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Project Planning Using MS Project

Project Planning Using MS Project

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Project Planning Using MS Project

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  1. Project Planning Using MS Project URBS 609 Project, Unit 3 Creating a project plan

  2. About This Training Module This training module was crafted using PowerPoint by Microsoft Corporation. It has been packaged with PowerPoint Viewer, a standalone Microsoft product that allows a user to view this module without use of PowerPoint. • Left mouse-click or enter to go to next slide • Right mouse-click or backspace to go to previous slide • ESC to exit this module This Unit of Instruction was crafted by Robert Hugg For Minnesota State University, Mankato Urban and Regional Studies Institute - 2004 Urban and Regional Studies Institute

  3. Training Module Preview • This module will provide: • Introduction to laying out most commonly used project fields, for easiest data entry • Introduction to configuring MS Project in a typical layout tools, displaying typically needed data • Step-by-step creation of a simple sample project • This module is constructed as the third of three blocks in a building block approach Urban and Regional Studies Institute

  4. MS Project Rules of the Road • Be prepared before using MS Project • Have the required building blocks defined • Identify a clear project goal • Identify tasks, resources, requirements, limitations • Identify relationships between tasks • Constraints and Dependencies • Identify a defined sequence for tasks • Like any tool, MS Project cannot define the goal of a project, the user must do that Urban and Regional Studies Institute

  5. Building a Sample Project Customizing the Layout • Start by adding the Project Guide and desired toolbars (refer to the previous unit for info) • Next, configure the WBS (Tasks Lists) fields to reflect the information desired • The default configuration contains 7 columns (fields) that show typical information • Indicators, task name, duration • Start, finish, predecessors, resource names • Column positions can be changed by dragging a column left or right (just like in MS Excel) Urban and Regional Studies Institute

  6. Building a Sample Project Customizing the Layout • Right mouse click when in the task area to bring up a submenu Select Insert Column Urban and Regional Studies Institute

  7. Building a Sample Project Customizing the Layout • A dialogue box will appear providing a wide range of choices to add information… • Scroll to “Cost” and select it A cost column has been added Urban and Regional Studies Institute

  8. Building a Sample Project Customizing the Layout • Repeat this process adding these columns • Critical, % Complete, Total Slack Each column has hints, tips and detailed instructions that are accessible by rolling the mouse over the column header Urban and Regional Studies Institute

  9. Building a Sample Project Customizing the Layout • Drag and drop columns for layout according to personal preference… Urban and Regional Studies Institute

  10. Building a Sample Project Customizing the Display Settings • Next, set customized display settings Tools Menu, Options… Use the tabs…. Urban and Regional Studies Institute

  11. Building a Sample Project Customizing the Display Settings • For this project use the default settings on • The schedule and calendar tabs • The edit, view, and calculation tabs • It is best to use the default settings until a higher degree of comfort is achieved • Once customized, these settings can be set as default to reduce setup time Urban and Regional Studies Institute

  12. Open the PERT Entry Sheet Use the same “Insert column” techniques to add the same columns… Building a Sample Project Customizing the PERT Entry Sheet Urban and Regional Studies Institute

  13. The result will be the PERT Entry Sheet plus the other columns from the task list This is not required but saves work later… Building a Sample Project Customizing the PERT Entry Sheet Mouse-over help/hints and tips are available in all views Urban and Regional Studies Institute

  14. Building a Sample Project Customizing Gantt Chart Display • Customize the display for best results • Use the default setting or add personal touches • Switch from PERT Entry Sheet view to Gantt View Urban and Regional Studies Institute

  15. Building a Sample Project Customizing Gantt Chart Display • Invoke the Gantt Chart Wizard… • Can only be accessed in Gantt and Tracking Gantt views… Urban and Regional Studies Institute

  16. Building a Sample Project Customizing Gantt Chart Display • Select Critical Path, this will automatically calculate and display the critical path • Critical path is displayed in RED Urban and Regional Studies Institute

  17. Building a Sample Project Customizing Gantt Chart Display • Select the type of data to be displayed on the Gantt • For this project, select custom task information Urban and Regional Studies Institute

  18. Building a Sample Project Customizing Gantt Chart Display • A Simple visual display provides easy status reporting… Urban and Regional Studies Institute

  19. Building a Sample Project Customizing Gantt Chart Display • Showing dependencies between tasks is a great way to pinpoint relationships and potential conflicts Non-critical link Critical Link Urban and Regional Studies Institute

  20. Building a Sample Project Customizing Gantt Chart Display • This format will be applied to all projects until it is changed… Urban and Regional Studies Institute

  21. Building a Sample Project About the Gantt Chart Display • Critical tasks and links are always displayed in RED • Non Critical tasks and links are displayed in blue, or another color the user prefers • Formats can be changed at any time during project planning or management but… • Settle on a simple display that works best • KISS (Keep It Simple Son) Sample Gantt Urban and Regional Studies Institute

  22. Building a Sample Project Setting the Project Information • One task remains before entering data • Set the project information OR For the sample project, set the start date to 6/29/04 Urban and Regional Studies Institute

  23. Building a Sample Project Set Working Times • Set working times by using the Task Wizard or accessing the menu • For this project use the default settings in the Wizard Urban and Regional Studies Institute

  24. Building a Sample Project Set Working Times • Follow the steps in the wizard… Urban and Regional Studies Institute

  25. Building a Sample Project Enter Tasks • Tasks can be entered using the wizard, through the Gantt view task list or the PERT Entry sheet Urban and Regional Studies Institute

