using microsoft project gavrilă cristian. using microsoft project 1. introduction 2. tasks 3....

Using Microsoft Project

Gavrilă CristianGavrilă Cristian

Using Microsoft ProjectUsing Microsoft Project

1.1. IntroductionIntroduction

2.2. TasksTasks

3.3. Resources and costsResources and costs

4.4. Fine tunningFine tunning

5.5. Publishing projectsPublishing projects

6.6. Multiple projectsMultiple projects

IntroductionIntroduction

What is a project?What is a project? What is a plan?What is a plan? Microsoft Project interfaceMicrosoft Project interface Steps in making a projectSteps in making a project Starting a new projectStarting a new project ViewsViews

What is a project?What is a project?

Examples:Examples: Developing a software productDeveloping a software product Publishing a newsletterPublishing a newsletter Implementing a training programImplementing a training program Starting a new businessStarting a new business Building a homeBuilding a home

What is a project?What is a project?

Definition:Definition: Coordinating a variety of specific Coordinating a variety of specific

tasks that must be completed within tasks that must be completed within a specific timeframe for a set a specific timeframe for a set amount of money.amount of money.

If you ever did this, this course is If you ever did this, this course is for you.for you.

What is a plan?What is a plan?

Definition (Webster):Definition (Webster): A drawing or a diagramA drawing or a diagram A method of doing somethingA method of doing something A detailed formulation of a program A detailed formulation of a program

of actionof action An orderly arrangement of parts of An orderly arrangement of parts of

an overall design or objectivean overall design or objective

What is a plan?What is a plan?

There is much confusion There is much confusion between the concepts of between the concepts of projectproject and and planplan

ProjectProject The problem we are trying to solveThe problem we are trying to solve

PlanPlan The solution we are developing The solution we are developing

(using Microsoft Project)(using Microsoft Project)

What is a plan?What is a plan? Elements of a plan:Elements of a plan:

Tasks:Tasks: A division of all the work that needs to A division of all the work that needs to

be completed in order to accomplish the be completed in order to accomplish the project goalsproject goals

Scope:Scope: A combination of all individual A combination of all individual

tasks and their goalstasks and their goalsResources:Resources:

People, equipment, materials or People, equipment, materials or services that are needed to services that are needed to complete various taskscomplete various tasks

Microsoft Project interfaceMicrosoft Project interface

Microsoft Project communicates Microsoft Project communicates with you through it’s interfacewith you through it’s interface Chart graphsChart graphs SheetsSheets MenusMenus ToolbarsToolbars Dialog boxesDialog boxes

Microsoft Project interfaceMicrosoft Project interface

ToolbarsToolbars Provide shortcut access to Provide shortcut access to

frequently used functionsfrequently used functions At start it displays a few of them At start it displays a few of them

(standard, formatting)(standard, formatting) To display other toolbars choose To display other toolbars choose

View View → Toolbars→ Toolbars You can create custom toolbarsYou can create custom toolbars

Microsoft Project interfaceMicrosoft Project interface Entry barEntry bar

Display progress messages during Display progress messages during actionsactions

Status barStatus bar Display messages and information Display messages and information

when certain actions are in progress when certain actions are in progress (entering data, opening or saving a file)(entering data, opening or saving a file)

View barView bar A scroll-down bar that displays a A scroll-down bar that displays a

column of icons representing various column of icons representing various viewsviews

Steps in making a projectSteps in making a project

1.1. Conceptualize and identify the Conceptualize and identify the purpose of the projectpurpose of the project

2.2. Define its objectivesDefine its objectives3.3. Finalize its scopeFinalize its scope4.4. Identify its activitiesIdentify its activities5.5. Assign resources to activitiesAssign resources to activities6.6. Create an estimate of time and costsCreate an estimate of time and costs7.7. Make honest assumptions about Make honest assumptions about

various relevant factors that can affect various relevant factors that can affect the duration of a project and its coststhe duration of a project and its costs

