Several noob questions (effort vs duration)

[Onno]

Hi, I am fairly new to MS Project (2007). I am trying to setup a
planning for my team and I can’t find answers to the following
questions:

1) The team workweek is 40 hours, so the default calendar is ok.
However, I myself work 36 in 4x9h. What is best: a) change my personal
calendar to 4x9 (1 day free/week), or b) set the Max. Units on the
Resource Sheet for myself to 90%? What are the pros and con’s of both?

2) I use effort-driven scheduling. When I assign 2 resources to a
task, the duration halves. This is what I expect. However, if I assign
a single resource for 50% to the task, the duration stays the same. I
would have expected that it would double?

3) If I remember correctly, previous Project versions had an ‘effort’
and a ‘duration’ column for tasks. I filled in my best estimation for
a task in effort, and Project calculated the duration based on the
assigned resources, holidays in the calendar, etc. I am a bit confused
as to what the ‘duration’ column in the gant chart now means. Where
did the distinction between effort and duration go?

4) What is the effect of marking an entered duration as an estimation?
(Either by entering it like ‘5days?’ or by checking ‘Estimated’ in the
Task Information dialog?

5) I thought that if I had a bunch of tasks and work-type resources, I
could just fill in the estimated efforts, link the tasks that have
dependencies and assign the resources. Project would then schedule,
dividing the time the resources have over the tasks. However, this
does not happen. Project just allocates the tasks resulting in
overallocated resources. Do I really have to check the Resource Graph
for each resource and each time frame myself to adjust the ‘Units’ on
assignments myself to prevent over allocation?

6) Nobody works 100% efficient. We have several weekly meetings,
interruptions for giving support, coffee breaks etc. What is the
best strategy here? a) Try to calculate then into the estimations? b)
Reduce the Max. Units of each resource to say 80%, or c) Create a new
(“meetings, reviews, support, etc”) task for it. My previous project
leader used to do it like this in another planning tool, and I would
like to do it also like this. But if this means that I manually have
to lower the Units for each task to balance between this and the other
tasks, I don’t feel it’s the right way.

Many thanks for your answers. Please forgive me if these are noob
questions, I cannot find the answers in the help or otherwise online.

Regards,
Onno

 

[JulieS]

Hello Onno,

My comments are inline:

"Onno" wrote in message
Hi, I am fairly new to MS Project (2007). I am trying to setup a
planning for my team and I can’t find answers to the following
questions:

1) The team workweek is 40 hours, so the default calendar is ok.
However, I myself work 36 in 4x9h. What is best: a) change my
personal
calendar to 4x9 (1 day free/week), or b) set the Max. Units on the
Resource Sheet for myself to 90%? What are the pros and con’s of
both?

[Julie] If you only work 4 days per week, I would change your
calendar to reflect the one day per week where you are not at the
office. I think in your stated circumstance that is more accurate
than saying you are at the office 5 days per week.

2) I use effort-driven scheduling. When I assign 2 resources to a
task, the duration halves. This is what I expect. However, if I
assign
a single resource for 50% to the task, the duration stays the same.
I
would have expected that it would double?

[Julie] Effort-driven only applies to the assignment of resources
*after* the first resource is assigned. If you wish to have a task
duration double when you assign the resource at 50%, there are two
options. First assign at 100% to calculate work = duration, then
change assignment units to 50% and duration will double. Other
option is to specify the work value and let Project recalculate the
duration based upon Work/Units.

3) If I remember correctly, previous Project versions had an ‘effort’
and a ‘duration’ column for tasks. I filled in my best estimation
for
a task in effort, and Project calculated the duration based on the
assigned resources, holidays in the calendar, etc. I am a bit
confused
as to what the ‘duration’ column in the gant chart now means. Where
did the distinction between effort and duration go?

[Julie] It hasn't changed at all. You can add the Work field to
the task sheet (left side of the Gantt chart view) and work as you
remember. I personally use the task form showing in the lower pane
(Window > Split) to gain easy access to Work, Duration, Units,
Effort Driven, and Task type.

