Adding task baselines to an existing baseline.

[Mickplumb]

Hello I'm new to this forum so please be patient.
I use use ms projects 2007 to build my quotes and follow my progress.
I still have lots to learn as I'm teaching myself.
I build the quote up in the task view pane using tasks and resources.
when i have finished i set a baseline.
I then zero all the resources time and zero the materials to give me a CV as the work is progressing.
During the contract extra works get risen. I put these down as new tasks.
I cannot figure out how to add the baseline of this extra task to the total baseline originally saved or the project itself.
I know this is very much in layman terms, but felt this was the best forum to guide me through ms projects.
Hope all is clear, thanks for the help.

 

[JulieInMaine]

Hello,

When you add the new tasks you can roll up the baseline to the summary tasks. You may also try saving a new baseline into one of the spare baseline fields.

Not sure why you are zeroing out resource time. You should be tracking actuals against the baseline to calculated CV.

 

[Mickplumb]

Hi thanks for your response, I managed to add a new tasks baseline to the project total.
But on some projects it won't let me.
I use one summary task as my project with various sub tasks to complete the works.
Mr smiths bathroom re fit would be the main task and all the sub tasks below, eg. Take out suite would be a sub task.
I then add the time my employees take at the rate I charge.
When I win the contract I set the baseline which is the price I quote.
I then change the employees rate to what I pay them and Zero the hours.
As the job progresses I add the real hours the employees work and materials.
Maybe I'm doing it wrong and I'm open to suggestions.
The problem is when I get asked to do extra works adding this baseline to the total baseline.

 

[JulieInMaine]

Hi,

I don't know why on some projects it would work, and not on others. You should be showing the Project Summary Task (Tools > Options, View tab) and using that as Mr. Smith's Bathroom Refit. Then you can add tasks like - Planning, Removal, Remodel. Further break down each phase into the smaller components that you will assign your resources to. If the idea is to calculate variance, you can use different cost rate tables. Use rate table A to create the bid. Copy the calculated costs into Cost1. Then for each resource use the B rate table for pay. Switch the assignments to the B rate table and copy that data into Cost2. Then you can calculate the difference as needed. You can still use a baseline to capture the initial costs - but to the question of adding new tasks - are these going to increase the bid price? If not - then I would not work with the re-baselining. Project will still roll up the calculated difference between baseline and actuals.

 

[Mickplumb]

Thanks for your help.
I managed to add the new task baseline to the project but I had to calculate the difference and type it in the box.
This seems to have worked.
Thanks for the tip on the rate tables.
Don't quite understand the copying of the costs into cost 1 etc.
But using the different rate tables will help with my shared resources that I've been trying to use in my master project that links all the projects through the year.

 

[Mickplumb]

Yes the new added tasks do increase the final bill.
The quote is submitted at the cost shown for the initial baseline as the contract moves on extras always arise.
This is where I add the extra tasks.
I am open to any tips, but the language that ms projects uses can be a bit confusing to me.

 

[JulieInMaine]

I don't think I'd attempt to use the Baseline to calculate the difference between the contracted rate (including add-ins) and the actual cost. The problem will be if you re-baseline it will capture any actuals that are done. Project is not a particularly good cost accounting system - it's grate for calculating a schedule and creating the bottom up estimate but I'm assuming you want to calculate the difference between what you bid (at a certain rate) and what you pay. If the contract is based upon the bottom up estimate - use the contracted hourly rate in Cost Table A. After assigning the resources to the tasks (including material if used), add the Cost1 field to the task table. Copy/paste the calculated Cost into Cost1. Then swap (using the Task Usage view) to Cost Rate Table B which contains your payment rates. Project will show that calculated value in the Cost field. Copy/paste the new Cost into Cost2.

If you add more tasks - assign resources using Cost Rate Table A and re-copy the Cost values back into Cost1. Again, change to rate table B and re-copy.

 

[Mickplumb]

Thanks for your help.
After reading your response several time I think I understand.
That sounds like a plan.
I will have a go with a contract I'm due to start on Monday.

 

[JulieInMaine]

You're welcome. Please feel free to ask further question and I'll be happy to answer. Best of luck.

 

[Mickplumb]

I tried what you said but I still have to zero the hrs for the employees before I start the contract and then add the real hrs they spend on a task.
My quote (bid)is built up by the amount of hrs I think a particular tradesman spends on a task and the materials I think they'll use.
I also add the materials as a lump sum in the cost use. I put some as unit price eg plasterboard.
I started using ms projects as a quote aid, so I didn't leave out certain tasks when quoting.
I have since started using it to track and see where I might go wrong on certain tasks, allowing to much or not enough (materials or labour)
It's been very good for this. I now you use the task view right side pane ( dont know the technical name) as a sort of time sheet putting in the hrs on a printed version.
I print it with a cost and work box and fill in as I work through the day.
I also import all the projects into a master project to show work through the year, but it only seems to be accurate when all the individual projects are open.
This will be a problem as we get into the year opening all the individual projects as I do 1 a week.
Thanks again.

 

[Mickplumb]

My mistake, it's in the task usage right hand pane.

 

[JulieInMaine]

I tried what you said but I still have to zero the hrs for the employees before I start the contract and then add the real hrs they spend on a task.

Unless I am misunderstanding what you are trying to do - no, I don't think you should. Assign the resources to generate work. Copy the costs as needed. Save the baseline. Now you enter Actual Work in the Task Usage view - the Baseline work is not by default in the view - but you can add it to have Project calculate the difference between the planned work (Baseline) and Actuals.

I also import all the projects into a master project to show work through the year, but it only seems to be accurate when all the individual projects are open.
I don't know how you are "importing" but the Insert Project command should work just fine. You'll need to expand all the tasks to update from the individual files - but you should not need to open each individual project.

 

[Mickplumb]

Thanks again for your help.
My master project shows the individual project and I insert using insert project command.
When i open the master project All the data on the individual projects is correct even if the projects themselves aren't open. But the data for the master project itself, the accumulation of all the projects ( basically the top line, baseline,cv work etc) is not correct.
When I open the individual projects the top data goes correct and the individual data on the master project change.
Should I start again and have I done something wrong.

 

[Mickplumb]

Think I need a more up to date package of projects.
What would people recommend, and is ms projects the best for a small business.
Think the standard would be sufficient?

 

[Mickplumb]

Could someone help with differences between standard and professional.
Thanks

 

[JulieInMaine]

I don't think it is necessary to purchase a new version of Project. Make sure your current version (2007) is up to date with all service packs - the most recent is SP-3. If you could find some hands-on training I'm sure that would also help. You can also download a trial version of Project 2013 (the most recent release). The download will be Project 2013 Professional.

As a suggestion - please start new threads on the forum if you have a new question - versus a follow up to existing questions. This will help other find relevant threads in the future.

Julie