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Best Practices in Microsoft Project

2010

Seenivasan, PgMP, PMP


John Wesley, MCT, MCTS, MCP
Prabhudas, MCTS

Progressive Ventures

B-502, Vijaya Towers, Shanti Nagar Colony

Tel: 040- 23300048, Cell: 9490755720


The following list highlights some of the key best practice areas while using Microsoft Project in the standalone mode.

S.no Description
1 Pre-Project Settings: Best Practices
2 Task Planning Best Practices
3 Resource Planning Best Practices
4 Network Optimization Best Practices
6 Resource Leveling Best Practices
7 Base lining & Variance Measurement Best Practices
8 Project Tracking Best Practices
9 Project Reporting Best Practices

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1. Pre-Project Settings:
The following table shows some of the key settings to be configured before beginning to plan a project in Microsoft Project 2010.

Talking Points Steps Screenshots


1. Date Format Use it to change the a. File Options -
date format to match your project General
specific requirement. This applies
globally to all dates in the Project
plan. Can be changed at a later date
too.

2. Currency: Supports only one a. File Options


currency and shows it as a label. Display
Modifying this later will change just
the label associated with the Cost
related fields.

A project file can support only one


currency.

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3. Calendar Options: Important: Set a. File- Options
the Default Start and End time to Schedule
match the Project Calendars Start
and End to avoid errors with Status Note: The Default
date based updates and Recurring Start and Finish are
Tasks positioning. The tool does not not automatically
set it for you picked from the
4. Hours per day: Match this value with customized Project
the calendar net bandwidth per day calendar!
to avoid tasks finish dates being
scheduled early or later than it
should have otherwise. See pictures
below.
5. Hours per Week: Should match (
Hours per day x Number of Working
days) as configured in your project
calendar

A 1 day task is scheduled from 8 am to 5 pm on nov 26 using the standard calendar when the hours per day is set to 8 [st date: 26th ]

A 1 day task is scheduled from 8 am to 4 pm using the same standard calendar when the hours per day is set to 7 [st date: 26th ]

A 1 day task is scheduled from 8 am to next day 9 am using the same standard calendar when the hours per day is set to 9 [st date: 22nd ]

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6. New Tasks Created: Select Auto a. File Options -
Scheduled if you dont want tasks to Schedule
be turned to Manually scheduled
when inserted or created.
7. Default Task Type: Select
appropriately
8. Calculate project after each edit:
Select ON if you want changes to
be implemented immediately. Set to
OFF if the project is large and you
would want to make all the changes
and then run the Calculate Project
option.

Project Tab, Schedule Group


Calculate Project.

9. Enable Project Summary task: a. File Options -


Enable to view the rolled up value of Advanced
all the phases and tasks in the
project. Summary task is required
for assigning budget resources.
10. Default Task Earned Value Method:
Specify if % complete or Physical
Percentage Complete will be used
for computing EV. Also select the
baseline against which the EV will be
calculated.
11. Tasks are critical is slack is less than
or equal to: Set the value for slack
based on which critical task will be
identified. Default is Zero.

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2. Task Planning Best Practices:
The following are a list of best practices for task planning in Microsoft Project 2010

12. Create a New Project from Template a. On the File tab, click
New.
b. Under Available
Templates, do one of
the following:
c. To reuse a template
that youve recently
used, click Recent
Templates.
d. To use a template that
you already have
installed, click My
Templates, select the
template that you
want, and then click
OK.

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13. Manage Calendars a. In the Project Tab-
Properties group -
a. To mark a Holiday: Project Tab- Change Working
Properties group -Change Working Time
Time - Select the date you want to
mark as holiday in the Exceptions
tab Under the Name Column write
the name of your holiday
b. To change the work weeks : Project
Tab- Properties group -Change
Working Time Work Weeks tab
Select Default Details Select
Monday to Friday Set days to
specific working times Change
the Working hours ok

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14. Import Activities from Excel b. File Open Browse
to the excel file and
When Tasks radio box is selected in select itOpen
the Map Options screen, the fields Import Wizard Next
are mapped to the task related New map Type of
project fields. data to import( Select
When importing resources and Tasks)- Next Append
related information, select the the data to the active
Resources radio box. project Next- Tasks
Next Choose the
Worksheet from
where you want to
import Map the
fields - Finish
15. Create Tasks in the Gantt Chart a. Tasks can also be
created by clicking on
the Task tab and then
clicking on New Task
icon.

16. Indent Tasks to form the WBS a. In the Gantt chart, to


indent the tasks under
a summary task, select
the children activities
and move them under
the parent using the
Indent Icon.
b. You can also use the
Outline Level column.

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17. Create Milestones a. In the Gantt chart,
type 0 in the Duration
field of the task you
want to declare as a
milestone, and then
press ENTER.
b. To declare a task with
non-Zero duration as
a Milestone

Select the Task-


Task tab -
Properties -Task
Information.

Select the Mark


task as milestone
check box, and
then click OK.

