Ms project management

PLANNING, SCHEDULING
AND
TRACKING RESOURCES
USING
MS PROJECT MANAGEMENT
Presented by: Harrison Chinunki – +268 7623 0566,
chinunki@gmail.com

DEFINING PROJECTS
2

A Project is a series of activities designed to
achieve a specific outcome with a set of budget
and time-scale

Presented by H. Chinunki, chinunki@gmail.com 09/13/12

Getting Started with Project
3

Microsoft Project is a Windows based, graphical
application that allows you to manage projects.
Project management involves three basic
activities:
1. Planning
2. Scheduling and
3. Tracking

4

What types of projects do you plan,
schedule, and track in your job?


5

Typically, you are given a project consisting of a
broad goal or objective, and you must plan,
schedule, and track the project activities and the
people or resources assigned to the project so
that you achieve the desired goal.


Factors considering scheduling
6

You must 1. You can have a task that one
person working full-time can
consider many finish in a week.
factors when
2. Another option is to assign
scheduling tasks two people to the task,
in a project thereby cutting the time in
half.

3. Another option is to assign
one person who can work
overtime.

Tasks
7

Tasks are often dependent on other tasks. Even
if you have assigned ample resources to a task,
you may still need to wait for the completion of
another task. For example, you cannot start a
remodeling job until the blueprints are ready.
You therefore need to create relationships
between tasks that depend on each another.

8

After you have assigned the time you think it will
take to complete a task, the resources needed
to complete the task, and the task relationships,
you have the foundation of your project. Once
the project begins, you must track the project to
make sure that tasks are completed on time and
within budget.

9

 Project helps simplify project management by
allowing you to do the following on a personal
computer:


10

 Enter tasks.  Track progress and costs
 Enter the duration for each once the project begins.
task.  Track planned vs. actual
 Link tasks to other tasks progress and costs.
 Assign resources to tasks
 Produce reports on every
to effectively schedule and aspect of your project.
utilize a resource’s time.  Access and distribute
 Assign costs to resources project information over an
and tasks. intranet or the World Wide
Web.


Starting Project
11

The first thing you need to do is start the Project
application. Project automatically creates a new
project upon startup, and you can create
additional projects once you are in the
application


12


Gantt Chart View
13

Essentially, Project is a large database that
stores all of the information for your project.
Because the database contains many different
components, Project uses views to display
related information on the screen


14

The default view is the Gantt Chart view, which
contains two panes. The left pane displays the
Gantt table, which lists each task, the task’s
duration, and other task information. The right
pane displays the Gantt bar chart, which
graphically represents the schedule information.
The two panes are separated by the divider bar.
You can drag the divider bar to see more of
either pane. by H. Chinunki, chinunki@gmail.com 09/13/12
Presented

Elements of a Gantt Chart View Application Close
Cancel Entry Restore Down
bar
Enter Minimize

Active field Restore Window
Indicators
column Close
Window

View Bar

Divider bar Gantt bar chart
Gantt table

Entering Project Information and Tasks
16

When you start a new project, you need to
enter general information, such as the start
date, costs, project user for the project.
Project uses this information when printing
reports and scheduling tasks. Start by
defining the properties of the project that
you are Presented by H. Chinunki, chinunki@gmail.com 09/13/12
going to manage.

17

To enter project information,
Click on the Project menu and click on Project

Information.
Project displays the Project Information dialog
box


18


19


20


21

Project automatically assigns the name Project1
to your first new project. You change this name
when you save your project.


Entering Tasks
22

When you start a project, you are faced with a
broad objective, such as opening a new store or
producing a brochure. To organize the project
effectively, you must break it down into a series
of smaller, more manageable tasks. You then
enter and organize these tasks. When you enter
tasks, you also enter the length of time it will
take to complete the tasks, which is called the
duration. Presented by H. Chinunki, chinunki@gmail.com 09/13/12

23

How do you break down tasks in your
projects at work?


24

There are two basic approaches to entering
tasks.
1.One is to enter the high-level tasks (summary

tasks) first and then enter the low-level tasks
(subtasks) later.
2.The other approach, is to enter all the subtasks

first and then group them under summary tasks.

