The seminar covered how to use Microsoft Project to plan and manage projects. It included how to define tasks, milestones, and resources, set dependencies between tasks, assign resources to tasks, track progress against the baseline, and report status to management. Formatting tools and views like the Gantt chart, network diagram, and resource usage were also demonstrated to visualize the project schedule and resource allocation.

1. 21 December 2009
MS Project Seminar
Eder J Alves, PMP
Program Manager

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. 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. 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. 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. 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. Starting a Project

8. Creating a Project

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. 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. Duration and Task Types
Duration = Work ÷ Resource Units

12. Duration and Task Types
Duration = Work ÷ Resource Units

13. Task Detail

14. Dependency Links
If you link tasks, Project will automatically update your schedule
when any part of your plan change.

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. 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. 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. Task Information

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. 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. 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. Resolving Overlocations
Resource Usage view in the upper pane and the Gantt chart
view in the lower pane

23. Leveling Delay

24. Calendar

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. Critical Path

27. Text Styles

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. Percentage complete
Resource Usage with Percent Work Complete

30. Actual Work
Resource Usage view set up to record actual work

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. Report progress to management.

33. 21 December 2009
MS Project Seminar
Eder J Alves, PMP
Program Manager