How would you structure your project ? How can you manage and follow up your project? Answers on this in this slideshow

1. MS Project
Project structuring - Project
management H. Van de Vyver

2. Project structuring
 Introduction
 Project management
 MS Project
 Structuring the project
 Tasks
 Resources
 Assignment
 Timing
 18.30 – 20:00
 20:30 - 21.30

3. Project management
 Time
 Duration
 Deadline
 Cost
 Resources
 People
 budget
 Scope
 Managing product constraints
 Communication and information

4. Excel
Visio
Project
Access

5. From brainstorming to mature project
Time
Complexity
Mindmanager
Outlook
Powerpoint
MS Project

6. Mind manager: brainstorming

7. Project 1
Start Date of project : 1/06/2016
Standard Calendar
 Analyse existing treaty
 Study period 3 weeks
 negotiation period 1 month
 publication period 5 days
 Propose first draft of treaty
 negotiation with countries 2 months
 publication of drafts 9 days
 translation of the documents 2 weeks
 Final version
 discussion with the EU Council 1,5 months
 discussion at the Parliament 2 months
 discussion at the Commission 0,5 months
 Public signature of the Treaty ?
 Publication
 print en/fr 3 days
 web publication 2 days
 Translation 2 weeks

8. Exercise – New country
 End Date of project : 15/12/2016
 Standard Calendar
 prepare and discuss
 analyse demands 2 w
 select countries to accept 5 d
 define requests 8 d
 negotiate
 With legal authorities 1 mo
 With political authorities 1 mo
 With financial authorities 0,5 mo
 accept an publish
 finalize agreement 2w
 publicize externally 8 d
 publicize internally 5 d
 publicize on the web 1 d
 country follow up
 Schedule 5 w
 Timing 2w

9. Exercise – New country (update)
 The three tasks of negotiate
 With legal authorities
 With political authorities
 With financial authorities
Are in a parallel sequence (started together)
 accept an publish
 publicize internally lag time of 3 days
 country follow up
 Schedule : split three weeks (wherever)
 Recurring task: meeting first Wednesday
of each third month

10. Exercise – New country (resources)
 Political negotiator
 100 % available
 Never works on Friday
 3000 eur / month – 30 eur/h
overtime rate
 Legal negotiator
 10 hours a day – never goes on
holiday (except Weekends)
 3000 eur / month – 30 eur/h
overtime rate
 Financial negotiator
 Goes on holiday for three
weeks in July
 3000 eur / month – 30 eur/h
overtime rate
 Head of negotiators
 85 % on the project
 Standard calendar
 5000 eur / month – 50
eur/h overtime rate
 Translator
 3000 eur / month – 30
eur/h overtime rate
 Works all mornings from 7
to 13 hrs
 Publisher
 Standard calendar
 3000 eur / month – 30
eur/h overtime rate

11. Exercise – New country
(resource allocation)
 prepare and discuss
 analyse demands – political negotiator – 100 %
 select countries to accept – head of negotiators – 100%
 define requests - political negotiator – 50 % / legal negotiator – 50 %
 negotiate
 With legal authorities - legal negotiator – 100 %
 With political authorities - political negotiator – 100 %
 With financial authorities - financial negotiator – 100 %
 accept an publish
 finalize agreement political negotiator / head of the negotiators (keep duration)
 publicize externally – publisher 100 %
 publicize internally – publisher 100 %
 publicize on the web – publisher 100 %
 country follow up
 Schedule - political negotiator / legal negotiator / financial negotiator (keep
duration)
 Timing - political negotiator / legal negotiator / financial negotiator (keep
duration)
 Meeting
 everyone

12. Project follow up (Day 2)
Recap exercise
Follow up
Baseline
Actual data
Communication
View and print
Reports
Global projects
Group projects
Resource pool
 Timing
 9.00 – 12.30
10.30 (1/2 h cb)
 14.00 – 16.30
15.30 (1/4 h cb)

13. Recap exercise – New country
 Add two tasks in « prepare and discuss »
 feedback on requests 2 wks
 follow up on requests 2 wks
 Both tasks for the political negociator at 100 % and parallel after « define
requests »
 Add three tasks in « country follow up »
 financial follow up 5 mo (financial negotiator)
 legal follow up 1 mo (legal negotiator)
 political follow up 0,5 mo (political negotiator)
 All tasks parallel after « timing » but with 3 wks of lag time for each task
 Add a lag time of 3 days to « finalise agreement » and a lead time of
2 days to « define request »
 Change the availability of the head of the negociators to 100 %
 Remove all exceptional calendars, all participants work like the
standard project calendar from 8.30 h to 12 and from 14.30 h to 18
hrs
 Add a new ressource, head of publishers, working 25 % on the
project and costing 35 €/hr (normal hours). This ressource will help
the publisher on all his tasks

14. Exercise 1
Create a new baseline in new country and look to
 Baseline
 Variance
In the statistics of your project
Or in the table Baseline and in the table Variance (View menu)
What do you see ?

15. Exercise 2
Update your project (new country)
 All tasks of « Prepare and discuss » are 100 % ok
according to plan on 23 october
 « Negotiation period » is 100 % ok according to
plan on 1/11
 « publication period» is 25 % ok
 Finalize agreement had a workload of 26 hrs
 « schedule » actually started three weeks after
plan
 « timing » actually started two weeks after plan

16. Exercise 3
In the project New country
 Insert a column to show the status indicators
 Put two progress lines, one on 15/02/11 and another in
15/03/11 than switch of the lines (but keep the dates)
 Include a summary task to your project

17. Exercise 4
 Find and look at the following reports (new country)
 Completed task report
 Overbudgeted task
 Who does what
 Make your own report based on who does what when but
limit it to the second year

18. Exercise 5
 Create two subprojects
 Prepare and discuss
 Negotiate
 Make a new consolidated projects out of this two
subprojects
 Add a project summary task

19. Exercise 6
 Create a new ressource pool with john the negociator, paul
the translator, peter the publisher and mary the head of
translators; get rid of the allocation and the ressources of
your two projects and share this new ressources