microsoft project association

Celeris Celeris SystemsSystems

Microsoft Project AssociationMarch 7, 2007March 7, 2007


About Me

Jim Aksel, PMP

Director of Project Management

Celeris Systems, Inc

http://www.celeris-systems.com

[email protected]

Telephone: 714-813-4025


You get Credit!

• You may claim 1 hour of CE (or PDUs)• PMI References:


Backward Compatibility to 2003


Task Types

Resource Issues & Leveling

Custom Sorting

Conclusion

11

22

33

44 EVMS in Project


Sorting

Custom Sorts

EVMS

Tasks

LevelingResources


Fixed UnitsEffort Driven

Fixed UnitsEffort Driven

Fixed DurationEffort Driven

Fixed DurationEffort Driven

Fixed DurationNot Effort Driven

Fixed DurationNot Effort Driven

Fixed UnitsNot Effort Driven

Fixed UnitsNot Effort Driven

Fixed WorkFixed Work

TitleTitleTASKS


Task Type Definitions

• Fixed Units– The allocations of resource units is held constant

• Fixed Work– Total of all work hours assigned to a task is held

constant

• Fixed Duration– Task Duration is held constant


Effort Driven

• Total task work remains at its current value, regardless of how many resources are assigned to the task.

• When new resources are assigned, remaining work is distributed amongst all assigned resources, proportionately.


Basic Task


Basic Task Work Hours Spread


Added Resources

Additional resources just increase total work with no change to duration


Adding Resources After %Complete

Status Date:

15 FEB 2007

On Schedule


Progress Shown

Status Date:

15 FEB 2007

On Schedule


New Resources Create Remaining Work

Status Date:

15 FEB 2007

On Schedule


Adding Effort Driven Labor

Adding Resources reduces duration while keeping total work and units constant

No Work No Work ChangeChange

Added to Basic Task, after making it Effort Driven


Effort Driven Labor Added after %Complete

Adding Effort Driven Labor keeps finish date and work constant, creates split

Status Date:

15 FEB 2007

On Schedule


Adding Effort Driven Labor creates splits

Status Date:

15 FEB 2007

On Schedule


Effort Driven

•Add ResourcesTotal Work ConstantDuration Changes

•Add Work•Changes Duration

•New resourcesAdd work after Status Date

Not Effort Driven

•Duration fixed•Adding Resourcesadds remaining work

•Increasing Workincreases Duration

•New resources add work after Status Date

Fixed UnitsTasks


Fixed Duration TasksNot Effort Driven behaves as before

Adding resources divides remaining work among all resources


Fixed Duration w/%Complete

Additional Resources share the remaining work

Status Date:

15 FEB 2007

On Schedule


Fixed Work Task• Always effort driven

Additional Work alters duration while respecting finish date


You ChangeYou Change Units Units ED Duration Duration ED Work

Units Duration Duration Work Work Duration

Work Duration Duration Units Units Duration

Duration Work Work Work Work Units

Task Type Fixed:Task Type Fixed:

What Project Recalculates

ED: Effort Driven


Sorting

Custom Sorts

EVMS

Tasks

Leveling

Resources


Resources

• Individual names• Skill set grouping


Named Person

•Unique Calendars•Retains Grouping•Skill Specific

Skill Set List

•Department Wide•Easier to Assign•Interchangeable

Resource Types


Named Person

•Wage/Privacy•Harder to swap•Skill Specific

Skill Set List

•Department Wide

•Homogeneous•Calendaring•Exact Costs TBD

Resource Types


Sorting

Custom Sorts

EVMS

Tasks

Leveling

Resources


Leveling Order

• Standard Project looks at predecessor, slack (a task with more total slack time is delayed first), dates (a task with a later start date is delayed first), priorities, and constraints

• Priority, Standard Project looks first at priorities and then at predecessors, slack, dates, and constraints to determine whether and how tasks should be leveled


Leveling Parameters:• Day by Day Level resources when there is at least one day

more work scheduled for a resource than can be completed within the resource's normal availability for that day.

• Week by Week Level resources when there is at least one week more work scheduled for a resource than can be completed within the resource's normal availability for that week.

