Arab University of Sciences

Workshop of
planning of
projects
3rd year Civil Engineering

Bel Arbi Moetez

2016-2017
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

SUMMARY

1 Introduction
2 Project Planning with MS Project
2.1 Overview
2.2 Creating a project in MS Project
2.2.1 Create a new project
2.2.2 Enter the key information about the project
2.2.3 Define the project schedule
2.2.4 Check and modify calendar options
2.3 Organize tasks (Activities)
2.3.1 Enter the tasks and their duration
2.3.2 Create a periodic task
2.3.3 Structure the project by creating hierarchical tasks
2.3.4 Modify a task list
2.4 Plan the start and end dates of tasks
2.4.1 Establishing relationships between tasks
2.4.2 Define a specific start or end date (constraint) for a task
2.4.3 Add a deadline to a task
2.4.4 Create a milestone

2.5 Enter and allocate resources

2.5.1 Create a list of resources
2.5.2 Define (or modify) the working time of a resource
2.5.3 Assign resources to tasks
2.5.4 Check and modify resource assignments
2.5.5 Check the impact of reassignment changes on project forecasts
2.6 Enter the costs of tasks and resources
2.6.1 Assign costs to resources
2.6.2 Procedure: assigning costs to a resource list
2.6.3 Choose the cost allocation method
2.6.4 Define fixed costs for tasks
2.6.5 Visualize the cost of tasks or resources
2.6.6 Visualize the total cost of the project
2.7 Display and verify the project forecasts
2.7.1 Display the entire project on the screen
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

2.7.2 Check the project start and end dates

2.7.3 Identify the critical path
2.7.4 Visualize project information in different views
2.7.5 Change the information displayed in a table format
2.7.6 Display specific information using a filter
2.7.7 Sorting information in a display
2.7.8 Grouping information in a display
2.8 Adjust project forecasts
2.8.1 Check and adjust a task dependency
2.8.2 Overlap or delay tasks
2.8.3 Check and adjust task constraints
2.8.4 Change the duration of a task
2.8.5 Shorten the duration of a task by adding resources
2.8.6 Breaking a task into segments
2.8.7 Delete a task
2.9 Balance the workload of resources: Audit of
2.9.1 Search for information on overused resources
2.9.2 Change the workload of a resource
2.9.3 Reassign work to another resource
2.9.4 Postpone a task
2.9.5 Perform an automatic audit of resources

3 Project Monitoring & Control with MS Project

3.1 Overview
3.2 Save the baseline planning
3.2.1 Save an initial schedule
3.2.2 Save a temporary schedule
3.3 Follow the actual progress of the tasks
3.3.1 Enter the project status date
3.3.2 Update the tasks that are progressing according to the schedule
3.3.3 Enter the actual start and end dates of a completed task
3.3.4 Enter the actual duration of a task
3.3.5 Update the progress of a task as a percentage
3.3.6 Update actual work by period of time
3.3.7 Check for discrepancies in work on tasks
3.3.8 Compare the completion dates with those of the initial planning
3.4 Track actual work by resource
3.4.1 Enter the actual work performed by a resource on a task
3.4.2 Update the actual work of a resource by time period
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

3.4.3 Display the discrepancies between planned work and actual work

3.5 Track actual costs and compare them to the budget

3.5.1 Update (manually) actual costs by time period
3.5.2 Compare the actual costs of tasks to the budgeted costs
3.5.3 Display the total cost of the project

3.6 Format, print and communicate information about the project

3.6.1 Use the Gantt Chart Assistant to customize formatting
3.6.2 Format a Gantt bar category
Format the text style
3.6.5 Print the display that appears on the screen
3.6.6 Print a report

1 Introduction
Microsoft Project (or MS Project or MSP) is a project management software published by
Microsoft. It allows project managers and planners to plan and manage projects,
to manage resources and the budget, as well as to analyze and communicate the data from
projects
Currently, Microsoft Project is the most widely used project management software in the world.
History
1984: birth of Microsoft Project under DOS
The first commercial version of Microsoft Project (under DOS) was released in 1984. Microsoft
He then acquired all rights to the software in 1985 and released 3 other versions V2, V3, and V4.
Since 1990: Microsoft Project on Windows
The first version for Windows was released in 1990 and was named version 1 for Windows.
95
and was the first version to use the common Microsoft Office menus.
The release years of Microsoft Project are: 1992 (v3), 1993 (v4), 1995 (4.1a), 1998 (98 or
8.0), 2000 (2000 or 9.0), 2002 (2002 or 10.0), 2003 (2003 or 11.0), 2007 (2007 or 12.0) and
finally 2010 (2010 or 14.0).
From 1991 to 1994: Microsoft Project experience for Macintosh not available.
aboutie
UAS 2016-2017 Project planning workshop Bel Arbi Moetez

In 1991, a version for Apple Macintosh was released and developed successive versions.
until
version 4.0 for Mac in 1993. In 1994, Microsoft stopped the development of most of
its applications for Mac and to this day.
Since 2000: server versions for businesses
Since version 2000, Microsoft has been developing, through 'server' versions,
extended and collaborative features intended for businesses: centralized management of
resources, company project portfolio, analysis reports... These are
accessible through a web client. Initially called Microsoft Project Central (version
In 2000, the server software was then named Microsoft Project Server (versions 2002, 2003,
2007 and 2010.
The name Microsoft EPM (for 'Enterprise Project Management') is the name given to the solution
Microsoft, bringing together Microsoft Project and Microsoft Project Server.

History of MS Project versions

MS Project 2007 is offered in several versions:
Microsoft Project Standard: Single and multi-project planning and management. Management of
resources and non-automated tracking and without workflow (validation), risk management and
results.
Microsoft Project Pro: Can open more types of files: XML, ODBC, etc. and
connect to MS Project Server. Otherwise, apart from a few minor subtleties, the same
possibilities that MS Project Standard
Microsoft Project Server: Used for project tracking, resource management
(RBS, real-time work tracking), hierarchical work structure (predefined roles) and
integration of a workflow (validations), centralized document management (risks and
results). Can be integrated with SharePoint Portal Server (among others)
Features
The implementation of a project is a fundamental issue for companies and organizations.
keen to optimize the use of their human and material resources. The decision-makers
and
Project managers have a powerful computer tool at their disposal, Microsoft.
Project, which allows them to track the different phases of a project: design, implementation
and
follow-up.
The usefulness of this software can be divided into the different categories below:
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

1. Project modeling
2. Planning
3. Allocation and monitoring of resource work (not to be confused with management of
resources)
4. Risk management (with some plug-ins and exports...)
Many of those who use this software today only as a simple tool for
communication or graphical interface. Most users claim that the
possibilities offered by MS Project in terms of enhancing the presentation of
Information (graphical or not) is very important,
Remarks to remember:
It should be noted that MS Project is not a 'project management software', but a
software mainly for "project modeling assistance" (the nuance is absolutely not
negligible). This precision is important because some people absolve themselves of responsibility
for their management mistakes by wrongly blaming the software.
MS Project is therefore a project modeling software. It should not be confused
with other software and professions such as: human resources management,
analytical accounting, risk management, etc.!
This course is not intended to be a course on project management but on the use
of specific software on concrete examples.
What MS Project does not do
Top 10 tasks that MS Project cannot do:
He will not make the schedule of your resources for you.
It will not increase the esteem that your colleagues have for you.
3. He will not force your resources to meet the deadlines.
4. He will not recommend additional resources to you.
He will not remove the flaws from your product.
6. He will not anticipate the mistakes you will make.
He is not going to change the planning to fit the budget.
He is not going to negotiate on your behalf

Main features
Planning and management of projects
Microsoft Project enables project planning, that is to say, the creation of a plan.
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

allows the creation of tasks and milestones, their prioritization, and to define links between them
tasks. An estimate of the duration and the effort (or work) required to complete
each task can then be carried out.
Models can be created to offer standard plans to users.
example
if the projects require following a specific methodology or process.
Microsoft Project proposes different graphical representations of the project: diagram of
Gantt, task network...
The possibilities for project management are numerous: defining the initial planning
(that is to say, the recording of a reference photograph of the project plan), input of
the progress of tasks, rescheduling.
The project manager can update the progress of the project:
by entering a percentage of progress (deadline or workload);
through the update of the actual duration and the remaining duration;
through the update of the actual work (completed) and the remaining work (still to be done).
Resource management
Microsoft Project allows for the management of resources for each project, that is to say the creation
of
the project team then the allocation of defined resources.
It is possible to create different types of resources:
resources 'work', to which work tasks can be assigned: individuals,
but also machine tools for example;
"material" resources, corresponding to materials (resources
consumables with units): concrete (m3), cable (km)...
resources "cost" (appeared since the 2007 version of Microsoft Project), for
to associate project tasks with expense items: travel expenses, purchases
fixed-price service...
Resources, particularly those of the labor type, can be categorized as generic:
they correspond to skill profiles.
Each resource can then be allocated to the project tasks. Through the planner
of the team,
new feature of the 2010 version, it is possible to manage a resource capacity plan and
to allocate the project tasks to the resources.
When resources have been allocated, Microsoft Project enables the analysis of plans.
of
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

charge of the assigned resources, for example through the display of a resource graph. A
functionality, resource auditing, can be used to solve over issues.
use of detected resources, reorganizing the project's tasks.
Cost management
Each resource can have a cost: daily rate for a labor-type resource, cost
unitary for a material resource... Thus, depending on the allocations of the resources
carried out on the project tasks and fixed costs that can be defined for each task,
Microsoft Project calculates the cost of the project. For individuals, it is also possible to
manage
overtime hours.
Since the 2007 version, budget resources also allow for the definition of the budget.
initial of the project, which can be compared to the calculated project cost.

