Assignment Dates not changing

[Cindy]

One of our PMs came to me saying that she changed the dates on a task but the
resource wasn't getting the change in assignment. I investigated and found
this:

The task is a Fixed Duration task. The duration was originally set at 7
days and work was set at 40 horus. One resource was assigned. Everything
worked fine. The PM increased the duration to 73 days to give the resource
more time to finish it (the work remained the same). The task is now showing
the new finish date, however, when I looked at the assignment information it
still had the original date. The work contour indicator had somehow gotten
set to "countour" (I'm sure the PM didn't set it so I'm not sure how it
happened).

I was able to set the new finish date manually (and then had to reset the
work) and everything is now looking good. I have not been able to find any
information on this problem nor have I been able to recreate it.

Any ideas would be helpful.

Thanks,

 

[John]

One of our PMs came to me saying that she changed the dates on a task but the
resource wasn't getting the change in assignment. I investigated and found
this:

The task is a Fixed Duration task. The duration was originally set at 7
days and work was set at 40 horus. One resource was assigned. Everything
worked fine. The PM increased the duration to 73 days to give the resource
more time to finish it (the work remained the same). The task is now showing
the new finish date, however, when I looked at the assignment information it
still had the original date. The work contour indicator had somehow gotten
set to "countour" (I'm sure the PM didn't set it so I'm not sure how it
happened).

I was able to set the new finish date manually (and then had to reset the
work) and everything is now looking good. I have not been able to find any
information on this problem nor have I been able to recreate it.

Any ideas would be helpful.

Thanks,

Cindy,
Wow, that's quite a change in duration, (7 days to 73 days), just to
"give the resource more time to finish" - what a generous PM. Are you
familiar with the axiom that says, "work will expand to fill the time
alloted to it"? I'd be careful about giving the resource more time - I'm
glad I'm not responsible for your payroll.

OK, here are some questions I have for you. When I set up the same
scenario you mention, (i.e. 7 day fixed duration, non-effort driven,
task with one resource and 40 hours of work), the resource shows an
assignment level of 71%. However, if I increase the duration, work will
also increase and the task reverts to the equivalent of fixed units.
Why? Because the task is no longer fixed duration, and a resource has
been assigned. From Project's viewpoint, that changes the rules.

Now, you mentioned that when the duration was increased, the work
remained the same, so somewhere someone had to adjust the work value
back to 40h. Also, you mentioned that you looked at the assignment
information. Which view did you use to see that data?

Just as an aside, if dates don't seem to track, it may be because
Tools/Options/Calculation tab is set for manual. Set it to automatic and
see if that helps.

You mentioned that you could not recreate this issue. Can the PM who had
the problem run through the exact steps he/she used? Then relay those to
us and maybe we can figure out what is happening.

John
Project MVP

 

[Cindy]

John,

I am going to insert my answers to your questions below. Thank-you for
getting back to me on this.

--
....Cindy

Cindy,
Wow, that's quite a change in duration, (7 days to 73 days), just to
"give the resource more time to finish" - what a generous PM. Are you
familiar with the axiom that says, "work will expand to fill the time
alloted to it"? I'd be careful about giving the resource more time - I'm
glad I'm not responsible for your payroll.

I agree totally!!

OK, here are some questions I have for you. When I set up the same
scenario you mention, (i.e. 7 day fixed duration, non-effort driven,
task with one resource and 40 hours of work), the resource shows an
assignment level of 71%. However, if I increase the duration, work will
also increase and the task reverts to the equivalent of fixed units.
Why? Because the task is no longer fixed duration, and a resource has
been assigned. From Project's viewpoint, that changes the rules.

I'm having a senior moment....but...I don't understand why it reverts to
fixed units.

Now, you mentioned that when the duration was increased, the work
remained the same, so somewhere someone had to adjust the work value
back to 40h.

The problem started when the PM increased the duration, the work did NOT
increase. It didn't impact the assignment at all - I would have expected it
to work just like you said.

Also, you mentioned that you looked at the assignment information. Which view > did you use to see that data?

I went into Task Usage view and double clicked on the resource.

Just as an aside, if dates don't seem to track, it may be because
Tools/Options/Calculation tab is set for manual. Set it to automatic and
see if that helps.

This is the first thing I check. It has burned me more than once!!

You mentioned that you could not recreate this issue. Can the PM who had
the problem run through the exact steps he/she used? Then relay those to
us and maybe we can figure out what is happening.

When I was trying to recreate it I was using a fresh plan. I just opened
the plan that had the problem and was able to recreate it on another task.
The only difference with this task was that it was effort driven and the
duration ws 90d. I changed the duration to 120d...the work did NOT increase
and the assignment did not change.

There have been a lot of problems with this plan. People's units have been
changed to extremely high numbers (600% or more) when time is approved and
updated. Dates and durations are also changing on Fixed Duration tasks when
time is approved.

 

[John]

Cindy,
OK, I'll try to address your comments
First, stay out of payroll - it will only give you grey hair.

I'm having a senior moment....but...I don't understand why it reverts to
fixed units.

It's not a senior moment, it is just the wonderful world of Project.
After a resource is assigned to a task, Project bases its calculations
on the following formula: duration=work/units. If duration is changed,
Project will hold units fixed and recalculate work. Why does it hold
units fixed instead of work? I think it is because fixed units is the
default task type and perhaps Project was designed with the idea that
once a real live body is assigned it makes more sense to keep that
assignment intact and vary the work as necessary. I don't know, it's
just my theory of why Project does what it does.

The problem started when the PM increased the duration, the work did NOT
increase. It didn't impact the assignment at all - I would have expected it
to work just like you said.

You may have been burned by calculation being on manual, but how about
the PM. It sounds like calculation was set for manual on the PM's PC.

When I was trying to recreate it I was using a fresh plan. I just opened
the plan that had the problem and was able to recreate it on another task.
The only difference with this task was that it was effort driven and the
duration ws 90d. I changed the duration to 120d...the work did NOT increase
and the assignment did not change.

There have been a lot of problems with this plan. People's units have been
changed to extremely high numbers (600% or more) when time is approved and
updated. Dates and durations are also changing on Fixed Duration tasks when
time is approved.

It sounds like this plan, (the one with the problem), has either gotten
corrupted or is so overly edited that it is essentially corrupt (i.e.
not realistic or useful). I could take a look at it but as I told Jesse,
(the guy who posted with a similar problem), if the file has been
heavily edited over a period of time, it is unlikely that I would be
able to determine anything (other than the file is really hosed up).
Nonetheless, you're welcome to send me the file via e-mail if you wish.
My address is shown below.

You mentioned the problems seem to occur after time is approved. How
exactly is time being approved?

By the way, are you using Project Server? If so, most of the above is
mute because Project Server has its own quirks and I know nothing about
any of them - I work strictly with the standalone desktop version. If
you are using Server, you might try posting to our sister newsgroup at:
microsoft.public.project.server

John
Project MVP
jensenj6atatcomcastdotdotnet
(remove obvious redundancies)