MS Project Foundation

1. Microsoft Project Professional - Foundations
September 2017

2. Agenda
Introduction
1
Managing the Schedule
3
Defining Tasks, Dependencies and Entering Resource Assignments
2
Reporting
4
Conclusion and Q & A
5

3. Objectives
• The objectives of this session is to show some of the fundamentals
around how to use Microsoft Project Professional
• This session is designed to show Program and Project Manager (and
optional other EPS users) best practices with MS Project Professional
• This course doesn’t relate to EPS processes, but is a best practices
introductory session on how to
COMPANY CONFIDENTIAL 3

4. 4
Consolidated
PPM Solution PPM in the Cloud
Resource
Management

5. Microsoft Office Project 2016 - Introduction
Characteristics of Microsoft Project 2016:
 It is a tool that help you to effectively plan, manage, solve execution problems, track, share and
report on your projects
 Best practices, standardization and coordination of project management efforts are conducted in
an enterprise environment

6. Agenda
Introduction
1
Managing the Schedule
3
Defining Tasks, Dependencies and Entering Resource Assignments
2
Reporting
4
Conclusion and Q & A
5

7.  Project
o Start Date
o Calendar
 Tasks (WBS)
o Duration
o Predecessors
o Constraints
 Resources
o Availability
 Assignments
o Units
o Work Contour
Project
Assignments
Resources
Tasks
Microsoft Project Planning Components

8. Home
House
Foundation
Walls
Roof
Parking
Leveling
Pavement
Garden
Landscaping
Project
Management
Charter
WBS
Schedule
Work Breakdown Structure Example

9. Phases allow for aggregation and comparison of cost across different project types
Example of a WBS using Phases & Deliverables
Home
Design
Architecture
Drawings
Construction
House
Foundation
Walls
Roof
Parking
Leveling
Pavement
Garden
Landscaping
Finishing
Cleaning
Project
Management
Charter
WBS
Schedule

10. Translation to Microsoft Project
Home
House
Foundation
Walls
Roof
Parking
Leveling
Pavement
Garden
Landscaping
Project
Management
Charter
WBS
Schedule

11. • Tasks have one of two task modes in Project 2016:
• Manual
• Automatic
• Manually scheduled tasks do not have a value in the Duration, Start or Finish
column by default, but any value can be entered
• Automatically scheduled tasks have a value in the Duration, Start and Finish
column by default
Task Mode

12. What are Dependencies?
 Dependencies are relationships in which a task starts or finishes once another task:
• Started
• Is in progress
• Finished
 The Project Management Institute defines: “Sequence Activities is the process of
identifying and documenting relationships among the project activities”1
1) A Guide to the Project Management Body of Knowledge (PMBOK® Guide), 2008 Edition. Newtown Square, PA: Project Management Institute.

13.  Dependencies allow Microsoft Project to automatically recalculate dates when there
are delays
 Without dependencies, Project Managers cannot see the impact and need to
recalculate dates manually
Why Dependencies?

14.  Finish-to-Start (FS)
 Start-to-Start (SS)
 Finish-to-Finish (FF)
 Start-to-Finish (SF)
Dependency Types
In a Finish-to-Start relationship , the
predecessor task must reach completion
before the successor task can begin.
In a Start-to-Start relationship , the
predecessor task and the successor task
begin at the same time.
In Start-to-Finish relationship the successor
task can finish when the predecessor tasks
starts.
In a Finish-to-Finish relationship , the
predecessor task and the successor task
reach completion at the same time.

