Project Planning Using MS Project

1、Project Planning Using MS ProjectCreating a project planURBS 609 Project, Unit 31About 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 w

2、ithout 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 moduleThis Unit of Instruction was crafted by Robert Hugg For Minnesota State University, Mankato Urban and Regional Studies Institute - 20042Training Modul

3、e PreviewThis module will provide:Introduction to laying out most commonly used project fields, for easiest data entryIntroduction to configuring MS Project in a typical layout tools, displaying typically needed dataStep-by-step creation of a simple sample projectThis module is constructed as the th

4、ird of three blocks in a building block approach3MS Project Rules of the RoadBe prepared before using MS ProjectHave the required building blocks definedIdentify a clear project goalIdentify tasks, resources, requirements, limitationsIdentify relationships between tasksConstraints and DependenciesId

5、entify a defined sequence for tasksLike any tool, MS Project cannot define the goal of a project, the user must do that4Building a Sample ProjectStart 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 inf

6、ormation desired The default configuration contains 7 columns (fields) that show typical informationIndicators, task name, durationStart, finish, predecessors, resource namesColumn positions can be changed by dragging a column left or right (just like in MS Excel)Customizing the Layout5Right mouse c

7、lick when in the task area to bring up a submenuBuilding a Sample ProjectSelect Insert ColumnCustomizing the Layout6Building a Sample ProjectA dialogue box will appear providing a wide range of choices to add informationScroll to “Cost and select itA cost column has been addedCustomizing the Layout7

8、Building a Sample ProjectRepeat this process adding these columnsCritical, % Complete, Total SlackCustomizing the LayoutEach column has hints, tips and detailed instructions that are accessible by rolling the mouse over the column header8Building a Sample ProjectDrag and drop columns for layout acco

9、rding to personal preferenceCustomizing the Layout9Building a Sample ProjectCustomizing the Display SettingsNext, set customized display settingsTools Menu, OptionsUse the tabs.10Building a Sample ProjectFor this project use the default settings onThe schedule and calendar tabs The edit, view, and c

10、alculation tabsIt is best to use the default settings until a higher degree of comfort is achievedOnce customized, these settings can be set as default to reduce setup timeCustomizing the Display Settings11Building a Sample ProjectOpen the PERT Entry SheetUse the same “Insert column techniques to ad

11、d the same columnsCustomizing the PERT Entry Sheet12Building a Sample Project The result will be the PERT Entry Sheet plus the other columns from the task listThis is not required but saves work laterCustomizing the PERT Entry SheetMouse-over help/hints and tips are available in all views13Building

12、a Sample Project Customize the display for best results Use the default setting or add personal touches Switch from PERT Entry Sheet view to Gantt ViewCustomizing Gantt Chart Display14Building a Sample Project Customizing Gantt Chart DisplayInvoke the Gantt Chart WizardCan only be accessed in Gantt

13、and Tracking Gantt views15Building a Sample Project Select Critical Path, this will automatically calculate and display the critical path Critical path is displayed in RED Customizing Gantt Chart Display16Building a Sample Project Select the type of data to be displayed on the Gantt For this project

14、, select custom task information Customizing Gantt Chart Display17Building a Sample Project A Simple visual display provides easy status reporting Customizing Gantt Chart Display18Building a Sample Project Showing dependencies between tasks is a great way to pinpoint relationships and potential conf

15、licts Customizing Gantt Chart DisplayCritical LinkNon-critical link19Building a Sample ProjectThis format will be applied to all projects until it is changed Customizing Gantt Chart Display20Building a Sample ProjectCritical tasks and links are always displayed in REDNon Critical tasks and links are

16、 displayed in blue, or another color the user prefersFormats can be changed at any time during project planning or management butSettle on a simple display that works bestKISS (Keep It Simple Son)About the Gantt Chart DisplaySample Gantt21Building a Sample ProjectOne task remains before entering dat

17、aSet the project information Setting the Project InformationORFor the sample project, set the start date to 6/29/0422Building a Sample ProjectSet working times by using the Task Wizard or accessing the menuFor this project use the default settings in the WizardSet Working Times23Building a Sample Pr

18、ojectFollow the steps in the wizardSet Working Times24Building a Sample ProjectTasks can be entered using the wizard, through the Gantt view task list or the PERT Entry sheetEnter Tasks25Building a Sample ProjectEntering data through the PERT Entry Sheet saves timeenter data only once for several us

19、esEnter data before PERT analysis is conductedIt will also populate the task dialogue boxes It will also populate the Gantt Task ListTo begin, enter the task names and durationsEnter only Optimistic, pessimistic & expected durationsPERT analysis will populate the duration fieldEnter Tasks26Building

