Understanding Constraints in Microsoft Project

Inflexible Constraints

Inflexible constraints are the “Set in Stone” version. They’re the most restrictive and they are used to lock a task to a specific start or finish date. It’s best to use these sparingly so as to avoid creating a schedule that’s too rigid.

Must Start On (MSO)

• What it does: Task must start exactly on a specific date; no flexibility.
• Example: You’re organising a Melbourne Cup Day celebration at your office. This famous horse race always occurs on the first Tuesday in November (let’s say it’s the 5th this year). Your “Set Up Event Space” task must start exactly on the morning of the 5th. You can’t start setting up earlier (as the space is unavailable) or later (as you’d miss the race). The date is fixed and everything revolves around it.

8. Must Finish On (MFO)

• What it does: Task must finish exactly on a certain date; no flexibility.
• Example: You’ve booked a theatre performance for the 10th of March. Rehearsals must conclude exactly by that date, no sooner, no later, so performers are perfectly prepared for opening night.
  
  

How Constraints Work in Action

So far, so good. Now let’s expand on these by using a specific example to see constraints work in action. For this example, we’ll use the Boxing Day Test Match. Hey, I live in Melbourne, what did you expect?

The Boxing Day Test Cricket match is a great real world example of the “Must Start On” constraint, and it should help you to understand and apply this concept in project management.

In project terms, the Boxing Day Test is a task with a Must Start On (MSO) constraint. Here’s why:

1. Fixed Start Date
   The Boxing Day Test must begin on December 26th, every year, without exception. This isn’t negotiable because it’s tied to a public holiday and a long-standing tradition in Australian cricket.
2. No Flexibility
   Unlike a task with more flexibility (like “As Soon As Possible” or “Start No Earlier Than”), the Boxing Day Test doesn’t have any wiggle room. It’s scheduled on that exact date, regardless of any other factors like weather forecasts, team availability, or a Taylor Swift concert!
3. Dependencies Around It
   Although the test itself has a fixed start date, there are many related tasks, such as ticket sales, ground preparation, broadcasting arrangements, and team training schedules. These tasks might have more flexible constraints but are still carefully planned to ensure everything is ready for that locked-in start on December 26th.
4. Impact of the Constraint
   If the match didn’t start on Boxing Day (rain delays are not included in this), it would throw off the entire schedule for the series and disappoint fans who have planned their holidays around the game. Just like in project management, violating a “Must Start On” constraint often leads to significant impacts. And since we’re talking about cricket in Melbourne, probably a royal commission!

A couple of things to keep in mind are to avoid overusing constraints. Instead, keep your schedule flexible by using constraints only when necessary. Also, use task dependencies, like Finish-to-Start, to manage the task order and let Microsoft Project calculate dates dynamically.

Conclusion

By being strategic when using constraints, you can balance flexibility with control and keep your project timeline aligned with demand. So next time you’re watching the Boxing Day Test or setting up a task with a fixed start date in Microsoft Project, you should now have a better appreciation for how constraints keep things on schedule, both in sport and in project management!