Analysis and communication of project information

Microsoft Project offers a range of possibilities for project data analysis and provides
many reports. It is even possible to export the project information into
Microsoft Excel or Microsoft Visio to analyze the project work and costs accordingly
from
different axes of analysis (tasks, resources, allocation, time), through tables, graphs
and pivot charts.
Microsoft Project allows for the communication of project information: copy of the diagram.
Gantt, printing and especially, since the 2010 version, the possibility to create a timeline.
chronological exportable to Microsoft PowerPoint or in an email.

2 Project Planning with MS Project

2.1 Overview
After defining the objectives and determining the main phases of the project, we move on to
the
the actual creation of planning:
Entering project information into MS Project
Definition of a new project
Entry and organization of tasks, their durations and their interdependencies
Definition and input of resources as well as their costs
Allocations of resources to tasks
Verification and adjustment of forecasts created by MS Project
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

MS Project creates forecasts (for deadlines, costs, and resource utilization) based on the
input information. These forecasts must be reviewed and adjusted to meet the
project objectives, and respect its constraints:
Verification and adjustment of deadlines
Verification and adjustment of costs
Audit of resources (resolving resource over-utilization)
The following procedures outline the main steps of the creation process for a
project planning.
2.2 Creating a project in MS Project
The definition of a project consists of:
create a new Project file,
set up the project

The definition of the project calendar is an essential part of the project setup.
MS Project Procedures
Create a new project
Enter the key information about the project
Define the project schedule
Check and modify the calendar options
Results
A new Project file created containing the name and other key information.
A start or end date of the project
A project schedule
2.2.1 Create a new project
When creating a new project in Microsoft Project, you need to enter the date.
either the start or the end of your project, but not both. Starting from one of these two dates and
Information entered on tasks, MS Project calculates the other date.
If the ideal start date is known, it is more efficient to plan from that.
date.
If the project must absolutely be completed by a given date, it may be more
It is convenient to plan from the project end date. MS Project will then calculate when
the project must start.
The start or end date can be changed at any time by clicking on
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

Information about the project in the Project menu.

Procedure:
1. Click on New
2. Click on Project Information in the Project menu (see Figure 1)
3. Type or select a start or end date for your project, then click OK
(see Figure 2)
4. Click on Save.
5. In the File name box, type a name for the project, then click Save.
UAS 2016-2017 Project planning workshop Bel Arbi Moetez

2.2.2 Enter the key information about the project

To memorize and communicate certain important information about the project, it is useful
to capture them and save them in the Project file. It will thus be easy to refer to it whenever
necessary.
Procedure:
1. In the File menu, click on Properties, then on the Summary tab (see Figure 3).
2. Enter all the information you deem useful about your project.
3. Click OK.

2.2.3 Define the project calendar

By default, three calendars (Standard, Night Team, and 24 hours) are pre-defined.
with working days (from Monday to Friday) and specified working hours.

It is possible to modify the project calendar or create other calendars.
to reflect the working days and working hours of each person assigned to
project.

UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

It is possible to specify non-working periods such as Saturdays and Sundays,

as well as specific days off.

Procedure to modify the project schedule:

1. In the View menu, click on Gantt Chart.
2. In the Tools menu, click on Change working hours (see Figure 4).
3. Click on the work week/tab details and select the workdays.
4. Enter the times when the work should start and end in the zones From
and To.
[Link] OK.
6. Click on the 'exceptions' tab and enter the non-working days
7. Click OK.

Note:
UAS 2016-2017 Project planning workshop Bel Arbi Moetez

When modifying working hours, several cases may arise:

To modify a specific day: Select a date from the calendar.
To change a day of the week throughout the entire calendar: for example, to change
the working hours of Monday, click on the abbreviation (L) of the day in question
top of the calendar.
To modify all working days, for example, to ensure that the day starts
at 8:00 instead of 9:00, click on the day header (like M for Monday) of the first business day
of the week. Hold down the SHIFT key, then click on the day header of the last
working day of the week (like V for Friday). Finally, introduce the changes
desired.

2.2.4 Verify and modify the calendar options

1. In the Tools menu, click on options (see Figure 5).
2. Click on the calendar tab
3. Check and modify the calendar options if necessary to comply with the durations of
project-specific work (or company-wide in general)
4. If the recorded working hours generally apply to all projects, it is
recommended to click on Set as default. Thus, the entered durations will be applied to
all future projects.
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

2.3 Organizing tasks (Activities)

Expected result: the phases and tasks of the project clearly identified.
After creating a new project plan (Project file), you need to enter and organize the list.
project tasks:
List the steps required to achieve the project's objectives.
Start by dividing the work into several main parts,
Then break down these main parts into various tasks, each related to a single
deliverable element.
Add the milestones.
Collect and enter the duration estimates.
MS Project Procedures
Enter the tasks and their duration
Create a recurring task
Structure the project by creating hierarchical tasks.
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

Modify a task list

2 . 3 . 1 Enter the tasks and their duration
A project consists of a series of tasks:
A task represents a volume of work and concerns a specific deliverable.
A task must be short enough to allow for regular monitoring of its progress.
progress (in general, the duration of a task is between one day and two weeks).
Tasks must be entered in the order in which they occur.
The time (duration) needed to complete the tasks must be estimated and entered.
 he durations will be used by MS Project to calculate the amount of work to be done on
T
the tasks.
Procedure:
1. In the View menu, click on Gantt Chart.
[Link] the Task Name field, type a task name and press TAB. MS
Project has an estimated duration of one day for the task?
3. In the Duration field, type the time a task will take in months, weeks, days,
hours or minutes, excluding non-working periods. You can use abbreviations
ms
4. Press ENTER.
5. In the following lines, enter the additional tasks necessary to achieve the
project. Figure 6 shows a display of the Gantt chart after entering a list.
of tasks.
Remarks:
 o not enter dates in the Start and Finish fields of each task. MS Project will calculate them.
D
based on the project's start date, and the interdependencies and durations of the tasks.
To represent an estimated duration, type a question mark after the duration.
You can also add a note about a task. In the Name field
from the task, select the task, then click on Task Notes. Type your
information in the Remarks area, then click OK.
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

2.3.2 Create a periodic task

Periodic tasks are tasks that occur at regular intervals, for example, tasks
weekly or monthly meetings
Procedure
[Link] on the task name field
2. In the Insert menu, click on Periodic Task.
3. In the Task Name field, type the name of the task.
4. In the Duration zone, type or select the duration of a task occurrence.
[Link] Periodicity, click on Daily, Weekly, Monthly or Annual.
6. On the right of Daily, Weekly, Monthly or Annual, specify the frequency of
the
task.
[Link] Periodic Subrange, enter a start date in the Start area, then
Select End after or End. If you selected End after, type the number
of the occurrences of the task. If you have selected End, type the desired end date of
the task.
8. Click OK.
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

2.3.3 Structure of the project creating tasks

hierarchies
Lemode plan allows you to structure tasks for easier management.
I t is possible to prioritize tasks by creating summary tasks and others that
they are subordinate.
 he start and end dates of a summary task are determined respectively by
T
the start date of the earliest subordinate task, and the end date of that task
which ends the latest.
To organize the hierarchy, use the outline mode buttons:
to lower
oHausser
Show subordinate tasks
Hide subordinate tasks
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

Procedure:
1. In the View menu, click on Gantt Chart.
2. Click on the first task you want to make a task
subordinate.
3. In the Insert menu, click on New Task.
In the inserted line, type the name of the new summary task.
in the task name field.
5. In the task Name field, select the tasks that you
wish to do subordinate tasks.
6. Click on Lower to lower these tasks.
Remarks:
To display all subordinate tasks, click on Show, then on All
tasks
subordinate clauses.
You can quickly lower or raise a task using the mouse. Select it
task, then place the cursor on the first letter of the task name. When the
pointer
take the shape of a bidirectional arrow, drag it to the right to lower the
swipe or drag to the left to raise it.
To display the tasks following a WBS hierarchy, click on the task name field.
click on insert/column, in Field name, select WBS.

