How to choose the right task type in Microsoft Project?

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How many times you had a nightmare with Tasks in MS Project? For example, you had expected that Task will need only 40 hours, because it will last 5 Days, but it took 60 hours? Or you add the additional Resource to the Task, but the Task remains the Same! Now is the time to clear this out forever! You will learn different task types with effort and non-effort driven situation! And you will remember the MAGIC FORMULA FOREVER!

Nevena Krajcar

Published in: Technology, Business

How to choose the right task type in Microsoft Project?

  1. 1. How to Choose the Right Task Type in Microsoft Project? NEVENA KRAJCAR, PERPETUUM MOBILE D.O.O. SHAREPOINT AND PROJECT CONFERENCE ADRIATICS 2013 ZAGREB, NOVEMBER 27-28 2013
  2. 2. sponsors
  3. 3. Content • Introduction to measures and task types … • Remember the magic formula … • Show me how this works … • When to use … • Remember the magic formula …
  4. 4. Measures • Any task can be adjusted using three measures: UNITS, DURATION, OR WORK UNITS • the number of resources assigned to work on a task (%). DURATION • the length of a task (days). WORK • the amount of time needed to actually do the task (hours).
  5. 5. REMEMBER THIS!!! DURATION UNITS WORK
  6. 6. Task Types • Measures are dependent on each other Which measure should be automatically recalculated? • Task types: FIXED UNITS, FIXED WORK, FIXED DURATION Field that you change: FIXED UNITS FIXED WORK FIXED DURATION WORK Duration is recalculated Duration is recalculated Units are recalculated DURATION Work is recalculated Units are recalculated Work is recalculated UNITS Duration is recalculated Duration is recalculated Work is recalculated
  7. 7. Task Types
  8. 8. FIXED UNITS – Non Effort Driven • Change UNIT  DURATION changes • Change WORK  DURATION changes • Change DURATION  WORK changes U = 50% FIXED; W = 24hrs D*U=W D * 0,5 = 24 hrs D = 48 hrs (8 hrs/day) = 6 days U = 100% FIXED; W = 40 hrs D*U=W D * 1 = 40 hrs D = 40 hrs (8 hrs/day) = 5 days U = 100% FIXED; D = 4 days = 32 hrs; D*U=W 32 hrs * 1 = W W = 32 hrs
  9. 9. FIXED UNITS – NON EFFORT DRIVEN
  10. 10. FIXED WORK – Non Effort Driven • Change UNIT  DURATION changes • Change WORK  DURATION changes W = 24 hrs FIXED; U = 50% D*U=W D * 0,5 = 24 hrs D = 48 hrs = 6 days W = 40 hrs FIXED; U = 100% D*U=W D * 1 = 40 hrs D = 40 hrs = 5 days • Change DURATION  WORK does not change W = 24 hrs FIXED; D = 5 days; U = 100% D * U = W? 24 hrs work in 5 days = 24/5 = 4,8 hrs/day
  11. 11. FIXED WORK – NON EFFORT-DRIVEN
  12. 12. Important! • Did you notice? FIXED WORK IS ALWAYS EFFORT DRIVEN!
  13. 13. FIXED DURATION – Non Effort Driven • Change UNIT  WORK changes D= 3 days FIXED; U = 50% D*U=W 24 hrs * 0,5 = W W = 12 hrs • Change WORK  DURATION and UNITS do not change D = 3 days FIXED; U = 100%; W = 40 hrs; D * U = W?! 40 hrs in 3 days = 40/3 = 13,33 hrs/day • Change DURATION  WORK changes D = 5 days FIXED; U = 100% D*U=W 40 hrs * 1 = W W = 40 hrs
  14. 14. FIXED DURATION – NON EFFORT-DRIVEN
  15. 15. Effort driven vs. Non Effort Driven • Where is the difference? • In redistributing Resources! • Example: Book reading is non effort driven! Walls painting is effort driven!
  16. 16. Effort driven vs. Non Effort Driven • Fixed Units
  17. 17. Effort driven vs. Non Effort Driven • Fixed Work (always Effort Driven)
  18. 18. Effort driven vs. Non Effort Driven • Fixed Duration
  19. 19. EFFORT DRIVEN VS. NON EFFORT DRIVEN
  20. 20. When to use … • Fixed Units • the number of resources you have for the task is the first or main thing you know. • you can’t get more resources to do the work - your resources are fixed. • you want to change the duration or the work on a task while keeping the number of people working on the task the same (assignment units). • you want to keep the resource working on a task at a certain percentage of his or her available hours. • Fixed Work • the effort required is the first thing you estimate. • the effort required is the easiest thing to estimate. • your resources give you task estimates in work hours. • Fixed Duration • • • • • the duration is the first thing you estimate. the duration stays the same when adding resources. tasks that always have a group of resources assigned. the deadline is so tight that it’s the primary driver for the duration of the task. the workload isn’t your problem.
  21. 21. AND - REMEMBER THIS!!! DURATION (PEAK) UNITS WORK DURATION (days) CALENDAR (hours/day) x ASSIGNMENT UNITS (%) ASSIGNMENT WORK (hours)
  22. 22. questions? BLOG.PERPETUUM.HR @NEVENAKRAJCAR
  23. 23. thank you. SHAREPOINT AND PROJECT CONFERENCE ADRIATICS 2013 ZAGREB, NOVEMBER 27-28 2013

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