MS ProjectHow to use MS Project 2003

Table of contentsIntroductionDesign of MS Project3 steps to project managementCustomizationSteps in Planning Editing tasksTask schedulingCritical path methodPert analysis

Define ResourceResource schedulingResource overallocationTracking projectPrinting reportsWorking with multiple projectsImporting/exporting of data Formatting viewsCustomizing tables,views and forms

Introduction to Project managementWhat is a project?Features of projectWhat is project management?Project management software(PMS)

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 qualityTime Scope and QualityResourceProject can be defined as aCost

Features of ProjectProjects are temporaryProject objectives are specific and measurableProjects are constrained by time, cost and scope and quality.

Project management is a process ofplanningtrackingand controlling project

MS Project helps you toDevelop 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 ProjectGantt chart viewCalendar viewNetwork diagram viewTask Usage viewResource sheet viewResource usage viewResource graph viewTracking Gantt

Views in MS Project

MS Project WindowTitle BarMenu BarStandard ToolbarTask paneStatus barProject Guide

Gantt chart viewGantt chart tableGantt chart Timescale

Calendar viewNon working dayNormal TasksMilestone

Network diagram viewCritical Summary taskCritical Normal taskNon Critical Normal taskCritical milestone

Task Usage viewResourceAssigned TaskTimescale

Resource sheet viewOverallocated resource

Resource Usage viewResourceAssigned TaskTimescale

Resource graph viewPercent OverallocationResource

3 steps to project management Planning projectTracking projectClosing project

Customizing MS ProjectCustomizing toolbars and menuChanging the date formatChanging the currency formatAdjusting the Gantt chart view Formatting the timescale

Customizing Project environmentClick on Tools menuClick on Options buttonSelect View tab buttonSelect the date time format from date format dropdown listChange $ symbol to Rs. in Symbol text fieldSelect the Show outline number check box

Steps in PlanningEnter 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 informationThere are 2 types of Project:Forward scheduled projectsThis projects have a fixed start dateBackward scheduled ProjectsThis projects have a fixed finish dateEntering project information includes: Define start date/end date of projectSet Priority of a Project

Steps to enter Project InformationClick on Project menuSelect schedule from start date from schedule from dropdown listEnter Start date of the project in Start date fieldSet the priority for the projectNote: Priority range is 0-1000

Creating calendarProject creates the schedule based on the calendar defined in the projectTypes of calendarStandard24 hours Night shiftObjective: 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 calendarClick on Tools menuClick on Change working time buttonSelect Standard calendar from the drop down listSelect the working days in the week from the calendar box.Select the nondefault working optionEnter the working time in the From and To fieldsSelect the day which is an holiday from calendar boxSelect non working time optionClick on Options button

Setting Calendar optionsSet the week start day.Set the fiscal year start Set the default start time Se the default end timeSet the hours/daySet the hours/weekSet the days/month

Editing tasksWhat is WBS?Introduction to fields in task table viewTypes of taskSummary tasks, Subtasks and milestonesInserting, copying, moving, deleting tasksInserting notes and hyperlinks to tasksIndenting tasks

Work Breakdown Structure (WBS)

Fields in Gantt chart table

FieldsDescriptionTask IDUnique Task numberTask IndicatorIndicates additional information of taskTask NameDescribes information about the task or actionDuration Total duration of the task in minutes, hours, days, weeks, months,Start dateStart date of the taskFinish dateEnd date of the taskPredecessorTask which determines start or finish of successor taskResource NameThe resource/s assigned to the task

Types Of tasksSummary Task: The major phase of the project or a group name to collection of similar tasks is known as summary taskSub Task (Normal): Task to which resource is assigned is a sub taskMilestone: 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 TasksSelect 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 mNote: Let project enter the start date and end date for your projectInsert task: Click on Insert menu Click on insert taskDelete task: Select the entire row/s to delete Press delete key

Indenting and linking tasksIndenting (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 toolbarUnlinking 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 schedulingPredecessors and successorsPredecessor is a task whose completion (wholly or partly) determines the start of the successorSuccessor 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 DependenciesFinish to startFinish to finishStart to startStart to finish

Task dependenciesABABABAB

Task DependencyDescriptionRelationship Diagram Finish to StartThe finish of the predecessor determines the start of the successorFinish to FinishThe finish of the predecessor determines the finish of the successorStart to StartThe Start of the predecessor determines the Start of the successorStart to FinishThe Start of the predecessor determines the Finish of the successor

Task ConstraintsFlexible 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 ConstraintsFlexible 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)

There are 2 types of constraints: 1) Flexible 2) InflexibleFlexible constraints are date constraints on tasks which allows to increase the end date of the projectInflexible constraints are date constraints which does not allow to increase the end date of the project.

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 tasksWhat 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 AnalysisWhat 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

ResourcesWhat is a Resource?Types of resourcesWork and Material ResourceDifference between Work resource and Material resource Creating a resource sheet

ResourcesDefinition: 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 facilitiesMaterial 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 calendarIt does not require a calendarResource Cost = (Cost of resource/hr) * (work hours)Resource cost = (Cost/ unit of the Material resource) * (no. of units consumed.)

Fields in Resource Sheet Table

Fields DescriptionResource IdUnique Id assigned to a resource.Resource IndicatorSymbols indicates Resource overallocation or notes indicator.TypeDescribes the type of Resource i.e. Work /Material.Material LabelA label given to the material resource e.g. Petrol is a material resource and its label is liters.InitialsAbbreviation of resource name e.g. Engineers, Initial -EngGroup Group name or department name of the resource e.g Resource A, B are belonging to Finance dept.Max. UnitsDescribes max no. of units that a task can be assignedStd. RateThe cost of work/material ResourceOvertime costThe cost of the Work resource if he works more than the max. hrs/day scheduled for the resourceCost/useOne time Cost of the resource. E.g Deposit on renting a Vehicle Accrued AtProrated Cost calculated with workStart- Cost calculated as soon as the work startsEnd Cost is calculated at the end

Resource schedulingWork formulaWork= Duration * UnitsAssigning resources to tasksTask typesFixed units effort drivenFixed units without effort drivenFixed duration effort drivenFixed duration without effort drivenFixed work

Task types and work formula calculations

Initial ChangeFixed Units ResultFixed Work ResultFixed Duration Result+Duration+Work-Units-Units+Units-Duration-Duration+Work+Work+Duration+Duration+UnitsFormulas:D * U = WD * U = WD * U = W

Resource OverallocationWhat is resource overallocation?Example of resource overallocationIdentifying resource overallocationViewing and filtering overallocationStrategies to remove resource overallocation

Resource OverallocationA 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 overallocationsIncrease the availability of the resource during the time period in question.Reduce the total work assigned to the resource in that time period.

TrackingSave a baselineSelect a tracking method and prepare a custom view for trackingIncorporate actual progress information into the projectCheck the status of tasksModify the project in light of tracking informationTrack issues related to the projectRequest periodic text-based assessments of general status from key resourcesPublish new and changed assignments to Project Server

Tracking ViewAct. Start dateAct. Finish date% Duration Complete

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