Title: Project Planning Using MS Project
1Project Planning Using MS Project
URBS 609 Project, Unit 3
2About This Training Module
- This training module was crafted using
PowerPoint by Microsoft Corporation. It has been
packaged with PowerPoint Viewer, a standalone
Microsoft product that allows a user to view this
module without use of PowerPoint. -
- Left mouse-click or enter to go to next slide
- Right mouse-click or backspace to go to previous
slide - ESC to exit this module
This Unit of Instruction was crafted by Robert
Hugg For Minnesota State University, Mankato
Urban and Regional Studies Institute - 2004
3Training Module Preview
- This module will provide
- Introduction to laying out most commonly used
project fields, for easiest data entry - Introduction to configuring MS Project in a
typical layout tools, displaying typically needed
data - Step-by-step creation of a simple sample project
- This module is constructed as the third of three
blocks in a building block approach
4MS Project Rules of the Road
- Be prepared before using MS Project
- Have the required building blocks defined
- Identify a clear project goal
- Identify tasks, resources, requirements,
limitations - Identify relationships between tasks
- Constraints and Dependencies
- Identify a defined sequence for tasks
- Like any tool, MS Project cannot define the goal
of a project, the user must do that
5Building a Sample Project
Customizing the Layout
- Start by adding the Project Guide and desired
toolbars (refer to the previous unit for info) - Next, configure the WBS (Tasks Lists) fields to
reflect the information desired - The default configuration contains 7 columns
(fields) that show typical information - Indicators, task name, duration
- Start, finish, predecessors, resource names
- Column positions can be changed by dragging a
column left or right (just like in MS Excel)
6Building a Sample Project
Customizing the Layout
- Right mouse click when in the task area to bring
up a submenu
Select Insert Column
7Building a Sample Project
Customizing the Layout
- A dialogue box will appear providing a wide range
of choices to add information - Scroll to Cost and select it
A cost column has been added
8Building a Sample Project
Customizing the Layout
- Repeat this process adding these columns
- Critical, Complete, Total Slack
Each column has hints, tips and detailed
instructions that are accessible by rolling the
mouse over the column header
9Building a Sample Project
Customizing the Layout
- Drag and drop columns for layout according to
personal preference
10Building a Sample Project
Customizing the Display Settings
- Next, set customized display settings
Tools Menu, Options
Use the tabs.
11Building a Sample Project
Customizing the Display Settings
- For this project use the default settings on
- The schedule and calendar tabs
- The edit, view, and calculation tabs
- It is best to use the default settings until a
higher degree of comfort is achieved - Once customized, these settings can be set as
default to reduce setup time
12Building a Sample Project
Customizing the PERT Entry Sheet
- Open the PERT Entry Sheet
- Use the same Insert column techniques to add
the same columns
13Building a Sample Project
Customizing the PERT Entry Sheet
- The result will be the PERT Entry Sheet plus the
other columns from the task list - This is not required but saves work later
Mouse-over help/hints and tips are available in
all views
14Building a Sample Project
Customizing Gantt Chart Display
- Customize the display for best results
- Use the default setting or add personal touches
- Switch from PERT Entry Sheet view to Gantt View
15Building a Sample Project
Customizing Gantt Chart Display
- Invoke the Gantt Chart Wizard
- Can only be accessed in Gantt and Tracking Gantt
views
16Building a Sample Project
Customizing Gantt Chart Display
- Select Critical Path, this will automatically
calculate and display the critical path - Critical path is displayed in RED
17Building a Sample Project
Customizing Gantt Chart Display
- Select the type of data to be displayed on the
Gantt - For this project, select custom task information
18Building a Sample Project
Customizing Gantt Chart Display
- A Simple visual display provides easy status
reporting
19Building a Sample Project
Customizing Gantt Chart Display
- Showing dependencies between tasks is a great
way to pinpoint relationships and potential
conflicts
Non-critical link
Critical Link
20Building a Sample Project
Customizing Gantt Chart Display
