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Microsoft Project 2010 : Setting Up Project for Your Use - Defining Environment Options (part 4)

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12/11/2014 8:27:17 PM
Schedule Alerts Options

The Schedule Alerts options (see Figure 6) enable you to turn task schedule warnings and task schedule suggestions on and off. More experienced users of Project often find these alerts obvious and distracting.

Figure 6. Use the Calculation section of the Schedule tab on the Options window to set Project’s calculation settings, such as whether Project should use automatic calculation or allow you to do it manually.

Calculation

The Calculation section enables you to select whether Project recalculates after every change you make, or only when you specify—typically, to turn on Calculate Project after each edit, which is the default.

However, if you choose Manual, you can click the Calculate Project button on the Project tab. This applies not only to the scheduling of your project, but also to the status as compared to the planned estimates (such as how much you are behind or ahead of schedule). The Manual option can be useful on large projects when you are making updates to the status and want to prevent calculations from occurring until you have entered all the data. This speeds up your entry process and prevents pop-up warnings from showing until you are ready to review the changes. In addition, the Manual option is effective when you are working on multiple projects that have links established between them, and you are making a lot of changes in one of them. It will speed up your editing process, but keep in mind that links will not be updated between the projects until you manually calculate.

Calculation Options

The calculation options for this project section provides a few more options. Checking the box next to Updating Task Status Updates Resource Status automatically updates the task and resource status together when either is updated. For example, if you update a task’s percent complete to 50%, the % Work Complete field is automatically calculated to reflect that task’s percent effort complete (50%). The same methodology applies if you update the resource status; Project automatically updates the task status.

The “Inserted Projects are calculated like Summary tasks” option pertains to whether data is rolled up to a single task in your receiving project schedule. The concepts and usage of multiple project schedules will be covered in more detail later.

Using the “Actual costs are always calculated by Project” option can be a difficult decision to make. When Project calculates actual costs, you cannot enter a cost that differs from the costs specified in the resource rates. You could, however, use a custom field for those occasions. If you choose to enter actual costs manually, you can then choose to allow Project to spread those costs up to the status date. This is more appealing if a task has not been updated for months. However, if the actual cost incurred represents an invoice, for example, it might not make any sense to spread the costs.

Finally, the Default Fixed-Cost Accrual can be set to Start, Finish, or Prorated.

Proofing Tab

Under the Proofing tab, you designate which fields you want Project to spell-check automatically (see Figure 7). By default, everything is selected to spell-check. Exceptions are defined with the check boxes on the right.

Figure 7. Use the Proofing tab of the Options window to set which fields you want Project to spell-check automatically.

 
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