I get
00:17:15 - all of their tasks, again, down here in this view. So let's look
00:17:20 - at some of the other options. A resource graph.
00:17:25 - So this task is using the foundation crew,
00:17:30 - so it has now given me a resource graph, and I'm going to change
00:17:33 - my real estate a little bit because the resource graph is heavy
00:17:37 - calendar-based. And if I orient this to have a look at the tasks
00:17:43 - that my excavators are working on, I can see very clearly what
00:17:49 - my allocation of my excavators are on a day-by-day basis. On
00:17:54 - this Wednesday, they're working 100% and so on. If I go and look
00:17:59 - at a task that has my carpenters on it
00:18:03 - and change my calendar to get a carpentry task,
00:18:11 - I know they're out a little bit so I'm going to scroll out and
00:18:13 - find my carpentry crew,
00:18:16 - I'm seeing the same sort of information, but for my carpentry
00:18:20 - crew, I'm seeing their showing at 400%
00:18:24 - because I have allocated my carpentry crew at 400%. Now let's
00:18:29 - take this back to the extreme for just a second. I'm going to
00:18:32 - bring that one up and I'm going to bring them up to 600%,
00:18:36 - that ludicrous scenario we talked about a moment ago. We're going
00:18:40 - to say OK.
00:18:42 - And we can see that my carpentry crew has gone over allocated.
00:18:47 - There is my bar saying here is where they should be. And here
00:18:51 - is my over allocation where I have taken my carpentry crew above
00:18:55 - the bar. So I'm going to do a Ctrl-Z and bring them back down
00:18:59 - and start to look at other options I have out here, my resource
00:19:03 - sheet. Very similar to the resource sheet we've been looking
00:19:09 - at all along, I have my resource usage,
00:19:13 - a different view giving me basically the resource graph but in
00:19:18 - a tab format telling me exactly how many hours they're working
00:19:22 - on a given day, and so on. For my other views that I have available
00:19:28 - to me, I'm going to go back to my resource form and continue
00:19:34 - to work with my resource assignment for this plan.
00:19:38 - Whether you use the split screen or not, personal preference.
00:19:44 - Which additional form you're going to use during your usage of
00:19:51 - the split screen, again, is a personal preference.
00:19:55 - I very much like a form like this where I am able to see my task
00:20:00 - information up here. And again, if I move my calendar over, I'm
00:20:04 - getting a lot of task information visible up here, and I'm getting
00:20:08 - more information about my resources down here. So if I'm looking
00:20:12 - at this task and I'm trying to understand why this task is taking
00:20:15 - so long, I understand that the carpentry crew is working on it,
00:20:18 - and I begin to get a sense for all of the work that the carpentry
00:20:22 - crew is working on. Not only are they working on this particular
00:20:25 - task, but they're also working on these two other tasks. Now
00:20:28 - again, I'm seeing it in both views right now because my project
00:20:34 - plan is so small. But if I again was scrolled up like that and
00:20:39 - the only task related to the carpentry crew that I was seeing,
00:20:42 - and again, I know I've staged this, but if you're dealing with
00:20:45 - a large project plan and you've got 500 tasks in your project
00:20:49 - plan, chances are all of the tasks for your carpentry crew are
00:20:53 - not going to be co-located that you can easily see them by simply
00:20:56 - manipulating my scrolling. But a view such as this is going to
00:21:01 - give me much more dynamic knowledge and information about my
00:21:06 - carpentry crew and how I can deal with them to make my project
00:21:10 - as effective and to make my schedule as aggressive as possible.
00:21:15 - So I'm going to remove the split at this point in time, and we're
00:21:19 - going to look a little bit more at managing my resource and my
00:21:24 - resource assignment for the project.
00:21:27 - So here are my three tasks assigned to my carpentry crew: the
00:21:31 - building of the floor, the building of the outside walls, and
00:21:33 - the building of the inside walls. I have them
00:21:37 - predecessor-linked together, which makes sense. We probably can't
00:21:42 - build the outside walls until the floor is up. And we probably
00:21:47 - need the outside walls attached before we can start building
00:21:50 - the inside walls. So a pretty logical, pretty straightforward
00:21:54 - schedule. And I'm looking at this and I'm saying this is taking
00:21:59 - too long. This plan doesn't feel right. I have as many carpenters
00:22:05 - working on it as I have available. I validated that I have effectively
