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Microsoft Project 2010 Training

Microsoft Project 2010 Training

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  • 1. Mastering Microsoft Project 2010 Welcome! © 2010 NR Computer Learning Center. All rights reserved.
  • 2. Learning Objectives  Understand the discipline of project management as it applies to using MS Project 2010.  Create a Work Breakdown Structure.  Identify Task Relationships.  Define Resources.  Make Work Package Estimates.  Create an Initial Schedule  Manage and Track the Project  Format Output and Print Reports  Integrate Multiple Projects © 2010 NR Computer Learning Center. All rights reserved.
  • 3. Course Outline 1. 2. 3. 4. 5. 6. 7. 8. 9. Introduction to Mastering Microsoft Project A Quick Easy Overview of Mastering with Project Setting Up Project Manually Schedule vs. Auto Schedule Creating a Work Breakdown Structure Identifying Task Relationships Defining Resource within Project Making Work Package Estimates Creating an Initial Schedule © 2010 NR Computer Learning Center. All rights reserved.
  • 4. 10.Create a Resource Leveled Schedule 11.Managing the Project 12.Formatting Output and Printing Reports 13.Managing Multiple Projects 14.Advanced Topics 15.Summary © 2010 NR Computer Learning Center. All rights reserved.
  • 5. 1. INTRODUCTION TO MASTERING MICROSOFT PROJECT © 2010 NR Computer Learning Center. All rights reserved.
  • 6. Project Overview  A Project is a temporary endeavor undertaken to create a unique product or service.  Every project has a beginning and end. - PMBOK  Every project produces a unique product. - PMBOK © 2010 NR Computer Learning Center. All rights reserved.
  • 7. What is a Project?  A project is temporary in that it has a defined beginning and end in time, and therefore defined scope and resources.  And a project is unique in that it is not a routine operation, but a specific set of operations designed to accomplish a singular goal. So a project team often includes people who don’t usually work together – sometimes from different organizations and across multiple geographies. -PMI © 2010 NR Computer Learning Center. All rights reserved.
  • 8. What is Project Management?  Project management is the application of knowledge, skills and techniques to execute projects effectively and efficiently. It’s a strategic competency for organizations, enabling them to tie project results to business goals — and thus, better compete in their markets. - PMI © 2010 NR Computer Learning Center. All rights reserved.
  • 9. What is Microsoft Project 2010?  Microsoft Project 2010 is a powerful project management tool used in various industries to manage projects by monitoring the status of the task, assigned resources, schedule and cost variances. © 2010 NR Computer Learning Center. All rights reserved.
  • 10. Why use Microsoft Project?  Use templates with knowledge of best practices.  Easily Update & Monitor project plan  Manage task progress  Generate real-time reports  Share reports with concerned parties © 2010 NR Computer Learning Center. All rights reserved.
  • 11. Project Management  Project management can be concerned with any area or function, for example:          people, staffing and management products and services, materials, manufacturing and production IT and communications, plant, vehicles, equipment storage, distribution, logistics, buildings and premises finance, administration, acquisition and divestment, purchasing sales, selling, marketing, human resources development and training customer service and relations, quality, health and safety, legal and professional, technical, scientific, research and development new business development, and anything else which needs planning and managing within organizations. © 2010 NR Computer Learning Center. All rights reserved.
  • 12. What is the responsibility of Project Manager?  The Project Manager is responsible for the following:  ensure that the Project Team completes the project.  develop the Project Plan with the team  manages the team’s performance of project tasks.  secure acceptance and approval of deliverables from the Project Sponsor and Stakeholders.  Communication with the team member, sponsor and stakeholder.  Develop status reporting, manage risk, escalate issues that cannot be resolved in the team  making sure the project is delivered in budget, on schedule, and within scope. © 2010 NR Computer Learning Center. All rights reserved.
  • 13. 5 Project Success Factors by Eric Verzuh 1. Agreement among the project team, customer, and management on the goals of the project. 2. A plan that shows an overall path and clear responsibilities and will be used to measure progress during the project. 3. Constant, effective communication among everyone involved in the project 4. Monitoring progress and Controlling scope 5. Getting Management support © 2010 NR Computer Learning Center. All rights reserved.
  • 14.  A successful project must meet stakeholder’s expectations  Phases of a project  Define – Define goals, constraints and deliverables.  Plan – Create plan for efficient and effective action.  Execution – Carry put the plan  Monitoring and Controlling - monitor the task based on the plan.  Close Out – Confirm stakeholder satisfaction and use lessons learned as a basis for future improvement. © 2010 NR Computer Learning Center. All rights reserved.
  • 15. Project Management Knowledge Project management knowledge draws on nine areas: Integration Cost Human resources Scope Quality Communicatio ns Time Procurement Risk management © 2010 NR Computer Learning Center. All rights reserved.
  • 16. Project Plan  Scope - Statement of work or contract  Deliverables  Work break down Structure  Project plan © 2010 NR Computer Learning Center. All rights reserved.
  • 17. The Five – Step Planning Model © 2010 NR Computer Learning Center. All rights reserved.
  • 18. Starting with Project Planning  A WBS is a deliverable based grouping of project tasks  Example: Opening a Restaurant  Find a location  Create Business Plan  Secure funding  Get permit  Staffing  Get Equipment  Vendors  Marketing  Finish © 2010 NR Computer Learning Center. All rights reserved.
  • 19. Microsoft Project 2010 Overview Project is a powerful tool used for managing a project. It is a essentially a database with charting tools. It stores 3 types of information:  Task information (Start date, end date, baseline, cost, relationship to other task etc)  Resource Information (name, availability, cost etc)  Assignment that connects tasks with resources © 2010 NR Computer Learning Center. All rights reserved.
  • 20. Project is a Database Tasks Assignments Resources © 2010 NR Computer Learning Center. All rights reserved.
  • 21. Views  Gantt chart to view the task information and timeline  Network view illustrates dependency relationships between tasks.  Resource Graph shows the resources on the project  Note: View button is available in Task, Resource and Project Tabs. © 2010 NR Computer Learning Center. All rights reserved.
  • 22. Project Views View Description Lesson Project Information Project Duration 3 Network Diagram or Gantt Chart Understanding task Sequence 6 Resource Sheet Resource information 7 Change Working Time Working days and times 7 Gantt Chart Show task Duration 8 Team Planner Resource Task Assignments & Work Estimates in a Calendar 8 Network Diagram and Detail Gantt Chart Critical Path 9 Resource Usage View or Task Usage View How a resource is used 10 Resource Usage View with details Resource availability 10 Tracking Gantt Updating and Tracking 11 Reports Reporting Mechanism 12 Timeline Project Timeline 12 © 2010 NR Computer Learning Center. All rights reserved.
  • 23. New in Project 2010  Ribbon  Manual Scheduling  Timeline  Team Planner  Sync to SharePoint  Note: SharePoint allows project team to share Project information and team members can update the plan. Lesson 3 – Opening a New Project file from SharePoint task list. Lesson 11 – Updating a plan via SharePoint © 2010 NR Computer Learning Center. All rights reserved.
  • 24. Microsoft Project 2010 Quick Access Toolbar Tab Ribbon TimeLine © 2010 NR Computer Learning Center. All rights reserved.
