CPD Part 1 Presentation - 2019.2

Microsoft Project
Welcome to
Microsoft Project:
Managing Construction and
Engineering Projects
Part 1 - Basic
For people who have an understanding of project management
concepts.
This course covers the fundamental understanding of Microsoft

Project 2019, 2016, 2013 or 2010 necessary to create and save
project plans 1
Course objectives
 Identify project management concepts and navigate the Microsoft Project

environment.
 Create and define a new project plan.
 Create and organize tasks.
 Manage resources in a project plan.
 Finalize a project plan.
2
Course prerequisites
 Basic project management knowledge and skills.
 Basic knowledge and skills for using your current Windows operating system.
 Competency in using Microsoft Office Professional.
 Notebook/PC.
 MS Project Professional 2019, 2016, 2013 or 2010.
 MS Office Professional 2019, 2016, 2013 or 2010.
Logistics & Ground Rules
 Start – 08h30
 Break – 10h30 to 10h45
 Lunch – 12h30 to 13h15
 Break – 14h30 to 14h45
 End – 16h00
 Body breaks
 Cell phone / Tablet / Notebooks
 Questions / discussions / talking
 Special dietary requirements?
 Other?
4
Introduction
 Name.
 Project Management related responsibilities ( manage, plan, support).
 Years of Project Management experience.
 Years of MS Project / other planning tool experience.
 Previous Project Management related training.
 CPD points required (ECSA, SACPCMP etc.)
 Version of MS Project (2010, 2013, 2016 or 2019)
 Version of MS Office (2010, 2013, 2016 or 2019)
 Expectations for this course.
Dave Fourie
Email: dave@pmta.co.za
Tel & WhatsApp: +27 83 22 55 075
Skype: dave-Fourie
LinkedIn: http://za.linkedin.com/in/davefourie/
5
Specifications for Microsoft Project
https://support.office.com/en-
us/article/specifications-for-microsoft-
project-71e29e86-28dd-4582-a578-
6506c5cc603a 6
Specifications for Microsoft Project
Course Outline
01 - Getting Started with Microsoft Project.

02 - Defining a Project.
03 - Creating and Organizing Tasks.
04 - Managing Project Plan Resources.
05 - Finalizing a Project Plan.
Initiation
• Project Charter
• Stakeholder Planning
Register
• Requirements Project Management
Documentation Plan: Executing
• WBS
• Schedule • Product
• Budget • Monitor & control Close-out
• Management • Variance analysis
• Lessons Learned
plans • Reporting
• Final reporting
• Close project
8
Install the course data files
Download data files from the memory stick
Lesson 1
Lesson 1: Getting Started

with Microsoft Project
10
Getting Started with Microsoft Project
Lesson Objectives:
 Identify Project Management Concepts

 Navigate the Microsoft Project Environment
Alice Lane Development Phase 2 - Sandton, Johannesburg

11
Topic A: Identify Project Management

Concepts
Projects
 What is a project?
 A project:
 Is temporary
 Has a definite start and end date
 Produces a unique result
 Completes when the desired result is achieved
Thune dam in Botswana The Grand Inga Dam on the Congo River
at Inga Falls.
12
Topic A: Identify Project Management Concepts
Project Process Groups
Initiating:- Goal defined and project authorized.

Planning:- Scope, Time, Cost and other details defined. .
Executing:- Tasks to accomplish the project plan
Monitoring & Controlling:- Track progress and take corrective action.
Closing:- Products, services and end results accepted.
13
Project Constraints
 Interrelated
 Competing
 Changing
Anything that constrains or dictates the actions of the project team.
14
Project Roles
Role Description
The primary person directing the project’s flow and the communication between project
Project manager participants. The project manager leads the planning of the project, watches for cost
overruns, and manages disputes.
The person in your organization who authorizes, supports, and approves the project.
Project sponsor
Usually, the project sponsor is a member of senior management.
Anyone who is actively involved in the project or has an interest in its outcome.
Stakeholders can be inside your organization or outside of it. For example, if the
Project stakeholder project is to drill a hydraulic fracturing well, internal stakeholders might include
geologists, construction workers, and drill operators. External stakeholders might
include landowners, environmental groups, and government regulators.
A person who is responsible for performing or approving the work to complete the
project. This includes the people who work on the tasks, referred to as human
Team member
resources, such as engineers or operators, and may also include resource managers,
such as a foreman or director.
15
From WBS to Schedule:

House
Activity Resources
List
Land Building
Foundation
Network diagram
• Project file
Walls
• Calendars
• Tasks
• Resources Roof
Schedule
• Dependencies
• Cost Rates Plumbing
• Assignments
• Constraints Electricity
16
Activity 1-1 : To check your knowledge of project management

concepts. (10 Minutes)
Answer the questions to check your knowledge of project management

concepts.
See next slide for an example of the result

17
Topic B: Navigate Microsoft Project
Identifying the different components in MS Project
2016
18
Search for online

The Start Screen templates
Sign in
Suggested searches
Recent
Open Other Projects
Create from
19
The Gantt Chart View

