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How to capture staggered work? RRS feed

  • Question

  • Let's say for example that someone needs to put 8 hours of work. This work needs to be done anytime from a Monday to Friday. The guy can put 2 hours on day, 2 hours next day and so on. Or he/she can put 8 hours on any of these days between Monday and Friday.

    The only constraint is that the work can only start after Monday and needs to end before the end of day on Friday. But it doesn't mean that it will take 5 days. Only 8 hours.

    How can I enter this task on MS Project?
    Wednesday, June 8, 2011 9:41 PM

Answers

  • Txt123 --

    In Microsoft Project 2003, click Window > Split to apply the Task Entry view.  This combination view includes the Gantt Chart view in the top pane, and the Task Form view in the bottom pane.  This view is incredibly powerful, as it gives you control over every element of the Microsoft Project scheduling engine.

    To address your other issue, it is important that you understand the difference between Work and Duration.  Work is the amount of effort spent performing a task, measured in Hours by default.  Duration is the time span during which the Work is performed, measured in Days by default.  In your situation, the Duration of the task is 5 days, while the Work is 8 hours. See the difference?

    So, in order to set up this task correctly (as others have already advised you to do), use the Task Entry view to assign the resource at 20% Units and 8 hours of Work.  When you click the OK button in the Task Form pane, Microsoft Project 2003 will calculate the Duration as 5 days.  I believe this is what you are requesting.  Correct?  Hope this helps.


    Dale A. Howard [MVP]
    VP of Educational Services
    msProjectExperts
    http://www.msprojectexperts.com
    http://www.projectserverexperts.com
    "We write the books on Project Server"

    Friday, June 10, 2011 3:30 PM
    Moderator
  • Don't give up that quickly!  I explained the split screen method as in my opinion it is by far the best way to input and edit data and see what's going on.  You didn't say you are using version 2003, which makes it a little easier.  There isn't a split menu - I didn't say that.  Right click in the Gantt Chart area and in the drop down menu you can see "Split".  You can also get there via the top menu: Window/Split.  This will give you a window with all the options I described.  Try again, it will be worth your while!  All is explained in my tutorials.

     

    Mike Glen

    Project MVP

    See http://tinyurl.com/2xbhc for my free Project Tutorials

     

     

    Friday, June 10, 2011 3:24 PM
    Moderator

All replies

  • To set Task B (8-hour work task) to start on Monday:
    - Create a Task Calendar with only 1-minute of working time on Monday from 07:59 AM - 08:00 AM
    - Define a task with 1 minute duration, say Task A and apply the Task Calendar to Task A
    - Link Task A as predecessor to Task B (8-hour work task)

    Would you like to allocate 5 days (Monday to Friday) for the task at the beginning ? If not so, assign the resource (assuming the guy is working based on the Standard base calendar - 8 hrs/day) to 1-day duration Task B and let the Project calculate the remaining work as you update the task's schedule starting from Monday by entering the actual work hours into the timephased table.

    -- Ismet

     

     


    Wednesday, June 8, 2011 11:28 PM
  • Ismet's idea works if task can only start on any Monday. If you just want to assign this task after another task finishes, assign the resource at units of 20%. 20% means 1 hour in 5 is worked (or 8h in 40h).

    Rod Gill

    The one and only Project VBA Book Rod Gill Project Management
    Wednesday, June 8, 2011 11:32 PM
    Moderator
  • Further to Rod's reply and reading your question.  I understand that the wokr cannot start on Monday but can only start at any time from Tuesday on.  If that is the case then Rod's answer needs one further qualification and that is to asign a specific calendar to the task that has Monday as non working, leaving Tuesday through Friday as working days only.

     


    Regards DavidC
    Thursday, June 9, 2011 2:35 AM
  • Hi ,
     
    Welcome to this Microsoft Project forum:)
     
    I think there’s some misunderstanding, and I might be guilty too!  However, my routine is, from the Gantt Chart view, enter the task and Duration of 5 days.  In the Gantt area, right click and select Split.  This is the split screen view that is most useful.  In the lower screen you will see the Task Name and Duration.  Make the Task Type : Fixed Duration and click OK to set Project in that mode.  Now enter the resources name and assign the Work at 8hours, OK.  that will do the trick – check in the Task Usage view, and you will see the resource has been assigned at the default level contour of 1.6 hours per day.  You can now edit that contour to meet the working pattern you need.
     
    FAQs, companion products and other useful Project information can be seen at this web address:  http://project.mvps.org/faqs.htm.
     
    Hope this helps - please let us know how you get on :)
     
    Mike Glen
    MS Project MVP
    See http://tinyurl.com/2xbhc for my free Project Tutorials
    Thursday, June 9, 2011 1:52 PM
    Moderator
  • Thanks a lot for your solution, Mike.

    I think that yours and the others that replies a little bit cumbersome. I wish that was a easier solution for this situation.

    Nevertheless, I use project 2003 and my split menu doesn't have these options that you mentioned.

    The problem of "Duration" is the MS-Project only takes into consideration the starting and finish dates. Not the actual effort.

    Someone may work in multiple projects. Some of these projects I even not need to manage. All I know is that the resource will put 8 hours/week on my task. He may work 1 full day on the task or 1.6 hours a day or 4 hours in two days. It doesn't really matter to me. However, the duration in Project is 5 days. I want the start date to be Monday, the end date to by Friday and duration to be 8 hours.  I am struggling with that.

    Thursday, June 9, 2011 9:16 PM
  • Don't give up that quickly!  I explained the split screen method as in my opinion it is by far the best way to input and edit data and see what's going on.  You didn't say you are using version 2003, which makes it a little easier.  There isn't a split menu - I didn't say that.  Right click in the Gantt Chart area and in the drop down menu you can see "Split".  You can also get there via the top menu: Window/Split.  This will give you a window with all the options I described.  Try again, it will be worth your while!  All is explained in my tutorials.

     

    Mike Glen

    Project MVP

    See http://tinyurl.com/2xbhc for my free Project Tutorials

     

     

    Friday, June 10, 2011 3:24 PM
    Moderator
  • Txt123 --

    In Microsoft Project 2003, click Window > Split to apply the Task Entry view.  This combination view includes the Gantt Chart view in the top pane, and the Task Form view in the bottom pane.  This view is incredibly powerful, as it gives you control over every element of the Microsoft Project scheduling engine.

    To address your other issue, it is important that you understand the difference between Work and Duration.  Work is the amount of effort spent performing a task, measured in Hours by default.  Duration is the time span during which the Work is performed, measured in Days by default.  In your situation, the Duration of the task is 5 days, while the Work is 8 hours. See the difference?

    So, in order to set up this task correctly (as others have already advised you to do), use the Task Entry view to assign the resource at 20% Units and 8 hours of Work.  When you click the OK button in the Task Form pane, Microsoft Project 2003 will calculate the Duration as 5 days.  I believe this is what you are requesting.  Correct?  Hope this helps.


    Dale A. Howard [MVP]
    VP of Educational Services
    msProjectExperts
    http://www.msprojectexperts.com
    http://www.projectserverexperts.com
    "We write the books on Project Server"

    Friday, June 10, 2011 3:30 PM
    Moderator
  • Thanks a lot Dale and Mike. That really helps!
    Monday, June 13, 2011 10:45 PM
  • Txt123 --

    You are more than welcome for the help, my friend!  :)


    Dale A. Howard [MVP]
    VP of Educational Services
    msProjectExperts
    http://www.msprojectexperts.com
    http://www.projectserverexperts.com
    "We write the books on Project Server"

    Tuesday, June 14, 2011 1:18 AM
    Moderator