17090981 Project Management Basics

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Copyright 2009 All rights Reserved

JERRY ESPERANZA


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Objectives

The module sets to achieve the following skills in using Microsoft Project 2003:

Enter task, summary, milestone, duration in setting up Gantt Chart. Set project start date. Identify Predecessors and Successors. Understand, create, and work using Task Dependencies on tasks. Add Positive and Negative Lags on predecessor column. Modify Project Calendar. Adjust Timescale Units and Labels. Print Gantt Chart.

We advise that you do the laboratory exercise at the end to check your understanding on whatthis material has presented.

Please give us a feedback to further improve this courseware. You may reach us [email protected] or visit our site: http://ThrivingAndLiving.blogspot.com .

About the Author

Jerry Esperanza is a Computer Science professor. He has more than 7 years experience teachingat Jose Rizal University (JRU) and currently at New Era University (NEU), Philippines.

He worked as Administrative Specialist at IBM Philippines, Inc. and served as aTechnical Support Engineer at ETSI Technologies, Inc. (A Siemens Nokia joint venturedcompany) for ten years. He was a Database Marketing Analyst for a year at OSRP (aPCMall.com company) and as Analyst at Business Intelligence Group of eTelecare GlobalSolutions for another couple of years.

He holds a bachelor degree in Computer Engineering at Polytechnic University of thePhilippines (PUP) and currently working on his thesis for a masters degree in EducationalManagement at New Era University Graduate Studies.

As a registered professional teacher, he believes that a teacher is behind in anyone whoexcels. Continuous education is one of his advocacies to uplift human understanding andcondition.


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Basic Microsoft Project Symbols

Microsoft Project is a project management tool used in formulating a Gantt Chart (presentingproject information graphically), Resource Usage, Project Timelines, Overall Cost to name afew. This module focuses on how to setup a Gantt Chart as used on feasible project proposals.Table 1 is the list of symbols we will use in formulating our Gantt Chart.

Term Symbol DefinitionTask An activity that has a beginning and an

end. Project plans are made up of tasks.Summary Task A task that is made up of subtasks and

summarizes those subtasks.Milestone

A reference point marking a major eventin a project and used to monitor theprojects projects. Normally, a task withzero duration.

Table 1. Basic Gantt Chart Symbols

Setting up Project Start Date

We need to specify the proposed starting date of each project we will create. Alternately, wecould also depend on project finish date. Most project managers use project start date inconceiving the project plan.

To setup project start date, click menu Project | Project Information. Project Informationform pops out. Enter your proposed project date at start date. See Figure A.


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Working and understanding Task Dependencies

Project management is about managing series of steps or tasks to be carried out to complete theproject. There are tasks that need to be finished first before a new task begins. We call this task dependency where we link a predecessor and a successor. Microsoft Project reflects these assequence of events on how plans should be carried out.

Figure 1. Predecessor and Successor

Dependency Type

The common task dependency what Microsoft Project uses is Finish-to-Start where successorwill not start unless predecessor is completed. There are other types used and may be applieddepending on the nature of dependencies. Table 2 shows the different dependency types.

Dependency Type Sample Format Description

Finish-to-Start(FS)

Task (B) starts only till task (A) finishes. Forexample, if you are working with two tasks"Design blueprint of house, and Construct thehouse you cant construct a house unless there isa working plan. This is the most common type of dependency.

Start-to-Start (SS)On this case Task B will only start when Task Astarts. Design building layout and Estimatecost of building materials normally is done inparallel to make sure the design fits on a workingbudget.

Finish-to-Finish(FF)

Opposite of Start-to-Start, Task B will not finishunless Task A completes. Compile programwont be finished unless Code program ends.

Start-to-Finish(SF)

Task (B) cannot finish until task (A) starts.Rarely used but applicable for just-in-timescheduling for a milestone finishing date tominimize the risk of a task finishing late if itsdependent tasks slip.

Table 2. Task Dependency Types


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Creating Dependencies

Dependencies can be created by merely typing the predecessor id on successors row (see Figure2) or simply dragging the link line from predecessor task bar to successor task bar. Put yourmouse somewhere in the predecessor task bar. Click and hold the mouse button and drag it attowards the successor task bar.

You will notice that you dont need to type 6FS to signify the link as Finish-to-Start.This is the default dependency link. It is understood that the link connects on this FS format.


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Changing Dependency Types

Double click the dependency link line between two tasks and Task Dependency form will popup. You can now select from drop down list the dependency type you want to set. Analternative is to just click the predecessor cell of the task you need to edit and then press F2.Enter the predecessor ID and dependency type initial. See Figure 4.

The link can be deleted also. Same process is applied just as you change dependencytype. When Task Dependency form pops, click the delete button. You may use also the link andunlink buttons in providing/deleting the connection between two tasks.

Positive and Negative Dependency Lags

Positive Lag creates a time delay between tasks that have a dependency. For example, if you need to wait three days between the finish of one task and the start of another, youwould establish a finish-to-start dependency and then specify three days of lag time. Youwould enter positive lag time as a positive value. See Figure 5.

Negative Lag creates an overlap between tasks that have a dependency. For example, if a task can start when its predecessor is only half finished, you can specify a finish-to-startdependency with a negative lag time of 50% for the successor task. Negative lag movesthe successor task in the opposite direction from positive lag. You enter negative lag as anegative number. See Figure 6.