8.8. Discuss alternative scenarios and Discuss alternative scenarios and build contingency plansbuild contingency plans

Start a new projectStart a new project

File File → → NewNew from the menu from the menu Choose a template that suits your Choose a template that suits your

project bestproject best

OROR Choose a blank projectChoose a blank project Define a start date for the projectDefine a start date for the project

Record propertiesRecord properties((Project Project →→ Project information Project information))

ViewsViews

Views allow you to examine your Views allow you to examine your project from different angles project from different angles based on what information is based on what information is displayeddisplayed

You can use a combination of You can use a combination of views in the same window at the views in the same window at the same timesame time

ViewsViews

Two types of project views:Two types of project views: Tasks views (5):Tasks views (5):

CalendarCalendar Gantt ChartGantt Chart Network DiagramNetwork Diagram Task UsageTask Usage Tracking GanttTracking Gantt

Resource views (3):Resource views (3): Resource GraphResource Graph Resource SheetResource Sheet Resource UsageResource Usage

ViewsViews

The The project worksheetproject worksheet is locate is locate in the main part of the application in the main part of the application window and displays different window and displays different information depending on the information depending on the view you chooseview you choose

The default view is the The default view is the Gantt Gantt Chart ViewChart View

ViewsViews

Gantt Chart ViewGantt Chart View

Henry Gantt used graphical bars Henry Gantt used graphical bars in his industrial management in his industrial management studies to compare and contrast studies to compare and contrast timeframestimeframes

In Microsoft Project, graphical In Microsoft Project, graphical bars are paired with a bars are paired with a spreadsheet to give the Gantt spreadsheet to give the Gantt Chart ViewChart View



2.2. TasksTasks





TasksTasks

TasksTasks LinksLinks ConstrainsConstrains

TasksTasks

TaskTask A specific activity that must be A specific activity that must be

completed in a timeframe and with completed in a timeframe and with a budgeta budget

The next step in the project is to The next step in the project is to create an outline of the work that create an outline of the work that has to be donehas to be done

Goals of any project need to be Goals of any project need to be defined in terms of tasksdefined in terms of tasks

TasksTasks

There are four major types of There are four major types of taskstasks Summary tasks – contain subtasks Summary tasks – contain subtasks

and their related propertiesand their related properties Subtasks – smaller tasks that are Subtasks – smaller tasks that are

part of a summary taskpart of a summary task Recurring tasks – tasks that occur Recurring tasks – tasks that occur

at regular intervalsat regular intervals Milestones – tasks that are set to Milestones – tasks that are set to

zero duration and mark the zero duration and mark the completion of a goalcompletion of a goal

TasksTasks

Edit task nameEdit task name Default task duration is a dayDefault task duration is a day Double-click a task to open Task Double-click a task to open Task

Information boxInformation box You can fill in more detailed You can fill in more detailed

descriptions attach documents descriptions attach documents related to the taskrelated to the task

Task Information boxTask Information box

TasksTasks

To enter a milestone, enter the To enter a milestone, enter the name and set its duration to zero. name and set its duration to zero. MS Project represents it as a MS Project represents it as a diamond shapediamond shape

To copy tasks and their contents, To copy tasks and their contents, click on the task ID on the left of click on the task ID on the left of the task and copy and paste as the task and copy and paste as usualusual

Outlining TasksOutlining Tasks

Once the summary tasks have Once the summary tasks have been entered into a task table, been entered into a task table, you will need to insert subtasks you will need to insert subtasks and indent them into the and indent them into the summary taskssummary tasks

This is done with the help of the This is done with the help of the outlining tooloutlining tool

Outlining TasksOutlining Tasks

Advantages of outliningAdvantages of outlining It creates multiple levels of It creates multiple levels of

subtasks that roll up into a subtasks that roll up into a summary tasksummary task

Collapse and expand summary Collapse and expand summary tasks when necessarytasks when necessary