- This format will be applied to all projects until
it is changed
21Building a Sample Project
About the Gantt Chart Display
- Critical tasks and links are always displayed in
RED - Non Critical tasks and links are displayed in
blue, or another color the user prefers - Formats can be changed at any time during project
planning or management but - Settle on a simple display that works best
- KISS (Keep It Simple Son)
Sample Gantt
22Building a Sample Project
Setting the Project Information
- One task remains before entering data
- Set the project information
OR
For the sample project, set the start date to
6/29/04
23Building a Sample Project
Set Working Times
- Set working times by using the Task Wizard or
accessing the menu - For this project use the default settings in the
Wizard
24Building a Sample Project
Set Working Times
- Follow the steps in the wizard
25Building a Sample Project
Enter Tasks
- Tasks can be entered using the wizard, through
the Gantt view task list or the PERT Entry sheet
26Building a Sample Project
Enter Tasks
- Entering data through the PERT Entry Sheet saves
timeenter data only once for several uses - Enter data before PERT analysis is conducted
- It will also populate the task dialogue boxes
- It will also populate the Gantt Task List
- To begin, enter the task names and durations
- Enter only Optimistic, pessimistic expected
durations - PERT analysis will populate the duration field
27Building a Sample Project
Enter Tasks
- For this sample project enter these tasks
TASK Optimistic Duration Expected Duration Pessimistic Duration
Foundation 1 week 2 weeks 3 weeks
Framing 2 weeks 4 weeks 7 weeks
Roof 1 week 2 weeks 3 weeks
Electrical 1 week 2 weeks 3 weeks
Sheetrock 1 week 3 weeks 5 weeks
Interior Paint 1 week 2 weeks 4 weeks
Exterior Paint 1 week 2 weeks 3 weeks
Landscaping 1 week 2 weeks 4 weeks
28Building a Sample Project
Enter Tasks
- The PERT Entry Sheet Should look like this
- Notice all tasks begin and end on the same day
- PERT Analysis has not been completed
- Notice all tasks appear to be critical
- Task Dependencies have not yet been identified
29Building a Sample Project
Identify Task Dependencies
- Identify which tasks must finish before others
can begin a task dependency - Foundation must finish before framing begins
- Highlight both tasks and click the link icon
30Building a Sample Project
Identify Task Dependencies
- By identifying 1 dependency the plan has changed
- Start and end dates, critical task status
- 1 predecessor has been set task 1 precedes
tasks 2
31Building a Sample Project
Identify Task Dependencies
- This can also be accomplished by using the Task
Information submenu (right mouse click)
32Building a Sample Project
Identify Task Dependencies
- Using this same technique, identify and set the
other dependencies - The roof is dependant on completion of the
framing - Electrical is dependant on completion of the
framing - Sheetrock is dependant on completion of the
electrical - Interior paint is dependant on completion of the
sheetrock - Exterior paint is dependant on completion of the
framing - Landscaping is dependant on completion of the
exterior painting - Take a moment to think through the logic of these
dependencies this is a critical part of
planning a project - Hint highlight multiple tasks by using ctrl and
clicking on link icon - Note Tasks may be dependant on more than 1
other task
33Building a Sample Project
Identify Task Dependencies
- Notice how much the plan has changed and the PERT
Analysis has not even been completed - Critical tasks and dependencies have been
identified - Start and finish dates have been identified
34Building a Sample Project
Completing the PERT Analysis
- All task information has been entered, it is time
to complete the PERT Analysis - Press the Calculate PERT icon
- Click Yes on option boxes
- MS Project calculates dates and durations
35Building a Sample Project
Completing the PERT Analysis
- Use these durations and critical task/path
designations for the PERT Risk Analysis
36Building a Sample Project
Explore the other views after the PERT Analysis
is complete
- By navigating through the view menu, a variety of
charts and graphs display the plan - Note cost and resource info has not yet been
added - The critical path has automatically been
identified in RED, as have the critical tasks - The Gantt charts and network diagram display the
PERT Analysis data, not the user provided
estimates - Save the project and explore the views!
