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INTRODUCTION TO

PROJECT PLANNING
WITH MICROSOFT PROJECT

CONTENT

Introduction to Project Planning


Project Planning Process

Scope Definition
Activity Definition
Schedule Development
Project Plan Development

Basic Planning with Microsoft Project

Introduction to Project Planning


Project

Temporary endeavor undertaken to


create a unique product, service,
result or outcome. (PMBOK 2005)

Project Life Cycle

Collection of generally sequential or


series of project phases that a
project passes through. (PMBOK 2005)

Project Initiating
Project Information, Organizational
Commitment, Team Development

Project Planning
Scope definition, Activity definition,
Schedule development, Resource and
Cost planning, Project Plan Dev,
Baseline creation

Project Executing
Information Distributing, Project Plan
Execution

Project Controlling
Performance Reporting

Project Closing
Contract Closeout, Administrative
Closure, Project Closeout

(Project Management Course 102, Oracle, 2012)

Introduction to Project Planning


Project Planning

Important process in a project life


cycle.

A process after a project initiated


and before the project executed.

An integrated planning that aims to


create a comprehensive plan to
incorporate and integrate the result
of projects scope, time, cost,
quality, human resource,
communications, risk, procurement
and shareholders.
(Boon, 2013)

Project Initiating
Project Information, Organizational
Commitment, Team Development

Project Planning
Scope definition, Activity definition,
Schedule development, Resource and
Cost planning, Project Plan Dev,
Baseline creation

Project Executing
Information Distributing, Project Plan
Execution

Project Controlling
Performance Reporting

Project Closing
Contract Closeout, Administrative
Closure, Project Closeout

(Project Management Course 102, Oracle, 2012)

Introduction to Project Planning


Essential Plan
Scope
Duration
Cost
Subsidiary Plan
Quality
Human Resource
Communication
Risk
Procurement
Shareholder
(Boon, 2013)

Project Planning
Scope Definition

Activity Definition

Schedule
Development

Resource & Cost


Planning

Project Plan
Development
Baseline Creation

(Project Management Course 102, Oracle, 2012)

Scope Definition
Work Breakdown Structure

WBS is a hierarchy of deliverables or tangible outcomes.

WBS define the scope of your project by taking the scope


statement and subdividing the major project deliverables into
smaller, manageable packages of activities.

Each deliverable or outcome will have a Work Package, or a set


of related small activities required to achieve the deliverable.

Scope Definition
Creating Project WBS

Optionally, a project can be


divided in phases, stages,
bounds, parcels etc.

Project
WBS Level 1
Phases

List all the deliverables required


in order to achieve the project
scope.
Continue breaking down all sub
deliverable required to achieve
the deliverable.

WBS Level 2
Major Deliverables
WBS Level 3, 4,
Sub-Deliverables
WBS Level n
Work Packages

The deliverables that cannot be


broken further is called work
packages.

Activities

Activity Definition

Activity Type
Activity Duration
Activity Sequence
Lag and Lead
Constraint

Activity Definition
Activity Type

Task Dependent
Duration of the activity depends on its requirement. This is the
common type used most planning.

Resource Dependent
Duration of the activity varies and based on the resource
availability and limitation.

Level of Effort (LOE)


Duration of the activity is depending on its predecessor and
successor. This type of activity is used as monitoring or to indicate
small but repetitive task.

Milestone
Point of major event in a work program.

Activity Definition
Activity Duration

Manufacture Productivity
Past Experience Productivity
Buffer & Confidence Level
Contractual Duration

Activity Definition
Activity Sequence
Predecessor and Successor

Predecessor
A task whose start or finish date determines the start or finish date
of its successor task

Successor
A task whose start or finish date is driven by its predecessor task.

Activity Definition
Activity Sequence
4 type of Dependency

Finish to Start (FS)


Successor activity will start after the
predecessor activity finish.

Finish to Finish (FF)


Successor activity will finish after the
predecessor activity finish.

Activity Definition
Activity Sequence
4 type of Dependency

Start to Finish (SF)


Successor activity will finish after the
predecessor activity start.

Start to Start (SS)


Successor activity will start after the
predecessor activity start.

Activity Definition
Activity Lead and Lag

Lead
Lead time is overlap between dependent
tasks.

Lag
Lag time is a delay between dependent
tasks.

Activity Definition
Constraint
Condition or event that override the natural logic.