2.3.4 Modify a listed detached item

After creating a task list, you can modify it by:
Moving tasks,
Copying task sets or
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

Removing tasks you no longer need.

Procedure:
[Link] the field No., select the task you wish to copy, move or
delete.
To copy the task, click on Copy. To move it, click on Cut.
To delete it, press DELETE.
3. To move the selection you have cut, or to duplicate the selection that
you have copied, select the lines where you want to paste it.
4. Click on Paste. If the destination line contains information, the
new lines will be inserted above this one.
Remarks:
 o add a new task between two existing tasks, click on a number of
T
task and press the INS key. After inserting the new task, the tasks are
automatically renumbered.
 y planning, you can also reorganize the phases of the project in forecasts.
B
mode plan. When you move or delete a summary task, its tasks
subordinates are also moved or deleted.
2.4 Plan the start and end dates of tasks
Once the tasks are created and organized in plan mode, they need to be linked together, and their
assign deadlines and due dates to be respected:
Establish the links between the tasks.
The links between tasks can include advances or delays if necessary.
I f the forecasts for a task change, all related tasks are
automatically reprogrammed.
Enter the date constraints. An example of a constraint is the deadline for submitting a report.
or the deadline for the end of a phase of the project.
I t should be noted that every time a date is entered manually, MS Project it
considered as a constraint. That's why manual date entry should not be done
that if it is a real constraint to be respected. In other cases, the start dates and
the end of tasks is automatically determined from the project's start date,
durations and links between tasks.
Use milestones for easier reading of the schedule
Procedures:
Establish relationships between tasks
Define a specific start or end date (constraint) for a task
Add a deadline to a task
Create a milestone
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

Result:
Duration and deadline forecasts for the project.
Establishing relationships between detachments
 he relationships (interdependencies) between tasks make it possible to establish forecasts for
T
the project (durations and deadlines of tasks and the project as a whole)
 he dependencies of tasks indicate how subsequent tasks (successors)
T
dependent on the start or end date of previous tasks (predecessors). For example,
if task 1 must occur before task 2, it is possible to link the two tasks, so that
task 1 is the predecessor, and task 2 is the successor.
There are 4 types of possible links between 2 tasks:

finish-to-start (the most common link, and created by default by MS Project),

end-to-end,

begin-to-begin

start-to-finish.
Since the links between tasks have a major impact on the project's schedule
(critical path, project end date), special attention must be given to them.
Two tasks should only be linked if one of them depends in some way on the other.
the other.
Once the tasks are linked, changing the predecessor's dates affects those of the
successor.
Procedure:
1. In the View menu, click on Gantt Chart.
2. In the Task Name field, select the successor task and click on
Task information.
3. In the Type area, select the type of connection that suits you, then click OK.
It is possible to establish a link with a delay (or advance) in days or as a percentage of the duration of the

predecessor.
Remarks:
To quickly link tasks: select the tasks in the order in which you
wish they were linked and click on Link tasks
To modify a task linkage, double-click on the linkage line between the tasks.
concerned. The dialog box Dependency of tasks opens
To remove a link between certain tasks, select the tasks in question in the
UAS 2016-2017 Project planning workshop Bel Arbi Moetez

Enter the task name, then click on Delete link tasks. All links
of the
tasks are deleted and tasks are rescheduled based on their constraints
(such as As Soon As Possible or Must Finish The)

2.4.2 Define a start date or a specific end date

constraint for a task
In general, the start and end dates of tasks are calculated by MS Project in
function of durations and interdependencies between tasks.
But, it is possible to define a specific start or end date (constraint)
for a task.
These specific date constraints are called fixed constraints.
These fixed constraints should only be used when the task in question must
must start or end on a given date.
The constraints used by MS Project are of 3 types that differ by their
flexibility

The most flexible: as soon as possible; as late as possible

The least flexible: must start (or finish) the

Moderately flexible: start (or end) no later than; start (or end) no earlier than
Procedure:
1. In the task name field, click on the task for which you
wish to set a start or end date, then click on Task Information.
2. Click on the Advanced tab.
3. In the Constraint Type area, click on a type of constraint.
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

4. Type or select a date in the Date field of the constraint, then

click OK.
Note:
If you select a start date for a task in the Start field
Diagram of
Gantt if you drag a Gantt bar to modify the start date, MS Project
define a constraint Start As Early As possible based on the new start date.
If you select an end date for a task, MS Project automatically assigns a
deadline no later than.

2.4.3 To add an option to a task

It is possible to set a deadline for the completion of a task.
The deadline is not considered a constraint by MS Project.
does not affect how tasks are scheduled.
The deadline simply allows MS Project to display an indicator if a task
risk of ending after its deadline. In this case, actions can be taken.
by the project team to adjust the forecasts and meet the deadline.
Procedure:
1. In the View menu, click on Gantt Chart.
2. In the Task Name field, click on the task for which you
wish to set a deadline.
3. Click on Task Information, then click on the Advanced tab.
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

4. Under Task Constraint, type or select the due date in the

Deadline zone, then click OK.
Note:
It is possible to drag the deadline symbol in the Gantt chart to
modifier
the due date.

2.4.4 Create a jelly

A milestone is a task used to easily identify events.
important in the project forecasts, such as the completion of a major phase.
In general, the duration of a milestone task is equal to zero, and it is reported by MS Project.
by the milestone symbol in the Gantt Chart.
Procedure
1. In the Duration field, click on the duration of the task you want to make a milestone.
then
type 0j.
2. Press ENTER.
Remarks:
A task with a duration of 0 is automatically marked as a milestone,
To make a non-zero duration task a milestone: you need to click on the task in the field.
UAS 2016-2017 Project planning workshop Bel Arbi Moetez

Task name; Click on Task Information, on the Advanced tab, then

activate it
checkboxMark the task as a milestone.

2.5 Enter and affect resources

After organizing and planning the project tasks, it is recommended to assign them the
resources needed for their implementation.
Before allocating resources, MS Project calculates the project forecasts based on the
durations of tasks, and their interdependencies and potential constraints
After resource allocation, MS Project calculates the project forecasts by taking into account
also takes into account the workload and resource availability.
The allocation of resources to tasks allows for:
monitor the workload carried out by the resources assigned to the tasks
plan tasks more accurately;
balance the workloads among the resources
track the cost of tasks and resources.
Procedure:
1. Create a resource list
2. Define (or modify) the working hours of a resource
3. Assign resources to tasks
4. Check and modify resource assignments
5. Check the impact of assignment changes on project forecasts
Result:
Project resources identified and allocated to the different tasks
Defined work forecasts
2.5.1 Create a list of resources
There are three types of resources:
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

Work-type resources: people or equipment;

Material resources: the term 'material' is used to refer to
materials or consumables
Cost-type resources: introduced in the 2007 version, for better management
costs
Procedure:
1. In the View menu, click on Resource Sheet.
[Link] the Display menu, point to Table, then click on Entry.
3. In the resource name field, type a resource name.
4. In the fieldType, specify the type of resource: Work or Material or Cost.
5. If you wish to designate a resource group, in the Group field
corresponding to the name of the resource, type the name of the group in question.
6. For each resource of work type (person or equipment), enter the number
available units for this resource in the Max capacity field, in the form of a
percentage. This percentage can be equal to, greater than, or less than 100%.
7. For each resource of type material (materials or supplies consumed during
the project), in the Material Label field, type a unit of measure (e.g. ton,
cubic meter)
Note:
It is possible to enter and assign resources from the Gantt chart. For this
to do
type the name of the resource in the resource name field, or click on
Affect
the resources, then type the name of the resource in the Resource Name field
in the
window that opens.
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

2.5.2 Define (or modify) the working time of a

resource
By default, MS Project assigns the standard calendar to all resources.
When a resource works under specific conditions (working hours, leave,
unavailability time of certain equipment), it is necessary to assign an appropriate schedule.
Procedure:
1. In the View menu, click on Resource Sheet, then select the
resource
for which you wish to modify working hours.
2. In the Project menu, click on Resource Information, then on the tab
Modify the
working time.
In the window that appears, select the days you wish to modify.
5. Click OK.
Note:
If a resource group has specific working hours and days off, it is
possible to create a new base calendar for him. In the Tools menu, click on
Modifier
the working time. Click on Create and type a name for the new base calendar.
Make the desired changes, then click OK.
UAS 2016-2017 Project planning workshop Bel Arbi Moetez

2.5.3 Affecting resources to tasks

When assigning a resource to a task, an assignment is created.
You can assign multiple resources to a task and specify if a resource is working on
weather
complete or partial on a task.
If the work assigned to a resource exceeds its maximum capacity (the number of hours
daily scheduled in the resource's work time calendar), this resource is said to be
overused.
MS Project indicates in red the names of over-utilized resources in the displays of
resources.
The assignments created can be reviewed and modified at any time.
Procedure 1:
1. In the View menu, click on Gantt Chart.
In the Task Name field, click on the task you want to assign.
one
resource, then on Task Information, then on the Resources tab.
3. In the resource name field, click (in the drop-down list) on the resource
à
assigned to the task.
4. To assign a part-time resource, type or select a percentage below
at 100 in the Units column. To allocate multiple resources with the same functions
(for example, two engineers), type or select a percentage greater than 100 in
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

the columns Units. To assign multiple resources, click on the names of the resources
concerned.
5. Click OK.
Note:
To replace one resource with another: Select the task to which the
resource to replace. In the Assign Resources dialog box, select
the assigned resource and click on Replace. Select one or more resources to
allocate, then click OK.

