The document outlines the project structuring and management process using MS Project, including task timing, resource allocation, and project phases. It details specific tasks such as negotiation periods, publication schedules, and team member responsibilities, alongside their availability and costs. Exercises are provided to aid in project updates, report generation, and resource management.

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