Task 'unit' properties

[A Nony Mouse]

Hi all.

I'm basically a Project newbie... I'm searched through archived posts for
this group and couldn't find an answer to this question.

BACKGROUND: I work in an admissions office at a college. We're using
Project to manage the office deliverables from getting applications in to
getting decisions out.

ISSUE: On an application deadline, the processing team (that I oversee)
begins to do all kinds of magic to each individual file. The processing
time for the whole batch depends on the total number of applications we
receive (more apps, more processing time). In addition, another team in the
office responsible for reviewing applications can only begin work once we
have processed a 'critical mass' of files for them.

HOPE: We can set up our calendar based on estimated inbound applications to
start with. Once the actual application number is known, we would love ot
be able to change the 'input' number in Project and have the calendar update
automagically to reflect the real timeline.

QUESTIONS:
1) Is it possible to tell Project that a task's length should be calculated
based on (in this case) # of applications divided by expected daily output?
I would figure that this is a 'fixed work' task where units would equal the
number of applications, but I can't seem to nail down how to set it up.

2) Can you set a dependant task to begin once 100 'units' of the other task
have been completed? In my case, this would be setting the reading/review
of the applications to begin once ~100 applications have been completely
processed by my team.

I look forward to reading your posted responses... And I thank you *very
very* much for your help!

Sincerely, Mouse

 

[ScottB]

Let me preface my response by saying that I'm not far
ahead of you in terms of Project expertise...if you're so
inclined, feel free to post your message again
with 'second posting' added to the subject line since
people may not read this if they feel that it has already
been answered. (I'm the guy who submitted the question
just before yours). I might also note that my personal
inclination would be to advise you to use something like
Access instead of MS Project if you plan to keep more than
very general information about the process.

In responding to your question, I'm assuming that you
probably don't have much latitude in terms of (a) calling
in additional resources to do the work and (b) moving
deadlines back. In this context, being able to 'show'
that more applications translates into the need for more
labor might be the program's best value for what you seem
to have in mind. Since each application is in itself a
task, one would be inclined to list each application this
way. Needless to say, setting this up complete with links
from one stage of the process to the next would quickly
turn into a paper nightmare.

The way I would approach this is to meet with your team
and put their experience into writing in an effort to
figure out how long it takes a (one) person to process
applications along each step of the process. For example:
- Send out application package (20/day)
- Receive and review returned applications for
completeness (10/day)
- Review complete applications and separate out those not
meeting minimum standards (15/day)
- Set up interviews for those meeting minimal standards
(10/day)
- Conduct interviews (15/day)
- 'Score' applicants for second cut (30/day)
- Review short-list for acceptance (based on determined
acceptance levels) (15/day)
- Prepare and send out acceptance letters (30/day)
etc.

I would then set these up as separate tasks. Then,
underneath each you could indent (making the above summary
lines) and create 'batches' with the understanding that
each batch covered, say, 100 applicants. For example:

Send out applicant package ==============
Batch 1 ---
Batch 2 ---
Batch 3 ---
Receive and review... ============
Batch 1 ---
...

You could then link Batch 1 in one section with Batch 1 in
the next section. Similarly, Batch 1 in the first section
would be linked to Batch 2 in the same section. The
duration of each batch would be based on your earlier
discussions. For example, if a person could prepare 20
application packages in one day then Batch 1 would take 5
days (as would Batch 2 and 3). By following this
methodology you should get some sense of when Batch 1
would be completed, Batch 2 would be completed, etc.
This, of course, is somewhat simplistic since Batch 1
might start at 100 but be reduced to, say, 50 after the
first review, to 15 after the second review, etc. All
that I can advise here is that you take this into
consideration when making your time estimates. You would
insert or delete Batch numbers depending on how many
applications you actually receive.

To the best of my knowledge, there is no easy way to
calculate and automate the durations along the lines that
you described. You might be better off with Excel or
something like that to derive level of efforts based on
variable inputs. Again, if it were me I would probably
use something other than MS Project if you want to be able
to track progress on each application. If this is the
case, feel free to contact me ([email protected])
and I'll try to offer you some free advice to get you
headed in the right direction.

I hope this helps and best of luck. Scott

 

[A Nony Mouse]

Scott,

Thanks for your post... I appreciate the offer of help, even from another
'newbie'.

I might also note that my personal
inclination would be to advise you to use something like
Access instead of MS Project if you plan to keep more than
very general information about the process.

Agreed, but I am actually tracking specifics... Sorry if that was unclear
in my previous post. I spent a couple weeks trying to figure out which
product would do what I needed, and a PM tool seemed to fit the bill most
appropriately.

All that I can advise here is that you take this into
consideration when making your time estimates.

Hmmmm... That sucks. Thanks for your suggested fix, I can see how that
works so at least I have an 'out' now. I just am surprised that Project
doesn't have a means to allow for 'production' of a number of items...
Essentially that's what we're trying to do.

I have deadlines at sandwich in the processing and review time... My hope
is that I could have an accurate picture of how far along we are between
those deadlines and whether or not we need to shift certain landmarks based
on the resources we have available.

I can do all the estimating up front... I was just hoping Project could
recalculate on the fly once the 'real' numbers are in. I have been told
that other PM suites (like Primavera) are supposedly capable of doing
this...

I really appreciate the help... I'll prolly shoot you an email just in case
you aren't leeping up with this thread anymore. And I might repost just for
kicks.

Thanks so much,
Brian

 

[Mark 123]

This may be of some help too:

http://www.orbisoft.com/products/taskmanager/2005/support/faq.htm#QMainProject
http://www.orbisoft.com/kb/taskmanager/2005/q/1030.htm
http://www.orbisoft.com/download