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To enter a positive or negative lag, double click the link line between the two task bars topop the Task Dependency form. Under Lag, type lag time either in percent rate or days or weeksduration. To set a negative lag, type dash (-) first prior to number value.

Again, this can be done by selecting the predecessor cell and press function key F2.Enter the predecessor ID, type and lag duration. See Figure 5.


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Setting of Project Calendar

A project uses a specific calendar where it based how many hours it would take to do a task. Thedefault setting of MS Project work time is from 8:00AM to 5:00PM Mondays thru Fridays withone-hour lunch for each day.

There a certain days wherein you need to specify a non-working time due to holidays or ashorter work days dictated by the project due to special events. Microsoft Project can do all of these.

To set our project calendar, you need to click menu Tools | Change Working Time.Change Working Time form pops out from your screen (see Figure 7). As you can see fromour figure, Saturdays and Sundays are grayed out to denote as non-working time.

Projects that are constraints with implementation dates often make Saturdays as workingdays also. To do this, we need to click the Saturday column and set option button into a Non-default working time. See Figure 8.


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On some occasions, we need to stop working due to mandatory holidays set by thegovernment or the company as well. We click on this example July 27 and select Non-workingtime on our option. Notice how July 27 becomes grayed-out and underlined as we set theoption. See Figure 9.

Overall, you could see the effect of calendar adjustment as you go back to your GanttChart view. It is either you shorten or lengthen the project implementation depending on theworking calendar you have set.


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Adjusting Timescale to View all Project Task bars

Projects that may take months to implement are no longer viewable from our Gantt Chart layoutif the timescale set is Week-day format. Notice how Figure 9A looks.

To adjust the view, double click anywhere on timescale to pop out Timescale form. OnMiddle Tier tab, set Months in Units. Click on Bottom Tier tab, set Weeks in Units.Select the Label of your choice if you want to change the default settings. See Figure 9B.


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Printing of the Project Gantt Chart

As we complete the tasks layout of our project, we need to present it to members of the teamwho either approve or discuss the other details the project entails.

The Gantt Chart can be viewed by clicking the Print Preview icon. See Figure 10 to as

sample print out.

We need to insert title header to our chart. To do this, click Page Setup | Header | Center.After entering the appropriate title of the sheet, you may alter the title text if you need to changethe font size and type. See Figure 11.


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Microsoft Project 2003 Video Blog

Some people appreciate a video presentation instead of reading a material like this. You can stillachieve the same level of skills if you prefer presentation on video. The video blog supplementsall the information presented on this courseware because it is a working sample. It comes in twoparts. Please visit this site: http://thrivingandliving.blogspot.com/2009/07/microsoft-project-

video-blog-tutorial.html .

Laboratory Exercise

Let us validate on what you have learned on this material. Perform the following activities.

1. Create a new Project Schedule.2. Save it as Blog Project .3. Enter Project Start 8/3/2009.4. Enter the following tasks and duration:

Table 2. Tasks and Duration of Blog Project

5. Create dependency links between tasks as indicated at Table 3.6. Set August 4-6, September 21, 2009 as non-working days.7. Set August 15 and 22 as working days.8. Change Timescale Middle Tier Units set to Month; Bottom Tier Units set to Weeks.9. Still on Timescale, make sure you adjust Month Label into August 2009 format; Weeks

into W1 format. Adjust Timescale Options | Size into 90%.10. Insert Header Title: Blog Project Implementation Plan. Adjust Font Size of the title into

14; Font Style: Bold.11. Adjust column size of Task Name, Duration, Start and Finish to accommodate printing

the Gantt Chart into 1 page only.12. Save your work again.13. Finally, you should have the same screen shot layout of Figure 12. Note: Predecessor

column was intentionally hidden from the sample output for the student to work ondependencies.

Task Name DurationBuild My Own Blog

PreparationRead Blogging Book/References 1 wkSelect which niche to blog 2 daysPrepare at least 3 posts for the maiden issue 1 wk

Blog SetupChoose free hosting blogsite 2 daysBlog URL is set 0 daysSetup blog essentials to make it look professional 3 daysFinalize blog layout and theme 0 days

3 posts published on its maiden issue0 daysBlog traffic buildup

Visit related blogs same with the niche chosen 1 wkSubscribe/Comment to other Bloggers site 1 wkPost the 3 maiden posts at BlogCarnivall.com 0 days

1000 hits/visits per month is achieved 0 days


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Predecessor Successor Link Type / LagRead Blogging Book/References. Select which niche to blog. F SSelect which niche to blog. Prepare at least 3 posts for the

maiden issue. F S

Prepare at least 3 posts for themaiden issue.

Choose free hosting blogsite. F S

Choose free hosting blogsite. Blog URL is set. F SBlog URL is set. Setup blog essentials to make it

look professional. S S

Setup blog essentials to make itlook professional.

Finalize blog layout and theme. F S

Finalize blog layout and theme. 3 posts published on its maidenissue.

F S

3 posts published on its maidenissue.

Visit related blogs same with theniche chosen.

S S

Visit related blogs same with theniche chosen.

Subscribe/Comment to otherBloggers site.

F S 25%

3 posts published on its maidenissue.

Post the 3 maiden posts atBlogCarnivall.com.

F S

Post the 3 maiden posts atBlogCarnivall.com.

1000 hits/visits per month isachieved.

F S + 22D

Table 3. Tasks and Duration of Blog Project

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