• Month by Month Level resources when there is at least one month more work scheduled for a resource than can be completed within the resource's normal availability for that month. This is the default setting.


Leveling Example:

• Ringo assigned to two 8 hour tasks in 1 day.• Leveling:

– Day By Day: Problem– Week By Week: No Problem, work <40– Month By Month: No Problem, work<160


Other Leveling Settings• Level only within available slack

– Finish Dates are respected.• Leveling can adjust individual assignments on a

task – Adjusts when a resource works on a task independent

of the other resources working on the same task. • Leveling can create splits in remaining work

– Any remaining work can be split for leveling. Unchecked will not delay a task with an Actual Start Date.


General Guidance

• IMHO– Project does a pretty good job of leveling

since it takes a methodical approach– However, it does level in resource order


Sorting

Custom Sorts

EVMS

Tasks

LevelingResources


Standard Sorting

Obvious

Just Like Excel


Sorting

Custom Sorts

EVMSTasks

Leveling

Resources


Custom Grouping (Sorting)


Custom Grouping Dialog


Custom Grouping


More Powerful Options


Some Grouping Ideas

• Place custom text field in Resource Usage View– Group by CLIN, Job Number, other accounting

information– Assign Control Account Managers– Supplier ID’s

• WBS Field– Sort by defined code (such as first three levels)


Sorting

Custom Sorts

EVMS

Tasks

Leveling

Resources

EVMS is my personal opinion


EVMS in MS Project

BCWS = Budgeted CostCost of Work Scheduled

BCWP = Budgeted CostCost of Work Performed

ACWP = Actual CostCost of Work Performed


EVMS Comments

• BCWS & BCWP only register in the Baseline Date Period

• If you start/finish on different dates you must enter an Actual Date in the [Actual Start] or [Actual Finish] columns


MS Project uses %Complete Method

• Think about it – Milestones, Incremental, 80/20, Formula, Apportionment are all subsets of %Complete

• The trick is accurate definition of %Complete


Example: Concert

• 6 Roadies take 2 days to setup• Fab Four sing some songs for 1 day• 3 Roadies tear down for 1 day


Resources

• Singers make $500/hr• Roadies make $25/hr• Let’s assume everyone is paid cash at the

end of each phase (setup, sing, teardown)


Baseline Schedule and Costs

• We have a $19K EAC and 4 Days


%Complete Example

• After Setup is complete,

we claim 50% EV = $9,500• We pay the roadies $2400


End of Day 3

• We claim 75% Complete

0.75 x $19,000 = $14,250


% Complete Earned Value Parameters

Item Mon Tues Wed Thur

BCWS $ 1,200.00 $ 1,200.00 $ 16,000.00 $ 600.00

ACWP $ - $ 2,400.00 $ 16,000.00 $ 600.00

cBCWS $ 1,200.00 $ 2,400.00 $ 18,400.00 $ 19,000.00

cBCWP $ - $ 9,500.00 $ 14,250.00 $ 19,000.00

cACWP $ - $ 2,400.00 $ 18,400.00 $ 19,000.00


%Complete EV

This is a duration weighted method

%Complete = durationprojectEntire

DurationCompletetasksi

i ii

__

*%1


%Work Complete

• This is an Effort weighted method

TotalWork

WorkteWorkCompleteWorkComple

tasksi

iii

1

*%%


%Work Complete

• At the end of the 2nd day, 63% of the labor is complete

• EV= 0.63 x $19,000 = $ 12,000


%Work Complete

• End of Day 3 we are 84% Labor Complete

0.84 x $19,000 = $16,000


Physical%Complete

• Allows you more flexibility– EV Method Physical%Complete– Each Task Physical%Complete


Physical % Complete EV for Tasks


Physical % Complete EV

stBaselineCo

BCWSCompletePhysicalCompletePhysical

tasksi

i i

1*%

%


Physcial%Complete Day 2

• At the end of Setup we are 13% Complete

0.13 x $19,000 = $2400

Note: Project displays only 2 significant digitsNote: Project displays only 2 significant digits


Physical % Complete Day 3

• At end of “Hey Jude…” we are 97% Complete

0.97 x $19,000 = $18,400


Which one does your boss expect?


www.celeris-systems.com800-951-EVMS800-951-EVMS

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