Task/View/Gantt Chart
20
The View Bar

Changes what is shown in the view.
3. Select required
View
2. Select View Bar

1. Right Click
21
The Quick Access Toolbar

Enables you to quickly perform those MSP functions that you use most often. Functions can be
added by selecting down button or through File/Options/Custom Ribbon.
The Quick Access Toolbar
22
The Ribbon
The Ribbon is grouped into six basic tabs for ease of navigation
Task:
Resource:
Report:
23
The Ribbon (Continued)

Project:
View:
Format:
24
The Backstage (\File on normal view)
Provides a central location for commands used to take

action on a project as a whole.
25
The Contextual Tab

Selected pane Ribbon
Contextual Tab.
The contextual tab changes as the Ribbon Tab changes. It displays all of the tools
related to the selected pane or object. If it is in the Gantt Chart view, it will display
the Gantt Chart tools.
26
The Status Bar
Shows some of the current program settings as well as shortcuts to the most common views.
The Status Bar
27
The Tell Me Bar

Type in what you
need help on.
Designed to help find commands or get help

quickly
28
Activity 1-2 : Navigate the MSP interface. (15 Minutes)
1. Open MSP.
2. Start a new project from online templates or from 01-Starting up/Simple Project Plan.mpt
3. Explore the ribbon.
4. Zoom the timescale to the entire project using the Tell Me bar.
5. Make the view Bar visible.
6. Locate the commands on the View Bar that you use most.
7. Add a print command to the Quick Access Toolbar.
8. Close without saving
MSP 2010 & 2013:

Does not have “Tell Me” bar – use View/Entire Project.

29
Activity 1-2 : Example of result:
30
Reflective Questions
1. What is your next big project—either at work or at home?

2. How do you think Microsoft Project 2016 could help you with planning your
project?
a) Save time by using templates.
b) Managing the project plan.
c) Helping the project stay on track
31
Lesson 2
Lesson 2:
Defining a project
32
Lesson 2 - Defining a Project
 Topic A - Create a New Project Plan

 Topic B - Define a Project
 Topic C - Assign a Project Calendar
To ensure that the new project plan has all the information required before the task
planning process begins.
This includes:
• Creating the new project plan.
• Updating the project information dialog box.
• Setting the method of project scheduling (from start date or from the finish date).
• Setting the current date.
• Assigning a project calendar.
• Changing working time (hours per day)
• Providing for non-working time (public holidays, weekends)
33
Topic A: Create a new Project Plan
Methods for Creating New Projects
Method Description
This method gives you a completely empty file into which you can add all of your project
Blank Project
information.
New from an existing
This method enables you to reuse a Project file from a previous project.
project
This method imports project information created in Excel. When you choose this option, a
New from Excel®
wizard will open and guide you though the steps of importing the project information from
workbook
Excel to Project.
This method enables you to import project information from a SharePoint task list. When
New from SharePoint®
you choose this option, you will be prompted to enter a SharePoint URL and select a task
Tasks
list on the SharePoint site.
This method enables you to create a Project file that is customized for a variety of
From a Project
different project types. When you choose this option, a Project file containing sample
template
information will be created. You can then modify the information for your particular project.
34
Project Templates
Download sample projects that you can edit to make your own.
35
Activity 2-1 : Creating a new project plan. (15 Minutes)
You need to create a new project plan for your project to build a new three-bedroomed home.
1. Read the scenario
2. Open MS Project
3. Create a new construction project from a online template or from \Part 1 - Basic\02-Data\02-Defining
a Project\Input
4. Leave the project file open
MSP2010:
Does not have “Create” function – download “Construction Project” and then use File/New/New from
existing project.

36
Activity 2-1 : Creating a new project plan (Result).
Select the “Residential Construction” project template to create your new project.
37
Topic B: Define a project
Customize the project template

After selecting the “Residential Construction” project template to create your new project,
you need to enter information and options specific to your own project such as:
• The name of your unique project, the project manager, etc.
• The date the project is to start or to finish and should the project be scheduled from the
start date to calculate the finish date or should the finish date be used to calculate the
date on which it should start.
38
The Project Information Dialog Box
39
The Project Properties Dialog Box
40
Methods for Scheduling Projects
Projects can be scheduled

from start date or finish
date but not both at the
same time.
If scheduled from start

date (the default) tasks will
be scheduled to start as
soon as possible.
If scheduled from the

finish date tasks will be
scheduled to start as late
as possible.
41
Current Date Changes
If you are planning a future

project you may want to make
the current date the same as
the project start date.
42
The Save As Screen
43

Activity 2-2: Defining and saving a project (15 Minutes)
1. Read the scenario.