15.  Tasks
 Summary Tasks
 Milestones
 Inactive Tasks
 Manually Scheduled
Task Bars

16. Demonstration

17.  All tasks are scheduled using a Task Type in MS Project.
 The Task Type determines how the estimate for the work or duration can be calculated.
 Tasks may have an estimate for duration and/or work:
 Fixed Duration – Used when resource
availability is unpredictable due to other
work commitments
 Fixed Work – Used when there is a
degree of certainty on the number of
hours required to complete a task
 Fixed Units – Used when resources
have known or limited availability
Task Types

18.  If I increase Units using Fixed Duration, then the Work will increase, the Duration will remain
fixed
 If I increase Duration using Fixed Units, then the Work will increase, but the Units will remain
the fixed
 Recommendation use Fixed Duration
 Used when resource availability is unpredictable due to other work commitments
 Will have the least impact on schedules when resources updates are applied to the schedule from resource
timesheets
Task Types Behaviour
Task Type Duration Work Units
Fixed Duration Fixed Increase Increase
Fixed Work Increase Fixed Decrease
Fixed Units Increase Increase Fixed

19.  To set the Task Type Default
 Select File
 Select Options
 Select the Schedule Tab
 Scroll to Default Task Type
 Change the value
 Select OK
Setting Default Task Type

20.  Tasks may have an estimate for duration and/or work
 Duration is the amount of time it takes to complete a task
 Work is the amount of man-hours (person-time) required to complete the task
Duration = 5 days
Work = 6 + 4 + 4 + 8 + 2 = 24 hrs
Hours
per
day
Task
8
7
6
5
4
3
2
1
1 2 3 4 5
Day
Duration vs. Work

21.  Duration x Units
Resource assignments are expressed in the Units field
The Units field is the amount of assigned hours relative to the number of
available hours
If a resource works 24 hours on a task during a workweek of 40 hours, then the
resource works part-time on the task as per the following calculation:
Units = 24 hours / 40 hours = 0.6 = 60%
Work =
Resource Assignments

22.  The Gantt Chart view includes a Resource Names column that allows
users to enter or select resources
 To select a resource, click in the (blank) cell in the Resource Names
column of the task to which a resource needs to be assigned and check
one or multiple resources
Resource Names Column
• The Resource Names column assign resources by default at the Max Units.

23. Assign Resources Dialog Box
 The Assign Resources dialog is a “floating” dialog that remains active
when selecting tasks behind the dialog
 The dialog also allows users to enter the Units and view the resulting
assignment Cost
To assign resources, click on the
Assign Resources command of
the Resource ribbon.

24. Task Form
 The Task Form allows users to toggle between schedule, work, cost,
notes and objects information by right clicking on the gray background
of the form
 Expose the Task Form by checking Details on the View ribbon
Click on the first or next blank
row in the Resource Name
column of the form to assign a
resource.

25. Team Planner View
 The Team Planner is a new view in Project 2016
 It allows users to visually assign tasks to resources while monitoring
workloads and non-working time

26. Demonstration

27. Agenda
Introduction
1
Managing the Schedule
3
Defining Tasks, Dependencies and Entering Resource Assignments
2
Reporting
4
Conclusion and Q & A
5

28. Why do we update the schedule?
 Achieve the results you want – measure scope, time, and cost against
the baseline
 Expedite execution – track with metrics
 Create an early warning system – use variances to gauge the need for
change
 Manage expectations – communicate progress to stakeholders
 Promote coordination – use information transparency
Do not create a schedule for approval or to say it is a complete deliverable;
use the schedule as a tool to inform you what the impact on project delivery the tasks are having

29. Prepare the Project for Tracking
 Preparing the project for tracking and managing requires identification
of the target to be achieved and the area to focus on:
Identify the critical path as the set of tasks to focus on
Create a baseline as a target for tracking progress
Collect progress info and track variances

30. 50%
Status Date
Updating the Schedule
Updating the schedule is a 5-step process:
1. Set the baseline
2. Enter progress
3. Reschedule uncompleted work
4. Variance analysis
5. Closing the schedule

