136406990 MS Project Step by Step Guide

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Project Management

Introduction to Microsoft Project 1

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Defining A Project in MS Project

• Steps 1. Create a new project file.2. Setup the Project – Views, Table and Calendar3. Define WBS code structure.4. Entering activity information.

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Create a new project file.

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Create an MS Project File

1.Click on White Document Icon

2. Fill in the Project Information and click OK.You can access Project Information later from the Project menu.

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Create an MS Project File

Backward vs Forward Scheduling

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Getting Specific Help

1.Click on question mark icon

2. Move the cursor onto the Option and click.

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Setup the Project – Views, Table and Calendar

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Understanding View / Table

VIEWTABLE

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Understanding View / Table

VIEWTABLEVIEW

TABLE

Note different style of Table/ View

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Setting the View

Select this

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Setting the View

Select thisDetail Gantt

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Setting the Table

Select thisSchedule

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Navigating the Table

Use the SliderTo see Columns

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Navigating the Table

Use the SliderTo see ColumnsThis table showsSlack values too

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Understanding the Calendar

CalendarsProject

AndResource

Gray Portion

IndicatesHoliday

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Understanding the Calendar

Project Calendar

Resource Calendar

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Changing the Calendar

Project Calendar

Resource Calendar

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Changing the Calendar

Project Calendar

Resource Calendar

Select datesAnd this

Radio buttonFor Working

day

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Entering activity information

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A Simple Project

project

1 2 3 4 5 6

2.32.22.1

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Entering Activity Information

To add activity double click on the any field (e.g. Task Name).

… or you can right-click on any field and select Task Information.

… or if you right-click on the row header you get access to a wider set of actions..

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1.Task Name 2.Duration

3.WBS Code


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2. Enter Predecessors 1.Click Predecessors


Now enter work packages (not the summary tasks) which aregiven to you in the Assignment

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1. Enter Predecessors2. Enter Relation type: FS, SS, SF, OR FF



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1. Enter Predecessors2. Enter Relation type: FS, SS, SF, OR FF



3. Lead or Lag

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Sub Projects and Recurring Tasks

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Sub Project

Link the project to other tasks like any other activity

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Sub Project


Changes here affect Main Project

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Sub Project


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Recurring Tasks (Insert – Recurring Tasks)

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Summary Tasks (Heading)

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Defining Summary Tasks

First insert a task right above the tasks that will make up the summary task, by right-clicking on the row header.

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Select the tasks that will make up the summary task, right-click and select Indent.

Note how initially a WBS code of 9 is automatically assigned. This will change when Indent operation is complete.

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After the Indent operation is complete, and WBC codes are renumbered as described in slide 13, we obtain the structure displayed below.

You can hide a summary task by clicking on the minus sign.

Summary task duration is calculated automatically.

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Do NOT forget

to save your file as

<username>-PART1.

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Define WBS code structure.

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1.Click on Project

2.Select WBS, then Define Code...

Defining WBS Code Structure

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Level of WBSdepends on

complexity of the project. In this project there are 2 levels.

Code Structure, changes made below settingscan be followedby this preview.

• Generally, for complex projects with many levels, letters are used for upper levels of the WBS hierarchy. • It is very important that you set the WBS structure correctly in the beginning :

• Once you set the it, it it would be difficult to change it. • Clearly defined WBS means that the project is already solved in the mind.


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Length of the codes can be set here.Click on Length, the box below will be opened.Select 1, since there are not too manyactivities in this WBS.

Click on Separator. Select “.”


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Displaying WBS

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Displaying WBS Code

Select the column header where you want the new WBS column.Right-click and select Insert Column.

Choose WBS as the Field name of the new column.

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Displaying WBS CodesThese codes can be automatically (re)generated using the WBS code structure you have defined earlier.

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Developing a Network Plan

• Steps1. Network Diagram view (AoN network).2. Customizing Network Diagram view.3. Identifying critical path(s).4. Overview Report.5. Current Activities Report.6. Printing a Gantt chart.7. Creating a Milestone.

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Select “Detail GanttView”

Checking the Gantt ChartProject Network

Red Bars indicate CRITICAL

SLACK is shown as GREEN lines

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Viewing Only the Critical Path

Select Critical

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Select Critical

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Select “NetworkDiagram”

Developing an Activity-On-Node (AoN) Project Network

These make upthe summary task. You can hide them by clicking on the minus sign.

