Overriding resource cost valuations

Project's default settings automatically update costs as you record progress on a task. Project uses the accrual method that you selected for the resource when you created the resource.

For more information about setting a resource's accrual method, see Chapter 5.

Alternatively, you can enter the actual costs for a resource assignment, or you can track actual costs separately from the actual work on a task. To do so, after the task is completed, you must enter costs manually to override Project's calculated costs. Before you can override the costs that Project calculated, however, you must turn off one of the default options. Follow these steps to adjust Project's default settings so that you can override calculated costs:

1. Choose Tools O Options to display the Options dialog box.

2. Click the Calculation tab.

3. Deselect the Actual costs are always calculated by Microsoft Office Project check box, as shown in Figure 12-10.

Options

View General Edit

5ave | Interface | Security

Schedule Calculation Spelling

Calculation options for Microsoft Office Project Calculation mode: f fiutomat*: (* t^anual

Calculate: All open projects C Active project

Caloiation options for Project 1" —

Updating task status updates resource status V Move end of completed parts after status date back to status date r "'"id Ti:.' ■>: staK nr ..--vohng >jI b -.-¿r j.: .!.-!:•: I- Move start of remaining parts before status date forward to status date r

Earned value. ■■ | F~ Edits to total tasfc% compete wil be spread to the status date F Inserted projects are calculated Ike summary tasks jftcjjy a[ costs are jways cafaiateJbv l^ijroso?t Office Protect"! I- Edits to total actual cost will be spread to the status date Default pxed costs accruafl:

Calendar Collaborate

Catéate Now

"H

| Prorated Calcujata multiple critical paths lasfcs are critical it dack if lees than or equal to -. days

Figure 12-10: Revise the default settings to override Project's calculated costs.

Note The Edits to total actual cost will be spread to the status date check box becomes available. Select this box if you want Project to distribute the edits that you're going to make through the Status Date. If you deselect the box. Project distributes the edits to the end of the actual duration of the task.

5. Choose View O Task Usage.

6. Right-click the Select All button to display the table shortcut menu, and choose Tracking. Project displays the Tracking Table view, as shown in Figure 12-11.

7. Drag the divider bar to the right so that you can see all the columns.

8. Select the task or resource to which you want to assign a cost.

9. Enter the cost in the Act. Cost (Actual Cost) column.

If you change your mind and want Project to calculate costs as it originally did, repeat Steps 1 and 2 to display the Calculations tab of the Options box and select the Actual costs are always calculated by Microsoft Office Project check box to restore the default calculation method. Project warns you that it will overwrite any manually entered costs when you click OK.

¿i Microsoh Projen . enter,,lra.mpp-EMB

iaii EilB Edit Mew Insert Faritiat loo is

Project Collaborate ffl/indow Help Type a question for help » fl x

- # 1 J $ I ^INOGoup H - q. 7 lia # m

I y» V + - Show- | Arid - 8

- B[71hik«|S1l-T— -.A| c

: $750.00

Task Name

Aci.SJert

Act. Finish

% COtTp.

Act. Dur

Rem. Dir.

Act. Cost

Act. Work

Detals

-

w

T

t

- Conference

NA

MA

0%

0 days

11 days

$750.00

Ohre

Work

2

- Preplanning

HA

MA

0%

Odays

5 days

$750.00

0 Ins

Work

3

- Initial plannin

HA

MA

0%

ft days

6 days

$750.00

fthrs

Work

4

- Determine tn

NA

NA

0%

0 days

3 days

$750.00

Ohrs

Work

Sob W>

AM

NA

$750.001

0 hrs

Work

;

- invitation list

NA

NA

0%

Odays

1 day

$0.00

Ohrs

Work

Doena

NA

AM

$0.00

Ohrs

Work

Send out Inv

NA

NA

0%

Odays

4 days

SO .00

Ohrs

Work

7

- Selection

HA

MA

0%

ft days

6.76 days

so.oo

Ohrs

Work

g

- Theme

NA

NA

0%

0 days

1.75 days

$0.00'

Ohrs

Work

5 t

Deena Tar

NA

NA

$0.00

Ohrs

Work

3

- Site

NA

NA

0%

0 wks

075 wks

$0,00

Ohrs

Work

Do Lahr

NA

NA

$0.00

Ohrs

Work

intern

NA

NA

$0.00

Ohrs

Wort:

10

- Keynote speak

NA

NA

0%

0 days

3.13 days

$0.00

Ohrs

Work

Decna Tsi

NA

NA

$0.00

0 hrs

Work

Effen Peel

NA

NA

$0.00

Ohrs

Work

Bob Wooc

NA

NA

$0.00

Ohrs

Work

11

- Hire

HA

MA

0%

0 days

0 days

so.oo

Ohrs

Work

12

- Caterer

NA

NA

0%

Odays

5 days

$0.00

Ohrs

Work

Efien Peel

NA

NA

$0.00

Ohrs

Work

-

- Bartenders

NA

NA

0%

Odeys

3 days

so.oo

Ohrs

Ti

±f

NUM

Figure 12-11: The Tracking Table view with the Act. Cost (Actual Cost) column visible.

Figure 12-11: The Tracking Table view with the Act. Cost (Actual Cost) column visible.

Project Management Made Easy

Project Management Made Easy

What you need to know about… Project Management Made Easy! Project management consists of more than just a large building project and can encompass small projects as well. No matter what the size of your project, you need to have some sort of project management. How you manage your project has everything to do with its outcome.

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