20、a Sample ProjectFor this sample project enter these tasks:Enter TasksTASKOptimistic DurationExpected Duration Pessimistic DurationFoundation1 week2 weeks3 weeksFraming2 weeks4 weeks7 weeksRoof1 week2 weeks3 weeksElectrical1 week2 weeks3 weeksSheetrock1 week3 weeks5 weeksInterior Paint1 week2 weeks4

21、weeksExterior Paint1 week2 weeks3 weeksLandscaping1 week2 weeks4 weeks27The PERT Entry Sheet Should look like thisNotice all tasks begin and end on the same dayPERT Analysis has not been completedNotice all tasks appear to be criticalTask Dependencies have not yet been identifiedBuilding a Sample Pr

22、ojectEnter Tasks28Building a Sample ProjectIdentify which tasks must finish before others can begin a task dependencyFoundation must finish before framing beginsHighlight both tasks and click the link iconIdentify Task Dependencies29Building a Sample ProjectBy identifying 1 dependency the plan has c

23、hangedStart and end dates, critical task status1 predecessor has been set task 1 precedes tasks 2Identify Task Dependencies30Building a Sample ProjectThis can also be accomplished by using the Task Information submenu (right mouse click)Identify Task Dependencies31Using this same technique, identify

24、 and set the other dependenciesThe roof is dependant on completion of the framingElectrical is dependant on completion of the framingSheetrock is dependant on completion of the electricalInterior paint is dependant on completion of the sheetrockExterior paint is dependant on completion of the framin

25、g Landscaping is dependant on completion of the exterior paintingTake a moment to think through the logic of these dependencies this is a critical part of planning a projectHint: highlight multiple tasks by using ctrl and clicking on link iconNote: Tasks may be dependant on more than 1 other taskBui

26、lding a Sample ProjectIdentify Task Dependencies32Building a Sample ProjectNotice how much the plan has changed and the PERT Analysis has not even been completedCritical tasks and dependencies have been identifiedStart and finish dates have been identifiedIdentify Task Dependencies33Building a Sampl

27、e ProjectAll task information has been entered, it is time to complete the PERT AnalysisPress the Calculate PERT iconClick “Yes on option boxesMS Project calculates dates and durationsCompleting the PERT Analysis34Building a Sample ProjectUse these durations and critical task/path designations for t

28、he PERT Risk AnalysisCompleting the PERT Analysis35Building a Sample ProjectBy navigating through the view menu, a variety of charts and graphs display the planNote: cost and resource info has not yet been addedThe critical path has automatically been identified in RED, as have the critical tasksThe

29、 Gantt charts and network diagram display the PERT Analysis data, not the user provided estimatesSave the project and explore the views!Explore the other views after the PERT Analysis is complete36Gantt Chart viewNotice the critical path in red?Building a Sample ProjectExplore the other views after

30、the PERT Analysis is complete37Building a Sample ProjectNetwork Diagram Notice the Critical Path in Red? The Critical Tasks in Red and non-critical tasks in blue?MS Project calculates dates and durationsExplore the other views after the PERT Analysis is complete38Building a Sample ProjectCalendar vi

31、ew an easy-to-read planning calendarExplore the other views after the PERT Analysis is complete(Extract of the calendar view)39Building a Sample ProjectOther views include tracking, optimistic, and pessimistic Gantt charts(under more views tab)Note: do not reformat the pessimistic and optimistic Gan

32、tt views, the dates will be alteredExplore the other views after the PERT Analysis is completeTracking Gantt40Building a Sample ProjectExplore the other views after the PERT Analysis is completePessimistic GanttOptimistic Gantt41Building a Sample ProjectNext, build a resource listA list of people an

33、d equipment needed for the projectUse either the wizard or the resource sheet viewBuilding a Resource List42Building a Sample ProjectFor this project use the following information:PaintersBen Johnson, $10/hr, OT $15/hr Amy Wilson, $17.50/hr, OT $25/hrLandscapersAdam Stevens, $20/hr, OT $30/hrJill Mo

34、rris, $25/hr, OT $35/hrContracted Equipment/workersConcrete crew, $15/hr, OT $25/hrFramers and Roofers crews, $10/hr, OT $20/hrElectrician, $40/hr, OT $60/hrBuilding a Resource List43Building a Sample ProjectThe resource sheet should look like this:Building a Resource List44Building a Sample Project