2. Unsaved Residential project still open.
3. Change the project start date and current date
4. Update the project properties with your new information.
5. Save the file as My_Woods_3BR_Home_Project.mpp

44
Activity 2-2: Defining and saving a project (Result)
45
Topic C: Assign a Project Calendar

Base Calendars
MS Project uses calendars to determine when

to schedule tasks and when resources will be
available to perform the work. Typical
calendars:
• Standard work week (40 hours)
• Including Saturdays or weekends.
• Night Shift.
• 24 Hours.
Also used to block out public holidays and

vacations.
46
Base Calendars
Base Calendar Description
8:00 AM to 12:00 PM
Standard
1:00 PM to 5:00 PM
Monday through Friday
12:00 AM to 3:00 AM
4:00 AM to 8:00 AM
11:00 PM to 12:00 AM
Night Shift
Tuesday through Friday
12:00 AM to 3:00 AM
4:00 AM to 8:00 AM
Saturday
24 Hours 24 hours a day

7 days a week
47

The Create New Base Calendar Dialog Box
Create a new base calendar or

make a copy of an existing calendar
and edit to your requirement.
48
The Change Working Time Dialog Box
Set the general

working days
and times per
week for a
project.
Can define
To add public which the days
holidays or other of the week that
specific on which are non-working
there will not be days and the
worked. Can be times on the
full or partial days. working days
when tasks can
be scheduled.
49

Exceptions
Project doesn’t include preset holidays, but you can add them to any calendar to make sure
work is not scheduled on days when your organization isn't working.
50
The Details Dialog Box
A recurrence pattern can be defined for exception days. For instance:

• To schedule public holidays for a number of years into the future.
• A resource gets every second Friday off.
51

Activity 2-3: Creating and assigning a new calendar (15 Minutes)
1. The My_Woods_3BR_Home_Project.mpp is open.

3. Create a copy of the standard calendar.
4. Add holidays as exceptions.
5. Change working time of some exceptions (not whole day of).
6. Set a recurrence pattern.
7. Assign the new calendar as the project calendar.
8. Save as My_Woods_3BR_Home_Project.mpp.

52
Activity 2-3: Creating and assigning a new calendar (Result)
2-3(1) – Create a copy of the Standard calendar
2-3(4) – Set a
recurrence pattern
2-3(2) – Add federal holidays

2-3(3) – Change
working time for
Election Day
53

Activity 2-3: Creating and assigning a new calendar (Result)
If resources were created before changing

the project calendar then check in the
Resource sheet if resource calendars are
using the assigned project calendar
54
1. Why might you create a new project from a template instead of a blank project
plan?
• To get a head start to creating the project
• To compare against other common approaches.
• To get a quick idea of how long this type of project may take.
2. What exceptions to the base calendar will you add to your next project? Will
they be recurring?
• Holidays.
• Recurring holidays.
55
Lesson 3
Lesson 3:
Creating and organizing
tasks
56
Lesson 3: Creating and Organizing tasks.
Lesson Objectives:
• Add tasks to a project plan.
• Import tasks from other programs such as Excel.
• Create and modify a WBS and milestones.
• Define relationships between tasks.
• Schedule tasks and manage constraints and deadlines.
57
Topic A: Add tasks to a project plan.

House
Activity Resources
List
Land Building
Foundation
Network diagram
 Project file
Walls
 Calendars
• Tasks
• Dependencies Roof
Schedule
• Resources
• Assignments
58
Topic A: Add tasks to a project plan
Project Tasks
Project Task:- a chunk of project work
Foundation:
 Excavate for foundations
 Form basement walls
 Place concrete for foundations & basement walls
 Cure basement walls for 7 days
 Strip basement wall forms
 Waterproof/insulate basement walls
 Perform foundation inspection
 Backfill foundation
59

The Task Entry Table
The task entry table to enter, modify and view tasks
60
The Task Information Dialog Box
• In Gantt, double click on task to display task information box.

• Tasks can be edited in task entry table or task information dialog box.
61

Task Durations
• The amount of time it will take to complete the task.

• Can mark the duration as estimated if uncertain how long it will take:
62
Task Links
The predecessor task drives the schedule

while the successor task is dependent on the
predecessor. Successor
Predecessor
Finish-to-start dependency is the default

dependency in MS Project
House
Activity Resources
List
Land Building
Foundation
Network diagram
Walls
Roof
Schedule
Plumbing
Electricity
63

Activity 3-1: Adding tasks to a project plan (15 Minutes)
1. Read scenario.
2. Open \Creating and Organizing Tasks \ Woods_3BR_Home_Project_Tasks.mpp.
3. Add tasks.
4. Link tasks together.
5. Save as My_Woods_3BR_Home_Project_Tasks.mpp.

