Session 4.2 Tutorial

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Session 4.2 Tutorial

• Diamond Team
• Adam Sprague
• Alex Pak
• Joy Oakland

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Overview

• Understanding the Relationship between Duration,
  Work, and Units
• Effort-Driven Scheduling
• Task Types
• Creating a Fixed-Duration Task
• Using the Resource Usage View to Examine Resource
  Information
• Sorting tasks for resource information
• Filtering Tasks for resource information

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Roles

• Alex
• Understanding the Relationship between Duration,
  Work, and Units
• Joy
• Creating a Fixed-Duration Task
• Adam
• Using the Resource Usage View to Examine Resource
  Information

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Instructions

• Follow along as the Diamond Team performs
  examples and exercises
• Refer to Instruction Sheet for written
  description of steps

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Assistance

• We encourage questions Raise your hands
• We will repeat any steps or exercise
• We will float and aid classmates

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Relationship between Duration, Work, and Units

• Understanding this is important as it is
  necessary to effectively manage task schedules
  and costs.
• Work Duration Units
• (W D U)
• Duration Work/Units

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Exploring the duration, work, and units
relationship in MS Project

• Please refer to the Instruction sheet and follow
  along.

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Figure 1
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Figure 2
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(W D U) Relationships
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Effort-Driven Scheduling

• When a new resource is added to a task with an
  existing resource assignment, total work remains
  constant and the duration is adjusted to
  accommodate the redistribution of work across
  multiple resources.
• If you turn off effort-driven scheduling, and a
  new resource is added to a task with an existing
  resource assignment, the work no longer drives
  the assignment.
• In this case the duration of the task remains
  constant and the work is increased. This is
  called a fixed-duration task

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Task Types

• This is a task field that refers to what will
  remain constant when additional resources are
  added to a task.
• It may either be Fixed Units (default), Fixed
  Duration, or Fixed Work.
• This is what drives the task and is what
  determines how each variable will react to
  changes in units, duration, or work.

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Fixed-duration Task

• Objective
• To create a fixed-duration task
• Watchouts
• When effort-driven scheduling is turned off, work
  is not held constant, rather duration is held
  constant
• Example
• Relevance and Importance
• Meetings and seminars should have fixed durations
• A tasks work, rather the duration, changes when
  new resources are assigned

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Using the Resource Usage View to Examine Resource
Information

• The Resource Usage view shows each resource that
  has assigned tasks.
• The left pane is similar to the Task Entry Table,
  but contains resource information.
• The right pane displays the number of hours each
  resource is assigned according to each task.
  This is laid out in a day-by-day format.
• Lets do an example.

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Important info to take from the To Filter a
Project for Resource Information example

• Resources appear in the Resource Name column.
  This is very similar to how Summary Task are
  displayed.
• Resources in red means there was an
  overallocation made.
• Expanding and collapsing individual resources
  within the Resource Usage view is similar to
  expanding and collapsing summary task in the Task
  sheet view.

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Sorting Tasks for Resource Information

• Sorting is used to reorder the resources in an
  ascending or descending sort order depending on
  their values and which field or name they fall
  under.
• To make this clearer, lets do an example to Sort
  a Project for Resource Information.

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Important info to take from the To Sort a Project
for resource information

• Sorting Resource Sheets is similar to sorting
  Task Sheets, except the fields differ.
• Tasks are sorted by Start Date, Finish Date,
  Priority, Cost and ID.
• Resources are sorted by Cost, Name, and ID.

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Filtering Tasks for Resource Information

• The Resource Usage view can be used to Filter
  resources to show a subset of resources that meet
  certain criteria.
• For example, in the example we will be doing, we
  will be focusing on overallocated resources
  (resources with more than eight hours of work
  assigned for a given day or days).

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Important info to take from the To Filter a
Project for Resource Information

• Notice after step 1 how now only the resources
  that are overallocated are now showing on the
  resource sheet.
• After step 2, you can see which two tasks created
  the overallocation for Gabriel on Monday, October
  21, 2002. He was scheduled on that day to spend
  eight hours testing software and eight hours
  testing hardware.
• In step 3 it asks you to hit the Print Preview
  button because they want you to look at the
  entire Resource Sheet. If you are using this
  software for an actual company, you are going to
  want to print this information out and use it to
  communicate with the planning and management
  staff for that company.

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Questions
Questions