37Building a Sample Project
Explore the other views after the PERT Analysis
is complete
- Gantt Chart view
- Notice the critical path in red?
38Building a Sample Project
Explore the other views after the PERT Analysis
is complete
- Network Diagram
- Notice the Critical Path in Red? The Critical
Tasks in Red and non-critical tasks in blue? - MS Project calculates dates and durations
39Building a Sample Project
Explore the other views after the PERT Analysis
is complete
- Calendar view an easy-to-read planning calendar
(Extract of the calendar view)
40Building a Sample Project
Explore the other views after the PERT Analysis
is complete
- Other views include tracking, optimistic, and
pessimistic Gantt charts(under more views tab) - Note do not reformat the pessimistic and
optimistic Gantt views, the dates will be altered
Tracking Gantt
41Building a Sample Project
Explore the other views after the PERT Analysis
is complete
Optimistic Gantt
Pessimistic Gantt
42Building a Sample Project
Building a Resource List
- Next, build a resource list
- A list of people and equipment needed for the
project - Use either the wizard or the resource sheet view
43Building a Sample Project
Building a Resource List
- For this project use the following information
- Painters
- Ben Johnson, 10/hr, OT 15/hr
- Amy Wilson, 17.50/hr, OT 25/hr
- Landscapers
- Adam Stevens, 20/hr, OT 30/hr
- Jill Morris, 25/hr, OT 35/hr
- Contracted Equipment/workers
- Concrete crew, 15/hr, OT 25/hr
- Framers and Roofers crews, 10/hr, OT 20/hr
- Electrician, 40/hr, OT 60/hr
44Building a Sample Project
Building a Resource List
- The resource sheet should look like this
45Building a Sample Project
Assigning Resources to the tasks
- Assign resources to tasks by any of several
methods - In the Task Information box
- In the task list area (WBS)
- In the PERT Entry Sheet
- Through the Wizard
46Building a Sample Project
Assigning Resources to the tasks
- For this project, 100 of the resource time is
available, if it needs to be changed, do so
through the resource sheet view
47Building a Sample Project
Assigning Resources to the tasks
48Building a Sample Project
Assigning Resources to the tasks
- As assignments are made, MS Project calculates
the costs - All required entries and calculations are
donesave the project!
49Building a Sample Project
Check the Project Statistics
- Checking the project statistics yields a snapshot
of costs and times
50Building a Sample Project
Saving a Project Baseline
- Saving a project baseline allows a user to track
progress and compare project expectations - Compare estimates against actual durations, costs
etc
51Building a Sample Project
Saving a Project Baseline
- A User can save up to 11 baselines in MS Project
- Very useful for situations where
- New tasks are added
- The scope of the project changes
- Unexpected delays occur
- The project is crashed
- The project is relaxed
- Save each baseline as a new number using the
scroll down menu in the save baseline area
52Building a Sample Project
Adding A Few Personalized Touches
- The project is functional and complete but adding
a few extra touches gives it structure - Add a top level task that serves as a title and
project overview
- Indent all subsequent tasks
- Do not assign resources
- Marked critical
- But is Not critical for PERT Risk analysis
purposes
53Building a Sample Project
Adding A Few Personalized Touches
- Add a milestone that serves as project closure
- Link to all other physical tasks
- Mark dependencies as FF (Finish to Finish) in
Task Info Tab - Do not assign resources
- Marked critical
- But is Not critical for PERT Risk analysis
purposes
54Building a Sample Project
Adding A Few Personalized Touches
- Adjust Fonts for personal preference
55Building a Sample Project
Adding A Few Personalized Touches
- Divide tasks into phases
- Useful for large or complex projects
- Does not change project costs/duration/integrity
- Useful where functional use can be derived from
completed tasks where project is completed in
phases
56Building a Sample Project
Adding A Few Personalized Touches
- The result is a professional, highly visual plan
57Updating a Sample Project
Updating a Project
- Updating a project is simple if a few basic rules
are remembered - Update the complete and the date the work is
done - Otherwise MS Project assumes the date the task is
competed is the date the task was scheduled to be
completed - Enter a finish date only when the task is
finished - Enter a complete (when work is in progress but
not complete) so MS Project can track and
forecast task and project completion
58Building a Sample Project
Assigning Resources to the tasks
- Updates can be made on Gantt view Task List (WBS)
view or in the Task Information Tab
Task Information Tab
Gantt view Task List
59Managing a Sample Project
Reports and graphs
- Simple reports can help all concerned stay in
touch with a project - Go to Reports on the View menu for a wide range
of wizard driven reports or create a custom
report!
