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MICROSOFT PROJECT
An effortless scheduling application for every type of PROJECT
The following tutorial demonstrates the use of MSPROJECT for Project Management which organizes and tracks the required activities. It is intended to be used in getting started with the tool
Introduction to the basic navigation of the most commonly used MS Project features
Introduction to the basic configuration tools that display the most commonly needed data Background material for project planning
This module is constructed as the second of three blocks in a building block approach
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
Like any tool, MS Project cannot define the goal of a project, the user must do that
Ravi Gaurav Pandey
Too much information will make it more difficult to communicate the project plan and status
Organize the information Visualize the information Manage the information Analyze the information Quantify the possible plan outcomes
Project plans are only as good as the data used to construct them: bad estimates = bad plans It can be labor intensive creating a plan; save the data in 2 places for safety on the hard drive and a disc
Basic Configuration
Project Guidea step by step tutorial
Basic Configuration
Click Tasks and a step by step tutorial/guide appears
Basic Configuration
Next, add toolbars to make navigating easier
Basic Configuration
format data to meet personal preferences
Basic Configuration
and add PERT analysis tools
Basic Configuration
The result is an easier to use toolsettime to explore!
Basic Configuration
All toolbars have tool tips that appear when the
cursor rolls over it
Basic Configuration
Typing a question yields a list of topics and answers
Basic Configuration
Before beginning, take some time to explore the
toolbars Walk through the tutorial Set font preferences or use the program defaults DO NOT BEGIN ENTERING DATA until you are comfortable with the basic layout Create a layout that you are comfortable with
Allows a user to customize all aspects of the project or use wizards for ease of use
Link tasks, change time, adjust resources level resources when over-tasked (automatically adjust work assignment)
On the Tool menu, Options tab is very important Used to set all preferences in one easy to access
place
Fonts, calendars, work display units Scheduling Options Auto-save options Display options Chart and graph options
very important Used to enter all task information in one easy to access place Can also be accessed by right mouse clicking when in the WBS/Task List Area Go through these tabs to set constraints and dependencies, enter task info, resources, notes
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Terms
Duration
Work Resource
Fixed Duration
Fixed Units Fixed Work
Resource Units
Effort-Driven
Over-allocation
Leveling
Duration - The total span of working time or elapsed time required to complete a task. Work - The total effort required to complete a task.
Resources
Resources that are assigned to tasks but do not create work are known as material resources.
Scheduling Formula
Duration = Work Resource Units
Fixed Units
As the task's assigned units remain constant, an increase / decrease in assigned work will result in a corresponding increase / decrease in task duration. Fixed Units is the default task type for new tasks.
Fixed Work
If assigned work should remain constant, then as a task's duration goes up assigned units will go down (and vice versa). If assigned units are greater than max units, a resource over-allocation will arise.
Fixed Duration
For a constant task duration, as assigned work is increased so will assigned units.
Decrease the units and the work will correspondingly reduce.
Effort-Driven
Only comes into play after the initial resource assignments have been made Work stays constant
When resources (manpower) are assigned or removed from a task, Microsoft Project will extend or shorten the duration of the task to accommodate change in resources
This is the default option for new tasks
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Over-allocation
Situation when more hours of a resource are allocated than are available Identifying Over-allocated Resources
Special
Leveling
Resolving resource conflicts or over-allocations by delaying or splitting certain tasks. During leveling, assignments are rescheduled according to the resource availability profiles, assigned units, and resource calendars, as well as the task's duration and constraints. It is instigated either automatically or (more commonly) by the command level now. Tools | Level Resources . . . (hour by hour)
Open application MSPROJECT and then list all known tasks and force all MILESTONES to be ZERO Days by clicking on the Duration cell and decrementing it to zero. Note that we have planned ahead by starting to create two summary task rows. Next we will indent subtasks.
INDENT
Create some initial dependencies by first selecting Task 1P, then while holding down the CNTRL key, select Task 2P and Milestone 1_2P and then click on Link Task, the chain link icon in the tool bar above. Note new arrows in display.
Repeat for Task 3P, Task 5P and Milestone 5 and click on Link Tasks. Repeat for Task 4P and Task 5P and click on Link Tasks.
Create more dependencies by first selecting Milestone 1_2P, then while holding down the CNTRL key, select Summary Task for Design and click on Link Tasks. Repeat for Milestone 5P and Summary Task for Design and click on Link Task. Now the Summary Task for Design is dependant upon completion of the two major Milestones under Summary Task for Planning !
Ravi Gaurav Pandey
Complete all dependencies under Summary Task for Design. Select Task 1D, then Task 2D, then Task 4D ,then Task 5D and finally Milestone 5D and then click on Link Tasks. Repeat for Task 3D and Task4D.
Select Tools/Change Work Time then HIGHLIGHT the Column for Saturday and then select Nondefault working time (box) followed by Ravi Gaurav Pandey OK. This makes MON-SAT work days for the schedule. We decided Sunday is a day of rest!!
Resources
We now enter the duration estimates for each subtask in total hours of work required by clicking on the appropriate duration cell and entering the data. Task 1P is set to 10 hours by typing 10h. Note that the schedule now has automatically moved out in time. Next we will add resources (people). Initially we add our staff names Tom, Dick, Harry & Janet by clicking on the resources icon in the toolbar above. As we add resources to each task, its duration will Ravi Gaurav Pandey change.
We have now added our resources a first cut. After that we can now fine tune the schedule longer or shorter as required by modifying the resource levels. Or we can actually adjust the duration directly via the duration cell. Once we are happy with the results we should BASELINE the schedule which means that MSPROJECT will remember what the schedule looks like at this point. We BASELINE by selecting Ravi Gaurav Pandey Tools/Tracking/Save Baseline and select Entire
We now change our View to Tracking Gantt from our original setting of Gant Chart by selecting View/Tracking Gantt. To show the benefit of this chart which employs the established BASELINE, we will change Task 5D from 4 to 24 hours.
Ravi Gaurav Pandey
And finally we opened Task 4D and marked it as Pandey Ravi Gaurav 60% complete to demonstrate MSPROJECTs tracking capability. Note display change.
THANK YOU
I hope you have gained sufficient to start working with MS Project.