How to Create S-Curve by MS Project 2010

1Author: Ong-Art Sanpinit Electrical Charter Engineer วฟก. 1037
OS-MSP-001
Rev.: 01 / 1-06-2016

Sample of Visual in excel

 This article is to explain Project Management
Concept as a quick reference through step by step
guidance using MS Project 2007 or 2010
 The targeted audience is a beginner to the project
management and experienced with MS Project in
early version
Guide line

1. Start Project
2. Plan the Tasks
3. Assign resources
4. Project Baseline set up
5. Update progress
6. Forecast Information
7. Step by Step to S-Curve by using Visual Report
(Export to Excel
8. Close Project
Table of Contents

 Prior to start the project planning, Project manager
should be identified, who can set up a project plan
in MS project 2010
Step-1: Start Project
1. Create a new
Project File
To create a new blank project in Project,
click the file tab. Click new

2. Set project
start date
Go to Project tab. Click Project information

3. Define Project
Calendar
Go to Project tab. Click Change Working
time

4. Save the
Project file
Go to Tab file, select save as with Project
Name or Job Order running number

 In the planning stage, we need to achieved project’s
goals. To do this, we have to identify the project’s
milestone, deliverables and tasks.
 This plan can be use work breakdown structure
(WBS).
Step-2: Plan the Tasks

1. Enter Task Click View tab. In the Task View groups,
click Gantt Chart. In the Task Name fields,
enter tasks.

2. Decide how
you want to
Schedule Task
In Project 2010, we can schedule tasks
manually or automatically. Select schedule
method after enter a new tasks by clicking
in the Task Mode column:-
Note: New Tasks manually set by default in
Option Tab

3. Outline Tasks Create task hierarchy including tasks and
milestones under summary task, which can
be represent phase or other work divisions.
Click the Task tab. In the Schedule group
select Indent or Outdent button
• Tip: if you created a summary task with
duration, start or finish date, then the
tasks that fall under the summary task
will not be rolled up to this summary
tasks.

4. Enter Durations Click the Duration field for a task and enter
a Duration. Two way to entering a
duration:-
 Mutually Schedule task
 A number or text like
“Tomorrow” or “Next after roll
shell” etc.
 Auto Schedule task
 Number only, 3d=3 Days,
0d=milestone, 6? is an estimate
duration.
Note: Both can selected in the Task Mode

5. Link Tasks to
show
relationships
Click the Task tab, in the View Group click
Gantt Chart. Select the tasks that you want
to link then click the Link Tasks button in
the Schedule group, or move a mouse to
bar chart press and drack down to tasks
that you want to link.
To change the default Finish-to-Start (FS),
double click the link line and change.

 Assignments are the associations between specific
tasks and the resources needed to completed them.
We can assign more than one resources to a tasks.
 We can assign work resources (People), material
(Plates, Shell etc.) and cost (THB) to tasks.
Step-3: Assign Resources

1. Add Resources
to Project
Click the Task Tab, in the Views dropdown
list select Resources Sheet. In the
Resources Name filed, type the name of
resources that we’ll use in this project.

2. Assign
Resources to
Tasks
In the Resources Tab, Click Assign
Resources the click resources name then
click assign

3. Enter the Work
Hours spending
on Tasks
After assign a resources to the Tasks, work
hours automatically show in a Work. If PM
prefer control a Working hours, it can be
change in in Work Field. Entering Work
reflects real world scheduling.
Go to Gantt Chart, right click on column
then click Insert Columns type "WORK” to
select the Work Columns

4. Know the Work
Tasks Type
After Assign a resources to Tasks, MS
Project determine how to schedule the
tasks based on the tasks type.(Manually
tasks don’t use task type) durations may
change as we assign resources to tasks.
How tasks types work
Work, duration and unit are determined by
formula:-
Work =Duration x Units

In a… If we revised
Work
If we revised
Duration
If we revised
units
Fixed units tasks Duration changes Work changes Duration changes
Fixed work tasks Duration changes Units change Duration changes
Fixed duration tasks Units change Work changes Work changes
 To set a default task type for the entire project, click the
options. Go to Schedule group, in the default task type box
shown fixed units as a default, we can change to Fixed
Duration or Fixed Work
 To change the task type for an individual, go to tasks tab in
properties group click information or to tasks name double
click it will appear.

5. Identify factors
effecting task
schedules
We can use MS Project 2010 to help for
understanding how changes one task can
effect the rest of the project.
Click the task tab then in the Schedule
group click Inspect Task. A pane opens on
the left showing the factors that affect the
scheduling of selected task.
Or double click in tasks name.

