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Microsoft Project Tutorial for Chapters 4 & 5
This Tutorial explains how to:
• Build a MSP Project Network • Build a Probabilistic MSP Network• Use the Calendar Tool and Options• Manipulate The Gant Chart* Click on above link to skip to that Section
*clicking on the light bulb will take you directly to the software tutorial for that lesson
*clicking on Home will take you directly back to the first slide
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Building A Project Network in MSP
• Launch Microsoft Project• Click on “New” • Refer to Table 5-2 in Text (p.149)
Table 5-2
Activity Duration Predecessors a 5 -b 4 -c 3 ad 4 ae 6 af 4 b, c g 5 dh 6 d, e i 6 fj 4 g, h
A Sample Problem for Finding the Critical Path and Critical Time
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Building A Project Network in MSP
If a specific start date is given, we can enter it into MSP as well
• Click on Project, then Project Information
• Then select the start date that is given:
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Building A Project Network in MSPTransfer information from action plan to Gantt Sheet
• Under the View option, make sure the “View Bar” option is checked
• Then select the Gantt Chart box:
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Building A Project Network in MSPThe MSP entry table looks similar to the action plan template
* Be sure to save your New project both when you start it, and periodically as you make progress
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Building A Project Network in MSP
Plug the information from Table 5-2 into the Gantt Table
• The software automatically numbers each activity that is entered• Predecessors are indicated by task ID #’s rather than their names
Table 5-2A Sample Problem for Finding the
Critical Path and Critical Time
Activity Duration Predecessors
a 5 -
b 4 -
c 3 a
d 4 a
e 6 a
f 4 b, c
g 5 d
h 6 d, e
i 6 f
j 4 g, h
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Building A Project Network in MSP
The Task’s dates are adjusted accordingly
Notice that the Gantt Chart is also constructing
automatically
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Building A Project Network in MSP
To simplify things, add Start & Finish as milestones to make the network easier to understand
• Highlight the first task by clicking on the task # (1)
• Go to Insert, New Task.
• We now can add the Start Milestone to the top of the
action plan• Notice that the existing list of predecessors has updated
accordingly
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Building A Project Network in MSP
To simplify things, add Start & Finish as milestones to make the network easier to understand
• In MSP, Milestones have a duration of 0
• Task A & B will now have Start as a predecessor
• The last two activities, I & J, are predecessor's to Finish
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Building A Project Network in MSP
Once the action plan data is entered, MSP will automatically draw an AON PERT/CMP network
To View:• click on the Network Diagram box on the view bar
To change the size of the viewed network screen:• Click on View, Zoom & adjust
accordingly
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Building A Project Network in MSP
Once the action plan data is entered, MSP will automatically draw an AON PERT/CMP network
• To see the entire network, choose “Entire Project”
Your Network Should look similar:
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Building A Project Network in MSP
We can get rid of the crossing by simply dragging the nodes to their desired location.
• First, Right-Click on white background of Network Diagram• Select “Layout” option
• Choose “Allow manual box positioning” and press ok
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Building A Project Network in MSP
We can get rid of the crossing by simply dragging the nodes to their desired location.
Now MSP will allow us to grab and relocate the Nodes
Click and Drag the C Node down to the bottom of the network and re-arrange as necceasy
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Building A Project Network in MSP
Before
After
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Building A Project Network in MSP
MSP can show us the Free & Total Slack in our Project
• Go to View, then to More Views…• Choose “Detailed Gantt,” and click apply• Go to View, Table: and choose Schedule
1st
2nd
3rd
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Building A Project Network in MSP
MSP can show us the Free & Total Slack in our Project
In the chart portion of the view, slack appears as thin bars to the right of tasks, with slack values adjoining the regular Gantt bars. The tasks in red are those which are critical.
