Project Management with MS Project 2007: Building Construction Project

PROJECT MANAGEMENT WITH MS
PROJECT 2007
BUILDING CONSTRUCTION PROJECT
Fasil Ayele
2010

WHAT IS A PROJECT?
 A project is a well-defined sequence of events with an
identifiable beginning, deliverables and ending

PROJECT MANAGEMENT
 Project management is the planning, organizing and
managing of tasks and resources to accomplish a
defined objective, usually with the constraint of time and
cost.
(ግዜ ከተሰጣት ግመል በመርፌ ቀዳዳ ታልፋለች!)
 Project Management Helps you to answer
 How long the project Will take
 the impact on the overall project if a task is delayed.
 Which tasks are critical
 Are sufficient resources allocated to the project to complete
on time?
 The resource costs of the project
 Is the project on schedule?

PROJECT MANAGEMENT CONT.
 Project management can be broken down in to
three Phases
 Creating the project plan (identify task, resource, time)
 Managing the project (ensuring completion of tasks with
in schedule & budget)
 Progress reporting (communicating project status)

CREATING THE PROJECT PLAN
 The steps involved in setting up a project plan
 Define calendar (Create a work day & holiday schedule)
 Define the project goals and determine what needs to
be done.
 break the project in to phases & sub divide phases into tasks,
 identify project milestones ,
 estimate the duration of each task
 Determine the sequence of tasks (which tasks can be completed
before others?, which tasks can be completed at the same time ?, define task constraints)
 Assign Resources
 Who is needed for each task
 What equipment is needed for each task
 What facilities are necessary.
 What materials are necessary.
 Review the plan (Verify the accuracy and completeness circulate the plan for
review)
 Additional planning issues
 Budget and cost constraints
 Who else needs the project staffs information
 What are the consequences of missing deadlines

IMPLEMENT PROJECT MANAGEMENT
 Tracking
 Follow tasks to be done each day
 Follow supply of resources as per the planning
document
 Update planning with actual data
 Comparing Baseline data to actual data
 Monitor, control and analyze actual executions with
original planning
 Modify and devise method to avoid critical delays
 Splitting Tasks
 Manage over allocations

PROGRESS REPORTING & PROJECT COMMUNICATIONS
 Identify project stake holders
 Identify parties project execution status knowledge
is important to
 Report task execution, Resource Utilization status
and cost to the parties identified above

PROJECT MANAGEMENT WITH MS PROJECT 2007

START A NEW PROJECT
 There are two activities that need to be completed
before starting the planning task
 Setting Project properties
 Setting File properties

Open Microsoft project
Setting Project properties

SETTING PROJECT PROPERTIES
Select Project- project information

Enter Project Start Date

Select project finish date from Schedule from and enter project end date- ok

SETTING FILE PROPERTIES
Optional but important for Addressing project details specially on printed reports

Project information dialog box

 Title :construction of SEGEN administrator &
officials residence
 Subject: project implement file schedule
 Author : fasil A.
 Manager : mesfin T.
 Company: Gugetech Engineering plc :

PROJECT PLANNING WITH MSP 2007

PROJECT PLANNING
 Define calendar
 Define the project goals and
determine what needs to be done.
 Determine the sequence of tasks
 Assign Resources
 Review the plan
 Additional planning issues

Define calendar
Entering the project working this cronies setting the
options and working times in the standard
calendar that all other calendar use as a definite.

DEFINE CALENDAR
choose tools - change working time

DEFINE CALENDAR
Change working time dialog box

DEFINE CALENDAR
click work weeks-- details -- select day of week -- define working
hour-- ok.
change working days of week

DEFINE CALENDAR
Define public holidays
click exceptions- enter name of holiday - enter holiday start &end - ok

DEFINE CALENDAR
you can also define important parameters of calendar like hour of work a day,
hours per week, days month, start of a week &start of a year.
Click options - enter parameter of interest -
ok.

PROJECT GOALS
 Project goals
 Develop A residential facility with one Modern three
bedroom house with a service quarter, five buildings
with associated service quarters each with two two bed
room modern house and six buildings to be used as
Guest house each having two guest rooms.