 Create a baseline or interim plan is to compare
between plan and actual.
 Saving baseline plan enables to identify and solve
discrepancy and plan more accurately for similar
future projects.
Step-4: Set the Project Baseline

Step-4: Set the Project Base Line
1. Save the
baseline plan
After the plan is solidly in place for the
finish date, budget and scope, we can
submit a plan for approval.
Once it has been approved, save the
baseline plan.
Click the Project tab, in Schedule group
click Set Baseline

2.View baseline
data in Gantt
Chart views
In Gantt chart view, move a mouse to gantt
area, right click and select Bar Style.
Name Appearance Show for
Task
Row From To
Base Plan
(Custom)
Select bar
shave and
color
Select Normal 2 or 3 Baseline Start Baseline finish

3. View Baseline
in a Table
Go to View tab, in Data group click to Table
and select Variance or insert columns with
custom field.

 Updating the progress is the only way to ensure it
stays on tracks as work is performed. The focus at
this point is on managing changes, updating the
schedule, tracking progress and communicating
project information.
 MS Project 2010 tracks 3 sets of date: Current,
Baseline and Actual. When we set the baseline,
current = baseline. when a task is 100% complete,
current=actual.
Step-5: Update Progress

1. Manage
Change
Managing changes involves modifying
duration, date, dependencies, resource
assignment or tasks based on requested
changes or new information.
Keep the current fields up to date and
compare to baseline.

2. Track actual
date and duration
It’s the best to decide on a single method
for tracking progress. We can enter
percentage complete, actual start and
finish dates, actual remaining durations or
actual and remaining work.
Click the Task tab, select the task that we
want to enter actual progress. In the
Schedule group select the amount of
progress done on the tasks.
Default: 0%, 25%, 50%, 75%, 100%
Note: we can put a number direct to
%Complete field

3. Track Actual
Hours and Cost
If we want to enter actual and remaining
work hours or costs, use tracking table.
Click View tab, in Data group point Table
and select Tracking.
Enter progress data in the Act. Work or Act.
Cost field for the task. Program is
determine if we put the actual start and
actual finish or % Complete.

 MS Project 2010 provide many ways of built in
report, but for us we have to Visual report to create
S-Curve by export to Excel.
Step-6: View Report Information

1. Select a View MS Project 2010 has old and new views to
help you to see project information and
report it to others. Click the View Tab, in
either the Task Views group or Resources
Views group, select the view you want to
use. There’re many view but most useful
ones include:-
• Team planner View
• Timeline View
• Gantt Chart View
• Calendar View

2. Customize a
View
Select the view you want to customize and
then on the Format tab click the type of
view element you want to change, such as
the bar style on the Gantt Chart or
gridlines and time scales of any views.
Tips & Tricks, if you want to filter, sort or
group tasks prior to printing, click the View
tab and then in the Data group, click sort,
Filter or Group options.

3. Print a View or
Report
Set up the current view that we want it to
look when printed. Click the File Tab and
then click Print. A preview part of the view
to see the actual size of the view as it will
be printed.

4. Generate a
Report
In Report tab has many report to view
information of project but we’re intent to
create the S-Curve by using MS Project as a
tools, we’ll focus on how to do it.
Click the Project tab, go to Reports group,
select Visual Report

 Then select Task Usage
 After that click on View
 Then it will open to Excel

Step-7: Step by Step to S-Curve
 In Excel it will export Cost and Cumulative Cost on a
Task Usages Tab

 Expand a Quarter column

 De-select Cost & Cumulative Cost
 Select Work and Cumulative Work

 Go to Chart1 Tab

 Select to a group of Cumulative bar
 Right click, then select Change Series Chart Type and
Select “Line”

 It will appear a line on cumulative work
 The select a group of a small bar
 Right click and select a Format Data series
 Series Options lick on Secondary Axis

 Click on bottom area of Graph (Time Scale)
 Then right click, select Format Axis
 Go to Alignment select Text Direction, Rotate All Text
270 or 90 degree as you like

 Select line option or bar option as you want it

 Just because your project is almost finished doesn’t
mean that your work is done.
 We still need to solve any final project detail and
customer acceptance for final deliverables.
 Conduct a “Lessons Learned” session, recording
information about areas for improvement and best
practices.
 Make any final update to project plan.
 Finally archive the project plan according to our
organization’s guideline.
Step-8: Close the Project

Step-8: Close the Project
1. Save a Project
as a Template
After completing a project, we have to
leverage what we’ve learned in the project
by making it as a template for future
projects.
Click the File tab and Save As and then in
the Save As Type box click Template.

Thanks you
End

How to Create S-Curve by MS Project 2010

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