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Building A Project Network in MSP
MSP can filter our Tasks to help Identify the Critical Path
• Go to Project • Select Filtered For:• Choose Critical
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Building A Project Network in MSP
MSP can filter our Tasks to help Identify the Critical Path
Now MPS will only display the tasks that are along the Critical Path, to display all tasks again, simply re-filter for all tasks
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Building A Project Network in MSP
Summary Tasks can also be used to help organize a project:
Using information from Table 3-5, a template for an LAN Installation project, we create our MSP action Plan on the Gantt
Table
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Building A Project Network in MSP
Summary Tasks can also be used to help organize a project:
• In this Particular example, our Summary tasks are Phases I-IV
• Select all the tasks under Phase I• Select the Indent option to indent all the
Tasks under Phase I• All the selected tasks will now appear under
the summary task for Phase I • Do the same for Phases II-IV
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Building A Project Network in MSP
Your Gantt table will display summary tasks, making the project more organized and the Gantt Chart more legible.
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Building A Probabilistic Network in MSP
To enter in the figures for the three-time duration estimates in Table 5-6:
• Go to “View”• Choose “Toolbars”• Check PERT Analysis
The PERT Analysis toolbar will appear:
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Building A Probabilistic Network in MSP
To enter in the figures for the three-time duration estimates in Table 5-6:
To eliminate future problems, lets set the duration periods to a consistent value, in this case we will use weeks, since it is used
most frequently. So entries with days must be converted to weeks. (5 day work week) i.e. 4 days = 4/5= .8 wks
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Building A Probabilistic Network in MSP
• Go to Tools • Select Options
• Click on Schedule Tab• Select Weeks in the Duration
is Entered in: dropdown• Click ok
* The schedule tab is where you modify the default settings for entering tasks.
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Building A Probabilistic Network in MSP
To enter in the figures for the three-time duration estimates in Table 5-6:
• Enter in action plan from Table 5-6 into Gantt Table
• Include Task Name & predecessors.
• Ignore Duration for now, these will be calculated
• Ignore Resource Names, we will learn this in a later lesson
• notice Duration is now in weeks… 1day/5days= .2wks
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Building A Probabilistic Network in MSP
To enter in the figures for the three-time duration estimates in Table 5-6:
Once the action plan has been built, select the PERT Entry Sheet:
The PERT Entry Sheet should
appear:
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Building A Probabilistic Network in MSP
To enter in the figures for the three-time duration estimates in Table 5-6:
Now Enter in the Values from Table 5-6• Optimistic = a • Expected (normal) = m• Pessimistic = b
Remember to convert a, m, & b durations from days to weeks when necessary
i.e. 2 days= .4 wks, or, 6 days = 1.2 wks
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Building A Probabilistic Network in MSPOnce the information from the 3X-duration table is entered into the
Pert Entry Form:
• Select “Calculate PERT” from the PERT Toolbar
• Click Yes ( you may want to save the pre-existing project before doing this, as it will overwrite any previous entries in duration).
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Building A Probabilistic Network in MSPAfter running the PERT Calculator, the est. Duration (Te) is available:
*The estimated duration will also be visible in the Original Gantt View as well
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Creating a Project CalendarMSP defaults to a Standard, or base, calendar because it serves at
the basis for scheduling calculations
This Standard Calendar assumes:• Eight hour work day • 5 work days in a week (40 hours)
To View the Project Calendar:• Simply click on the Calendar button on the view bar
* Calendars can be created for Project Wide, Task, or Resource specific. (For this lesson, we will focus on Project Wide)
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Creating a Project CalendarThe Calendar will display your project from the start date
specified
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Creating a Project CalendarThe Calendar’s display period options are easily modified
To quickly change the schedules display period:• Click on the buttons at the upper left side
of the calendar• The calendar can display one month or one
week at a time, or..• Click Custom to choose a specific period of
time
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Creating a Project CalendarThe Calendar’s structure is also modifiable
To modify the Calendar’s structure:• Go to Format• Choose “Timescale…”
Here we can modify:• Monthly, daily, & weekly
titles• Display all days/work days• Date boxes, shading, and
more
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Creating a Project CalendarCreating a project specific calendar
To create a project specific calendar:• Go to Tools• Select Change Working Time
In the Change Working Time Dialogue Box:• Select Create New Calendar
*Make sure you are making changes for correct Calendar
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Creating a Project CalendarCreating a project specific calendar
Create New Base Calendar Box:• Name your Project Calendar• Make a copy of the Standard
Calendar to keep its formatting, exceptions can be added.