64
Activity 3-1: Adding tasks to a project plan (Result)
65
Topic B: Import Tasks from other programs
Sometimes it is easier and faster to import a list of tasks created in other programs into your
project file.
MS Project can import from:

 Microsoft Excel
 Text-only or ASCII
 Comma-separated values (CSV) Tasks
 Extensible Mark-up Language (XML)
Project
File
Schedule
Handy when collaborating with others who aren’t using MS Project
66
The Trust Center Legacy Formats Dialog Box
To import data from other file formats, the ability to open files with legacy or non-default file
formats must first be allowed in the trust centre.
67

The File type
When you wanting to open a non-project plan file in MS Project, remember to change the
file format to display the type of file you want to import.
68
Maps
A map is a set of instructions that enables one to specify which fields in the source
file should correspond to the fields in the destination file.
Destination
Files
Destination
File
Source Files
Source File
69

The Import Wizard Dialog Box
When you try to open a non-project plan file in MS Project, the Import Wizard Dialog Box is
presented.
70
Activity 3-2: Importing tasks into a project plan (20 Minutes)
1. My_Woods_3BR_Project_Tasks.mpp is open.
2. Read scenario.
3. Open Landscape_Task_List.xlsx from within MS Excel.
4. Copy and paste tasks from Excel into the project plan.
5. Save My_Woods_3BR_Project_Tasks.mpp and close.
6. Close Excel.
7. Import Home_move_plan.xlsx into a new project plan using existing map.
8. Save as My_Family_Home_Move_Plan.mpp and close.

71

Activity 3-2: Importing tasks into a project plan (Result 3-2-3)
72
Activity 3-2: Importing tasks into a project plan (Result 3-2-5)
73
Topic C: Create a Work Breakdown Structure (WBS)

Work Breakdown Structure
A WBS can be presented as an outline or a graphical diagram:
House
1. House:
1.1 Land
1.2 Building 1.2.Buiding: Land Building
1.3 Fence 1.2.1 Foundation
1.2.2 Walls 1.2.2 Walls:
1.2.3 Roof 1.2.2.1 Bricks Foundation
1.2.3 Plumbing 1.2.2.2 Cement
1.2.4 Electricity 1.2.2.3 Sand
1.2.5 Sanitation 1.2.2.4 Water Walls
1.2.6 Labour 1.2.2.5 Damp proofing
1.2.7 Drawings 1.2.2.6 Brick force
1.2.8 Approvals 1.2.2.7 Door frames Roof
1.2.9 Equipment 1.2.2.8 Window frames
1.2.2.9 Plaster
1.2.2.10 Paint Plumbing
Can be done in two ways in Project 2016: Electricity

• Bottom-up approach (create list of tasks and group into summary
tasks.
• Top-down approach (Start with high level summary tasks and
then unpack the subtasks). 74
75

Summary Task
Subtask 1
Subtask 2
76
Summary Tasks and Subtasks
77

Project Summary Task
In Gantt view:
Project Summary Task

“Task 0”
78
Outline Numbers
79

Milestones
A milestone is a significant point in the life of the project.
80
Task Notes
1. Select notes from Task, Notes

or
2. Right click on Task
81

Activity 3-3: Creating a WBS (20 Minutes)
1. Read scenario.
2. Open My_Woods_3BR_Home_Project_Tasks.mpp.
3. Rearrange the task list.
4. Insert a new summary task.
5. Replace tasks.
6. Add a note to tasks.
7. Display the project summary task.
8. Add a milestone.
9. Save as My_Woods_3BR_Home_Project_Tasks.mpp
MSP 2010 & MSP 2013:

1. Question 5 - Does not have a “Tell Me” function. Go to File/Options/Advanced and select
“Show Project Summary Tasks” or Format/View/Project Summary Tasks.
2. Question 6 – use Task/Scheduling/
82
Activity 3-3: Creating a WBS (Result 3-3-2)
3-3-2 Insert a new summary task for clear old home
83

3-3-3 Replace SOD and complete plantings
84
Add a note to the Landscaping and Grounds task
85

Without Project Summary task activated:
With Project Summary task activated:
86
Add a milestone to the project plan
87
Topic D:Define Task relationships

Task Predecessors
Different ways to record task relationships / predecessors in Project 2016
Double click task
88
Dependency Types
Predecessor Predecessor Managing the project

(Task B) cannot begin
The testing (Task B) cannot until the first project
begin until the assembly task (Task A) has
(Task A) is completed. started.
Successor
Successor
Finish-to-Start (FS) Start-to-Start (SS)
Managing the project Predecessor Predecessor

(Task B) cannot end
until the last project The current shift can
task (Task A) has not leave (Task B)
been completed. until the next shift
Successor (Task A) has arrived.
Successor
Finish-to-Finish (FF) Start-to-Finish (SF)
89

Normal Finish-to-Start Relationship
Task A Task B
Task B cannot begin until Task A has been completed
90
Lag
Task A Task B
Lag
Task B cannot begin until Task A has been completed and a certain number of
weeks/days/hours have expired.
The second coat of paint (Task B) cannot be applied until the first coat (Task A) is completed and
had time to dry.
91

