Microsoft Office Project 2007

A Tutorial on MS Project 2007Sudhakar PolisettiPrepared By: Anil PurushothamanProject managementA task that has a finite duration, has well defined execution path and objectives to achieve, and requires utilization of certain resources, is called a Project.Resources can be any animate or inanimate object. For example, Time, money, manpower & machines, etc.Microsoft Project helps in managing project timeline and resource management.This tutorial uses Microsoft Office Project 2007.Sudhakar PolisettiPrepared By: Anil Purushothaman2A project has basically two modes Planning modeTracking modeThe first leg of this tutorial that starts from the next slide describes creating project plan, the second leg will describe the tracking mode.Sudhakar PolisettiPrepared By: Anil PurushothamanProject Plan1Sudhakar PolisettiPrepared By: Anil PurushothamanGetting startedFollow the following path on XP / Vista / 7 / 8Start Menu Programs Microsoft Office Microsoft Office Project 2007Sudhakar PolisettiPrepared By: Anil PurushothamanDefining a projectStart by defining the properties of the projectYou need to know the start date of the ProjectOpen Project Menu and select Project Information, and write the Project start date there. See screenshot on next slide -Sudhakar PolisettiPrepared By: Anil PurushothamanProject information dialog

Sudhakar PolisettiPrepared By: Anil PurushothamanProject general optionsGo to Tools menu and select Options. Select General tab from the top of the dialog box.You can set the Advice Wizard on/off.You may define the Standard Rate and Overtime rates here.

Sudhakar PolisettiPrepared By: Anil Purushothaman

Project optionsSudhakar PolisettiPrepared By: Anil PurushothamanProject options - generalSudhakar Polisetti

Prepared By: Anil PurushothamanOptions calendar tabYou can set the week start day, fiscal year start month, daily work start & end time, working hours per day, working hours per week and number of working days per month here for your project.Sudhakar PolisettiPrepared By: Anil Purushothaman

Sudhakar Polisetti

Prepared By: Anil PurushothamanAdd tasks & subtasksYou can start adding tasks and sub tasks to the project now.break the whole project into individual tasks.Normally, a task involves one person or a small group of people over a span of time that can be measured in days.

Sudhakar PolisettiPrepared By: Anil PurushothamanAdding tasks

Sudhakar Polisetti

Prepared By: Anil Purushothamansubtasksto group tasks under phases, grouping is done from the top down with Final total at the very top, with Subtotals below and so on.Look at the next screenshot for a how-to on creating subtasks.Sudhakar PolisettiPrepared By: Anil PurushothamanCreating subtasks

Sudhakar Polisetti

Prepared By: Anil PurushothamanTasks & subtasks

Sudhakar Polisetti

Prepared By: Anil PurushothamanDefining a Timelinedefine the duration of all the tasks.The next screen shows tasks having a well-defined duration.You dont need to define the duration for the task group, it is evaluated using subtasks automatically.Sudhakar PolisettiPrepared By: Anil PurushothamanTasks with duration

Sudhakar Polisetti

Prepared By: Anil PurushothamanTask predecessorsIn MS Project a task that must be completed before another task can start is called a predecessor.

The first task has no predecessor and each of the following tasks has to have at least one.

In some cases a task may have several predecessors meaning that several tasks have to be completed before that one can start.

In other cases a task may be predecessor to several others - its completion can allow several other tasks to start.

Sudhakar PolisettiPrepared By: Anil PurushothamanTasks with predecessors

Sudhakar Polisetti

Prepared By: Anil PurushothamanProject tracking2Sudhakar PolisettiPrepared By: Anil Purushothamanimportance of tracking progressTwo of the techniques used for project management are called Critical Path Management (CPM) and Program Evaluation and Review Techniques (PERT).

The technique involves using network models to trace the links between tasks and to identify the tasks which are critical to meeting the deadlines.

When you have a large number of tasks overlapping you really have to use the right tool to show which tasks can be delayed and which must be on time.Sudhakar PolisettiPrepared By: Anil PurushothamanOnce you've identified the critical path, any delay on any part of the critical path will cause a delay in the whole project. It is where managers must concentrate their efforts.

In MS Project, you use the Tracking Gantt diagram to show the critical path in red and you can see the PERT diagram by looking at the Network view.Sudhakar PolisettiPrepared By: Anil PurushothamanTRACKING GANTT VIEW

Sudhakar Polisetti

Prepared By: Anil PurushothamanPERT/CPM CHART

Sudhakar Polisetti

Prepared By: Anil Purushothamantracking progressNow, you'll want to track the degree of completion of each of the tasks. You could do that every day as you go along. As soon as something starts to go off track, you can react and adjust accordingly.

Sudhakar PolisettiPrepared By: Anil PurushothamanTask information dialog

Sudhakar Polisetti

Prepared By: Anil PurushothamanRESOURCE SHEET3Sudhakar PolisettiPrepared By: Anil PurushothamanProject resourcespeople are resources that you have to manage well in order to achieve the project's objectives.You may also need some material resources - equipment, supplies, specialized environments - that you will have to schedule and pay for.You can easily include the management of resources in MS Project along with the tasksSudhakar PolisettiPrepared By: Anil PurushothamanYou must start by identifying the resources available along with their costs. Resource costs will be multiplied by duration to calculate project costs.You have to open the Resource sheet to specify the projet resources and costs. Sudhakar PolisettiPrepared By: Anil Purushothaman

Sudhakar Polisetti

Prepared By: Anil PurushothamanCost trackingTo track costs, you insert a Cost column next to the Resources column.

When you assign the resources to each task, the costs will be calculated an displayed.Sudhakar PolisettiPrepared By: Anil PurushothamanAdding cost column

Sudhakar Polisetti

Prepared By: Anil PurushothamanAssigning resourcesYou assign resources, people or material, to each of the tasks.A task may have several resources.Sudhakar PolisettiPrepared By: Anil PurushothamanTask info - Adding resources

Sudhakar Polisetti

Prepared By: Anil PurushothamanThank YouSudhakar PolisettiPrepared By: Anil Purushothaman