Apply a Work Breakdown structureApply a Work Breakdown structure Move, copy or delete entire groups Move, copy or delete entire groups

of tasksof tasks

Recurring TasksRecurring Tasks

You can enter a recurring task You can enter a recurring task choosing choosing Insert Insert → Recurring Task→ Recurring Task and filling in the duration and and filling in the duration and recurrence pattern for the taskrecurrence pattern for the task

TasksTasks


Task start and durationTask start and duration

Tasks are usually scheduled to Tasks are usually scheduled to start as soon as possible (first start as soon as possible (first working day)working day)

The duration of any task can be The duration of any task can be seen in the form of bars of seen in the form of bars of varying length on the Gantt Chart varying length on the Gantt Chart in the timeline sectionin the timeline section

LinksLinks

Sometime unforeseen changes Sometime unforeseen changes can affect the completion of taskscan affect the completion of tasks

This can affect other related tasksThis can affect other related tasks To solve this problem you can link To solve this problem you can link

the tasks in various waysthe tasks in various ways Now MS Project adjusts the Now MS Project adjusts the

schedule whenever there are schedule whenever there are changes that affect duration of changes that affect duration of other tasksother tasks

Links - DefinitionsLinks - Definitions

PredecessorPredecessor A task that needs to be completed A task that needs to be completed

before something (painting the before something (painting the walls of a home before moving the walls of a home before moving the furniture)furniture)

SuccessorSuccessor A task that needs to be completed A task that needs to be completed

after something (linked task)after something (linked task)

LinksLinks

Tasks can be linked in four ways:Tasks can be linked in four ways:

Link Code Description Diagram

Finish-Start

FS Predecessor finishes and the task starts

Start-Start

SS Task begins at the same time as its predecessor

Finish-Finish

FF Both tasks finish at the same time

Start-Finish

SF Task finishes and predecessor starts

LinksLinks

To link tasks in FS dependencyTo link tasks in FS dependency Select the tasks you want to link Select the tasks you want to link

(tasks with lower ID are taken as (tasks with lower ID are taken as predecessors)predecessors)

Click Click Link TasksLink Tasks button on button on Standard Tool barStandard Tool bar

OR OR choose choose Edit Edit → Link tasks→ Link tasks

OROR Control+F2Control+F2

LinksLinks

Summary tasks can be linked to Summary tasks can be linked to other summary tasks or to other summary tasks or to subtasks between summary subtasks between summary groupsgroups

Subtasks can be linked to each Subtasks can be linked to each otherother

To unlink tasks, select tasks and To unlink tasks, select tasks and click the click the Unlink TaskUnlink Task in Standard in Standard ToolTool

Delayed and Overlapped Delayed and Overlapped LinksLinks

Sometimes tasks may depend on Sometimes tasks may depend on other factors causing a delay other factors causing a delay time or an overlap timetime or an overlap time

A lag or lead-time needs to be A lag or lead-time needs to be incorporated in a linkincorporated in a link

Lag and lead-time can entered asLag and lead-time can entered as Units of timeUnits of time Percentage of the duration of the Percentage of the duration of the

predecessorpredecessor

Delayed and Overlapped Delayed and Overlapped LinksLinks

To insert a lag or a lead-timeTo insert a lag or a lead-time Double-click a task and open the Double-click a task and open the

Task Information dialog boxTask Information dialog box Click the predecessor tabClick the predecessor tab Select the lag fieldSelect the lag field Enter a number or a percentage in Enter a number or a percentage in

the cell (positive numbers are lag, the cell (positive numbers are lag, negative numbers are lead-time)negative numbers are lead-time)

Click OKClick OK

LinksLinks

Split task button splits tasks that Split task button splits tasks that may be completed in parts at may be completed in parts at different times with breaks in their different times with breaks in their duration timeduration time

The AutoLink feature is enabled The AutoLink feature is enabled by default and keeps linked tasks by default and keeps linked tasks intact when they are linked in FS intact when they are linked in FS dependencydependency