WHAT NEEDS TO BE DONE
 Define tasks
 Define task relationships
 Define task durations
 Define and Assign project resources
 Define cost resources

TASKS
DEFINE, IDENTIFY, CHARACTERIZE, RELATE

PROJECT TASKS
 Tasks are activities in a project that need a start
and end time with a deliverable
 One needs to identify between the following naming
of tasks to work with MPP
 Summary Task
 Sub tasks
 Critical tasks
 Milestone
 Recurring tasks
 Predecessor tasks
 Successor tasks

PROJECT TASKS CONT.
 Summary tasks:- these tasks define and include same
nature works or sub tasks to be defined.
 The summary tasks for instance in our project are
 Excavation and earth work
 Concrete work (subs structure)
 Concrete work (super structure)
 Masonry work
 Block work
 Carpentry
 Roof work
 Metal work
 Steel structures
 Finishing work
 Glazing
 Electric work
 Seminary work
 Site work
 Fence work

PROJECT TASKS CONT.
 sub tasks – tasks under logical grouping of
summary tasks .It is a good practice in project to
break down tasks into manageable portions
 These smaller manageable portions under
summary tasks are the subtasks
 for instance let us breakdown our summary tasks
into sub tasks
(we consider a residential development project with
three group of buildings administrator residences (3-
bedroom) , Officials Residences(2-Bed rooms) ,
Guest houses and the site work)

PROJECT TASKS CONT.
 Excavation & earth work
 Site clearing
 -Site clearing- Administrator Residence
 - Site clearing-officials residence
 -Site clearing –guest house
 Bulk excavation
 -Bulk excavation -administration residence
 -Bulk excavation – officials residence
 -Bulk excavation- guest house
 Trench excavation
 -Trench excavation- administration
 -Trench excavation- officials
 -Trench excavation- guest house
 Back fill around trench & under hard core
 - Back fill- administration residence
 - Back fill-– officials residence
 -- Back fill - guest house.
 Cart away surplus excavated material
 Hard care
 Hardcore - administration residence
 Hardcore - officials residence
 Hardcore - guest house

PROJECT TASKS CONT.
 Concrete work (substructure)
 Lean Concrete
 Lean Concrete -officials residence
 Lean Concrete- administration residence
 Lean Concrete- guest house
 Grade Beam Concrete
 Bar bending
 Bar bending -administration residence
 Bar bending- officials residence
 Bar bending- guest house
 Form work
 Form work- administration residence
 Form work- officials residence
 Form work- guest house
 Casting
 Casting- administration
 Casting- officials
 Casting- guest
 Slab concrete
 Reinforcement
 - administration
 - officials
 -- guest
 Concrete casting
 - officials
 -- guest

PROJECT TASKS CONT.
 Concrete work superstructure
 Column
 Reinforcement
 administration
 officials
 guest
 Form work
 administration
 officials
 guest
 Concrete cast
 administration
 officials
 guest house
 Top tie
 Reinforcement
 administration
 officials
 guest hawse
 Form work
 administration
 officials
 guest house
 Concrete casting
 - officials
 - guest house

PROJECT TASKS CONT.
 Masonry
 administration
 officials
 guest house
 Block Work
 administration
 officials
 guest house
 Carpentry & joinery
 Rooting carpentry
 - officials
 - guest house
 Wooden doors.
 - officials
 - guest house

PROJECT TASKS CONT.
 Roof Work
 Roof cover
 administration
 officials
 guest hawse
 Gutter &down pipe
 administration
 officials
 guest hawse
 Metal work
 administration
 officials
 guest hawse

PROJECT TASKS CONT.
 FINSIHLNG
 Comment mortar plastering
 administration
 officials
 guest house
 Gypsum plastering
 administration
 officials
 guest house
 Floor finish & skirting
 administration
 officials
 guest house

PROJECT TASKS CONT.
 Wall ceramic works
 - officials
 - guest hawse
 Window sill
 administration
 officials
 guest hawse
 Pavement , half ditch &curve store
 administration
 officials
 guest

PROJECT TASKS CONT.
 Glazing
- administration
 - officials
 - guest house
 Painting
 Chip wood ceiling
 administration
 officials
 guest
 Walls & concrete surfaces
 administration
 officials
 guest
 Sanitary installation
 Sanitary line installation
 administration
 officials
 guest house
 Sanitary fixture
 administration
 official
 guest house