  • 25. Ribbon • The ribbon consists of 6 Tabs: • File, Task, Resource, Project, View and Format. • A Tab is divided into groups. For example a Task Tab consists of 6 groups: • View, Clipboard, font, Schedule, Task and Properties. • A Group within a tab consists of one or more icons. The icons when clicked perform an operation such as copy/paste. © 2010 NR Computer Learning Center. All rights reserved.
  • 26. The Ribbon  File Tab  Task Tab  Resource Tab  Project Tab  View Tab  Format Tab © 2010 NR Computer Learning Center. All rights reserved.
  • 27. Backstage View © 2010 NR Computer Learning Center. All rights reserved.
  • 28. What’s New? The Team Planner View © 2010 NR Computer Learning Center. All rights reserved.
  • 29. What’s New? The Fluent UI = The Ribbon The Timeline View © 2010 NR Computer Learning Center. All rights reserved.
  • 30. Project 2003 vs. 2007/2010  Improved interface  New viewing options  Easier view customization  User-controlled scheduling  Easier collaboration  Backwards compatibility © 2010 NR Computer Learning Center. All rights reserved.
  • 31. User Interface  Improved User Interface  Contextual Guidance  Zoom In/Out Quickly  Backstage © 2010 NR Computer Learning Center. All rights reserved.
  • 32. Improved User Interface Ribbon Quick Access Toolbar Table View with task name, duration, start date, assigned resources… Contextual Tabs Visual view of task list based on the timeline Slide Bar Gantt chart | Task Usage | Team Planner | Resource Sheet © 2010 NR Computer Learning Center. All rights reserved.
  • 33. Quick Access Toolbar The Quick Access Toolbar located on the far left side on the title bar consist of frequently used tools. © 2010 NR Computer Learning Center. All rights reserved.
  • 34. The Ribbon  The panel below the title bar is called the Ribbon.  The ribbon consists of 6 Tabs: File, Task, Resource, Project, View and Format.  Each Tab is divided into groups.  A Group within a tab consists of one or more icons. The icons when clicked perform an operation such as copy/paste. © 2010 NR Computer Learning Center. All rights reserved.
  • 35. Task Tab  The Task Tab consists of icons for adding, formatting and deleting task. Group Description View Different ways of viewing the tasks Clipboard Copy and paste a task Font Set font style, size and color for the text Schedule Assign and manage the schedule of the task Tasks Assign the properties of task such as start and end date and the resource Insert Insert a new task Propertie s Editing Manage the properties of a task Edit the information associated with a task © 2010 NR Computer Learning Center. All rights reserved.
  • 36. Resource Tab  The Resource Tab consists of tools for adding and assigning resources to a task. Group Description View To switch to different views Assignments Assign Resources Insert Add Resources Properties To view the resource and their assigned tasks Level To resolve resource conflict or level overall resource allocation. © 2010 NR Computer Learning Center. All rights reserved.
  • 37. Project Tab  The Project Tab consists of groups of features for merging project, entering tasks associated with work breakdown structure, scheduling and updating project information. Group Insert Properties Description Insert related project as sub project Get project information, define Work Break Down Structure, modify Working time Schedule Status Reports Proofing Recalculate the project schedule or set baseline Update project information View Graphical report, compare two projects Check the spelling of text. © 2010 NR Computer Learning Center. All rights reserved.
  • 38. View Tab  The View Tab consists of group that allows a user to review data in different views. Group Task Viewer Resource Viewer Data Zoom Split View Window Macros Description Gantt, task usage, Network Diagram, Calendar view and more View Resource Usage To sort, filter and group data To zoom in and zoom out To create high level and detailed view of the project View currently open windows To Record and View Macros © 2010 NR Computer Learning Center. All rights reserved.
  • 39. Format Tab  A Format Tab consists of groups of features that are related to Formatting the Project Plan. Group Description Format To form the project layout Columns To add or format a column Bar Styles To format the bar style Gantt Chart Style Show/Hide To format the Gantt Chart Style To make outline number and summary tasks visible or invisible. Drawings To add drawing shapes. © 2010 NR Computer Learning Center. All rights reserved.
  • 40. Contextual Guidance  Descriptive tooltips are displayed to provide contextsensitive help when you place your mouse over action buttons on the Ribbon. © 2010 NR Computer Learning Center. All rights reserved.
  • 41. Quick View & The zoom slider  The Zoom Slider, located in the status bar, lets users quickly zoom in and zoom out of the project by moving the slider to the right and left. Slide Bar Gantt chart | Task Usage | Team Planner | Resource Sheet © 2010 NR Computer Learning Center. All rights reserved.
  • 42. File: Tab A File Tab, also known as BackStage View, is found on the top left corner of the Title Bar. © 2010 NR Computer Learning Center. All rights reserved.
  • 43. File Tab  File Tab consist of following options: Option Description Save Save a File Save As Save as a new file Open To open a saved file Close To close an open file Info To get information about the file Recent To view the list of file that you recently worked on New To create a new project file Print To print a file Save & Send To save a file before emailing it. Help To help on Microsoft Project features Option Allows user to customize the Microsoft Project Application Exit To exit from Project File © 2010 NR Computer Learning Center. All rights reserved.
  • 44. File Info © 2010 NR Computer Learning Center. All rights reserved.
  • 45. Project Title  File> Option> Advance> select Show Project Summary Task © 2010 NR Computer Learning Center. All rights reserved.
  • 46. File: Recent  It displays all the project you have recently worked with. © 2010 NR Computer Learning Center. All rights reserved.
  • 47. File: Print  Print now allows you to preview the content before printing it. © 2010 NR Computer Learning Center. All rights reserved.
  • 48. File: Save & Send Project Professional 2010 users can export project files to a SharePoint list. Users can also save the file as Project 2003 – 2007 or as a PDF Document. © 2010 NR Computer Learning Center. All rights reserved.
  • 49. File: Options dialog box  The Project Options the dialog box allows users to change preferences and control how Microsoft Project works and appears. © 2010 NR Computer Learning Center. All rights reserved.
  • 50. Mini-Toolbar  A mini-toolbar with a list of commonly used commands is displayed, when you right-click any item in a view, such as bar, table cell, or chart. © 2010 NR Computer Learning Center. All rights reserved.
  • 51. Lesson 2. A Quick and Easy Overview of Managing with Project © 2010 NR Computer Learning Center. All rights reserved.
  • 52. Project Overview  Create a new project  Set Project Start or End date  Set Project Calendar  Enter project tasks  Sequence the tasks  Establish Task Relationship  Define resources  Estimate task durations  Assign resources  Level the resources  Baseline the project  Monitor the project progress © 2010 NR Computer Learning Center. All rights reserved.
  • 53.  Creating New project:  File tab> New > Blank Project  Setting Project Start or end date:  Project tab> Project Information (Lesson 3)  Setting Project Calendar:  Project tab > Change Working Time  Note: The default project time for work is 8:00 AM to 5 PM with no holidays.  Enter Task (Lesson 5)  Left of Gantt chart © 2010 NR Computer Learning Center. All rights reserved.