31.  The baseline is a snapshot of the project at the end of planning, before
execution
 It is the version of the schedule that the team members and
stakeholders have agreed upon
Task Name Duration Start Finish
Task 1 5 days Mon 4/4 Fri 4/8
Task 2 5 days Mon 4/11 Fri 4/15
Task 3 5 days Mon 4/18 Fri 4/22
Task Name Baseline
Duration
Baseline Start Baseline Finish
Task 1 5 days Mon 4/4 Fri 4/8
Task 2 5 days Mon 4/11 Fri 4/15
Task 3 5 days Mon 4/18 Fri 4/22
When setting the baseline, fields are copied to the baseline fields that can exposed through views
and tables
Baseline

32. • How does the baseline look like in the Gantt chart?
Black bars represent the
baseline. Colored bars
represent the forecast.
If there is a delay in the forecast,
you can see the colored bars shift,
whereas the black bars remain.
The Tracking Gantt shows the baseline and critical tasks by default
Tracking Gantt Chart

33.  There are 11 baselines:
 Baseline (a.k.a. “Baseline 0” or “the default baseline”)
 Baseline 1-10
 There are also 10 interim plans:
 Start1/Finish1-Start10-Finish10
 Re-baseline your project after a change request that impacts the schedule has been
approved
 Copy the current baseline into Baseline 1-10, to retain a copy of the baseline when
re-baselining
Note: that out-of-the-box variance and tracking features are based on the default
Baseline field, not Baseline 1-10
Baselines can be copied to measure the variance from one baseline to another baseline
Multiple Baselines

34.  Upon completing the schedule, go to the Project ribbon, click on the Set Baseline
command, and click Set Baseline
 In the Set Baseline dialog box, ensure
Set baseline is selected and ensure that Baseline is
selected in the drop-down
 Click OK
Baseline – Set up the Initial Baseline

35.  Return to the Set Baseline dialog box and
select Set interim plan
 In the Copy field, select Baseline
 In the Into field, select Baseline1
 Click OK
In the Set baseline field, note the date when the baseline was last set
We set this baseline, to show the original baseline for future comparison
Baseline – Creating the Initial Baseline

36. After the first change request has been approved,
return to the Set Baseline dialog box
Ensure Set baseline is selected and ensure
that Baseline is selected in the drop-down
Click OK
Click Yes to confirm overwriting the current baseline,
remember, there is a copy of the original baseline
in Baseline1
Baseline – Creating a new Additional Baseline

37. Return to the Set Baseline dialog box and
select Set interim plan
In the Copy field, select Baseline
In the Into field, select Baseline2
Click OK
It is important NOT to select Baseline1 as would remove the original baseline
Baseline – Creating an Additional Baseline

38.  Variance Analysis is the process of comparing actual progress with planned
progress.
 There are five types of variances calculated by Microsoft Project using the
baseline:
 Duration Variance
 Start Variance
 Finish Variance
 Work Variance
 Cost Variance
Trend analysis is the process of reviewing variance over time to determine whether performance
is improving or deteriorating. However, Microsoft Project does not provide trend reports out of
the box.
Variances in Microsoft Project

39.  After task updates have been incorporated into the schedule,
reschedule any uncompleted work to a date after the status date
Today Today


Uncompleted Work

40.  Remaining work shows how much time a resource has remaining on
an assignment
 When the remaining work or remaining duration is changed to zero,
then that is a way to indicate that the task is completed
 Alternatively this can be indicated by entering an Actual Finish date
Remaining Work

41.  The end date of a fixed duration task may change if:
 The task started late
 Not all resources (assigned to the task) started their work on the same day
 There was an interruption during the task (split)
 Remember Fixed Duration does not mean Fixed Finish Date; it will still take the
same duration to complete
 If a fixed duration task started on time, but progressed slower than planned,
then the resource units of the remaining days will increase
 If the task was not finished as planned, one day with all remaining work will
automatically be added to the task with all remaining work
Fixed Duration – Task Duration Changes

42. Demonstration

43. Agenda
Introduction
1
Managing the Schedule
3
Defining Tasks, Dependencies and Entering Resource Assignments
2
Reporting
4
Conclusion and Q & A
5