  26. Building a Sample Project Enter Tasks • Entering data through the PERT Entry Sheet saves time…enter data only once for several uses • Enter data before PERT analysis is conducted • It will also populate the task dialogue boxes • It will also populate the Gantt Task List • To begin, enter the task names and durations • Enter only Optimistic, pessimistic & expected durations • PERT analysis will populate the duration field Urban and Regional Studies Institute

  27. Building a Sample Project Enter Tasks • For this sample project enter these tasks: Urban and Regional Studies Institute

  28. The PERT Entry Sheet Should look like this Notice all tasks begin and end on the same day PERT Analysis has not been completed Notice all tasks appear to be critical… Task Dependencies have not yet been identified Building a Sample Project Enter Tasks Urban and Regional Studies Institute

  29. Building a Sample Project Identify Task Dependencies • Identify which tasks must finish before others can begin – a task dependency • Foundation must finish before framing begins • Highlight both tasks and click the link icon Urban and Regional Studies Institute

  30. Building a Sample Project Identify Task Dependencies • By identifying 1 dependency the plan has changed… • Start and end dates, critical task status • 1 predecessor has been set – task 1 precedes tasks 2 Urban and Regional Studies Institute

  31. Building a Sample Project Identify Task Dependencies • This can also be accomplished by using the Task Information submenu (right mouse click) Urban and Regional Studies Institute

  32. Using this same technique, identify and set the other dependencies The roof is dependant on completion of the framing Electrical is dependant on completion of the framing Sheetrock is dependant on completion of the electrical Interior paint is dependant on completion of the sheetrock Exterior paint is dependant on completion of the framing Landscaping is dependant on completion of the exterior painting Take a moment to think through the logic of these dependencies – this is a critical part of planning a project Hint: highlight multiple tasks by using ctrl and clicking on link icon Note: Tasks may be dependant on more than 1 other task Building a Sample Project Identify Task Dependencies Urban and Regional Studies Institute

  33. Building a Sample Project Identify Task Dependencies • Notice how much the plan has changed and the PERT Analysis has not even been completed • Critical tasks and dependencies have been identified • Start and finish dates have been identified Urban and Regional Studies Institute

  34. Building a Sample Project Completing the PERT Analysis • All task information has been entered, it is time to complete the PERT Analysis • Press the Calculate PERT icon • Click “Yes” on option boxes • MS Project calculates dates and durations… Urban and Regional Studies Institute

  35. Building a Sample Project Completing the PERT Analysis • Use these durations and critical task/path designations for the PERT Risk Analysis Urban and Regional Studies Institute

  36. Building a Sample Project Explore the other views after the PERT Analysis is complete • By navigating through the view menu, a variety of charts and graphs display the plan • Note: cost and resource info has not yet been added • The critical path has automatically been identified in RED, as have the critical tasks • The Gantt charts and network diagram display the PERT Analysis data, not the user provided estimates • Save the project and explore the views! Urban and Regional Studies Institute

  37. Building a Sample Project Explore the other views after the PERT Analysis is complete • Gantt Chart view • Notice the critical path in red? Urban and Regional Studies Institute

  38. Building a Sample Project Explore the other views after the PERT Analysis is complete • Network Diagram • Notice the Critical Path in Red? The Critical Tasks in Red and non-critical tasks in blue? • MS Project calculates dates and durations… Urban and Regional Studies Institute

  39. Building a Sample Project Explore the other views after the PERT Analysis is complete • Calendar view… an easy-to-read planning calendar (Extract of the calendar view) Urban and Regional Studies Institute

  40. Building a Sample Project Explore the other views after the PERT Analysis is complete • Other views include tracking, optimistic, and pessimistic Gantt charts…(under more views tab) • Note: do not reformat the pessimistic and optimistic Gantt views, the dates will be altered Tracking Gantt Urban and Regional Studies Institute

  41. Building a Sample Project Explore the other views after the PERT Analysis is complete Optimistic Gantt Pessimistic Gantt Urban and Regional Studies Institute

  42. Building a Sample Project Building a Resource List • Next, build a resource list • A list of people and equipment needed for the project • Use either the wizard or the resource sheet view Urban and Regional Studies Institute

  43. Building a Sample Project Building a Resource List • For this project use the following information: • Painters • Ben Johnson, $10/hr, OT $15/hr • Amy Wilson, $17.50/hr, OT $25/hr • Landscapers • Adam Stevens, $20/hr, OT $30/hr • Jill Morris, $25/hr, OT $35/hr • Contracted Equipment/workers • Concrete crew, $15/hr, OT $25/hr • Framers and Roofers crews, $10/hr, OT $20/hr • Electrician, $40/hr, OT $60/hr Urban and Regional Studies Institute

  44. Building a Sample Project Building a Resource List • The resource sheet should look like this: Urban and Regional Studies Institute

  45. Building a Sample Project Assigning Resources to the tasks • Assign resources to tasks by any of several methods: • In the Task Information box • In the task list area (WBS) • In the PERT Entry Sheet • Through the Wizard Urban and Regional Studies Institute

  46. Building a Sample Project Assigning Resources to the tasks • For this project, 100% of the resource time is available, if it needs to be changed, do so through the resource sheet view Urban and Regional Studies Institute

  47. Building a Sample Project Assigning Resources to the tasks • Assign tasks as follows: Urban and Regional Studies Institute

  48. Building a Sample Project Assigning Resources to the tasks • As assignments are made, MS Project calculates the costs… • All required entries and calculations are done…save the project! Urban and Regional Studies Institute

  49. Building a Sample Project Check the Project Statistics • Checking the project statistics yields a snapshot of costs and times Urban and Regional Studies Institute

  50. Building a Sample Project Saving a Project Baseline • Saving a project baseline allows a user to track progress and compare project expectations • Compare estimates against actual durations, costs etc Urban and Regional Studies Institute