Tracking Actual Time

[Mike M]

Is there a way to record actual time in a daily activity log within Project
2003/2007?

Basically, once a task has been started, I would like to log on a daily
basis until the project is complete, the number of hours spent per day. For
example, for a 1 day task starting on Monday. I spend my time in the
following way.

Monday: 1 hour
Tuesday: 5 hours
Wednesday: 0 hours
Thursday: 4 hours. !!! Task Complete !!!

Total time 10 hours. Actual Start: Monday Actual Finish Thursday. In the
end, I want to visualize a 10 hour effort stretched out over a 4 day period
then analyze what other tasks interrupted the scheduled work.

Is it possible to use create an activity log per task in Project 2k3/7? If
so, how?

 

[Dale Howard [MVP]]

Mike --

Yes, this is very possible. Here's how:

1. Click View - Task Usage.
2. Right-click in the timephased grid (yellow/white timesheet grid) and
select the Actual Work item.
3. Zoom the timescale to Weeks Over Days.

You can now enter your time for the resource(s) assigned to the task on a
daily basis. When you enter the time as you noted in your question, the
system would create a task split on Wednesday to indicate that work stopped
completely on the task on that date. Hope this helps.

 

[Mike M]

Ah, I see. Thanks for the pointer.

Cheers,
Mike

 

[Mike M]

When using this method of recording actual daily hours of effort, I found
that the actual finish date would update to the date specified in the task
usage view without actually exceeding the estimated effort time. So, for an
8 hour task, an activity log entry of 1 hour completes the task...that
doesn't seem right.

Is there a way to stop this behaviour?

 

[Dale Howard [MVP]]

Mike M --

Are you entering the time spent on the task in the Actual Work line in the
timephased grid? Entering 1 hour of Actual Work on a 8 hour task should
reschedule the 7 hours of Remaining Work to the next time period. Let us
know.

 

[Mike M]

When in the Task Usage view, I right-clicked on the "calendar" view and
checked the Actual Work menu item. I unchecked the Work menu item. Under
the Details column it says Act. Work. Yes, I believe I'm following the
directions from earlier.

To reproduce, I created a new project with a single, 8 hr task. I
base-lined the project then switch into the Task Usage view. I set the
Actual Start date then entered 1 hrs in the Task Usage calendar. As soon as
I press Enter, the Actual Finish date is set and % complete jumps to 100%.

I ran through this scenario using Project 2003.

Thanks for the help on this.

 

[Dale Howard [MVP]]

Mike --

You are missing one vital step: you MUST assign one or more resources to
each of your tasks. Then when you enter progress in the Task Usage view,
the system will behave as I described it. In your description of the steps
you performed, you didn't say anything about assigning a resource to the
sample task. Hope this helps.

 

[Mike M]

Ah, I see. This is better, now I enter the hours on the line associated with
the resource and the hours accumulate.

Unfortunately, if the plan under-estimated the time necessary for the task,
once all the alotted hours are used up then the task is marked as complete.
Then if you try to reduce the actual % complete then the number of hours
worked is reduced. Is there a way to break this relationship. If so, how?

 

[Dale Howard [MVP]]

Mike --

While in the Task Usage view, click View - Table - Work. If the resource
has used all of the hours of planned Work on the task, but is not yet done,
then increase the Remaining Work value in the table on the left to reflect
how many hours the resource thinks he/she has left. This will increase the
Duration of the task and reduce the % Work Complete value accordingly. You
are learning, my friend!

 

[Mike M]

I'm getting there! Thanks for all the help.

 

[Dale Howard [MVP]]

Mike M --

You are more than welcome, my friend!