44. What is Reporting?
 Reporting entails various tools and techniques to create different
representations of the schedule through:
 Views, Tables, Fields
 Sorting, Filtering, Grouping
 Formatting
 Printing and Exporting
 Reports Ribbon

45.  Microsoft Project 2016 provides different types of views that present
project information
 You can use default views that are created via the installation of MS
Project on your desktop
 Or custom views created by the EPS Administrator
 Or create your own
 Views are made of 3 components:
 Tables
 Filters
 Groups
Reporting – Views Overview

46. Table
Group
Filter View
Reporting – Views Overview

47. 47
Charter
Tue 10/29/13 - Thu 12/12/13
WBS
Fri 12/13/13 - Thu 12/26/13
Schedule
Fri 12/27/13 - Fri 1/10/14
Foundation
Mon 1/13/14 - Thu 2/27/14
Walls
Fri 2/28/14 - Thu 5/1/14
Roof
Mon 1/13/14 - Fri 5/16/14
Home Project
Tue 10/29/13 - Mon 6/2/14
Roof Completed
Fri 5/16/14

48. Microsoft Project provides different types
of views that present project information.
They use different formats and components,
such as tables, filters, groups, and details.
You can use the current views or create
your own, with your specific tables filters
and groups.
To select a specific defined view click on
the Gantt Chart option on Ribbon
Select Apply
Reporting – Views Overview

49.  Multiple Views> Split Screen
 Select Details check box in the View tab (ribbon) to view project in split
screen
Reporting Views - Overview

50. A table is a collection of fields displayed in columns.
Each table displays different collection of fields.
You can add or hide columns, or create your own tables.
Reporting – Views Overview - Tables

51. On the View tab, in the Data group, click the Tables arrow to see more options.
In the Tables drop-down list, click Save Fields as a New Table.
In the Save as
New Table dialog
box, type the
custom name
(in this example,
AL Entry Table),
Click OK.
Reporting – Views Overview - Tables
Note: After saving a new table, the table name will be listed as a choice in the
Tables list in the Custom section.

52.  Insert Column – Inserts an available field to the left of the selected column
 Hide Column – Removes the selected column
from the current view
Note: The column remains with the view for subsequent use. To permanently
remove the column, you must edit the view
Reporting Overview - Tables

53. Filters allow for the extraction of specific information from tables, Filters are
associated with either task or resource data.
Select a Filter from the list to refine the information
displayed
Or create a new filter using Excel like options
(equals, contains, begins with etc.)
Reporting – Views Overview - Filters

54.  Groups are used to organize and sort task or resource information.
 Select a field from the list to Group By
 Or use one of the pre-defined groups
Reporting – Views Overview - Groups

55.  The Gantt Chart Tools/ Format tab provides users with a quick and easy way to
customize basic Gantt chart views
 Format, Columns, Bar Styles Gantt Chart Styles, Show/ Hide, Drawings
Reporting – Gantt Charts Formats

56.  The default view of Project is the Gantt with Timeline combination view
 The default view may be changed in the Options dialog box
 The Timeline view can be hidden or displayed using the View ribbon
 The view can also be used to scroll and zoom the Gantt chart
 You can add any task or milestone
The Timeline view is stored in the project plan and does not need to be recreated; it
stays synchronized with the project plan at all times.
Reporting - Timeline View Fast Facts

57. Microsoft Office Project 2016 offers several ways to report project progress:
 Copy Picture (Task tab – Clipboard group – Copy Picture)
 Create Office Document (Copy Picture – see screenshots below)
 Print Default and Custom Views (File – Print – Print)
 Print Default and Custom Reports (Project tab – Reports group – Reports)
 View and Print Visual Reports (Project – Reports group – Visual Reports)
Copying to Other Microsoft Products

58. Demonstration

59. Agenda
Introduction
1
Managing the Schedule
3
Defining Tasks, Dependencies and Entering Resource Assignments
2
Reporting
4
Conclusion and Q & A
5

60. Thank you!
• Questions