Outline MS Project Intro Calendar Project Summary Network Diagram WBS Resources Filter and Grouping Customization Constraint Recurring Task Resource Analysis and Leveling Tracking Earned Value Analysis Reports If you want more details or service related MS Project You can reach me through my email agrawalakshay28@gmail.com .

1. MS Project
DEPARTMENT OF CIVIL ENGINEERING
CONSTRUCTION PROJECT MANAGEMENT
PARUL UNIVERSITY
VADODARA
AKSHAY AGRAWAL (170305216001)

2. AKSHAY AGRAWAL 2
Outline
1. MS Project Intro
2. Calendar
3. Project Summary
4. Network Diagram
5. WBS
6. Resources
7. Filter and Grouping
8. Customization
9. Constraint
10. Recurring Task
11. Resource Analysis and Levelling
12. Tracking
13. Earned Value Analysis
14. Reports

3. MS Project
Introduction
First, let's look
at the opening
screen so that
we can become
familiar with its
layout and
terminology,
how to create a
new file in
MSP?
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4. Landing Page
 The Gantt Chart :
The Gantt chart is a
combination of the entry
sheet and the bar chart.
This is the main working
area of project.
 Entry Table :
It contains column like
indicator field, task
mode, Task name,
Duration, Start, Finish
etc.
There is also an option
for insert column
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5. SelectAuto-
schedule Mode
Also you can do by
alternative
 Select column of
task mode
 Go to task
 Select auto schedule
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6. Introduction to Calendar
CALENDAR
Base
Calendar
Standard
Night Shift
24 Hours
Based on
usage
Project
Calendar
Task
Calendar
Resource
Calendar
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 Standard Calendar : Monday to Friday from 8:00 A.M. to 5:00
P.M. With one hour break(12:00 P.M. to 1:00P.M. )
 24 hour Calendar : It has no nonworking time. Its working time
is 12:00 A.M. to 12A.M. ,it schedules 24 hours a day, 7 days a
week.
 Night Shift : It covers graveyard shift schedule of Monday night
through Saturday morning, from 11PM. To 8AM. , with one hour
break (3:00 AM. to 4:00 AM.)

7. How to create a
Project Calendar ?
 Go to Project
 Click on Change
working time
 Open window as
shown on screen
 Click on create a
new calendar
 Give name of
calendar and Ok.
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8. To be cont.…..
 Go to work weeks
 Click on Details
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9. To be cont.…..
 Select Working days
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10. To be cont.…..
 Click on “Set days to
this specific working
time”
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11. To be cont.…..
 Select Non-working
days
 Then Click on “set
days to nonworking
time”
 Click on OK
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12. To be cont.…..
If you want to set
holidays like republic
day, independence day,
holi, Diwali etc. ,
 Click on “Exception”
 Select day from
Calendar ( Exa. There
is Mahashivratri on
14th of February
which is selected
from calendar)
 Give description
 For reoccurrence of
holiday click on
“Details”
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13. To be cont.…..
 Add one more
holiday for better
understanding.
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14. To be cont.…..
 Specify work or non
work
 If work is ongoing
on holiday then click
0n working day and
Enter time
 Give reoccurrence
pattern if it comes on
particular date or any
day of month
 Give range of
occurrence as per
project span
 Ok
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15. To be cont.…..
 Click on “Option”
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16. To be cont.…..
 Click on “Schedule”
 Enter details like
start time, end time,
hours per day, per
week, per month etc.
 After filling all
details click on OK
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17. To assign Project
Calendar
 Go to Project
 Click on Project
Information
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18. To be cont.…..
 Check Start date and
time
 Assign Project
Calendar
 OK
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19. To assign Project
Calendar Gantt
Chart
 Right click on Gantt
Chart
 Click on “Timescale”
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20. To be cont.…..
 Select Non-Working
time
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21. To be cont.…..
 Select colour of
nonworking time
 Assign “Project
Calendar”
 OK
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22. Final View after
assigning Project
Calendar
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23. Enter Activity
 Enter activity step by
step
 Enter duration of
activity
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24. Relation-ship between Activities
Finish to Start
(FS)
Start to Start
(SS)
Finish to
Finish (FF)
Start to Finish
(SF)
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25. Enter Relationship
 Enter Predecessor as
per activity.
 Observe the Gantt
chart to understand
relationship between
activity.
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26. Project Summary
 Go to “Format”.
 Click on “Critical
Task”.
 Red Strip shows
critical activity.
 Click on “Project
Summary Task”.
 We can Know total
duration of Project.
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27. Network
Diagram
 Go to “view”.
 Click on “Network
Diagram”.
 Each node contains
task name, duration,
task id, start date,
finish date, and if
assigned, the
resources
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28. Work Breakdown
Structure
 WBS is called as
organized method of
dividing a activity
into sub activity.
 To create “WBS”
 Go to “Task”
 Select Sub-activities
for main activity
 Click on “Indent”
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29. To be cont.…..
 To Show WBS
default Code,
 Right click on Entry
level on Entry Sheet
Top
 Insert a Column
”WBS”.
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30. How to Define
Custom WBS
 Go to Project.
 Drop down WBS.
 Define Code.
 Give Sequence,
Length, Separator, as
per requirement
 After that, Go to
WBS
 Renumber to Entire
Project
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32. How to add
Resources?
 Go to “View”.
 Click on “Resource
Sheet”
 Add Resources.
 Add maximum
availability of
resource.
 Add rate per hr or
day.
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33. How to assign
resource to
activities?
 Go to Gantt-chart.
 Right click on
activity
 Click on “Assign
Resource”.
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34. To be cont.…..
 Add resource as per
availability.
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35. Cost after
assigning
Resources
 Assign all resources to
all activities.
 Insert a column of
“cost”.
 Gantt-chart shows all
assigned resources.
 Red mark in first
column shows over
allocation.
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36. Filter & Grouping
Filter helps to focus on specific aspects of project.
There are two types of Filter: 1. Task Filter
2. Resource Filter
To apply filter an hide all other information, follow this step:
Go to view > Data Group > Click on Filter button >Choose the filter you want from Menu > Ok
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37. Filter by Critical
Task
All critical activities
shown on screen.
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38. Group by
Resources
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39. All types of Filter
and Grouping
 If you want to create
a filter or group by
customize click on
New filter or New
Group.
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40. Cost greater than
3000
 Click on More Filter
 Select cost greater
than…..
 Enter value 3000
 Then see result.
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41. Customisation
You can set up a custom field and provide the information on any sheet associated with a task
oriented view of project.
1. Creating a custom field
2. Using a custom field
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42. Creating a
custom field
 Go to Project.
 Click on “Custom
Field”.
 Rename text 1 with
Responsibility.
 Click on Look up
Table.
 Add some values
with description.
 Click on Import look
up table.
 Select
project1(current)
 Ok > Ok
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43. Using a custom
field
 Add new column of
Responsibility.
 Assign responsibility
as per Task.
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44. Constraints
Flexible type
As soon As possible(ASAP)
As late As Possible(ALAP)
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Semi flexible type
Start No Earlier than
Start No Late than
Finish No Earlier than
Finish No Late than
Inflexible type
Must Start On
Must Finish On