Procedure 1

Or Procedure 2:
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

Click on Gantt view. Select the task(s) and click on the assignment icon.
tasks.
The resource assignment dialog box appears. Select the resource(s) that
you
want to these tasks and click on assign.
2.5.4 Verify the modified sources of the affections
The display Resource usage shows the project tasks grouped by
resource :
Below each resource are the tasks assigned to it.
This display allows to determine the number of hours of work planned for each
resource on each of its tasks and to detect overused resources.
Procedure:
1. In the Display menu, click on Resource Usage.
2. In the resource name column, review the resource assignments.
3. To reallocate a task from one resource to another, select the entire row,
Position the pointer on the field No. (first column on the left), then drag it.
task under the new resource.
Remarks
Reallocations can also be made from the display diagram of
Gantt, in
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

making changes in the Resources Names field, or by clicking on

Information
on the task, or assign resources.
It is possible to calculate and display the available time of each resource in view.
d'affectations de travail supplémentaires :Format, Détails, Disponibilité restante
If the time scale is not suitable, it can be modified by changing it from the
days to months for example. In the Format menu, click on Timeline, then on
the Lower Level tab. Specify the desired timescale in the Units areas. You
Can you repeat this operation for the Intermediate Level and Level?
superior.

2.5.5 Verify the impact of modifications to affected areas

on the project forecasts
Changing assignments can impact durations: for example, the
doubling resources can reduce the duration of a task by half, if it is
driven by effort.
There are three types of tasks in MS Project:
Fixed task work: always driven by effort
Fixed-duration task: may or may not be driven by effort
Fixed capacity task: may or may not be driven by effort
An effort-driven task requires a certain amount of work for its
implementation. An addition of resources will result either in a reduction of the duration
of the task, either a reduction in the resource usage rate
To master the impact of changes in assignments on forecasts, it is necessary to
define an appropriate type for each task
UAS 2016-2017 Project planning workshop Bel Arbi Moetez

Procedure to define the type of task:

1. In the View menu, click on Gantt Chart.
2. In the Task Name field, click on the task you want to check or modify.
the
type
3. Click on Task Information, then on the Advanced tab.
4. in the Task Type area, select a type, then check or uncheck the box
driver
Driven by effort
5. Click OK.
2.6 Enter the costs of tasks and resources
The entry of costs allows for budget forecasts for the project, and to
check later if this budget is respected.
In general, only the costs of resources are entered, but sometimes it can be useful
to also enter costs (fixed) for the tasks
The costs of resources can be fixed (usage cost) or variable (depending on a)
standard rate and a mode of allocation specific to the resource), while those of the tasks
cannot be variables
Several unit costs can be assigned to the same resource
Procedures:
Assign costs to resources
Choose the cost allocation method
Define fixed costs for tasks
Visualize the cost of tasks or resources
Visualize the cost of the entire project
Result:
Planned project with cost forecasts for tasks and resources
2.6.1 Affecting costs of resources
MS Project allows you to assign costs to work, material, or resource types.
cost.
Costs can be allocated in the form of rates (hourly, daily, etc.) or costs.
of use.
It is possible to account for different rates for the same resource. By
for example, the rate of a resource may change during a project, the resource may have
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

a different rate depending on the task to which it is assigned, or a resource in

raw materials can have different costs depending on the quality.
2.6.2 Procedure: allocation of costs to a list of
resources
1. In the View menu, click on Resource Sheet.
2. In the View menu, point to Table, then click on Entry.
3. In the Resource Name field, select a resource (or type the name of a
new resource).
4. For a resource of the work type, in the field Tx. Standard, Tx. Overtime hours or
Cost/Usage, enter the applicable rates for the resource.
5. For a material resource, enter a rate in the Tx field. Standard or
Cost/Usage.
6. Press ENTER.
Remarks:
To assign multiple costs to the same resource:
In the View menu, click on Resource Table. In the Name field
the
resource, select a resource, then click on Resource Information.
Then,
Click on the Costs tab and enter the information in the Cost Rate Table.
2.6.3 Choosing the cost allocation method
MS Project allows you to choose from three cost allocation methods:
Start: cost attributed at the beginning of the task

End: cost allocated to the end of the task

Proportion: cost allocated proportionally over the duration of the task
The cost allocation method, by default in MS Project, is the method
proportional. It is possible to change this method and replace it with an allocation
at the beginning or at the end of the task.

The costs of using resources are always allocated at the beginning of the assignment.
Procedure:
1. In the View menu, click on Resource Table.
2. In the View menu, point to Table, then click on Entry.
In the Allocation field, click on the method you wish to use.
2.6.4 Defining fixed costs for tasks
UAS 2016-2017 Project planning workshop Bel Arbi Moetez

In general, the costs of a project are associated with resources.

However, some tasks may have associated fixed costs, for example, the
transport or printing costs.
Procedure:
1. In the View menu, click on Gantt Chart.
2. In the View menu, point to Table, then click on Cost.
3. In the Fixed Cost field of the task, type in the cost.
4. Press ENTER.
Note:
In the Fixed Cost Allocation field of the cost table, you can
select one
allocation method. This determines whether the fixed cost should be charged at the beginning or at the end
of
the task, or if it should be distributed proportionally over the duration of the task.
Visualize the sound source tasks
Once the costs are assigned to the resources and tasks, it is possible to check if
the total costs correspond to the budget.
If the total cost of a task or resource exceeds your budget, you can
review the different components of this cost and examine the possibilities of reducing them.
Procedure to display resource costs
1. In the View menu, click on Resource Sheet.
2. In the View menu, point to Table, then click on Cost.
Procedure to display task costs
1. In the View menu, click on More Views, then on Task List.
2. In the Display menu, point to Table, then click on Cost.
Remarks
It is possible to check the distribution over time of resource costs:
1. In the View menu, click on Resource Usage,
2. In the Format menu, hover over Details, then click on Cost.
It is also possible to obtain a graphical representation of the total costs related to
resources :
1. In the View menu, click on Resource Graph,
2. In the Format menu, point to Details, then click on Cost or Cumulative Cost.
You can also know the distribution of costs over the duration of a task:
UAS 2016-2017 Project planning workshop Bel Arbi Moetez

1. In the View menu, click on Task Usage.

2. In the Format menu, hover over Details, then click on Cost.
2.6.6 Visualizer cost of the entire project
To check if the overall budget is respected, several types of costs can be
displayed and examined:
In progress: cost according to the latest project update
• Planned: cost according to the initial recorded planning
Actuals: cost of work done
Remaining: cost of work to be done
These costs are updated by MS Project as soon as new information is entered.
Information on costs allows us to see if there is a risk of going over budget.
on the budget.
Procedure:
1. In the Project menu, click on Project Information.
2. Click on Statistics.
3. UnderCost, in the In Progress line, shows the total cost of the project according to the latest update
day.
Remarks:
If no initial planning is recorded, the planned cost is not provided.
If no information about the achievements is entered, the cost is not specified.
2.7 To confirm and verify the project's forecasts
After entering the data on the project, it is necessary to display and verify the forecasts.
of realization.
The review of forecasts ensures compliance with deadlines, budget, and
the availability of resources allocated to the project
It is possible to carry out checks:
Overall project forecasts: start and end dates, budget
global, critical path
More detailed forecasts: concerning tasks and resources.
individual
By examining the project forecasts, potential sources of problems will be
easier to detect, and appropriate measures can then be sought and implemented
Put into action before it's too late.
Procedures:
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Display the entire project on the screen

