TID Chapter 6 Introduction To Microsoft Project

Charts and Graphs

It is not length of life, but depth of life.Ralph Waldo Emerson

Gantt ChartPert ChartIntroduction to Microsoft ProjectWork breakdown structure

Introduction

These charts are used for

1. Strategic Management

2. Project Management

Project Management Application of knowledge, skills, tools and

techniques for project activities in order to meet or exceed stakeholder needs and expectation from a project.

Introduction

Helps project manager and team in term of Scope management Time management Cost management Quality management

Charts for project scheduling Gantt Chart, also known as (Time Line Charts) PERT chart (Evaluation Review Technique)-

network diagram.

Gantt Chart

A Gantt chart is a graphical representation of the duration of tasks against the progression of time.

useful tools for planning and scheduling projects. allow you to assess how long a project should take. lay out the order in which tasks need to be carried

out. help manage the dependencies between tasks. determine the resources needed.

Advantages

Gantt charts are useful tools when a project is under way.

monitor progress. You can immediately see what should have been achieved at a point in time.

Show how remedial action may bring the project back on course.

Gantt Chart

PERT chart

"PERT" developed by the United States Department of Defense as a management tool for complex military projects is an acronym for "Program Evaluation and Review Technique".

This technique was soon adapted for used in educational research and evaluation. Through PERT, complex projects can be blueprinted as a network of activities and events (Activity Network Diagram).

PERT chart

It is used for project scheduling. Pert charts allow software planners, or individuals to: Determine the critical path a project must follow.

Critical path is the longest overall duration, determining the shortest time to complete the project

Establish most likely time estimates for individual task by applying statistical models.

Calculate boundary times that define a time ‘window’ for a particular task.

Project Management Software

Among the project management software used to create charts and graph are: Microsoft Project Microsoft Visio

Microsoft ProjectMicrosoft Project

Ikon Microsoft ProjectIkon Microsoft Project

Title Bar Menu Bar

Tool Bar Entry Bar

View Bar

Status Bar

Gantt Chart View

Entry Table View

Microsoft Project-Gantt Charts

Gantt charts provide a standard format for displaying project schedule information by listing project activities and their corresponding start and finish dates in a calendar format

Symbols include: A black diamond: milestones or significant events on a

project with zero duration Thick black bars: summary tasks Lighter horizontal bars: tasks Arrows: dependencies between tasks

Creating a Gantt Chart

The Gantt chart is constructed with a horizontal axis representing the total time span of the project, broken down into increments (days, weeks, or months).

constructed with a vertical axis representing the tasks that make up the project and constructed with a graph area which contains horizontal bars for each task connecting the period start and period ending symbols.

The Gantt chart also has variants such as: Milestones: important checkpoints or interim

goals for a project Resources: for team projects, it often helps to

have an additional column containing numbers or initials which identify who on the team is responsible for the task

Status: the projects progress, the chart is updated by filling in the task's bar to a length proportional to the amount of work that has been finished 

Dependencies: an essential concept that some activities are dependent on other activities being completed first

Task List Time line

Milestone

Sub Task

Extra Notes

Starting Microsoft Project

Start a new file Click Menu File and then New

To enter details of the project•Click Menu File•then Properties

•Enter details on:•Title•Subject•Author•Manager•Company•Category•Keywords

Creating a Gantt ChartCreating a Gantt Chart

Click on Gantt Chart icon

Click on Gantt Chart

Enter task name in Task Name and determine the timeline using Duration, Start and Finish Date

Enter details here

Mengisi TugasanMengisi Tugasan

Entering tasks

List of tasks

Entering sub tasks

There two ways: :

i. Indent. Click on the starting of task name and drag to the right

ii. Using the buttons

Indent

Task Dependency Types

Connecting one tasks with another

Connecting Tasks

Connecting Tasks Highlight Two tasks that is going to be connected Click Edit. Click Link Task

Determining the dependency type FS, SF, SS, FF

Double click on the first task Click Tab Predecessor. Select the task name in the drop-

down menu. Choose the dependency type.

