Ms Project Workshop

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An introduction to build a schedule using MS Project.

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Ms Project Workshop

  1. 1. 21 December 2009 MS Project Seminar Eder J Alves, PMP Program Manager
  2. 2. Agenda 1. What’s a Project? Why Microsoft Project? 2. Brainstorm milestones and tasks with Project team. 3. Work Breakdown Structure. 4. Define dependencies between tasks. 5. Identify resources to complete project work. 6. Assign tasks to resources. 7. Create custom calendars to define working time. 8. Create a critical tasks schedule. 9. Create a project baseline. 10. Report progress to management.
  3. 3. What’s a Project? Why Microsoft Project? A project is a finite endeavor (having specific start and completion dates) undertaken to create a unique product or service which brings about beneficial change or added value; A project is a carefully defined set of activities that use resources (money, people, materials, energy, space, provisions, communication, motivation, etc.) to achieve the project goals and objectives; MS Project is a tool to help you to plan projects, manage and update project information, and communicate the status once the project is under way; Microsoft Project is designed exclusively to manage resource usage and project scheduling;
  4. 4. Brainstorm milestones and tasks with Project team SoC IP 1 Design specifications 1 Architectural Definition 3 Test specifications 2 Design specifications 2 Integration & Test specification 3 Test specifications 4 Floor plan 4 Quality Process - Planning 5 Pad ring 5 Preliminary Release for Integration 6 Feature Complete RTL 6 Integration Ready 7 Test Bench 7 Block Guide Update 8 Netlist for Backend 8 Verification complete and all Final Views 9 STA Constraints 9 Follow-up Documentation Update 10 Placement 10 Quality Process Update - Solid 11 ... 11 ...
  5. 5. First WBS than others... WBS is a tree structure, that permits summing of subordinate costs for tasks, materials, etc., into their successively higher level “parent” tasks, materials, etc. Green Snake Project IP Integration Verification DFT eTPU Build 1.0 ACP Build 1.1 ... ...
  6. 6. Understand PM Tools Input Output (Schedule) Task Information Task Name Gantt Duration Tool The “Black Box” PERT Task Relationships (algorithm) Resource Graph Fixed Costs Constraints Resource Information Who Availability Cost The Input/Output Model
  7. 7. Starting a Project
  8. 8. Creating a Project
  9. 9. Ways to view Project Data Charts can be either Gantt Charts or Network Diagram Charts both of which are a diagrammatic representation of the project data; Forms contain the data relevant to a single specific task or resource; Sheets are a table of all the Tasks or all the Resources that are part of the Project.
  10. 10. MS Project Menus – The Tool Bars Back • Create a New blank file. • Link the selected tasks with a Finish- • Open an existing File. to-Start relationship • Save the current file • Unlink the selected tasks. • Perform a File Search • Split the selected tasks • Print the active View • Open the Task Information dialog box. • Print Preview the active view • Attach a note to the current task. • Spell check the selection. • Add Resources. • Cut the highlighted section to the • Publish Information. Clipboard • Group Information. • Copy the highlighted section to the • Zoom in. Clipboard • Zoom out. • Paste from the Clipboard. • Go to selected task. • Format Painter. • Copy a static Picture so it can be used • Undo the previous action. in another application. • Insert a hyperlink Launch the Web • Display the Office Assistant toolbar.
  11. 11. Duration and Task Types Duration = Work ÷ Resource Units
  12. 12. Duration and Task Types Duration = Work ÷ Resource Units
  13. 13. Task Detail
  14. 14. Dependency Links If you link tasks, Project will automatically update your schedule when any part of your plan change.
  15. 15. Dependency Links Predecessor A task whose start or finish date determines the start or finish date of its successor task. Successor A task whose start or finish date is driven by its predecessor task.
  16. 16. Create lag time and lead time In Project, you can build in a delay between the finish of one task and the start of another. Or you can make one task overlap with another.
  17. 17. MS Project Language Summary Task Delay Total Slack EA SS Task A SE LE Predecessor Task Free Slack Task B Successor Task EA The earliest possible time a task can start. SS The scheduled start time of the task. SE The scheduled end time of the task. LE The latest possible time a task can end. Clarification of Terms
  18. 18. Task Information
  19. 19. Constraint task It's recommended that you allow Project to use flexible constraints to calculate the start and finish dates for tasks based on the durations and task dependencies you enter. http://office.microsoft.com/en-us/project/HP010307831033.aspx
  20. 20. Constraint task You can set a deadline date for a task to keep track of its finish date without locking the schedule without an inflexible constraints. http://office.microsoft.com/en-us/project/HP452952091033.aspx
  21. 21. Assigning Resources You can sometimes make it worse when you try to change the data back to what you think it should be. This can create a “seesaw” effect, in which the values never equal what you intended. Using the Details Form, you can set the Units and Work values at the same time
  22. 22. Resolving Overlocations Resource Usage view in the upper pane and the Gantt chart view in the lower pane
  23. 23. Leveling Delay
  24. 24. Calendar
  25. 25. Critical Path A critical path is the sequence of project network activities which add up to the longest overall duration. This determines the shortest time possible to complete the project. Any delay of an activity on the critical path directly impacts the planned project completion date.
  26. 26. Critical Path
  27. 27. Text Styles
  28. 28. Baseline your project Baseline is a common project management term. It refers to a set of data about your project that represents its state before the work actually began. In Project, a baseline is a copy of the Start, Finish, Work, and Cost for all the Resources and Assignments, plus Duration for all the Tasks in your project.
  29. 29. Percentage complete Resource Usage with Percent Work Complete
  30. 30. Actual Work Resource Usage view set up to record actual work
  31. 31. Tracking Gantt view Baseline is a common project management term. It refers to a set of data about your project that represents its state before the work actually began. In Project, a baseline is a copy of the Start, Finish, Work, and Cost for all the Resources and Assignments, plus Duration for all the Tasks in your project.
  32. 32. Report progress to management.
  33. 33. 21 December 2009 MS Project Seminar Eder J Alves, PMP Program Manager

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