Check the project start and end dates
Identify the critical path
Visualize project information in different displays
Change the information presented in a table-type display
Display specific information using a filter
Sort information in a display
Grouping information in a display
Result:
Project forecasts verified
Potential problem sources identified
2.7.1 Display the entire project on the screen
It is possible to have an overview of the project schedule, as well as its phases.
mainly by zooming in and out in the Gantt chart.
Procedure:
1. In the View menu, click on Gantt Chart.
2. In the View menu, click on Zoom, on Entire Project, then on OK.
Remarks
To view the Gantt bars on a different time scale, click on Zoom
forward zoom out.
If you have organized the tasks according to a hierarchical structure, you can
display only the summary tasks at the top level or tasks up to a
given hierarchy level. Click on the heading of the column No., on Show, then on the
desired level.
2.7.2 Verify the start and end dates of the project
Among the important information about the project: its start and end dates,
This information must be verified to see if the project is planned.
in accordance with the time requirements
Procedure:
1. In the Project menu, click on Project Information, then on Statistics.
2. The start and end dates of the project are displayed, as well as the total work, costs and
the
total completed percentage.
2.7.3 Identifier the critique path
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

The critical path is a series of tasks, interconnected, that it is impossible to

delay without changing the project's end date.
The critical path tasks must be completed according to schedule for the
project is completed on time
The non-critical tasks of a project have a certain margin and can therefore
be delayed without affecting its end date. On the other hand, critical tasks have a margin
none.
When adjusting the project forecasts, any changes concerning a task
risk of modification critique
The project end date.
The critical path
Procedure:
1. In the View menu, click on Gantt tracking.
Critical path tasks are, by default, represented by red bars.
Note:
It is also possible to filter the forecasts to display only the critical tasks. In
the
Project menu, hover over Filtered for, then click on Critical Tasks. To return to a
to display all tasks, click on All tasks in the Filter menu.
2 . 7 . 4 Visualize the information on the project
different advertisements
MS Project presents project information in task views or
resource unmapping.
Some task and resource displays are table-type: they contain
columns (called fields) of related information. The change of table,
allows you to display other fields of information in the same table view.
Other displays graphically represent information about tasks or
the resources (Calendar displays, Task organization chart, and Resource graph)
A third category of display represents tasks and resources in
function of a timeline (displays Usage of tasks and Usage of
resources).
Procedure:
1. In the View menu, click on the desired view (of tasks or resources)
UAS 2016-2017 Project planning workshop Bel Arbi Moetez

2. If the desired display is not in the View menu, click on More

of displays
to expand the list. Click on a list display option, then click on
Apply.
2.7.5 Change the information presented in a
table display type
Throughout the project, it can be useful to consult different categories of information about
Tasks and resources: information on costs, work, usage, ...
It is possible to modify the columns, or fields of information, presented in a
display of typetables changing the table to which it is applied.
Procedure:
1. In the Display menu, click on the desired display. To use a display that does not
himself
If you can't find it in the Display menu, click on More Displays, then select the desired display
in
the list Displays, and finally click on Apply.
2. In the View menu, point to Table, then click on the table to apply.
apply a table that is not listed in the Table submenu, click on More tables,
then on the desired table (of tasks or resources), and finally on Apply.
Note:
It is possible to insert additional fields associated with a task or a resource:
In
In the Insert menu, click on Column, then select the desired field from the list.
Name
of the field.

2.7.6 Displaying specific information when using

unfiltered
Applying a filter allows you to focus on tasks or resources
specific.

The tasks or resources that meet the defined criteria for a filter,
can either:
Be highlighted
Be the only ones displayed on the screen
Procedure:
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

1. To filter information related to tasks, in the View menu, click on

Gantt chart on another task display. To filter the information
related
in the resources, in the View menu, click on Resource Sheet or on a
other
display of resources.
2. In the Project menu, hover over Filtered for, then click on the filter to apply.
apply a filter not listed in the Filtered submenu or to apply a
filter
to highlight, click on More filters.
3. Click on Apply to apply the filter, or on Highlight to apply a
highlight filter.
4. If you apply an interactive filter, enter the required values, then click OK.
5. To disable a filter, point to Filter for in the Project menu, then click on
All tasks or all resources.
Remarks:
It is not possible to apply task filters to resource views, nor
resource filters to task displays.
It is possible to set an automatic filter in many displays to find
easily a subset of data in a field:
In the Project menu, point to Filter by, then click on AutoFilter.
Click on the arrow of the column that contains the information to display, then click on a
value that you wish to use to filter the table.
To disable automatic filters, hover over Filter in the Project menu, then
click again on Auto Filter.
27.7.7 Trier des informations dans un affichage
It may be useful to sort tasks or resources to display them in a
specific order.
Sorting can be done based on various criteria: cost, duration, start date
or at the end of a task, ...
Procedure:
1. In the Display menu
To sort the information related to tasks, click on Gantt Chart.
on another task display,
To sort the information related to resources, click on Resource Table
UAS 2016-2017 Project planning workshop Bel Arbi Moetez

or on another resource display,

2. In the Project menu, point to Sort, then click on the desired sort option.
3. To customize a sort, in the Project menu, point to Sort, and then click on
Sort by.
4. In the Sort by area, click on the field based on which you want
sort the list, click on Ascending or Descending, then click on Sort
5. To sort by a second criterion, click in the Then by area on another
Champ, click on Ascending or Descending, then click on Sort.
6. To renumber your tasks or resources permanently, enable the
Checkbox Permanent renumbering of tasks or Permanent renumbering
resources and then click on Sort.
7. To sort tasks within their plan mode structure (so that the
subordinate tasks remain associated with their summary tasks), check the box to
Check Keep the structure of the plan mode and then click on Sort.
[Link] restore the default sort order, click on Reset. This restoration
it simply concerns the default values of the sorting options in the dialog box
Trier. If the tasks or resources have been renumbered permanently (after
checked the box Permanent renumbering of tasks or Renumbering
permanent of resources), this numbering order is not redefined when you
click on Restore
2.7.8 Regroup information in a display
It is possible to group information related to tasks or resources.
in order to compare and analyze grouped data (data on tasks or
resources having certain common characteristics.

For example, it is possible to group tasks according to resources or groups.
of allocated resources.
Procedure:
1. In the View menu:
•Click on Gantt Chart or another task view, to
gather information related to tasks.
Click on Resource Table or another resource view to
group information related to resources
2. In the Project menu, point to Group By, then click on the group to apply.
UAS 2016-2017 Project planning workshop Bel Arbi Moetez

3. To remove the grouping, click on Group by, then on No group.

2.8 Adjust the project forecasts
Project planning and forecasting verification generally allow for
highlight potential risks of non-compliance with objectives:
Risk of non-compliance with deadlines
Risk of exceeding the budget
Risk of unavailability of resources (which can have a negative impact on
the quality
After analyzing the forecasts and potential risks of the project, it is necessary to carry out
the necessary adjustments
Shorten the deadlines for certain tasks to avoid the project's end date being delayed.
compromise
If a task can start earlier: Use a lead time
If a task must absolutely start on a given date: Add a
constraint
If a task does not necessarily have to precede another: Make sure that they
are not related
Looking for solutions to avoid a significant budget overspend.
example: replace expensive resources with less costly ones when this is
possible)
Procedures:
Check and adjust a task interdependency
Overlap or delay tasks
Check and adjust task constraints
Modify the duration of a task
Shorten the duration of a task by adding resources.
Break a task into segments
Delete a task
result
Adjusted project forecasts to meet objectives and take into account the different
constraints (internal and external).
2.8.1 Verify and adjust a dependency of tasks
A task interdependence describes how two tasks are linked to each other.
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

The type of link between tasks is used by MS Project to calculate forecasts.

of the project and, consequently, has an impact on the deadlines.

If a link between two tasks is not necessary, it should be modified or removed:
this can shorten the critical path
Procedure:
1. In the View menu, click on Gantt Chart.
2. Double-click on the task link line to check: The dialog box
Interdependence of tasks opens up.
3. In the Type zone, check the interdependence of tasks.
4. To change the type of interdependence, in the Type area, click on
the desired interdependence.
5. To add a lead or a lag, type the lead or lag in the zone
Delay the dialog box Task Interdependence. Type the advance under the
form
of a negative number (for example: -2j for an advance of two days) or a percentage.
Enter the delay as a positive number or percentage.
2.8.2 Superposer ou retarder des tâches
If a task can start before the end of its predecessor, it is possible to assign it
add an advance.