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18. Create Network Establish Task a. In the Gantt chart,
Dependency under the Task Name
field, select two or
( PM can use Lead and Lag to fine more tasks in the
tune the Network) order you want to link
them.
You can also use the Predecessor b. On the Task tab, in the
column to set and modify Tasks group, click the
relationships between tasks. The Link Tasks button.
common syntax is (task Number)&( c. Project creates a
relationship type) (+/-) (e/days) finish-to-start task link
by default.
One can also double click the line
that connects two tasks and use You can use SHIFT key to
Task Dependency window to make select adjacent tasks or
changes. CTRL key to select non
adjacent tasks.

19. Scroll To Tasks a. Select the Task- Task


tab Editing Scroll
to Task

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20. Task Notes a. Select the Task- Task
tab -Properties -
Notes

21. Task Modes a. On the Task tab, in the


Tasks group you will
More information: notice the Task Modes
http://office.microsoft.com/en-
us/project-help/how-scheduling-works-
in-project-HA010373148.aspx?CTT=1

22. View Critical Tasks a. On the Format tab, in


the Bar Styles
Critical Tasks

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23. Insert New Columns a. Select any Column
Right Click - Insert
Column Choose the
Column you want to
insert

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3. Resource Planning Best Practices:
The following are a list of best practices for Resource planning in Microsoft Project 2010.

24. Create Resources Work Resource a. On the View tab, in


the Resource Views
Resource Sheet
b. Enter name and select
Create a New Resource and Under the Type select Work
Work as the type of
resource
25. Create Resources Material a. On the View tab, in
Resource the Resource Views
Resource Sheet
b. Enter name and select Create a New Resource and Under the Type select Material
Material as the type of
resource
26. Create Resources - Cost Resource a. On the View tab, in
the Resource Views
Resource Sheet
b. Enter name and select Create a New Resource and Under the Type select Cost
Cost as the type of
resource
27. Resource Costing Standard Rate, a. Std Rate: Rate for
Cost/Use Rate/ Overtime Rate every unit time of
resource spent on the
Ovt.Rate: Rate for every unit time task
approved by the PM as Overtime in b. Cost/Use : Rate for
the Task usage view. The PM has to every instance the
enter the work hours in the resource is used in the
(Overtime Work column Task project
usage view) to approve.

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28. Cost Rate Tables : a. On the View tab, in
the Resource Views
Resource Sheet
Use cost-rate tables to reflect rate Double Click any
changes that kick in after a special date Resource Resource
or when the same resource has Information Dialog
different rates based on assignment ex: box Comes up Go to
(onshore/offshore). Costs Tab
b. Changing the Rate
tables : Go to View
tab Task Views
group Task Usage
Right Click on Column
header Insert
Column Cost Rate
Table From the
Dropdown choose
another Rate Table

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29. Cost Accrual Method a. Is used for alignment
when the costs are
Start- the entire cost is pegged at realized by billing
the start of the task systems and can help
Prorated- the cost is distributed manage cash flow in
equally across the task timeline project
End: the entire cost is pegged on the
finish date of the task
30. Resource Calendar a. On the View tab, in
the Resource Views
Resource Calendar is automatically Resource Sheet
created when a resource is created Double Click any
and picks up the settings made in Resource Resource
the Project calendar. Information Dialog
box Comes up
In this calendar the leave plans and Change Working Time
other exceptions related to the
resource can be registered. b. You can attach a
different resource
calendar from
Resource Sheet Base
Calendar column

31. Resource Assignment Assigning a. In the Gant Chart


Work Resources Select the Task
Resource tab
Assignment group
Assign Resources
Select the Resource

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and click on Assign
(default: 100% ).

Note: To assign 50% of


the resource capacity
in the units column
type 50 and click on
Assign.

32. Resource Assignment Assigning a. In the Gant Chart


Material Resources Select the Task
Resource tab
Assignment group
Assign Resources -
Select the Resource
and click on Assign
(default :1Unit).
Note: To assign
50Units in the units
column type 50.

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33. Resource Assignment Assigning a. In the Gant Chart
Cost Resources Select the Task
Resource tab
Assignment group
Assign Resources -
Select the Travel
Resource and in the
Cost column type the
Cost (40,000) Press
Enter.

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4. Network Optimization Best Practices:

34. Critical Path a. The Longest path with the shortest duration to complete the project
b. The path with zero slack or float
c. Has a direct impact on the project finish date
d. Delay on critical path impacts the finish dates of the project
e. Accelerating critical activities brings advantage to the project
f. Ideal for Schedule compression and network optimization
g. Non Critical activities have more than zero float

35. View Critical Path a. To view the Critical


Path - Click the View
tab.
b. In the Task Views
group, click the arrow
beneath Gantt chart,
and then click More
Views.
c. In the More Views
dialog box, in the
Views list, select
Detail Gantt, and then
click Apply. By default,
the critical task Gantt
bars and link lines are
red.