• Click OK
The Change Working Time box will now allow you to format it
accordingly
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Creating a Project CalendarModifying Project Calendar
Adding a Vacation Day: (hypothetical)• Click on the day you wish to make
an exception• On the Exception tab, Input the
Name, Start and end of the exception
• Click OK
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Creating a Project CalendarModifying Project Calendar
Notice the Details button in the Change Working Time Box
Here you can:• Set non-working or working
times for exceptions• Set a Recurrence Pattern for
exceptions• Set Range of Recurrences
for exceptions
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Creating a Project CalendarModifying Project Calendar
You can also Modify the schedule for the work week: (hypothetical, get off @ 1 on Fridays)
• Choose the Work Weeks Tab (in the same Change Working Time box)
• Enter the Name, Start date, and End date (in this ex., Early Fridays will apply for the length of the project)
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Creating a Project CalendarModifying Project Calendar
• Click on Details • Select the day (Friday) • Choose Set day to these specific
working times (for ex.=8 a.m. 1 pm)• Click OK
*In Work Weeks you can:• Use default times for
certain days • Set certain days to non
working time • Set days to specific work
times
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Creating a Project CalendarSet modified calendar to project
To apply project calendar to entire project:• Go to Project• Select Project Information
In the Project Information box:• Click on the Calendar dropdown• Select the new Calendar• Press OK
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Creating a Project CalendarIn The Calendar View you can now see Project has been
applied to the modified (test) calendar.
*Notice that May 5th is no longer scheduled
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Creating a Project Calendar
The Gantt Table (action plan) has also been updated automatically (go to Gantt View):
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Manipulating the Gantt ChartThe Gantt Chart can be manipulated to display a variety of
information Refer to Table 5-4
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Manipulating the Gantt ChartTo Create WBS Codes
• Highlight All tasks• Go to Project• Go to WBS• Choose Define Code
In the WBS Code Def. box:• Select a Project Code Prefix (in
this case none)• Select Sequence (in this case
Numbers Ordered)• Check both options at bottom• Click OK
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Manipulating the Gantt ChartDisplay WBS Codes (MSP will not do this automatically)
• Highlight the Task Name column• Right click on header (Task Name)• Choose Insert Column
• Under Field Name, Choose WBS• Click Best Fit• Select Ok
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Manipulating the Gantt ChartThe WBS codes have now been assigned to the Tasks
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Manipulating the Gantt ChartThe Gantt Chart Wizard is used to format the Gantt Chart’s
display options
The Gantt Chart Wizard can be accessed by:• Going to Format• or Right-clicking on the Gantt Table• Selecting Gantt Chart Wizard
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Manipulating the Gantt ChartThe Gantt Chart Wizard is used to format the Gantt Chart’s
display optionsThe Gantt Chart Wizard display will appear, here you can change the Gantt Chart to Display:
• Standard, Critical, and Baseline paths• Resources, Dates, both or neither• Option to link dependent tasks • Customize Gant Chart • Customize Task Information
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Manipulating the Gantt ChartModify the Gantt Chart to Display Task Names (Figure 5-23)
In The Gantt Chart Wizard• Click Next to begin customization• For this example, Choose Standard
and click Next• Choose Custom Task Information
and click Next • On the “Left” drop down menu
select Name and then Click next through options
• For this example, select No when asked to link dependent tasks
• Click Format It and Exit Wizard
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Manipulating the Gantt ChartModify the Gantt Chart’s display period
Like the Project Calendar, The Gantt Table’s display Period can be modified:
• Right Click on the Date Tier• Select Timescale…
In the Timescale Box:• Select Months in the “Units”
dropdown• Select One tier in the “Show”
dropdown• Click OK
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Manipulating the Gantt ChartThe Gantt Chart should resemble Figure 5-23, with task
names to the left of the Gantt bars
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Manipulating the Gantt Chart
Both the Gantt Table and the Gantt Chart Wizard can be manipulated to display a variety of information including:
• Critical paths• Path Connections• Slack• EST, LST, EFT, and LFT• Expected Durations• Milestones• Resources Requirements• Progress and More
A Project Manager can explore the display options in MSP to create a Gantt Table and Chart suitable to a particular project