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Project Planning Using MS Project

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Project Planning Using MS Project URBS 609 Project, Unit 3 Creating a project plan About This Training Module This training module was crafted using PowerPoint by ... – PowerPoint PPT presentation

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Title: Project Planning Using MS Project


1
Project Planning Using MS Project
URBS 609 Project, Unit 3
  • Creating a project plan

2
About 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
3
Training 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

4
MS 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

5
Building 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)

6
Building a Sample Project
Customizing the Layout
  • Right mouse click when in the task area to bring
    up a submenu

Select Insert Column
7
Building 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
8
Building 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
9
Building a Sample Project
Customizing the Layout
  • Drag and drop columns for layout according to
    personal preference

10
Building a Sample Project
Customizing the Display Settings
  • Next, set customized display settings

Tools Menu, Options
Use the tabs.
11
Building 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

12
Building a Sample Project
Customizing the PERT Entry Sheet
  • Open the PERT Entry Sheet
  • Use the same Insert column techniques to add
    the same columns

13
Building 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
14

Building 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

15
Building a Sample Project
Customizing Gantt Chart Display
  • Invoke the Gantt Chart Wizard
  • Can only be accessed in Gantt and Tracking Gantt
    views

16
Building 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

17
Building 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

18
Building a Sample Project
Customizing Gantt Chart Display
  • A Simple visual display provides easy status
    reporting

19
Building 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
20
Building a Sample Project
Customizing Gantt Chart Display
  • This format will be applied to all projects until
    it is changed

21
Building 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
22
Building 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
23
Building 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

24
Building a Sample Project
Set Working Times
  • Follow the steps in the wizard

25
Building a Sample Project
Enter Tasks
  • Tasks can be entered using the wizard, through
    the Gantt view task list or the PERT Entry sheet

26
Building 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

27
Building 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
28
Building 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

29
Building 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

30
Building 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

31
Building a Sample Project
Identify Task Dependencies
  • This can also be accomplished by using the Task
    Information submenu (right mouse click)

32
Building 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

33
Building 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

34
Building 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

35
Building a Sample Project
Completing the PERT Analysis
  • Use these durations and critical task/path
    designations for the PERT Risk Analysis

36
Building 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!

37
Building a Sample Project
Explore the other views after the PERT Analysis
is complete
  • Gantt Chart view
  • Notice the critical path in red?

38
Building 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

39
Building 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)
40
Building 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
41
Building a Sample Project
Explore the other views after the PERT Analysis
is complete
Optimistic Gantt
Pessimistic Gantt
42
Building 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

43
Building 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

44
Building a Sample Project
Building a Resource List
  • The resource sheet should look like this

45
Building 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

46
Building 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

47
Building a Sample Project
Assigning Resources to the tasks
  • Assign tasks as follows

48
Building 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!

49
Building a Sample Project
Check the Project Statistics
  • Checking the project statistics yields a snapshot
    of costs and times

50
Building 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

51
Building 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

52
Building 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

53
Building 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

54
Building a Sample Project
Adding A Few Personalized Touches
  • Adjust Fonts for personal preference

55
Building 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

56
Building a Sample Project
Adding A Few Personalized Touches
  • The result is a professional, highly visual plan

57
Updating 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

58
Building 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
59
Managing 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!

60
Managing a Sample Project
Budget Reports
  • Budget overviews

And budget reports that show under and over
budget tasks and resources
61
Managing a Sample Project
Cross tabs
62
Managing 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

63
Managing 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

64
Managing 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

65
Managing 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)
66
Managing 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
67
Managing 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
68
MS 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)

69
MS 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

70
MS 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

71
MS 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

72
Resources 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
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