The document outlines seven basic steps to build a realistic schedule in Project 2010: 1) enter project information, 2) create a work breakdown structure, 3) sequence tasks, 4) estimate resources, 5) optimize the schedule, 6) baseline the schedule, and 7) record progress. Each step provides dos and don'ts for using Project 2010 effectively, such as setting the project start date in the project information section rather than the Gantt chart view. The goal is to create a schedule that is realistic, dynamic, and presentable.

1. Seven Basic Steps to
Build Realistic Schedule
in Project 2010
B Sai Prasad
PMP, PMI-SP, MCTS Project 2007,
MCTS Project 2010
www.sainivas.com

2. “Microsoft Project is the enhanced
version of Microsoft Excel”
Anonymous
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3. Takeaways
• Forecast scheduling with Project 2010
1. Realistic
2. Dynamic
3. Presentable
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4. Seven Steps To Success
1. Enter project information
2. Create work breakdown structure
3. Sequence tasks
4. Estimate resources
5. Optimize schedule
6. Baseline schedule
7. Record Progress
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5. Step 1: Enter Project Information
Set the project start date
 Don’t: Type project start date in Gantt Chart view.
 Do: Set Project Information in Project ribbon
Set working time, holidays
 Don’t: Change Calendar settings in Options dialog
 Do: Use Change Working time in Project ribbon
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6. Step 2: Create work breakdown
structure
 Display project objective and estimates
 Don’t: Insert summary task in Gantt Chart
 Do: Show Project Summary task using Format ribbon
 Add deliverables and detail tasks
 Don’t: Auto schedule tasks, combine tasks into one
 Do: Manually schedule tasks, insert tasks using Task
ribbon
 Check WBS granularity
 Don’t: Expand/collapse the summary tasks
 Do: Use Outline button in View ribbon
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7. Step 3: Sequence tasks
 Set dependencies
 Don’t: Enter the task dates, drag the task bar
 Do: Set dependencies using Task forms
 Validate network
 Don’t: Use Gantt Chart view
 Do: Use Task forms, Network diagram in Task ribbon
 Compare top-down and bottom-up estimates
 Don’t: Set constraints on low-level tasks
 Do: Manually schedule summary tasks, auto schedule
detail tasks
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8. Step 4: Estimate resources
 Add resource details
 Don’t: Type resource name in Gantt Chart
 Do: Use Resource Sheet in Resource ribbon
 Assign resources
 Don’t: Select resource name in Gantt Chart
 Do: Use Assign Resources, Team planner in Resource
ribbon
 Fix task duration or work or resource assignment
 Don’t: Change the work or duration
 Do: Use the task type to control the behavior
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9. Step 5: Optimize schedule
Identify critical path
 Don’t: Have broken critical path
 Do: Check slack, critical path using Format ribbon
Level resources
 Don’t: Use Gantt chart view
 Do: Use Resource Usage, Team planner in
Resource ribbon
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10. Step 6: Baseline schedule
Set baseline
 Don’t: Copy the file (or) fields to custom fields
 Do: Set Baseline using Project ribbon
View baseline
 Don’t: Insert columns in view
 Do: Use Baseline table, Show baseline bar using
Format ribbon
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11. Step 7: Record progress
 Record actual
 Don’t: Use the Entry table for recording actual
 Do: Use the Tracking table with % complete in Task
ribbon
 Slippage
 Don’t: Write formula to calculate variance
 Do: Use Slippage of Format ribbon, Variance table
 Report progress
 Don’t: Use the standard reports, copy picture
 Do: Print views, copy timeline view
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12. Seven Steps To Success
1. Enter Project Information
2. Create Work breakdown structure
3. Sequence tasks
4. Estimate resources
5. Optimize schedule
6. Baseline schedule
7. Record Progress
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13. Thank you
Email: sai@sainivas.com
Web: www.sainivas.com
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