Lead
Electrical work
Task A
Painting
Task B
Lead
Task B cannot begin until Task A has been completed minus a certain number of
weeks/days/hours.
As you complete the electrical work of ground floor, you start painting it, and electrical work for first
floor continues.
92
Topic D: Define Task relationships
Activity 3-4: Defining task relationships (15 Minutes)
1. Read scenario
2. The My_Woods_3BR_Home_Project_Tasks.mpp is open.
3. Create a task relationship with 2 week lag time.
4. Create a start-to-start relationship between tasks.
5. Add a finish-to-finish dependency to a task.
6. Change the predecessor of a task.
7. Save as My_Woods_3BR_Home_Project_Tasks.mpp

93

Activity 3-4: Defining task relationships (Result 3-4-1)
Create a task relationship with a 2-week lag time
94
Create a Start-to-Start relationship
95

Add a Finish-to-Finish dependency
96
Change the predecessor for the Haul Waste task
97
Topic E: Schedule Tasks

Manually Scheduled vs. Auto Scheduled Tasks
Two ways to set an individual task

to manually or auto schedule
Manually Scheduled – not

rescheduled when new tasks are
inserted.
Auto Scheduled - the scheduling

engine makes sure that the schedule
is up to date and ready to go.
To set an future tasks to manually

or auto schedule. 98
Manually Scheduled vs. Auto Scheduled Tasks
To reschedule all uncompleted work manually:
99

Task Constraints
Task constraints are date-based limitations imposed on tasks
Double click on task or select Information
100
Deadlines
Double-click on task
or select Information Deadline
101

Activity 3-5: Scheduling Tasks (10 Minute)
1. Read scenario.
2. The My_Woods_3BR_Home_Tasks.mpp file is open.
3. Set a constraint on a task.
4. Add a deadline to a task.
5. Save My_Woods_3BR_Home_Tasks.mpp file.

102
Activity 3-5: Scheduling Tasks(Result 3-5-1)
Set a Constraint
Before
After
103

Activity 3-5: Scheduling Tasks(Result 3-5-2)
Add a Deadline
104
1. Besides the Finish-to-Start dependency, which of the other dependency types

(Start-to-Start, Finish-to-Finish, Start-to-Finish) might you use and why?
• Start-to-start
• Finish-to-finish
2. Which of the task scheduling features do you think will have the greatest
impact on your future project plans?
• Setting constraints
• Using lead and lag
105
Lesson 4
Lesson 4:
Managing Project Plan
Resources
106
Lesson 4: Managing project plan
resources.
Lesson Objectives:
• Add resources to a project.
• Create a calendar for a resource.
• Enter costs for resources.
• Assign resources to tasks.
• Resolve resource conflicts.
107
Topic A: Add resources to a project plan.

House
Activity Resources
List
Land Building
Foundation
Network diagram
 Project file
Walls
 Calendars
 Tasks
 Dependencies Roof
Schedule
• Resources
• Assignments
108
Resources
• Staff Project 2016 Resource types:
• Supplies • Work Resources are people and

machines, and they need time
• Equipment (hours, days, weeks, etc.) to
• Finance perform the Tasks
• Space to run the job • Material Resources are

consumables like bricks, oil,
• Other expenses
concrete etc., and they are time
independent.
• Cost Resources are time
independent resources, like
Airplane tickets.
109

Work Resources
Examples:
• Human resources
• Printing press
• Renting equipment
• Moving Truck
 People • Conference rooms
 Equipment
 Space • Storage
 Any resource paid by time • Convention centres
• Etc.
For those resources that you need to schedule or track cost on a time
basis.
110
Material Resources
 Usage and cost tracked by

unit:
 $1 per brick
 $100 per chip
 $1,000 per user license
• Material resources don’t have hours of work - you pay for them by the unit quantity, not
by the hour.
• When you set up a material resource, you specify a standard rate for a single unit (per
yard, or ton, or gallon, for example) and assign a certain number of units to each task.
• The cost is the number of units multiplied by the cost per use.
111

Cost Resources
• Cost resources provide an easy way of applying miscellaneous or multiple costs to a

task, like airfare and dining.
• Cost resources don’t depend upon the amount of work done on tasks.
• Cost resources can be used to schedule partial payment milestones for fixed price
subcontractors.
• Nor do they depend on any calendars used in the project.
 Fixed price subcontractor work
$ 


Expenses
Fees
Budgets
 Any costs that are not tracked by time or
other unit of measure
Do not mix cost and work resources on the same task – because marking the task 100%
complete will update progress for the work resource but not for the cost resource.
112
Budget Resources
Identify budget resources

when you want to track
budgeted resource work,
material, or costs against
planned (baseline) and
actual resource work,
material, or costs. For
example You have a budget
of $100,000 for staffing,
materials, and travel for a
three-month project.
Budget resources cannot be

assigned to individual tasks
in a project, but they can be
assigned to the project
summary task.
113