4) What is the effect of marking an entered duration as an
estimation?
(Either by entering it like ‘5days?’ or by checking ‘Estimated’ in
the
Task Information dialog?

[Julie] There is a built in filter for "Tasks with estimate
durations". Mathematically, there is no difference between an
estimated duration and one that is entered without the ?

5) I thought that if I had a bunch of tasks and work-type resources,
I
could just fill in the estimated efforts, link the tasks that have
dependencies and assign the resources. Project would then schedule,
dividing the time the resources have over the tasks. However, this
does not happen. Project just allocates the tasks resulting in
overallocated resources. Do I really have to check the Resource
Graph
for each resource and each time frame myself to adjust the ‘Units’
on
assignments myself to prevent over allocation?

[Julie] No, you can use the Resource Leveling command to have
Project delay tasks to resolve overallocation. See the Tools menu.

6) Nobody works 100% efficient. We have several weekly meetings,
interruptions for giving support, coffee breaks etc. What is the
best strategy here? a) Try to calculate then into the estimations?
b)
Reduce the Max. Units of each resource to say 80%, or c) Create a
new
(“meetings, reviews, support, etc”) task for it. My previous project
leader used to do it like this in another planning tool, and I would
like to do it also like this. But if this means that I manually have
to lower the Units for each task to balance between this and the
other
tasks, I don’t feel it’s the right way.

[Julie] I think you'll find there are some differences of opinion on
this one. I would certainly include project review meetings as
tasks in the project as they have a significant impact on project
execution and control. In planning your project, you'll need to
discover what resources you have available and what their true
availability is to the project. If you have resources who are also
support staff, and the expectation is they will work on your project
around their "regular" support jobs, I would set a max. units less
than 100% when I defined the resource. Project will by default
assign the resource at max. units. If you enter effort (work)
you'll see duration increase due to the lower assignment units.

Many thanks for your answers. Please forgive me if these are noob
questions, I cannot find the answers in the help or otherwise
online.

[Julie] No need to apologize You're asking very good questions
and that's why this newsgroup exists.

Regards,
Onno

[Julie] Good luck! I hope this helps. Let us know how you get
along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional
information about Microsoft Project

 

[JulieS]

Reposting:

My initial reply seems to have gone off into the netherworld, so I'm trying
again. My comments are inline.

Hi, I am fairly new to MS Project (2007). I am trying to setup a
planning for my team and I can’t find answers to the following
questions:

1) The team workweek is 40 hours, so the default calendar is ok.
However, I myself work 36 in 4x9h. What is best: a) change my personal
calendar to 4x9 (1 day free/week), or b) set the Max. Units on the
Resource Sheet for myself to 90%? What are the pros and con’s of both?

Julie: If you only work 4 days per week, I would change your
calendar to reflect the one day per week where you are not at the
office. I think in your stated circumstance that is more accurate
than saying you are at the office 5 days per week.

2) I use effort-driven scheduling. When I assign 2 resources to a
task, the duration halves. This is what I expect. However, if I assign
a single resource for 50% to the task, the duration stays the same. I
would have expected that it would double?

Julie: Effort-driven only applies to the assignment of resources
*after* the first resource is assigned. If you wish to have a task
duration double when you assign the resource at 50%, there are two
options. First assign at 100% to calculate work = duration, then
change assignment units to 50% and duration will double. Other
option is to specify the work value and let Project recalculate the
duration based upon Work/Units.

3) If I remember correctly, previous Project versions had an ‘effort’
and a ‘duration’ column for tasks. I filled in my best estimation for
a task in effort, and Project calculated the duration based on the
assigned resources, holidays in the calendar, etc. I am a bit confused
as to what the ‘duration’ column in the gant chart now means. Where
did the distinction between effort and duration go?

Julie: It hasn't changed at all. You can add the Work field to
the task sheet (left side of the Gantt chart view) and work as you
remember. I personally use the task form showing in the lower pane
(Window > Split) to gain easy access to Work, Duration, Units,
Effort Driven, and Task type.