  • 54.  Establish Task Relationships  Sequence the task in the order the work will be done by Select/Highlight contiguous range of cells and link them by clicking on the Task Tab > Link Tasks button Hover over the task bar on the right pane and click on a task and drag the cursor to a successor task.  Define Resources (Lesson 7)  View > Resource Sheet> Enter Name and hourly rate  Assign Resources to Task  Select the task name > resource tab > Assign Resources © 2010 NR Computer Learning Center. All rights reserved.
  • 55. Assign Duration  Duration – is the working days from the day a task begins to the day it is completed.  To assign duration, enter duration of each task into the Duration column. Note:  Gantt View to view project schedule  Network Diagram (Task Tab>View>Network Diagram) to view relationship  Resource view (Resource tab>View> Resource Usage) to view Resources utilized on the project) © 2010 NR Computer Learning Center. All rights reserved.
  • 56. Baseline the plan  A baseline saves the original plan and provides a basis for comparison to actual task start and finish dates and actual work performed.  Baseline is used to compare the performance of the project with respect to the original plan.  If the actual performance shows if a project is ahead or behind schedule as well as under or over budget.  Using a baseline and a systematic tracking technique identifies problems so that they can be corrected before they get out of control.  To set baseline: Project tab > Set Baseline  To track: Task tab > view > Tracking Gantt © 2010 NR Computer Learning Center. All rights reserved.
  • 57. Tracking Project  Enter the real Actual Start, Actual Finish and Actual Work incurred by each task. To track the progress, click on View tab> Tables > Tracking (lesson 11) © 2010 NR Computer Learning Center. All rights reserved.
  • 58. The Tracking Gantt © 2010 NR Computer Learning Center. All rights reserved.
  • 59. Task VIEW © 2010 NR Computer Learning Center. All rights reserved.
  • 60. Calendar View © 2010 NR Computer Learning Center. All rights reserved.
  • 61. TimeLine View © 2010 NR Computer Learning Center. All rights reserved.
  • 62. Resource Usage View © 2010 NR Computer Learning Center. All rights reserved.
  • 63. GANTT Chart View © 2010 NR Computer Learning Center. All rights reserved.
  • 64. 3. SETTING UP A PROJECT © 2010 NR Computer Learning Center. All rights reserved.
  • 65. Setting Up a Project  Starting a New File  Calendars – Affects the days when the work can be performed.  Scheduling Method – Project calculates the task start and finish dates based on the constraints.  Blank Project: File > New>Blank Project  Using Template: File > New> My Templates  Import a SharePoint Task List: File tab> New> New from Sharepoint task List> Import SharePoint Tasks List  Import an Excel File: File tab> New> New from Excel Workbook © 2010 NR Computer Learning Center. All rights reserved.
  • 66. Project Calendars  Project uses calendar to determine the working days that are available for task scheduling. It is possible to use more than one calendar.  Standard Calendar: Monday to Friday, 52 weeks per year, from 8 AM to 5 PM  To modify calendar: Project Tab > Change Working Time Exception tab: to enter specific days that won’t be work days Work weeks tab: to specify work days and hours. © 2010 NR Computer Learning Center. All rights reserved.
  • 67. Default Calendar Setting  To view default calendar setting, click File tab > Options > Schedule tab © 2010 NR Computer Learning Center. All rights reserved.
  • 68. Custom Calendar  A custom calendar should be created if  Any resource having different work days or work time than the standard Project Calendar.  A team working during a specific shift  If a resource’s working on specific date and time, then create a specific resource calendar.  Project Tab> change Working time > Create New Calendar © 2010 NR Computer Learning Center. All rights reserved.
  • 69. Project Information  Project Information allows user to specify:  Project Calendar  Project Start or end date  Current date  Project Tab > Project Information  If project start date is specified then Project will calculate the earliest start date and time for each task  If project finish date is chosen then Project will calculate schedule the task as late as possible.  Statistics button displays summary report (date, duration, work and cost) © 2010 NR Computer Learning Center. All rights reserved.
  • 70. Initial Schedule Backward Pass = Scheduling from the finish © 2010 NR Computer Learning Center. All rights reserved.
  • 71. Define Project Scheduling  Assumes that you know your start date  Project Tab> Project Information > Schedule From start date © 2010 NR Computer Learning Center. All rights reserved.
  • 72. How project Management Software Displays Information © 2010 NR Computer Learning Center. All rights reserved.
  • 73. Overview of Managing with Project © 2010 NR Computer Learning Center. All rights reserved.
  • 74. Setting Up a Project © 2010 NR Computer Learning Center. All rights reserved.
  • 75.  Exercise 1: Setting Up a Project © 2010 NR Computer Learning Center. All rights reserved.
  • 76. Flexible Scheduling  A task can be scheduled using manual scheduling or Auto Scheduling Option . Found in Task Tab in Tasks Group. © 2010 NR Computer Learning Center. All rights reserved.
  • 77. 4. MANUAL SCHEDULE VS. AUTO SCHEDULE © 2010 NR Computer Learning Center. All rights reserved.
  • 78.  Default Schedule task: Manual  Manual schedule turns off project calculation related to duration, resource assignment, effort driven scheduling.  Used for initial planning or planning small projects when duration, sequence and date is not known during the project design.  Manual Schedule: File Tab > Options> Schedule tab © 2010 NR Computer Learning Center. All rights reserved.
  • 79. Turn off Manual Scheduling  To turn the manually schedule feature off for entire project, use the option in the BackStage View (File Tab). © 2010 NR Computer Learning Center. All rights reserved.
  • 80. Manual Scheduling © 2010 NR Computer Learning Center. All rights reserved.
  • 81.  Exercise (pg 55 – p6) © 2010 NR Computer Learning Center. All rights reserved.
  • 82.  A Manually scheduled task are affected (moved) when predecessor relationships are created, but they do not honor the relationships when task dates change  Summary task using Manually Schedule mode do not have their duration linked to their subordinate tasks. This can cause significant confusion.  Project file created in earlier version of Project cannot use Manually schedule mode. © 2010 NR Computer Learning Center. All rights reserved.
  • 83.  Exercise 2: Explore Task Modes © 2010 NR Computer Learning Center. All rights reserved.
  • 84. 5. Creating a Work Breakdown Structure © 2010 NR Computer Learning Center. All rights reserved.
  • 85. Objective  Build and use summary and subordinate tasks  Understand and use milestones  Develop WBS outlines  Assign completion criteria  Evaluate the WBS  Understand and use WBS templates © 2010 NR Computer Learning Center. All rights reserved.
  • 86. What is Work breakdown Structure (WBS)?  A work breakdown structure (WBS) is the process of breaking down a project into smaller, more manageable components. Project Task 1 Sub Task 1.1 Work Package 1.1.1 Work Package 1.1.2 Task 2 Sub Task 1.2 Work Package 1.2.1 Work Package 1.2.2 Sub Task 2.1 Work Package 2.1.1 Work Package 2.1.2 Sub Task 2.2 Work Package 2.2.1 Work Package 2.2.2 © 2010 NR Computer Learning Center. All rights reserved.
  • 87. What is Work Package?  A Work Package is the lowest level of a Work Breakdown structure. Work packages are assigned, track able, and executable.  A Summary Task contains one or more Work Packages or subordinate tasks. © 2010 NR Computer Learning Center. All rights reserved.
