do not use the first task to define the project start date project always calculates from project...
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Anaheim, CA | February 2-5, 2014
Steffen ReisterSenior Consultant, Book AuthorThe Project Group
10 Golden Rules for working with MS Project
Question
Who has ever heard the phrase:
“MS Project calculates wrong!”
The 10 Golden Rules• Rule 1: Define Project Start in “Project - Project
Information“• Rule 2: Define Task Type in “File - Options”• Rule 3: Follow Black-Box-Principle• Rule 4: Let Project calculate - Do not edit Dates!• Rule 5: Use Milestones for specific Events and Dates• Rule 6: Use “Deadlines” instead of Constraints• Rule 7: Avoid open ends for Summary Tasks• Rule 8: “Highlander“ Principle – one Task, one Resource• Rule 9: No Work Resource Assignments on Summary Task
level• Rule 10: Update Project at Status Date
Handout
Rule #1 Define Project Start Date
Do not use the first Task to define the Project Start Date
Project always calculates from Project Start (Finish) Date
Schedule from Project Finish Date
Option in an early planning phase:
Project Start Date – Demo #1
Rule #2 Define Task TypeWork = Duration * Units * Hours/Day
Task entry= variable
ResourceAssignment= variable
Calendar Setting= fixed
Rule #2 Define Task TypePlanning focus is fundamental
When you assignResources
CostorDates
Project calculates according to Task Type
More in Rule #8
Rule #2 Define Task Type
Work
Work
Peak Units
Work
Duration
Duration
Peak Units
Duration
Duration
Duration Units Work
If you change one of these variables:
Fixed Duration
Fixed Units
Fixed Work
Task is set to: Project then calculates:
How Project calculates
Rule #3 The Black-Box Principle
Phase 2
Phase 3Phase 1
Project Black Box
Project Start Project EndEach Box is independent
One path in One path out
Each Box acts like a small Project
Rule #3 The Black-Box Principle
Collapse Phases and still see the logical structure of the Project
Rule #3 The Black-Box Principle
Start Structure on Phase level
Summary or Taskon one level - never both
Each Black Box has a defined End
How to define Black Boxes?
Each Task has a Summary
How to set up Dependencies?
Connect Tasks within a Summary never across Summaries
Never connect to a higher or lower level
A Summary can be connected to a Milestone
Short Overview
The Black-Box Principle – Demo #2
Rule #4 Let Project calculate
Date Columns allow editing
Editing Dates produces Constraints
Start and Finish are Calculated Fields
Hidden side effects for Project calculation
Rule #4 Let Project calculate
Constraints produce Planning Wizard Messages
Beware of simply clicking “OK”
Recommendation
Do NOT edit Start and Finish!
Instead follow Rule #5 and #6
Let Project calculate – Demo #3
Rule #5 Use Milestones for specific Dates
Enter a separate Line for each Milestone
Entering “0” in Durationcreates a Milestone
This highlights a Specific Date
Milestone appears with a special shape
Rule #6 Deadlines instead of Constraints
Project shows a graphical Indicator
Messages in Indicator column
Total Slack shows exact delay to Deadline
Milestones & Deadlines- Demo #4
Rule #7 Control open end in Schedule
Outline Project to Level 1
First & Last item in Plan should be a Milestone
Every item in Plan should have a Successor
Only End Milestone has no Successor
Control open end in Schedule – Demo #5
Rule #8 Highlander Principle
Who knows the movie „Highlander“ with Christopher Lambert?
There can be only One!
One Task – One Resource!
Highlander Principle – Demo #6
Rule #8 Highlander Principle
Always a 1:1 relationship between Task and Resource
Assigned Resource and Work on Task belong together
Avoid very strange Work calculation for Tasks
Task Type is no longer as important to know
Key Takeaways
Rule #9 No Resources on Summary
Version 2: 9 days * 200% * 8 hrs = 144 Hours
2 methods2 different results
Work = Duration * Units * Hours/Day
Version 1: 3 days * 100% * 8 hrs = 24 Hours
2 days * 100% * 8 hrs = 16 Hours
6 days * 100% * 8 hrs = 48 Hours
Summary:88 Hours
No Work Resource on Summary – Demo #7
Rule #10 Update Project at Status Date
Update the Project to know the truth about your Dates
Uncompleted work has to be in the future
Update Project at Status Date – Demo #8
Resources
• For Germany, Switzerland, Austria and everyone else who speaks German:http://amzn.to/LHfeXP
• For demo files or Print Template of Handoutsteffenr@theprojectgroup.com
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
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