PROJECT TASKS CONT.
 Electrical installation
 Point installation
 administration
 officials
 guest house
 Fixture
 administration
 officials
 guest house
 Site work
 Site sanitary installation
 Elevated water task
 Earth work
 Concrete work
 Perforation
 Steel structure

PROJECT TASKS CONT.
 Septic tank
 Earth work
 Concrete work
 Masonry work
 Block work
 Finishing
 Pipe work
 Fence work
 Excavation &Earth work
 Concrete work
 Masonry work
 Finishing work
 Metal work

DEFINING SUMMARY TASKS ON MSP 2007
 Open Microsoft Project (view—Gantt Chart)

DEFINING SUMMARY TASKS ON MSP 2007

DEFINING SUB TASKS ON MSP 2007
Enter sub tasks—select subtasks- click Indent—Summary task and subtasks identified

DEFINING SUB TASKS ON MSP 2007
View of summary and subtasks

PROJECT TASKS CONT.
 critical tasks
 A critical tasks is defined as a task which if delayed will delay
the end date and time of the project
 critical tasks are shown as a red bar on the gantt chart.
 Non- critical tasks
 A non critical task is defined as a task. Which if delayed, will
not have an effect on the project end date.
 Milestone
 tasks with duration of zero are set as mile stores.
 milestones usually represent the completion of an event,
phase or other manageable goal with in the project
 when duration is entered zero the Gantt bar charges to a
diamond shaped mark

DEFINING CRITICAL TASKS ON MSP 2007
 Microsoft schedule will define tasks critical or non
critical depending their position and property in the
schedule .
 We can make the following so that microsoft project
can highlight its critical tasks so that we can give
attention to the tasks.

DEFINING TASKS ON MSP 2007
Enter sub tasks—select subtasks- click Indent—Summary task and subtasks identified

DEFINING MILESTONES ON MSP 2007
OR
Select Task—change duration to ‘0’ –enter-----gantt chart should show diamond

Double click task----select Mark task as milestone---ok

PROJECT TASKS CONT.
 Recurring Tasks
 Recurring task is a task that occurs repeatedly with is a
project
 This could be a weekly meeting, a status report or regular
inspections
 instead Of typing the task repeatedly with in a schedule a
recurring task needs only be entered once
 A recurring task can be set to repeat daily ,weekly, monthly or
yearly
 click task name---- select (insert, recurring one) ----Recurring
task----- fill in the appropriate details.
 Predecessor task
 a task that must be started or finished before task can begin
 Successor task
 A task that can only start or finish after another task has
finished is called successor task.

DEFINING RECURRING TASKS ON MSP 2007

DEFINING PREDECESSOR TASK TASKS ON MSP 2007
 Refer Task Relationship section

DEFINING SUCCESSOR TASK TASKS ON MSP 2007
 Refer Task Relationship section

DEFINE TASK RELATIONSHIPS
 Any two tasks if have relations then their relation
ship can lie under one of the folowing
 Finish to start task relation
 Start to start task relations
 Finish to finish task relations
 Start to finish task relations

FS –FINISH TO START TASK RELATIONS
 lets defile most finish to start tasks .
 layout drawing should be approved before carrying out setting out.
 setting out should be complete before site clearing & bulk excavation.
 Bulk should be done before formations & trench excavations.
 Trench should finish before lean concrete under masonry .
 Back fill under hard core should be complete before hard core.
 formwork and reinforcement should be complete before concreting.
 rooting carpentry should finish before roof covering.
 super structures concrete work should complete before block work.
 Block work should complete before door and window metal work
 Block work should finish before plastering
 plastering should finish before painting concretes.
 sanitary line installation should finish before wall ceramic.
 floor tiles should be finished before wooden door carpentry.
 Glazing should finish before electrical & sanitary fixtures fixing.
 roofing work should complete before plastering.

DEFINE FS TASK RELATIONS WITH MSP-2007
 Linking tasks with a finish to start relation ships
 Select the tasks to be linked -- Edit -- link tasks.
 This links the tasks with a finish to start relationships.
 In a finish to start relationship, an overlap or time
delay between two task is called a lag, Lead times
are entered as negative numbers.
 To enter task relationships in the task form fields
double click on task-- select predecessor --- define
lag.

