how to optimize schedule

[new project]

I am new to project and am trying to use the software to schedule tasks for
several people. Some of the tasks have specific start dates, but the other
tasks just need to be scheduled in the remaining time.

I want to have the flexibility to add a task and have the pre-existing tasks
rescheduled occordingly.
At present, by linking the tasks, they follow in order as they are listed
and don't fill up all available time. For instance a small one or two day
task won't schedule around a "fixed in time" task...

Can project be used this way? I would appreciate any help.
Thanks

 

[Jim Aksel]

Why would you ever not want to finish as soon as possible? Just a question.

Yes project will do what you want. If you do the sinful behavior of keying
a start date it will create a "Start No Earlier Than" constraint on that
date. Then no matter what, if the predecessors finish early this task will
wait. Similar for the sinful behavior of keying a finish date (creates
Finish No Earler Than).

Generally you should be scheduling your tasks so they daisy chain with links
independent of the date constraints. If they become necessary, put them
after the schedule logic. Avoid keying a start date prior to the date
calculated by Project becuase it indicates your task is starting prior to
when the predecessor logic tells it too.

-
If this post was helpful, please consider rating it.

Jim Aksel, MVP

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

 

[new project]

Thanks Jim, I will try again with these constraints... however, I believe I
was utilizing these parameters and still was not able to have tasks listed
beneath the "fixed date" tasks load up into all available resource space.

In this case, the resources (people) are being schedule to review jobs and
in some cases, their visits to certain sites need to align with other
people/etc and therefore have specific dates. I would like to link the jobs,
because if I add a new task into the schedule, I need the functionality that
the other tasks will adjust accordingly. The goal is to create a work
schedule, that optimizes their time, and is flexible to adjust to new tasks
(while respecting fixed timelines).

It is not feasible for me to list each task in chronological order, since
that is a large part of what I need to software to do for me. ( many tasks,
many people)

Thanks again
Charlene

 

[paul]

Thanks Jim, I will try again with these constraints... however, I believeI
was utilizing these parameters and still was not able to have tasks listed
beneath the "fixed date" tasks load up into all available resource space. 

In this case, the resources (people) are being schedule to review jobs and
in some cases, their visits to certain sites need to align with other
people/etc and therefore have specific dates.  I would like to link thejobs,
because if I add a new task into the schedule, I need the functionality that
the other tasks will adjust accordingly.  The goal is to create a work
schedule, that optimizes their time, and is flexible to adjust to new tasks
(while respecting fixed timelines).  

It is not feasible for me to list each task in chronological order, since
that is a large part of what I need to software to do for me. ( many tasks,
many people)

Thanks again
Charlene

Project will respect any constraints and let other tasks fill in as
you describe. If you have a fixed meeting for example, mark that as
"Must Start On". It will not move. The danger with such constraints
is if that meeting has any predecessor tasks (e.g., prepare briefing),
Project will give you errors if there is not enough time to prepare
the briefing. Initially you would NOT have the constraint on the
meeting and let Project put it where it wants to based on the
predecessor links. Then you call the rest of the people going to the
meeting, compare everyone else's schedules, and pick a firm date.
When you finally get a suitable time nailed down, then you should set
the MSO constraint. After that, cross your fingers that you get all
the predecessor work completed!

You should strive to use links as much as possible rather than
constraints. (Be aware that manually entering a date in the Start or
Finish column will set a constraint, as Jim mentioned.) Project will
fill in the gaps if possible. By default, the entire task must fit
within the gap, but you can set priorities on tasks and have the
leveling logic interrupt (split) a lower priority task for a resource
to switch to a higher priority task. Check out the options on the
leveling tab for global settings. You can also mark a particular task
as "do not split" if needed.

The beauty of the schedule when set up this way is that things shift
"properly" when some tasks take longer or shorter than originally
planned. What-if scenarios are easier to explore. You'll soon see
that some tasks are more important to complete on time than others
(i.e., the "critical" tasks).

Paul

 

[Mike Glen]

Hi Charlene,

I would just add that you would be better advised to use a Deadline Date (in
Task Information/Advanced tab) rather than Must Start On. That will allow
the meeting date to wander depending on the predecessor changes. Project
will then give you an Indicator if the deadline is overrun by the plan,
allowing you to concentrate on its predecessors to bring the schedule back
into line.

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

Thanks Jim, I will try again with these constraints... however, I believe
I
was utilizing these parameters and still was not able to have tasks listed
beneath the "fixed date" tasks load up into all available resource space.

In this case, the resources (people) are being schedule to review jobs and
in some cases, their visits to certain sites need to align with other
people/etc and therefore have specific dates. I would like to link the
jobs,
because if I add a new task into the schedule, I need the functionality
that
the other tasks will adjust accordingly. The goal is to create a work
schedule, that optimizes their time, and is flexible to adjust to new
tasks
(while respecting fixed timelines).

It is not feasible for me to list each task in chronological order, since
that is a large part of what I need to software to do for me. ( many
tasks,
many people)

Thanks again
Charlene

Project will respect any constraints and let other tasks fill in as
you describe. If you have a fixed meeting for example, mark that as
"Must Start On". It will not move. The danger with such constraints
is if that meeting has any predecessor tasks (e.g., prepare briefing),
Project will give you errors if there is not enough time to prepare
the briefing. Initially you would NOT have the constraint on the
meeting and let Project put it where it wants to based on the
predecessor links. Then you call the rest of the people going to the
meeting, compare everyone else's schedules, and pick a firm date.
When you finally get a suitable time nailed down, then you should set
the MSO constraint. After that, cross your fingers that you get all
the predecessor work completed!

You should strive to use links as much as possible rather than
constraints. (Be aware that manually entering a date in the Start or
Finish column will set a constraint, as Jim mentioned.) Project will
fill in the gaps if possible. By default, the entire task must fit
within the gap, but you can set priorities on tasks and have the
leveling logic interrupt (split) a lower priority task for a resource
to switch to a higher priority task. Check out the options on the
leveling tab for global settings. You can also mark a particular task
as "do not split" if needed.

The beauty of the schedule when set up this way is that things shift
"properly" when some tasks take longer or shorter than originally
planned. What-if scenarios are easier to explore. You'll soon see
that some tasks are more important to complete on time than others
(i.e., the "critical" tasks).

Paul

 

[new project]

Update: I have managed to create a working schedule, the deadline feature
works well. Thank you all for taking the time to help me. Of course,
everytime I try and add a new feature- I run into a problem

Can you point in the direction of how to resolve an issue with linking
between project files? I have created links to tasks to another file saved
on our server (not a local copy) . Initially, this was working, but now it
cannot find the link. I have tried to change the source to a local copy, but
continually get the error that "it is not a valid source".

thanks

 

[John]

Update: I have managed to create a working schedule, the deadline feature
works well. Thank you all for taking the time to help me. Of course,
everytime I try and add a new feature- I run into a problem

Can you point in the direction of how to resolve an issue with linking
between project files? I have created links to tasks to another file saved
on our server (not a local copy) . Initially, this was working, but now it
cannot find the link. I have tried to change the source to a local copy, but
continually get the error that "it is not a valid source".

thanks

new project,
It sounds like the link got corrupted and that isn't surprising since
you linked to a remote file. Links between project files can be rather
fragile and the best way to avoid problems is to link only between tasks
in files that are on the same PC and in the same folder. You could try
breaking and setting up the link again, but my guess is that it too will
become corrupted.

John
Project MVP