Must Start/Finish On
Must Start/Finish No Later Than
Must Start/Finish No Earlier Than

Schedule Development
Critical Activity

An activity is said to be critical if its duration cannot be extended


without delaying the completion of the project.

Slack/Float

A measure of the excess time to complete a task. It is the amount


of time that a project task can be delayed without causing a delay
in any subsequent tasks (free float) or the whole project (total
float).

A critical activity would have slack/float equal or less than zero.

Schedule Development
Early and Late Start/Finish

Early Start/Finish is the earliest an activity may start or finish


depending on the remaining float/slack.

Late Start/Finish is the latest an activity may start of finish before


the activitys duration affect the project total duration.

A critical activity will have the early start/finish equal to the late
start/finish.

Schedule Development
Critical Path

The longest necessary path through a network of activities when


respecting their interdependencies.

Can be determined using Critical Path Method (CPM) and


Program Evaluation And Review Technique (PERT)

Project Plan Development


Project Planning Tools

Arrow Diagram Method (ADM)


Precedence Diagram Method (PDM) or Node Diagram
Event Change Method (ECM)
Gantt Chart - Henry Gantt (1910)
Critical Path Method (CPM) - Morgan R. Walker & James E. Kelley, Jr (1950)
Program Evaluation And Review Technique (PERT) US Navy (1950)

Project Plan Development


Project Planning Software

Microsoft Excel Simple Task


Gantt Project Small Project
Microsoft Project
PRIMAVERA Project Planner P3
PRIMAVERA P6
ASTA Project Planner
TILOS Linear Project
etc

Complex Project

BASIC PLANNING
WITH
MICROSOFT PROJECT

STEP BY STEP

Creating New Project


Setting Up Project Calendar
Creating New Task
Setting Up Relationship
Auto Schedule Project
Assign Resource and Cost
Resource Levelling
S-Curve
Setting up Baseline
Project Tracking and Rescheduling

Creating New Project

On MS Project, Click the File


tab . Project displays the
Backstage view .

If the Open screen is not


already visible, on the left
side of the Backstage view
click the Open tab . Project
displays options for opening
files, as well as a list of
recently opened files.

In the list of available


templates, click Blank Project

Setting Up Project Calendar


Project Information

On the Project tab, in the


Properties group, click
Project Information.

The Project Information


dialog box appears.

Setting Up Project Calendar


Project Calendar

The list that appears contains the


three base calendars included with
Project:

24 Hours - Has no
nonworking time

Night Shift - Covers a


graveyard shift schedule
of Monday night through
Saturday morning, 11 P .M
.to 8 A .M ., with a onehour break each day .

Standard - The traditional


working day and week,
Monday through Friday
from 8 A .M .to 5 P .M .,
with a one-hour break each
day

Only one of the base calendars


serves as the project calendar.

Setting Up Project Calendar


Change Working Time

On the Project tab, in the


Properties group, click
Change Working Time .

The Change Working Time


dialog box appears .

In the Name field on the


Exceptions tab in the lower
portion of the dialog box, List
down all non working days
i.e Public Holiday, Company
Events etc.

Click OK.

Creating New Task


New Task

Click the cell directly below


the Task Name column
heading .

List down all related task in


the Task Name column.

The task are given an ID


number. Each task has a
unique ID number, but it
does not necessarily
represent the order in which
tasks occur .

Creating New Task


Duration

Click the cell below the


Duration column heading.

Insert duration for all


respective task.

Creating New Task


Milestone Task

At the duration column for


the Milestone Task, set it to 0
days.

Creating New Task


WBS Summary

Select the tasks you want to make as


the subtasks of the WBS.

On the Task tab, in the Schedule group,


click Indent Task.

The WBS Summary will be highlighted

Setting Up Task Sequences


Common Dependencies

Select two related tasks.

The two task is linked as Finish-to-Start

On the Task tab, in the Schedule group, click Link the


Selected Tasks .

Setting Up Task Sequences


Other Dependencies

Under Predecessor column, edit the relationship between task.


[Predecessor][Dependencies Type][Lead/Lag]

For example: Task 2 and 3 is linked as Start-to-Start with 3 days lag


Thus the relationship is written as: 2SS3+3 days

Auto Schedule Project

On the Task tab, in the Tasks group, click Auto Schedule .

In Gantt Chart, critical activities are shown in red color.

Project will reschedules the remaining tasks based on the task duration and
dependencies.

End of Presentation