25

Enter task names and durations in your project
as below:


26


27

If a task extends over nonworking time (such as
Saturdays and Sundays), Project displays the Gantt
bar over the nonworking time but does not count
them towards the completion of the task. To count
nonworking time, specify elapsed duration by
prefixing an e to a unit of time. Use the following
abbreviations: e m in (elapsed minute), e hr (elapsed
hour), e d a y (elapsed day), e wk (elapsed week), or
e m o (elapsed month). For example, 2 e d a y
specifies a full 48-hour period.

Inserting Tasks
28

After you create and enter the tasks in your
project, you may want to add tasks that you had
not thought of or new tasks that you have
discovered. These tasks will not always go at
the end of the project, so you may have to insert
them between existing tasks.


29


Entering Recurring Tasks
30

A recurring task is any task that occurs at
regular intervals (daily, weekly, monthly, or
yearly) during the course of a project. Examples
of such tasks might be weekly visits to a project
site, daily preparation of project status reports,
or monthly meetings with members of the project
team.

31

When you create a recurring task, you insert a new
task. You cannot convert an existing task into a
recurring task. Project bolds the recurring task,
indicating that it is a summary task. Project creates
a subtask for each occurrence of the recurring task.
For example, if you insert a recurring task for a
meeting that occurs every Friday for four weeks, the
recurring task actually represents four separate
subtasks.

32


Exercise
33

Click on task 4, and insert a recurring task
named H update m
old eeting.
Schedule it for 2 hours every Monday for 4
occurrences.


34

Project creates a Gantt bar for each occurrence
of the recurring task and displays an icon in the
Indicators column indicating that it is a recurring
task

Recurring task icon Recurring tasks


35

If a field contains text, and the column is not
wide enough to display all of the text, Project
cuts off the text. If the field contains numeric
data, Project displays number signs (#######).

Demonstrate how to expand the Duration field.


36

Notice that the task name of the recurring task is
preceded by a plus sign (+). You can click on the
plus sign to display the individual occurrences of
the recurring task.
Project replaces the plus sign with a minus sign
(–).


Entering Milestones
37

A milestone is a check point in your project that
must occur but does not take any time. Two
examples are an approval or sign‑off before the
project can proceed, and the completion of a
stage of the project. To Project, a milestone is a
task with a zero time duration.


38

 Enter the three milestones from the screen
shot that follows


39

Milestones


Case Study
40

 What distinguishes a recurring task from a
regular task?

 Why would you want to create a milestone
instead of a regular task?


Specifying Task Relationships
41

When you enter tasks initially, Project schedules
each task to begin on the project start date and
to run for the task duration. You may, however,
want your tasks to occur in a particular
sequence. For example, you may have a task
that cannot begin until another task is complete.


42

You can link tasks together using task
relationships to organize your tasks into the
desired sequence. A task that must start or finish
before another task can start or finish is called a
predecessor task. A task that cannot start or
finish until another task starts or finishes is
called a successor task.

43

Relationship Description
Finish-to-Start A relationship in which a task cannot start until its predecessor
(FS) task finishes. This is the default and most common task
relationship.
Start-to-Start A relationship in which linked tasks begin simultaneously based
(SS) on the predecessor task.

Finish-to-Finish A relationship in which linked tasks end simultaneously based on
(FF) the predecessor task.

Start-to-Finish A relationship in which a task finishes when its predecessor
(SF) starts. This task relationship is not used very often.


Task Relationships Bars
44

Finish-to-Start Finish-to-Finish
Task 1 Task 1
Task 2
Task 2

Start-to-Start
Start-to-Finish
Task 1 Task 1

Task 2 Task 2

Linking Tasks with FS Relationships
45

When you link a series of tasks with
Finish‑to‑Start relationships, you create a
sequential series of tasks. The start of the next
task depends on the completion of the previous
task.


