microsoft_project_101_how_to_build_a_project_plan
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Microsoft_Project_101_How_to_Build_a_Project_Plan.TRANSCRIPT
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Microsoft Project 101: How to Build a Project Plan
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Overview
After this course you will understand and be able to:
• Set up a project document using best practices• Enter task details• Enter durations against tasks• Link tasks• Assign resources• Baseline the plan• Manage the project plan and track progress
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Project Setup Best Practices
– Iterative Saves and Versions– Project information dialog box– Project defaults (check them before starting a
new project)– Project calendar adjustments (holidays, etc..)– Task Sheet View for initial task entry – Add columns
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Project Information
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Project Defaults
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Project Defaults
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Project Calendars
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Views and Columns
• Task Sheet view• Add or hide a columns as necessary• Suggested columns:
– Task Name– % Complete– Duration– Work – Start – Finish– Resources
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Exercise 1
• Setting project defaults
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Tasks
• Project Summary Task
• Summary Tasks
• Sub-tasks
• Task Types – Fixed Units– Fixed Work– Fixed Duration (recommended)– Effort driven
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Project Summary Task
• The project summary task has unique characteristics:– ID = 0– Unique ID = 0– Outline Level = 0– Summary – Yes
• Only project summary tasks can be created at Outline Level 0.
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Summary Tasks
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Subtasks
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Task Types
• Fixed units – tasks where the resources are a fixed value & changes to the amount of work or the duration do not affect the resources
• Fixed work – tasks where the amount of work is a fixed value & changes to the duration or the number of resources do not affect the work.
• Fixed duration (recommended) – tasks where the duration is a fixed value & changes to the work or the resources don't affect the duration.
• Effort Driven – the duration of a task shortens or lengthens as resources are added or removed from a task while the effort (work) remains the same.
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Task Types
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Exercise 2
• Entering tasks
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Task Information
• Task Information Form
• Milestone tasks
• Durations
• Constraints
• Dependencies (predecessors)
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Task Information Form
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Task Information Form
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Task Information Form
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Task Information Form
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Task Information
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Milestones
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Task Duration
• When entering task durations, enter the amount of time expected to complete the task
• Duration abbreviations– M = Minutes– H = Hours– D = Days– W = Weeks– M = Months
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Task Constraints
• Field dependencies• Constraint types
– As late as possible– As soon as possible– Finish no earlier than– Finish no later than– Must finish on– Must start on– Start no earlier than– Start no later than
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Task Dependencies
• Predecessors– Finish to Start (FS default)– Start to Finish (SF)– Start to Start (SS)– Finish to Finish (FF rarely used)
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Exercise 3
• Setting constraints, durations and predecessors
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Resources
• Resource types
• Entering resources
• Assigning resources to a task
• Understanding “work”
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Resource Types
• Work (people)
• Material (expenditures)
• Rates (hourly rate or cost of hardware)
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Entering Resources
• Best done after tasks are entered and linked
• Assign names and work effort for each individual
• Duration is the length of time the task will take to complete, entered in days
• Work is the amount of effort needed to complete the task, entered in hours
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Exercise 4
• Entering Resources
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Tracking
• Base lining the project
• Entering actual information
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Base lining the Project
• Purpose of base lining
• How to do it– Tools, Tracking, Save Baseline– Remember to baseline the ENTIRE project!
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Entering Actuals
• Task sheet view
• Enter actual start date– Break links as needed
• Enter actual duration
• Enter actual time commitments
• Set task completion at 100%
• Sequence is VERY important
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Exercise 5
• Base lining
• Entering Actuals
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Views, Tables & Filters
• Views– Task Views– Gantt Chart– Tracking Gantt Chart– Custom Views
• Tables
• Filters and Groups
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Task Sheet
• Task Sheet
• Used for reporting
• Basis for most custom forms
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Gantt Chart View
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Tracking Gantt
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Custom Views
• Views are made up of– Tables– Filters– Groupings
• It is highly recommended that you copy the view AND any tables, filters and groups that are used to achieve that view.
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Tables
• A table is the actual spreadsheet presentation of the rows and columns
• It stores which fields you see and how the columns are ordered
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Filters & Groups
• Filters - a way to select a subset of tasks to be shown in a view.
• Groups - a way to organize rows based on field content.
• Filters and groups can be used together to order the data or they can be used independently.
• Filters and groups can be created using one or more conditions
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Exercise 6
• Views
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Summary
• Tip of the iceberg (much more capability).
• MS Project is a tool that aids planning, it won’t plan for you.
• Need to invest in mastering the tool.• MS Project training guides located at
http://www.k-state.edu/InfoTech/epm/training/index.html
• Iterative saves
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Contact Information
• Peer support – call if you need help• Chuck Gould
532- [email protected]
• Lloyd Walker532- [email protected]
• Ashley [email protected]