Project Management Introduction to Microsoft Project 2000

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Project ManagementIntroduction to Microsoft
Project 2000

• Building the Project Schedule - Tasks and
  Dependencies
• Assigning Resources and Costs
• Project Tracking
• Generating Project Reports
• Other

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Simplified ExampleComputer Hardware Installation

• Three Major Tasks
• Prepare the Facility
• Move the Computers Into Place
• Hook-up and Test Computers

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Enter Project Start Date
Click Here
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Click Here and Select Start Date
Note You can enter the project start date -
finish date will be calculated. Or
you can enter the project finish date
and the required start date will be calculated.
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Define Calendar
Click Here
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Enter Major Project Tasks

• Make sure Gantt Chart View is up
• VIEW
• Gantt Chart
• Enter Major Tasks

• Prepare the Facility
• Move the Computer
• Hook-up and Test

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Enter Major Project Tasks
Defaults
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Enter Task Durations
Enter Full or Fractional Times
Enter Full or Fractional Times
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Defining Inter-Relationships

• Link Major Tasks
• Method 1 click on the first task
• hold the Ctrl key down
• click on the task to be linked
• click on the link button (chain symbol)
• continue with the remaining tasks
• To un-link - repeat but click on the un-link key
  (broken chain symbol.
• Method 2 click on the first bar-dont release
  the mouse button - drag to the next bar --
  release when you get to the next bar.

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Linking Tasks
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Identify Sub-TasksWork Breakdown Tree
Prepare the Facility
Top Level
Remove Existing Computers
Remodel Lab
Level 2

• Remove Monitors
• Remove Computers
• Unbolt Desks
• Transport to Salvage

• Remove Carpet
• Paint Room
• Install Electrical Conduit
• Install New Carpet
• Install Desks

Level 3
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Sequence Level 2 Tasks
Remove Existing Computers
Remodel Lab
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Entering Sub-Tasks

• Enter Sub-Tasks Under Each Major Task
• Start with Prepare the facility
• Click on the line after Prepare the Facility
• Click in INSERT button
• Click on INSET TASK (blank line should appear)
• Type Remove Existing Computers (see work
  breakdown)
• Touch the ENTER key
• Repeat this process and enter Remodel Lab
• Block and click on Right Arrow Button to indent

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Project Tasks Have Been Linked
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Hey! We can start a day early - 8/25/98
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Project Now Scheduled to Start Tuesday 8/25/98
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Develop Sub-Task SequencePrepare the Facility -
Remove Existing Computers

• Remove Monitors
• Remove Computers
• Unbolt Desks
• Transport to Salvage

Remove Monitors
Unbolt Desks
Transport to Salvage
Remove Computers
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Enter Additional Sub-Tasks)

• Now go to next level sub-tasks

• Click on the line after Remove Existing
  Computers
• Click in INSERT button
• Click on INSET TASK (blank line should appear)
• Type Remove Monitors (see work breakdown)
• Touch the ENTER key
• Repeat until all sub-tasks are entered for
  Remove
• Existing Computers
• Block and click on Right Arrow Button to indent
• Insure links established

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Sub-Tasks Entered, Times Entered, Task Linkages
Established
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Time to Organize Tasks in Outline Form
Double Click -- Then Select Outline Number
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Alternative Outlining Approach

• Numbering tasks in Outline Form
• Click on TOOLS
• Click on OPTIONS
• Click on VIEW
• Click on SHOW OUTLINE NUMBER

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Alternative Approach to Outlining
Outline Numbers Now Included With Task Name
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Develop Sub-Task SequencePrepare the Facility -
Remodel the Lab

• Remove Carpet
• Paint Room
• Install Electrical Conduit
• Install New Carpet
• Install Desks

Remove Carpet
Paint Room
Install New Carpet
Install Desks
Install Conduit
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Enter Additional Sub-Tasks