46

 To link a series of tasks, you must select the tasks
in the order in which you want to link them.
 For example, selecting task 2 and then task 3
creates a different link order than does selecting
task 3 and then task 2.
 Click on the Link Tasks button on the Standard
toolbar
Link Tasks


Exercise
47

 Link tasks 2 and 3.
 Link tasks 12, 16, 17, 18.
 Link tasks 10, 12, 13, 14, 15, 19, 20, 21.


Note
48

If you insert a new task into a series of existing
tasks linked sequentially with Finish‑to‑Start
relationships, Project automatically inserts the
new task into the link. For example, if tasks 1, 2,
and 3 are linked with Finish‑to‑Start
relationships and you insert a new task at task 2,
Project adjusts the links so that tasks 1, 2, 3,
and 4 are linked sequentially with Finish‑to‑Start
relationships. by H. Chinunki, chinunki@gmail.com 09/13/12
Presented

Exercise
49

Insert a new task into a series of linked tasks so
that you can see the results. You can insert a
new task at task number 14 and call it Select
china and silverware. Make it a 1 day task.
Delete the task after experimenting.


Linking Tasks with Other Types of Relationships
50

 We have just learned how to link tasks quickly
with Finish‑to‑Start relationships using the Link
Tasks button. You may, however, have tasks that
you want to link using a different type of task
relationship.
 To specify a task relationship other than a
Finish‑to-Start relationship:
 Double‑click on the line connecting the two tasks
whose relationship you want to modify

51

Double-click here


52

Project displays the Task Dependency dialog box


Exercise
53

 Change the relationship between tasks 2 and
3 to Start-to-Start, and then change it back to
Finish-to-Start.


Specifying Lag Time and Lead Time
54

When you link tasks with a Finish‑to‑Start
relationship, the successor task begins
immediately after its predecessor finishes.
However, what if you want a task to begin two
days after its predecessor finishes, or two days
before its predecessor finishes?
You can accomplish this using lag time or lead
time. Presented by H. Chinunki, chinunki@gmail.com 09/13/12

Lag Time
55

Lag time is delay time between the finish of the
predecessor task and the start of the successor
task. In a Finish‑to‑Start relationship, lag time is
the amount of time you want to wait after
completing the predecessor task before
beginning the successor task. In this situation,
lag time can be considered time added to the
relationship. by H. Chinunki, chinunki@gmail.com 09/13/12
Presented

56

Lag Time
Task 1
Task 2


Lead Time
57

Lead time is an overlap between tasks, in which
the successor task starts before the predecessor
task has finished. You enter lead time as
Negative Lag Time.

In this situation, lead time can be considered
time subtracted from the relationship.

58

Lead Time
Task 1

Task 2


59

In a Start‑to‑Start relationship, the predecessor
and successor tasks start at the same time, but
you can insert lag time into the relationship so
that Project delays the start of the successor
task. The arrangement of the Gantt bars may
look similar to lead time with a Finish‑to‑Start
relationship, but it is actually lag time because
Project delaysby H. Chinunki, chinunki@gmail.com 09/13/12
Presented the task.

60

Original Task Relationship
Task Relationship with Lag
Task 1 Time
Task 2 Task 1

Task 2

Lag time

Exercise
61

1. Specify a lead time of 3 days between tasks
2 and 3.
2. Specify a lag time of 5 days between tasks
10 and 12.


Understanding Critical Tasks
62

When you enter tasks, Project schedules the tasks based on
the project’s start or finish date you have defined. Using this
schedule, Project determines the tasks that allow the earliest
completion of the project. These tasks are called critical
tasks, and they make up the critical path. The critical path
includes those tasks that affect the duration of the project.
Because other tasks are linked to the critical tasks, if a critical
task finishes late, it causes all of the tasks that follow to start
and finish late. Therefore, the project finishes late.
Conversely, if a critical task finishes early, the project can
finish early.Presented by H. Chinunki, chinunki@gmail.com 09/13/12

63

In a very simple project in which all of the tasks start
on the same date, the longest task is the only critical
task. For example, if you have five tasks in your
project that all start on the same date, the task with
the longest duration is the only critical task, because
it is the only task that must start and finish on time
for the project to finish on time. The other tasks are
referred to as non‑critical tasks because you can
delay them without affecting the finish date of the
project.