The Resource Sheet
The resource sheet shows all the resources that you have defined for the project. It can
also be used to add or edit resources
114
Add a Resource
To add resources enter directly

into Resource Sheet or select
Resource/Add Resources.
115

The Resource Information Dialog Box
Double click on resource row or

select Resource/Information
116
Topic A: Add resources to a project plan
Activity 4-1: Adding Resources (10 Minutes)
1. Read scenario.
2. Open \Managing Project Plan Resources\Woods_3BR_Home_Project_Resources.mpp
3. Add resources.
4. Change resource name.
5. Add work resource.
6. Add material resource.
7. Add cost resource.
8. Add cost resource for project budget
9. Save as My_Woods_3BR_Home_Project_Resources.mpp

117

Activity 4-1: Adding Resources (Result 4-1-2)
You have 4 volunteers that can do any kind of work, but you don’t know their names yet
118
You now know that the Landscape Contractor will be Gary Clark
Before
After
119

You will need containers
120
There will be a waste dumping fee per ton
121

A cost resource for construction estimates
122
You need to create an overall budget for the project
123
Topic B: Create a Resource Calendar

Resource Calendars
 A resource calendar is a calendar

that is used to reflect specific
working hours, vacations, leaves of
absence, and planned personal time
for individual resources.
 A resource calendar differs from a
base calendar in that it only reflects
working and non-working times for
individual resources.
124
Resource Availability
To set the time

(Available From to
Available To) that the
resource is available
to work on the
project.
Should a resource
only be partially
available to the
project the units can
be adjust for instance
to 50%
125

Work Week
126
Activity 4-2: Creating a Resource Calendar (10 Minutes)

2. Ensure the My_Woods_3BR_Home_Project_Resources.mpp file is open.
3. Change the resource availability.
4. Change the work week.
5. Save changes to My_Woods_3BR_Home_Project_Resources.mpp

127

Activity 4-2: Creating a Resource Calendar (Result 4-2-1)
Gary Clark will only be available from 11 July 2016 until 31 December 2017
128
Activity 4-2: Creating a Resource Calendar (Result 4-2-2)
Gary will only be available Mondays through Thursdays
129
Topic C: Enter Costs for resources

Resource Costs
House
Activity Resources
List
Land Building
Foundation
Network diagram
 Project file
Walls
 Calendars
 Tasks
 Resources
• Assignments
130
Resource Costs
Enter standard and

overtime rates into
Resource/Information
/Cost or directly into
the applicable column
of the Resource
Sheet
131

Resource Cost Rate Tables
• you can enter variable rates for the type of work a resource will be doing, the
work location, the skill level for working on specific tasks, or to list rates for
different grades of material by specifying the rates in different tables (A to E).
• After entering multiple rates for a work or material resource, you can change
resource rates for any assignment by applying a different cost rate table in
the Task Usage view (right-click the assigned resource > Information > Costs
tab).
132
Activity 4-3: Entering Resource Costs (10 Minutes)
1. Read Scenario.
3. Enter container rental cost.
4. Set waste dumping fee.
5. Enter rate information for the maid service
6. Save My_Woods_3BR_Home_Project_Resources.mpp

133

Activity 4-3: Entering Resource Costs (Result 4-3-1)
There are two containers available at a cost of $20 per day.
Before
After
134
The waste dumping fee is about $150 per ton
Before
After
135

The maid service informed you that they are raising their rates from $40 per hour to $50 per hour
from 2016/12/15
Before
After
136
Topic D: Assign Resources to Tasks
House
Activity Resources
List
Land Building
Foundation
Network diagram
 Project file
Walls
 Calendars
 Tasks
 Resources
 Cost Rates Plumbing
• Assignments
137

The Team Planner View
One of the easiest ways to see how resources are allocated across the project.
Unassigned Task
Work Resources Tasks Work Resources are assigned to

138
The four Team Planner Views.
An unscheduled task is assigned to a specific person, but it doesn't have enough

scheduling information to become a scheduled task
139

Can drag task

from one date Over allocation
to another
(reschedule)
Can drag task from

one resource to
another (reassign)
Task Information
140
More ways of displaying the Team Planner View
141

Assign Resources
Assign resources by
selecting the drop-down
arrow in the Resource
Names column or type
the resource name
directly into the
Resource Names
column
142
The Assign Resources Dialog Box
Assign resources by
selecting
Resources\Assign
Resources in Gantt
View or right click on
task in Gant view.
143

The Task Usage Table
Displays a list of tasks

showing assigned resources
under each task.
144
The Assignment Information Dialog Box
Double-click
the
assignment
Provides detailed information about the assignment between a resource and a task
145

The Task Entry Pane
146
Assign by drag and dropping
Drag and
drop
resource
147

Activity 4-4: Assigning Resources to Tasks (20 Minutes)
1. Read scenario.
3. Assign resources using Team Planner view.
4. Assign resources using drop-down arrow in Gantt Chart view.
5. Assign resources using Assign Resources from Resources ribbon.
6. Assign multiple tasks.
7. Assign resource using Task Entry pane and Assign Resources.
8. Assign resource using drag and drop.
9. Assign resource by double-click in Task Usage.
10. Save as My_Woods_3BR_Home_Project_Resources.mpp.