  • 88. Note  A task is an activity that produces a product.  A task should be either summary task or subordinate task.  The name of the summary task should be descriptive of the work package(s).  The cost of a summary task should be the sum of the costs of subordinate tasks.  The start date of a summary task should corresponds to the earliest start date of a subordinate task.  The finish date of a summary task should corresponds to the finish date of the latest subordinate task. © 2010 NR Computer Learning Center. All rights reserved.
  • 89. WBS as Outline Level 1 Level 2 Level 3 Task 1 Subtask 1.1 Work Package 1.1.1 Work Package 1.1.2 Subtask 1.2 Work Package 1.2.1 Work Package 1.2.2 Task 2 Subtask 2.1 Work Package 2.1.1 Work Package 2.1.2 Subtask 2.2 Work Package 2.2.1 Work Package 2.2.2 © 2010 NR Computer Learning Center. All rights reserved.
  • 90. Description Keyboard shortcut Move the task left (Outdent) Alt+Shit+Left or right arrow key Task tab> Outdent Task Move the task Right (Indent) Task tab> Indent Task Move up or down a task Cut and Paste Drag and Drop Insert a new task Insert Key Task Tab and task button Delete a task Select task, click delete key Delete summary task & its subordinate task Select summary task, click delete key Expand the task outline Alt + Shift + ‘+’ Collapse a task outline Alt + Shift + ‘-’ View Outline View Tab > Show Outline © 2010 NR Computer Learning Center. All rights reserved.
  • 91. What is an order of Operation?  Order of operations is the rule used to clarify which procedures should be performed first.  Website Redesign  Gather Requirements  Meet with customer  Competitive Research  Design  Create Wireframes  Detailed Design  Review  Implementation  Graphic Design  Coding  Testing © 2010 NR Computer Learning Center. All rights reserved.
  • 92. Order of Operation Website Redesign Gather Requireme nts Meet with customer Competitive Research Implement ation Design Create Wireframes Detailed Design Review Graphic Design Coding Testing © 2010 NR Computer Learning Center. All rights reserved.
  • 93. Order of Operation 1. Website Redesign 2. Gather Requirements 2.1 Meet with customer 2.2 Competitive Research 3. Design 3.1 Create Wireframes 3.2 Detailed Design 4. Implementation 3.3 Review 4.1 Graphic Design 4.2 Coding 4.3 Testing © 2010 NR Computer Learning Center. All rights reserved.
  • 94. Task Outline  To turn on Task Outline, Format Tab> Show/Hide Group> select Outline Number  1. Website Redesign  2. Gather Requirements  2.1 Meet with customer  2.2 Competitive Research  3. Design  3.1 Create Wireframes  3.2 Detailed Design  3.3 Review  4. Implementation  4.1 Graphic Design  4.2 Coding  4.3 Testing © 2010 NR Computer Learning Center. All rights reserved.
  • 95. Exercise 3: Manipulate a WBS This exercise will utilize one_2010.mpp file. Students will setup the summary and subordinate task, and use task outline number to verify the order of operation. © 2010 NR Computer Learning Center. All rights reserved.
  • 96. Work Breakdown Structure © 2010 NR Computer Learning Center. All rights reserved.
  • 97. Task  Adding Notes to a Task  Adding Hyperlink (view tab > Tables>Hyperlink)  Recurring task (Task tab > Task dropdown > recurring task) – example: Staff meeting regularly on Fri for 1 hr © 2010 NR Computer Learning Center. All rights reserved.
  • 98. WBS Templates  A template is a way to save a standard work breakdown structure that can be created once and used many times.  It is easier to create a project plan using a template with standardized task. Furthermore, it assists in creating a consistency for managers who oversee multiple projects.  The file name extension for a project template is .mpt where as a native Project file name extension is .mpp.  Using a template: File > New > New from existing project  Edit a template: File > Open > Microsoft Project Files dropdown> Project Template  Creating a template: File > Save as Dialog> Save as type> Project Template © 2010 NR Computer Learning Center. All rights reserved.
  • 99. Summary  Create a new project  Set Project Start or End date  Set Project Calendar  Enter project tasks  Sequence the tasks  Establish Task Relationship  Define resources  Estimate task durations  Assign resources  Level the resources  Baseline the project  Monitor the project progress © 2010 NR Computer Learning Center. All rights reserved.
  • 100. 6. Identifying Task Relationships © 2010 NR Computer Learning Center. All rights reserved.
  • 101. Objective  Understand and use types of task relationships.  Understand and use various methods to create relationships  Determine and display task sequence  Understand and use Lag, Lead and Delay © 2010 NR Computer Learning Center. All rights reserved.
  • 102. What is a task?  Task is an activity that needs to be accomplished within a defined period of time or by a deadline.  Summary Task is the task with subordinate tasks is a summary task.  Subordinate tasks is the lowest level task on any level of work breakdown structure or Work Packages. © 2010 NR Computer Learning Center. All rights reserved.
  • 103. Task Types  Predecessor: A task which has a start or finish date that determines the start or finish of its successor task.  Successor: A task which has a start or finish date that is based on its predecessor task. Predecessor Successor © 2010 NR Computer Learning Center. All rights reserved.
  • 104. Link Tasks  4 ways to link the task  FS  SS  SF  FF  Predecessor vs Successor  Popular view  Gantt View  Network View © 2010 NR Computer Learning Center. All rights reserved.
  • 105. Task Relationships Type  Finish-To-Start (FS) Task1  Task 1 must finish before Task 2 can start  Start-To-Start (SS) Task2 Task1  Task 1 & Task 2 must start at the same time Task2  Finish-To-Finish (FF) Task1  Task 1 & Task 2 must finish at the same time Task2  Start-To-Finish (SF)  Task 2 cannot finish until the Task1 starts Task1 Task2 © 2010 NR Computer Learning Center. All rights reserved.
  • 106. Example FS – Example, if two tasks, “Obtain paint” and “Paint walls” have a finish to start dependency, the “Paint walls” task cannot begin until the “Obtain paint” task is completed. Task1 Task2 SS - For example, if two tasks, “Clean walls for paint” and “ Paint walls” have a start to start dependency, the “Paint walls” task cannot begin until the “Clean walls for paint” task begins. Task1 Task2 © 2010 NR Computer Learning Center. All rights reserved.
  • 107.  FF – An ”Inspection for paint drip” cannot be completed until “painting the wall” task is completed. Task1 Task2  SF – An activity that can't finish before the dependent activity starts. A “cleaning crew” cannot complete the task until “Inspect for paint drip” is started. Task1 Task2  Note: In the real world the SF dependency type occurs less frequently than the other types of dependencies. © 2010 NR Computer Learning Center. All rights reserved.
  • 108. What is the difference between Led and Lag days?  Lead time - is the head start time you give a successor task before the completion of the predecessor task. Task1 Task2  Lag time is the amount of time between the completion of the predecessor task and the start of the successor task or the start of one task and the start of another. Task2 Task1 Lag time © 2010 NR Computer Learning Center. All rights reserved.
  • 109. Task relationships © 2010 NR Computer Learning Center. All rights reserved.
  • 110.  Exercise 4: Display the Sequence  In this exercise, the students will link tasks, customize Network diagram © 2010 NR Computer Learning Center. All rights reserved.
