ms project
DESCRIPTION
MS Project, How to use MS Project 2003TRANSCRIPT
MS ProjectMS Project
Table of contentsTable of contents
Introduction Design of MS Project 3 steps to project
management Customization Steps in Planning Editing tasks Task scheduling Critical path method Pert analysis
Define Resource Resource scheduling Resource overallocation Tracking project Printing reports Working with multiple
projects Importing/exporting of
data Formatting views Customizing tables,views
and forms
Introduction to Project managementIntroduction to Project management
What is a project?Features of projectWhat is project management?Project management software(PMS)
What is a Project?What is a Project?
set of tasks or activitieswith a defined start and end datedesigned to achieve a unique short term goaland constrained by time, cost and scope and
quality
Tim
e
Scope and Quality
Resource
Project can be defined as aProject can be defined as a
Cost
Features of ProjectFeatures of Project
Projects are temporaryProject objectives are specific and measurableProjects are constrained by time, cost and scope
and quality.
Project management Project management
is a process ofplanning trackingand controlling project
MS Project helps you toMS Project helps you to
Develop a better planMakes calculated projections easy and more
reliableDetect inconsistencies and problems in the planCommunicate the plan to othersTrack progress and detect potential difficulties
Design of MS ProjectDesign of MS Project
Gantt chart viewCalendar viewNetwork diagram viewTask Usage viewResource sheet viewResource usage viewResource graph viewTracking Gantt
Views in MS Project
MS Project WindowMS Project Window
Title BarMenu BarStandardToolbar
Task pane
Status bar
Project Guide
Gantt chart viewGantt chart view
Gantt chart table
Gantt chart Timescale
Calendar viewCalendar view
Non working day
Normal Tasks
Milestone
Network diagram viewNetwork diagram view
Critical Summary task
Critical Normal task
Non Critical Normal task
Critical milestone
Task Usage viewTask Usage view
Resource
Assigned Task
Timescale
Resource sheet viewResource sheet view
Overallocated resource
Resource Usage viewResource Usage view
Resource
Assigned Task
Timescale
Resource graph viewResource graph view
Percent Overallocation
Resource
3 steps to project management 3 steps to project management
Planning projectTracking projectClosing project
Customizing MS ProjectCustomizing MS Project
Customizing toolbars and menuChanging the date formatChanging the currency formatAdjusting the Gantt chart view Formatting the timescale
Customizing Project environmentCustomizing Project environment
Click on Tools menu Click on Options button Select View tab button Select the date time format
from date format dropdown list
Change $ symbol to Rs. in Symbol text field
Select the Show outline number check box
Steps in PlanningSteps in Planning
Enter Project informationDefine a calendar for your projectCreate a list of major tasks, sub tasks and
milestones (Using WBS)Edit tasks, indent tasks, link tasks, add constraints
to tasksCreate resource list and assign resources to tasksRemove resource overallocationOptimize duration, cost and qualityDistribute the plan to other members in the project
for review.Create a final plan
Project informationProject information
There are 2 types of Project:Forward scheduled projects
This projects have a fixed start dateBackward scheduled Projects
This projects have a fixed finish date
Entering project information includes: Define start date/end date of projectSet Priority of a Project
Steps to enter Project InformationSteps to enter Project Information
Click on Project menu Select schedule from start
date from schedule from dropdown list
Enter Start date of the project in Start date field
Set the priority for the project
Note: Priority range is 0-
1000
Creating calendarCreating calendar
Project creates the schedule based on the calendar defined in the project
Types of calendarStandard24 hours Night shift
Objective: Creating a calendar for the project:To create a calendar you need to:
Set the calendar working timeAdd holidays to the calendarChange hours/day, hours/week, default start time,
default end time etc
Creating a calendarCreating a calendar Click on Tools menu Click on Change working time
button Select Standard calendar from
the drop down list Select the working days in the
week from the calendar box. Select the nondefault working
option Enter the working time in the
From and To fields Select the day which is an
holiday from calendar box Select non working time option Click on Options button
Setting Calendar optionsSetting Calendar options
Set the week start day. Set the fiscal year start Set the default start time Se the default end time Set the hours/day Set the hours/week Set the days/month
Editing tasksEditing tasks
What is WBS? Introduction to fields in task table viewTypes of task
Summary tasks, Subtasks and milestones
Inserting, copying, moving, deleting tasks Inserting notes and hyperlinks to tasks Indenting tasks
Work Breakdown Structure (WBS)Work Breakdown Structure (WBS)
Design Of Car
Design of Brakes Design of Engine Design of body
Chemical design Mechanical design
Fields in Gantt chart tableFields in Gantt chart table
Fields DescriptionTask ID Unique Task number
Task Indicator Indicates additional information of task
Task Name Describes information about the task or action
Duration Total duration of the task in minutes, hours, days, weeks, months,
Start date Start date of the task
Finish date End date of the task
Predecessor Task which determines start or finish of successor task
Resource Name The resource/s assigned to the task
Types Of tasksTypes Of tasks
Summary Task: The major phase of the project or a group name to collection of similar tasks is known as summary task
Sub Task (Normal): Task to which resource is assigned is a sub task
Milestone: Milestone is a decision point, check point or a major phase completion indicator in project. Milestone is a task which do not have resource assigned and has a 0 day duration.
Editing TasksEditing Tasks
Select a cell in the task name field of Gantt chart table to enter task.
Press tab key to move to the next fieldDuration is entered in months, weeks, days,
hours or minutes.E.g. 1 mo, 2 w, 3 d, 4 h, 45 m
Note: Let project enter the start date and end date for your project
Insert task: Click on Insert menu Click on insert task
Delete task: Select the entire row/s to delete Press delete key
Indenting and linking tasksIndenting and linking tasks
Indenting (Outlining) tasks: Select the sub tasks you want to indent. Click on demote
button on the Standard toolbar. After performing this operation you can observe that the task
above the indented tasks appears to be bold.
