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PROJECT MANAGEMENT3RD YEAR UNDERGRADUATE UNIT
U13451 PRMAN DL
Tutor: Kathy Parker
WEEK FIVEAdapted from slides by Dr Philip J. Scott MSc PhD FBCS
CITPUniversity of Portsmouth
Adapted by Kathy Parker
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Contents
Learning outcomes Lecture: Project planning (part 2) Exercise
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Learning outcomes
Demonstrate how to construct a project plan using Microsoft Project
Use bespoke resource calendars, task dependencies and timescale options
Explain costing and reporting options
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Lecture: Using Microsoft Project MS Project is the de facto standard There are commercial alternatives and
free/shareware products, or use Excel Viewing software freely available to
read .MPPs MS Project comes as standalone or Enterprise
server Maintaining it can become an industry! This lecture is mostly demonstration Tutorial will give you an opportunity to applySlide 4 of 8
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Lecture: Using Microsoft Project Introduction to Microsoft Project – walk
through an existing plan Key concepts:
Tasks (summary/detail) Dependencies Resources Calendars Timescale views
Not covering resource levelling
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Lecture: Using Microsoft Project Example of building a new plan
Define project information (start date, calendar options)
Enter tasks, indent/outdent to demote/promote Enter task durations and dependencies Adjust timescale view as necessary Get print format right Allocate resources and their calendars and costs Update % completion Compare alternative views (PERT, resource
sheet)Slide 6 of 8
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MS Project: Start Up
This is what you get when you open MS Project.If you don’t get the Project Guide (a sort of a wizard tool) on the left hand side of the display and you want to use it then you will need to follow the instructions on the next slide.Otherwise go to slide 9.
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MS Project: Getting to Project Guide
On the top menu Click on Tools then Options Then click on the Interface tab and tick the Display Project Guide Box
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MS Project: Define project information
Project -> Project InformationGives this pop-up.Enter the project start date.Leave the Schedule from: Project start Date as it is (helps with initial scheduling)If you need to put in time frame constraints later then fine
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MS Project: Define project calendar
Tools - > Change working time gives this screen.From here you can define the project working days and hours.If the project will use work the days and weeks as per the ‘Standard’ calendar then use it. Otherwise Create a New Calendar, give it a name and make it a copy of the Standard
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MS Project: Define Working times
From here you can set default working times for specified days of the week.E.g. I have set working times for Monday to Thursday as 09:00 to 12:30 and 13:30 to 17:00 and from 09:00 to 12:00 and 13:00 to 16:00 on a Friday
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MS Project: Define Non-Working times
From the Exceptions tab I have defined an exception of Christmas from 20/12 to 3/1/11 as non-working time
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MS Project: Assign Calendar to Project
Back to Project -> Project Information and select your calendar from the drop down menu to assign the calendar to your project
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MS Project: Enter your tasks
Enter the tasksBefore doing this you should have done the PBS and PFD as per week 4
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MS Project: Indent/outdent tasks
I have entered higher level tasks: Project Initiation and Determine requirements
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MS Project: Indent/outdent tasks
I now highlight the sub tasks for each and click on the indent arrow
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MS Project: Indent/outdent tasks
When I put in a new task it will go in as a sub task under the Determine Requirements unless I outdent
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MS Project: Enter Task Durations
Under Duration enter the time it will take to complete the task. Only enter the times for the low level tasks.The summary level tasks are calculatedTasks with a time of zero are indicated as milestones
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MS Project: Enter Task Dependencies
This can be done in one of 3 ways:1.Highlight the two tasks e.g. Cannot get PID approved until PID is produced•Then click on the Link tasks icon•The chart shows the tasks linked
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MS Project: Enter Task Dependencies 2a
2. Double click on a task to get the Task information windowSelect the Predecessors tab, click on the down arrow under Task Name and select the task(s) that must precede (be done before) this task.e.g. PID approved milestone cannot happen until the Get PID approved is complete. Click OK
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MS Project: Enter Task Dependencies 2b
2. This method is also useful for specifying link type that are not the standard Finish-to-Start and these can be selected under TypeA lag can also be specified
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MS Project: Enter Task Dependencies 2c
2. Which creates this->
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MS Project: Enter Task Dependencies 3
3. Using drag and drop technique.Hover over the predecessor task until you see and a task box appearThen drag to the successor task. A box labelled Finish-to-Start Link will appearComplete the link
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MS Project: Changing the GANTT view timescales
We now cannot all our project so we may wish to change the timescale at the topSet the middle tier – here we are changing it from Weeks to MonthsAnd the bottom tier from Days to weeks
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MS Project: Changing the GANTT view timescales
Which gives us ->
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Lecture: Using Microsoft Project Keep it manageable:
Limit number of tasks per plan (500?) Split or create sub-plans or super-plans if
necessary Only add the crucial dependencies Break down work to sensible level for
monitoring Strict version control: baseline, progress,
what-ifs Don’t try to make it an accounting tool
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Tutorial walk-through
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