• Enter sub-tasks

• Click on the line after Remodel the Lab
• Click in INSERT button
• Click on INSET TASK (blank line should appear)
• Type Remove Carpet (see work breakdown)
• Touch the ENTER key
• Repeat until all sub-tasks are entered for
  Remodel
• the Lab
• Block and click on Right Arrow Button to indent

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Note Analysis indicates that Moving Computers
will take 4.5 days rather than 2.5 days
Sub-tasks and Times Entered Linkages Established
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Identify Sub-TasksWork Breakdown Tree
Install Computers Test
Load Software
Test
De-bug
Note No Lower level tasks identified.
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Include Remaining Sub-Tasks
Links in Place
Project Scheduled to Finish September 22
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View Different Information
Slide screen to left to expose less information -
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Modify Work Calendar - Labor Day

• Modifying Our Work Calendar
• Click on TOOLS button
• Click on CHANGE WORKING TIME
• hit Page Down (or click down arrow)to go to
  September
• We will not work on Monday, September 7
• Leave Working times at default settings
• 8-12 and 1-5
• 8 hours a day

Will This Impact the Finish Date?
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Closed on Labor Day
Finish Date - Now September 23
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Project Critical Path

• Determine Critical Path
• Click on FORMAT button
• Drag down to TEXT STYLES and click
• at ITEM TO CHANGE go To CRITICAL TASKS
• under FONT STYLE select ITALIC
• under COLOR select RED

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Identify Critical Path
Non-critical tasks
Critical Path In Red (Italic)
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Seeing More Information

• To See Schedule with Slack times and other key
  information
• Click on View
• Click on Tables
• Click on Schedule
• Drag the Gantt Chart divider to the right if
  needed

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Expanded Schedule Information
Free Slack Amount of Time a task can be delayed
without delaying another task
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Viewing the PERT Chart

• To Look at PERT Chart
• Click on View (or use Icons on left of screen)
• Click on PERT Chart
• To Adjust View, click on FORMAT
• then click on BOX STYLES for various options

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PERT Chart - Entire Project View
To get entire project view (or other size
views click View -- then click Zoom
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Changing Text Box Information
Click on a Box - Then Click Format - Then
Click on Text Boxes
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Calendar View
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Modifying Calendar View

• Click on any bar in the calendar
• Click Format
• Click Bar Styles
• make desired changes

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Changing Critical Tasks on Calendar View
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Critical Tasks Now in Red
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Incorporating Resources - People - Equipment -
Materials

• Groups - resources can be assigned to groups -
  then you can filter to see only tasks belonging
  to a group. Tasks are not assigned to groups.
• Max Units - percent of available time this
  resource is available for this project. (Note,
  if a resource is actually several people - max.
  units people x 100)
• St. Rate - non overtime rate of pay - hourly
• Ovt. Rate - overtime pay rate - hourly
• Cost/Use - fixed cost per use (Truck Rental) -
  also used to assign materials cost per unit
• Accrue At - determines at what point in task the
  costs will be assigned.

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To Enter Resources Click -- View
Click -- Resource Sheet
Allocating 100 of resources time to this
project
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Assigning Resources to Tasks

• Assigning Resources to Tasks
• select Gantt Chart
• Double Click on the desired task
• Click on RESOURCE Tab
• enter resource assignment information and click
  on ASSIGN

This process is repeated for all tasks that need
resources.
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100 indicates that the resource will work full
time on this task during the task duration.
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Alternative Approach for Resource Assignment
Click Task - Click Tools - Click Resources
-Click Assign Resources - Select Resources to
be assigned.
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Resource Allocations

• Remove Monitors - Technicians 1 2
• Remove Computers - Technicians 1 2
• Unbolt Desks - Carpenters 1 2
• Transport to Salvage - Technicians 1 2, Moving
  Truck
• Remove Old Carpet - Carpet Team
• Paint Room - Painters 1 2
• Install Electrical Conduit - Electrician
  Carpenter 1
• Install New Carpet - Carpet Team
• Install Desks - Carpenters 1 2
• Move Computers - Technicians 1 2, Moving Truck
• Load Software - Technicians 1 2
• Test Systems - Technicians 1 2
• De-bug - Technicians 1 2