Linking Tasks: Select the tasks you want to link. E.g. task1 and task2 are to
be linked. Select the 2 tasks. Click on link button on the Standard toolbar
Unlinking tasks: Select the tasks you want to unlink. Click on unlink button on the Standard toolbar.
Note: Always indent the tasks before linking. Do not link summary task to subtask or another summary task.
Task schedulingTask scheduling
Predecessors and successors Predecessor is a task whose completion (wholly or
partly) determines the start of the successor Successor is a task which is dependent on the
completion (wholly or partly) of the predecessor. There are 4 types of relationship (links) or dependencies
between Predecessor an successor. They are as follows:
Task Dependencies Finish to start Finish to finish Start to start Start to finish
Task dependenciesTask dependencies
Task Dependency
Description Relationship Diagram
Finish to Start The finish of the predecessor determines the start of the successor
Finish to Finish The finish of the predecessor determines the finish of the successor
Start to Start The Start of the predecessor determines the Start of the successor
Start to Finish The Start of the predecessor determines the Finish of the successor
A
B
A
B
A
B
A
B
Task ConstraintsTask Constraints
Flexible constraintsAs soon as possible (ASAP)As late as possible (ALAP)Start no earlier then (SNET)Finish no earlier then (FNET)
Inflexible constraintsStart no later then (SNLT)Finish no later then (FNLT)Must start on (MSO)Must finish on (MFO)
Task ConstraintsTask Constraints
Flexible constraints As soon as possible (ASAP) As late as possible (ALAP) Start no earlier then (SNET) Finish no earlier then (FNET)
Inflexible constraints Start no later then (SNLT) Finish no later then (FNLT) Must start on (MSO) Must finish on (MFO)
There are 2 types of constraints: 1) Flexible 2) Inflexible
Flexible constraints are date constraints on tasks which allows to increase the end date of the project
Inflexible constraints are date constraints which does not allow to increase the end date of the project.
Critical Path Method (CPM)Critical Path Method (CPM)
What are critical tasks?The tasks on the longest sequence in a project whose
delay expands the project schedule are called critical tasks
What are non-critical task?The tasks whose delay does not delay the project end date
are called non-critical tasks. What is a Critical Path?
The series of tasks that must be completed on time for the project to be satisfactorily completed
What is a CPM?Critical Path Method is a technique of scheduling tasks in
a project
PERT AnalysisPERT Analysis
What is PERT?Project Evaluation and Review Technique; a variant of CPM
where the task duration time is assigned a probability of completion
Optimistic durationPessimistic durationExpected duration
ResourcesResources
What is a Resource?Types of resources
Work and Material Resource
Difference between Work resource and Material resource
Creating a resource sheet
ResourcesResources Definition: A resource is an entity which performs effort or
work on the task. There are 2 types of resources
Work Resource e.g. Man, Equipments and facilities Material Resource e.g. Cement, Petrol, Diesel, paper etc
Work Resource (WR) Material Resource (MR)
WR is reusable. It can be assigned to several tasks.
MR is non reusable. Once consumed it cannot be used in other tasks.
It requires a calendar It does not require a calendar
Resource Cost = (Cost of resource/hr) * (work hours)
Resource cost = (Cost/ unit of the Material resource) * (no. of units consumed.)
Fields in Resource Sheet TableFields in Resource Sheet Table
Fields Description
Resource Id Unique Id assigned to a resource.
Resource Indicator Symbols indicates Resource overallocation or notes indicator.
Type Describes the type of Resource i.e. Work /Material.
Material Label A label given to the material resource e.g. Petrol is a material resource and its label is liters.
Initials Abbreviation of resource name e.g. Engineers, Initial -Eng
Group Group name or department name of the resource e.g Resource A, B are belonging to Finance dept.
Max. Units Describes max no. of units that a task can be assigned
Std. Rate The cost of work/material Resource
Overtime cost The cost of the Work resource if he works more than the max. hrs/day scheduled for the resource
Cost/use One time Cost of the resource. E.g Deposit on renting a Vehicle
Accrued At Prorated – Cost calculated with work
Start- Cost calculated as soon as the work starts
End –Cost is calculated at the end
Resource schedulingResource scheduling
Work formulaWork= Duration * Units
Assigning resources to tasksTask types
Fixed units effort drivenFixed units without effort drivenFixed duration effort drivenFixed duration without effort drivenFixed work
Task types and work formula calculationsTask types and work formula calculations
Initial Change Fixed Units Result
Fixed Work Result
Fixed Duration Result
+Duration +Work -Units -Units
+Units -Duration -Duration +Work
+Work +Duration +Duration +Units
Formulas: D * U = W D * U = W D * U = W
Resource OverallocationResource Overallocation
What is resource overallocation?Example of resource overallocation Identifying resource overallocationViewing and filtering overallocationStrategies to remove resource overallocation
Resource OverallocationResource Overallocation
A resource is overallocated when it is assigned to work more hours during a given time period than it has available for work on the project.
Identifying Resource overallocationThe resource sheet, Resource Usage, and Resource
allocation views all highlight overallocated resource names by using red text.
Strategies for eliminating Resource overallocations Increase the availability of the resource during the time
period in question.Reduce the total work assigned to the resource in that time
period.
TrackingTracking
Save a baseline Select a tracking method and prepare a custom view for
tracking Incorporate actual progress information into the project Check the status of tasks Modify the project in light of tracking information Track issues related to the project Request periodic text-based assessments of general
status from key resources Publish new and changed assignments to Project Server
Tracking ViewTracking View
Act. Start date
Act. Finish date
% Duration Complete