  • 111. Summary  Create a new project  Set Project Start or End date  Set Project Calendar  Enter project tasks  Sequence the tasks  Establish Task Relationship  Define resources  Estimate task durations  Assign resources  Level the resources  Baseline the project  Monitor the project progress © 2010 NR Computer Learning Center. All rights reserved.
  • 112. 7. Defining Resource Within Project © 2010 NR Computer Learning Center. All rights reserved.
  • 113. Objective  Define individual resources that will be used on the project  Recording the cost(s) of using each type of recource.  Record limit amiable of the resource. © 2010 NR Computer Learning Center. All rights reserved.
  • 114. What is resource allocation?  Resource allocation is used to assign the available resources in an economic way.  Resources can be the people, equipment, and material that is used to complete tasks in a project. © 2010 NR Computer Learning Center. All rights reserved.
  • 115. Resource Types  Work resource: Cost based on work performed at hourly, daily, weekly or monthly rate. Example: Renting an equipment or hiring a consultant at an hourly rate.  Material Resource: Cost based on unit of measure. Example, paint at $20 per gallon  Cost Resource: Cost associated with resource but do not incur work. For example, Travel Expense.  Generic Resource: is the general staffing on a project, that may be substituted for real resource once the resource requirements are defined. Example, software Engineer © 2010 NR Computer Learning Center. All rights reserved.
  • 116. Resource Sheet  A resource sheet, also known as Resource Pool, is the collection of all resources available to work on the project.  Resource tab > View > Resource Sheet © 2010 NR Computer Learning Center. All rights reserved.
  • 117. Resource Unit  Resource unit is the amount of a resource that is available to the project. The amount could be percentage or decimal value.  Example, if a person is working on a project 4hrs a day, then the resource is available 50% of the time.  To change from percentage to decimal value, File tab > Options > Schedule tab> select “Show assignment unit as a” © 2010 NR Computer Learning Center. All rights reserved.
  • 118. Resource Cost  5 Cost Rates (A-E tabs) types. The type is selected when a resource is assigned to a task. © 2010 NR Computer Learning Center. All rights reserved.
  • 119. Resource Cost  Cost Accrual Method:  Start – 100% cost is incurred as soon as the task is started. For example, when shipping a equipment, the company will charge shipping cost when an order is placed.  Finish – 100% cost is incurred as soon as the task is finished. For example, team will be paid once the area is cleaned.  Prorated – As work is performed, the cost is incurred. (Project default).  Per use Cost: Cost based on using the resource. For example, renting a car may have upfront cost of $100 for use plus $50 per hour of drive time. A four hour drive will cost $100 + $50 *4 = $300. © 2010 NR Computer Learning Center. All rights reserved.
  • 120. Calendar Type  Project Calendar – Defines overall Project Calendar constraints. (default)  Shift Calendar – Provides basis for a resource group, such as 4x10, morning late shift and so on.  Resource Calendar – Applies to specific resource. One or more resource can be assigned to the same Resource Calendar  Task Calendar – The task is scheduled without considering any other calendar. Project Shift Resource Task © 2010 NR Computer Learning Center. All rights reserved.
  • 121. Task Calendar  Select the task> double click> In task Information window > click on Advance tab > Select calendar from the dope down menu.  Note: The task calendar should be used sparingly because it can be set to ignore resource calendar. This can result in an unrealistic schedule. © 2010 NR Computer Learning Center. All rights reserved.
  • 122. Resource Calendar  The resource Calendar contains the exceptions to the Standard Project Calendar  Project tab> Change Working Time > choose a resource calendar from the list of calendars. © 2010 NR Computer Learning Center. All rights reserved.
  • 123. Exercise 5  File: three_2010.mpp  In this exercise, students will modify calendar and use Project statistics feature to view the effect on the project end date based on updated calendar. Holidays Date Independence Day 7/4/11 Halloween 10/31/11 Thanksgiving and the following day 11/24 & 11/25 Christmas 12/26/11 New Years Day 1/1/12// Week of Thanksgiving 11/21 – 11/23 © 2010 NR Computer Learning Center. All rights reserved.
  • 124. Answer 2. Task 15: Start: 2/24/11 Task 18: Start: 2/14/11 Project: Start: 2/7/11 4. Project: Start: 2/7/11 6. Task 15: Start: 2/24/11 Task 18: Start: 2/14/11 7. Project: Start: 2/7/11 Finish: 3/2/11 Finish: 2/15/11 Finish: 3/31/11 Finish: 3/31/11 Finish: 3/28/11 Finish: 2/15/11 Finish: 4/22/11 © 2010 NR Computer Learning Center. All rights reserved.
  • 125. 8. Making Work Package Estimates © 2010 NR Computer Learning Center. All rights reserved.
  • 126.  A task will take 2 software engineers, both working 8 hours a day, for 5 days for a total of 80 hours.  Resource Type: Software Engineer  Number of resources: 2  Recourse level: 8 hour/day  Duration: 5 days  Total effort: 80 hours © 2010 NR Computer Learning Center. All rights reserved.
  • 127. Question??  Which of these variables affects the other?  Which variable is determined first? Is it dependent on the nature of the task?  Can doubling the number of resources reduce the time to complete the task?  If 80 engineers work on the project, can the task be completed in 1 hour?  What if the engineer can work on 4 hours a day? © 2010 NR Computer Learning Center. All rights reserved.
  • 128. Work Package Estimates Work = Duration x Units of Resource Duration = Work / Units of Resource Units of Resource = Work / Duration © 2010 NR Computer Learning Center. All rights reserved.
  • 129. Estimate Fixed Duration: 3 Day Conference Duration Resources/Unit Work/Effort 3 day 10 people 3*8hr*10 = 240hr 3 day 100 people 3 * 8 hr * 100 = 2400 hr Fixed Work/Effort: Painting a Room Work/Effort Resources/unit Duration 16 hr 1 person 16hrs /1 = 16 hr = 2 days 16 hr 2 person 16hr /2 =8 hr = 1 day Fixed Resource/unit: Website development Resources/unit Work/Effort Duration Sr Developer 16 hr 16 hr = 2 days Jr Developer 32 hr 32 hr = 4 days © 2010 NR Computer Learning Center. All rights reserved.
  • 130. Task Duration or Work Effort  Task estimates:  Task Duration  Work Effort  Time Units  Month (mo)  Week (w)  Day (d)  Minutes (mi) © 2010 NR Computer Learning Center. All rights reserved.
  • 131.  Fixed Units (default)  Fixed Units / Effort Driven  Fixed Duration  Fixed Duration and Effort Driven  Fixed Work © 2010 NR Computer Learning Center. All rights reserved.
  • 132. Fixed Units (default)  The project does not modify the resources allocation.  Effort Driven:  If the duration is revised then the work (effort) will be revised.  If the work is revised then the duration will increase.  If the unit/resources is revised then duration will be revised. © 2010 NR Computer Learning Center. All rights reserved.
  • 133. Fixed Duration  The duration is fixed. If the resources are increase the duration remains the same.  Effort Driven:  If the resources is revised then work is recalculated  If duration is revised then unit is unchanged  If work is revised then duration is recalculated. © 2010 NR Computer Learning Center. All rights reserved.
