microsoft project presentation-adeel zia

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Microsoft Project Presentation

By Adeel Zia

Friday 09/03/2012



Course Outline

Concepts

Basic ideas/concepts regarding Project in MS Project

MS Project FeaturesFunctionality of MS Project

Lab Session

Hands-on experience of MS Project



Concepts

Microsoft Project



Microsoft Project (MSP, MSOP or WinProj) is a project

management software program, developed and sold by

Microsoft, which is designed to assist in developing a plan,

assigning resources to tasks, tracking progress, managing the

budget, and analyzing workloads.

MS Project's file format is .mpp

Icon Shapes2003 2007 2010



Microsoft Project 2007 Editions

With Microsoft Project 2007, we have a choice of two editions:

Microsoft Office Project Standard 2007

and

Microsoft Office Project Professional 2007.



Standard Edition

Microsoft Project Standard 2007 is the basic Desktop edition

of Microsoft Project.



Professional Edition

Microsoft Project Professional 2007 provides everything that

Microsoft Project Standard does. In addition, Microsoft Project

Professional provides for team collaboration with a Web interface



Microsoft Project is a specialized database that stores

and presents thousands of pieces of data related to yourproject. Examples of such data include tasks, durations,

links, resource names, calendars, assignments, costs,

deadlines, and milestones.

What is MS Project



These pieces of information interrelate and affect each other in a

multitude of ways. Under-lying this project database is the

scheduling engine, which crunches the raw project data you

enter and presents the calculated results to you (see Figure 1).

Examples of such calculated results include the start and finish

dates of a task, the resource availability, the finish date of the

entire project, and the total cost for a resource or for the project.



After the Details are gathered, We can then manipulate and display

this calculated data in various views to analyze the planning and

progress of your project. This information helps you make decisions

vital to the project‟s success.



Planning a Project

Define Goals

Develop Tasks

Establish Timeframes

Resource Availability? Organize



A project plan can be as simple as, a list of tasks and

their start and finish dates written on a notepad.

It can be complex, as thousands of interdependent tasksand resources with multi-million-dollar budget.

Whether simple or complex, all projects consist of:



Building Blocks

When building a project plan, the following types of

information is required.

Task

Duration

Resources

Cost

Task dependencies Constraints



Task:An activity that has a beginning and an end. Projects are made up of tasks.

Duration:The total span of active working time required to complete a task. This is

generally the amount of working time from the start to finish of a task, asdefined by the project and resource calendar. Elapsed duration is the

amount of time a task will take to finish, based on a 24-hour day and a 7-

day week, including holidays and other nonworking days; minutes, hours,

days, and weeks can be entered in elapsed duration.



Resources:The people, equipment, and material used to complete tasks in a project.

CostThe total scheduled cost for a task, resource, or assignment or for an entire

project. This is sometimes referred to as the current cost. InMicrosoft Project, baseline costs are usually referred to as "budget.



Linking Tasks

Some tasks require that another task be completed before it

can begin. These tasks must be linked.

Tasks and subtasks are linked by assigning Predecessors.



Linking Tasks (Cont.)

Predecessor

– A task that must start or finish before another task can start or finish

Successor

– A task that cannot start or finish until another task starts or finishes

– A task becomes a successor when a row number is entered in the

predecessor column



The nature of the relationship between two linked tasks.

Link tasks by defining a dependency between their finish andstart dates.

Microsoft Project contains four kinds of task dependencies

Example:

For arranging a Party. the “Contact caterer’s” task must finishbefore the start of the ‘Determine menus’ task. i.e.,We can not

discuss menu items before the caterer arrives.

Task dependencies



Constraints

A constraint is a parameter placed upon a task which limits the start

or finish of a task

By default the As Soon as Possible constraint is applied to every

task. The following is a list of all the constraint types which are

available to choose from



Constraints (Cont.)

As Soon As Possible

Schedule the task to start as soon as the beginning of the project.

As Late As Possible

Schedule the task to the end no later than the end of the project.

Finish No Earlier Than/Finish No Later Than

Schedule the tasks to finish no later or sooner than a specific date.

Must Finish on/ Must Start On

Schedule the task to finish on or start on a specific date.

Start No Earlier Than/ Start No Later Than

Schedule the task to start no earlier than or no later than a specific date.



MS Project Features



What is a Gantt Chart?

A Gantt Chart is a visual tool to help Plan, Manage, and Track

a project or projects.