Determining the dependency type

Chose the dependency type

Milestone

Milestone Show the an importance event The time period is usually 0 or 1 day only..

Example: Start Project, End Project Double click on the cell. Choose Tab Advance

and Mark Task As Milestone.

MilestoneMilestoneTab Advanced

Mark here

Time scale

To change the Time scale For example days, weeks, months

1. Click on Format.

2. Choose Timescale.

3. Choose the time scale unit desired

Time Scale

•

Unit Of time scale

Gantt Chart View

To update the Gantt chart viewClick Format. Click on Gantt Chart Wizard to show

1. Critical Path

2. Date

3. Resources

•

Critical Path

Date

Work Breakdown Structure

a results-oriented family tree that captures all the work of a project in an organized way

portrayed graphically as a hierarchical tree, tabular list of "element" and tasks or the indented task list that appears in Gantt chart schedule

Work Breakdown Structure

PERT Chart Microsoft Project

Starting Pert Chart in Ms Project

Click on View. Choose PERT Chart or Click on PERT Chart icon on the left

side of Ms Project window t

Pert Components

PERThas two main components:1. Arrows2. Node/ field Every node has information on task name, task ID,

duration, start, finish and resources Arrows shows the activities flow

Every arrows is possible to have crictical path.

2 format:AoA (ADM) = activity-on-arrow (arrow diagramming

method)AoN (PDM) = activity-on-node (precedence

diagramming method)

Activity-on-Arrow (AOA) Network Diagram for Project X

Arrow Diagramming Method (ADM)

Known as activity-on-arrow (AOA)Every activities is presented by arrowsNode shows the starting and finishing date

ACTIVITY - ON – ARROW (AoA) NETWORKThe advantages are : Show the project’s time length Show the activities which the starting point and

end point are flexible or can be edited without changing the project’s time length - float.

1 A B

CD

E F

G

2 4 6

3 5

Precedence Diagramming Method (PDM)Activities are presented by boxesArrows show the dependency between

activities More popular compared to ADM (AOA)Better in showing different types of

dependencies

Creating PERT Chart

Creating PERT chartDetermine the activitiesDetermine the flow of the activities Estimate the time for each activities Prepare a time-scale chart for activities to

determine the critical path

Example: Precedence Diagramming Method (PDM) Network Diagram for Project X

Critical Path

the flow of activites that must be completed in order to complete the whole project

The delay in critical path will delayed the whole project.

Simple Example of Determining the Critical Path

Consider the following project network diagram. Assume all times are in days.

2 3

4

5

A=2 B=5C=2

D=7

1 6

F=2

E=1

start finish

a. How many paths are on this network diagram?

b. How long is each path?

c. Which is the critical path?

d. What is the shortest amount of time needed to complete this project?

Determining the Critical Path for Project X

PERT Estimates

Activity Estimate = ((Optimistic Time + (4 x Most Likely Time) + Pessimistic Time)) 6

n

Total Expected Time of Project = Activity Estimates i=1

Activity Analysis for PERT

Activity Predecessor

Optimistic Estimates

(Days)

Most Likely Estimates

(Days)

Pessimistic Estimates

(Days)

Expected Duration

(a+4b+c)

6

A None 1 2 4 2.2

B A 3 5 8 5.2

C B 2 4 5 3.8

D B 2 3 6 3.3

E B 1 1 1 1.0

F C,D 2 4 6 4.0

G D,E 2 3 4 3.0

H F,G 1 2 5 2.3

I G 4 5 9 5.5

J H,I .5 1 3 1.3

Possible PERT Activity Paths

Possible Paths Path Total

Path 1 A+B+C+F+H+J 18.8

2.2+5.2+3.8+4.0+2.3+1.3

Path 2 A+B+D+F+H+J 18.3

2.2+5.2+3.3+4.0+2.3+1.3

Path 3 A+B+D+G+H+J 18.6

2.2+5.2+3.3+3.0+2.3+1.3

Path 4 A+B+D+G+I+J 20.5*

2.2+5.2+3.3+3.0+5.5+1.3

Path 5 A+B+E+G+I+J 18.2

2.2+5.2+1.0+3.0+5.5+1.3