Project Planning Using MS Project

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Project Planning Using MS Project
URBS 609 Project, Unit 3

• Creating a project plan

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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
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

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

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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)

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Building a Sample Project
Customizing the Layout

• Right mouse click when in the task area to bring
  up a submenu

Select Insert Column
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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
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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
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Building a Sample Project
Customizing the Layout

• Drag and drop columns for layout according to
  personal preference

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Building a Sample Project
Customizing the Display Settings

• Next, set customized display settings

Tools Menu, Options
Use the tabs.
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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

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Building a Sample Project
Customizing the PERT Entry Sheet

• Open the PERT Entry Sheet

• Use the same Insert column techniques to add
  the same columns

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Building a Sample Project
Customizing the PERT Entry Sheet

• The result will be the PERT Entry Sheet plus the
  other columns from the task list
• This is not required but saves work later

Mouse-over help/hints and tips are available in
all views
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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

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Building a Sample Project
Customizing Gantt Chart Display

• Invoke the Gantt Chart Wizard
• Can only be accessed in Gantt and Tracking Gantt
  views

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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

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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

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Building a Sample Project
Customizing Gantt Chart Display

• A Simple visual display provides easy status
  reporting

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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
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Building a Sample Project
Customizing Gantt Chart Display

• This format will be applied to all projects until
  it is changed

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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
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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
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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

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Building a Sample Project
Set Working Times

• Follow the steps in the wizard

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Building a Sample Project
Enter Tasks

• Tasks can be entered using the wizard, through
  the Gantt view task list or the PERT Entry sheet

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Building a Sample Project
Enter Tasks

• Entering data through the PERT Entry Sheet saves
  timeenter 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

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Building a Sample Project
Enter Tasks

• For this sample project enter these tasks

TASK Optimistic Duration Expected Duration Pessimistic Duration
Foundation 1 week 2 weeks 3 weeks
Framing 2 weeks 4 weeks 7 weeks
Roof 1 week 2 weeks 3 weeks
Electrical 1 week 2 weeks 3 weeks
Sheetrock 1 week 3 weeks 5 weeks
Interior Paint 1 week 2 weeks 4 weeks
Exterior Paint 1 week 2 weeks 3 weeks
Landscaping 1 week 2 weeks 4 weeks
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Building a Sample Project
Enter Tasks

• 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

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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

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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

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Building a Sample Project
Identify Task Dependencies

• This can also be accomplished by using the Task
  Information submenu (right mouse click)

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Building a Sample Project
Identify Task Dependencies

• 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

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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

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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

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Building a Sample Project
Completing the PERT Analysis

• Use these durations and critical task/path
  designations for the PERT Risk Analysis

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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!

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Building a Sample Project
Explore the other views after the PERT Analysis
is complete

• Gantt Chart view
• Notice the critical path in red?

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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

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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)
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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
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Building a Sample Project
Explore the other views after the PERT Analysis
is complete
Optimistic Gantt
Pessimistic Gantt
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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

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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

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Building a Sample Project
Building a Resource List

• The resource sheet should look like this

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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

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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

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Building a Sample Project
Assigning Resources to the tasks

• Assign tasks as follows

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Building a Sample Project
Assigning Resources to the tasks

• As assignments are made, MS Project calculates
  the costs
• All required entries and calculations are
  donesave the project!

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Building a Sample Project
Check the Project Statistics

• Checking the project statistics yields a snapshot
  of costs and times

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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

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Building a Sample Project
Saving a Project Baseline

• A User can save up to 11 baselines in MS Project
• Very useful for situations where
• New tasks are added
• The scope of the project changes
• Unexpected delays occur
• The project is crashed
• The project is relaxed
• Save each baseline as a new number using the
  scroll down menu in the save baseline area

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Building a Sample Project
Adding A Few Personalized Touches

• The project is functional and complete but adding
  a few extra touches gives it structure
• Add a top level task that serves as a title and
  project overview

• Indent all subsequent tasks
• Do not assign resources
• Marked critical
• But is Not critical for PERT Risk analysis
  purposes

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Building a Sample Project
Adding A Few Personalized Touches

• Add a milestone that serves as project closure

• Link to all other physical tasks
• Mark dependencies as FF (Finish to Finish) in
  Task Info Tab
• Do not assign resources
• Marked critical
• But is Not critical for PERT Risk analysis
  purposes

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Building a Sample Project
Adding A Few Personalized Touches

• Adjust Fonts for personal preference

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Building a Sample Project
Adding A Few Personalized Touches