Sample Gantt Chart



Change Work Time

Go to ToolsChange Work Time



Setting Specific Working Time

Go to

“

Work Weeks”

Tab and Click Details Enter Desired Time



Choosing the Statistics button opens the Project Statistics dialogbox, below. This dialog box displays information on project startand finish dates, duration, work, and cost. It also providescomparative statistics you can use to measure the progress of your

project.

Addi T k



Adding Tasks

This is the main activity in setting up a new project. The tasks which have been identified at

the Design Stage must be entered.

Go to Insert New Task

or

Start Entering the Tasks in the “Task Name” column on the sheet starting from 1 and so on…



Entering Task Duration

Microsoft Project uses 1 day, as the default length, for task

durations. If our estimate for the duration is different than one day,

we can change it.

MS Project Time Measure:

–m Minutes

– h Hours

– d Days

– w Weeks

– mo Months



Enter Duration

Enter desired duration in the “Duration” column on the sheet as

the format describe in previous slide



Special Markers

Milestones

– A reference point marking a major event in a project and used to

monitor the project's progress

– To create a milestone, Enter “0” in the duration field



Double Click on the Task to enter Extra Details (If Req.)

D fi i S b T k



Defining Sub-Tasks

Microsoft Project provides the ability to structure the tasks by setting different

levels of tasks and grouping tasks under a summary task. This can be useful where

the project has a considerable number of tasks; management can be made easier by

only viewing and reporting on the summary tasks.



Recurring Tasks

Where a task occurs on a regular basis MS Project allows you

to insert it as a Recurring Task.

Adding a Recurring Task.

Select a blank task row.

Select Insert, Recurring task.

Predecessor Table



ID: The identification number of the Predecessor.

Predecessor Name: The name of the Predecessor. If this is not entered the

system will look it up using the ID number.Type: The relationship with the current Task which will be FS,

or SS,or FF.

Lag The time delay between the end of the Predecessor the

start of the Successor.

Predecessor Table

Enter Resources



e esou ces

To add resources to the Resource Sheet:

From the View menu, choose Resource Sheet.

Save a Baseline



Save a Baseline

Select ToolsTrackingSave Baseline from the

menus.

Click on the Save baseline radio button. Click on the OK button.



Task Update

After a baseline is set

We can update Tasks using:

“%Complete” “Actual Duration” and “Actual

start/finish”

Use ToolsTrackingUpdate Task button to enter either of these

Values

T ki G tt Ch t



Tracking Gantt Chart

Tracks the progress of the project

Shows what tasks are overdue and what has been completed on time

Click on ViewTracking Gantt button on Standard bar

Reports Setup



Reports Setup

MS Project has a number of pre-defined reports based on sixprincipal types which can be used directly, changed as required.

Alternatively, completely new reports can be created. The system ispicture driven and simple to use.

We can access it from the Standard bar button “Report” and thenclicking Reports command. A dialog box appears in which thefollowing type of report can be chosen:



Basic insights to better master MS Project

1. MS Project is a database

All views and tables show the same data from different perspectives.2. MS Project is a calculator

Everything is recalculated to minutes. And then shown in time units as per

your configuration settings.

3. Start each project schedule by checking your basic configuration

settings These include your default calendar, the calendar calculations, metadata,

currency and time

settings.

4. Let MS Project calculate

Let it calculate start and end times for you !

5. MS Project is already programmed to be asap ;

Don’t put constraints initially; if needed put them in when project is ongoing.

6 f i fi 3 f i i



6. Each of the input fields have 3 faces, personalities or

characteristics

Input happens in duration | work | cost fields – but to be able to manage

a project you need 3

versions of those fields: scheduled | baseline | actual – different

versions are shown in

different views and tables.

7. Set the timescales to weeks and month for easier management

The default setting is by days and weeks – in many cases a key tomastering views and

schedules is triggered off by zooming out the time scale to weeks and

months. This makes

assessing over allocation (in weeks) much easier to handle too.

8. Tracking a project = entering actuals

To track values, search for the appropriate „actual‟ field and enter the

data.



Microsoft Office Forum Help

http://answers.microsoft.com/en-us/office/forum



http://answers.microsoft.com/en-us/office/forum/office_2007-project



The Project is Now Complete !!

MS Project is a very powerful tool if it is used correctly

This program can save a lot of time for engineers who are interested

in time, cost, etc.

Automatically keeps your project organized.



Thank you !!

microsoft project presentation-adeel zia

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