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Customizing Network Diagram

Right-click on the background,then select “Box Styles”

You may want to see different information on the nodes.

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Click“More Templates...”


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Select “New...””


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1.Give a name to your template

Info: You may folllow the changes in your template

2.You maychange the cell layout (# rows &# columns) by clickingthis icon.

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2.CheckShowlabel in cell.

1.Select the activity

Propertysuch as

“Late finish”

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Identifying the Critical Path

Critical path indicated by RED boxes To see the details, move

the pointer on to boxes

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Select Critical

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Reports

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Getting an Overview Report

2.Select “Reports”1.Select “View”

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2.Enter “Select”1.Select

“Overview”

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2.Enter “Select”

1.Select “Project

Summary”

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Project Summary Report

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1.From “View” menuSelect “Reports”

2.SelectCurrent Activities 3. Select

Print out ES-LS-EF-LF-Slack Times

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1.Select “Unstarted Tasks” 2.Edit...


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1.From Table option, select “Schedule” 2. “OK”


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1. Choose “Unstarted Tasks”

2. “Select”


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Report with ES,LS,EF,LF and Slack


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Print out a Gantt ChartOr alternatively,

1.Go to View , then 2. Select Gantt Chart

1.Click on “Gantt Chart”

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Print Out a Gantt Chart:Obtaining A Printable Timescale

1.Right click mouse,when your pointer is on the timescale

2.Select “Timescale”

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2.Select “Months”

1.Click on“Major Scale”

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1.Click on “Minor Scale”

2.Select “Days”

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1.Arrange the Size of timescale by increasing or decreasing this number.

You can follow the changes in the timescaleby observing this area. 2.Click OK.

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Print Out a Gantt Chart

1.Select “Print Preview”

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Print out a Gantt Chart Click on “Page Setup...” to set the printoutput styles

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Milestones

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Creating a Milestone

1.Right-click on the activity where you want to put a milestone.

2.Click on the “New Task”

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1.Double-click on this new activity

2.Select Advanced.

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3. Check Mark task as milestone.

2. Give zeroduration.

1.Give a name to your milestone

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1.Click on Predecessors.

2.Choose necessaryactivities to link your milestone to the network

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NOTE: Pay attention to Predecessors column. When you add any new task these numbers are changed automatically; therefore you do not need to change predecessors of each activity.

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1.Select “Network View”.Milestone 1 is in the network.Note that its shape is different from regular activities.

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Do NOT forget

to save your file as

<username>-PART2.

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ResourcesResources

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Entering Resources-1

1.Click on “View”

2.Select “Resource Sheet”

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1.Click on the Resource Name cell to enter the

resource name.

2.There are two types of resources. One is labor, the other one is material. In this example project we just have

workers as a resource.

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1.Write the label of material here.In this project there is no material.

2.Write the initials of workers.

3. Enter the number of units in this cell. 100% means that resource or department is used fully.50% means that half capacity of that resource is used.

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1.Standard Rate:Write the standard hourly wage rate of resources.

2.Overtime Rate:Write the hourly overtime rate. If a resource is used overtime, this rate is used to calculate the cost of overtime work.

3.Cost per use:A set fee for the use of a resource.(e.g. Travel cost, insurance) It is not related with the working hours.

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This cell is used for accounting purposes. There are 3 types of entering the cost of resources.In this example we will use “Prorated”

Start: Cost at the beginning of the work.

Prorated: Cost accrues while activity progress. If 30% of the work is finished, 30% of the cost related with that work accrued.

End:Cost is accrued at the end of the work.

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Through “Base Calender”cell, you can assign different calendars to different resources. In this example, Standard calendar is used:5 working-days in a week, 8 hours a day.

There are 2 more default base calendars which are 24 Hours and Night Shift. Other than these, you can create resources’ own calendars from “Tools”, “Change Working Time...”. In the appeared dialog box choose “New...” icon.

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Resource Information Dialog Box

1.Double-click on the resource name cell.

Resource Information box will appear

You can also enter resourse details using this dialog box instead of “Resource Sheet”. There are lots of details in this dialog box, Do Not Be Lost in these details.

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1.Double-click on the resource name cell.