45. How to Give
Constraint?
 Select activity >
Right click >
Information >
Advanced in
dialogue box
 You can give
Constraint as your
requirement.
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46. Example
Activity 6
Constarint : Start No
Earlier Than
Date : 27th February
OK
It display as the second
Picture shown in slide.
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47. Recurring Task
A task that Repeat at certain interval.
You can create a recurring task that repeats for a fixed no of times or that ends by a specific
date.
Examples: Weekly staff meeting
Quarterly report
Monthly Safety meeting
Monthly budget review
Inspection
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48. Exa: Recurring of
Safety Inspection
for Excavation
 Select activity below
whom you want to
give Recurring task
 Go to Task Toolbar.
 Dropdown Task >
Recurring Task
 One Dialogue box
will open
 Give Task Name
 Give duration
 Select Recurrence
pattern
 Give Range
 OK
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49. AKSHAY AGRAWAL 49

50. Resource Analysis and Levelling
Once resource are assigned for each task in project, it is necessary to check whether there is any
over allocated resource.
The over allocation is indicated in an indicator field in Gantt table and Resource Sheet, it is
also indicated in
Task Usage
Resource Usage
Team Planner
Resource graph
Resource Sheet
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51. Gantt chart View
Over allocation
Indicators
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52. Resource Sheet
View
Over allocated
Resources in Red Colour
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53. Task Usage View
 Go to “View”
 Click on “Task
Usage”
Advantage
 Main Purpose is to
show the resources
assigned to each
Task
 It helps in organise
resources by task,
calculate work effort
and cost by task
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54. Resource Usage
View
 Go to “View”
 Click on “Resource
Usage”
Advantage
 To check Over-
allocation Problem
 Calculate no. of Hours
of Each Resource
 Calculate the time of
additional work is
assigned to particular
resource
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55. Team Planner
View
 Identify of Over-
allocation is become
easy.
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56. Resource Graph
View
 View > Other View>
Resource Graph
 It clearly shows over
allocation.
 Easy to identify the
Problem in
Graphical
Representation
 It shows how a
resource used
 Note: It shows
information of only
one resource at a
time.
 Click the scroll
arrow that appear
below left pane of
this window
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57. Resource Form
View
It shows work, cost,
schedule etc, aspects of
particular resource.
AKSHAY AGRAWAL 57
Based on Work Based on Cost