  • 134. Fixed Work  The duration and resources units are adjusted to accommodate the amount of work prescribed for the task by the user.  If number of resources are changed then duration is recalculated  If duration is revised then no change in resources  If work is revised then duration is calculated  Effort driven is turned off. © 2010 NR Computer Learning Center. All rights reserved.
  • 135. Summary  Create a new project  Set Project Start or End date  Set Project Calendar  Enter project tasks  Sequence the tasks  Establish Task Relationship  Define resources  Estimate task durations  Assign resources  Level the resources  Baseline the project  Monitor the project progress © 2010 NR Computer Learning Center. All rights reserved.
  • 136. 9. Creating an Initial Schedule © 2010 NR Computer Learning Center. All rights reserved.
  • 137. Overview  Calculate float  Identify project’s critical path © 2010 NR Computer Learning Center. All rights reserved.
  • 138. Critical Path © 2010 NR Computer Learning Center. All rights reserved.
  • 139.  Critical Path: is the path with the least amount of float.  A critical path will usually have 0 float but may have negative float if the end task is constrained to an early finish date.  If any of the task identified in the critical path is late, then the project will be late.  Forward Pass: The forward pass provides all Early Start and Early Finish times for the network.  Backward Pass: The backward pass provides all Late Start and Late Finish times for the network. © 2010 NR Computer Learning Center. All rights reserved.
  • 140. Task/Duration/Predecessor Table TASK Duration Predecessor A B C D E F G 2 2 1 3 1 3 2 ---A A A C,D B E,F © 2010 NR Computer Learning Center. All rights reserved.
  • 141. Terminologies  ID – Task ID  D- Duration  ES – Early Start  EF – Early Finish  LS – Late Start  LF – Late Finish  S - Slack ES S LS EF ID D LF © 2010 NR Computer Learning Center. All rights reserved.
  • 142. Network Diagram B 2 A F C 2 D 3 3 1 G 2 E 1 ES S LS EF ID D LF © 2010 NR Computer Learning Center. All rights reserved.
  • 143. Forward Pass  EF = ES + DR  When more than one predecessor, pick the larger #  1st task starts at 0. © 2010 NR Computer Learning Center. All rights reserved.
  • 144. Forward Pass 2 4 4 B 2 7 F 3 start= 0days 0 Duration= 9days 2 A 2 2 C 2 5 D 3 7 3 G 2 1 5 6 E 1 ES S EF = ES + DR ES = EF of predecessor 9 LS EF ID DR LF © 2010 NR Computer Learning Center. All rights reserved.
  • 145. Backward Pass When more than one successor, pick the smallest # 2 4 4 F B 2 2 1st task should end with LS = 0. 0 A 0 4 4 2 2 5 2 5 D 3 7 7 9 G 2 1 7 6 5 3 6 3 3 C 2 2 7 6 E 6 9 1 7 ES EF S ID DR LS LF LS = LF - DR LF = LS of successor © 2010 NR Computer Learning Center. All rights reserved.
  • 146. Slack / Float Float = Late Start (LS) – Early Start (ES) 4 0 B 2 0 0 0 2 0 7 4 F 3 7 7 2 A 4 4 2 2 2 3 2 5 3 C D G 2 7 1 9 6 5 2 1 0 3 9 5 6 3 1 E 1 6 6 7 ES F EF ID DR LS © 2010 NR Computer Learning Center. All rights reserved. LF
  • 147. Critical Path 2 0 4 4 2 0 0 B 2 2 0 4 0 The path with Float = 0 is the critical path. 4 A 0 2 5 2 D 3 7 C 7 9 1 0 G 2 6 7 9 5 2 0 F 6 5 2 Path A-B-F-G is the critical path. 7 5 3 1 5 6 6 E 1 ES 7 F LS LS = LF - DR LF = LS of successor EF ID DR LF © 2010 NR Computer Learning Center. All rights reserved.
  • 148. Critical Path TASK Duration Predec essor ES EF LS LF Slack A 2 ---- 0 2 0 2 0 B 2 A 2 4 2 4 0 C 1 A 2 3 5 6 2 D 3 A 2 5 3 6 1 E 1 C,D 5 6 6 7 1 F 3 B 4 7 4 7 0 G 2 E,F 7 9 7 9 0 Critical Path: A-B-F-G © 2010 NR Computer Learning Center. All rights reserved.
  • 149.  A task is critical when it has no total slack.  Free Slack is the amount of time a task may be delayed without delaying any other task.  Task tab> More views > Detail Gantt © 2010 NR Computer Learning Center. All rights reserved.
  • 150. Constraints  Constraint restrict the start and finish date of a task.  8 Constraint types:  As late as possible  As soon as possible  Finish no earlier than <date>  Finish no latest than <date>  Mush finish on <date>  Must start on <date>  Start no earlier than <date>  Start no later than <date> © 2010 NR Computer Learning Center. All rights reserved.
  • 151. Milestones  Milestone in a project plan is used to note a delivery date, a due date or a phase conclusion.  It is not a task. It is an entry/event in project plan with 0 duration, 0 resource and 0 cost.  To assign a task as milestone, right click on Task > click on Information > Select “Mark task as milestone” © 2010 NR Computer Learning Center. All rights reserved.
  • 152. Task Inspector  Task Inspector identifies impact of changes on Schedule.  Task Tab>Inspector  Task Inspector Information  Actual Start and assignments  Leveling Delay  Constraint Type and Date  Summary Task  Predecessor Task  Subtasks  Calendar  Manual Scheduled or Auto scheduled © 2010 NR Computer Learning Center. All rights reserved.
  • 153. Exercise 7  File: Five_2010.mpp  In this exercise, students will be introduced to effect of initial schedule on critical path. © 2010 NR Computer Learning Center. All rights reserved.
  • 154. Summary  Create a new project  Set Project Start or End date  Set Project Calendar  Enter project tasks  Sequence the tasks  Establish Task Relationship  Define resources  Estimate task durations  Assign resources  Level the resources  Baseline the project  Monitor the project progress © 2010 NR Computer Learning Center. All rights reserved.
  • 155. 10. Create a Resource Leveled Schedule © 2010 NR Computer Learning Center. All rights reserved.
  • 156. Overview  Adjust a project schedule with limited resources  View the over all cost and schedule of a project  Identify resources that have been over allocated on a project schedule.  Adjust tasks and assignments to remove over allocation of a resource © 2010 NR Computer Learning Center. All rights reserved.
  • 157. The Key to Effective Project Resource Allocation  Resource Planning – Define the type of resources required for the project.  Resource Breakdown Structure - Create a pool of resource available for the project  Responsibility Assignment Matrix – Match the task with the available resource. © 2010 NR Computer Learning Center. All rights reserved.
  • 158. Resource Planning  This could include:  Delaying tasks until the resource is available to work  Reassignment of resources  Adding additional resources  Deleting tasks to eliminate work © 2010 NR Computer Learning Center. All rights reserved.
  • 159. Resource Leveling  Resource Leveling is the process of reorganizing of resources in order to resolve over allocation of resource. © 2010 NR Computer Learning Center. All rights reserved.