After the addition of the lead, the two tasks (predecessor and successor) will be
overlaid and will reflect a more accurate planning of the execution of the work.
Procedure:
1. In the task name field, click on the task to delay or move forward, then on
Information about the task.
2. Click on the Predecessors tab.
3. In the Delay field, enter the desired delay or advance as a number or
of a
percentage.
Positive values indicate a delay
Negative values indicate a lead
The values in % relate to the duration of the predecessor.
2.8.3 Verify and adjust the constraints of the detachments
The date constraints assigned to tasks are used by MS Project to
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

calculate the project forecasts.

If unnecessary constraints are imposed on the tasks, the schedule may not
reflect the realistic progress of the project.
The constraints assigned to the tasks must be reviewed to check if they should
to be maintained or adjusted.
Procedure:
1. In the View menu, click on Gantt Chart.
2. In the View menu, point to Table and click on More Tables.
3. In the table list, click on constrained dates, then on apply.
4. If a constraint other than the default one (As Soon As Possible) is assigned to a
task
check if the constraint is really necessary.
5. If a constraint is not necessary, modify or remove it.
6. To change the type of constraint, in the Constraint Type field, click on the
arrow
then on the appropriate constraint. To change the date of a constraint, type or
select the new date in the Constrained Date field. To delete a
unnecessary constraint, change its value as soon as possible.
Remarks
If you are planning your project from a start date:
If you enter a start date for a task or drag a Gantt bar to
Modify the start date, MS Project sets a constraint Start No Earlier Than.
If you enter an end date for a task, MS Project assigns a Finish No Later Than constraint.
Early The.

If you plan your project from an end date:

If you enter a start date for a task or drag a Gantt bar to
modify the start date, MS Project sets a constraint Start No Later Than.
If you enter an end date for a task, MS Project assigns a Finish No Later Than constraint.
Late
2.8.4 Modify the duration of a task
The modification of the resources assigned to a task has the effect of:
to change the duration of the task (default result in MS Project)
or you change the planned amount of work for the task
If you want to reduce the duration of a task, you can assign more resources to it.
UAS 2016-2017 Project planning workshop Bel Arbi Moetez

If we want to assign additional resources to a task without modifying it

duration, you must first have redefined the type of task by unchecking the checkbox
driven by effort
Procedure (to disable the checkbox Driven by effort):
1. In the View menu, click on Gantt Chart.
2. In the Task Name field, select the tasks for which you want to
disable effort-driven forecasts.
3. Click on Task Information, then on the Advanced tab.
4. Uncheck the Effort-driven checkbox, then click OK. From now on, adding
resources will no longer have the effect of modifying the duration of the task.

2.8.5 Shorten the duration of a task by adding

resources
To reduce the duration of a task driven by effort, resources can be allocated to it.
supplementary.
Procedure:
1. In the View menu, click on Gantt Chart.
2. In the Task Name field, click on the task to which we want to assign more.
of
resources, then on Resource Allocation.
3. In the resource name field, click on the resource to assign to the task.
4. Click on Assign. A checkmark to the left of the Resource Name field indicates
that the
Resource is assigned to the selected task.
Remarks:
If the duration of the task is not affected by the addition of resources, check in the
forecast options that the task is well managed by the effort:
Click on Task Information, then click on the Advanced tab.
Make sure that the box Controlled by effort is checked and that the task type
fixedCapacity or fixedWork.
Before deciding which additional resource to allocate to the task, it may be
It is useful to check the workload of the resources on the Resource Usage display,
or on a report of assignments
2.8.6 Fractional runnet in segments
It is possible to break a task down one or more times: plan its execution.
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

in several stages
The splitting of a task can be useful when the resource assigned to it
is forced to interrupt her work to carry out another task.
Procedure:
1. In the View menu, click on Gantt Chart.
2. Click on Split Task.
3. Move the pointer over the splitter bar on the taskbar, and click on the date when
the
splitting must take place. This creates a one-day interruption in the execution of the
task.
4. To create a longer split (> 1 day): move the right side of the bar away from the
task until the desired resumption date.
5. To remove the split: drag a part of the split task to it.
get in touch with the other
2.8.7 Suppression runetâche
The constraints to which the project is subject can sometimes necessitate the removal of
certain tasks.
Procedure:
In the field No., select the task to delete.
2. Press DELETE, or go to Edit, then Delete the task.
Remarks
If a summary task is deleted, all its subordinate tasks are deleted.
also.
The elimination of tasks allows for freeing up time for certain resources, of
resolve overuse issues, or reduce the duration or budget of the project.
2.9 Balance the workload of resources: Audit of
resources
The workload of resources must be regularly checked.
If resource overutilizations are identified, they must be resolved: Audit the
resources
MSProject allows for manual audit or in a way
automatic.
Procedures:
Search for information on overused resources
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Change the workload of a resource

Reassign work to another resource
Postpone a task
Perform an automatic audit of resources
Result:
Overused resources identified and resource workload balanced.
2.9.1 Search for information on overused resources
To be able to resolve overuses, we need to:
Identify overused resources,
on what dates they are,
and which assignments are planned for those dates.
Procedure:
1. In the View menu, click on Resource Usage.
2. In the Project menu, hover over Filtered by, then click on Resources
overused. All
the overused resource is displayed, along with all of its assignments and its
workload.
Note:
It is possible to display the workload of a resource assigned to a particular task.
and
by period of time:
In the Format menu, click on Detail Styles.
Click on the Usage Details tab,
In the Available Fields list, click on Usage Rate, then click on
Display.
2.9.2 Change the workload of a resource
It is possible to change the work value of a resource assigned to a task.
The modification may concern the total expected work value for the task, or
only for a given period.
These modifications can be made from the displays: Usage of
tasks or resource usage
Procedure:
1. In the View menu, click on Task Usage.
UAS 2016-2017 Project planning workshop Bel Arbi Moetez

2. In the table display section, enter a new value in the Work field
for
modify the total work value of an assignment.
Note:
It is also possible to use the Resource Usage display to consult and
modify the work values of tasks: In the View menu, click on Usage
resources. Then, make the desired changes.
It is also possible to modify the work values of resources, by periods,
in the chronological part of the display.
2.9.3 R is to relocate work to another resource
To address overutilization of resources, one may need to reallocate some
tasks to underutilized resources.
This manual audit method helps prevent delaying the work of tasks that
cause overuses.
Procedure:
1. In the View menu, click on Resource Usage.
2. In the Format menu, point to Details, then click on Overuse.
3. In the chronological part of the display, for each overuse, examine the
availability of other resources (on the dates of overuse).
4. Click on the field No. to select the task to be reassigned.
5. Drag the task from the previous resource to the new resource. The task is
thus
reassigned to the new resource.
2.9.4 Delay a task
Delaying one of the tasks assigned to an overutilized resource can allow for
address overutilization, but the successors and the entire project can be
affected by this delay.

To avoid affecting the successors, first delay tasks that have a certain
merge (non-critical tasks) and delay them to the maximum of the available margin.

To delay a task, one can add a delay to it, and then, after verification of
the impact on resource allocation, adjust the delay if necessary.
Procedure:
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1. In the View menu, click on More Views.

2. In the display list, click on Gantt Audit, then click on Apply.
3. In the Audit Delay field (in the lower left part of the display) of the task
what
if you wish to delay, type the duration by which you want to delay the task.
In order not to affect the successors, do not enter more delay than the free margin of
this task.
4. To revert to a single display, in the Window menu, click on Remove the
fragmentation.
2.9.5 Perform an automatic audit of resources
MS Project can automatically conduct an audit of resources by delaying and by
breaking down tasks
Procedure:
1. In the Tools menu, click on Resource Audit.
2. In the dialog box that appears, enter the options for the desired audit, then
click
Audit now
3. Check the impact of the audit on the project forecasts.
4. If the result is not satisfactory, you can delete the audit: in the Tools menu,
click on Resource Audit, then on Delete Audit

3 Monitoring & Control of Projects with MS Project

3.1 Overview
After planning and starting the execution of the project, actions for updating, monitoring and
Implementation controls are necessary to ensure the smooth progress of the project:
Track the actual progress of tasks
Track actual work by resource
Track actual costs and compare them to the budget
Analyze the project's performance
Format, print, and communicate the information about the project
The following procedures describe the main monitoring and control actions of the project.
3.2 Save the baseline schedule
Once the information about the tasks, resources, and costs of the project is
entered, adjusted and accepted, it is necessary to record a basic planning.
There are two types of basic planning: initial planning, and planning.
UAS 2016-2017 Project planning workshop Bel Arbi Moetez

temporary.
6. The initial planning records all the information entered about the project and
allows for the calculation and analysis of cost, duration, and start date discrepancies
and of end, and of work of resources.
7. Temporary planning only records the start and end dates of
tasks and therefore only allows for partial monitoring.