Manage Costs Information

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Rates for different periods can be given here

Different Cost tables A-F

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Work Contours (View – Task Usage. Click on Task Assignment – Resource)

Work Load varies over time

Front vs back …

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Assigning Resources to Tasks

1.Double click on an activity

2.From “Task Information”dialog box, click on “Resources”

100% means that this resource, “A” in this case, is used at full capacity.

3.Enter the resources which are needed for this activity.

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A Simple Project

project

1 2 3 4 5 6

2.32.22.1

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Resource Leveling

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Identify which resources are overloaded-1

2.Click on “Resources Usage”

1.Go to “View”menü

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The resources in red are overloaded on at least one day.

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By scrolling to the right, you can see when each resource is used, how much it is used and whether it is overloaded

(indicated with red colour)

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Graphical Display of the Load Distribution of Each Resource Over Time-1

2.Select “Resource Graph”

1.Go to “View” menu.

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By scrolling this cursor to the right, you can see

other resources.

By scrolling this cursor to the right, you can see resource load over time.

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Red area indicates that this resource is overallocated at these times

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Resolve over-allocation problems-1

1.Go to “Tools” 2.Select “Resource Leveling”

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Ways of Leveling Resources

AutomaticAutomatic: : Automatic leveling levels resources instantaneously when you change a task or resource. If your project is large, automatic leveling might slow down your work in the schedule.

ManualManual::Manual leveling allows you to control when Microsoft Project levels resources.

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1.Check “Manual”

2.Select “Week by Week”

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Time-Unit Used in Leveling

• Example:– Resource A has a weekly capacity of 40 hours, and

daily capacity of 8 hours.– His workload on Monday of his 1st week is 10 hours.– His workload for the entire 1st week is 38 hours.– Then, “week-by-week” leveling will not perform any

leveling for resource A in week 1.• “Day-by-day” leveling would change the schedule.

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Resolving Methods Available in MS Project

Level only within available slack: Select this check box if you want to prevent the finish date of your project from being delayed. In many projects, however, unless there is a lot of built-in slack, with this setting you might not see a significant change after leveling.

Leveling can adjust individual assignments on a task:Select this check box to allow leveling to adjust when a resource works on a task independent of the other resources working on the same task.

Leveling can create splits in remaining work: Select this check box if you want leveling to interrupt tasks by creating splits in the remaining work on tasks or assignments.

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1.Select “Standart” option

2.Check “Level only within

available lack”

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2.Click on “Level now”

2.Do not check others.

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Save Your Results

SAVE AS YOUR RESULTSSAVE AS YOUR RESULTSASAS

<username><username>--partpart33--2 2

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Seeing the Effects of Leveling in the Leveling Gantt Chart

1.Go to “View”

2.Select “More Views”

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1.Select “Leveling Gantt”

2.Click on “Apply”

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1. Effects of leveling seen as green lines

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Seeing the Effects of Leveling in Summary Report -1

1.Go to “Toolbar” 2.Select “Resource Leveling”

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2.Select “Reports”1.Select “View”

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1.Select “Overview”

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1.Select “Project

Summary”

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Seeing the Effects of Leveling in Summary Report –5

Duration of the project project did not change.This is because we selected

“Level only within available slack” in the leveling dialog box.

There is still an overallocated resource

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Seeing the Effects of Leveling on The Critical Path-1

1.Click on “More Views...”

2.Select “Leveling Gantt”

3.Click on “Apply”

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Seeing the Effects of Leveling on The Critical Path-2

1.Firstly, Choose “Critical”

from the menuThere is delay at one of the critical activities.

This has not caused any delay in the project’s completion, becausethis critical activity was not a critical activity before leveling,

it became critical due to delaying.

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Compare After-leveling and Pre-leveling Reports

Leveling only within available slack means that we are keeping the duration of the project constant. If we look at the both reports we can easily see that duration of the project in each case is the same.

What difference did leveling make? Leveling reduces the amount of overallocation. At the pre-leveling stage resourse B was overallocated for 13 days, after leveling resource B is overallacated for 8 days.

At the end with Leveling only within available slack did not solve overallocation problem due to limited slack time.

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Leveling Not Limited to Available Slack-1

1.Do not check “Level only

within available slack”

2.Select “Level Now”

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Leveling Not Limited to Available Slack-2

Get the project overview report...

Duration of the project is increased

All overallacotion problem is solved.

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Comparison of These Two Leveling Methods

Leveling only within available slack time reduces the overallocation problem but not solve the whole overallocation problem. But on the other hand the project time is kept constant.

