Really Understanding Microsoft Project. by Ron Winter, PSP Schedule Analyzer Software Copyright

Really Understanding Microsoft Project by Ron Winter, PSP Schedule Analyzer Software Copyright 2009-2014

Introduction Although Primavera products predominant Many contracts specify Microsoft Project (MSP) Advantages of MSP Costs less User-friendly Easy to start scheduling activities immediately Decent default graphics and reports Equipped on most US Federal Government PCs Hard to justify purchasing a second scheduling software

Introduction Construction contracts require periodic updates Assessment of the project status An integral part of project management Critical communication tool between the parties MSP update process confusing to P6 schedulers Baseline management Updating task status (% Complete) Data Date Ease of use features o Automatically inserts actual dates and remaining durations

DOS Versions MSP History V1 (1984), V2 (1985), V3 (1986), V4 (1986) Windows Versions V1 (1990), V3 (1992), V4 (1993), V4.1 (1995), Project 98 (V9), Project 2000, Project 2002, Project 2003, Project 2007, Project 2010, Project 2013 MS Project Server Project Central (2000), Project Server (2002), Office Project Server 2003, Office Project Server 2007, Project Server 2010, Project Server 2013

File based system Operational Issues Linking schedules/documents to MSP is dangerous Uses direct DOS disk:path\file name references Imported schedules will not properly link or update Work performed in computer memory, manual save Post/Host/Publish model prevents users from updating projects in real time in one database One person at a time uses a schedule Best suited for localized, small group installations

Differences from P6 Non-fixed Activity IDs Problem for automated comparison MSP float Called, Slack 0 Slack for completed activities One relationship between two activities MSP has unique concepts Deadlines Recurring Tasks

Differences from P6 All MSP activities have a constraint assigned Activities can only have one constraint Start/Finish No Later Than constraints override CPM logic As Late As Possible uses Total Float (not Free Float)

No real milestone activities Display both Start & Finish Dates Differences from P6 Zero-duration activities 'tagged' as milestones Familiar scheduling terms work different in MSP Multiple Critical Paths Baseline Schedules Summary Tasks MSP lacks CPM functionality No activity Original Duration No Longest Path Different Internal calculations

Calculation Differences P6 Calculation starts at Data Date Early/Late Start/Finish dates computed for every activity in the schedule Requires you to set a Status date MSP Calculation starts at Project Start Actual dates are used for calculating the next activities start or finish dates Does not require you to set a Status Date

CPM Recalculaton MSP status updates only affect successor activities.

Baseline Schedules When MSP creates a baseline schedule Early Start & Early Finish dates copied to Baseline Start & Finish Date fields Duration copied to Baseline Duration Task Costs & Work copied to Baseline Costs/Work fields Nothing else is saved

Baseline Schedules MSP Baseline is a partial snapshot of the schedule Used for Earned Value calculations Does not store logic, float, or constraints Cannot recalculate any of the stored information Cannot convert back into a fully functional schedule Late Start and Late Finish dates are not stored o All variance measurements assessed from the early dates Baseline fields are editable by users Allows for a maximum of 11 baselines Not sufficient for recreating a schedule Not sufficient for a year s worth of updates

Baseline Schedules Interim Plan feature is like a Baseline Similar functionality as baselines Stores less information than a baseline Solution: o Only Early Start and Early Finish dates of tasks Save the various versions of the entire file Rename MS Project file with the status date o Remember that links are file-name specific

Summary Tasks Inherit status data from their detail tasks Actual Start assigned when task given an actual start Actual Finish assigned when all tasks given actual dates Percent Complete = (Sum Actual) / (Sum Planned) Manual Update of Summary Tasks Push-Down Status is an unusual feature Not useful in construction environments Affects all the detail tasks below it o Summary Tasks can be added, deleted, & moved o Summary baseline dates unchanged when tasks adjusted o Roll Up Baselines feature resets the baseline dates

Updating Rules Task durations are expressed as 1. Duration (Actual + Remaining Duration), not OD 2. Actual Duration 3. Remaining Duration 4. % Complete (Actual Duration / Duration) MSP automatically links the above Duration % Complete MS PROJECT WILL Actual Duration Remaining Duration Duration Recalculate Leave As-Is Recalculate IF CHANGED % Complete Leave As-Is Recalculate Recalculate Actual Duration Leave As-Is Recalculate Recalculate Remaining Duration Recalculate Recalculate Leave As-Is

Updating Rules Add Actual Start Change Remaining Duration Add Actual Duration Change Duration OR Add % Complete

Updating MSP has 4 different ways to enter actual task data Update Tasks Form Task Information Form Task Details Form Tracking Table in the Gantt Chart

Using the Task Update Form Form closed after each task Can update multiple tasks o All must be the same Updating Using the Task Information Form Form closed after each task

Using the Task Details Form Updating Allows Finish Date and not 100 % Complete o Finish constraint automatically inserted

Updating Using the Gantt Chart Tracking Table Easiest and most efficient method Recommend columns shown below Unintended changes will be visible

