Best way to plan time spent on recurring tasks

[Kesavan]

Hi
I want to plan for the time each resource (assume 2 for now) would spend
on team meetings. The team meeting occurs once a week on Mondays for 1 hr.
What I would like to see in the Resource Usage is 1 hr allocated to each
resource on Mondays.
The following is what I did to achieve the end but I am satisfied with
the solution.

I would greatly appreciate any help on how it is normally done because I
believe this is a very standard requirement for all projects.

To achieve this, I had created a task called "Team Meetings" ( fixed
work). I created a separate calendar with 2 hours per week. All days are
non-working except Mondays.
Assigned resources say R1 and R2 each 50%. THis seems to work fine if both
the resources are 100% dedicated to the project ( max units in Resource
Sheet). If one resource is only 90% on the project, the whole timeline gets
skewy.
Also if one of the resources is on vacation on a particular Monday, the
plan is skewed.

regards

 

[DonL]

Kesavan,

Your meeting task should be set to Fixed Duration. This way each resource
added to the task can be allocated 100% and will not mess up their other
assignments.

I hope this helps!

 

[Pratta]

Hi Kesavan
I think your problem might be in how you are allocating the time.
There are various ways to update time. You can use the Task Usage view or
Resource Usage View tables to allocate the time spent each week, insert a
Actual Work row to do so, in the RHS; or select the task and Window Split.
Also, I wouldn't create a separate calendar for recurring tasks, just use
your project calendar. Create a task as either FW (eg. at a rate of 2
hrw/week) or FD for the period required as a duration activity, and then,
depending on how the tasks are updated, from timesheets or by direct keying
using those views, it will work quite well.

Regards...........Pratta

 

[Mike Glen]

Hi Kesavan ,

Welcome to this Microsoft Project newsgroup

Have you tried Insert/Recurring Task... ? This procedure is specially
designed for meetings.

FAQs, companion products and other useful Project information can be seen at
this web address: http://www.mvps.org/project/

Hope this helps - please let us know how you get on

Mike Glen
MS Project MVP