64

The amount of time you can delay a non‑critical
task is called slack time. Suppose the critical
task is five days long, and a non‑critical task in
the project is only two days long. You can delay
the non‑critical task for three days without
affecting the project finish date.


65

5 days
Task 1
1.5 days Slack time (3.5 days)
Task 2
2 days Slack time (3 days)
Task 3


66

In most projects, you will have many tasks linked
to one another using task relationships. If you link
all tasks with only Finish‑to‑Start relationships, all
of the tasks are critical. The start of the successor
tasks depends on the completion of the
predecessor tasks, so all of the tasks must start
and finish on time. If you assign other types of
relationships inbyyour project, some 09/13/12 tasks
Presented H. Chinunki, chinunki@gmail.com
of your

Consider this Example
67

Why are tasks 1, 2,
2 days

Task 1 1.

1.5 days 4, and 5 critical?
Task 2
1 day
2. Why is Task 3 is
Task 3
not critical?
4 hours
3. What is slack time
Task 4 and on which task
2.5 days
is slack time?
Task 5


68

Tasks 1, 2, 4, and 5
2 days

Task 1
1.5 days are critical. They
Task 2
1 day
create the critical
path.
Slack time
Task 3

4 hours Task 3 is not critical.
It has slack time,
Task 4
2.5 days

Task 5 which means it can
Presented by H. Chinunki, chinunki@gmail.com delayed.
be 09/13/12

Navigating Through a Project
69

You can see only part of your project on screen
at any time, so when you want to work with the
information in your project, you need to move
around to view all of the information. Project
provides several navigation methods.


70

 Zoom in or out, viewing a smaller area in
greater detail or a larger area in lesser detail.
 Scroll to fields not currently visible on screen.
 Move to different fields using different
keystroke combinations.
 Go to the date in the Gantt bar chart for a
selected task.

Creating Summary Tasks
71

If you have a large project, you can group
certain related tasks together under summary
tasks to define the major phases of your project.
For example, if you have five tasks in your
project that are all related to writing, you can
group them under a summary task called
W riting. The tasks under a summary task are
called subtasks.H. Chinunki, chinunki@gmail.com 09/13/12
Presented by

72

Grouping tasks under summary tasks is also
referred to as outlining your project. The outline
format allows you to control the level of detail
Project displays. You can display every task in
your project, or you can display only the
summary tasks. Project allows you to have
multiple outline levels in your project.

73

You can use three basic approaches to outline
your project
1. Enter all of the tasks for your project, and then
convert them to summary tasks and subtasks.
2. Enter the subtasks first, and then insert the
summary tasks.
3. Enter the summary tasks first, and then insert
the subtasks.

74

You probably will use a combination of the three
approaches as you plan and organize your
project.


Exercise
75

 Change the task name of task 1 from Plan to
Research and R odel.
em
 Add a new task 9 (H and Train P
ire ersonnel),
task 14 (P repare Location), and
task 21 (P repare for Opening).
 Do not worry about typing a duration. The next
step will do this.

76

1. Tasks 2 – 3
Convert the following 2. Tasks 10 – 13
groups of tasks to 3. Tasks 15 – 20
subtasks 4. Tasks 22 - 23


77

 Select a group of consecutive tasks that you
want to make subtasks.
 Click on the Indent button on the Formatting
toolbar

Indent


78

The duration of the summary task now reflects
the roll up of its subtasks, including any lag or
lead time.
The summary task starts when its earliest
subtask starts, and ends when its latest subtask
ends.


Collapsing and Expanding the Outline
79

One of the main benefits of outlining is that you can control
the level of detail that Project displays. If you want to
inform upper Mgt about the status of your project, they
may not be interested in the daily tasks, only the major
phases.
 You can collapse (-) the outline to display only summary
tasks.
 You can expand (+) the outline to display all of the tasks, or
 You can display the subtasks for some summary tasks but
not for Presented by H. Chinunki, chinunki@gmail.com 09/13/12
others.