  • 160. Resource View  Resource Graph – Displays the allocation status of resources.  View Tab > Resource Sheet> Details check box> Details > Resource Graph  Resource Usage View – Displays the specific task assigned to each resource  Resource tab > View > Resource Usage  Resource Allocation View – displays the allocated resources  Resource tab > View > More Views > Resource Allocation  Task Usage View – displays the specific resouce assigned to each task.  Task tab > view > Task Usage © 2010 NR Computer Learning Center. All rights reserved.
  • 161. Resource Leveling Settings  Project level - entire project or Time period within the project duration  Leveling Order  Standard  Priority [between 1 to 1000]; A priority of 1000 prevents any leveling  To view the results of leveling: Task tab > View> More Views > Leveling Gantt © 2010 NR Computer Learning Center. All rights reserved.
  • 162. Exercise 8: Resource Leveling  File: six_2010.mpp  Students will work with resource sheet, resource graph, leveling Gantt views to understand planned resources for the project © 2010 NR Computer Learning Center. All rights reserved.
  • 163. Summary  Create a new project  Set Project Start or End date  Set Project Calendar  Enter project tasks  Sequence the tasks  Establish Task Relationship  Define resources  Estimate task durations  Assign resources  Level the resources  Baseline the project  Monitor the project progress © 2010 NR Computer Learning Center. All rights reserved.
  • 164. 11. Managing the Project © 2010 NR Computer Learning Center. All rights reserved.
  • 165. Objective  Setting a baseline  Enter and manage project performance data  Pick and tracking method.  Perform variance analysis. © 2010 NR Computer Learning Center. All rights reserved.
  • 166. Managing Project using Microsoft Project  Project Baseline the plan – is keeping a copy of the original intended goals that can be used for comparison throughout the project.  Project baseline is the schedule, cost and work estimates to which the project manager can compare actual performance. Baseline assist in evaluating progress on projects.  Assign baseline: Project tab>set baseline button> set baseline option  View baseline: Task tab> view > Tacking Gantt © 2010 NR Computer Learning Center. All rights reserved.
  • 167. Keep plan up to date  Take status at regular intervals and enter the information obtained as soon as possible.  Accept that the project is always moving  Build the habit of regularly reporting from the start. © 2010 NR Computer Learning Center. All rights reserved.
  • 168. Exercise 10: Baseline & Tracking Performance  File: eight_2010.mpp  In this exercise you will add baseline and use baseline to check the effect of change in task on the schedule & cost. © 2010 NR Computer Learning Center. All rights reserved.
  • 169. Variance  Variance is a measurable change from a baseline  It is the difference between the baseline schedule, cost and work.  It allows the user to see trends and to spot problems before they are unsolvable.  3 Types of Variance  Schedule Variance (SV)  Cost Variance (CV)  Work Variance © 2010 NR Computer Learning Center. All rights reserved.
  • 170. Schedule Variance  Schedule Variance tells us how far ahead or behind we are with respect to the original schedule.  SV = EV – PV  Where EV is the earned value and PV is the Planned value  If SV > 0, then project is ahead of schedule  If SV < 0, then project is running behind schedule  Schedule Variance (SV): View tab> tables> Variance © 2010 NR Computer Learning Center. All rights reserved.
  • 171. Work Variance  Work Variance is the difference between the current Work value and the baseline ‘work’ value for a task. © 2010 NR Computer Learning Center. All rights reserved.
  • 172. Cost Variance  Cost Variance tells us how much over or under budget the project is.  CV = EV- AC  Where EV is the earned value and AC is the Actual Cost.  If CV > 0, the under budget (good)  If CV < 0, the project is over budget (bad)  Cost Variance (CV): View tab> Tables> Cost © 2010 NR Computer Learning Center. All rights reserved.
  • 173. Inactive Task  After a project has a baseline a task may become unnecessary. Rather than deleting the task, you can make it inactive by Task tab> Schedule command group> Inactive button.  An inactive task does not affect the project schedule nor the availability of the assigned resource. © 2010 NR Computer Learning Center. All rights reserved.
  • 174. Splitting Tasks  A task can be split in a schedule to illustrate an interruption  To split a task> select the task to be split, task tab> split task © 2010 NR Computer Learning Center. All rights reserved.
  • 175. Rescheduling Project  A project is rescheduled if all the tasks are interrupted due to major problem, such as, natural disaster.  Project tab> Update Project button © 2010 NR Computer Learning Center. All rights reserved.
  • 176. Summary  Create a new project  Set Project Start or End date  Set Project Calendar  Enter project tasks  Sequence the tasks  Establish Task Relationship  Define resources  Estimate task durations  Assign resources  Level the resources  Baseline the project  Monitor the project progress © 2010 NR Computer Learning Center. All rights reserved.
  • 177. 12. Formatting Output and Printing Reports © 2010 NR Computer Learning Center. All rights reserved.
  • 178. Overview  Formatting Timeline  Formatting Gantt Chart  Grouping  Creating Customized Column  Filters © 2010 NR Computer Learning Center. All rights reserved.
  • 179. Exercise 12: Use the Grouping Feature  File: ten_2010.mpp  In this exercise, students will create customized field and use the customized field in the project plan. © 2010 NR Computer Learning Center. All rights reserved.
  • 180. Reports  Print Reports  Standard Reports  Custom reports  Saving Report as PDF, Excel © 2010 NR Computer Learning Center. All rights reserved.
  • 181. Exercise 13  File: ten_2010.mpp  In this exercise, students will use standard report and create a custom report. © 2010 NR Computer Learning Center. All rights reserved.
  • 182. Summary             Create a new project Set Project Start or End date Set Project Calendar Enter project tasks Sequence the tasks Establish Task Relationship Define resources Estimate task durations Assign resources Level the resources Baseline the project Monitor the project progress © 2010 NR Computer Learning Center. All rights reserved.
  • 183. 13. Managing Multiple Project © 2010 NR Computer Learning Center. All rights reserved.
  • 184. Objective  Use common resources among multiple project  Link tasks between projects  Create a consolidated view of multiple projects © 2010 NR Computer Learning Center. All rights reserved.
  • 185. Consolidating Project Files  Chose where the inserted task will in the task list, choose Project tab>subproject> Insert project>select project > insert button. © 2010 NR Computer Learning Center. All rights reserved.
  • 186. Resource Pool  To create a resource pool, open all the project files, select resource tab> resource pool> share resources. © 2010 NR Computer Learning Center. All rights reserved.
  • 187. 14. Advance Topics © 2010 NR Computer Learning Center. All rights reserved.
  • 188. Objective  Customizing Ribbon  Quick Access Toolbar  Customized Field © 2010 NR Computer Learning Center. All rights reserved.
  • 189. What is Project Baseline? Baseline is a set of stored values such as original scheduled start and finish date, effort and cost. It is used for maintaining control of a project by measuring the progress against the baseline. It provides the ability to assess performance, calculate earned value and Improve accuracy in future estimations. © 2010 NR Computer Learning Center. All rights reserved.
  • 190. When do You set Baseline?  Baseline is set after you have completing the following tasks:  Inserted the tasks into MS Project, Assigned schedule and resources to the task, Assigned resources to the task  Assigned cost to the resources.  And before updating the project plan. © 2010 NR Computer Learning Center. All rights reserved.