The other method solved the overallocation problem completely, but the project duration is prolonged.

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Different types of Tasks can affectTimes and Resource Usage

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Keeping the amount of work constant in effort-driven scheduling can have varying effects on duration and units depending on the task type

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Change these and find out Impact

ie Change duration and Resources to see the impact.

Can cause confusion

Task – Right Click-Task Information -Advanced tab

Check on Task Sheet for Differences

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Fixed Duration Set the task to Fixed Duration if you want the task duration to remain constant, regardless of any change in assignment

units or work for the task. For fixed-duration tasks:

If you revise units, Microsoft Project recalculates work.

If you revise duration in a fixed-duration task, Microsoft Project recalculates work.

If you revise the amount of work, Microsoft Project recalculates the units

Fixed Duration

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Fixed Units Set the task to Fixed Units if you want the number of assignment units to remain constant, regardless of any change in duration or work for the task. This is the

default. For fixed-unit tasks:

If you revise units in a fixed-unit task, Microsoft Project recalculates duration.

If you revise duration, Microsoft Project recalculates work.

If you revise the amount of work, Microsoft Project recalculates the duration.

Fixed Units

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Fixed Work Set the task to Fixed Work if you want the amount of work to remain constant, regardless of any change in duration or

resource assignment units for the task. Because, by definition, fixed-work tasks are effort-driven, the Effort driven check box is

automatically selected for fixed-work tasks.

For fixed-work tasks: If you revise units, Microsoft Project recalculates duration. If you revise duration, Microsoft Project recalculates units.

If you revise the amount of work in a fixed-work task, Microsoft Project recalculates the duration.

Fixed Work

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Resource Management

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Resource Management-1

1.Click on an empty area in the tool bar

2.Select “Resource Management”

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Resource Management-2

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Ways of reducing over-allocations:Delaying a task-1

• Delaying an assigned task until the resource has time to work on it is a simple way to resolve a resource overallocation.

• You can add delay to a task or assignment, check the effect on the resource's allocation, and then adjust the delay further if necessary.

• If you want to add delay without changing the finish date of other tasks or the project finish date, review available slack and add delay only within that slack time.

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Ways of reducing over-allocations:Delaying a task-2

1.Double-click on the relationship between activities which you want a delay.

2.Set how many days will you delay.

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Ways of reducing over-allocations:Splitting a task-1

• In addition to reducing over-allocations, splitting a task is useful when you need to interrupt work on a task.

• For example, your project may include a task that requires materials that are ordered but that won't be received for two weeks.

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Ways of reducing over-allocations Spliting a task-2

1.First Click on “Split Task” icon

2. Move pointer on the Gantt Chart view, and

split the task which is needed to be interrupted

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Sharing Resources across projects

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Create a project and only model allResources in that project which arecommon. (say Common_Resource)

(For other projects that shall use thecommon resources

Tools – Resources – Share Resources-Select the name as Common_Resource

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Common ResourcesFile Name

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PERT Calculations

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For PERT CalculationsView – Tool Bars – PERT Analysis

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PERT Tool Bar

Enter PERT Durations (Opt/Pess/Likely) and Calculate PERTYou can view all 3 Gantt – Opt/Pess/ Likely

PERT Calculate

Button

Important- Press to see results

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Base Lines

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If “Save with a baseline option” does not appear,Base Line means the details of the Previous Version

of the Plan

1.Choose “Tools”

2.Select “Tracking”

3.Click on “SaveBaseline...”

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Tracking and Costing

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Display the Tool Bar for TrackingView – Tool Bars - Tracking

3 Activities A, B and C Duration 6,4,4.A & B FS relation.

All use resource AR. Cost per hour of AR = 10/hr (Resource Sheet)

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Set the OptionsTools – Options - Calculations

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Create a Network as below



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Update the Task Status using the buttonson the Tool Bar (0-100% buttons)

or Task Update Button (or Tools – Tracking)



Buttons forTask Status

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Update Tasks and Add Progress Lines (Button onTool Bar or Tools – Tracking – Progress Lines)

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Task Updated and Progress Lines Added

Black bars Indicate Progress

Progress Line (Line to left indicates Slow Progress, to Right Ahead of Schedule)

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Update Project based on Actual Status

Menu Tools – Tracking – Update Project

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Update Project based on Actual Status


Select this button.