DEFINE FS TASK RELATIONS WITH MSP 2007
Select the two tasks having finish to start relation –click link button on task bar
This is the quickest

Select the task—double click task—task information dialog appears—select
predecessor-select task name from drop down—select Finish to start from type –
enter lag time—ok

SS –START TO START TASK RELATIONS
 To start a task if some other task needs to start then
these two tasks need to have a start to start relation
between them
 Lets defile most to start tasks
 Lean concreting should start for masonry to start .
 Blok work should start for plastering to start.
 reinforcement should start for form work to start.
 masonry should start for sanitary drainage to start.
 linking tasks with start to start relation
 Select the tasks to be linked—Click edit –click tasks—double
click arrow –change type to start to start—ok .

FF –FINISH TO FINISH TASK RELATIONS
 Refer slides above
SF –START TO FINISH TASK RELATIONS
 Refer slides above

TASK DURATION
 Task Duration is the time factor that is needed to get the
job done
 The task duration is usually done on to basis
 When delivery date is known and more important and
resource is assumed to be available
 When delivery date is less important and Resource
constraint exists
 In construction during defining tasks the following has to
be strictly followed
 We should always follow recommended curing times And
waiting times
 We should always follow Finish to start relations.
 When setting duration always proportionate with the real
production efficiency

SETTING TASK DURATION IN MS PROJECT
Select task—Go to duration –Enter Duration of task—Press Enter

TASK CONSTRAINTS
 When a task is first entered in to project the task
start date is project start date
 After tasks are linked and resource are assigned
project sets start and finish dates based on task
dependencies and resource availability
 A constraint is a restriction imposed on the start or
finish data.

DEFINE A TASK CONSTRAINT
 Double click task—select advanced on summary
task information dialog box—select constraint
select constraint date –ok .

CONSTRAINT TYPES
 Constraints are of two kind in nature
 Flexible constraints
 Such constraints are not tied to specific dates and gives the
schedule flexibility
 Inflexible constraints
 Such constraints are tied to a particular date and should be
used less of them because they take flexibility away from the
schedule.

FLEXIBLE CONSTRAINTS
Constraint description Flexible for
As soon as possible Starts the task as late as possible based on
other constraints and depending
All projects
As later as possible Starts the task as soon as possible based on
other constraints and depending
All projects
Finish no earlier
than
Finish the task on or after an entered date Projects scheduled from a start
date
Start no earlier than Starts the task on or after an entered date Projects scheduled from a start
date
Finish no later than Finishes the task on or before an entered date Projects scheduled from a finish
date
Start no later than Starts the task on or before an entered date Projects scheduled from a finish
date

INFLEXIBLE CONSTRAINTS
constraint description Inflexible for
Finish no earlier than Finish the task an or after an entered
date
Projects scheduled with a finish date
Start no earlier than start the task an or after an entered date Projects scheduled from a finish date
Finish no earlier than Finish the task an or before an entered
date
Projects scheduled from a start date
Start no earlier than Start the task an or before an entered
date
Projects scheduled from a start date
Must finish on Finishes the task or an entered date All projects
Must start on starts the task or an entered date All projects

TASK DEADLINES
 A dead line is a date that you want or need the task
completed by
 Setting a dead line does not affect the task
scheduling in any way but project places a down
ward projecting allow on the Gantt chart to indicate
the dead line and an indicator when the dead line is
exceeded

SETTING A DEADLINE
Select the task you want to assign deadline—double click task –information dialog
appears—select advanced—select dead line –enter deadline—ok .

RESOURCES
DEFINE, IDENTIFY, ASSIGN AND MANAGE ALLOCATION

DEFINE
 A resource can be any
 item or material (brick, cement, water etc),
 Place (shades, storage etc)
 Equipment (dump truck, mixer etc
 persons (human being)
necessary to complete the task.
 A task might require a single resource or multiple
recourse to be completed.
 In naming resource we should be consistent
enough.
 There are three types of resources in Ms project
 Work resource
 Material resource and
 Cost resource

DEFINE
 Work resources are people and machines, and they
need time (hours, days, weeks etc.) to perform the
tasks
 Material resources are consumables like bricks,
stones, sand ,concrete, etc. material resources are
time independent
 Cost Resources are time independent resources
like advance bond guarantee, performance
guarantee.

