msproject 2010 essential

8/7/2019 MSProject 2010 Essential

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Course Objectives

Module 1 : Introduction

Module 2 : Planning the Project

Module 3: Task Entry and Task LinkingModule 4: Resources and Resource Management



Module 1 : Introduction

Start Project 2010.

Note the difference between Project Standard and Project

Professional editions and the new features available.

Open a Project File.

Use the ribbon interface and the new Timeline view.

Change the View of a Project.

Understand terms and procedures in project management and

planning.



Fundamental of Project Management

Projects ± What are they?

� Inter-related tasks to achieve a goal

� Require resources to complete

� Within a certain time frame

Complex or Simple

� Task link to Task

� Project link to project



Why use Project Management Software?

Scheduling

Cost Control

Budget Management

Resource Allocation

Collaboration Software

Communication

Quality Management

Documentation



New Features and Edition Comparison

Professional

Project Server

Standard



Starting Project

Getting Help

Ms Project ± The Screen Quick Access Toolbar

The Ribbon

The Timeline

Entry Bar

Views and Tables

Status Bar

Scroll Bar



The Screen



View Ribbon / Tab



The Stages of Project Management

Defining the Project

Plan/Design Project

Determine Dependencies and Constraint

Monitoring and Adjusting

Track Progress

Evaluation

Reporting



How MS Project Helps«

The ³Black Box´(algorithm)

In ut

Task Information Task NameDurationTask RelationshipsFixed CostsConstraints

ResourceInformation WhoAvailability Cost

Output (Schedule)

Gantt Network DiagramResource Graph



How MS Project Helps«

Summary Task

E A The earliest possible time a task can start.

SS The scheduled start time of the task.

S E The scheduled end time of the task.

LE The latest possible time a task can end.

Predecessor Task

Task A

Task B

Successor Task

EA SS SE LE

Total Slack Delay

Free Slack



A Work Breakdown Structure (WBS)



Project Management Terminology

C

ritical PathASAP

Baseline

Cost Variance

Lead/Lag

PERT ALAP

Float

Milestone

WBSCode

LoadingUniform)



Module 2 : Planning the Project

Define your own project.

Start to use MS Project.

Amend and create project calendars.

Save and close projects.



Defining the Project

Setting out the Goal

Identify major phases of Project

Create tasks that represent a logical sequence of steps

Collect necessary information you need to define the

project¶s scope.



Planning «

Plan tasks and resources

Resources

People, material, Machine or Equipment

Get input from team members to make sure you¶re using

the right combinations

Create different plans ± if time permits



Dependencies and Constraints«

Dependencies

� Relationship between tasks that affect timing of

the project. Constraints

� Determine when a task must begin or end in

order to meet the deadline

� As soon as possible is the default



Set Critical Path

Outlines all critical tasks

These are the tasks that will cause a project

deadline to delay if they slip

Must be managed well to guarantee the success

of the entire project

Project 2010 can helps to navigate and explore

this CPM every effectively.



Track Progress

Important to keep project on track

Planning is only the beginning ± Tracking

progress is the key to project management.

Solidify your tracking methods prior to starting the

project to avoid frustation ± as to who tracks what

where and when.



Final : Reporting«

Reports are generated automatically as when

task, resources, costing and etc. are entered into

the project.

Report can be printed or shared across network

Project 2010 has many pre-set reports

Customization of reports are available too



Define the Project Start Date / End Date



DefiningWorking / Non Working Hours



Create New Calender

Shift Start End

Morning 6am 10am

Break 10am 11am

Morning 11am 3pm

Evening 3pm 7pm

Break 7pm 8pm

Evening 8pm 12am



Saving Project Files«

A File name can contain up to 255 characters and will

automatically be given a file extension of .mpp.

If you open a project created in a previous version, it will openin compatibility mode and when you save it, it will be saved in

the previous file format.

Click the File tab and choose Save As if you amend or update

a project and wish to save a separately named copy of it.

Save as Project Template

Save as PDF Format / XPS Format



Module 3:T

ask Entr y andT

ask Linking

Understand the new Task Mode and how it affect the project

schedule

Enter, Delete and Edit Tasks.

Link Tasks.

Create a project outline using summary and subtasks

Insert milestone and recurring tasks

Understand how constraints and deadlines impact tasks

Use automatic features including AutoCorrect and AutoFill



Creating Tasks

The Title

The Objective of the Task

The time required to complete the task.

(Give an optimistic and pessimistic estimation.)

A note of any previous task or tasks that are associated with

this task.

The immediate subsequent tasks.

The resource(s) that are required to complete the task. Any time constraints that apply.



Entering aT

askD

uration

Min = Minutes

Hr = Hours

D = Days

W = Weeks

M = Months

0 days = Milestone

? = Estimated

E prefix = Elapsed Time



Inserting aT

ask and Summar y T

ask

Like Microsoft Excel, when editing an entry in a

cell the field entry bar is active and you can

choose or



Task Information

Dialog Box



Deleting

Task and Undo Changes

By pressing del button

Clear a cell

Restore default value

To remove a Task Click on Task ID, press del button

Combination key Ctrl Minus

Undo level limited to 20 changes [default]



Milestone in Project

The end of a stage

Marks the completion of work package or phase

Signify an important decision made

With PERT or CPM, more accurately determine whether or not

the project is on schedule.