Automatic Update Update Progress automatically updates activity as if progressed as planned Automatically sets Actual Start Actual Finish Percent Complete Remaining Durations

Sets Actual date to Early Start Automatic Update Remaining durations not considered Update Work As Complete Through date and the Status Date might not match Only reliable if everything is going per plan

The Real Problem A potential for inherently flawed schedules Allows remaining durations in the past Allows actual dates in the future

The Real Problem MSP designed to not use the Data Date Status Date (optional user-set date) Current Date (computer date) Neither used for calculating schedule Status date not shown on the Gantt chart by default Status Date line should be displayed Current date should not be displayed

Schedule Options Default Task Type o NOT Fixed Duration New Tasks effort driven o Unchecked Is duration a function of resources? Autolink Unchecked Split in-progress tasks o Checked Honor constraints o Unchecked Estimate durations o Prints (duration)? Calculating the CPM

Calculation Options Updating task status updates o Checked Move end of completed o Unchecked And move end of completed o N/A Move start of remaining parts o Checked And move end of completed o Unchecked Calculate multiple critical paths o Are open-ended tasks critical? Calculating the CPM

Calculating the CPM Not designed to calculate CPM using a Status Date Set the Status Date Project / Project Info Force MSP to observe the Status Date Tools / Options / Calculation options Update Project form Reschedule uncompleted

Unstarted tasks Calculating the CPM Start-no-earlier-than constraint = Project Status date In-progress tasks Resume Date set to the Update Project date Tasks with constraints lose any existing constraints

Disadvantages Calculating the CPM One constraint per task existing deleted In-progress tasks Resume Date set to Update Project date Problems later if destatusing the project Update Project feature does not update Status Date Can still have tasks in the future with actual dates No automatic notice in CPM computations report

Calculating the CPM Four CPM Options to force observance of Status Date Combination of options under the Calculation tab automatically Move tasks around the Status Date forward or backward Change or assign actual dates These are not CPM Calculation Modes Do not change the start of CPM calculations

Overview For these options to function properly Split in Progress Tasks option must be selected Desired options must be selected before tasks are added Updating Task Status updates resource status option must be checked Task Duration type must not be Fixed Duration Opposite of normal P6 setting

Calculating the CPM These functions are limited if using MSP 2003: Options only work on new tasks Options only work if updating using % Complete If the task has 0% progress, these options will not apply o Unstarted tasks in the past remain in the past unless you run project update form Reschedule Uncompleted Work to Start After Changing the options will not recalculate the CPM to display the effects of that change Uses the Current Date if status date not defined

These functions are limited: Calculating the CPM Tasks only reflect the CPM options if updated by % Complete (MS 2003) % Complete or Remaining Duration (MS 2007+) AACE RP 53R-06, Schedule Update Review Update activity status using a new remaining duration estimate, not by a new % Complete

Key to Updating Assign Actual Dates first Work with the system (Still) assess remaining duration Divide Duration by Remaining Duration Enter a % Complete Confirm all other fields are correct Adjust Actual Duration & Remaining Duration If Actual Duration line not to Status Date, adjust Re-enter Remaining Duration Do not worry about Duration number

Calculation Options Entering a % Complete value would assign an Actual start and move actual part of the task to the Status/Current Date Automatically assigns an actual start date but does not otherwise schedule the remaining activity.

Calculation Options Entering a % Complete value would assign an Actual start and move remaining part of the task after the Status Date The task split will be removed, actual start date will be changed, and the complete portion of the task will be moved to the Status Date

Format / Gridlines Putting It All Together Before Setting Status Date Project / Project Information

Format / Gridlines Putting It All Together After Setting Status Date (MS Project 2007) Project / Project Information

Putting It All Together Tools / Tracking / Update Project Reschedule Completed Work Progress Override Retained Logic

Putting It All Together Project / Project Information After Final Status Update Notice that Actual Duration is incorrect

Identifying Variances Analyze Progress Start Variance and Finish Variance columns can be used Can display baseline & schedule update in the same view Gantt chart wizard

Analyze Progress MSP 2007 has a Compare Project Versions utility Graphically compares tasks and resources Hard to understand; not very useable MSP has a built-in VBA programming language Allows for development of custom comparison software Exporting schedules to MS Access Use MS Access it to compare the two schedules Third-party software comparison tools If it reads multiple CPM softwares Does one size fit all? MSP does not have an Original Duration field

Assessment Baseline management is cumbersome & confusing Updating typically causes unintended changes Data Date issues Complicate the schedule update process Confusing for construction schedulers Difficult to note uncompleted work in the past Difficulties in removing status for what-ifs Difficulty in identifying variances Built-in update help routines Automatic insertion of made-up actual dates and RD s Difficult to assume that most MSP schedules contain accurate enough status data for detailed analysis

Assessment Microsoft Project can be used to design, status, and monitor a construction schedule Easy to build a schedule More difficult to status accurately Very difficult to monitor status Recommend using MS Project 2007 or later The secret to success is knowledge

Questions? Yea, how do you make Project work like P6?