TasksTasks


ConstraintsConstraints

Some tasks needs to be Some tasks needs to be completed within a certain datecompleted within a certain date

Assigning constraints can give Assigning constraints can give you scheduling problemsyou scheduling problems

There are 8 types of constraintsThere are 8 types of constraints You can apply a constraint from You can apply a constraint from

Task InformationTask Information dialog box, dialog box, AdvancedAdvanced tab tab


Constraint typesConstraint types As Soon As Possible (ASAP)As Soon As Possible (ASAP) As Late As Possible (ALAP)As Late As Possible (ALAP) Finish No Earlier Than (FNET)Finish No Earlier Than (FNET) Finish No Later Than (FNLT)Finish No Later Than (FNLT) Must Finish On (MFO)Must Finish On (MFO) Must Start On (MSO)Must Start On (MSO) Start No Earlier Than (SNET)Start No Earlier Than (SNET) Start No Later Than (SNLT)Start No Later Than (SNLT)


To remove a constraint and apply To remove a constraint and apply an ASAP/ALAP constraintan ASAP/ALAP constraint Select the tasksSelect the tasks Click Task Information button in Click Task Information button in

Standard Tool and Multiple Task Standard Tool and Multiple Task Information dialog box opensInformation dialog box opens

Click the advanced tab and choose Click the advanced tab and choose the constraint typethe constraint type


AdviceAdvice Set a deadline date instead of Set a deadline date instead of

adopting an inflexible constraintadopting an inflexible constraint Setting a task deadline does not Setting a task deadline does not

affect the task scheduleaffect the task schedule If a deadline passes without the If a deadline passes without the

task being completed MS Project task being completed MS Project indicates it in the Indicator columnindicates it in the Indicator column



2.2. TasksTasks





Resources and costsResources and costs

ResourcesResources AssignmentsAssignments CostsCosts

ResourcesResources

In this lesson we will learn to In this lesson we will learn to successfully schedule all the successfully schedule all the resources required to complete a resources required to complete a projectproject

We will also learn to include We will also learn to include costs and assign resources to costs and assign resources to taskstasks

ResourcesResources

What kind of resources do you What kind of resources do you need?need?

How many of each resource do How many of each resource do you need?you need?

Where will you get these Where will you get these resources?resources?

How do you determine the cost of How do you determine the cost of your projectyour project

ResourcesResources

There are two types of resourcesThere are two types of resources Work resourcesWork resources – they complete – they complete

tasks be expending time on them tasks be expending time on them (people and equipment)(people and equipment)

Material resourcesMaterial resources – supplies and – supplies and stocks that are needed to complete stocks that are needed to complete a project (you can track material a project (you can track material resources and assign them to resources and assign them to tasks)tasks)

ResourcesResources

Establish the Establish the resource poolresource pool (the (the set of resources available)set of resources available)

Establish time and availability for Establish time and availability for each resourceeach resource

Assign resources to tasksAssign resources to tasks Resolve vacations, nonworking Resolve vacations, nonworking

time and overallocated resourcestime and overallocated resources

ResourcesResources

Define resources through the Define resources through the Resource Sheet ViewResource Sheet View

Double click the resource to Double click the resource to display display Resource InformationResource Information dialog boxdialog box

Resources Information dialogResources Information dialog

ResourcesResources

To assign a different base To assign a different base calendar to a resourcecalendar to a resource In In Resource InformationResource Information dialog dialog

box choose box choose Working TimeWorking Time tab and tab and change the calendarchange the calendar

To edit a resource calendarTo edit a resource calendar Choose Choose Tools Tools → Change Working → Change Working

Times → Times → Select the calendar you Select the calendar you want to editwant to edit

ResourcesResources

Assign resourcesAssign resources Tools Tools → Assign Resources→ Assign Resources



2.2. TasksTasks





using microsoft project gavrilă cristian. using microsoft project 1. introduction 2. tasks 3....

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