RecurringT

asks



Other T

asks¶s Options Adding a Note

Cell Formatting

Roll up Bars

Manual or Automatic Scheduling

Scheduling Ignore Resource Calendars



Task Relationships and

Type of Links

Predecessor

Successor

Four linkage types

� Finish to Start (FS)

� Start to Start (SS)

� Finish to Finish (FF)

� Start to Finish (SF)

Lag and Lead Time

Splitting Tasks



Creating Constraints for T

asksConstraint type Description

As Late as Possible Starts the task as late as possible, depending on other task constraints and relationships. You do

not need to enter a date to use this constraint

As Soon as Possible Starts the task as soon as possible, depending on other task constraints and relationships. You

do not need to enter a date to use this constraint. This is thedefault and is equivalent to having

no constraint

Finish No earlier than Constrains the task to finish on or after the date that you enter in the Date box. You can manually

enter this constraint by typing a date in the Finish field in the Gantt table

Finish no later than Constrains the task to finish on or before the date that you enter in the Date box

Must Finish on Constrains the task to finish on the date that you enter in the Date box.

Must Start On Constrains the task to start on the date that you enter in the Date box.

Start No Earlier than Constrains the task to start on or after the date that you enter in the Date box. You can manually

enter this constraint by typing a date in the Start field

Start No Later than Constrains the task to start on or before the date that you enter in the Date box



Resolving Scheduling Conflicts

Manual vs Automatic Scheduling

Respect Links

Inspect Tasks

Move Tasks

Setting a deadline on a task



Module 4: Resources and Resource Management An understanding of the various information required to enter

resources

Assigned resources to the tasks

Changed individual resource calendars/availability

Modified task assignments

Completed the end of the design and planning stage and

baselined the project.



Creating Resources You are able to track the whereabouts of resources

You can identify potential resource shortages or overallocation

that could force you to miss scheduled deadlines and which, in

turn, could possibly extend the duration of your project.

You can identify under-utilised resources ± and if you reassign

these resources, you may be able to shorten the project¶s

duration.

Project uses a resource calendar to automatically schedule the

working / non-working times of a resource

Overallocated resources will show red person icon



Entering Resources



Resource Availability D

ates



UnderstandingH

ow Cost per use is calculated

For example allocating Peter Pan with Max Units = 100%,

Standard Rate of Rm100/hr to a 5 day task. Total Cost will

result in the following

Duration 5 day

Work 5 * 8 hours

= 40 hrs

Total Cost 100% * 100/hr * 40 hrs

= RM4000



UnderstandingH

owT

otal Cost is calculated

For example allocating a Peter Pan with Max Units = 50%,

Standard Rate of Rm100/hr to a 5 day task. Total Cost will

result in the following

Duration 5 day

Work 40 hours

Total Cost 50% * 100/hr * 40 hrs

= RM 2000



UnderstandingH

owT


For example allocating a Samuel with Max Units = 75%, Standard

Rate of Rm100/hr and Cost/Use = RM500 to 2 days task. Total

Cost will result in the following

Duration 2 days

Work 16 hours

Total Hourly Cost 75% * 100/hr * 16 hrs

= RM1200

Cost/Use 75% * Rm500= RM 375

Total Cost RM1200 + RM 375

= RM 1575



UnderstandingH

owT


For example allocating a Resource with Units = 500%, Standard

Rate of Rm30/hr to 3 days task. Total Cost will result in the

following

Duration 3 days

Work 3 * 8 hours

= 24 hrs

Total Hourly Cost 500% * 30/hr * 24 hrs

= RM 3600



UnderstandingH

owT


For example allocating Samuel and 10 workers to a 5 days Task..

Total Cost will result in the following

Duration 5 days

Work 5 * 8 hours

= 40 hrs

Total Hourly Cost for Workers 1000% * 30 /hr * 40 hrs

= RM 12000Total Hourly Cost + Cost/Use

for Samuel

(100% * 100 /hr * 40 hrs) +

RM500

= RM 4500

Total Cost RM12000 + RM 4500

= RM16500



UnderstandingH

ow Overtime Rate is calculatedFor example allocating Samuel Angel to a 10 days task and ask to

work for 40 hrs OT with Std Rate ± 100/hr Ovt Rate ± 150/hr.

Total Cost will result in the following

Duration 10 days

Ovt Work 40 hrs

Shorten New

Duration

10 d ((40h / 80h )* 10 d)

= 5 days

Total Cost (Normal Hrs*Std Rate)+(OT Hrs*OT Rate)+(Cost/use)

(40*100) + (40*150) + (500)

= 4000 + 6000 + 500

= RM 10500



Team Planner (

New Features in 2010)



More Resources Options

Assigning Additional Resources to reduce task duration

Effort Driven and Manually Scheduled

Fixed Duration / Fixed Units / Fixed Works

Update the Task Completion Percentage

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