148
Activity 4-4: Assigning Resources to Tasks (Result 4-4-1)
Assign the demolition of the old house to the Site Excavation Contractor
Before:
After:
149

The 4 volunteers can sort the debris in 5 days
Before:
After:
150
Assign the two containers
Before:
After:
151

Gary will be performing many of the tasks
Before:
After:
152
There would be about 20 tons (2 truckloads) of debris
Before:
After:
153

You received the estimate from the construction company of $ 180 000 – assign the Construction
fixed cost resource to the General Conditions task.
Before:
After:
154
Your director has set the project budget to $ 250 000 – assign the project budget resource to the
project summary task.
Before:
After:
155

Activity 4-4: Assigning Resources to Tasks (Result 4-4-8e)
Before:
Enter the amount for the

construction fixed cost
After:
156
Activity 4-4: Assigning Resources to Tasks (Result 4-4-8g)
Before:
Enter the amount for the project

budget.
After:
157
Topic E: Resolve Resource Conflicts

Over-allocated Resources
Over-allocated resource
158
Over-allocated Resources
159

Methods of Resolving Resource Conflicts
• Methods of resolving a resource conflict on a task:

• Increase duration
• Increase resources
• Reassign to another resource
• Reschedule
160
Inspector Pane
161

Resource Leveling
162
The Resource Leveling Dialog Box
To control how the project levels

resources.
163

The Leveling Gantt Chart
164
Activity 4-5: Resolving Resource Conflicts (15 Minutes)
1. Read scenario.
2. Ensure file Woods_3BR_Home_Project_Level.mpp is open.
3. Manually resolve conflicts with Team Planner.
4. Manually resolve conflicts with Task Inspector.
5. Resolve conflicts using Level Resource.
6. Resolve remaining conflicts using Level All.

165

Activity 4-5: Resolving Resource Conflicts (Result 4-5-2)
Manually resolve the conflict for the Inspector using Team Planner
Before:
After:
166
Manually resolve a conflict for the Framing Contractor using the Inspector pane
Before:
After:
167

Resolve conflict by using Level Resource
Before:
168
Activity 4-5: Resolving Resource Conflicts (Result 4-5-4h)
After:
169

Activity 4-5: Resolving Resource Conflicts (Result 4-5-4p)
Before:
After:
170
Resolve the remaining conflicts by using Level All
Before:
After:
The Levelling Delay field contains the amount of time that

a task or assignment is to be delayed from its early start
date as a result of resource levelling. Task levelling delay
is expressed in elapsed duration units.
171
Managing Project Plan Resources

1. Which features of the Resource Information dialog box are you most likely to
use during your next project?
• Adding resources e-mail addresses to email from within MS Project.
• Changing resource type.
• Changing resource availability.
• Adding cost rates.
• Adding notes.
2. Which leveling methods will you use during your next project, and why?
• Manual method – if you need to control the duration of tasks and when
they occur.
• Automatic method – if you don’t need to maintain tight control over your
project’s schedule.
172
Lesson 5
Lesson 5:
Finalizing a Project Plan
173
Finalizing a Project Plan
 Optimize a Project Plan

 Set a Baseline
 Share a Project Plan
174
Topic A: Optimize a Project Plan
The Critical Path
175

The Critical Path
176
The Critical Path
More ways to display the Critical Path
177

Methods of Optimizing a Project Plan
• Shorten critical path by:

• Adding resources
• Refining dependencies
• Reassigning tasks
• Removing tasks/reducing scope
• Optimize resource usage by:
• Balancing work across resources
• Minimizing expensive resources
178
Duration vs Work vs Units
Duration = Work/assignment Units
Work = Duration * Assignment Units
Units = Work / Duration
Duration Work Units
Calculates Input Input

Blank - project uses 100% of resources
Calculates Input maximum units
Input Calculates Input

Blank - project uses 100% of resources
Input Calculates maximum units
Input Input Calculates
179

Duration vs Work
Duration = Work/assignment Units
Duration is the number of working time periods (hours, days, weeks, etc.) from the
beginning of a task until its end. For instance, if the Work = 40 hours and the units are
100%, then the duration is calculated as 5 days.
For example - You have a task to create a set of architectural drawings with a duration of
four weeks, which is how long the task would take one drafter to complete. In this case work
(the effort) is calculated as 160 hours. Duration 4 weeks
Work = 160 Hours
Week 1 Week 2 Week 3 Week 4 Units = 100% X 8 hrs X 5 X 1 Resource
= 40 hours per week
Resource = 1
If you assign four drafters to the task it will be completed in one week. In this case duration
is 1 week, but the work is still 160 hours.
Duration 1 week
Work = 160 Hours
Week 1 Units = 100% X 8 hrs X 5 X 4 resources = 160 hours per week
Resource = 4
180
Duration vs Work
For instance, if the Work = 40 hours and the Duration is 10 days, then the Units is
calculated as 50%.
181