IDENTIFY
 Tasks are identified and now it is time for identifying what is needed to
get the task done
Task Unit Quantity Duratio
n
(days)
List of Resource Unit Qua
ntity
Concrete m3 4 1 Gravel m3
Sand M3
Cement Qtal
Water m3
Mixer Pc
DL No
Forman No
Site
clearing
m2 10 1 Bachhoe loader
forman
Loader operator

RESOURCES FOR THE EXAMPLE PROJECT
No Item of work material Equipment & tools resource
1 Site cleaning Back hoe loader spandex doula -operators
-DL
-forman
-engineer
-PM
2 Bulk excavation Back hoe water excavator for spade ,down -operators
-DL
-forman
-engineer
-PM
3 Trench excavation Back hoe loader spade, doma -operators
-DL
-forman
-engineer
-PM
4 Back fill -selected material
-water
Compactor spade doma
Back hoe lands compaction tools
-Dmp truck Drive -
operators
-DL
-forman
-engineer
-PM
5 Cart away Drip truck
-back hoe loader
-Dmp truck Drive
-DL
-forman
-engineer
-PM

6 Hard core -basaltic stone -sundry humane -DL
-Forman
-engineer
-PM
7 Lean concrete -gravel 02’
-concrete
-sand
-black wire
-mixer -DL
-Forman
-engineer
-PM
-Mixer operator
8 Bar bending -reinforced bars
-black wire
-bar cutter(Grinder)
-bar bending tools
-gutet(wire cutter)
-DL
-bar man
-foreman
-engineer
-PM
9 Form work timber(euclyptus)
timber –tawela
-panels
-nails
-carpentar
-DL
-foreman
-engineer
-PM

10
Concrete cast -gravel 02’
-sand
-cement
-water
-vibrator
-mixer
-mixer operator
-DL
-forma
-engineer
-PM
11 masonry -basaltic stone
-sand
-cement
-water
-mixer mason
-DL
-forma
-engineer
-PM
12 Block work
-HCB_20
-HCB_15
HCB_10
-sand
-cement
-water
-level
-mixer
-Carpenter
-DL
-forma
-engineer
-PM
13 Root covers -nail
-roof cover of
specification
-Carpenter
-DL
-forma
-engineer
-PM
14 gutter & down pipe -steel sheet
-lead
-nail
-Acid
-puc clamp
-Ria to
-PVC pipes
-welder -Gutter man
-DL
-forma
-engineer

15 Roof carpentry -timber
-purl in 5x7
-chip wood
-purling 4x5
-nail
- scaffolding -Carpenter
-DL
-forman
-engineer
-PM
16 Woods doors -timber
-keys
-adhesives
-pairts
(manufactured door)
-sealing machines (tools)
-painting nadir
-Carpenter (wood work)
-DL
-forman
17 Metal work -steel profiles
-paint
-lead
-black wire
-key
-accessories
Welding machine
Cutting machine
compressor
-welder
-DL
-forman
-engineer
-carpenter
-mason
18 Cement plastering -cement
-sand
-water
plasterer
-DL
-forman
-engineer
19 Gypsum plastering Gypsum
-water
tools Gypsm plasterer
-DL
-forman
-engineer
-PM

20 Floor finish & skirting -tile of spec
-skirting of sped
-sand
-cement
-water
Tiller (mason)
-DL
-forman
-PM
-engineer
21 Wall ceramic -ceramics
-sand
-cement
-water
Tiller (mason)
-DL
-forman
-PM
-engineer
22 Window sill & edpe work -window sill material
-sand
-cement
-water
-angle iron profile
-grinding (cutter) machine plasterer
-DL
-forman
-engineer
-PM
-carpeting
23 Pavement & half ditch -ceramics
-sand
-cement
-water
-halfdifen manufactory
-mixer
-DL
-forman
-engineer
-carpenter
24 glazing -glasses
-stucco
-screw driving
-glass cutter
-glazer
-DL
-forman

25 painting -paint
-accessories
-painter
-Forman
26 Electrical
installation
-electrical cables
Electrical wires
-electrical
distribution boxy
-electrical tool box -electrical
-DL
-Forman
27 sanitary
installation
-sanitary pipes
-sanitary joints
-sanitary filets
-sanitary
accessing
-sanitary tool box -sanitary mason
-DL
-forma

ASSIGN RESOURCES
 The two most common location to enter recourses
are
 The Assigning resource dialog box.
 The resource sheet.
 Assign resource dialog box
 Click on the Assign resource button and the Assign
resource Dialog box appears.
 Type the name of the resource in the name box and
enter.
 The resources sheet
 Click view click Resource sheet
 Enter the name and details of resource

ASSIGN RESOURCE DIALOG BOX
 Click on the Assign resource button and the Assign resource Dialog box
appears.
 Type the name of the resource in the name box and enter.

