URBS 609 Project, Unit 3
Project Planning Using MS Project
Creating a project plan
About This Training Module
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.
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This Unit of Instruction was crafted by Robert Hugg For Minnesota State University, Mankato Urban and Regional Studies Institute - 2004
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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
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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
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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)
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Building a Sample Project
Customizing the Layout
Right mouse click when in the task area
to bring up a submenu
Select Insert Column
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Building a Sample Project
Customizing the Layout
A dialogue box will appear providing a
Scroll to Cost and select it
wide range of choices to add information
A cost column has been added
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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
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Building a Sample Project
Customizing the Layout
Drag and drop columns for layout according to
personal preference
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Building a Sample Project
Customizing the Display Settings
Next, set customized display settings
Tools Menu, Options Use the tabs.
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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
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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
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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
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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
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Building a Sample Project
Invoke the Gantt Chart Wizard
Can only be accessed in Gantt and Tracking Gantt views
Customizing Gantt Chart Display
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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
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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
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Building a Sample Project
Customizing Gantt Chart Display
A Simple visual display provides easy status
reporting
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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
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Building a Sample Project
This format will be applied to all projects
until it is changed
Customizing Gantt Chart Display
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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
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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
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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
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Building a Sample Project
Set Working Times
Follow the steps in the wizard
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Building a Sample Project
Enter Tasks
Tasks can be entered using the wizard, through the
Gantt view task list or the PERT Entry sheet
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Building a Sample Project
Enter Tasks
Entering data through the PERT Entry Sheet
Enter data before PERT analysis is conducted It will also populate the task dialogue boxes It will also populate the Gantt Task List
saves timeenter data only once for several uses
To begin, enter the task names and durations
Enter only Optimistic, pessimistic & expected durations PERT analysis will populate the duration field
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Building a Sample Project
Enter Tasks
For this sample project enter these tasks:
TASK Foundation Framing Roof Electrical Sheetrock Interior Paint Exterior Paint Landscaping Optimistic Duration Expected Duration Pessimistic Duration
1 week 2 weeks 1 week 1 week 1 week 1 week 1 week 1 week
2 weeks 4 weeks 2 weeks 2 weeks 3 weeks 2 weeks 2 weeks 2 weeks
3 weeks 7 weeks 3 weeks 3 weeks 5 weeks 4 weeks 3 weeks 4 weeks
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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
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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
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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
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Building a Sample Project
Identify Task Dependencies
This can also be accomplished by using the Task
Information submenu (right mouse click)
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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
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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
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Building a Sample Project
All task information has been entered, it is
time to complete the PERT Analysis Press the Calculate PERT icon Click Yes on option boxes
Completing the PERT Analysis
MS Project calculates dates and durations
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Building a Sample Project
Use these durations and critical task/path
designations for the PERT Risk Analysis
Completing the PERT Analysis
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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!
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Building a Sample Project
Explore the other views after the PERT Analysis is complete
Gantt Chart view
Notice the critical path in red?
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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
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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)
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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
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Building a Sample Project
Explore the other views after the PERT Analysis is complete Optimistic Gantt
Pessimistic Gantt
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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
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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
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Building a Sample Project
Building a Resource List
The resource sheet should look like this:
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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
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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
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Building a Sample Project
Assigning Resources to the tasks
Assign tasks as follows:
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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!
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Building a Sample Project
Check the Project Statistics
Checking the project statistics yields a snapshot
of costs and times
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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
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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
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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
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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
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Building a Sample Project
Adding A Few Personalized Touches
Adjust Fonts for personal preference
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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
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Building a Sample Project
Adding A Few Personalized Touches
The result is a professional, highly visual plan
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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
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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
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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!
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Managing a Sample Project
Budget Reports
Budget overviews
And budget reports that show under and over budget tasks and resources
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Managing a Sample Project
Cross tabs
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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
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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
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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
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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)
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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
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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
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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)
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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
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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 Duration changes by adding or subtracting resources; more resources = less duration
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Effort to complete a task is fixed
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 Risk Analysis must be computed separately
the project and is responsible for its health Communicate status frequently and clearly
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Bad estimates = bad plans
MS Project is just a tool, the manager owns
Construct and use an Excel-based PERT Risk Calculator
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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
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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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