Training How Not To Change Actual Work

[Sean]

We are using MS Project 2003 w/MSPS 2003, all the latest patches. We
are having some troubles with one group who uses Project mostly for
time-logging purposes and not for project planning. We have begun
having issues with the accuracy of Actual Work in the Analyzer. For
too many projects the Actual Work in the project does not match the
Actual Work logged in timesheets. These users are not PMs, but just
create projects and accept updates.

We want to provide better training for what users should and should
not do in Project to avoid changing Actual Work. We know some basic
things like "don't touch the Actual Work, % Complete, or Duration
columns", but other than that we don't know what other actions might
alter the actuals in the project. Since the causes we can identify are
limited, we aren't sure what actions may be causing these errors and
if there is any pattern to the user's behavior we need to correct.

What are some other ways that Actual Work can get distorted in a
project?

 

[Gary L. Chefetz [MVP]]

Sean:

Using the Tracking tool in Project has the power to update actual work and
applying resources to in-progress tasks can do this as well if you don't
know what you're doing. Project Server also has a feature called "managed
time periods" which forces all projects in the system to agree with the time
input by the resources. It prevents actual work from being changed in the
project. Although it does make the system more rigid to use, it may be an
appropriate solution for you, particularly because it doesn't sound like you
want to train folks how to better use the client tool.

--

Gary L. Chefetz, MVP
MSProjectExperts
For Project Server Consulting: http://www.msprojectexperts.com
For Project Server FAQS: http://www.projectserverexperts.com

 

[Sean]

Thanks Gary. The point about the Tracking tool is a good one, so we'll
be sure to address the features in it. I didn't realize that "managed
time periods" had the benefit of disallowing entering actuals in the
Project, so that is something for us to ponder. Currently we don't,
since it makes some thing simpler. More comprehensive is probably in
order, but for now this will help reduce errors while we determine if
the extra training is worth it.

~Sean