Microsoft project 2010


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Basic training of MS project 2010

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Microsoft project 2010

  1. 1. Microsoft Project 2010 A Quick Overview Santosh Dwivedi, PMP®,Prince2®,CSM®
  2. 2. Contents  Introduction to Microsoft Project  Using MS Project  Setting up Calendars  Build the plan  Track and Manage  Different views  Know the Terms © Santosh Dwivedi, PMP®, Prince2®, CSM® 2
  3. 3. Introduction to Microsoft Project  A scheduling tool, with many additional features to facilitate project management  A strong tool that is built around the PERT and CPM basics  Incorporates use of a WBS (Task list) format  A highly visual, yet checklist-intensive program  Balances visual approach (charts, graphs, etc.) with logical structured approach (task and resources lists)  The most widely used PM program because:  It is fairly generic in its approach  Highly automated once configured; requires relatively low amount of user manipulation  Scalable – can be used for small to enormous projects  A cost-effective choice for casual users © Santosh Dwivedi, PMP®, Prince2®, CSM® 3
  4. 4. Using MS Project  Pre-requisites  Define the Project  The objective of the project should be defined by the person/group that is going to manage the project.  Tasks, start times, and deadlines should be clearly established.  Setting up Calendars  Build the Plan  Set a start date  Enter tasks/durations  Assign resources  Link tasks  Fine tune the plan  Track and Manage  Set a baseline  Enter actuals  Adjust plan  Close Project © Santosh Dwivedi, PMP®, Prince2®, CSM® 4
  5. 5. Setting Calendars  Setting Project Calendar  In Gantt Chart view, click on “Change Working Time” icon  Click on “Create New Calendar”  Set the list of Holydays, Non-working days, working Hrs. etc.  Setting Resource Calendar  Select the resource name from dropdown  Set the details e.g. list of leaves and non- working Hrs. etc. for the resource. Note: You will need to enter resources first (to be discussed later), before you can setup resource calendar © Santosh Dwivedi, PMP®, Prince2®, CSM® 5
  6. 6. Build the Plan  Setting a Start Date  Click on the “Project Information” button under “Project” Tab to set the project start date . Setting an accurate start date will make future entries more convenient.  Entering Tasks and Work(hrs.)  Tasks are entered in the “Task Name” column  Subtasks are created by indenting a task.  Enter your effort estimates(Hrs.) in “Work” column © Santosh Dwivedi, PMP®, Prince2®, CSM® 6
  7. 7. Build the Plan…  Assigning Resources  A resource can be a single person, a piece of equipment, or it can represent a group, such as Plumbers  Information on resources include Availability, Costs, and Working Time  Resources are very important in accurate scheduling  To Assign a Resource:  Select the task to which you want to assign the resource  Click the Assign Resources button on the toolbar • If resources are not already set up, double click on the “Resource Name” box © Santosh Dwivedi, PMP®, Prince2®, CSM® 7
  8. 8. Build the Plan…  Entering Start Date  Enter the start date in “Start” column for each task  By default each task has project start date  End Date  The End date for a given task is generally calculated by the system and Shown under “Finish” column  You can also enter End date manually, but it is not considered a good practice, in general.  Duration  Duration is calculated by the system based on the hrs. entered and resource assigned.  Can be overwritten to extend the task duration longer or shorter * System calculated duration is shown with “?” © Santosh Dwivedi, PMP®, Prince2®, CSM® 8
  9. 9. Build the Plan…  Linking Tasks  Some tasks require that another task be completed before it can begin. These tasks must be linked.  Tasks and subtasks are linked by assigning Predecessors.  Predecessor  A task that must start or finish before another task can start or finish  Successor  A task that cannot start or finish until another task starts or finishes  A task becomes a successor when a row number is entered in the predecessor column © Santosh Dwivedi, PMP®, Prince2®, CSM® 9
  10. 10. Build the Plan…  Task Dependencies  There are 4 type of dependencies:  Finish to Start (FS)  This is the default dependency  The successor can start only after predecessor is finished  Start to Finish (SF)  The successor can finish only after predecessor is started  Many times this type of dependency lead to slack  Start to Start (SS)  The successor can start in parallel with predecessor  Finish to Finish (FF)  The successor should finish along with predecessor finish FS SF SS FF © Santosh Dwivedi, PMP®, Prince2®, CSM® 10
  11. 11. Build the Plan…  Fine Tune the Plan  When all resources have been assigned and appropriate tasks are linked, the original Gantt chart will be complete  Check to make sure tasks have been linked correctly and task durations are correct  The plan is now ready to be base-lined for tracking project progress © Santosh Dwivedi, PMP®, Prince2®, CSM® 11