MS Project Procedures:
Save an initial planning
Save a temporary schedule
Result:
Project with an initial planning of budget, deadlines, and resources
3 . 2 . 1 Save an initial schedule
The recording of the initial planning provides a reference for the
comparison with the actual progress of the project.
It is possible to record up to 11 initial schedules for a project. This possibility
can be very useful when you want to compare real data with several types
of
reference.
Procedure:
1. In the Tools menu, hover over Follow and click on Save the schedule
initial
2. Click on Project Set to save an initial project schedule.
Click
Selected subtasks to add tasks to an existing initial schedule.
3. Click OK.
Note:
To cancel a recorded initial schedule:
In the Tools menu, point to Tracking and click on Clear Scheduling
3.2.2 Save a temporary schedule
The recording of the temporary planning allows for a reference to be available.
for the start and end dates of the project tasks.
It is possible to record up to 10 temporary schedules for a project.
more than the 11 possible initial plans).
Procedure:
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1. In the Tools menu, hover over Follow and click on Save Schedule
initial.
2. Click on Save temporary scheduling.
3. In the Copy zone, click on the name of the current temporary schedule.
4. In the zone, click on a name for the next temporary scheduling or
specify a new name.
5. Click on Project Set to save a temporary project schedule.
Click on Selected Tasks to save part of the forecasts.
6. Click OK.
Note:
After registering a temporary schedule, it is possible to display the dates.
of
start and end recorded by adding the custom fields Start and End to a table.
3.3 Monitor the actual progress of tasks
After having recorded an initial project schedule, and started implementation
for tasks, it is possible to track the actual data of the project:
the actual start and end dates,
the percentage of task completion
the actual work done by each resource on each of the tasks
the revision of the remaining work
Tracking the actual allows for calculating the variances compared to the budget, and for anticipating.
the events that may affect future tasks and the project's end date.
The project update can be performed in several ways that differ by
the level of detail of the entered information:
The entry of task completion percentages does not take much
time and allows an idea of the progress of the project
Oh, on the contrary, the entry of the number of working hours for each resource on each
task, during each period (for example: day, or week), takes more of
time, but allows for a more detailed tracking of the project's progress.
The choice of the level of detail of the information on the progress of the project depends
of the preferences and priorities of each of the parties involved in the project.
MS Project Procedures:
Enter the project status date
Update the tasks that are progressing according to the schedule
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

Enter the actual start and end dates of a task

Enter the actual duration of a task
Update the progress of a task in percentage form
Update actual work by time period
Check the work discrepancies on the tasks
Compare the completion dates with those of the initial planning
Result:
Updated project
Differences between actual performance and planning calculated
3.3.1 Enter the project status date
The measurement of a project's progress only makes sense if we specify the date on which this
the measurement is done. It is the status date in MS Project.
Before making project updates, a status date must first be entered.
Procedure:
1. In the Project menu, click on Project Information
2. In the state date field, type or select the date to which it relates.
project update.
3. click on OK
3.3.2 Update the tasks that are progressing according to the schedule
The Gantt chart display allows for a graphical visualization of task progress.
as well as the discrepancies between the achievements and the initial planning.
In this display, each task is represented by two bars:
A lower bar indicating the initial planning
A top bar indicating past achievements and future projections
(according to the updates corresponding to the previously entered status date)
If a task is progressing according to the initial schedule, its update can be carried out.
in a very simple and quick way
Procedure (update according to the schedule):
In the View menu, click on Gantt tracking.
2. To display the variation fields, in the View menu, point to Table, then
click
surVariation.
3. In the View menu, point to Toolbars, then click on Tracking.
4. If the task has started or is completed on the scheduled date, click on the task, then click on
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

Update according to the forecasts.

3.3.3 Enter the actual start and end dates of a
tâcheachevée
If a task is not progressing according to the initial schedule, MS Project allows for tracking.
its achievement by entering its actual start and end dates.
Entering actual dates allows MS Project to reschedule the rest of the project.
Procedure:
1. In the View menu, click on Gantt Chart.
2. In the taskName field, select the task you want to update.
3. In the Tools menu, point to Tracking, then click on Update Tasks.
4. Under Real, type or select a date in the Start or End area. If you enter a
date
In the end, MS Project will assume that the task is 100% completed.
5. Click OK.
Note:
The entry of actual dates modifies the planned dates for the task concerned. However, the
scheduled dates remain unchanged.
3.3.4 Entering the actual duration of a task
MS Project allows updating the progress of a task that has not yet been completed.
start entering the duration of the intervention (resources) on this task.
When you enter the actual duration of a task, MS Project updates the date of
actual start, the percentage of completion, as well as the remaining duration of the task in the
forecasts.
If you have revised the initially planned duration upwards or downwards for the
task, you can modify the value in the Remaining Time area
Procedure:
1. In the View menu, click on Gantt Chart followed by Gantt.
2. In the task Name field, click on the task for which you want to enter
the
actual duration.
3. In the Tools menu, point to Tracking, then click Update Tasks.
4. In the Actual Duration field, enter the actual duration of the task.
5. If necessary, enter a new value in the Remaining Duration area.
6. Click OK.
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Note:
If you enter an actual duration greater than or equal to the expected duration, the percentage
task completion rate reaches 100%.
3.3.5 Update the progress of a task in the form
percentage
MS Project also allows you to indicate the progress rate of a task by entering its
percentage of completion.
When you enter the percentage of completion of a task, MS Project updates
the actual duration, the actual start date, as well as the remaining duration of the task in the
forecasts.
If you have revised the initially planned duration upwards or downwards for the
task, you can change the value in the Remaining Duration area
Procedure:
1. In the View menu, click on Gantt Chart followed by Gantt.
2. In the task Name field, click on the task for which you want to enter
the
percentage of completion.
3. In the Tools menu, point to Tracking, then click on Update Tasks.
4. In the completed % area, enter the % completed of the task.
5. If necessary, enter a new value in the Remaining Duration area
6. Click OK.
Remarks
By default, MS Project indicates the percentage of task completion under the
a horizontal black line in the middle of each Gantt bar
When a task is completed at 100%, MS Project displays a check mark in the field.
Indicators.
3.3.6 Update the actual work by time period
The method that allows for the most details to be provided on the progress of tasks
consists of tracking actual work by period using the chronological fields of MS
Project.
This method allows you to enter the work done on a task during a
given period (one day, one week, …)
Procedure:
1. In the View menu, click on Task Usage.
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

2. In the Format menu, point to Details, then click on Actual Work.

3. In the chronological section of the display, in the Actual Work field, type the work
real
performed on the task by each of the resources assigned to it.
Note:
It is also possible to enter a value for the total work done on the task by
the entire set of resources. In this case, MS Project shares the actual work and the remaining work
between the resources based on the forecasts.
3.3.7 Verify the work cards on the tasks
After the project starts and is updated, MS Project allows you to display and
compare the achievements and the initial planning
The observed discrepancies can then be analyzed to determine their causes and the
consequences on the continuation of the project.

Procedure:
1. In the View menu, click on Gantt Chart.
2. In the View menu, point to Table, then click on Work.
3. Compare the values of the fields Work, Planned and Actual.
Definitions:
Planning = work initially planned for the task (according to the initial planning)
Actual = work done on the task (according to the updates entered)
Work = total work planned for the task considering updates
Variation = planned work - scheduled work (work–planning)
3.3.8 Compare the realization dates with those of the
initial planning
After the project startup and its update, MS Project allows to display and
compare the start or end dates of tasks with those initially planned.
The observed discrepancies can then be analyzed to determine their causes and
consequences on the continuation of the project.

The identification and measurement of date discrepancies provide assistance in decision-making.

decision to fulfill commitments:
or adjustment of task interdependencies,
the reallocation of resources
or suppression of certain tasks
Procedure:
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1. In the View menu, click on Gantt Chart.

2. In the View menu, point to Table, then click on Variation.
3.4 Track actual work by resource
MS Project also allows tracking the workload of resources by task.

The entry of the work done by the resources allows for a comparison of the volume of
real work with that of the initial planning.
This comparison allows us to monitor the performance of resources and better
plan the workloads of future projects.
MS Project Procedures:
Enter the total actual work done by a resource
Update the actual work of a resource by time period
Show the differences between planned work and actual work
Result:
Project updated with information on the actual work done by each resource
Comparison of planned work with actual work for each resource.
3.4.1 Enter the actual work performed by a resource
sunshine
The update on the actual work completed on tasks allows for tracking:
or the progress of the tasks,
the work done by each resource
After the update, MS Project automatically calculates the remaining work (work
total planned for the resource - actual work done by the resource
Procedure:
1. In the View menu, click on Task Usage.
2. In the View menu, point to Table, then click on Work. In the Name field
The names of the tasks as well as those of the resources are listed.
3. In the Actual field of each resource, type the value of the work done by the resource.
Remark:
It is also possible to enter a value for the total work completed on the task by
the total resources. In this case, MS Project shares the actual work and the remaining work
between the resources according to the forecasts.
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3.4.2 Update the actual work of a resource by time period

I t is possible to update the work done by each resource per unit of time.
for example per day or per week.
This update method allows for the retention of detailed information on
The progress of the project is possible with the help of the chronological fields of the display.