00:22:09 - used all of my carpenters. Each one of these are showing at the
00:22:11 - 400%. So what else can I do to make my project more aggressive?
00:22:19 - I can start to validate my estimates.
00:22:23 - And the key in those statements is I'm validating my estimates.
00:22:28 - Six months ago,
00:22:30 - when I put together this project plan, I made some assumptions
00:22:34 - about my carpentry crew. And based on the assumptions that I
00:22:38 - was going to get a green carpentry crew that basically were straight
00:22:43 - out of trade school, that I created a very pessimistic estimate
00:22:48 - for my carpentry crew and I said with a very green
00:22:53 - carpentry crew, it's going to take 100 hours for them to build
00:22:57 - the floor. Now I'm actually starting work on my dream home, I
00:23:03 - know who my carpentry crew are. I've gone out and I've met with
00:23:06 - my carpentry crew. And wonders of wonders, I have a 10-year experienced
00:23:13 - carpentry crew. Each one of these carpenters has been working
00:23:17 - in the industry for 10 years, and they are really, really good.
00:23:21 - And I go out to my carpentry crew and I say, "Hey guys, you've
00:23:25 - seen the blueprint. You've seen the lay of the land. You know
00:23:28 - what it's going to be like to work around here. How long is it
00:23:32 - going to take you to do my floor?"
00:23:35 - And they look at it and they pull out their calculators and they
00:23:38 - pull out their reference pads and they concur and they said,
00:23:42 - "Steve, it's an 80-hour job to get that floor built."
00:23:50 - So there is nothing wrong at this point in time with me, the
00:23:52 - project manager, updating the assignments based on meeting with
00:23:57 - the team members, validating the estimate, and saying I now have
00:24:03 - better information. My estimate for work is only going to be
00:24:06 - 80 hours. And as soon as I hit Enter, I'm going to see my duration
00:24:10 - drop by a little bit,
00:24:13 - dropped from 3.13 days to 2.5 days, and the work on the outside
00:24:19 - walls and the inside walls has moved back accordingly. And that's
00:24:23 - one of the beauties of Microsoft Project, is it does this stuff
00:24:26 - for us automatically. And I have the same discussion. "Guys and
00:24:30 - gals, you've seen the blueprints. You know the lay of the land.
00:24:35 - Once you have that floor built, what's the estimate for building
00:24:38 - the outside walls?"
00:24:40 - And they say, do the same concurring, "It's going to take 120
00:24:44 - hours to get that job done." So I take the better information
00:24:48 - from them, I key it into my plan, and again, the duration has
00:24:54 - dropped and the task to start the building of the inside walls
00:24:58 - has been pulled back. So this is standard stuff that we do inside
00:25:02 - Microsoft Project to edit the assignments. We go back to the
00:25:06 - team and we get better information. Now, at this point, I want
00:25:10 - to stop and look at what Microsoft Project has done for me because
00:25:14 - it's done a couple of things. A) It recalculated the duration.
00:25:21 - It shortened or sorry, not shortened it accelerated the time
00:25:25 - when the building of the inside walls is going to be done. And
00:25:30 - it's colorized all of those changes. So as a result of making
00:25:35 - that change in this field of 120 hours, it has colorized the
00:25:41 - duration. We know that changed. It has colorized the start date
00:25:46 - and the finish date of the next task, the building of the inside
00:25:49 - walls, and it has colorized the duration for my group, the amount
00:25:55 - of work at my group level, and the end date. Because my building
00:26:01 - of the inside walls, end date has been pulled back. And if we
00:26:04 - go right to the top of my plan, I've got the similar colorization
00:26:08 - done of the duration, the work, and the finish at the group level
00:26:11 - or at the project level. So again, by making that simple change
00:26:15 - down here as I'm editing my assignments, Microsoft Project does
00:26:19 - a lot of stuff for me, and it tells me what it's doing.
00:26:24 - Similarly, if I was really trying to move the schedule forward,
00:26:28 - I could go out and negotiate and hire another carpenter, bring
00:26:32 - another carpenter in, and I could simply go in here and go to
00:26:36 - my resource, assign resources,
00:26:39 - and move that up to 500%.
00:26:42 - Say, there, I have another resource. Let's get the job done,
00:26:46 - and do the same down here, move it up to 500%,
00:26:50 - and down here, and move it up to 500%.
00:26:55 - And Microsoft Project is going to let me do that. But what it's
00:27:00 - also doing is it's highlighting the fact that my resource is