THE RESOURCE SHEET
Click view --- click Resource sheet--- Enter the name and details of
resource

THE RESOURCE SHEET
name The name of the resource.
type The type of resource work or material.
Material label The units of management for a material resource tons , pouds, tons , gross etc
initials The abbreviated name of the resource.
Group A name that is useful for grouping resources that can be hand for sorting & filtering
Max. Units The total number of resource unite available
Std rate Standard wage, salary or gate for the resource
Ovt rate Over .time rate for the resource
Cost/use Cost amount per use of each resource unit
Accrue At Accrual method for costs;
Start, end/or prorated
Base calendar Choose a calendar from the calendars available
code An identification code, such as an accounting code that you night
Want to use for sorting, filtering or reporting

ASSIGNING WORK RESOURCES
 Assigning work resources
 Select the task you want to assigning a resource of
resource to
 Click on the assign resources button and the
assigning resource dialog box appears.
 Select the required resource & click assign.
(100% that resource is assigned out unit .you can
change the percentage assignment if you wish in
the units field)
 Select all the tasks to assign one resource common
to all
 Select all resources to assign to a task is also
possible.

ASSIGNING MATERIAL RESOURCES
 Material resources are either variable, or fixed
 Variable material resource are resources whose consumption
varies with time
 Fixed material resource are resources despite duration of
tasks the consumption doesn’t change
 Assigning variable material resources.
 Select task
 Click assign resource button
 Select material
 Enter gate in units field like 2/h
 Assigning fixed material consumption
 Select task
 Click assign resource
 Select material
 Enter the number of units needed for the task.(the material the
task consumes)

ASSIGN COSTS RESOURCE.
 There are two types of costs in MP project,
 Resource costs
 Fixed costs
 Each resource of task can have a costs associated
with it.
 The resource sheet can be used to enter basic cost
information.

OVER ALLOCATION & CONFLICT OF RESOURCES
 During Planning phase if resource planning is not
carefully done
 Conflict of interest happens when a single resource is
assigned to two or more tasks at the same time
 Over allocations – when resources are short over
allocations happens (for instance for a task which
needs 2x amount of a resource and the maximum
resource defined is x then the resource is said to be
over allocated
 Usually fixing resource planning exactly the way it
should be we can avoid this.

GETTING DONE WITH PLANNING
 Presenting project plan to the technical project
team, defend and modify
 Present project to company management , defend
and modify
 Present the plan to client and consultant, defend,
modify and finalize
 Get approval or acceptance signatures from
authorized signatories of each party (contractor
(Gugetech Engineering), client, consultant

Good Job you are Done planning

Implement Project Management
with Ms Project 2007

IMPLEMENT THE PROJECT
 Baseline
 Setting Baseline
 Saving Baseline
 Deleting baseline
 Tracking
 Follow tasks to be done each day
 Follow supply of resources as per the planning document
 Update planning with actual data
 Comparing Baseline data to actual data
 Monitor, control and analyze actual executions with original
planning
 Modify and devise method to avoid critical delays
 Splitting Tasks
 Manage over allocations

BASELINE
 Before the first task begins a base line should be
set . (A base line is a schedule confirmed and free
of conflicts)
 For construction projects a baseline is the schedule
accepted by the client as well as the consultant.
That should be a schedule with approval from all
parties
 Setting a base line is a critical step in the
scheduling process
 As a project progresses, assignments will change.
A base line is useful for comparing the planned
schedule with later version of the schedule to see
what changes have occurred.

SAVING A BASELINE
 When a baseline is set the data in the schedule
fields is copied over to the baseline fields.
 If a baseline is saved before the schedule planning
is finished , a new base line can be saved over the
existing baseline.
 Select tools—tracking –set baseline—ok .