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36. Project Network Optimization Task Types: The Project Scheduling algorthim uses the following formula for scheduling:
a. On the View menu,
Crashing: Decreasing task duration by click Gantt chart. Duration = Work/Resource Capacity
increasing Resources b. Click the task that you
IN A IF YOU REVISE IF YOU REVISE IF YOU REVISE
are changing.
UNITS DURATION WORK
Fast Tracking Decreasing the projects c. Click Task
duration by doing activities in parallel Information, and then
instead of doing them as planned in click the Advanced Fixed units task Duration is Work is Duration is
series. tab. recalculated. recalculated. recalculated.
d. In the Task type list,
click the task type that Fixed work task Duration is Units are Duration is
you want to change. recalculated. recalculated. recalculated.

Fixed duration task Work is recalculated. Work is Units are


Critical Activities are the recalculated. recalculated.
best qualified activities for
Network Optimization

37. Level Resources b. Click the Resources Level Selection Use this to level only the tasks
tab. that are selected. To select multiple tasks that
a. Level Only within available slack: c. In the Level group, are next to each other, select the first task in
This will prevent the leveling from click one of the the selection, then press SHIFT while selecting
extending the project schedule options. the last task in the selection. To select multiple
beyond what is currently planned tasks that are not next to each other, select each task by pressing CTRL while
and will attempt to resolve over selecting the task.
allocation by moving tasks within This is useful when it may be acceptable for resources to be over allocated on
the available slack. This may or may Resource Leveling certain tasks in the project plan, but the project managers would like to resolve over
not clear all over allocation in the selected Resources allocation for other specific tasks
project plan. Level Resource Use this to level only those tasks with specific resources assigned.
On the Resource tab Click Level Resource, and then select the resource to whom tasks are assigned. Use
Level Group Level CTRL to select multiple resources.
Resource If the selected resource is working on tasks that have multiple resources, the other
assignments will not get moved.

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Level All Use this to level all resources in all tasks within the project plan

38. Save Baseline a. On the View tab, in


the Task Views group,
click Gantt chart.
Tip To select adjacent tasks, hold
down SHIFT, and then click the first
and last tasks that you want. To
select nonadjacent tasks, hold If you are setting a baseline for specific tasks, select the tasks, including subtasks and
down CTRL, and then click each summary tasks, that you want to include in your baseline plan.
task that you want.
a. Click the Project tab. In the Schedule group, point to Set Baseline, and then click Set
Baseline.
B. Click Set baseline, and then select the baseline that you want to set.

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39. Draw S-Curve a. On the Project tab
Reports group
Visual Reports Cash
Flow Reports - View

40. Variance fields available in Microsoft a. Cost Variance Cost Variance = Cost - Baseline Cost
Project b. Duration Variance Duration Variance = Duration Baseline Duration
c. Finish Variance Finish Variance = Finish Baseline Finish
d. Start Variance Start Variance = Start Baseline Start
e. Work Variance Work Variance = Work Baseline Work

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5. Tracking Best Practices:

41. Status Date a. On the Project tab Method 1


Status group Status
Date
b. On the Project tab
Properties group
Project Information
Status date

Method 2

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42. Set Progress Line a. On the Gantt Chart
Right Click Progress
Lines Enable the
Display Checkbox - Ok

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43. Track using the Tracking Table a. Right click at the
Intersection of the
Rows and Columns -
Tracking

44. Track using the Shortcut Icons a. On the Task tab


Schedule group

45. Track the entire project against the a. Set the Status date as
status date Global update explained in Step 42
Project tab Status
group Update
Project Select 0% or
100% complete only.
Select Entire project
and click on OK.

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46. Track the tasks using the Update b. On the Task tab
tasks option Schedule group
Mark on Track
Update Tasks
Note: The Update Tasks
dialog box is a form which
cannot dynamically
refresh. More of a Single
Entry form. (If the
duration of the Task is
5days and Actual is 2days,
you just need to update
one field and click ok )

47. Tracking Methods Method 4:

Method - 1. % Complete Method Use Go to Task Usage View Right click on the first column in the timephase view and select
% Complete Field in Tracking table etc. Acutal Work, Enable and enter the Actual work in the timephased manner.

Assumes the Task has started as


planned and will complete or has

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completed as planned

Method -2 Actual Versus Remaining


Method use the Actual and
Remaining fields (Work, duration)

Assumes the Task has started as


planned but will provide flexibility to
change the Finish of the task

Method -3 Actual Start method use


Actual Start field along with Actual & Reschedule Unfinished Work
remaininig Fields.

Note: Rescheduling the


Provides total flexibility in updating
unfinished work
tasks from the Gantt Chart view.
Select the Task to be
Rescheduled Project
Method 4- Hours per day method: use
tab Status group
the timephase view of Task Usage view
Update Project
and update tasks on a daily basis. Select Reschedule the
uncompleted work to
start after Choose
the Date Selected
Tasks - OK

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6. Reporting Best Practices:

48. Text Reports a. On the Project tab -


Reports group -
Reports

49. Visual Reports b. On the Project tab -


Reports group
Visual Reports
Select the Cash Flow
Report (US) Visio
Report - View

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