00:27:04 - now, as far as it's concerned, over consumed. It's over allocated
00:27:09 - and it's going to warn me about that. So although I have made
00:27:13 - a logical project manager's decision to accelerate the work again
00:27:19 - by putting five carpenters on it, what I probably really should
00:27:22 - have done in addition to that, I should have went to my resource
00:27:26 - sheet and say, you know what? My max units on my carpenters is
00:27:31 - no longer 400%. It's now 500%. And as soon as I do that, the
00:27:36 - red indicator goes away here. And if I go back to my Gantt chart,
00:27:41 - all of the indicators have gone away here. So again, lots of
00:27:44 - power we have inside Microsoft Project for working the plan.
00:27:50 - Another type of change you may want to do as you're working the
00:27:53 - plan is literally changing the type of task that you're working
00:27:59 - on, the fixed work, the fixed duration.
00:28:04 - So we will go in and we add the type as one of our columns. We
00:28:10 - can look at this and say the pouring of the concrete, the removing
00:28:14 - of the forms. Maybe this one in particular, the pouring of the
00:28:19 - concrete, is not really a fixed work task, especially if we're
00:28:24 - going to consider drying time involved in this particular task.
00:28:29 - So maybe this task should not be a fixed work. Maybe this is
00:28:34 - one of those tasks that our duration should be fixed duration.
00:28:38 - And this task is always going to take two days. It doesn't matter
00:28:41 - if we put one of work into it or 450 hours of work into it.
00:28:49 - We need to make sure that we have the fixed duration, that we
00:28:53 - have two days for the pouring of the concrete and the curing
00:28:56 - of the concrete, that it is good and hard before we remove the
00:28:59 - forms. Now, at that very large work of 450 hours, again, I have
00:29:07 - some overconsumption,
00:29:09 - but these again are the type of actions that I as a project manager
00:29:13 - can be doing. Now I need to go in and determine how am I going
00:29:16 - to fix that? I have the pouring of the concrete.
00:29:21 - I have a foundation crew of only one person.
00:29:27 - Trying to put 450 hours of work in in a two-day period? Yes,
00:29:31 - that's a problem. So I need to talk to my foundation crew, "Is
00:29:35 - it really 450 hours?" and they say, "Well, no, it's really only
00:29:38 - two hours. All we have to do is bring in the cement truck and
00:29:42 - turn on the pump, and the work is done." By keeping that as a
00:29:46 - fixed duration, I'm ensuring that in fact there is time to dry
00:29:51 - the concrete, to cure the concrete, to make it hard.
00:29:56 - This concludes our Nugget and 3.4 Editing of Assignments. In
00:30:00 - this Nugget, we looked at all of the features
00:30:05 - in MSP that allows us to deal with the effective matching
00:30:12 - of the resources
00:30:15 - to the tasks,
00:30:18 - ensuring that we have effective resource utilization,
00:30:23 - that we're using 100% if 100% is available or we're using 400%
00:30:30 - if 400% is available, and we introduced a new field in Microsoft
00:30:35 - Project 10 called Peak that's going to allow us to be more effectively
00:30:40 - in managing and utilizing our resources availability/utilization.
00:30:45 - We further explored features within the task view
00:30:51 - to split the screen
00:30:54 - to effectively display all of the most powerful information available
00:30:59 - in Microsoft Project to allow us to aggressively edit and manage
00:31:04 - the assignments, ensuring that we have a perfect blend of the
00:31:08 - work that's required on the task, the type of work, the type
00:31:12 - of task, and the effective assignment of resources to that task.
00:31:18 - This concludes our Nugget on editing assignments. I hope this
00:31:22 - module has been informative for you. And thank you very much
00:31:25 - for viewing.

Manage Resource Allocation

Manage Resource Allocation using Team Planner

Model Project Costs

Setting Project Baseline and Tracking Percentage Completion

Setting Project Baseline and Tracking Percentage Completion 2

Comparing Progress Against a Baseline

Comparing Progress Against a Baseline – Remedial Actions

Task Inspector, Critical Path and Earned Value Management

Using Views and Tables

Fine Tuning Views and Tables

Share Data with External Sources

Print Schedules and Reports

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Steve Caseley

Steve Caseley

CBT Nuggets Trainer

Certifications:
PMI-PMP, PMI-ACP, PMI-SP, Project+

Area Of Expertise:
Project Management, MS Project, Development Methodologies, Agile Development

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