Topic 11 MS Project

5/4/2015
EM-504
Project Management
Framework and Tools
ResourcePerson
Dr.MuhammadWasif
AssistantProfessor
DepartmentofIndustrialandManufacturingEngineering,
NEDUniversityofEngineeringandTechnology.
Topic # 9
MS-Project 2010
Planning and Managing Software

ResourcePerson
Dr.MuhammadWasif
AssistantProfessor
DepartmentofIndustrialandManufacturing
Engineering,
NEDUniversityofEngineeringandTechnology.
5/4/2015
MS-Project 2010 - Highlights
MicrosoftProjectFundamentals
DefineActivities(WBS)
SequenceActivities
EstimateWork
DefineResources
AllocateResources
InspectSchedule
3
ME504,ProjectManagementFrameworksandToolsDr.MuhammadWasif Asst.Professor(IMD),NEDUniversity,Karachi.
Introduction to Microsoft Project
MicrosoftProject2010isasoftwaretoolthattakesalotofthe
manualupdatingandguessworkoutofmanagingyour
projects.
Youcanenterinformationaboutyourprojectstasks;when,
howlong,andwhoshouldbedoingthework.
Asyoumakeupdates,Project2010sschedulingenginetakes
alltheprojectworkintoaccount,providingagrounded
schedulethatrepresentstherealityofwhatcanbe
accomplished.
Afteryouveseenthefacts,youcanmoveforwardandmake
adjustmentstothetime,scope,orcostsinvolvedwithyour
project,tofindacceptablesolutionsfortimemanagement
challenges.
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5/4/2015
Introduction to Microsoft Project
Prerequisite:MicrosoftOffice2010
SimilarGUItootherMicrosoftOfficePrograms
Word,Excel,PowerPoint,
Itsaprojectmanagementtool
ItisnotusefulifProjectManagerdoesnthaveasufficient
ProjectManagementknowledge!
Sometutorialsandquickreferences
http://office.microsoft.com/enus/projecthelp/gettingstarted
withproject2010RZ101831071.aspx
http://www.projectblog.com/
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Microsoft Project New Project
5/4/2015
Microsoft Project - Ribbon

TheTask,Resource,Project,andViewtabsarealways
available,withsomebuttonsoneachtabmadeunavailable
dependingonwhatviewyoureusingorwhatyouhave
selected.
EachviewinProject2010hasaspecialFormattabwith
buttonsforcommandsthatyoucanonlyuseineachview.
Microsoft Project Gantt Chart
1.View>GanttChart>GanttChart(ifGanttchartisnotalreadyshown)
2.Dragrighttheverticalslidetoshowallthecolumns
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Microsoft Project Task Tabs
1.FromtheGanttview,doubleclickonatask
Microsoft Project Res. Sheet
1.View>ResourceSheet>ResourceSheet
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Microsoft Project Res. Usage
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1.View>ResourceUsage>ResourceUsage
Itshowsthedailyworkofeachresourcepereachtask
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Microsoft Project Task Usage
1.View>TaskUsage>TaskUsage
Showsthedailyworkofeachtaskpereachresource
Dualthanprevious
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Microsoft Project Res. Graph
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1.View>OtherViews>ResourceGraph
Showsthedailyworkofeachtaskpereachresource
Dualthanprevious
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Microsoft Project Zoom
ZoomhasbeenimprovedinProject2010
EntireProjectbuttonimmediatelyzoomthewholeproject
Timescalecanbechosendirectlyfromtheribbon
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Microsoft Project Task Tabs
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1.File>Options>Display
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Microsoft Project Options
File>Options>Schedule
16
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SequenceActivities
EstimateWork
DefineResources
AllocateResources
InspectSchedule
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Create an Empty Project
1.File(frommenu)
2.New
3.EmptyProject
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1.Insertthenamesofactivities/tasksoftheWBSintheTaskNamecolumn
Activityvs.Task:MicrosoftProjectadoptsTask
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1.Insertthenamesofactivities/tasksoftheWBSintheTaskNamecolumn
Task Name
New Product Plan
New product screening Stage
New product Plan
Describe new product idea
Gather information for go/no-go
decision
convene opportunity of screening
committee
Decision Point
Preliminary Investigation stage
Assign resource to investigation
develop plan
Evaluate the Market
Perform financial evaluation
Draft initial stage plan
Decision Point
Development Stage
Assign resource to development plan