4) What is the effect of marking an entered duration as an estimation?
(Either by entering it like ‘5days?’ or by checking ‘Estimated’ in the
Task Information dialog?

Julie:There is a built in filter for "Tasks with estimate
durations". Mathematically, there is no difference between an
estimated duration and one that is entered without the ?

5) I thought that if I had a bunch of tasks and work-type resources, I
could just fill in the estimated efforts, link the tasks that have
dependencies and assign the resources. Project would then schedule,
dividing the time the resources have over the tasks. However, this
does not happen. Project just allocates the tasks resulting in
overallocated resources. Do I really have to check the Resource Graph
for each resource and each time frame myself to adjust the ‘Units’ on
assignments myself to prevent over allocation?

Julie: No, you can use the Resource Leveling command to have
Project delay tasks to resolve overallocation. See the Tools menu.

6) Nobody works 100% efficient. We have several weekly meetings,
interruptions for giving support, coffee breaks etc. What is the
best strategy here? a) Try to calculate then into the estimations? b)
Reduce the Max. Units of each resource to say 80%, or c) Create a new
(“meetings, reviews, support, etcâ€) task for it. My previous project
leader used to do it like this in another planning tool, and I would
like to do it also like this. But if this means that I manually have
to lower the Units for each task to balance between this and the other
tasks, I don’t feel it’s the right way.

Julie: I think you'll find there are some differences of opinion on
this one. I would certainly include project review meetings as
tasks in the project as they have a significant impact on project
execution and control. In planning your project, you'll need to
discover what resources you have available and what their true
availability is to the project. If you have resources who are also
support staff, and the expectation is they will work on your project
around their "regular" support jobs, I would set a max. units less
than 100% when I defined the resource. Project will by default
assign the resource at max. units. If you enter effort (work)
you'll see duration increase due to the lower assignment units.

Many thanks for your answers. Please forgive me if these are noob
questions, I cannot find the answers in the help or otherwise online.

Regards,
Onno

Julie: No need to apologize You're asking very good questions
and that's why this newsgroup exists.

Good luck! I hope this helps. Let us know how you get
along.

Julie
Project MVP

Visit http://project.mvps.org/ for the FAQs and additional
information about Microsoft Project

 

[Jim Aksel [MVP]]

** In line below ** I am sure others will be contributing.
Jim

Hi, I am fairly new to MS Project (2007). I am trying to setup a
planning for my team and I can’t find answers to the following
questions:

1) The team workweek is 40 hours, so the default calendar is ok.
However, I myself work 36 in 4x9h. What is best: a) change my personal
calendar to 4x9 (1 day free/week), or b) set the Max. Units on the
Resource Sheet for myself to 90%? What are the pros and con’s of both?

** Change your personal calendar for 9x4. If you are at 90% it would mean
you are available 7.2 hours every day with no day off

2) I use effort-driven scheduling. When I assign 2 resources to a
task, the duration halves. This is what I expect. However, if I assign
a single resource for 50% to the task, the duration stays the same. I
would have expected that it would double?

** Effort driven comes into play when you add a second resource after the
first one. If you have no resources and add Fred at 50% it will assign
work. If you then add Barney the calculation off effort driven will divide
the remaining work between Fred/Barney in accordance with their assigned
percentages **

3) If I remember correctly, previous Project versions had an ‘effort’
and a ‘duration’ column for tasks. I filled in my best estimation for
a task in effort, and Project calculated the duration based on the
assigned resources, holidays in the calendar, etc. I am a bit confused
as to what the ‘duration’ column in the gant chart now means. Where
did the distinction between effort and duration go?

** It is still there and did not change. You man insert the Effort Drvien
column if you desire (it is a Y/N field). You may also want to try
Window/Split ***

4) What is the effect of marking an entered duration as an estimation?
(Either by entering it like ‘5days?’ or by checking ‘Estimated’ in the
Task Information dialog?