Put date based on Date till Status got

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Updated Project based on Actual Status


Dotted line indicates Delay

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Update the Progress of the Project-1

1.Select the activity that you will update

2. From “Tools” select “Tracking” 4.Update Tasks...

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Change the durations using the data provided in the Excel file.

Note: Although we changed the actual and remaining durations, baseline dates are not affected by changes you made.

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If a number of tasks started and finished on time, you can set the actual finish information for all those tasks at once. Procedure as follows;

Select the tasks that you want to update (press CTRL key and click on Task Name).

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1.Go to “Tool” bar

2.Choose “Update Project...”

2.Select “Tracking”

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Choose “selected tasks” then click “OK”

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Seeing the Effects of Update-1

1.Go to “View”

2.Click “More Views”

3.Select

“Tracking Gantt”

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Seeing the Effects of Update-2

Dark Blue Bar shows the completion percentage of the tasks.

Light Blue Bar shows the remaining percentage of the tasks.

Gray Bar shows the base line of the tasks.

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Seeing the Effects of Update on Critical Path

Select “Critical”

As you can see Tracking Gantt Chart does not show the completed tasks on the critical path. Therefore we have only

remaining critical activities as indicated by the Red Bar.

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Costing – Earned Value Management

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Step 1

Create a Network with one Task A Duration 10Resource ARSet Std Rate for Resource as 10/hr (View-Resource Sheet)

Step 2Set the Status Date appropriately (Project – Project Information)

Step 3Save the Base Line (Tools – Tracking – Save Base Line)

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Set the Tables to Earned ValueView – Tables – More Tables – Earned

Value

EVM terms

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Update Actual Costs Set Table to Cost (View – Table – Cost)

Enter Actual Costs

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To see the BCWP/ACWPSet the Tables to Earned Value

View – Tables – More Tables – Earned ValueUpdate the Progress of the job also (for BCWP)

EVM terms Now

BCWS and ACWP also appear Black bar showing Progress

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Earned Value Analysis Report-1

What is earned value analysis?Earned value analysis is a method for measuring project performance. It indicates how much of the budget should have been spent, in view of the amount of work done so far, and the baseline cost for the task, assignment, or resource. Earned value is also referred to as budgeted cost of work performed (BCWP).

In our example we use the beginning of each month as a control date for the earned value analysis.

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1. From “Project” select “Project Information” 2.Set “Status date” to 5/1/2002

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1.Select

“View”

2.Choose

“Report”3.Click on “Costs...”

4.Click “Select”

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1.Select “Earned Value” 2.Click on “Select”

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Fields in the Earned Value Table

Field Description

BCWS Budgeted cost of work scheduled, through the project status date

BCWP Budgeted cost of work performed, through the project status date

ACWP Actual cost of work performed, through the project status date

SV Earned value schedule variance, through the project status date

CV Earned value cost variance, through the project status date

BAC Budgeted at completion (the baseline cost of the task/project)

EAC Estimate at completion, (estimated cost of the task/project)

VAC Variance at completion, (=BAC – EAC)

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Earned Value Analysis Report-5-1

Cost calculations for activity 5:Uses 100% of resource B whose fixed cost is $450 & variable cost is $12/hr.BCWS = 450 + 13 (12*8) = $1698 BCWP = 450 + 13 (12*8)*(13/14) = $1608.86

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•If BCWS is larger than BCWP, then that task is behind schedule. Hence there is a negative schedule variance.

•Total ACWP is larger than BCWP; that is money spent on tasks performed has been larger than the budgeted amount.

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• EAC for activities that are not yet started (7, 8, 9, and 11) is set equal to BAC.

• It is presumed that the fact that there has been deviations in the started activities does not necessarily mean that there will be deviations in the future activities.

•EAC for activity 5 is calculated as follows: 450 + 14(12*8) = $1794

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Monthly Cost Schedule Report-1

1.Select “View”

2.Choose “Report”

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1.Choose “Cost”

2.Click on “Select”

3.Select “CashFlow”

4. Click on “Edit” icon.

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You can change the format and details of cost schedule report by changing the items within “Crosstab Report” view. For the monthly cost report change the time unit to months.

1.Select “Definition”

2.Select “Month”

3.Click “OK”

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Click on “Select” icon.

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Monthly Cost Schedule Report

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Save as your project as <username>-Part4-1

136406990 MS Project Step by Step Guide

Documents

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