60Managing a Sample Project
Budget Reports
And budget reports that show under and over
budget tasks and resources
61Managing a Sample Project
Cross tabs
62Managing a Sample Project
Crashing a Project
- Projects can be crashed using MS Project
- Add extra resources to the resource list and
assign them to tasks to shorten project duration
and/or - Assign existing resources overtime (OT) work
- To assign overtime, insert 2 new columns in the
Task Usage View and add OT as appropriate
63Managing a Sample Project
Crashing a Project
- Projects can be crashed using MS Project
- Crash projects with caution it is a disruptive
action - Do a what if crashing exercise and save the
baseline separately, keeping the original project
intact allows exploration without risk - Compute crash savings and costs how much time
will be saved and how many extra it will cost - Refer to early instruction units for these
techniques or - Examine variances between baseline in MS Project
64Managing a Sample Project
Crashing a Project
- Project will update the costs and changed
durations accordingly - Remember effort required to complete a
task/project remains fixed, only duration changes - Save the baseline of a crashed project to compare
against original estimates and expectations - Be sure to check critical tasks status
non-critical tasks may become critical after
crashing
65Managing a Sample Project
What MS Project does not do
- MS Project does not
- Compute probability of on-time completion
- Do this using the Excel PERT Calculator
- Refer to previous instruction for this technique
For this project, there is a 39.64 probability
of completing the project within 13 weeks (the
PERT likely duration)
66Managing a Sample Project
What MS Project does not do
a 90.54 probability of completing the project
within 15 weeks
INCLUDE ONLY CRITICAL TASKS IN PERT RISK ANALYSIS
67Managing a Sample Project
What MS Project does not do
but only a 3.30 probability of completing the
project within 11 weeks.
INCLUDE ONLY CRITICAL TASKS IN PERT RISK ANALYSIS
68MS Project
Review and Final Thoughts
- A strong tool that saves time
- Makes tracking project status easy
- Makes communicating project status easy
- Be prepared before beginning
- Use the program resources for assistance
- Wizards, guides and help function
- Save the project data often (in 2 places)
69MS Project
Review and Final Thoughts
- KISS (Keep It Simple Son)
- Stay in touch with the project
- If the plan doesnt seem right it probably isnt
track down suspected discrepancies - Practice makes perfect
- MS Project get easier to use with practice
- Start with default settings and then customize
70MS Project
Review and Final Thoughts
- MS Project automatically
- Identifies Critical tasks the Critical Path (in
RED) - Computes Late/Early start and finish dates
- Computes Total Slack (A.K.A Total Float)
- Critical tasks will always have ZERO Total Slack
- Effort to complete a task is fixed
- Duration changes by adding or subtracting
resources more resources less duration
71MS Project
Review and Final Thoughts
- Even the best plan is still an estimate
- A plan is only as good as the data it uses
- Bad estimates bad plans
- Risk Analysis must be computed separately
- Construct and use an Excel-based PERT Risk
Calculator - MS Project is just a tool, the manager owns the
project and is responsible for its health - Communicate status frequently and clearly
72Resources Used in This Unit
- Dr. Anthony Filipovitch
- MS Project, by Microsoft Corporation
- MS Excel, by Microsoft Corporation
- PM Body of Knowledge (PMBOK), Philadelphia PMI,
2000
73- You have completed
- URBS 609 Project Unit 3
- Please proceed to
- URBS 609
- Project Management Assignment
This Unit of Instruction was crafted by Robert
Hugg For Minnesota State University, Mankato
Urban and Regional Studies Institute - 2004