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Changing a Resource's Availability

• Click on TOOLS
• select CHANGING WORKING TIME
• in the FOR box select the desired resource
• For example Technician 2 is on vacation the week
  of Labor Day
• change him to Not Working that week

Does this impact the schedule?
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Technician 2 on vacation
Set as non-working time
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Project Finish Delayed until 9/30/98
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Vacation Impacts Move the Computers Task will
now cross the weekend --- 7.7 days Actual Work is
still 4.5 days
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Review Planned Resource Usage

• Click on View
• Click on Resource Usage
• or Click on Resource Usage Icon on left side of
  screen

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Resource Usage
Week of August 23, 1998
Thursday - Get started moving computers
36 work hours required 2 people x 4.5 days
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Technician 1 finished 36 hours Stops working!
Technician 2 on Vacation
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Week of September 13, 1998
Technician 2 continues to Move Computers until
his 36 hours on that task is complete. Technician
1 is not assigned.
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Modifying the Schedule
Microsoft Project Assumes that once the workload
is assigned (work hours per task) that the
resources must do their work even if it means
delaying the project. However, if the situation
allows, the schedule can be modified by altering
a resources work hours on a task. Assume we want
Technician 1 to keep helping Technician 2 until
Moving Computers is completed. Total Work
Hours required 4.5 days x 8 hrs x 2 Techs. 72
hours Solution Through Friday, 9/4/98 each Tech
was scheduled to work 10.4 hours on
this task for a total of 20.8 hours. During
the week of 9/7/98, Tech 1 is scheduled for 25.6
hours (1.6 on Friday) giving 46.4 total hours
worked leaving (72 - 46.4 25.6 ) Tech 1 is
given 6.4 to fill out his 9/4/98 day. This
leaves 19.2 hours left on the task. The 19.2
hours is split in half for the week of 9/13/98.
Tech 1s total hours 10.425.66.49.6
52.0 Tech 2 will be scheduled for 10.49.6 20
hours
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Revised Week of 9/6/98
Note 8 hours
Enter New Work Hours
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Revised Week of 9/13/98
Tech 1 now Moves Computers this week
Note Move Computers can finish Tuesday AM
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Move Computer Elapsed Time Drops from 7.7 days to
6.5 days --- Project Finishes 9/25/98
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Assume Todays Date is 8/30/98Current Status

• All sub-tasks under Remove Existing Computers are
  100 complete
• The Old Carpet has been removed - 100
• The room is 25 painted
• Electrical Conduit (Finished 8/29/98) enter
  actual finish date

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Tracking the Projects Progress

• Click on Tracking Gantt
• Select Tools
• Select Tracking
• Select Update Project

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Current Date
Selected Tasks
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Update Percentage Completion
Task is 100 Complete
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Gantt Chart Automatically Updated
Task 100 Completed
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All tasks for Removing Existing Computers
Completed
Progress on Remodel
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Create Desired Columns - Include Actual Finish
Electrical Work Finished 8/29/98
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Examining Task Costs

• Click on VIEW
• Click on Gantt Chart
• choose TABLE
• choose COST
• scroll right or drag divider bar to see Total Cost

See the next page for the Project Cost Table
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Project Cost Table
Could Enter Budget - Baseline Cost
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Project Cost Summary

• VIEW
• TABLES
• SUMMARY

See the next page for an example
Also FILE SUMMARY INFORMATION STATISTICS
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Summary Table View
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Viewing Costs by Resource

• View
• Resource Usage
• View
• Tables - Cost

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Cost Analysis by Resource Type
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Lets Look at Some Reports