CLEARING THE BASELINE
 Select tools—tracing –clear baseline—select the
appropriate baseline to clear.

TRACKING THE PROJECT
 Tracking is the process of gathering and entering task
information in to the schedules.
 Before the first task in the project can begin the project
schedule should be fully developed and baseline should
be set.
 When actual task progress is entered ,the project is
automatically recalculated and subsequent tasks are
scheduled based on the actual data, task
dependencies, resources and constraints.
 Task progress should be entered chronologically so that
the remainder of the project can be evaluated and both
positive and negative impacts can be dealt with on
proactive basis rather than a reactive basis (controlling
or clearing a situation rather than just responding to it).

ENTERING ACTUAL PROGRESS
 There are five types of actual data that can be
entered in project
 Actual start & finish dates
 Percentage complete
 Actual duration & remaining duration
 Actual & remaining work.
 Actual and remaining cost
 Actual task data can be entered using one of the
following feature
 The update task dialog box
 The tracking tool bar

TRACKING THE DAY TO DAY STATISTICS
To find statistical data about the project anytime you can go to tracking tool bar
and select project statistics

FILTERING TO DO LISTS
 You can trace to do lists for a day or aperiod of time
 Select project—filtered for –Date Range—Enter start
time—Enter End time –ok

RESOURCE MANAGEMENT
With resource Usage form you can see expected supplies to the project so that
the project goes well.

SPLITTING TASKS
 A task can be split or rescheduled to interrupt the
work and ten resume the remainder of the work at a
later point in the schedule
 View –Gantt chart –select required task—click the
split task button on the Standard toolbar –position the
mouse at the point of split need and left click—hold and
move the splitter part to the point of restart

MANAGE OVER ALLOCATIONS
 When a resource is short of what is needed
resource is over allocated
 The resource over allocated is highlighted red in the
resource sheet
 To manage over allocation
 Split tasks
 Increase maximum resources available or defined
 Reschedule

COMPARING BASELINE TO ACTUAL DATA
 The project baseline provides the basis for
comparing costs, work and dates for all tasks and
resources.
 By comparing the project progress to the baseline,
the project can be monitored to ensure
 tasks are on schedule,
 resources ,are completing their work and
 costs are not exceeding the budget.
 The following table describes the tools in project to
analyzes and compare baseline, actual and
scheduled data.

COMPARING BASELINE TO ACTUAL DATA
tool type description
Tracking Gantt chart Displays actual & base line information
Variance table Displays the difference between the actual information & base line
information
work table Displays the actual &base line costs and shows the variances
cost table Displays the actual &base line costs and shows the variances
Cost over budget Task filter Displays all tasks with a cost greater than the base line cost
Slipping tasks Task filter Display all tasks that are bleared schedule
Work over budget Resource filter Displays all resource with scheduled work greater than the base line
work

THE TRACKING GANTT
 Select view—tracking Gantt.
 Patterned Gantt bars represent the update schedule
for tasks that have not been started or are in
progress
 Double click on any white area on the Gantt chart to
view the bar styles definition dialog box to find out
what each bar represents.

THE PROGRESS LINE
 A progress line represents the tasks progress
 The progress can be drawn on the Gantt chart view
and tracking Gantt view
 The progress line create peaks. Peaks point to the
left for work that is behind schedule and to the right
for work that is a head of schedule.
 Progress line can be automatically displayed of the
current date, at recurring intervals and on specific
dates.
 Select tool—tracking –click progress line –select the
appropriate progress line options & click ok.

THE PROJECT DATA TABLE
 Select view—view bar—more views—Select task
sheet—apply
 select view—table cost—the cost table is
displayed.
 All task cost information , including variances, is
displayed.

PROJECT REPORTING & PROJECT
COMMUNICATION

PROGRESS REPORTING
 Progress reporting is an important tool in project
management.
 The management evaluates , monitors and control
the project using the reports
 Reports should always be done always in a manner
that proactive responses are actionable.( i.e. they
should be timely and to the correct person or unit)
 Ms project comes with 26 pre defined views and 25
predefined reports that can be printed.

PROGRESS REPORTING
 Select Report –Reports –Report Dialog Box—select
category—Click on desired report—print it out—
distribute (if neessary)

PROJECT COMMUNICATION
 Monthly Project Progress report should be sent to
client and consultant through official letters.

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