Duration vs Work vs Units
Duration = Work / assignment Units

182
Effort Driven Tasks
For example - You have a task to create a set of architectural drawings with a duration of
four weeks, which is how long the task would take one drafter to complete. Because the
task is effort driven, you assign four drafters to the task and Project will schedule the task to
be completed in one week.
Add 3 more resources

and Project 2016
recalculated the time
needed as 1 week and
work still 160 hrs
183

Activity 5-1: Optimizing a Project Plan (15 Minutes)
1. Read scenario.
2. Open file Woods_3BR_Home_Project_Optimize.mpp.
3. Display critical path on Gantt Chart.
4. Add more resources.
5. Revise the length of a critical task.
6. Reassign tasks.
7. Change a dependency to shorten the critical path.
8. Save as My_ Woods_3BR_Home_Project_Optimize.mpp
184
Activity 5-1: Optimizing a Project Plan (Result 5-1-2)
Display critical activities to see how schedule can be optimized
185

Concrete contractor agreed to add another resource
Before:
After:
186
Shorten the length of a critical task

Before:
After:
187

Reassign tasks as another volunteer will be able to drive truck.

Before:
After:
188
Don’t have to wait until appliances are installed before building the fence.
Before:
After:
189

Activity 5-1: Optimizing a Project Plan (Result 5-1)
Impact of all optimization changes.

Before:
After:
190
Topic B: Set a Baseline
Scope baseline Schedule baseline
Cost baseline
191

The Baseline Table
192
Activity 5-2: Setting a Baseline (10 Minutes)

2. Open file Woods_3BR_Home_Project_Finalize.mpp.
3. Display the Baseline table.
4. Verify empty values for baseline fields.
5. Set the baseline for the current plan.
6. Save as My_Woods_3BR_Home_Project_Finalize.mpp

193

Activity 5-2: Setting a Baseline (Result 5-2-2)
To save the baseline so that you can compare progress against the plan as you execute the
project.
Before:
After:
194
Topic C: Share a Project Plan
Print Screen
195

Print Screen
196
Sync with SharePoint
197

Email a Project
Attaches the .mpp project file to the e-mail
198
File Formats
You can also save the project in another format, for instance as a pdf file and send it via e-mail
199

Activity 5-3: Sharing a project plan (10 Minutes)
1. Read scenario.
2. Open file Home_move_plan_handout.mpp.
3. Customize the project plan for printing.
4. Print the project plan.
5. Close file Home_move_plan_handout.mpp.

200
Activity 5-3: Sharing a project plan (Result 5-3-3)
201
1. Which view(s) of your next project plan are you most likely to print, and why?
• Gantt Chart?
• Calendar?
2. Why should you optimize the project plan?

• Minimize project cost.
• Shorten timeframe.
202
Thank You
Thank You
203

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Microsoft Project

This course covers the fundamental understanding of Microsoft

 Identify project management concepts and navigate the Microsoft Project

 Create and define a new project plan.

 Create and organize tasks.

 Manage resources in a project plan.

 Finalize a project plan.

 Basic project management knowledge and skills.

 Competency in using Microsoft Office Professional.

 MS Project Professional 2019, 2016, 2013 or 2010.

 MS Office Professional 2019, 2016, 2013 or 2010.

Logistics & Ground Rules

Specifications for Microsoft Project

01 - Getting Started with Microsoft Project.

Download data files from the memory stick

Lesson 1: Getting Started

 Identify Project Management Concepts

Alice Lane Development Phase 2 - Sandton, Johannesburg

Topic A: Identify Project Management

Project Process Groups

Initiating:- Goal defined and project authorized.

Topic A: Identify Project Management Concepts

Anything that constrains or dictates the actions of the project team.

Topic A: Identify Project Management Concepts

From WBS to Schedule:

Activity 1-1 : To check your knowledge of project management

Answer the questions to check your knowledge of project management

See next slide for an example of the result

Topic B: Navigate Microsoft Project

Identifying the different components in MS Project

Search for online

Open Other Projects

Topic B: Navigate Microsoft Project

The Gantt Chart View

The View Bar

2. Select View Bar

Topic B: Navigate Microsoft Project

The Quick Access Toolbar

Topic B: Navigate Microsoft Project

The Ribbon (Continued)

The Backstage (\File on normal view)

Provides a central location for commands used to take

Topic B: Navigate Microsoft Project

The Contextual Tab

The Status Bar

The Status Bar

Topic B: Navigate Microsoft Project

The Tell Me Bar

Designed to help find commands or get help

Activity 1-2 : Navigate the MSP interface. (15 Minutes)

MSP 2010 & 2013:

See next slide for an example of the result

Topic B: Navigate Microsoft Project

Activity 1-2 : Example of result:

1. What is your next big project—either at work or at home?

 Topic A - Create a New Project Plan

Topic A: Create a new Project Plan

Methods for Creating New Projects

Topic A: Create a new Project Plan

Activity 2-1 : Creating a new project plan. (15 Minutes)

See next slide for an example of the result

Activity 2-1 : Creating a new project plan (Result).

Topic B: Define a project