How to schedule_a_project_in_ms_project_2003


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How to Schedule a Project in Microsoft Project 2003

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How to schedule_a_project_in_ms_project_2003

  1. 1. How to Schedule A Project in MS Project 2003 Bill Cole
  2. 2. Overview Scheduling is a primary activity of project management. PMI calls scheduling: Time Management. Schedule is NOT a one time activity during a project! Think of scheduling properly with MS Project is like learning how to properly use a power saw for a carpenter.
  3. 3. What can MS Project Do? • Create a schedule • Communicate the scope • Communicate roles for the team • Communicate expectations • Communicate the status • Tool for project changes
  4. 4. What MS Project Can Not Do • Creates estimates • Provide the tasks necessary to complete the project • Point out faulty dependencies between tasks • Pop up a box when key tasks are missing • Manage the project
  5. 5. Existing vs Scratch Plan Should One Use an Existing Plan or Set Up a Plan from Scratch? Advantages of Existing Plan • May not have to touch 100% of tasks Disadvantages of Existing Plan • May have to touch 90% of tasks anyway • The auto scheduling feature may be impacted by something the prevous plan owner did and you can't seem to find it • End up spending as much as, or more time doctoring up an existing plan.
  6. 6. Existing vs Scratch Plan Advantages of Scratch • Clean set of tasks • Clean project information • Less time finding and fixing gotchas from a former schedule • Lets MS Project do its job: create the schedule Disadvantages of Scratch • Enter all tasks
  7. 7. Schedule in MS Project 2003 1. Set Up MS Project 2. Enter Tasks 3. Enter Estimates 4. Enter task dependencies 5. Enter constraints, deadlines and task calendars 6. Enter resources 7. Assign resources 8. Optimize the schedule See "Dynamic Scheduling with MS Project 2003 by Eric Uyttewaal, PMP
  8. 8. Set up MS Project 1. Describe your project 1.File Properties 2.Project Information 2. Set MS Project Options: 1.Date Format 2.Hours per day 3.Set default task type 4.Calculate automatically 3. Manual Resource Leveling 4. Set Project Calendar
  9. 9. Enter Tasks • Several Types of Tasks o Summary Tasks o Detail Tasks o Milestones • How much detail? o Match status periods o 1% to 10% Rule o 40 to 80 hours • What are tasks used for? o Task assignment o Communication o Status o Dependency and criticality to the overall schedule
  10. 10. Enter Estimates • What are estimates? • What's a method for estimating? o Experience o SWAG o Size based • Types of tasks and relationship to estimating: o Fixed Duration(Training session or paint drying) o Fixed Work (Building a home) o Fixed Unit (1 woman and 9 months)
  11. 11. Enter task dependencies • What are dependencies? • Why use dependencies? • Types of Dependencies o Finish-to-start (FS) o Start-to-start (SS) o Finish-to-finish (FF) o Start-to-finish (SF)
  12. 12. Enter constraints, deadlines and task calendars • What is a constraint? • What is a deadline? • What is a task calendar?
  13. 13. Enter resources Types of resources: • Human • Facility • Machine • Material Types of resource availability: • Part-time • Full Time • Overtime • Compressed work week
  14. 14. Assign Resources Assignment associates one task with one or more resources. Assignment types: • Fixed Duration • Fixed Units • Fixed Work
  15. 15. Optimize the Schedule Two basic types of optimization • Time • Time and cost Both types utilize the Critical Path.
  16. 16. Optimize for Time Steps to Optimize Time • Hightlight Critical Path • Sort tasks on Duration • Find longest Duration • Make a change on the longest duration • Consider impact • Repeat
  17. 17. Optimize for Time and Cost Steps to Optimize for Time and Cost • Optimize for Time first. • Sort tasks based on cost • Find the most expensive task • Make a change on the most expensive task • Consider impact • Repeat