microsoft project tutorial for chapters 6 & 7 this tutorial explains how to: reflect a crashed...
TRANSCRIPT
Microsoft Project Tutorial for Chapters 6 & 7
This Tutorial explains how to:
• Reflect A Crashed Project in the Gantt Chart• Resource Loading• Create a Resource Calendar• Use MSP Auto Resource Leveling• Project Status and the Earned Value Report* 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
Reflecting a Crashed Project in the Gantt ChartThe Gantt Chart for Table 6-1 reflects a change in working schedule to
a 7-day work week.
Reflecting a Crashed Project in the Gantt Chart
*To do this (review): • Go to Tools• Select Change Working Time
In the Change Working Time Box:• Click on the Work Weeks Tab• Click Details• Select all seven days • Set days to specific Working
Times• Set the whole week to an 8
hour shift• Press OK
Reflecting a Crashed Project in the Gantt ChartTo adjust the expediting of a project, simply change the duration of
the Critical Task’s duration in the Gantt table (20-day solution)By Changing the duration of task a:• The Finish Date of task a has
updated automatically• The Finish Date of the Project
and the Gantt Chart have updated accordingly:
Reflecting a Crashed Project in the Gantt ChartTake the same approach to adjust the Project even further
(19-day solution)After Changing task a, change task f’s duration to 8 days• The Finish Date of task a has
updated automatically• The Finish Date of the Project
and the Gantt Chart have updated accordingly:
Reflecting a Crashed Project in the Gantt ChartThe Gantt Chart will adjust automatically for all crashed adjustments
(18-day & 16-day)
Resource Loading First, Build your Gantt Chart to resemble figure 6-10, exclude
resources for now.
Be sure to:• Mark “Scheduling Shoots” a summary task• Use the Gantt Chart Wizard to Show Finish dates of tasks &
Milestones• Add WBS Codes
Resource Loading
Now Create a Resource list
• Go to the View Bar• Select Resource Sheet
A chart will appear:
Resource Loading Creating a Resource list
• First, enter in each individual Resource Name from the Action Plan (figure 6-10) • Assign Each individual Resource a Unique Initial • Transfer Standard & Overtime Rates from Table 6-5 to appropriate
Resource, Table should resemble below:
Resource Loading Assigning a Resource to a Task
• Refer back to Gantt View• Under WBS 2 (Scriptwriting), Go to Resource Names• There is now a drop down with Resource Names, select Scriptwriter
Resource Loading Assigning Multiple Resources to a Task
• Double click anywhere on the appropriate task row (propose shoots) • The Task Information Box will appear:
• Select the Resources Tab
Resource Loading Assigning Multiple Resources to a Task
• Under Resource Name, add each Resource Needed• Then select OK
Resource Loading Assigning Multiple Resources to a Task
• Under Resource Name, add each Resource Needed• Then select OK
The Gantt Table should now looks as follows:
* Task 11 shooting, should include the Editor, not scriptwriter(typo)
Resource CalendarsCreating a Resource Calendar
As mentioned in the text, some of the resources have a schedule that does not follow MSP’s Standard Calendar. We can create a resource Calendar for these Resources. (Refer to Table 6-4) • Go to Tools• Select Change Working Time…
In the Change Working Time Box, under the For calendar dropdown, notice that each Resource Name has been added. First Select Scriptwriter
Resource CalendarsCreating a Resource Calendar
The Scriptwriter works one hour later (6: 00 p.m.) and one extra day of the week (Saturday)• Select the Work Weeks Tab • With Default Line 1 selected, click details
• Highlight all working days (Monday-Saturday)• Set Days to the Specific work
times • Change to end at 6:00 p.m.• Click OK
Resource CalendarsCreating a Resource Calendar
A warning that the fixed-duration of tasks assigned to this resource will be changed. Click ok
Resource CalendarsCreating a Resource Calendar
The Client works a standard schedule except for a vacation scheduled for March 13-March 26. Create a calendar for this Resource:• Go to Tools, Select Change Working Time, and select Client from
the “For Calendar” Dropdown
• Choose the Exceptions Tab • Enter in Vacation• Include Start and Finish Dates• Click OK
Resource CalendarsCreating a Resource Calendar
A warning that the fixed-duration of tasks assigned to this resource will be changed. Click ok
Resource CalendarsCreating a Resource Calendar
Create a calendar for the Editing Room • Under Working Weeks Tab• Set days Monday- Friday• Set Times from 9:30 a.m. – 3 p.m.• Select OK to the same
warning about changes in duration
Resource CalendarsCreating a Resource Calendar
In the Gantt Chart View, we can see that the end date has been changed to 5/17 to accommodate for new resource calendars.
Resource LevelingView the Resource Loading Chart
To view the Resource Loading Chart:• On the View bar click Resource Usage
Resource Loading Chart• Timescale can be
adjusted just as the Gantt Chart was.• Resources in bold are
over-allocated.
Resource LevelingView Over-Allocated resources
To view Resources that are over-allocated:• Click on the More Views button on the View Bar• Choose Resource Allocation• Select an over-allocated resource (Scriptwriter)
Resource LevelingView Over-Allocated resources
Filter for only Over allocated Resources• Go to Project, Filtered for:• Select Over allocated Resources
Resource LevelingView Over-Allocated resources
Viewing Over-allocated resources graphically: • Click on Resource Graph • Adjust the Timescale for the graph as we
did with the Gantt chart
Resource LevelingLeveling Resources
To Level Resources:• Go to Tools• Select Level Resources
This will bring up the Resource Leveling Dialogue
box
Resource LevelingLeveling Resources
To Level Resources:• Select Automatic
Leveling Calculations • For this example, we
want to Look for over-allocations on a Day by Day basis. • Level entire project • Level only within
available slack
Resource LevelingLeveling Resources
This particular project has been leveled for all tasks but individual tasks can also be leveled over the entire
project or over a designated time span.
Project StatusProject Status & The Earned Value Report
Entering Actuals into our report to track project status*Before Tracking a Project’s Status, save it, this will be your
“Baseline” or snapshot or project Plan
Set Baseline: • Tools • Tracking• Set Baseline• Set Baseline to Entire Project
Project StatusProject Status & The Earned Value Report
Entering “Actuals” into our report to track project status
Select Tracking Gantt from View Bar: • Insert the Actual & Baseline Start & Finish Columns
if needed. • Also insert Actual & Baseline Duration if needed.• Plug in Actual Start & Finish Dates, Actual Duration,
Cost, and Work should adjust accordingly.
Project StatusProject Status & The Earned Value Report
Viewing the Earned Value Report of a Project
Click on the upper left corner of the Task Sheet so the entire project is highlighted
• Right Click • Select More Tables from the menu• Select Earned Value• Click Apply
Project StatusProject Status & The Earned Value Report
Viewing the Earned Value Report of a Project
Your Earned Value Report can be given from your Project Status and will adjust according to the actuals
you put it.
Project StatusThe Earned Value Report can also be exported to an Excel Graph
• Go to Report• Choose Visual Reports…
On the Visual Reports dialogue box • Select the Expected Value
Over Time Report • Click View
Project Status
The auto-leveling and tracking options are an effective tool for Project Managers and should be explored
further.