Costs for phases with tasks overlapping phases

[king kong]

Hi
I have the following situation (MS-Project 2003):
I have phases with tasks, e.g.
analysis
task 1
task 2
design
task 3
task 4
project management
task 5
task 6

Each phase has a clear end milestone, but group project management
has tasks overlapping the phaes, because I have to do them anyway in
each phase.
for example:
Project reporting 2 hrs per week for the entire project
Now, every tasks has costs budgeted.
If I want to know the costs for phase analysis task 1 and task 2 are
not sufficient.
It needs also the efforts for task 5 and six for the period of time
analysis is executed.
I tried to use a filter with start and end dates but failed to
configure it properly.
I am sure it can be done.
Can you enlighten me how?
Thanks
Kay

 

[John]

Hi
I have the following situation (MS-Project 2003):
I have phases with tasks, e.g.
analysis
task 1
task 2
design
task 3
task 4
project management
task 5
task 6

Each phase has a clear end milestone, but group project management
has tasks overlapping the phaes, because I have to do them anyway in
each phase.
for example:
Project reporting 2 hrs per week for the entire project
Now, every tasks has costs budgeted.
If I want to know the costs for phase analysis task 1 and task 2 are
not sufficient.
It needs also the efforts for task 5 and six for the period of time
analysis is executed.
I tried to use a filter with start and end dates but failed to
configure it properly.
I am sure it can be done.
Can you enlighten me how?
Thanks
Kay

Kay,
There are various ways to spread project management across the whole
project. However, I take issue with your statement that the costs for
tasks 1 and 2 are not sufficient to adequately describe the cost for
analysis. The way your file is structured, tasks 1 and 2 are the ONLY
tasks that comprise the analysis phase. If you really want a "piece" of
project management to be included with each phase then you will need to
add a separate little project management task to each phase. That's the
way hierarchy works.

However, I'm not sure that what you are asking is really what you want.
Normally, project management and other "support" type activities are
shown under their own summary (pretty much like you show it). An overall
top summary line is then shown (Tools/Options/View tab - Show project
summary task) to get a top level picture of duration, work, cost, etc.
for the whole project. You can then look at the Task Usage view and see
the timescaled cost spread in various periods of time. So for example,
the the period during which the analysis phase is being performed, you
can see the total cost which will include analysis unique tasks and
project management during that period.

Hope this helps.
John
Project MVP

 

[king kong]

Hi John

Kay,
There are various ways to spread project management across the whole
project. However, I take issue with your statement that the costs for
tasks 1 and 2 are not sufficient to adequately describe the cost for
analysis. The way your file is structured, tasks 1 and 2 are the ONLY
tasks that comprise the analysis phase. If you really want a "piece" of
project management to be included with each phase then you will need to
add a separate little project management task to each phase. That's the
way hierarchy works.

This is not what I want. I need it later, but for my first cost
estimations and effort
estimations I cannot split them. I can just roughly say how much I
think I will do
during the running time of the project.

However, I'm not sure that what you are asking is really what you want.
Normally, project management and other "support" type activities are
shown under their own summary (pretty much like you show it). An overall

top summary line is then shown (Tools/Options/View tab - Show project
summary task) to get a top level picture of duration, work, cost, etc.

This is what I meant initially.

for the whole project. You can then look at the Task Usage view and see
the timescaled cost spread in various periods of time. So for example,
the the period during which the analysis phase is being performed, you
can see the total cost which will include analysis unique tasks and
project management during that period.

I can't. Which does not mean Project can't. It means I can't.
In the task usage view I do not the numbers for a certain time period
summarized.
E.g. for phase analysis I see the time but I cannot see a calculation.
It looks like this
Summary Task Work Duration Start Finish Inidvidual Days such as
M T W T F
Analysis 100hrs 20d 1.11. 1.12. 2.3hrs 2.5hrs
4.3hrs .....
ProjectMgmt 200hrs 100d 1.11. 1.10. 3.4hrs 3.4hrs
......
But I do not see the project management efforts for this time period.
And I do not see the overall costs for this period
Sorry.
I do not understand how I can see:
Phase Analysis costs 123.456 CHF.
Or:
1.11. - 1.12. costs X CHF

I tried to use filters with Date Range between 1.11. 1.12.
No help.

 

[John]

Hi John

This is not what I want. I need it later, but for my first cost
estimations and effort
estimations I cannot split them. I can just roughly say how much I
think I will do
during the running time of the project.