  • 191. How to apply baseline  Project Tab> Set Baseline in Schedule group © 2010 NR Computer Learning Center. All rights reserved.
  • 192. Track Project Progress  Task View > View Group > Tracking Gantt © 2010 NR Computer Learning Center. All rights reserved.
  • 193. Project Cost Estimate  The Project cost is equal to the sum of the cost of the summary task.  The cost of a summary task is equal to the sum of the cost of its subordinate tasks. © 2010 NR Computer Learning Center. All rights reserved.
  • 194. Types of Cost  Following are 2 types of cost:  Labor cost:  Internal employee  External contractor or consultant  Non-labor costs such as  Hardware/Software  Equipment  Travel  Training  Rent © 2010 NR Computer Learning Center. All rights reserved.
  • 195. Types of a Cost  Rate-based cost - a cost that is calculated based on the pay rate(s) (standard rates and overtime rates.) specified for a resource and the amount of work done.  Per-use, a cost that is incurred each time a resource is used, or once for a particular task  Fixed, a cost that is set for a task and does not change regardless of task duration or the resource work performed © 2010 NR Computer Learning Center. All rights reserved.
  • 196. Cost Calculation Formulas  Planned Value (PV)  Actual Cost (AC)  Earned Value (EV)  Budgeted Cost of Work Schedule (BCWS)  Actual Cost of Work Performed (ACWP)  Budgeted Cost of Work Performed (BCWP) © 2010 NR Computer Learning Center. All rights reserved.
  • 197.  PV or BCWS: It is the total cost of the work scheduled or planned as of a reporting date. PV or BCWS = Hourly Rate * Total Hours Planned or Scheduled  AC or ACWP : The total cost taken to complete the wok as of a reporting date. AC or ACWP = Hourly Rate * Total Hours Spent  EV or BCWP: It is the total cost of the work completed or performed as of a reporting date. EV or BWP = Baseline Cost * % Complete Actual © 2010 NR Computer Learning Center. All rights reserved.
  • 198. Effort & Task Types  Project will make schedule computations based on the task type selected by the user. Work = Duration x Units.  Task Type: Task Type Description Fixed Units Use this option when you don’t want project to modify the resource allocation when you modify the duration. (default) Fixed Duration Use this option when the duration is known and the number of resource will not affect the duration. Fixed Work The Effort Driven box is grayed out. The duration and resource units are adjusted to accommodate the amount od work required for the task by the user. © 2010 NR Computer Learning Center. All rights reserved.
  • 199. Effort & Task Types Effort Driven Not Selected Effort Driven Selected Fixed Units Project will not modify the percentage of a resource’s assignment to a task. The timeline will change based on the number of resource allocated to the task. Fixed Duration The duration will not be recalculated when a resource is added or removed from the task. resource units will be calculated based on the task work and the duration of the task. Fixed Work The duration and resource units are adjusted to accommodate the amount of work prescribed for the task by the user. © 2010 NR Computer Learning Center. All rights reserved.
  • 200. How do you Estimate task duration?  Methods for Estimating Task Duration 1. Similarity to other activities 2. Historical Data 3. Seek expert advice © 2010 NR Computer Learning Center. All rights reserved.
  • 201. Other factors affecting the estimate  The expectations of the person doing the work.  Volume of work and production rates  crew sizes  Capacity and capability of resources.  Work methods and physical constraints  Achieving quality (adequate time for testing, etc). © 2010 NR Computer Learning Center. All rights reserved.
  • 202. Estimate Activity Times  For each activity, the model usually includes 3 time estimates: 1. Optimistic time – shortest time in which the activity can be completed. 2. Most likely time – the completion time having the highest probability. 3. Pessimistic time – the longest time that an activity might require.  The expected time for each activity = (Optimistic + 4 x Most likely + Pessimistic ) / 6  6 standard deviations = [(Pessimistic – Optimistic) * 6]^2 © 2010 NR Computer Learning Center. All rights reserved.
  • 203. Top-Down Summary Tasks  In a Top-Down Scheduling Project Work, you identify the major phases (or summary tasks) first, and then break the phases down into individual tasks. © 2010 NR Computer Learning Center. All rights reserved.
  • 204. Steps in CPM Project Planning 1. Using the WBS, list the Individual Activities 2. Determine the Sequence of the Activities. 3. Draw the Network Diagram. 4. Estimate the completion time of each activity. 5. Identify the critical path (longest path through the network with 0 slack time) 6. As the project progresses, update the CPM diagram as the project progresses. © 2010 NR Computer Learning Center. All rights reserved.
  • 205. 4 types of activities:  ES – earlier start time: the earliest time at which the activity can start, given that its precedent activities must be completed first.  EF – earliest first time, equals to the earliest start time for the activity plus the time required to complete the activity.  LF – latest finish time: the latest time at which the activity can be completed without delaying the project.  LS – latest start time – equal to the latest finish time minutes the time required to complete the activity.  The slack time for an activity is the time between its earliest and latest start time, or between its earliest and latest finish time. Slack is the amount of time that an activity can be delayed past its earliest start or earliest finish without delaying the project.  The critical path is the path through the project network in which none of the activities have slack, that is, the path for which ES=LS and EF=LF for all activities in the path. A delay in the critical path delays the project. © 2010 NR Computer Learning Center. All rights reserved.
  • 206. Managing the Project © 2010 NR Computer Learning Center. All rights reserved.
  • 207. Printing Reports © 2010 NR Computer Learning Center. All rights reserved.
  • 208. Grouping © 2010 NR Computer Learning Center. All rights reserved.
  • 209. Filtering © 2010 NR Computer Learning Center. All rights reserved.
  • 210. Managing Multiple Projects © 2010 NR Computer Learning Center. All rights reserved.
  • 211. Custom Fields © 2010 NR Computer Learning Center. All rights reserved.
  • 212. The Organizer © 2010 NR Computer Learning Center. All rights reserved.
  • 213. Defining Resources © 2010 NR Computer Learning Center. All rights reserved.
  • 214. Resource Leveled Schedule © 2010 NR Computer Learning Center. All rights reserved.
  • 215. Initial Schedule © 2010 NR Computer Learning Center. All rights reserved.
  • 216. Network Diagram 2 1 Task ID 6 7 3 4 5 © 2010 NR Computer Learning Center. All rights reserved.
  • 217. Calculate Float and Critical Path 3, 4 3, 4 2 1, 2 1, 2 5, 7 5, 7 6 0 3, 3 6, 6 1 ES, EF LS, LF Task ID Float 3 0 7 3 0 8, 9 8, 9 3, 5 4, 6 0 6, 6 7, 7 4 5 1 1 © 2010 NR Computer Learning Center. All rights reserved.
  • 218. Percent complete  % Complete – is a subject assessment of the schedule completion. (most commonly used)  % Work Complete – is the status of a task expressed as a percentage of the total work required to complete it.  Physical % Complete – is a subject value representing how mush of the physical task product is done. © 2010 NR Computer Learning Center. All rights reserved.
  • 219. Thank You! Vazi Okhandiar NR Computer Learning Center 1835 W. Orangewood, Suite 200 Orange, CA 92868 www.nrclc.com (714) 505-3475 © 2010 NR Computer Learning Center. All rights reserved.