Market Evaluation
Technical Product Evalution
Performance Criteria
Develop Prototype process
Produce Prototype
Product review
Redesign Process
Modify Prototype
Manufacturing Process review
Concept Evaluation
Prepare Preliminary Mfg design
Patent consideration
Environmental & safety review
Development Stage review
Decision Point
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Task Grouping
1.Selecttaskstobegroupedunderthesamephase
2.Clickontherightgreenarrow
Multiplegroupinglevelsupport
Leftgreenarrowmeansungrouptopreviouslevel
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Define Milestone
1.Addtasksformeaningfulreleasesordeliverables
2.SetDuration=0
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Create A New Project
1.Doubleclickonatask
2.GototheAdvancedtab
ContractualmilestonesshouldhaveaFinishNoLaterThanconstraint
MeetingswithexternalspeopleshouldhaveaMustStartOnconstraint
MicrosoftProjectwillraiseawarningwhenaconstraintisviolated
Limityourselfinsettinguselessconstraints
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MS-Project 2010 - Schedule
Bydefault,alltasksarecreatedasManually
Scheduled
ThismeansthatProject2010willnotdo
calculationsforyou
ThisisusefulforwhodoesntknowwhatProject
cando
YoucanchangetheTaskModepereachtaskor
YoucanchangethedefaultTaskModeforall
newtasks
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12
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MS-Project 2010 - Schedule
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SequenceActivities
EstimateWork
DefineResources
AllocateResources
InspectSchedule
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13
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Dependency Types
Finishtostart:AftosB:Bcannot
startuntilAfinishes.BcanstartafterA
finishes.
Starttostart:AstosB:Bcannot
startuntilAstarts.BcanstartafterA
starts.
Finishtofinish:AftofB:Bcannot
finishuntilAfinishes.Bcanfinishafter
Afinishes
Starttofinish:AstofB:Bcannot
finishuntilAstarts.BcanfinishafterA
starts.
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Define Dependencies
1.GotothePredecessorscolumn
2.InserttheIDofthepredecessortask
3.FollowtheIDwiththetypeofdependency(FSisthedefault)
Ifaphasehasadependency,allitsinternaltasksgetthesamedependency
DependenciesarereflectedintheGANTTdiagramontheright
Usethe;toinsertmultipledependencies(,withEnglishregionalsettings)
AcronymsmaybetranslatedifyouareusinganonEnglishversionsofMSFTProject
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14
Define Dependencies
(alternative way)
5/4/2015
1.Doubleclickonatask
2.GotothePredecessortab
3.ClickonthefirstemptycellinTaskNamecolumn
4.Selectthedependenttaskfromthelist
5.ClickontherespectivecellintheTypecolumn
6.Selectthetypefromthelist
Lagtimecanbeset
here.Leadtimeis
equaltolagtime
withanegative
value
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SequenceActivities
EstimateWork
DefineResources
AllocateResources
InspectSchedule
30
15
Insert estimated Work (= effort)
5/4/2015
VisualizetheWorkColumn
1.RightclickontheStartcolumn
2.InsertColumnandchoosework
Insertedestimatedworkoneachtask
Tochangedefaultwork
fromdaystohours:
Tools(frommenu)
Options
SelecttheScheduletab
Lookfortheoption
Workisenteredin:
Setittohrs
Durationisstillnotdefined!Allocatingresources
willdefinethedurationoftasks
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Review
Openatemplateandtrythedifferentviews
Startfromscratchanewproject
Definetasks(about2050)
Organizetasksingroupsandsubgroups
Definemilestones
Definedependenciesamongtasks
EstimateWorkoneachtask
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SequenceActivities
EstimateWork
DefineResources
AllocateResources
InspectSchedule
33
Resources Definition and Allocation