  12. 12. Track and Manage  Setting Baseline  A baseline compares your original plan for the project with the actual course of the project.  You can see which tasks started earlier or later than planned, exceeded their original budget, took longer than planned, and so on  Create a baseline after you've polished the plan and just before you actually start work on the project  To track costs, be sure to enter cost information before you create the baseline  Updates can easily be made to the baseline if information is missing  The Baseline plan includes:  Tasks (start and finish dates, duration, work, cost, splits, time-phased work, and time-phased cost)  Resources (work, cost, time-phased work, and time-phased cost)  Assignments (start and finish dates, work, cost, time-phased work, and time- phased cost) © Santosh Dwivedi, PMP®, Prince2®, CSM® 12
  13. 13. Track and Manage  To set a baseline:  On “Project” tab  Click on “Set Baseline” © Santosh Dwivedi, PMP®, Prince2®, CSM® 13
  14. 14. Track and Manage  Entering Progress  Update actual start and finish dates for a task.  On the “Task” tab, point to “Mark on Track” and then click “Update Tasks”  Under Actual, type Start and Finish dates  Update progress on a task  Double-click on the task to be updated  Enter a percentage  On the Gantt chart, a progress bar appears in the task bar © Santosh Dwivedi, PMP®, Prince2®, CSM® 14
  15. 15. Track and Manage  Tracking Gantt Chart  Tracks the progress of the project  Shows what tasks are overdue and what has been completed on time  Click on the “Tracking Gantt” icon  Tracking Progress  Determining if tasks are starting and finishing according to plan:  In the Tracking Gantt, under “View” tab select “Tables” and click “Variance”  Drag the Divider bar to the right to view variance. © Santosh Dwivedi, PMP®, Prince2®, CSM® 15
  16. 16. Track and Manage  Tracking Progress  Determine if tasks cost more or less than budgeted  In the Tracking Gantt, under “View” tab, select “Tables” and click “Cost”  Drag the Divider bar to the right to view Total Cost and Baseline fields © Santosh Dwivedi, PMP®, Prince2®, CSM® 16
  17. 17. Different Views  Network Diagram View  Shows a flowchart of the project.  Each box represents a task in the project.  Connecting arrows show dependencies between tasks.  To view, click the “Network Diagram” icon  Calendar View  Keeps tabs on when tasks occur.  Quickly see how long tasks take, when they start and finish, and how they occur in relation to other tasks.  To view, click the Calendar icon © Santosh Dwivedi, PMP®, Prince2®, CSM® 17
  18. 18. Different Views  Task Usage View  Work with task and resource information side by side.  Easily create useful reports about when a resource is scheduled to work on a task.  To view, click the Task Usage icon  Resource Graph View  See whether resources are over-allocated, what capacity they're working at, and how much they cost in a timescale graph  To view, click the Resource Graph icon © Santosh Dwivedi, PMP®, Prince2®, CSM® 18
  19. 19. Different Views  Resource Sheet View  Easy way to review, add, edit data about resources.  Resource Usage View  Work with resource and task information side by side © Santosh Dwivedi, PMP®, Prince2®, CSM® 19
  20. 20. Know the Terms  Duration  The total span of working time or elapsed time required to complete a task.  Duration = Work ÷ Resource Units  Work  The total effort required to complete a task  Resource  Resources are the people, equipment and supplies used to complete tasks in a project  Resource Units  Indicate how much of a resource's available time, according to the resource calendar, is being used to work on a particular task. In a project schedule, resource effort is expressed as assignment units or sometimes just as units. © Santosh Dwivedi, PMP®, Prince2®, CSM® 20
  21. 21. Know the Terms . .  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.  If assigned units are greater than max units, a resource over- allocation will arise  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. © Santosh Dwivedi, PMP®, Prince2®, CSM® 21
  22. 22. Know the Terms . .  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  Over-allocation  Situation when more hours of a resource are allocated than are available  Identifying Over-allocated Resources  Special leveling indicator  Resource Usage View – over-allocated resources are red  Over-allocation can be resolved by leveling project © Santosh Dwivedi, PMP®, Prince2®, CSM® 22
  23. 23. Know the Terms . .  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)  Gant Chart  A Gantt Chart is a visual tool to help Plan, Manage, and Track a project or projects.  Milestones  A reference point marking a major event in a project and used to monitor the project's progress  To create a milestone, Enter “0” in the duration field © Santosh Dwivedi, PMP®, Prince2®, CSM® 23
  24. 24. Questions? © Santosh Dwivedi, PMP®, Prince2®, CSM® 24