** It is just a marker so you know the duration is estimated. You can
filter to "estimated duration" if you insert the [Estimated] column. Once
your duration becomes more firm you can change [Estimated] to "No". There is
also a filter on the drop down called "Tasks with estimated durations".
You can turn off the feature: Tools/Options, pull the Schedule tab and
there is a check bo 2nd up from the bottom **

5) I thought that if I had a bunch of tasks and work-type resources, I
could just fill in the estimated efforts, link the tasks that have
dependencies and assign the resources. Project would then schedule,
dividing the time the resources have over the tasks. However, this
does not happen. Project just allocates the tasks resulting in
overallocated resources. Do I really have to check the Resource Graph
for each resource and each time frame myself to adjust the ‘Units’ on
assignments myself to prevent over allocation?

** Resource Leveling is available. Tools/Level Resources... You can turn
the automatic feature on if you wish, but I do not recommend it. You can
read more about resource leveling in the help **

6) Nobody works 100% efficient. We have several weekly meetings,
interruptions for giving support, coffee breaks etc. What is the
best strategy here? a) Try to calculate then into the estimations? b)
Reduce the Max. Units of each resource to say 80%, or c) Create a new
(“meetings, reviews, support, etc”) task for it. My previous project
leader used to do it like this in another planning tool, and I would
like to do it also like this. But if this means that I manually have
to lower the Units for each task to balance between this and the other
tasks, I don’t feel it’s the right way.

** People handle it in differnt ways. Personally, we bury items like "staff
meetings" and just assume that if Fred and Barney are assigned to Coding for
40 hours each this week, then they would charge off a level of effort staff
meeting as part of their 40 hours. In dong so, we assume the task will get
done in 5 days including the 1 hour staff meeting on Wednesday.

It is not quite so clear all the time however. Even though no one wants to
include staff meetings and adjust %availability, there are times when it
becomes mandatory. For example, what if Fred had to take a class for a few
days. What we do there is make Fred unavailable for those days.... assuming
he was charging class to an overhead budget. If Fred was charging the class
to the program, then it would go in the Project schedule. **

Many thanks for your answers. Please forgive me if these are noob
questions, I cannot find the answers in the help or otherwise online.

** No worries. These are issues we all have to deal with on every program.
You will find plenty of people here to help you. Post often there are no
dumb questions. **

Regards,
Onno

 

[Onno]

Jim and Julie: Many thanks! I understand better now.

I now have added a 'Work' column to the task sheet. In this column, I
filled in our original estimates for the tasks. As soon as I assign
resources, I see the duration change as expected. Great! Project will
leave my 'Work' estimates alone at all times, right?

Thanks for all the tips. I will look into the resource leveling a bit
more. If I have any further questions, I will report back.

Thanks so far and happy easter!
Onno
The Netherlands

 

[JulieS]

Hello Onno,

You're most welcome. To your question about Project leaving work
estimates alone at "all times", no, not completely. If you'd like
Project to leave your work as you set unless you change it manually,
consider setting the task type to Fixed Work for your tasks. With
Fixed Work task types, if you change the task duration, Project will
recalculate assignment units. If you change assignment units,
Project will recalculate duration. The default task type is Fixed
Units.

Do post back with further questions as you need.

Happy Easter.

Best,
Julie

"Onno" wrote in message
news:cfd813e2-558e-443b-9ecf-52d2ab67b4f9@g36g2000vbi.googlegroups.com...

 

[Jim Aksel]

Almost. Now you've discovered the other thing about Project: Task Types and
Effort Driven. Here's the short story:

Work = (Units%)*(Duration)
You can only change one at a time. You can also tell Project which one to
hold constant. Tasks can be of type Fixed Units, Fixed Work, Fixed Duration.

So there are nine ways to to this, plus you get to check or uncheck the
effort driven box as well. So if you have a fixed units task and change the
duration, project will hold units constant and change your work for you.

Another example. The task is Fixed Duration and you change the value of
work. Project happily adjusts units%.

Check my blog, I should have a white paper on it. If I don't I will post
one shortly.
--
If this post was helpful, please consider rating it.

Jim Aksel, MVP

Check out my blog for more information:
http://www.msprojectblog.com