Resourcesallocationinvolvesdeterminingwhichtypeofresources
(persons,equipment,ormateriel),howmanyresourceswillbeused
andwhen eachresourceswillbeavailable toperformproject
activities
ThisprocessiscloselycoordinatedwiththeCostsEstimating
process
Theobjectiveisoptimizingresourcesinordertohavea
continuousandconsistentuseoftheminimumnumberof
resources
ThreeResourceTypes:
Limitedavailability:Work
Unlimitedavailability:Material
Fixedoutcome:Cost
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17
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Resource Type
Limited availability resources: Work
Resourceswhoseavailabilityislimited
E.g.Humans(team,partners,customers,),payperuseSWlicenses
orHWrental
Theyaredescribedbytwomainfactors:
StandardCost(e.g.20/hour)
Maxdailyallocationlevel(e.g.50%)
100%:fullavailability
between0and100%:partialavailability
>100%:whentherearemorethanoneresourcebuttheycannotbe
distinguished
(optionally)Overratecost(e.g.30/hour)
WorkResourcesmustbeleveledtoavoidoverallocation
35
Resource Type
Unlimited availability resources: Material
Resourcesthatcanbeallocatedonataskwithoutlimit
Moreconsumeoftheresourceimpliesmorecost(cost/unit)
E.g.Concrete,metal,safetywears(consumables)
Theyaredescribedbyonemainfactor:
Standardcostperunit(e.g.1/CD)
Materialresourcesdonothavetobeleveled
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Resource Type
Fixed outcome: Costs
Quantifiedcostsassociatedtoaspecifictask
E.g.:TravelCosts,HW/SWpurchasecosts
Theyaredescribedbythecostdefinedwhentheresourceis
allocatedtoatask
37
Define Resources
1.View(fromMenu)>Resourcesheet
2.Pereachrow:
1.InsertResourceName
2.Selectthetypeofresource
1.Work
2.Material
3.Cost
3.Insertdetails
1.Maxunits
2.Std.Rate
3.Ovt.Rate
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19
5/4/2015
Set Resources Availability

1.Doubleclickthecorrespondingrowtoopentheresourceinformationform
2.DefineResourceAvailability(whenhe/sheisavailable)
39
SequenceActivities
EstimateWork
DefineResources
AllocateResources
InspectSchedule
40
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5/4/2015
Visualize Task Form

ReturntoGanttChart
1.View(fromMenu)>GanttChart
2.OpenView>Newwindow(ArrangeAll).
3.Inotherwindows;View>Taskview>Otherviews>Taskform
41
Visualize Task Form

ReturntoGanttChart
1.View(fromMenu)>GanttChart
2.OpenView>Newwindow(ArrangeAll).
3.Inotherwindows;View>Taskview>Otherviews>Taskform
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21
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Resources Allocation Techniques

Unit
Allocationisexpressedbythetimeofthe
resourcededicatedtothespecifictask
i.e.:Resource1isallocatedthe50%ofhistime
onTask1
Work
Allocationisexpressedbytotaltimethatthe
resourceswilldedicatetoatask
i.e.:Resource1willwork1dayonTask1
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Allocate Resources to Tasks
44
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5/4/2015

1.SelectaTask
2.SelectResourceName(inthebottomwindow)
3.InsertUnitsorWorkpereachresource
1resourceat50%for1dayofWork
MicrosoftProjectestimatestheDurationin2days
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1.SelectaTask
2.SelectResourceName(inthebottomwindow)
3.InsertUnitsorWorkpereachresource
Taskwork=thesumofworkofeachresource
Taskduration=themaxofdurationforeachresource
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Complete Resource Allocation
47
SequenceActivities
EstimateWork
DefineResources
AllocateResources
InspectSchedule
48
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5/4/2015
Inspect the current schedule

IntheGanttview
1.TasksandMilestoneshaveestimateddates
2.TasksandSummarytasksshowestimatedduration
3.ZoomouttheGanttcharttoviewitcompletely
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References
UsingMicrosoftProject2010,sania atchiston,brian
kennemar,Que.
HandonMicrosoftProjectbyEmanuele DellaValle.
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5/4/2015

Planning and Managing Software

MS-Project 2010 - Highlights

Introduction to Microsoft Project

Introduction to Microsoft Project

Microsoft Project New Project

Microsoft Project - Ribbon

Microsoft Project Gantt Chart

Microsoft Project Task Tabs

Microsoft Project Res. Sheet

Microsoft Project Res. Usage

Microsoft Project Task Usage

Microsoft Project Res. Graph

Microsoft Project Zoom

Microsoft Project Task Tabs

Microsoft Project Options

MS-Project 2010 - Highlights

Create an Empty Project

Create an Empty Project

Create an Empty Project

Assign resource to development plan

Create A New Project

MS-Project 2010 - Schedule

MS-Project 2010 - Schedule

MS-Project 2010 - Highlights

MS-Project 2010 - Highlights

Insert estimated Work (= effort)

MS-Project 2010 - Highlights

Resources Definition and Allocation

Set Resources Availability

MS-Project 2010 - Highlights

Visualize Task Form

Visualize Task Form

Resources Allocation Techniques

Allocate Resources to Tasks

Allocate Resources to Tasks

Allocate Resources to Tasks

Complete Resource Allocation

MS-Project 2010 - Highlights

Inspect the current schedule

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