58. Resource Levelling
Techniques of Resource Levelling
Automatic
By Splitting
By Delaying
Manual
Stretching
Crunching
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59. Automatic
Levelling
 Go to Resource
 Click on Levelling
Option
 Select Automatic
 Level Entire Project
 Level All
 OK
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60. Manual Levelling
 Manual Levelling
can be carried out
from
 resource usage
or
 resource sheets
or
Resource Graphs
Note : We can Also
levelling by Split the
Task, Delay the Task,
Overtime in Resource
Form.
AKSHAY AGRAWAL 60
Ex: Manual Levelling By Resource Graph

61. Tracking
 Tracking is the process of collecting, entering and analysing of actual project performance
values, such as work on tasks and actual durations,
 Tracking is the second major phase of Project Management.
 Tracking means Recording the project details such as what work was done by whom, when the
8work was done and what it cost . These details are called as actual.
 Estimates v/s Actuals
 Baseline : It is snapshot of Project that you take when you complete planning phase or some
critical phase. Base line is a set of data saved in the same file where you track actual progress
data.
 Project enables you to save up to 11 baseline and equal no of interim plans during project.
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62. Create Baseline
 Go to Project
 Dropdown Set
Baseline
 Tick on Baseline or
Interim Baseline
 Tick on Entire
Project > OK
Note: Interim Plan is
Similar as a Baseline
But it save only start
and finish date of
activity
AKSHAY AGRAWAL 62

63. To Show
Baseline in Gantt
Chart
 Right click on Gantt
Chart
 Click on Show/Hide
Bar-style
 Base Line
 Select Baseline
AKSHAY AGRAWAL 63
View Before Save the Baseline View After Save the Baseline

64. Updating Task and Actual Performance
Using Variety of techniques, you can record actual information for a project by filling in the
following field for each task and that tracks the progress of your project.
Actual start date | Actual Finish date | Actual Duration | Remaining Duration | percentage
Complete
Entering Task’s Completion Percentage
AKSHAY AGRAWAL 64

65. To Track or
Update Task
 Go to Project
 Update Project
 Give Status Date
 Tick on 0-100%
Complete
 Entire Project
 OK
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66. To show Status
Date on Gantt
Chart
 Right Click on Gantt
Chart
 Select Gridline
 Select Status Date
 Give Type and
Colour
 OK
AKSHAY AGRAWAL 66
Status Line

67. To Show %
Complete
 Right click on Data
Entry Sheet.
 Insert a Column
 %complete
 %work complete
 Physical %Work
Complete
AKSHAY AGRAWAL 67
Based on
Duration
Based on
Work
Based on
Actual
Site
Condition

68. Tracking Table
 Go to View
 Dropdown Table
 Select Tracking
AKSHAY AGRAWAL 68
Tracking Table

69. Tracking Gantt
Chart
 Go to Task
 Dropdown Gantt
chart
 Select Tracking
Gantt Chart
AKSHAY AGRAWAL 69
Tracking Gantt Chart

70. Actual Site
Condition
 Select Activity
 Go to Task
 Dropdown Mark on
Track
 Update Task
 Either change
%complete OR
change duration/date
 OK
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71. Comparison after
updating
AKSHAY AGRAWAL 71
Before Update
After Update

72. Earned Value Analysis
BCWS - Budgeted Cost Work Schedule (Plan Value)
BCWP - Budgeted Cost Work Performed (Earned Value)
ACWP – Actual Cost Work Performed (Actual Cost)
Cost Variance = BCWP – ACWP Schedule Variance = BCWP - BCWS
CV% = CV / BCWP SV% = SV / BCWS
CPI = BCWP / ACWP SPI = BCWP / BCWS
Where , CPI=Cost Performance Index Where, SPI = Schedule Performance Index
AKSHAY AGRAWAL 72

73. Results
Cost Performance
Index
Schedule
Performance Index
Less than 1 (<1) Over Budget Behind the Schedule
Equal to 1 (=1) No Profit No Loss On Schedule
Greater than 1 (>1) Under Budget Ahead of Schedule
AKSHAY AGRAWAL 73
Cost Variance Schedule Variance
Negative (<0) Over Budget Behind the Schedule
Equal to (=0) No Profit No Loss On Schedule
Positive (>0) Under Budget Ahead of Schedule

74. To be cont….
Estimate At Completion
EAC = AC + (BAC – EV)/CPI
Estimated Time at Completion = Original Time at Completion / SPI
AKSHAY AGRAWAL 74

75. Earned Value
Table
 Go to view > Table >
more table >Earned
Value
 Excavation is
completed 12%
instead of 33% so
there is schedule
variance which is
negative and shows
task behind the
schedule.
AKSHAY AGRAWAL 75

76. Reports
Select Report into Main Status bar >
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