This is what I meant initially.


I can't. Which does not mean Project can't. It means I can't.
In the task usage view I do not the numbers for a certain time period
summarized.
E.g. for phase analysis I see the time but I cannot see a calculation.
It looks like this
Summary Task Work Duration Start Finish Inidvidual Days such as
M T W T F
Analysis 100hrs 20d 1.11. 1.12. 2.3hrs 2.5hrs
4.3hrs .....
ProjectMgmt 200hrs 100d 1.11. 1.10. 3.4hrs 3.4hrs
.....
But I do not see the project management efforts for this time period.
And I do not see the overall costs for this period
Sorry.
I do not understand how I can see:
Phase Analysis costs 123.456 CHF.
Or:
1.11. - 1.12. costs X CHF

I tried to use filters with Date Range between 1.11. 1.12.
No help.

Kay,
In my first paragraph I was simply explaining how hierarchy works. It
may not be what you wanted but that's how you set it up.

With regard to using the Task Usage view, it looks like you are getting
what you should although you show hours instead of cost. It may just be
a matter of how to interpret the data. If the time period (i.e.
duration) of the analysis phase falls on even weekly or monthly periods,
then set the timescale for weeks or months. In that case the cost rollup
will give you what you want directly. However, if the phase does not
start and/or end on week or month breakpoints, then you may have to set
the timescale for days and either add up the values for the time period
manually or use the Cumulative Cost timescaled field to display the
values.

If the above seems like too much effort, you can try using the "analyze
timescaled data in Excel" utility found on the Analysis toolbar. Export
the Cost field from the Task Usage view and summarize the time period
data in Excel with a formula. An alternative is a custom macro that adds
up the costs for the exact time period desired and then puts that data
into a spare field or exports the data to another application. Note: you
cannot filter fimescaled data and you cannot use a formula in a custom
field for timescaled data, the desired values must either be added up
manually or VBA must be used.

John
Project MVP

 

[king kong]

Hallo John

Kay,
In my first paragraph I was simply explaining how hierarchy works. It
may not be what you wanted but that's how you set it up.
Understodd.


With regard to using the Task Usage view, it looks like you are getting
what you should although you show hours instead of cost. It may just be
a matter of how to interpret the data. If the time period (i.e.
duration) of the analysis phase falls on even weekly or monthly periods,
then set the timescale for weeks or months. In that case the cost rollup
will give you what you want directly. However, if the phase does not
start and/or end on week or month breakpoints, then you may have to set
the timescale for days and either add up the values for the time period
manually or use the Cumulative Cost timescaled field to display the
values.

We are close. Actually I can get what I want.
Thanks for helping. Although I hoped I could easily tell
Project I want the costs for
1.1.2007 - 31.03.2007
But with Iwhat I get now I can sum it up manually.
The important lessons learned:
a) The level of detail in the time scale can be very helpful. I only
used it for viewing purposes.
b) I now know what recurring tasks are and better use them then what I
used before.
c) I know how to get the numbers, although manually somehow, but I get
them.

If the above seems like too much effort, you can try using the "analyze
timescaled data in Excel" utility found on the Analysis toolbar. Export
the Cost field from the Task Usage view and summarize the time period
data in Excel with a formula. An alternative is a custom macro that adds

This is neat. I never used this before but with this data I can do many
things in Excel, particularly for the management, they love pie charts
etc.

Although the way it is presented surprised me. It lists all tasks,
although the
task view only shows the summary tasks.
Anyway, this is huge help.

up the costs for the exact time period desired and then puts that data
into a spare field or exports the data to another application. Note: you
cannot filter fimescaled data and you cannot use a formula in a custom
field for timescaled data, the desired values must either be added up
manually or VBA must be used.

VBA is a no go for me ;-)

Thanks a bunch
Kay

 

[John]

Kay,
You're welcome, I'm glad I was able to help and thanks for the feedback.

Just for reference, you will get different results from the "analyze
timescale data in Excel" utility depending on which Project view you
export from, Resource Usage or Task Usage. Try it both ways.

And don't be put off by VBA. Once you learn how to use VBA it opens up a
whole new world of functionality and there is an excellent book that
just came out specifically for Project VBA. It's reasonably priced and
includes many useful macros including some on exporting data from
Project to Excel. The title is "VBA Programming for Microsoft Office
Project" by Rod Gill. You can find it several places including
Amazon.com and www.projectexperts.com.

John
Project MVP