• Divide tasks into phases
• Useful for large or complex projects
• Does not change project costs/duration/integrity
• Useful where functional use can be derived from
  completed tasks where project is completed in
  phases

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Building a Sample Project
Adding A Few Personalized Touches

• The result is a professional, highly visual plan

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Updating a Sample Project
Updating a Project

• Updating a project is simple if a few basic rules
  are remembered
• Update the complete and the date the work is
  done
• Otherwise MS Project assumes the date the task is
  competed is the date the task was scheduled to be
  completed
• Enter a finish date only when the task is
  finished
• Enter a complete (when work is in progress but
  not complete) so MS Project can track and
  forecast task and project completion

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Building a Sample Project
Assigning Resources to the tasks

• Updates can be made on Gantt view Task List (WBS)
  view or in the Task Information Tab

Task Information Tab
Gantt view Task List
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Managing a Sample Project
Reports and graphs

• Simple reports can help all concerned stay in
  touch with a project
• Go to Reports on the View menu for a wide range
  of wizard driven reports or create a custom
  report!

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Managing a Sample Project
Budget Reports

• Budget overviews

And budget reports that show under and over
budget tasks and resources
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Managing a Sample Project
Cross tabs
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Managing a Sample Project
Crashing a Project

• Projects can be crashed using MS Project
• Add extra resources to the resource list and
  assign them to tasks to shorten project duration
  and/or
• Assign existing resources overtime (OT) work
• To assign overtime, insert 2 new columns in the
  Task Usage View and add OT as appropriate

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Managing a Sample Project
Crashing a Project

• Projects can be crashed using MS Project
• Crash projects with caution it is a disruptive
  action
• Do a what if crashing exercise and save the
  baseline separately, keeping the original project
  intact allows exploration without risk
• Compute crash savings and costs how much time
  will be saved and how many extra it will cost
• Refer to early instruction units for these
  techniques or
• Examine variances between baseline in MS Project

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Managing a Sample Project
Crashing a Project

• Project will update the costs and changed
  durations accordingly
• Remember effort required to complete a
  task/project remains fixed, only duration changes
• Save the baseline of a crashed project to compare
  against original estimates and expectations
• Be sure to check critical tasks status
  non-critical tasks may become critical after
  crashing

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Managing a Sample Project
What MS Project does not do

• MS Project does not
• Compute probability of on-time completion
• Do this using the Excel PERT Calculator
• Refer to previous instruction for this technique

For this project, there is a 39.64 probability
of completing the project within 13 weeks (the
PERT likely duration)
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Managing a Sample Project
What MS Project does not do
a 90.54 probability of completing the project
within 15 weeks
INCLUDE ONLY CRITICAL TASKS IN PERT RISK ANALYSIS
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Managing a Sample Project
What MS Project does not do
but only a 3.30 probability of completing the
project within 11 weeks.
INCLUDE ONLY CRITICAL TASKS IN PERT RISK ANALYSIS
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MS Project
Review and Final Thoughts

• A strong tool that saves time
• Makes tracking project status easy
• Makes communicating project status easy
• Be prepared before beginning
• Use the program resources for assistance
• Wizards, guides and help function
• Save the project data often (in 2 places)

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MS Project
Review and Final Thoughts

• KISS (Keep It Simple Son)
• Stay in touch with the project
• If the plan doesnt seem right it probably isnt
  track down suspected discrepancies
• Practice makes perfect
• MS Project get easier to use with practice
• Start with default settings and then customize

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MS Project
Review and Final Thoughts

• MS Project automatically
• Identifies Critical tasks the Critical Path (in
  RED)
• Computes Late/Early start and finish dates
• Computes Total Slack (A.K.A Total Float)
• Critical tasks will always have ZERO Total Slack
• Effort to complete a task is fixed
• Duration changes by adding or subtracting
  resources more resources less duration

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MS Project
Review and Final Thoughts

• Even the best plan is still an estimate
• A plan is only as good as the data it uses
• Bad estimates bad plans
• Risk Analysis must be computed separately
• Construct and use an Excel-based PERT Risk
  Calculator
• MS Project is just a tool, the manager owns the
  project and is responsible for its health
• Communicate status frequently and clearly

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Resources Used in This Unit

• Dr. Anthony Filipovitch
• MS Project, by Microsoft Corporation
• MS Excel, by Microsoft Corporation
• PM Body of Knowledge (PMBOK), Philadelphia PMI,
  2000

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• You have completed
• URBS 609 Project Unit 3
• Please proceed to
• URBS 609
• Project Management Assignment

This Unit of Instruction was crafted by Robert
Hugg For Minnesota State University, Mankato
Urban and Regional Studies Institute - 2004