Use of resources.
Procedure:
1. In the View menu, click on Resource Usage.
2. In the View menu, point to Table, then click on Work.
3. In the Format menu, point to Details, then click on Actual Work.
4. In the chronological part of the display: in the field Real work of the resource,
type
the value of real work.
3.4.3 Display the cards between planned work and work
real
The display and analysis of the gaps between planning and reality allows to:
measure the performance of resources
anticipate the impact on future project tasks
better plan future projects
Procedure:
1. In the View menu, click on Resource Usage.
2. In the View menu, point to Table, then click on Work.
3. Compare the values of the fields Work (planned work) and Planning (scheduled work),
and
check the value of the fields Variation (= Work - Planning)
3.5 Track actual costs and compare them to the budget
MS Project allows to control at any time the cost of the project, of a task, or
from a resource.
Cost tracking:
or allows to identify the sources of variations (in particular the exceedances of
budget),
to help make appropriate decisions to respect the budget.
to assist in the planning of budgets for future projects.
MS Project Procedures:
Manually update the actual costs by time period
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

Compare the actual costs of tasks to the budgeted costs

Display the total cost of the project
Result:
Project with updated costs
Project performance analysis
3.5.1 Manual update of actual discounts
time period
It is possible to track actual costs per unit of time using the fields
chronological in the display Usage of tasks,
MS Project automatically updates the actual costs as ...
the progress of a task, depending on the method chosen for cost allocation.
To manually modify the actual costs, you must first deactivate the setting.
automatic day (Default calculation option).
Procedure:
1. In the Tools menu, click on Options, then on the Calculation tab.
2. Uncheck the box Real costs are always calculated by Microsoft Project.
3. Click OK.
4. In the View menu, click on Task Usage.
5. In the View menu, hover over Table, then click on Cost.
6. In the Format menu, point to Details and click on Cost and Actual Cost.
7. To enter the actual cost values of a task, select a time period
(par
example a given day) in the chronological part of the display, then type a value
in the field Real cost of the task.
8. To enter the actual cost values of a resource, select a time period.
(for example, a given day) in the chronological part of the display, then type a
value in the real cost field of the resource.
3.5.2 Compare real costs of detachments to costs
budgets
The comparison of actual costs with those of the initial planning (budgets) allows:
to quickly identify cost overruns
to adjust your forecasts or your budget accordingly.
to better define the budgets of future projects
Procedure:
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

1. In the View menu, click on Gantt Chart.

2. In the View menu, point to Table, then click on Cost.
3. Compare the values of the fields: Total cost and Planning
4. To observe the cost variation, check the value in the field Variation = Cost
total
Planning
Note:
It is possible to display the costs of the resources allocated to a task:
In the View menu, click on Task Usage.
In the View menu, point to Table, then click on Cost.
Compare the values of the Total Cost, Planning, Actual, and Remaining fields for the
allocated resources.
Actual cost: actual cost of the work performed up to the update date
Remaining cost: cost of work left to do according to planned prices
Total cost = actual cost + remaining cost
Planning: planned cost
3.5.3 Display the total cost of the project
Cost display: In progress (planned), Planned, Actual and Remaining of the entire
The project allows you to quickly see if the planned budget is being adhered to.

These costs are recalculated by MS Project after each project update.

Procedure:
In the Project menu, click on Project Information.
2. Click on Statistics.
The costs: In progress (planned), Planned, Actual and Remaining are displayed in the column
Cost.
Note:
It is also possible to display the project summary task to see the total cost,
initial planning and the information on variations for the entire project :
In the Tools menu, click on Options, then click on the Display tab.
In the Options of the Plan mode, check the box for Project summary task,
Click OK.
3.6 Format, print and communicate the
information about the project
MS Project displays project information according to a default presentation.
UAS 2016-2017 Project Planning Workshop Bel Arbi Moetez

It is possible to customize the formatting of the information to highlight

evidence certain aspects of the project. For example:
to customize the format of the Gantt bars.
to modify or add Gantt bars for specific information
to format text or Gantt bars individually.
The information about the project can be printed and communicated according to their
default or customized presentation
MS Project Procedures:
Use the Gantt Chart Assistant to customize the formatting
Format a category of Gantt bars
Format the style of the text
Format a print
Print the display that appears on the screen
Print a report
Result:
Displays and information on the project formatted
Information about the project printed and communicated to the parties involved in
the project
3.6.1 Use the Gantt chart assistant
personalize the form for me
The Gantt Chart Assistant consists of a series of dialog boxes
containing
options that allow for customizing the formatting of the Gantt chart
Procedure:
1. In the View menu, click on Gantt Chart.
2. Click on Gantt Chart Assistant.
3. Follow the instructions of the Gantt Chart Assistant.
4. To undo the formatting chosen in the Gantt Chart Assistant:
click on Assistant Gantt Chart
then apply the default options by clicking Next at each
step
3.6.2 Metric for a category of Gantt bars
It is possible to modify the formatting of the Gantt bars representing a
specific category of tasks to highlight it better.
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It is possible to modify the formatting

or with a single bar (manually), or
or of the entire set of bars representing a certain category of tasks by creating
by modifying a bar style
Procedure:
1. In the View menu, click on Gantt Chart.
2. In the Format menu, click on Bar Styles.
3. To modify an existing style:
In the Name field, click on the name of the bar style.
At the bottom of the Styles dialog box, click on
the Bars tab
4. To create a new style,
•Click on the Represents tasks column, then click on the arrow located at
side of the selection to select a new category of tasks
Type his name in the Name field, then click on the Bars tab.
[Link] Beginning, Middle and End, select the shape, pattern or type as well as the color
from the bar.
[Link] OK.
Note:
To modify the formatting of an individual bar of the Gantt:
In the Format menu, select the task, then click on Bar.
Click on the Shape tab of the bar and format the bar of the
Gantt.
3.6.3Metreenformelestyledutexte
It is possible to modify the text style in all displays except for the
Gantt chart and displays related to sheets.
The changes made apply only to the current display.
Procedure:
1. In the View menu, click on a display dashboard like the Diagram.
of Gantt.
2. In the Format menu, click on Text Styles.
3. In the Edit section, click on the type of information to modify,
then select the formatting options to apply to this other type of information.
4. Click OK.
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Note:
To apply the formatting of one task to another task:
select the task whose formatting you want to copy,
click on Reproduce formatting, then select the task to which you
want to apply this formatting.
3.6.4 Metrical form for an impression
MS Project allows adding project information in the header, footer, or
the
legend of a display.
Procedure:
1. In the File menu, click on Page Setup.
2. Click on the Header, Footer or Caption tab.
3. Click on the Left, Center, or Right tab.
4. In the text box, type the desired information.
5. In the dropdown areas General and Project fields, click on each type
desired information, then click on Add.
Microsoft Project uses the information entered in the dialog boxes.
Information about the project and properties based on needs.
Note:
To format the added information:
Select the ampersand (&) that precedes it or the entire line, then
click on Text font format.
Modify the desired options, such as font, color, or underline.
Click OK.
3.6.5 Printing the display that appears on the screen
MSProject allows the printing of all views except the Diagram of
dependencies and displays related to the files.
It is possible to print tables, graphs, reports, and most of the
diagrams
Procedure:
To print a display using the default settings, click on Print.
Note:
Before printing a display, it is helpful to perform a Print Preview.
If you preview a display and decide to modify the presentation of
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pages of this display:

Click on Page layout in the Print Preview window.
Make the desired changes.
To change print options, click on Page Layout in the menu.
File, then click on the View tab and select the desired options.
To change the default print settings:
Click on Print in the File menu. Specify the printer and its properties.
as well as the other desired options
To see the result of the changes immediately, click on Preview in the
Print dialog
3.6.6 Print a report
Reports are one of the forms in which MS Project presents the
information about the project
Microsoft Project offers over 20 predefined reports, each detailing a
specific part of the data on the project
Procedure:
In the Display menu, click on Reports.
2. Click on the desired report type, then click on Select.
3. Click on the particular report you wish to print, then click on
Select.
4. Click on Print.
Note:
It is possible to customize the printing of reports:
In the View menu, click on Reports,
Click on Custom, then click on Select.
In the Reports list, click on the report you want to print, then click on
Print.
Make any necessary changes regarding the print options and then click on
OK.