Newbie Query - Gantt Chart Structure

[bulltog]

Hi,

I am running a project and one of the tasks is website updating, while this will start from say month 1 to month 12 (the end of the project)the actual work will only be say a day every month. What is the best way to show it on the Gantt chart.

The problem I have is if I show this as a task with a duration of 12 months it isn't exactly correct as it is only a task with a duration of 12 days spread over 12 months.

Could you please advice me how to show this task on the Gantt chart in MS project so it reflects the correct information.

Should I create 12 different tasks of 1 day each?

Please be gentle as I am new to PM. Thanks in advance.

 

[JulieInMaine]

Hello bulltog,

One of the common pieces of confusion in Project is the difference between duration and work. What you are describing is a 12 month duration tasks with 96 hours of work.

The task should span the 12 months on the Gantt chart as its duration is throughout the span of the project. Unless you can pin-point specifically which day each month the resource is going to work on the update, I'd just go ahead and show the long duration task.

When it comes to assigning the resource, first split the screen (Window > Split if using 2003 or 2007, OR View tab > Split View group, de-select Timeline, select Task Form in the Details section). In the task form in the lower pane, select "Fixed Duration" under task type and click the OK button in the task form. When you assign the resource, enter the 96 hours of work in the work field in the task form. Project will calculate the two hours of work per week and spread it evenly across the entire span.

I hope this helps.

Julie

 

[PDQBach]

You may be new to PM, but you have asked the question every one of asks when we're developing a schedule.

I could give you a lot of theory or I could tell you the correct answer ... the correct answer is: do what works for you. The schedule is a tool to help you manage the project and track the timely development of deliverables.

You could put one long duration task with only a little work (1 day per month) but that will impact the critical path (so I wouldn't do that).

You could put 1 task each month with 1 day of work each month but what start/finish dates would you use since the work will probably be done at different times during different months (so I wouldn't do that).

You could put in a recurring task but it's not really a recurring task, is it (so I wouldn't do that).

You could leave it out of the schedule entirely and simply have it as an item in your regular weekly status review meetings ... in fact, that's what I'd probably do.