35、Assign resources to tasks by any of several methods:In the Task Information boxIn the task list area (WBS)In the PERT Entry SheetThrough the WizardAssigning Resources to the tasks45Building a Sample ProjectFor this project, 100% of the resource time is available, if it needs to be changed, do so thr

36、ough the resource sheet viewAssigning Resources to the tasks46Building a Sample ProjectAssign tasks as follows:Assigning Resources to the tasks47Building a Sample ProjectAs assignments are made, MS Project calculates the costsAll required entries and calculations are donesave the project!Assigning R

37、esources to the tasks48Building a Sample ProjectChecking the project statistics yields a snapshot of costs and timesCheck the Project Statistics49Building a Sample ProjectSaving a project baseline allows a user to track progress and compare project expectationsCompare estimates against actual durati

38、ons, costs etcSaving a Project Baseline50Building a Sample ProjectA User can save up to 11 baselines in MS ProjectVery useful for situations where:New tasks are addedThe scope of the project changesUnexpected delays occurThe project is crashedThe project is relaxedSave each baseline as a new number

39、using the scroll down menu in the save baseline areaSaving a Project Baseline51Building a Sample ProjectThe project is functional and complete but adding a few extra touches gives it structureAdd a top level task that serves as a title and project overviewAdding A Few Personalized TouchesIndent all

40、subsequent tasks Do not assign resources Marked criticalBut is Not critical for PERT Risk analysis purposes 52Building a Sample ProjectAdd a milestone that serves as project closureAdding A Few Personalized TouchesLink to all other physical tasksMark dependencies as FF (Finish to Finish) in Task Inf

41、o Tab Do not assign resources Marked criticalBut is Not critical for PERT Risk analysis purposes 53Building a Sample ProjectAdjust Fonts for personal preferenceAdding A Few Personalized Touches54Building a Sample ProjectDivide tasks into phasesUseful for large or complex projectsDoes not change proj

42、ect costs/duration/integrityUseful where functional use can be derived from completed tasks where project is completed in phasesAdding A Few Personalized Touches55Building a Sample ProjectThe result is a professional, highly visual planAdding A Few Personalized Touches56Updating a Sample ProjectUpda

43、ting a project is simple if a few basic rules are rememberedUpdate the % complete and the date the work is doneOtherwise MS Project assumes the date the task is competed is the date the task was scheduled to be completedEnter a finish date only when the task is finishedEnter a % complete (when work

44、is in progress but not complete) so MS Project can track and forecast task and project completionUpdating a Project57Building a Sample ProjectUpdates can be made on Gantt view Task List (WBS) view or in the Task Information TabAssigning Resources to the tasksTask Information TabGantt view Task List5

45、8Managing a Sample ProjectSimple reports can help all concerned stay in touch with a projectGo to Reports on the View menu for a wide range of wizard driven reports or create a custom report!Reports and graphs59Managing a Sample ProjectBudget overviewsBudget ReportsAnd budget reports that show under

46、 and over budget tasks and resources60Managing a Sample ProjectCross tabs61Managing a Sample ProjectProjects can be crashed using MS ProjectAdd extra resources to the resource list and assign them to tasks to shorten project duration and/orAssign existing resources overtime (OT) workTo assign overti

47、me, insert 2 new columns in the Task Usage View and add OT as appropriateCrashing a Project62Managing a Sample ProjectProjects can be crashed using MS ProjectCrash projects with caution it is a disruptive actionDo a what if crashing exercise and save the baseline separately, keeping the original pro

48、ject intact allows exploration without riskCompute crash savings and costs how much time will be saved and how many extra $ it will costRefer to early instruction units for these techniques orExamine variances between baseline in MS ProjectCrashing a Project63Managing a Sample ProjectProject will up

49、date the costs and changed durations accordinglyRemember effort required to complete a task/project remains fixed, only duration changesSave the baseline of a crashed project to compare against original estimates and expectationsBe sure to check critical tasks status; non-critical tasks may become c

50、ritical after crashingCrashing a Project64Managing a Sample ProjectMS Project does not Compute probability of on-time completionDo this using the Excel PERT CalculatorRefer to previous instruction for this techniqueWhat MS Project does not doFor this project, there is a 39.64% probability of complet

51、ing the project within 13 weeks (the PERT likely duration)65Managing a Sample ProjectWhat MS Project does not do a 90.54% probability of completing the project within 15 weeksINCLUDE ONLY CRITICAL TASKS IN PERT RISK ANALYSIS66Managing a Sample ProjectWhat MS Project does not dobut only a 3.30% probability of completing the project within 11 weeks.INCLUDE ONLY CRITICAL TASKS IN PERT RISK AN