Working with Resources
80

Resources are the people, equipment, and
supplies required to complete a particular task.
Project helps you track the usage and costs of all
of your resources. A resource can be a person
(e.g. Carl Jones), a department (Engineering), a
company (Ross Consulting), a supply (concrete),
or any other entity you need to assign to a task.
Time, however, isChinunki,a resource. 09/13/12
Presented by H. not chinunki@gmail.com

81

To track your resources, you enter them into the
resource pool. The resource pool contains all
the resources available for the project. The
Resource Sheet view allows you to enter and
view resources in the resource pool, as well as
enter and view resource costs, the number of
the resources available, and other information to
help you Presentedscheduling.
with by H. Chinunki, chinunki@gmail.com 09/13/12

82

After you enter your tasks, you can assign the
necessary resources to each task. Project can
then notify you of the hours each resource is
working, whether any resource is over allocated,
and the cost of a task based on the resources
necessary to complete the task.


Understanding Resources
83

In Project there are two types of resources.
1. Work Resources and
2. Material Resources.


Work Resources
84

Work resources are the people or equipment
that completes tasks by expending time on the
task. You set up a work resource in the context
of time: maximum units and assignment units. A
worker can be available full-time (100%
maximum units) but may only be assigned to
work part-time on a particular assignment (20%
assignment units).

Material Resources
85

Material resources are consumable items such
as supplies that are used to complete tasks in a
project. When you assign a material resource to
a task, you specify the material consumption
e.g. (50 tons concrete).


Creating a Resource Sheet
86

Project allows you to create a resource sheet in
the Resource Sheet view that helps you keep
track of all of your resources and any pertinent
information about those resources. Once you
enter resource information, you can assign
resources to tasks.
 To create a resource sheet, click on the
Resource Sheet button on the View Bar.

87

If the View Bar is not displayed on your screen
by default, you can click the View menu and
click on View Bar.
Click on the Resource Sheet button


Entering Work Resources
88

 Add the following work resource
Resource Name: She lle y M ha e ls
ic
Initials : SCM
Group : Kitc he n
Std. Rate : 25.00
Ovt. Rate : 35.00
 Use default values for the other items.

Entering Material Resources
89

 Add the following material resource:
Resource Name: So uthe rn Wa llp a p e r
Material Label : Ro lls Wa llp a p e r
Initials : SW
Group : De c o ra to r
Cost/ Use : 500.00
 Use default values for the other items.

Enter the following Resources
90

 Phillip s Co ns truc tio n  Tra c y Sa ntina
 She lle y M ha e ls
ic  Jo hn Quine a lty
 So uthe rn Wa llp a p e r  Da nie le Vis o
 Bills Co nc re te  Ja ne Ke lle r
Sup p lie rs
 Ka thry n Wils o n

Tracking Costs
91

 You must start by identifying the
resources available along with their costs.
 Resource costs will be multiplied by
duration to calculate project costs.
 You have to open the Resource sheet to
specify the project resources and
costs.Presented by H. Chinunki, chinunki@gmail.com 09/13/12

Insert A Cost Column
92

To track costs, you insert a Cost
column next to the Resources column.


93


94

 You assign resources, people or material,
to each of the tasks.
 A task may have several resources.

 When you assign the resources to each

task, the costs will be calculated and
displayed.

Assigning Resources
95

In the Gantt Chart view, click on the Assign
Resources button on the Standard toolbar.

Assign Resources Icon


96

 Assign Phillip s Co ns truc tio n to task 3
 Assign She lle y M ha e ls to task 18
ic
 Assign So uthe rn Wa llp a p e r to task 16, using
20 rolls of wallpaper
 Assign other remaining resources to other
tasks.

97

Assign Resources to:
1. Calculate costs for each task
2. Calculate the Project total Cost
3. The total project duration


Move on next
to
•Using Project views
•Over Allocated ……
•Leveling …………..
•Reports ……………

98 Presented by H. Chinunki, chinunki@gmail.com 09/13/12

Ms project management

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